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Constitution - Agricultural Economics Association of South Africa
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updated on 4 September 2006

 

Article 1: Name and legal entity

1.1 The name of the association is
THE AGRICULTURAL ECONOMICS ASSOCIATION OF SOUTH AFRICA hereafter called AEASA.

1.2 AEASA is a legal entity and can act in law in its own name as claimant and defendant and can execute all actions required by and pertaining to the achievement of its objectives. Article 2: Objectives

2.1 To promote training, research and interest in Agricultural Economics.

2.2 To promote the applications of the scientific principles of Agricultural Economics in order to solve agricultural, rural and relevant national problems in Southern Africa.

2.3 To improve liaison between agricultural economists at regional, national and international levels.

2.4 To promote the interests of agricultural economists in terms of activities as envisaged in Article 3. Article 3: Activities

3.1 AEASA shall organize national conferences regularly.

3.2 AEASA shall organize a F.R. Tomlinson Commemorative Lecture regularly.

3.3 AEASA may arrange and/or assist ad hoc symposia, lectures or discussions at national or regional level.

3.4 AEASA may publish Newsletters to make known its activities and those of its members as well as other matters of importance.

3.5 AEASA may publish a journal.

3.6 AEASA may support and/or publish meritorious papers on Agricultural Economics on an ad hoc basis.

3.7 AEASA may make awards in acknowledgements of outstanding publications, conference papers and post-graduate dissertations in the field of Agricultural Economics.

3.8 AEASA may give recognition to persons who have rendered exceptional service over a long period of time, in the interests of education and research in Agricultural Economics as well as in its application of South Africa.

3.9 AEASA may affiliate with other organizations on condition that the rights of members are not prejudiced and may collaborate with organizations with which AEASA is affiliated when such affiliation and collaboration furthers the aims of AEASA.

3.10 AEASA may permit other organizations to affiliate and collaborate with it provided that such affiliation and collaboration will promote the objectives of AEASA, and subject to such regulations as may be prescribed by AEASA.

3.11 AEASA may collaborate with other organizations and/or bodies, provided that such collaboration furthers the objectives of AEASA.

3.12 AEASA may support worthy activities of any of its members, financially or otherwise, provided that such activities promote the objectives of AEASA.

3.13 AEASA shall hold an Annual General Meeting in each calendar year. Article 4: Membership

4.1 Membership consists of Regular members, Student Members and Honorary Members. 4.1.1 Regular Members, are members who: have obtained at least a three-year university degree specializing in Agricultural Economics, Economics and/or other applications of Economics. have an interest in the application of Agricultural Economics on account of their experience, position and/or profession, provided that their membership will promote the objectives of AEASA. 4.1.2 Student Members are bona fide undergraduate and full-time post-graduate students in Agricultural Economics, Economics and/or other applications of Economics

4.1.3 Honorary Members are persons who have substantially contributed to the activities of AEASA and who have been proposed as Honorary Members in the prescribed way.

4.2 Applications for Regular Membership and Student Membership for AEASA shall be made on a form approved by AEASA for this purpose.

4.3 The election of any member as Honorary Member will only take place after receipt by AEASA of a written proposal, signed by at least six Regular Members of AEASA. The proposal must give the name and address of the proposed Honorary Members as well as a complete account of the reasons for the proposal in terms of the regulations under Article 4.1.3 of this

Constitution.

4.4 Members’ Obligations

4.4.1 Subscriptions for each financial year as decided by AEASA from time to time at an Annual General Meeting are payable within three months of the beginning of the financial year in question, or within three months of the date of acceptance of a person’s application for membership. Honorary members are exempted from paying membership fees.

4.4.2 Student Members must indicate annually, and in writing, when paying subscriptions, whether they are still bona fide undergraduate or full time postgraduate students.

4.4.3 All members must notify AEASA without delay of any change of address.

4.4.4 All members undertake to abide by the regulations of this Constitution.

4.5 Membership benefits:

4.5.1 All Regular Members, Student Members and Honorary Members are entitled to the following: Annual receipt of an AEASA membership list. Receipt of all circulars and notices from AEASA. Receipt of all newsletters from AEASA. Receipt of Journal/s of AEASA if such journal/s are published. Receipt of any other publication that AEASA may decide to publish from time to time for general distribution among members. Preferential treatment at Conferences, Symposia and other meetings which are convened by AEASA. 4.5.2 All members of AEASA who are present at an General Meeting of AEASA at the time of voting on any AEASA business, with the exception of Student Members, have equal right to vote on such business

4.6 Suspension of rights of membership.

 

4.6.1 The rights of members, as stated in Article 4.5, will automatically be suspended when members are in arrears with payment of their subscriptions, until such overdue fees have been paid in full.

