6 Membership Election Procedures
The procedures for election to membership shall be as follows:
6.1 Applications and Membership Committee
The Council shall appoint a Membership Committee headed by the President or Membership Secretary and a minimum of two other Council members which must include the Membership Secretary to review each application for membership. Applications shall be processed as follows:
a. Applications for election to any class of membership or for election to be transferred from one class to another shall be made on a Membership Form as prescribed by the Council.
b. The Membership Committee shall issue a Report for each application with a recommendation to Council to include or exclude the applicant’s name in the list of members.
c. No person whose admission has been refused may re-apply for membership before the lapse of one (1) calendar year.
Election to any class of membership or transfers from one class of membership to another shall be made solely by the Council. The criteria to be adopted for elections or for transfer from one membership class to another shall be consistent with the provisions prescribed by this Statute and shall be in accordance with guidelines laid down by the Council. An applicant may be required to appear before the Council or the Membership Committee selected by the Council, for an interview where this is deemed applicable. A person elected shall be considered to have been duly registered as a member only on receipt of a written declaration to that effect by the President or Membership Secretary, subject to payment of the appropriate fees.
6.3 Interpretation of the Statute
The Council will be the sole interpreter of this Statute including matters concerning membership.
All membership classes, except the Honorary Membership class will be subjected to an annual subscription fee. The value of the fees to be charged shall be decided by the Council provided that the decision to alter fees is agreed by at least two thirds (2/3) of the members of the Council present at a Council meeting.
Members who fail to pay their fees lose all rights of membership of the Chamber until such time that they regularise their position. The names of members who fail to pay their fees for more than three consecutive years will be removed from the main membership list.
The Council shall from time to time circulate among its members a list of all registered members. Such a list shall be upgraded regularly and shall always be available at the registered office for inspection by any member.
The management and administration of the affairs of the Chamber shall be vested in the Executive Council which members will be the administrators that shall be elected at a General Meeting in accordance with the provisions laid down in this Statute.
8.2 Composition of the Executive Council
The Executive Council shall be composed of not less than four (4) voting members and not more than ten (10) voting members and will include:
Up to four (4) members who may include representatives of Chapters within the Chamber established by Council.
The members of Council are elected for two years after which new elections for Council members shall be made during the General Meeting of the Chamber. The President of the Council will retain the role of member of the Council following the new elections unless re-elected as President.
8.4 Duties of Council members
It shall be the duty of the President to:
a. Convene and chair all Council and General Meetings.
b. Carry out administrative work related to the requirements of the Council and General Meetings.
c. Keep a record of all business transacted at Council and General Meetings.
d. Address the Annual General Meeting and give a Report of the activities of the chamber during the previous year.
e. Represent the Council of the Chamber.
f. Keep the list of all members and their position.
g. Set forth matters under deliberation and submit them for discussion.
h. Maintain order and observation of standing orders during all meetings.
i. Take over the duties of Treasurer when the position of treasurer is vacant.
The Vice-President shall carry out all the functions of the President in the absence of the President.
8.4.3 General Secretary/Treasurer
It shall be the duty of the General Secretary/Treasurer to,
a. Take responsibility of all moneys, funds and assets of the Chamber and ensure payment of subscription fees.
b. Keep a record of all business transacted at Council and General Meetings.
c. Deposit in the name of the Chamber into an approved bank account such cash that may not be required for immediate use.
d. Keep a record of all money transactions of the Chamber.
e. Prepare audited accounts comprising income and expenditure.
f. Withdrawals from the bank account can only be affected against the signature of the President or the treasurer.
g. When a General Secretary/Treasurer has not been appointed, the duties of the Treasurer will be taken over by the President.
8.4.4 Membership Secretary:
It shall be the duty of the Membership Secretary to,
a. Keep and maintain a detailed record of each member of the Chamber and to provide a list of all members as required.
b. Liaise closely with the Chamber President and the Vice-President to ensure that such a list always defines most clearly bona-fide members of the Chamber.
c. Form part and act as secretary of the Membership Election Committee of the Chamber.
8.4.5 International Secretary
It shall be the duty of the International Secretary to,
a. Promote and maintain contact with international affiliations of the Chamber.
b. Inform members of the Council of any item of news arising out of such affiliations.
8.4.6 Education Secretary
It shall be the duty of the Education Secretary to,
a. Promote Geological education.
b. Drive and assist in the training function of the Chamber
c. Assist in continuous professional development (CPD) of the members.
8.4.7 Other Members of the Council
Other members of the Council will assist the Council in matters and duties which may arise. Members elected as Heads of Chapters within the Chamber will manage the Chapter under their responsibility.
Council positions in section 8.2 which may be vacant can be filled by other members of the Council upon approval by the President and two other Council members. Co-opted members can fill Council vacancies upon unanimous approval of Council members.
A member of the Council may be removed for his/her post by a motion raised by the President to the Council. A member of the Council may be removed for the following reasons:
a. Acting in a manner which is directly and unequivocally contrary to the interests of the Chamber,
b. Divulging to third parties confidential information about any aspect of the Chamber,
c. Acting against the expressed will of a majority of the Council
d. Absenting himself/herself for at least three (3) consecutive Council meetings without giving any valid reason.
8.5 Procedures of the Council
All council meetings shall be chaired by the President or in his absence by the Vice-President.
Four (4) members shall constitute a quorum.
Items to be discussed are to be included in the agenda and shall be circulated with the date of the meeting to all Council members at least two (2) calendar days in advance.
Only items on the agenda shall be discussed and will include thew following:
a. Approval of minutes of the previous meeting
b. Matters arising