SAVVA Handbook
Section 2

CONSTITUTION

2.1             NAME AND CORPORATE STATUS :  The name of the Association shall be SOUTHERN AFRICAN VETERAN AND VINTAGE ASSOCIATION / VETERAAN MOTORVERENIGING VIR SUIDER AFRIKA ( The Association) (SAVVA)  and it shall be a corporate body having an existence independent of its members and capable of suing and being sued in its own name.

2.2.           OBJECTS :  The objects of the Association shall be :

2.2.1.     To promote and improve co-operation between the various Clubs and Organisations in Southern Africa concerned with the preservation, restoration and use of self propelled vehicles 20 years of age and older. This latter date will be reviewed each year at the SAVVA AGM, and revised accordingly by a two-thirds majority of those present.

2.2.2.   To act on behalf of the aforesaid member clubs and organisations in making representations to Government, Provincial Organisations, Municipal and other Local Authorities, Official bodies and other persons and organisations both local and foreign.

2.2.3.   To advise, co-operate and negotiate with any official body controlling motor sport whether veteran, vintage, post-vintage or general motor sport and whether in Southern Africa or outside its borders.

2.2.4.   To stimulate interest in all aspects of the activities set out above.

2.2.5.     To publish, print, issue and circulate periodicals, books, circulars, documents, magazines, statistics and other literature in furtherance of the above activities.

2.3.      MEMBERSHIP :  Membership shall be open to those clubs and sections thereof as set out in Clause 2.2.1.  Membership may be granted to any other club or organisation whose objects are not in conflict with the objects of the Association provided that their application for membership is approved by the National Council (As defined in Clause 2.14) after having made appropriate enquiries of clubs in the area to ensure there is no conflict of interest. New clubs will be required to serve at least a 12-month probation period and confirmation of membership will be made at an Annual General Meeting of the SAVVA.

2.4.      METHOD OF SUBMITTING APPLICATION :   Applications must be submitted on the official form to the SAVVA Secretariat and accompanied by the applicant’s Constitution and list of Office Bearers and such other information in support of the application. This will then be distributed to members of the National Council who will respond within 30 days.

2.5.           AFFILIATE MEMBERSHIP :   Deleted  - No longer practical.

2.6.           CLUB :  The word ‘club’ shall mean fully constituted clubs and such sections thereof who are individual units with local autonomy and operate in a defined area of the club.

2.7.           POWERS :  The Association shall have the following  powers to give effect to its purpose and objects :

2.7.1.     To receive donations, subscriptions, aid and subsidies.

2.7.2.     To deal with immovable property and every type of right therein, in any way including purchase, lease, hire and exchange.

2.7.3.     To borrow any amount of money and to ensure the repayment of such money in such manner as the Association may think fit including mortgage or pledge.

2.7.4.     To erect, maintain, demolish, reconstruct or alter any buildings or constructions or other amenities.

2.7.5.     To invest its funds in any manner it deems fit, open and operate banking and savings accounts in its own name.

2.7.6.     To employ, discharge, pay and arrange the conditions of employment of any staff that may be necessary.

2.7.7.     To institute, defend, settle, compromise or discontinue any proceedings in the name of or against the Association.

2.7.8.     To insure the assets of the Association.

2.7.9.     To do all such other things incidental or conducive to the attainment of the purposes and objects of the Association.

2.7.10. To employ and remunerate professional advisers, and terminate such employment.

2.7.11. To affiliate to any international body having similar aims and objects.

2.8.           The SAVVA GENERAL ASSEMBLY :  The SAVVA General Assembly shall consist of the following members :

                        The President  (Usually a past chairman)

                        The Chairman (Chief Executive Officer of the Association)

The Vice Chairman ( Deputises for the Chairman and may in addition be a Portfolio Holder)

                                    The Treasurer. (Controls the financial records)

                                    Portfolio Holders  (See Clause 2.10)

                                    Secretariat  (See Clause 2.18)

                                    Club SAVVA Delegates (or alternate) from each member club.

2.8.1.     Nominations for the President, the Chairman, the Vice-Chairman, Treasurer,  Portfolio Holders and Secretariat shall be in writing counter signed by the nominee and be in the hands of the Secretary prior to the start of the Annual General Meeting.

2.8.2.     At each Annual General Meeting of the General Assembly, the Chairman, Vice-Chairman and Treasurer shall be elected from the nominations by majority vote.

2.8.3.     The Chairman and Vice-Chairman shall retire annually, but may be available for re-election, but may not serve for more than three consecutive years in office.

2.8.4.     The President, Chairman and Vice-Chairman may not be SAVVA Delegates for their respective clubs.

2.8.5.     For the election of office bearers, or if a secret ballot is requested, the meeting shall appoint an electoral officer and two assistants. These officials shall not be an elected official of SAVVA but should preferably be an alternate Club Delegate.

2.9.           MEETINGS OF THE GENERAL ASSEMBLY:  The General Assembly shall convene in September each year for the Annual General Meeting.

2.9.1.     Additional meetings may be called by the Chairman, having given 30 (thirty) days notice. Notice by email shall be the accepted means of communication.