4.6.2 Membership of members who have been in arrears with the payment of their subscriptions for two or more years may be terminated by AEASA. Such termination of membership does not exempt the person concerned of his outstanding and present obligations towards AEASA.

4.6.3 Any member may at any time terminate his membership of AEASA by written notice. Such termination does not exempt the person concerned of any outstanding and/or present obligations towards AEASA.

4.6.4 Except for Articles 4.6.1, 4.6.2 and 4.6.3 of this Constitution the membership of any student will lapse automatically at the end of the third financial year of AEASA during which such a person is a member or at the end of the financial year in which such a person ceased to be an undergraduate or full-time post-graduate student, whichever event takes place first. A person whose membership lapses in this way will be notified by AEASA and either Regular or Student Membership may then be applied for. Article 5: Management Committee

5.1 The Management of AEASA will consist of nine members, i.e. a President, Vice-President, the Past President and the three additional members who will be elected by the Annual General Meeting, as well as a Secretary/Treasurer, the journal editor and news editor who will be appointed by the six elected members.

5.2 Subject to the regulations in Article 5.4.1, 5.4.2 and 5.4.3 of this Constitution any regular or Honorary Member of AEASA may be elected as a member of the Management Committee.

5.3 The term of the elected Management Committee is as follows:

5.3.1 The normal term for each member of the Management Committee is taken to be from the close of the Annual General Meeting at which such a person is elected until after the close of the second Annual General Meeting which follows the meeting at which the member was elected.

5.3.2 The President shall serve for two normal terms, namely as President and as Past President consecutively.

5.3.3 Two of the additional members will serve consecutively for half of a normal term as Chairman of the Conference Organizing Committee in accordance with the stipulations of Articles 6.5 and 8.2.10. They will serve as additional members for the other half of the normal term.

5.3.4 Other elected members shall serve for one normal term.

5.3.5 A person ceases to be a member of the Management Committee as soon as one or more of the following occurs: Expiration of the normal term of service of the person, as defined in Article 5.3; A written resignation by such a person as member of the Management Committee; Termination of a person’s membership of AEASA.

5.4 The regulations regarding re-election of members are as follows:

5.4.1 Any person serving as Past President may not be re-elected as President for the term immediately following it.

5.4.2 With the exception of cases for which article 5.3.2 and 5.4.3 of this Constitution provides no person may serve as elected member of the Management Committee for more than two consecutive terms.

5.4.3 A person who has already served as elected member of the Management Committee for two consecutive terms may be elected President for the term immediately following these, providing that the person concerned has not served as Past President during one of these previous terms referred to.

5.4.4 The Secretary/Treasurer may be re-appointed for any number of terms.

5.5 Vacancies, which may occur on the Management Committee, with the exception of those of the Secretary/Treasurer and the Past President, shall be filled by way of election at the next Annual General Meeting.

5.6 The duties of the President are as follows:

5.6.1 The President is the chief executive officer of AEASA as well as the Chairman of the Management Committee and the General Meetings of AEASA.

5.6.2 Should the President not be available for any reason or not be able to attend to his duties, the Vice-President will officiate as President.

5.7 At meetings of the Management Committee four members will form a quorum if all seven the posts occupied by full-time members (i.e. the President, Vice President, Past President, Secretary, newsletter editor, journal editor and additional member) in the Management Committee are filled at the time of the meeting concerned; otherwise three members will form a quorum.

5.8 The Management Committee may invite any person to attend any meeting of the Management Committee as an observer and/or adviser. Such persons shall not have any right to vote at the meeting concerned.

5.9 The resolution of a majority of members of the Management Committee who are present at a Committee meeting becomes a decision of the Committee. When the votes are equal, on any matter voted one, the President, or the person acting in his place, as the circumstances may be, has a casting vote in addition to his regular vote. Article 6: Procedures at the election of members for the Management Committee

6.1 Only ordinary and honorary members may submit nominations and secondments for vacancies on the Management Committee.

6.2 Written nominations for vacancies on the Management committee of AEASA must reach the Secretary/Treasurer before the commencement of or during the Annual General Meeting at which members are elected.

6.3 The signature of the nominator and his second as well as the signature of the nominee to show his acceptance of the nomination must accompany nomination for vacancies on the Management Committee of AEASA.

6.4 Voting will be by secret ballot at the Annual General Meeting. Each eligible voter of AEASA will be entitled to one vote for each vacancy, which is to be voted for.

