U3A STILBAAI

AMENDMENT OF CONSTITUTION ~ WYSIGING VAN GRONDWET

On 1 June 2020 the committee gave notice of a proposed amendment to U3A Stilbaai's constitution to change the year-end from 30 June to 31 December of each year.
The main reason for this proposal was because a large number of our members found the June year-ending confusing. Most of the other organisations to which many belong use the calendar year for their financial year. We found that the confusion led to many members either paying membership fees twice, or not paying as they were under the impression that previously paid fees were still valid.
Due to Covid-19 lockdown restrictions, a special general meeting could not be convened to discuss the proposal; it is also expected that an Annual General Meeting would not be possible this year. However, based on legal advice, the committee decided to continue with the process of amendment even though the specific provisions of the constitution could not be adhered to; we tried at all times to adhere to the spirit of the provisions in the constitution.
Three resolutions were submitted to the members by email, and voting by email took place from 6 June to 16 June 2020.

Resolution 1: Amending the constitution.
That the year-end of U3A Stilbaai’s financial year be changed to 31 December by amending Article 8.3 of the U3A Stilbaai constitution with the replacement of the word “June” by the word “December”; Article 8.3 will thus read: “The financial year of U3A Stilbaai shall end on the last day of December in each year.”
Requirement 1: Article 7.2 of the constitution states that a quorum at annual general meetings or special general meetings is 10% of the paid-up membership. Under these unusual circumstances, the 10% was applied to the number of votes received, i.e. as our membership is currently 323 members, at least 33 members voting would be a quorum.
Requirement 2: Article 11.1 of the constitution requires that a resolution amending the constitution must be passed by a 66% majority of members voting.

Resolution 2: Extension of financial year and term of office of committee.
That, if Resolution 1 is approved, the 2019/20 financial year be extended to 31 December 2020, and the next annual general meeting be held after 31 December 2020 as per Article 7.1 of the constitution. This also means that the term of office of the current committee will be extended to the next annual general meeting.
Resolution 3: Extending validity of membership fees.
That, if Resolution 1 is approved, membership fees paid for the 2019/20 year remain valid till 31 December 2020. The membership fees of the three new members who joined since March 2020, and any new members that may join before 31 December 2020, will be valid for the 2021 financial year.
Requirement 1: Article 7.2 of the constitution states that a quorum at annual general meetings or special general meetings is 10% of the paid-up membership. Under these special circumstances, the 10% was applied to the number of votes received, i.e. as our membership is currently 323 members, at least 33 members voting would be a quorum.
Requirement 2: Article 7.6 of the constitution requires that an ordinary or special resolution shall be passed by a simple majority of members voting.

Results of Voting:
Please note that each of the three resolutions received the same number of votes - the results below applies to all three. More than 10% voted, thus there is a quorum.
Total number of votes cast:	148
Total percentage vote:	45.8%
Votes in favour of resolutions:	145	98%
Votes against resolutions:	3	2%
The amendment of the constitution as per resolution 1 was approved by a marjority of more than 66% of the votes cast, the constitution is thus amended.
The proposals in resolutions 2 & 3 were approved by a simple majority and are immediately effective.
18 June 2020.

Op 1 Junie 2020 het die komitee kennis gegee van 'n voorgestelde wysiging van U3A Stilbaai se grondwet om die jaar-einde te verander van 30 Junie na 31 Desember van elke jaar
Die hoof rede vir hierdie voorstel was dat die Junie jaareinde was vir 'n groot aantal van ons lede verwarrend. Meeste van die ander organisasies waaraan baie behoort gebruik die kalender jaar vir hul finansiële jaar. Ons het gevind dat die verwarring het daartoe gelei dat lede of hul ledegelde dubbel betaal, of hulle versuim om te betaal omdat hulle onder die indruk is dat hul vorige betaling nog geld.
Weens Covid-19 inperkings kon 'n spesiale algemene vergadering nie gehou word om die voorstel te bespreek nie; dit word ook verwag dat 'n Algemene Jaarvergadering nie hierdie jaar moontlik sal wees nie. Nogtans het die komitee, as gevolg van regsadvies, besluit om voort te gaan met die proses van wysiging selfs al kon spesifieke maatreëls in die grondwet nie nagekom word nie; die komitee het wel gepoog om ten alle tye die gees van die grondwet na te kom.
Drie resolusies is per epos aan lede voorgelê, en stemming deur epos het tussen 6 Junie en 16 Junie 2020 plaasgevind.

Resolusie 1: Wysiging van grondwet
Dat die jaareinde van U3A Stilbaai se finansiële jaar verander word na 31 Desember deur Artikel 8.3 van U3A Stilbaai se grondwet te wysig deur die vervanging van die woord “Junie” met die woord “Desember”; Artikel 8.3 sal dus lees: “Die finansiële jaar van U3A Stilbaai eindig op die laaste dag van Desember elke jaar.”
Vereiste 1: Artikel 7.2 van die grondwet sê dat 'n kworum by algemene jaarvergaderings en spesiale algemene vergaderings is 10% van die opbetaalde lede. Onder hierdie buitengewone omstandighede, is die 10% van toepassing gemaak om die aantal stemme ontvang, d.w.s. dat aangesien ons ledetal tans 323 lede is, as ten minste 33 lede stem is dit 'n kworum.
Vereiste 2: Artikel 11.1 van die grondwet vereis dat 'n resolusie wat die grondwet wysig moet met 'n 66% meerderheid van lede wat stem goedgekeur word.

Resolusie 2: Verlenging van finansiële jaar en termyn van komitee.
Dat, indien Resolusie 1 goedgekeur word, die 2019/20 finansiële jaar verleng word tot 31 Desember 2020, en die volgende algemene jaarvergadering na 31 Desember 2020 ingevolge Artikel 7.1 van die grondwet, gehou word. Dit beteken ook dat die huidige komitee se dienstermyn verleng word tot die volgende algemene jaarvergadering.
Resolusie 3: Verlenging van geldigheid van ledegelde.
Dat, indien Resolusie 1 goedgekeur word, ledegelde wat vir die jaar 2019/20 betaal is geldig bly tot 31 Desember 2020. Die drie nuwe lede wat sedert Maart aangesluit het, en enige nuwe lede wat voor 31 Desember 2020 aansluit, se ledegelde sal geld vir die 2021 finansiële jaar.
Vereiste 1: Artikel 7.2 van die grondwet sê dat 'n kworum by algemene jaarvergaderings en spesiale algemene vergaderings is 10% van die opbetaalde lede. Onder hierdie buitengewone omstandighede, is die 10% van toepassing gemaak om die aantal stemme ontvang, d.w.s. dat aangesien ons ledetal tans 323 lede is, as ten minste 33 lede stem is dit 'n kworum.
Vereiste 2: Artikel 7.6 van die grondwet vereis dat 'n gewone of spesiale resolusie met 'n meerderheidstem goedgekeur moet word.

Resultate van stemming:
Neem asseblief kennis dat elkeen van die drie resolusies dieselfde aantal stemme gekry het - die resultate hieronder is op al drie van toepassing. Meer as 10% het gestem, dit is dus 'n kworum.
Totale aantal stemme ontvang:	148
Totale persentasie stem:	45.8%
Stemme ten gunste van resolusies:	145	98%
Stemme teen resolusies:	3	2%
Die wysiging van die grondwet soos per resolusie 1 is goedgekeur deur 'n meerderheid van meer as 66% van die stemme ontvang, die grondwet is dus gewysig.
Die voortelle in resolusies 2 & 3 is deur 'n meerderheidstem goedgekeur, en is onmiddelik van toepassing.
18 Junie 2020.

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