1.0 INTRODUCTION TO ALUMNI MATTERS
As a responsible Alma Mater, Heedmorine Municipal Institute recognizes the dire need to keep in contact with graduates who are former full time students, part time students and exchange scholars. The intention is to consistently seek feedback from and offer vital information to graduates on a continuous basis. This 2 way information exchange will inter alia encapsulate the following matters:
– Alumni / Graduate Database Verification and Authentication (V&A)
– Employment opportunities for graduates
– Information for graduates regarding Financial Aid opportunities for post Diploma Study
– Project Finance information for self employment among graduates
– Inputs from Alumni for Curriculum Review and Institutional Improvement processes
– Information and Procedures about the Annual Graduation Ceremony (Convocation)
– Alumni constitution updates
– Alumni Constitution and Alumni Procedures updates
– Alumni AGM information
– Information for Alumni database which is intended for networking among Alumni, current students, employers, project funders, marketing institutions etc
– Any other mutually beneficial sessions for feedback and information outflow
With the above imperative in mind, Heedmorine Municipal Institute found it inevitable to commission the Alumni Matters and Graduation Ceremonies Program which must regulate the Modus Operandi of Alumni Association and Graduation Ceremonies (Convocations) so as to solicit approval of at east 50% of current students and Alumni. Stakeholders may independently verify whether any individual is a bonafide graduate of Heedmorine Municipal Institute by downloading our internally authenticated Alumni Database
2.0 NOTIFICATIONS ON GRADUATION CEREMONIES
The REWICO Co-ordination Office at Heedmorine Municipal Institute is geared to inter alia, use its e-mail system, its facebook alias (HEEDMORINE SCHOLARS) and its website www.heed.org.za to provide information to Alumni about the Annual Graduation Ceremony (Convocation) which UNLESS OTHERWISE STATED will be held on the 2nd Friday of March annually
3.0 CONSTITUTION OF HEEDMORINE ALUMNI ASSOCIATION
In order for the Alumni Association to function optimally, there must be clear cut Articles of Association (Constitution) with objectives, membership rules, Code of Conduct, AGM rules, Fundraising etc clearly explained. The following will be the Constitution of the Alumni Association of Heedmorine Alumni Association (HAA):
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HEEDMORINE ALUMNI ASSOCIATION CONSTITUTION
(Acronym: HAA)
1.0 NAME
The organization hereby constituted will be called: HEEDMORINE ALUMNI ASSOCIATION
Its shortened name or Acronym will be: HAA (hereinafter referred to as the organization).
The organization shall:
– Exist in its own right, separately from its members
– Continue to exist even when its membership changes and there are different officebearers
– Be able to own property and other possessions
– Be able to sue and be sued in its’ own name.
2.0 OBJECTIVES OF HAA
(a) MAIN OBJECTIVES OF THE ORGANIZATION
– To develop community based programs that are aimed at constructive engagement of Alumni and students of Heedmoring Municipal Institute
– To facilitate establishment and running of community based information centres for Alumni and students of Heedmoring Municipal Institute
– To enhance employment opportunities for graduates
– To provide Information for graduates regarding Financial Aid opportunities for post Diploma Study
– To provide Project Finance information for self employment among graduates
– Collating inputs from Alumni for Curriculum Review and Institutional Improvement processes
– Disseminating information and Procedures about the Annual Graduation Ceremony (Convocation)
– To conduct Alumni constitution updates
– To facilitate Alumni Constitution and Alumni Procedures updates
– To organize Alumni AGM information
– Information to Alumni database which is intended for networking among Alumni, current students, employers, project funders, marketing institutions etc
– To attend to any other mutually beneficial sessions for feedback and information outflow
(a) ANCILLARY OBJECTIVES OF THE ORGANIZATION
– To be based within reach of Alumni and students
– To ensure gender equality is observed during activities of Alumni and students
– To equip Alumni and students with skills that will enable them to identify and prioritise problems
– To facilitate the establishment of “Organised Community Activities” among Alumni and students
– To promote co-operation between Heedmorine Municipal Institute, Alumni and students
3.0 INCOME AND PROPERTY
3.1 The organization will keep a record of everything it owns.
3.2 The organization may not give any of its money or property to its members or office bearers. The only time it can do this is when it pays for work that a member or office bearer has done for the organization. The payment must be a reasonable amount for the work that has been done.
