1. NAME
The name of the branch is the Commonwealth Parliamentary Association Gauteng Branch (Hereinafter referred to as the Branch)
2. DEFINITIONS
“Association” means the Commonwealth Parliamentary Association
“Branch” means the Commonwealth Parliamentary Association Gauteng Branch
“Chairperson” means the Chairperson on the Branch
“Secretary” means the Secretary of the Gauteng Provincial Legislature
“President” means the Speaker of the Gauteng Provincial Legislature
“Vice President” means the Deputy Speaker of the Gauteng Provincial Legislature
“Legislature” means the Gauteng Provincial Legislature
“CWP” means the Commonwealth Women Parliamentarians
3. AIMS AND OBJECTIVES
The aims and objectives of the branch shall be incidental or conducive to the furtherance of the aims of the Commonwealth Parliamentary Association, as set out in clause 1 of its constitution and shall include:
3.1 To encourage parliamentary democracy in South Africa, Africa and the whole world; 3.2 To participate in the activities of the Association;
3.3 To facilitate inter – branch networking, information sharing and development of Members;
3.4 To host Sub-National Branch Seminars;
3.5 To take such actions as may be deemed necessary to realise the aims and objectives of the Branch.
4. MEMBERSHIP
Membership shall be voluntary and open to all Members of Gauteng Provincial Legislature
4.1 CATEGORIES OF MEMBERSHIP
Membership shall be in the following categories:
4.1.1 ORDINARY MEMBERSHIP
ü This membership is open to all members of Gauteng Legislature.
ü All Members will be expected to register as Members of the Branch for Term of the Legislature
4.1.2 ASSOCIATE MEMBERSHIP MEMBER OF THE SUB – NATIONAL BRANCH This membership shall on application be open to: Former Members of the Gauteng Legislature; and
ü Former Members of any other National or Sub-National Branch of the Commonwealth Parliamentary Association who reside within the Gauteng Province.
ü Such persons may be enrolled as Associate Members of the Branch on application to and at the discretion of the Executive Committee of the Branch on payment of the appropriate membership fee. The fee shall be determined by the Branch AGM. .The Executive Committee of the Branch shall have the discretion to either admit or refuse admission to “associate member” membership.
ü The Branch can terminate membership of any Associate member by a majority resolution at its Annual General Meeting.
4.1.3 HONORARY MEMBERSHIP
This membership is awarded to a citizen of Gauteng Province with a record of working for democracy or as the Executive Committee may decide.
4.2 TERMINATION OF MEMBERSHIP
ü A member may terminate his/her membership by giving notice of his/her resignation to the Secretary.
ü If a Member leaves the Gauteng Legislature, membership will be terminated unless the Member applies for associate membership. Honorary membership terminates when the Member passes on.
5. EXECUTIVE COMMITTEE
5.1 The Executive Committee of the Branch shall consist of the following:
ü President (ex officio) Vice President (ex 0fficio) Chairperson
ü Secretary (ex officio) The Chairperson of the CWP (ex officio) Four additional members
5.2 In addition to the President and Vice President, ex officio status in the Executive Committee will be granted to a Member of the branch who holds positions in other organs of the CPA.
5.3 If a vacancy occurs in the Executive Committee, an election may be conducted at an Annual General Meeting.
The Secretary of the Branch (hereinafter referred to as “the Secretary”) shall be a Secretary to the Legislature. The Secretary shall be the Chief Executive Officer of the Branch and, subject to the general directions of the Annual General Meeting and of the Executive Committee, shall manage the day to day affairs of the Branch.
6. FUNCTIONS AND DUTIES OF THE EXECUTIVE COMMITTEE
6.1 The administrative and management of the Branch shall be vested in the Executive Committee of the Branch.
6.2 The Executive Committee shall be competent to exercise all powers and engage in such activities as outlined in the aims and objectives, except those which are expressly reserved for the Annual General Meeting.
6.3 The Chairperson shall preside at all meetings of the Executive Committee
6.4 The President shall perform the function of leader of the delegation of the Branch when visiting abroad. The President may delegate that responsibility to any other Member of EXCO.
6.5 The Chairperson shall have a casting vote.
6.6 The Chairperson shall appoint persons and assign tasks in consultation with the Executive Committee, as he or she may deem necessary for the running of the Branch.
6.7 The Secretary shall provide secretariat support for the branch, he/she shall be the custodian of all the records of branch.
6.8 The Treasurer shall keep the financial records of the Branch and table a finance statement at the Annual General Meeting.
6.9 The Executive Committee is accountable for its decisions to both the General Meeting and the Annual General Meeting.
7. MEETINGS OF THE EXECUTIVE COMMITTEE
7.1 The Executive Committee shall meet at least once every two months.
7.2 Notice of meetings of the Executive Committee and its business shall be in writing and issued at least seven days prior to the date of the meeting.
7.3 The Chairperson shall have the right to convene urgent Executive Committee meetings, the notice of which need not necessarily comply with requirements set out in paragraph
8. MEETINGS OF THE EXECUTIVE COMMITTEE
8.1 The Executive Committee may meet as often as it considers necessary and shall meet upon a requisition signed by three or more of its Members.
8.2 The Chairperson shall preside at the meetings of EXCO.
8.3 Seven days’ notice of every meeting of the Executive Committee and of the business to be transacted shall be given. The Chairperson may convene an emergency meeting of the Executive Committee without giving seven days’ notice.
8.4 The quorum for a meeting of the Executive Committee shall be 50% plus 1.
9. GENERAL MEETINGS
9.1 The Branch shall hold a general meeting at least once in three months
9.2 Notice of the General Meeting and the business to be considered shall be in writing and issued at least 7 days prior to the date of the meeting.