2.9.2.     Such meeting shall be called if 3 (three) member clubs request such a meeting to the Chairman in writing stating the purpose of the meeting.

2.9.3.     A quorum of any meeting of the General Assembly shall consist of not less than one half of the members of the General Assembly.

2.10.       PORTFOLIO HOLDERS :  In order to carry out the day to day business of the SAVVA, the following portfolios have been created :

1.  Vehicle Dating. All vehicles and motorcycles upon receipt from clubs of the appropriate form. The actual investigation is the responsibility of clubs.

2.   Motorsport.  In association with MSA issue permits and control all aspects of competitive motor sport events.

            3.   Representative at Historic and Marque Vehicle Commission of MSA

4.  Insurance. The insurance requirements of SAVVA, plus the Comprehensive Motor Scheme for vehicles of club members.

            5.   Trophy Register.  Secure the trophies for national events

            6.   Sponsorship and Communications.  Public relations aspects of SAVVA

            7.   FIVA and International Liaison. Contact with international associations.

8  Secretariat. Secure the records of the SAVVA, the Indemnity records and maintain the Councilor’s  Handbook

2.10.1. Portfolio Holders shall submit a written report annually to the General Assembly at the Annual General Meeting          

2.11.       SPECIAL APPOINTMENTS :  The General Assembly may appoint any suitable dignitary to be the Patron of SAVVA for such period of time as the General Assembly may deem fit.

2.11.1. The General Assembly may elect a President of SAVVA on an annual basis, who shall be entitled to attend all General Assembly Meetings and to speak and vote at such meeting. At the end of his term of office, he shall be entitled to be re-elected.

2.11.2. The General Assembly may co-opt any person to the General Assembly to give expert advice on the matters of SAVVA for a term of office and at such status deemed suitable by the General Assembly.  Such person shall be entitled to attend and speak at meetings on his specific mandate.

2.12.       VOTING RIGHTS :  Voting rights of member clubs shall be determined and based on the annual subscription payable by Clubs, as set out in Clause 2.15. 

2.12.1   The Delegate of each club - one or more votes, based on the paid up current annual subscription,  which is in turn determined by the respective number of members of each club.  The votes to be determined as follows :

                        Clubs with a membership of 1 - 100               1 vote

                        Clubs with a membership of 101 - 250           2 votes

                        Clubs with a membership in excess of 250     3 votes

2.12.2. The President, the Chairman and the Vice Chairman one vote each.

2.12.3. Treasurer, Secretariat and Portfolio Holders one vote each.

2.12.4. The Chairman shall, in the event of equality in voting, have an additional casting vote.

2.13.       POWERS OF THE GENERAL ASSEMBLY : The powers of the General Assembly shall be exercised by a majority vote of those entitled to vote at such meetings. In the event of an equality of a vote the Chairman shall have a casting vote.

2.14.       POWERS OF THE CHAIRMAN OF THE GENERAL ASSEMBLY AND NATIONAL COUNCIL :  The Chairman will give effect to the decisions of the General Assembly and the day to day business of the SAVVA through the National Council consisting of The President, The Chairman, The Vice – Chairman, The Treasurer, Motorsport and Dating Portfolio Holders and the Secretariat. The Chairman and National Council may act on their own discretion bearing in mind the purpose and objects of the Association provided that at the first available opportunity such Chairman or Councilor shall report back in full to the General Assembly on such decisions and actions.   The National Council has the power to handle the following matters

2.14.1 Handle the day to day affairs of SAVVA at their discretion, within the current SAVVA Constitution and club expectations.

2.14.2 Other than recurring expenditure may not incur expenditure in excess of R10,000, or an amount to be determined by the General Assembly at the Annual General Meeting, per annum without reference to the General Assembly. Extra-ordinary expenditure of an unforeseen and urgent nature, in excess of the allotted amount, must be communicated to the member clubs. Communication through electronic media, stating the nature and need for such extra-ordinary expenditure, is acceptable. On receipt of approval for the extra-ordinary expenditure from no less than 50% of the member clubs, such extra-ordinary expenditure may be incurred. For extra-ordinary expenditure clause 2.14.8 does not apply.

2.14.3 Liaise with MSA and the Historic Commission in furthering the objects of the association by meeting and co-operating with other associations with similar interests objectives and expectations.

2.14.4 Upon receipt of the required application and supporting documents accept on probation clubs that meet our objectives as set out herein and who are desirous of affiliating with SAVVA after due diligence and liaison with member clubs to ensure there is no conflict of interest.

2.14.5 Contact and negotiation with government departments should be centralized through the National Council and member clubs should refer any matter that may affect the association to the National Council for dissemination and handling. If so required, the National Council may employ the services of any professional person or body to help resolve governmental issues which pertain to the aims and objectives of the SAVVA.

2.14.6 Meetings of the National Council may be called at the sole discretion of the Chairman should the need arise but where possible issues should be resolved by consensus using the electronic media or telephone.