3.4 A member of the organization can only get money back (claim) from the organization for expenses that she or he has paid for or on behalf of the organization.
3.5 Members or office bearers of the organization do not have rights over things that belong to the organization.
4.0 MEMBERSHIP AND GENERAL MEETINGS
4.1 If a person wants to become a member of the organization, she or he will have to ask the organization’s management committee in writing. The management committee has the right to say no.
4.2 The management committee has the right to invite resourceful individuals to membership of the organization (Refer to 6.3.1).
4.3 Members of the organization must attend its annual general meetings. At the annual general meeting members exercise their right to determine the policy of the organization.
5.0 MANAGEMENT
5.1 A management committee will manage the organization. The management committee will be made up of not less than five (05) members. They are the office bearers of the organization. The office bearers of the organization will be guided by the following :
5.1.1 The five office bearers will be elected at the annual general meeting to occupy the following posts:
– Manager – Gender Issues
– Manager- Community Empowerment & Development
– Manager – Fundraising
– Manager – Project Management
– Manager – Administration.
5.1.2 The officer who is elected to the post of Manager – Administration will automatically be the Treasurer of the organization. The annual general meeting will either use consensus or voting when assigning the portfolios of Chairperson, Secretary and the 2 Committee Members of the management committee.
5.1.3 Apart from the Manager – Administration, the rest of the members of the management committee may serve in part time capacities as long as they ensure they uphold the organization’s constitution.
5.1.4 The office bearers are responsible for co-ordinating and managing their respective portfolios in a professional manner.
5.1.5 Each office bearer shall uphold the organization’s constitution.
5.1.6 Each office bearer shall be directly accountable to the management committee.
5.2 Office bearers will serve for one year, but they can stand for re-election for another term of office after that. Depending on what kind of services they give to the organization, they can stand for re-election into office again and again. This is so long as their services are needed and they are ready to give their services.
5.3 If a member of the management committee does not attend three management committee meetings in a row, without having applied for and obtaining leave of absence from the chairperson of the management committee, then the management committee will constitute a Disciplinary Committee hearing for a resolution (Refer to 6.3.4).
5.4 The management committee will meet at least once a month. More than half the members have to be at the management committee to make binding decisions that are allowed to be carried forward.
5.5 Minutes will be taken at every meeting to record the management committee’s decisions. The minutes of each meeting will be given to the management committee members at least two weeks before the next meeting. The minutes shall be confirmed as a true record of proceedings, by the next meeting of the management committee, and shall thereafter be signed by the chairperson and the secretary.
5.6 The organization has the right to form sub-committees. The decisions that sub-committees take must be given to the management committee. The management committee must decide whether to agree with them or not at the next meeting. This meeting should take place soon after the sub-committee meeting. By agreeing to decisions the management committee automatically ratifies them.
5.7 All members of the organization have to abide by decisions that are taken by the management committee.
6.0 POWERS OF THE ORGANIZATION
The management committee may take on the power and authority that it believes it needs to enable it to achieve the objectives that are stated in point number 2 of this constitution. Its activities must abide by the law.
6.1 The management committee has the power and authority to raise funds or to invite and receive contributions. This will be achieved through meetings, telephonic and/or electronic liaison, letter contact etc with various donor organizations and institutions.
The manner and order of raising funds and/or inviting contributions will be co-ordinated by the Manager-Fundraising. Where necessary the office of the Manager – Fundraising may request (in writing) that the management committee constitute a fundraising sub-committee comprising not less than 3 members and not more than 5 members of the organization. The said sub-committee will be chaired by the Manager-Fundraising who in addition will have the power to recommend (in writing) to the management committee to summarily dissolve the said sub-committee.
The functions and term of office of the fundraising sub-committee will be determined by the management committee. The Manage-Fundraising will ensure that all responses from various donor organizations and institutions are communicated to the management committee in general and the financial accounting officer (i.e. Treasurer) in particular. The said communication will be effected within 24hrs of receiving such responses.
6.2 The management committee does, however, have the power to buy, hire or exchange any property that it needs to achieve its objective. Decisions related to such matters shall be reached either by consensus or show of hands at management committee meetings.