9.3 The Executive Committee shall have the right to convene an urgent General Meeting, the notice of which need not necessarily comply with requirements set out in paragraph 9.2.
10. ANNUAL GENERAL MEETINGS (AGM)
10.1 The AGM shall be highest decision making body of the Branch;
10.2 An Annual General Meeting shall be held in or as close as practicable to the month of June and at least 14 days’ written notice must be given of such a meeting and of the business to be transacted
10.3 The President shall preside at the Annual General Meeting
10.4 The business on the agenda of the Annual General Meeting shall include:
ü Confirmation of the minutes of the previous Annual General Meeting and matters arising from the minutes,
ü Consideration of the Executive Committee’s Report on the activities of the
Branch during the past year, Other business of which due notice has been given under paragraph , and
Election of other Members of the Executive Committee The President or the Chairperson of the AGM shall admit for consideration without notice any matter deemed urgent by the majority of Members in attendance
ü Otherwise, a Member wishing to bring forward any business for consideration by the Annual General Meeting shall give written notice of such business to the Secretary at least 7 days before the date of such a meeting.
ü The quorum for an Annual General Meeting shall be at least 33% of Members of the Branch. If a quorum is not present within thirty minutes of the time appointed for such a meeting it shall adjourn to such a place at such date and time as the majority of Members present shall decide. At such adjourned meeting no quorum shall be necessary
11. SPECIAL BRANCH GENERAL MEETING
11.1. A Special General Meeting may be convened at any time by the Executive Committee and shall be convened upon receipt by the Secretary of a requisition in writing signed by not less than one-quarter of the Members of the Branch. Such request shall state the business for which the meeting is to be summoned to transact;
11.2. No business other than the business for which it is summoned shall be transacted at a Special General Meeting.
11.3. At least 7 days’ notice shall be given to every Member of a Special General Meeting and of the business to be transacted.
11.4. The quorum for the Special General Meeting shall be at least 33% of Members of the Branch. If a quorum is not present within thirty minutes of the time appointed for such a meeting it shall adjourn to such a place at such date and time as the majority of Members present shall decide. At such adjourned meeting no quorum shall be necessary.
11.5. The President in his or her absence, a Vice-President or, in the absence of the President or the Vice-Presidents, a Member of the Executive Committee elected by the meeting shall preside at an Annual or Special General Meeting
12. QUALIFICATION FOR ELECTIONS
No person except a Member or Associate Member enrolled under Rule 4 may: I. Be a Member of the Executive Committee,
II. Vote at any meeting of the Branch or
III. Be appointed as a delegate to any conference or as a member of any
Conference/ Seminar or inter-legislature visit.
IV. Subject to the foregoing Rule the Executive Committee may grant such rights and privileges to Associate Members and Associate Officials, as the Executive Committee may consider appropriate.
V. The power to appoint a delegate to conferences or to be members of any seminar or visit or other activity shall be vested in the Executive Committee
13. DECISIONS MAKING
I. Decisions at meetings shall be by a majority of Members present and entitled to vote. Each Member present shall have one vote but in the event of an equality of votes – the President/ Chairperson shall have a casting vote.
II. Decisions in the Executive Committee, General Meetings and Annual General
Meetings will be taken by consensus and where none exists by simple majority.
III. At the AGM, the electoral officers shall be the President and the Secretary.
IV. Voting for the Executive Committee or for filling vacancies in the Executive Committee shall be by show of hands
14. ACCIDENTAL OMISSION TO GIVE NOTICE
The accidental omission to give notice of any meeting or of business at any meeting shall not invalidate such meeting or any business transacted unless substantial prejudice has resulted to any person thereby.
15. AMENDMENTS TO THE RULES
These Rules may be amended at any Annual General Meeting but no amendment shall be valid unless at least two-thirds of the Members present and entitled to vote, vote in favour of such amendment
16. ACTIVITIES AND PROGRAMME OF ACTION (POA)
The activities of the Branch shall include the following:
a. Engaging in democratic means of identifying the needs and problems of members of the Branch in conducting their day to day parliamentary activities;
b. Arranging conferences, seminars and workshops to address the needs and challenges facing members;
c. Facilitating inter-branch study visits for members for purposes of exposure;
d. Publishing and/or distributing material relevant to the parliamentary activities of members;
e. Organising discussion groups for visiting members of the Association;
f. Taking such actions as may be deemed necessary to realise the aims and objectives of the Branch; and
g. Organising wellness and sporting activities for members with other branches.
17. COMMONWEALTH WOMEN PARLIAMENTARIANS (CWP)
Members of the Gauteng CWP Steering Committee shall be elected at the AGM of CPA Gauteng. The Steering Committee shall be composed of the Convener and four additional Members
18. AIMS AND OBJECTIVES OF CWP
a. To further the representation of women in Parliaments throughout the Commonwealth. To ensure that matters of specific concern to women are put on the CPA agenda and conveyed to GPL;
b. To work towards the mainstreaming of gender considerations in all CPA activities and programmes;
c. To facilitate networking between the women Parliamentarians of the Commonwealth and the women’s wings of provincial and national organisations;
d. To enhance the participation and representation of women in the CPA by lobbying the CPA ECO, and by applying pressure and raising awareness at both the Branch and Regional levels.
19. TRANSITIONAL ARRANGEMENT
At the end of the Term of the Legislature, after the House has risen, the Speaker and Deputy Speaker (President and Vice President respectively) and Secretary to the Legislature shall be responsible for the all the affairs of CPA Gauteng Sub – National Branch until the new Executive Committee is elected.
