Constitution

Article 1

Name

The organisation shall be known as the SOUTHERN AFRICAN GROUP OF OMAN, hereinafter referred to as SAGO.

Article 2

Definitions
  • South Africans shall refer to citizens or permanent residents and friends of the Republic of South Africa.
  • Southern Africans shall refer to citizens or permanent residents and friends of the member states of the Southern African Development Community (SADC).
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Article 3

Objectives
  1. SAGO is constituted as an independent social and support group for South Africans, Southern Africans and their friends in the Sultanate of Oman.
  2. SAGO shall act as a link between the South African Ambassador in Muscat, Sultanate of Oman, or his/her delegate and South Africans in Oman.
  3. SAGO shall strive to keep South Africans, as well as Southern Africans in Oman in touch with one another and promote a common fellowship and goodwill amongst all.
  4. SAGO shall facilitate the flow of accurate information about and from South Africa.
  5. SAGO shall endeavour to publish a newsletter to its members and use the website (http://www.sagoman.net) created, which may serve a similar purpose for its members.
  6. SAGO shall, within its own means and subject to resources, assist in the promotion of Trade and Tourism between South Africa and Oman.
  7. SAGO shall encourage, foster, promote, develop and extend social, recreational and sporting activities for the members and persons associated with the Group.
  8. SAGO shall assist, facilitate, promote and actively obtain discounts, concessions and other benefits for its members both in South Africa and in Oman.
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Article 4

Membership
  1. Membership shall be open to all South Africans and Southern Africans, their spouses and friends residing in Oman, who agree to abide by the provisions of this constitution and who are over 18 years of age.
  2. A person is a member of the organization only after having completed the prescribed application form (hard or soft copy), made full payment of the subscription fee, is on the phone list and receives and is able to send e mail through the Group System, if he/she so wishes.
    Members are entitled to:
    • Attend all public meetings and functions;
    • participate in social events as may be organized by SAGO;
    • receive SAGO newsletters;
    • receive the minutes of Committee meetings upon request, as per consideration by the Chairman;
    • the right of one vote at General Meetings on all aspects of SAGO business requiring a decision by all members, subject to Article 5d;
    • the right to be nominated and elected to the SAGO Committee, subject to the provisions of Article 7;
    • the right to enjoy benefits and discounts as arranged for SAGO.
  3. Membership shall be subject to an annual membership fee as recommended by the Committee and payable at the Annual General Meeting or as determined by the Committee from time to time.
  4. If any member fails to pay his annual membership fee 30 days after the due date, the Membership Coordinator shall inform him of his failure to pay the arrears fee and if it is not paid within 14 days of such notice, his membership shall automatically be cancelled.
  5. The Committee shall have the discretion to terminate or suspend any membership which may bring the SAGO into disrepute.
  6. Membership shall automatically terminate on a member’s final exit from Oman.
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Article 5

Meetings
  1. An Annual General Meeting shall be held during September/October of each year. Its purpose will be to:
    1. elect or re-elect Committee members by majority vote;
    2. vote on the annual reports by the Chairperson and Treasurer;
    3. assess and approve membership fees for the next fiscal year as recommended by the outgoing Committee;
    4. vote on such other business as may require membership decision.
  2. Ad hoc or extra-ordinary General Meetings may be called by the Committee, provided notice of such meetings is circulated to members at least 14 days in advance together with an agenda.
  3. An extra-ordinary General Meeting may be called by the membership of the SAGO, provided a request in writing, signed by 10 non-Committee members, is given to the Committee at least 14 days in advance, and accompanied by an agenda.
  4. A General Meeting shall not be considered quorate and no decisions requiring voting by members shall be taken, unless a minimum of twenty five percent (25%) of SAGO paid-up members are present.
  5. The Committee or membership may propose external meetings, in the form of organised events or outings, at any time. Each participating member will contribute proportionally to the expenditure as determined by the Committee or event organisers.
  6. Notices of all meetings shall be deemed delivered if e-mailed at least 14 days in advance.
  7. Committee meetings shall be convened at the discretion of the Committee members, but not less than 9 within each fiscal year.
  8. The South African Ambassador in Muscat or his delegate shall have observer status at all General Meetings and may participate, at the request of the Committee in committee meetings, without any voting rights.
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Article 6

Voting privileges
  1. Voting privileges are open to all SAGO members not-withstanding Article 5d.
  2. A quorum at any SAGO meeting may add any issue to the published agenda, provided that the Chairperson shall have a deciding vote should consensus on an extended agenda not be reached.
  3. A simple majority shall be sufficient on any decision requiring a SAGO membership vote, provided the meeting is quorate. In the event of a tied vote, the Chairperson shall have a deciding vote.
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Article 7

Committee
  1. The Committee shall be elected by the membership at the first General Meeting and thereafter at the Annual General Meeting.
  2. The Committee shall consist of not less than 6 members, holding the following portfolios:
    • Chairperson
    • Treasurer
    • Secretary
    • Social Coordinator.
    • Membership Coordinator
    • Website Coordinator
  3. No Committee member will receive a salary for serving on the SAGO Committee.
  4. No Committee member shall use any SAGO mailing or membership list or other privileged information for personal gain or reward.
  5. Should a post on the Committee fall vacant at any time during the year, the Committee may appoint a successor pro-term until the next Annual General Meeting.
  6. If an Executive member fails to attend 3 or more consecutive meetings of the Executive without the leave of the Executive, then they shall cease to be an elected member of the Executive and their position shall be filled as a casual vacancy.
  7. Members of the Executive Committee are eligible to be re-elected to hold office for successive years.
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Article 8

Powers of the Committee

Subject to the provisions of the Omani Law, this Constitution and binding decisions taken by a majority vote of SAGO members at a General Meeting, the Committee shall have full authority, control and management over the affairs and assets of SAGO and shall in every way endeavour to safeguard the best interests of SAGO. The Committee shall have powers to open and operate a bank account for SAGO, subject to the submission of a financial report to members at the Annual General Meeting.