6.3 The management committee will have the right to make, amend and/or repeal by-laws that are essential for effective management of the organization. Such by-laws will include the following:
6.3.1 Procedure Related to Membership by Invitation.
The management committee may elect to invite resourceful individuals to join the organization. The chairperson of the management committee will carry the responsibility of writing comprehensive invitation letters to such individuals accompanied by the organization’s constitution.
6.3.2 Procedures for Application for Membership
– Application for membership will be done voluntarily.
– The basic exchange requirement is that potential exchange scholars must request to be friends of the page: HEEDMORINE SCHOLARS
– Written applications together with Curriculum Vitae will be directed to the chairperson of the organization who will be hosted by the Students Affairs Officer on students-affairs@heed-ngo.org.za or P.O Box 1360 Johannesburg 1710.
– The chairperson will then make a copy of the organization’s constitution available to the applicant.
– The chairperson will also make available, a copy of the organization’s “Application for Membership” forms.
6.3.3 Procedure for Approval of Membership
Applicants will be accepted to membership of the organization if they satisfy the following:
-The applicant must be in agreement with the organization’s constitution.
– If the applicant is not over 18 years old, membership consent from a parent or a guardian will have to be sought.
-The applicant must preferably be resident in the communities where the organization is operating and/or intends to deliver such training services as those that are stipulated in this constitution’s objectives.
-The applicant must not be currently afflicted by any mental defects that are deemed, by registered medical practitioners, likely to render the applicant incapable of performing such services to the community as those stipulated in the organization’s constitution.
-The applicant should not be having a record of conviction and imprisonment for more than 6 months backdating 3 years prior to the application.
6.3.4 Procedures for Termination of Membership.
– Members may terminate their membership of the organization by writing to the chairperson of the management committee.
– The disciplinary committee may recommend that the management committee relieve a member of his/her membership of the organization (Refer to 6.3.6).
– In cases where there is incapacity of an office bearer due to medical causes, the management committee has power to terminate the affected office bearer’s membership. Where applicable the management committee will negotiate with any affected member for monetary compensation in lieu of anticipated earnings with respect to the remaining portion of his/her term of office and/or contract.
– The chairperson is obliged to comprehensively inform (in writing) all individuals whose membership has been terminated.
6.3.5 Procedure for handling Member’s Grievances.
– Members will be requested to submit (in writing) all their grievances to the chairperson of the organization.
– Where necessary the chairperson will convene an emergency meeting of the management committee which will address the grievances.
– Organizations/or community members have the right to submit written complaints that amount to suspected act(s) of misconduct of any member of the organization.
– Such complaints must be sworn under oath and presented to the chairperson of the management committee.
– The chairperson of the management committee will appoint a legally competent investigator at the expense of the organization.
– The said investigator will be paid at a rate to be determined by the management committee.
– The chairperson will inform (in writing) the member under investigation of the appointment of the investigator who will investigate the alleged acts of misconduct.
– The investigating officer will recommend (in writing) that the management committee immediately suspend the member under investigation if and only if the investigating officer is convinced beyond reasonable doubt that, if not suspended during the investigation period, the member under investigation will do any or all of the following:
– Tamper with evidence
– Commit the same offence
– Temper with witnesses
– After concluding his investigations, the investigating officer will present his/her
findings (in writing) to the chairperson of the management committee.
The said findings will be accompanied by any of the following recommendations:
– That the management committee must charge the member (in writing) with misconduct.
– That the management committee set aside, (in writing), all the allegations of acts of misconduct that were leveled against a member.
If a member is charged with misconduct, the management committee will appoint a Disciplinary Committee through the chairperson. The said appointment will be at the expense of the organization. Members of the Disciplinary Committee will be paid at rates that will be recommended by the management committee.
The disciplinary Committee will comprise the following:
– 1 legally competent prosecutor
– 1 legally competent presiding officer
– 4 observers (Preferably chosen from stakeholders)
– The Prosecutor will notify the accused of the date(s) time and venue of the disciplinary committee hearing, and the right of the accused to be represented at the hearing.
– The Presiding Officer will be obliged to deliver his/her verdict within 40 working days after the conclusion of the Disciplinary Committee hearing. The verdict will be in the form of a written recommendation for the management committee to ratify.
– The range of decisions that are at the disposal of the Presiding Officer include:
– A verbal warning.
– A written warning.
