The South African
Military History Society
Die Suid-Afrikaanse Krygshistoriese Vereniging


Constitution

    NAME ADDRESS and HEADQUARTERS

  1. The name of the Society shall be "THE SOUTH AFRICAN MILITARY HISTORY SOCIETY" and in Afrikaans "DIE SUID-AFRIKAANSE KRYGSHISTORIESE VERENIGING" hereinafter referred to as "THE SOCIETY".
  2. The abbreviation of THE SOCIETY'S NAME shall be "S.A.M.H.S." and in Afrikaans S.A.K-H.V.
  3. The address and headquarters of THE SOCIETY shall be situated in Johannesburg and unless otherwise decided upon by THE COMMITTEE, shall be at the South African National Museum of Military History, Saxonwold, Johannesburg.

    4. OBJECTS

  4. The objects for which THE SOCIETY is established are:-
    1. To promote the scientific study, research into, knowledge and appreciation of the history of the armed forces and organisations associated with them;
    2. To promote the scientific study, research into, knowledge and appreciation of history with particular emphasis on military history;
    3. To promote the scientific study, research into, knowledge and appreciation of items of military paraphernalia amongst collectors of such items and those interested therein, and to facilitate and assist in the exchange of information regarding such items;
    4. To assist in the formation of branches of THE SOCIETY;
    5. To promote the publication and issue of literature in furtherance of the aforesaid objects of THE SOCIETY.

    MEMBERSHIP

  5. Membership of THE SOCIETY shall consist of:-
    a) Honorary Life Members
    a.1.) Ordinary Life Members
    b) Ordinary Members
    c) Corporate Members

    6. Honorary Life Membership shall be conferred by THE SOCIETY on the recommendation of THE COMMITTEE on any person or persons who, by reason of having rendered exceptional services to THE SOCIETY, shall merit such membership. At no time shall the number of Honorary Life Members exceed 5% of the total membership of THE SOCIETY, at the time of such election.

    Ordinary Life Membership shall be available to individuals upon such terms and conditions as the Committee may from time to time determine.

    Ordinary Membership shall be available to individuals admitted to membership of THE SOCIETY as hereinafter provided.

    Corporate Membership may be granted on application, to any society, association or corporation having common or similar objects to that of THE SOCIETY.

  6. Individual Societies, Associations or Corporations wishing to become members of THE SOCIETY shall make written application in a prescribed form, and such application shall be accompanied by a prescribed application fee. Should such application not be accepted the prescribed fee shall be refunded to the applicant. No reason for non-acceptance shall be given, and no rejected application, in any form whatsoever, shall be reconsidered for a period of not less than 12 (TWELVE) months after rejection.
  7. A member may be suspended or have his or its membership terminated if in the opinion of THE COMMITTEE, in its sole discretion, such action is deemed necessary.
  8. All members, other than Honorary Life Members, and Ordinary Life Members shall be liable for payment of an annual subscription in an amount fixed by THE COMMITTEE.
  9. Any members whose subscriptions are 6 (SIX) calendar months in arrears shall ipso facto cease to be members.
  10. A member whose subscriptions are paid and/or whose membership has not been suspended or terminated shall be a member in good standing.

    11. THE COMMITTEE

  11. The business of THE SOCIETY including the making of by-laws shall be managed by a COMMITTEE elected at the Annual General Meeting and shall consist of a Chairman and 8 (EIGHT) others, all of whom shall be members of THE SOCIETY, and shall serve in office until the following Annual General Meeting.
  12. Membership of THE COMMITTEE shall, however, be terminated by the resignation, given in writing, or the death, of a member, or upon his ceasing to be a member of THE SOCIETY. In the event of such vacancies occurring, THE COMMITTEE shall have the authority to fill them, including the appointment of a Chairman in the event of his being the party concerned.
  13. 5 (FIVE) members of THE COMMITTEE shall constitute a quorum at Committee Meetings, and the Chairman shall, in the event of an equality of votes, have a casting vote.
  14. The Chairman shall, within 14 (FOURTEEN) days of the above election, call a meeting of THE COMMITTEE and it shall elect from its members a Vice-Chairman, and such officers as it, in its discretion, shall deem necessary.
  15. THE COMMITTEE shall exercise all such powers of THE SOCIETY as are not required by this Constitution to be exercised by THE SOCIETY in General Meeting.
  16. No regulations made by THE SOCIETY in General Meeting shall invalidate any prior act of THE COMMITTEE which would have been valid if such regulation had not been made.
  17. THE COMMITTEE may, from time to time entrust to or confer upon any one or more of its members any of the powers and authority vested in it upon such terms and conditions as it may deem necessary.
  18. THE COMMITTEE shall cause minutes to be made of all Resolutions and proceedings at all meetings of THE SOCIETY and of THE COMMITTEE and the Chairman of the meeting shall sign such minutes.
  19. In addition to appointments made under paragraph 11 above, THE COMMITTEE:

    1. Shall have the power to co-opt additional members, not exceeding 2 (TWO) in number;
    2. May form and thereafter disband as many sub- committees as it in its sole discretion deems necessary.
  20. Members of THE SOCIETY, not being members of THE COMMITTEE, may be invited by THE COMMITTEE to attend Committee Meetings, but shall not be entitled to vote at such meetings.
  21. Notice of Committee Meetings, shall be given by the Secretary to members of THE COMMITTEE, as far in advance of each meeting as is practicable.

    22. GENERAL MEETINGS

  22. An Annual General Meeting of THE SOCIETY shall be held once in every year in the month of APRIL at such time and place as THE COMMITTEE may decide.
  23. Written notice of such meeting shall be posted to each member not less than 30 (THIRTY) days before such meeting but the non-receipt by a member of such notice shall not invalidate the proceedings.
  24. The Chairman shall present for approval at each Annual General Meeting:-

    1. a report of the previous year's activities;
      and
    2. an audited Statement of Account for the previous calendar year.
  25. The Agenda of each Annual General Meeting shall be:-
    1. Minutes of the previous Annual General Meeting and any Extraordinary General Meeting held thereafter;
    2. Chairman's Report and Statement of Accounts;
    3. Matters arising;
    4. Approval of such report, accounts and minutes;
    5. Discussion and decision on any written motion signed by any 2 (TWO) members and delivered to the Secretary by not later than the 14th February of the year in which the Annual General meeting is held. Notice of such motion shall be contained in the notice convening the meeting;
    6. Appointments of officers and Auditors;
    7. General.
  26. The abovementioned General Meeting shall be called the Annual General Meeting. All other General Meetings shall be called Extraordinary.
  27. THE COMMITTEE may, whenever it thinks fit, convene an Extraordinary General Meeting, and shall also be obliged to convene an Extraordinary General Meeting on the written requisition, handed to the Chairman or the Secretary, of 20 (TWENTY) members having the right to vote at an Annual General Meeting, such Extraordinary General Meeting to be called in accordance with Clause 28 hereunder.

    28. EXTRAORDINARY GENERAL MEETING

  28. Extraordinary General Meetings shall be called on not less than 21 (TWENTY-ONE) days and not more than 35 (THIRTY-FIVE) days notice in writing. Upon the decision of the Chairman to do so and/or upon the Chairman or the Secretary receiving in proper form a requisition for such meeting in terms of Clause 27 above, a notice will be issued calling the meeting. The notice convening the meeting shall specify the place, day and hour of the meeting and the nature of the business.
  29. No business shall be transacted at any General Meeting unless a quorum of not less than 20 (TWENTY) members in good standing is present at the time when the meeting proceeds to business.
  30. If, within half an hour from the time appointed for this meeting a quorum is not present, the meeting, if called upon the requisition of members, shall be dissolved. In any other case it shall stand adjourned to the same day in the next week, at the same day and place, or if that day be a public holiday or week-end, to the next succeeding day other than a public holiday or week-end, and if at such adjourned meeting a quorum be not present within half an hour from the time appointed for the meeting, the members present shall be the quorum.