6.5 Nominations for Chairman of the Conference Organizing Committee shall be forthcoming only from members who reside in the area, which will host the next Conference, in accordance with Article 8.2.10. The following provisions shall also apply:

6.5.1 The Chairman of the Annual General Meeting shall rule on the eligibility of nominations

6.5.2 The election of the Chairman of the Conference Organizing Committee for the Conference one year hence will take place annually, in accordance with the stipulations of Articles 5.3.3 and 8.2.10.

6.6 The order of the voting will be as follows:

6.6.1 Firstly for the President of AEASA.

6.6.2 Secondly for the Vice-President of AEASA.

6.6.3 Thirdly for the Chairman of the Conference Organizing Committee of AEASA in accordance with the stipulations of Article 6.5.2.

6.6.4 Fourthly for one additional member of the Management Committee.

6.7 No candidate for the Management Committee may be elected unless the candidate has gained an absolute majority of votes in the ballot concerned.

6.8 When a candidate is available for more than one vacancy on the Management Committee the name of the candidate shall be submitted for election in accordance with his nomination category and according to the order as stipulated in Article

 

6.6. Article 7: Executive Officers of AEASA

7.1 The executive officers of AEASA are as follows:

7.1.1 The President under article 5.6.1

7.1.2 The Secretary/Treasurer.

7.1.3 The Chairman of the Conference Organizing Committee.

7.1.4 The Journal Editor.

7.1.5 The News Editor.

7.1.6 Vice President Article 8: Duties and Powers of the Management Committee

8.1 It is the duty of the Management Committee to execute the legal resolutions of the General Meetings of AEASA.

8.2 The Management Committee has power to give effect to the objectives and undertakings of AEASA, including the following:

8.2.1 To convene the Annual General Meeting and other General Meetings as set out in Article 11.

8.2.2 To rule on the admission of members to AEASA under Article 4.

8.2.3 To appoint special committees from the ranks of AEASA and to co-opt members on an ad hoc basis.

8.2.4 To circulate notices among members of AEASA and to authorize publications in the name of AEASA.

8.2.5 To make decisions on awards for written articles, publications, conference papers and post graduate dissertations under Article 3.7 and to support meritorious activities of members under Article 3.2.

8.2.6 To make known any decisions of AEASA in the name of AEASA.

8.2.7 To make recommendations to the Annual General Meeting of AEASA in respect of the conferment of Honorary Membership under Article 4.1.3 and the AEASA Honorary Award under Article 3.8.

8.2.8 To make recommendations to the Annual General Meeting of AEASA regarding the pursuit of the activities of AEASA.

8.2.9 To exercise responsible control over the financial affairs of AEASA and to give a proper account of the financial position of AEASA.

8.2.10 To determine the venue of the National Conference at least two years in advance.

8.3 The Management Committee may decide on co-operation with other organizations and bodies under Article 3.11.

8.4 The Management Committee may make recommendations to the Annual General Meeting of AEASA regarding affiliation with other organizations under the Articles 3.9 and 3.10. Should AEASA consider affiliation with another organization and such affiliation would put the constitution of AEASA in a subordinate position, this affiliation will be recommended as a constitutional amendment. Article 9: Duties and powers of the executive officers of AEASA

9.1 The President of AEASA will be responsible to the Management Committee as chief executive officer under Article 5.6.1. As chief executive officer he is responsible for the effective management of the administrative and financial business of AEASA.

9.2 The duties of the Secretary/Treasurer are:

9.2.1 To act as Secretary at the Annual General Meetings, General Meetings and meetings of the Management Committee of AEASA.

9.2.2 To inform members of AEASA, by way of announcements, about important decisions taken at all the General Meetings and meetings of the Management Committee or by making announcements in AEASA publications.

9.2.3 To receive all AEASA funds, to endorse and deposit these to the credit of AEASA.

9.2.4 To make payments in the name of AEASA subject to the regulations of the Management Committee under Article 8.2.9 and subject to co-signature of the President of AEASA or a representative of the management Committee appointed ad hoc by the President.

9.2.5 To keep archives of AEASA consisting of: Lists of Members Constitution Minutes of Annual General Meetings, Special

General Meetings and meetings of the Management Committee Lists of AEASA executives Professional journals of AEASA and Newsletters

9.2.6 To manage any other AEASA business as authorized by the President on the recommendation of the Management Committee.

9.2.7 To form an administrative Committee, subject to the approval of the President of AEASA, with the function of assisting in organizational and other tasks as described under Article 9.2.1, 9.2.2, 9.2.5 and 9.2.6.

9.3 The duties of the Chairman of the Conference Organizing Committee are:

9.3.1 To plan and/or co-ordinate the annual activities of AEASA as set out under Article 3.1 subject to the stipulations of the Management Committee.

9.3.2 To investigate and recommend a conference theme, subjects and speakers for conferences and symposia to the Management Committee.