– A fine to be recommended by the presiding Officer.
– A fine (as above) and a written warning.
– Suspension not exceeding 6 months (with full emoluments where applicable).
– Suspension not exceeding 6 months and a fine (as above).
– Expulsion from the management committee but remain a member of HAA
– Expulsion from membership of the organization.
– Expulsion from membership of the organization and reported to the South African Police Service, especially if the charges of misconduct are associated with dishonesty.
– The management committee will ratify the recommended verdict and the Chair person will notify the accused (in writing) of the verdict. The accused will in addition be notified of his right to appeal to a Disciplinary Appeals Committee within 21 working days.
– The management committee will through the chairperson be obliged to appoint a Disciplinary Appeals Committee. The Disciplinary Appeals Committee will sit at the expense of the organization and will be paid at rates to be decided upon by the management committee.
– The Disciplinary Appeals Committee will constitute the following:
– 1 legally competent Presiding Officer.
– 4 Observers (Preferably chosen from stakeholders)
– The Presiding Officer of the Disciplinary Appeals Committee will notify the appellant (in writing) of the date(s), venue, and time of the Disciplinary Appeals Committee sitting. The Presiding Officer will notify the appellant that the Disciplinary Appeals Committee will not retry the case but analyse the charge that was laid, the evidence that was adduced and procedures that were followed during the trial viz a viz the verdict that was passed.
-The Presiding Officer of the Disciplinary Appeals Committee upon concluding his/her analysis of the appeal will recommend that the management committee does any of the following:
– Uphold the decision(s) of the Disciplinary Committee.
– Alter any portion or portions of the decision of the Disciplinary Committee.
– That the management committee set the verdict of the Disciplinary Committee, aside (in writing).
6.4 The annual General Meeting has the right to determine by-laws that govern the powers, functions and emoluments of the management committee members and those of contract employees of the organization.
6.5 The management committee may elect to introduce membership fees for the organization. Decisions related to such matters will be reached either by consensus or show of hands at management committee meetings.
6.6 The management committee may offer contract employment to various individuals who will be deemed necessary for the accomplishment of the objectives of the organization. The said contracts will either be treated on a “Give and Take” basis or negotiated with such would be contract employees, as those needed by the organization.
7.0 MEETINGS AND PROCEDURES OF THE COMMITTEE
7.1 The management committee must hold at least two ordinary meetings each year.
7.2 The chairperson, or two members of the committee, can call a special meeting if they want to. But they must let the other members of the management committee know the date, agenda, time and venue of the proposed meeting within 21 days prior to the proposed meeting date. If, however, one of the matters to be discussed has to do with the appointment of a new committee member, then the individuals calling for the meeting need to give other committee members at least 30 days notice of the proposed date for the meeting.
7.3 The chairperson of the management committee shall act as the chairperson of the organization. If the chairperson does not attend a meeting, then members of the committee who are present will be mandated to choose which one of them to chair that meeting. This must be done before the meeting starts either by consensus or by voting.
7.4 The meeting will only be held if two thirds of membership “Quorum” are in attendance.
7.5 When necessary, the management committee will vote on issues. If the votes are equal on an issue, then the chairperson has either a second or deciding vote.
7.6 Minutes of all meetings must be kept safely and always be on hand for members to consult.
7.7 If the management committee thinks it is necessary, then it can decide to set up one or more sub-committees (Refer to 5.6). It may decide to do this to get some work done quickly. Or it may want a sub-committee to do an inquiry, for example. There must be at least three (03) people on the sub-committee. The sub-committee must report back to the management committee on its activities. Apart from the Fundraising sub-committee, which will be chaired by the Manager-Fundraising, the management committee will appoint suitable individuals to chair the said sub-committees. The management committee will also spell out the terms of reference and the lifespan of such sub-committees.
8.0 ANNUAL GENERAL MEETING (AGM)
The annual general meeting must be held once every year, towards the end of the organization’s financial year. The organization should, inter alia deal with the following matters at its annual general meeting:
– Agree to the items to be discussed on the agenda.
– Record attendance register including apologies.
– Read and confirm the previous meeting’s minutes with matters arising.
– Chairperson’s report.
– Treasurer’s report.
– Changes to the constitution that members may want to make.
– Election of new office bearers, or the re-election of serving office bearers.