    31. PROCEDURE

  31. The Chairman, or in his absence, the Vice-Chairman, shall preside as Chairman at every meeting of THE SOCIETY.
  32. If the Chairman or Vice-Chairman is not present within 15 (FIFTEEN) minutes after the time appointed for holding the meeting, or is unwilling to act as Chairman, the members present shall choose one of their number to be Chairman of that Meeting.
  33. At any General Meeting a Resolution put to the vote of the meeting shall be decided on a show of hands, unless a poll is demanded beforehand. Unless a poll is so demanded a declaration by the Chairman, that a Resolution has on a show of hands, been carried or lost and an entry to that effect in the Minute Book of THE SOCIETY shall be conclusive evidence of that fact.

    34. VOTING

  34. If a poll is duly demanded it shall be taken in such manner as the Chairman directs and the result of the poll shall be deemed to be the Resolution of the meeting at which the poll was demanded.
  35. In the case of an equality of votes, whether on show of hands or on a poll, the Chairman of the Meeting shall be entitled to a second or casting vote.
  36. A poll demanded to elect a Chairman as above, or on a question of adjournment, shall be taken forthwith. A poll demanded on any other question shall be taken at such time as the Chairman of the Meeting directs. The demand for a poll shall not prevent the continuation of a meeting for the transaction of any business other than a question upon which the poll has been demanded.
  37. On a show of hands or on a poll every member present in person shall have one vote, except as in Clause 35 above.
  38. Save where an amendment to this Constitution is in issue all Resolutions shall be carried on a simple majority. In the case of an issue to amend this Constitution such resolution shall only be carried by a two-thirds majority of those members in good standing present, or represented by proxy.

    39. PROXY VOTING

  39. Voting may be either in person or by proxy.
  40. The instrument appointing a proxy shall be in writing under the hand of the appointer, or if the appointer is a corporate member under the hands of an officer or agent authorised by that body. No person shall act as a proxy unless he in his own right is a member in good standing, or he is appointed to act at that meeting as proxy for a corporate member.
  41. The instrument appointing a proxy shall be deposited with the Secretary 48 (FORTY-EIGHT) hours before that time for holding the meeting.
  42. An instrument appointing a proxy shall be in the form approved by THE COMMITTEE.

    43. QUALIFICATION FOR VOTING

  43. Only members in good standing shall be entitled to vote at any General Meeting.

    44. BRANCHES OF THE SOCIETY

  44. Subject to the approval of THE COMMITTEE, branches of THE SOCIETY in any centre in the Republic of South Africa and South West Africa, provided that no headquarters of any 2 (TWO) branches shall be less than 20 (TWENTY) miles apart.
  45. Such branches shall be autonomous save that:-
    1. each member shall be a member in good standing of THE SOCIETY;
      and
    2. the Constitution of the branch shall have been approved by THE COMMITTEE.
  46. Branches shall be formed for the purpose of furthering the objects of THE SOCIETY.
  47. The meetings, proceedings and acts of the branches shall be governed by the provisions of this Constitution insofar as the same are applicable and are not superseded by any express powers vested from time to time in the branch committee by THE COMMITTEE of THE SOCIETY.

    48. LEGAL PROCEEDINGS AND AUDITORS

  48. THE SOCIETY shall, in its own name, be capable in Law of suing and being sued and of acquiring, holding and alienating property, movable and immovable, opening Bank Accounts etc.
  49. THE COMMITTEE shall have the power to act on behalf of THE SOCIETY in the above and shall have the power to delegate its authority to one or more of its members pursuant thereto.
  50. At each Annual General Meeting THE SOCIETY shall appoint an auditor or auditors to hold office from the conclusion of that to the conclusion of the next, Annual General Meeting.

    51. INTERPRETATION

  51. THE COMMITTEE shall have the power to act in respect of any matter upon which this Constitution is silent.
  52. The interpretation placed by THE COMMITTEE on this Constitution or on any by-laws shall be final and binding.

    53. WINDING UP

  53. THE SOCIETY may be wound up at any time by resolution of an Extraordinary General Meeting called for the purpose, provided that such resolution is carried by not less than a two-thirds majority.
  54. In the event of this THE COMMITTEE shall wind up the affairs of THE SOCIETY as expeditiously as possible.
  55. The surplus of funds, if any, after discharging the liabilities of THE SOCIETY, including the costs of winding up, shall be donated to any organisation decided upon by THE COMMITTEE.

(Version dated 12 July 1978)

South African Military History Society / scribe@samilitaryhistory.org