2.14.7 In the event that a member of National Council resigns or for any reason is unable to carry out the duties of the position, the Chairman may appoint a replacement to fill the position until the next meeting of the General Assembly when an election will take place in terms of clause 2.8.

2.14.8 For matters which arise during the year and for which majority approval by member clubs is required, provision is made for postal voting by those entitled to vote.  Such voting papers will be required to be returned within 60 days of being sent out.  Should less than 50% of the total number of votes in terms of Clause 2.12 be received by the closing date of the postal vote, the postal vote shall be regarded as null and void. Should more than 50% of the maximum number of votes be received  by the return date for the postal vote, all the  non-returned votes

will be treated as an affirmative vote unless specifically stated otherwise..  Amendments to the Constitution will only be dealt with at the Annual General Meeting in terms of Clause 2.19.

2.15.       SUBSCRIPTIONS :  Subscriptions shall be determined by the General Assembly  at it’s Annual General Meeting  which subscriptions shall be calculated on the basis of the individual club members of each member of the Association as at the 31^st December of each year.  Subscriptions must be paid before the 31^st January of the following year failing which such member shall be automatically suspended from all benefits of membership including voting rights. An Invoice and Receipt of Payment must be issued to the member club within two months of payment. 

2.15.1. An additional fee based on a specific amount per member of each club may also be levied for any specific purpose as decided upon by the General Assembly.

2.16.       TREASURER :  The Treasurer shall at all times act on the instructions of the General Assembly.  The Treasurer shall receive all moneys due to the Association

and may only deposit such moneys in recognised banking institutions or building societies unless otherwise directed by the General Assembly. The Treasurer shall be obliged to keep full and proper books of account and must submit an audited balance sheet to the General Assembly at its annual meeting.  Drawings on funds invested on behalf of the General Assembly shall require two authorised signatures.  Moneys deposited shall be in the name of the Association.

2.17.        DELEGATES TO CONFERENCES :  At each Annual General Meeting the General Assembly shall elect from its members a delegate to the FIVA conference and shall direct how money allotted to cover delegates’ expenses shall be

expended.  The General Assembly shall also require the delegate to submit to the Treasurer expense accounts detailing expenditures on return from conferences for discussion and authorisation at a subsequent General Assembly meeting.

2.18.       SECRETARIAT.   The Secretariat shall be responsible to and work with the Chairman. The elected incumbent shall have a good working knowledge of the workings of the SAVVA and be able to advise and mentor clubs if required.  The incumbent may hold an additional position within the General Assembly but may have only one vote at any meeting.  

2.18.1. The Secretariat shall be responsible for recording minutes of all meetings and keep full historical records of the General Assembly. As soon as possible after a meeting shall forward one copy of the Minutes to each member of the General Assembly. Such minutes shall be signed as correct after adoption at the next meeting of the General Assembly.

2.18.2. The Secretariat shall retain and keep updated the following records;

1.      Listing of club members based on submissions from member clubs.

2.      Distribute the Indemnity Cards as required by clubs

3.      Record all signed Indemnity forms signed by club members.

4.      Keep up to date the SAVVA Councilor’s Handbook and ensure that the content is displayed on the SAVVA Website for access by clubs.  Keep an up to date address list of all clubs and officials for the distribution of information on behalf of clubs and elected officials.

2.18.3 Remuneration.  A nominal amount will be paid to defray costs of electronic media and communications.

2.19.       AMENDMENTS TO THE CONSTITUTION :  The Constitution may only be amended at the annual meeting of the General Assembly provided that a formal 60 (sixty) day notice of such proposed amendment shall be given to each member and provided further that no amendment to the Constitution shall be made without a two third majority of those entitled to vote.  The notice period of sixty days referred to above may be waived by members in writing and provided that any decision thus taken is unanimous without any abstaining or dissenting votes.

2.20.    LIABILITY OF MEMBERS :  Liability of members shall be limited to the amount of subscriptions and any special levy agreed and passed by the General Assembly which may be unpaid from time to time.

2.21.       EXPULSION OF MEMBER CLUBS :  Member Clubs may be expelled for :

2.21.1  Failure to comply with the purposes or objects of the Association.

2.21.2  Failure to comply with the conditions of this Constitution.

2.21.3  Failure to pay subscriptions.

2.21.4  Insolvency.

2.21.5  Expulsion should be unanimous. 

2.21.6   The Club concerned shall be entitled to attend the relevant meeting, speak but not to vote.

2.22.       DISSOLUTION :  If, upon the dissolution of the Association there remains, after the satisfaction of all debts and liabilities,  any property whatsoever,  the same shall be divided between member clubs pro rata to the amount of moneys paid to the Association over the previous five year period.

2.22.1   Any Club which, for any reason, ceases to be a member of SAVVA forfeits any claim to moneys paid to SAVVA during the course of its membership.

2.23.       INTERPRETATION OF CONSTITUTION :  The General Assembly’s decision as to the interpretation of the meaning of this Constitution shall be binding on all members.

2.24          DOMICILIUM CITANDI ET EXECUTANDI  to be at the address of the Chairman pro tempore.