– General/Any other relevant business.
– Closing of meeting
9.0 FINANCE MATTERS
9.1 The Manager-Administration, who will be elected at the annual general meeting, will inter alia be the accounting officer (Treasurer) of the organization (refer to 5.1.2). His or her duty is to audit and check on the finances of the organization.
9.2 The Treasurer’s job is to control the day to day finances of the organization. The treasurer shall arrange for all funds to be put in a bank account in the name of the organization or in the bank account of Heedmorine Municipal Institute. The Treasurer must also keep proper records of all finances.
9.3 If a bank account is opened in the name of the organization, there will be one (01) signatory to the organization’s bank account(s). The said signatory will be the Manager-Admin (Treasurer). The Treasurer will have to sign (each time) before the organization’s cheques are honoured by any institution.
9.4 The financial year of the organization ends on 31st March.
9.5 The organization’s accounting records and reports must be ready and handed to the Director of Non-profit organizations within six months after the end of the financial year.
9.6 All funds, materials and equipment that have been allocated by donor institutions to the organization for specific projects will strictly be utilized in accordance with what is laid down in the specific “Request for Assistance Correspondence” and project proposal budget(s) that were used to attract such funds and/or materials and/or equipment to the said specific projects.
9.7 Where applicable the management committee may apply due diligence and elect to invest donor funds provided the chairperson of the management committee writes a comprehensive letter to affected donor institutions to request for written approval that will permit the management committee to invest such donor funds in clearly specified business ventures (Refer to 9.8). The proceeds of such investments will strictly be used to offset deficits, as and when they occur in the organization’s budget.
9.8 Upon receipt of written approval that is stated in 9.7, donor funds may only be invested with registered financial institutions. These institutions are listed in Section 1 of the Financial Institutions (Investment of Funds) Act, of 1984. Or the organization can get securities that are listed on a licensed stock exchange as set out in the Stock Exchange control Act, of 1985. The management committee of the organization can seek advice from different banks on various investment options for the said funds.
10.0 CHANGES TO THE CONSTITUTION
10.1 The constitution can be changed by a resolution. The resolution has to be agreed upon and passed by not less than two thirds of the members who are at the annual general meeting or special general meeting. Members must vote at this meeting to change the constitution.
10.2 Two thirds of the members must be present to form a quorum before a decision to change the constitution is taken. Any annual general meeting may vote upon such a notion, if the details of the proposed changes are set out in a manner similar to the notice that is referred to in 7.2.
10.3 A written notice must go out not less than fourteen (14) days before the meeting at which the changes to the constitution are going to be proposed. The notice must indicate the proposed changes to the constitution that will be discussed at the meeting.
10.4 No amendments may be made which would have the effect of making the organization cease to exist.
11.0 DISSOLUTION/WINDING-UP
11.1 The organization may close down if at least two thirds of the members present and voting at a meeting convened for the purpose of considering such matters, are in favour of closing down.
11.2 When the organization closes down it has to pay off all its debts. After doing this, if there is property or money left over, it should not be paid or given to members of the organization. It should be given in some way or another to another non-profit organization that has similar objectives. The organization’s general meeting can decide what organization will receive the said money and/or property. The donor(s) who provided such funds and/or property will have to ratify (in writing), the decision of the organization’s general meeting.
12.0 ADOPTION OF THE CONSTITUTION
This constitution was approved and accepted by members of Heedmorine Alumni association (HAA)
At a special (general) meeting held on ____/______ /________(Day/Month/Year)
SIGNED
__________________/___________________/____
Chairperson’s signature/Chairperson’s Full Names/Date
_________________/_________________/_______
Secretary’s signature/Secretary’s Full Names/Date
_________________/_________________/_______
Treasurer’s signature/Treasure’s Full Names/Date
CONSTITUTION ENDS HERE
4.0 GRADUATION CEREMONIES COMBINED OUR ANNUAL CONFERENCES
The Annual Graduation Ceremony (Convocation) for all our training programs will unless otherwise stated to be held on the 2nd Friday of March annually. To make it worthwhile for our trainees, we will, to the furthest possible extent, coincide our Graduation Ceremonies with our Annual Conferences. This in our opinion will make it cost effective for our trainees who will wish to attend both our Graduation Ceremonies and our Annual Conferences.