9.3.3 To form a Programme Committee, subject to the approval of the Management Committee of AEASA, which will give assistance in the organization and performance of certain duties as stipulated under Article 9.3.1 and 9.3.2.

9.4 The duties of the Journal Editor are as follows:

9.4.1 To undertake the editing and publication of any journal published by AEASA as provided for under Article 3.5.

9.4.2 To appoint an editorial staff for any journal published by AEASA subject to the approval of the Management Committee of AEASA.

9.5 The duties of the Newsletter Editor are:

9.5.1 To undertake the editing and publication of any newsletter published by AEASA as provided for under Article 3.4.

9.5.2 To form an editorial staff for the Newsletter of AEASA subject to the approval of the Management Committee of AEASA.

9.6 The duties of the Vice-President are:

9.6.1 To further contact with Country representative of the International Association of Agricultural Economists.

9.6.2 To regulate and order the sponsorship of AEASA and its activities by other individuals and institutions. Article 10: Branches

10.1 Each province may establish a Provincial Branch of AEASA to promote AEASA activities within the provinces.

10.2 The Provincial Branches shall have By-laws that are consistent with AEASA constitution.

10.3 The Branch shall elect its own Provincial Management Committee.

10.4 The Provincial MC shall take steps to communicate regularly with the National M

10.5 The Branch may promote professional development in the Province through lectures, seminars, symposia, newsletter, training and research.

10.6 The Branch may support membership drives and administration of AEASA activities in the Province. Article 11: Meetings of AEASA

11.1 Meetings called by AEASA will be an Annual General Meeting, Special General Meetings which can be called ad hoc, as well as special gatherings such as Conferences, Symposia, lectures and discussions which can be arranged under Articles 3.1, 3.2 and 3.3.

11.2 The regulations for the Annual General Meeting are as follows:

11.2.1 The Annual General Meeting of the members of AEASA is to be held at a time and place to be determined by the Management Committee. Written notice shall be given at least one calendar month before the meeting. Accidental omission to give notice of a meeting to a member or the non-receipt of a notice of a meeting does not invalidate the proceedings of that meeting.

11.2.2 A quorum for the Annual General Meeting is ten per cent of the members of the Association entitled to vote at the time of the meeting concerned.

11.2.3 The President of AEASA takes the chair at the Annual General Meeting of AEASA under Article 5.6.1 and in his absence the Vice-President presides under Article 5.6.2. If both the President and Vice-President are absent or if both are absent fifteen minutes after the time of the commencement of the Annual General Meeting, the members of AEASA who are present at the meeting must appoint a Chairman from their ranks to act as Chairman of the meeting.

11.3 A Special General Meeting of AEASA shall be called by the Management Committee at the written request of at least

10 members, or on its own initiative. The meeting must be held within two calendar months from the time of receipt of such a request. Procedures at the Annual General Meeting as set out under article 11.2 are also operative at special General Meetings.

11.4 Meetings under Article 3.1, 3.2 and 3.3 may be arranged by the Management Committee subject to notification of at least fourteen days in advance, not including the day of notification and the day of the meeting. Article 12: AEASA Finances

12.1. The AEASA financial year is operative from 1 April to 31 March of the following year.

12.2. Immediately after the close of the financial year an Income and Expenditure account, which will reflect the financial

position of the Association, must be drawn up. The Auditor, appointed by the Management must audit this account.

12.3. In order to improve the financial position, AEASA may according to rules determined by the Management Committee, do any of the following: Solicit funds through appreciation clubs, recognition awards, defined contributions, and gifts; establish trust funds; and make dedicated fixed deposits. Article 13 : The office of AEASA

The central office of AEASA shall be at a place determined by the Management Committee from time to time. Article 14: Language medium of AEASA

All official languages can be used but in order to promote effective communication, English will be the language used during Conferences and other meetings convened by AEASA Article 15: Amendments to the Constitution

15.1 This Constitution may be amended only during an Annual General Meeting or a special General Meeting of AEASA. Notification of the proposed amendments shall be given to members at least fourteen days prior to the date of the Annual General Meeting or Special General Meeting. Any proposed amendments to the Constitution shall be submitted in writing to the Secretary/Treasurer at least three weeks before the relevant General Meeting and these shall be duly seconded by at least two members. During such a General Meeting, amendments will be passed by a two thirds’ majority of the recorded votes.

15.2 Amendments to these proposed amendments may be handed in during the General Meeting concerned.

15.3 Amendments shall be accepted on condition that these are approved by a simple majority of votes. If accepted, an amendment shall supersede the original proposal, if this amendment should embrace the proposal in its entirety

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