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Article 9

Duties of the Committee Members
Chairperson
  1. chairs all meetings
  2. provides the first link with the South African Embassy in Muscat and the SAGO members in Oman
  3. coordinates all SAGO activities
  4. produces an annual report on the year’s activities for the Annual General Meeting.
Treasurer
  1. holds and maintains the financial accounts of the SAGO
  2. controls the bank account
  3. receives all monies, receipts and pays all bills under the directions of the Committee
  4. produces a fiscal report for the Annual General Meeting
  5. deputises for the Chairperson in his/her absence.
Secretary
  1. arranges for the typing, filing, answering and dispatch of all mail, with reference to the other Committee Members as necessary
  2. prepares and posts all Notices of Meetings
  3. records the Minutes of all General and Committee Meetings
  4. receives members and guests at Public Meetings
  5. arranges for an Attendance Register at all General Meetings
  6. publishes and distributes the newsletter and any other literature produced by SAGO.
Social Coordinator
  1. arranges venue for all Meetings, including aids and facilities, and sets up equipment and furniture at the Meetings
  2. ensures that the Secretary has details of all events in time to produce notices
  3. takes guests fees and passes monies to the Treasurer
  4. chairs any sub-committee should the need arise when arranging events.
Guidelines for other Committee Positions
Membership Coordinator
  1. assists the Secretary in respect of Membership activities
  2. deputises for the Secretary in his/her absence
  3. moderate, monitor and maintain the SAGO e-mail system created on the Yahoo!-group site, with particular reference to members i.e. Add and remove members as is necessary
  4. moderate, monitor and maintain the SAGO e-mail system created on the Yahoo!-group site, with reference to messages in absence of website co-ordinator
  5. produces a list of paid up members for each Annual General Meeting.
Regalia Coordinator
  1. keep all SAGO stocks and updated stock lists
  2. maintain and accumulate stocks available from the Embassy
  3. can act as Liaison for any business enquiry by South African organizations wishing to do business in the Sultanate of Oman
  4. source SAGO merchandise, costing and promotional items for members to purchase from SAGO; i.e. shirts, caps, etc.
Website Coordinator
  1. design, develop and maintain the official SAGO website (http://www.sagoman.net)
  2. publish a newsletter on the SAGO website on a periodical basis
  3. moderate, monitor and maintain the SAGO e-mail system created on the Yahoo!-group site.
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Article 10

City Committees
  1. Cities in Oman having more than 25 paid up SAGO members can with written approval from the Executive, establish a SAGO City Committee and shall be called (… SAGO City Committee)
  2. The City Committee shall:
    1. Promote the affairs of SAGO in that city.
    2. Organize social functions and convene meetings for members and
    3. Provide regular reports to the SAGO Executive.
  3. The members of the City Committee shall:
    1. Be paid up members of SAGO living in that city
    2. Be elected by a meeting of the SAGO members of that city to be held in August of each year (being “The Annual SAGO City Meeting”); and
    3. Hold office for a period of one year commencing on the 1st September.
    4. The Annual City Meeting shall not be considered quorate and no decisions requiring voting by members shall be taken, unless a minimum of twenty five percent (25%) of SAGO paid-up members are present.
  4. A City Committee shall not have any bank accounts but may with the approval of the SAGO Executive, operate a petty cash account. All other prior approved accounts to be paid by the SAGO Treasurer.
  5. The City Committee shall consist of not less than 5 members of whom 4 positions should be: City Chairperson, City Treasurer, City Secretary and City Social Coordinator.
  6. City Members shall be given not less than a 14 days e-mailed notice of their Annual SAGO City Meeting by SAGO’s Executive or if the Secretary consents, by the City Committee.
  7. In the event of a casual vacancy in the membership of a City Committee, the City Committee may appoint a City Member to the vacant position and the member so appointed shall hold office until the 31st August of that year.
  8. Members of a City Committee are eligible to be re-elected to hold office for successive years.
  9. A City Committee has no authority to bind SAGO without the express written permission of the SAGO Executive.
  10. The City Committee shall:
    1. Inform the Executive Secretary of the date, time and place of any City meeting and
    2. Provide a copy of the minutes of any meeting to the Secretary within 14 days of the meeting.
  11. Any member of the SAGO Executive shall be entitled to attend, but may not vote at, a meeting of a City Committee.
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Article 11

Amendments

Amendments to this Constitution may be proposed by any SAGO member for incorporation into the agenda of a General Meeting. Amendments are subject to majority approval of Membership present at the Meeting, as provided for under Articles 5 and 6 of this Constitution.

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Article 12

Dissolution
  1. The organization (SAGO) may be dissolved by a special Resolution passed at a Special General Meeting.
  2. In the event of the winding up of SAGO, all the assets of the Organisation shall be disposed of by donating it to a nominated local Charity.
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As adopted at the AGM on 20th August 2009.