4.1 ADHOC 2013 GRADUATION CEREMONY & PROJECT DESIGN CERTIFICATES
4.1.1 ADHOC GRADUATION CEREMONIES IN 3 RESPECTIVE SESSIONS IN CAPE TOWN
Ad-hoc Graduation Ceremonies for 3 groups of trainees from Schedule “A” Industrial/Commercial courses will be organized by our associate entity (i.e. Heedmorine Consulting & Networking) and will take place in Cape Town in three respective sessions (i.e. on 25th, 26th and 27th September 2013). Accredited Certificates in Applied Mentorship and Applied Project Management will be issued at the Graduation Ceremonies that will preferably be held in the evening during the 3 Day Accredited 2013 Mentors’ Conference (i.e. 2013 MIWAACA Conference) in Cape Town.
4.1.2 ACCRUAL OF GRADUATION POINTS FOR CERTIFICATES IN PROJECT DESIGN
Our 2013 MIWAACA Conference will be a conference with a difference in that we will issue Accredited Certificates in Applied Project Design to individuals who will attend the conference and thereafter submit assignments (Portfolios of Evidence) from Conference Linked Workshops that will be presented at different sites in and around Cape Town entitled Role of Mentors in Design of projects such as Robben Island Project, Table Mountain Cableway Project, Botanical Garden Project, Fresh Produce Export Harbour Project etc. This means that Certificates in Applied Project Design will only be issued after the 2013 MIWAACA Conference on 28th February 2014. Our NGO believes that issuing accredited Certificates in Applied Project Design to conference participants after they submit assignments (Portfolios of Evidence) and scheduling the Graduation Ceremony at the same time as the 2013 MIWAACA Conference will make it worthwhile and cost effective for conference participants and/or graduates. You are duly informed that the Conference will also cover presentations on different Social and Economic Empowerment platforms that are associated with development of Mentors who are also known as Proactive Supervisors. Our NGO is aware that currently, most employed individuals are involved in General Supervision (i.e. Informal Mentroships) at their workplaces, academic settings, communities, corporate scenarios and SMME environments. It is our wish to change employed individuals from being General Supervisors to Mentors (i.e. Pro-Active Supervisors). The “THEME” of the 2013 MIWAACA Conference will thus be “Mentorship for Pro-Active Supervision in Workplaces, Academic Settings, Communities, Corporate Scenarios and SMME Environments.”
4.2 SPONSORSHIP OF OUR GRADUATION CEREMONIES AND CONFERENCES
Note that staging of both the Graduation Ceremony and the Conference will be subject to availability of funds from donors. This means that should donors fail to sponsor the MIWAACA conference and its’ Graduation Ceremony, potential conference participants will have to pay for attending the 2013 MIWAACA Conference, Graduation Ceremony and/or pay for printing, postage and maintenance of their Certification details in our Authentic Database and on our website. Details regarding the Graduation Ceremony and MIWAACA conference such as whether sponsorship will be forthcoming from donors and the specific graduation session to which groups of graduates will be assigned including details on how to apply for participation in the 2013 MIWAACA Conference will be provided to registered trainees and interested individuals on 15th June 2013 via e-mail, via our website and via our Facebook Tuition Group.
5.0 OTHER PROGRAMS THAT ARE RUN BY HEED
To view Extra Mural and other activities that Heedmorine Municipal Institute has scheduled to be commemorated this academic year, you are encouraged to download the list of Events
Empowerment and development enthusiasts are encouraged to read about the following programs that are concurrently run by HEED and are found on the Home page:
* Academic Programs & Faculties
* Advocacy
* Bursary Applications Selection And Forwarding
* Community Awareness
* Conference Co-Ordination
* e-Study
* Evaluation and Benchmarking of Foreign Qualifications and Foreign Academic Credits
* Extra Mural Activities
* Fellowship, Internship, Bursaries, Scholarship & Studentship (FBSS)
* Infrastructure Resource Mobilization
* Intellectual Property Support
* Internet for All
* Machinery And Equipment Mobilization
* Non Profit And Community Based Organization Support
* Research, Publications & Guest Lecturer Program
* Self-Help Volunteer Support
* Small, Medium & Micro Enterprise (SMME) Support
* Student Exchange
* Study Guides & Examination Results (Log-In)
