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Geocachers of South Africa (GoSA)

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Hi All, As you might already know, we have started with the planning to host a Geocaching MEGA event in South Africa and it looks very very promising. Yes, we can get 500 people together in on place!

 

One of the very next thinks that we need to do is to create a legal entity to drive this project without putting any member at risk (legally or financially).

 

I had discussions with various fellow Geocachers and they agree that we must create and legal entity that can be used to also promote Geocaching in South Africa and not just a body to facilitate the MEGA.

 

 

After a lot of research and consultation I’ve prepared a draft Constitution that outlay the proposed structure and objectives of the association.

 

Note that you can still enjoy the game and attend all listed GC events without being a member of GoSA or one of its branches but it will just be more fun to be part of this big happy GoSA family.

 

Please can you review and discuss the Constitution with as many fellow South African (and ex pats) Geocaches and provide us with feedback by no later than 17 June 2011 that you are in agreement with it.

 

 

Please can I especialy ask all the Legal cachers to ensure that the attached Constitution is legaly sound.

 

 

Remember...a Constitution is not for life and can be changed yearly during the AGM.

 

 

If you have any question or queries you are welcome to contact myself on team_vdlo@hclunlimited.co.za. The current plan is to setup a meeting around 21 June 2011 to discuss and resolve any issues and hopefully finalise the Constitution to create the legal entity for GoSA (if we do not get any show stopper feedback in the next few days).

 

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(Draft ) CONSTITUTION

of the

Geocachers of South Africa

------------------------------------------------------------------------------------------------

 

1. NAME

 

 

The name of the Association shall be the Geocachers of South Africa

 

and the acronym shall be GoSA

 

 

 

2. DEFINITIONS

 

i. Except where the contrary intention is clear, the meaning of any expression used in this Constitution shall be as defined by the Board.

 

ii. "the Association" means the Geocachers of South Africa;

 

iii. "the Board" means the management committee of the Association as appointed from time to time;

 

iv. "Member" means a member of the Association as set out in Clause 9.

v. "Voting Member" means a member of the Association age 16 year or older

 

 

vi. “the Constitution” means this document as amended from time to time.

 

 

3. OBJECTIVES

The Association is a non-profit organisation established to enhance caching and to progress it as an activity within South Africa by:

 

i) Provide a forum for socialising by hosting and supporting geocaching related events and facilitating communication.

 

ii) Facilitate the sharing of geocaching knowledge by organising workshops and skills sharing sessions, developing educational materials and mentoring geocachers.

 

iii) Promote geocaching to groups such as educators, media, private and government groups and the wider community of the educational, environmental and recreational aspects of geocaching.

 

iv) Co-operate with groups including landowners/managers, police and emergency services to establish good geocaching practices and provide a point of contact for issues relating to geocaching.

 

v) Liaising with land owners, agreeing mutually beneficial guidelines so that caching on their land is approved and encouraged (for members and non-members alike)

 

vi) Helping all cachers to enjoy the activity without falling foul of the civil and criminal laws of the land.

 

vii) Establishing good caching practices by accepting advice from land, environmental, archaeological, historical and other relevant bodies.

 

viii) Acting as intermediaries, and being the first point of call for all interested parties in South Africa ensuring that the positive educational, environmental and recreational aspects of caching are properly represented.

 

ix) To keep membership of this Association free of charge.

 

x) To keep the Association “non-commercial”.

 

 

 

4. LEGAL STATUS<br style="mso-special-character:line-break"> <br style="mso-special-character:line-break">

 

The Association shall:

 

i. be a juristic person separate from its office-bearers members,

 

ii. be capable of suing and being sued in its own name,

 

iii. acquire rights and incur obligations,

 

iv. have a perpetual life and succession

 

v. The Association will continue to exist even if the members change.

 

 

5. INCOME AND PROPERTY OF THE ASSOCIATION

i. Members and office-bearers have no rights in the property or other assets of the Association solely by virtue of their being members or office-bearers.

 

 

ii. The income and property of the Association shall be used solely for the promotion of its stated objectives and shall not be paid or distributed directly or indirectly to any person, or to any member of the Association or office bearers, except as reasonable compensation for services actually rendered to the Association or reimbursement of actual costs or expenses reasonably incurred on behalf of the Association.

 

 

 

6. TAXATION OF ASSOCIATION

 

The Association may apply to the Commissioner for the South African Revenue Service for approval as a Public Benefit Organisation in terms of section 30 of the Income Tax Act. Upon approval the provisions set out in Schedule B shall bind the Association.

 

 

7. POWERS OF ASSOCIATION

 

The Association shall have the same powers as that of a company under the Companies Act, as amended. Such powers include but not limited to:

 

 

i) To institute or defend any legal or other proceedings and to settle any claims,

 

ii) To prudently invest funds of the Association,

 

iii) To buy, attain, maintain, manage, lease, sell, or in any way deal with property and assets of the Association,

 

iv) To donate and transfer the property and assets of the Association to public benefit organisations with similar objectives,

 

v) To borrow and to use the property or assets of the Association as security for borrowing,

 

vi) To execute any act or deed in any deeds registry, mining titles or other public office.

 

vii) To exercise all the management and executive powers ordinarily vested in the Board of Directors of a Company, and

 

viii) To carry out all the powers and authority of the Association in South Africa and in any other part of the world.

 

 

8. THE BOARD OF DIRECTORS

 

 

The Association has a two tier governance structure. The National Board of Directors is the most senior governance body, and is supported by Regional Executive Committees.

 

 

Board

 

The direction of the affairs of the Association shall be vested in a management committee which shall be termed “the Board, and its members shall be termed “Directors” elected at the Annual General Meeting.

 

Director’s terms of office are one year, with the Chairman elected for a two year period.

 

Directors may stand for re-election.

 

The Board meets 4 – 6 times a year.

 

Directors do not receive remuneration.

 

 

The role of the Board is to provide direction and guidance on strategic, policy and advocacy matters affecting the Industry and Association. The activities of the Board are to determine the Association’s mission and purpose, provide proper financial oversight, ensure effective organisational planning, ensure legal and ethical integrity and maintain accountability, enhance the organisation's public standing, and determine, monitor, and strengthen the organization's programmes and services.

 

 

Regional Executive Committees

Regional Executive Committees are elected each year at Regional AGM’s and are responsible for the implementation of Association strategy at regional level.

 

This responsibility includes networking, membership and regional events.

 

 

Regional Chairpersons are appointed to the Board of Directors.

 

 

Number and Portfolios: The Board shall consist of not less than five [5] or more than fifteen [15] members of the Association

 

 

Composition : The Board shall take cognisance of the different segments, regions and demographics of the membership of the Association such that, within reason, all members are appropriately represented.

 

The Board of Directors shall comprise the following;

 

The chairperson of each Regional Executive Committee elected at Regional Annual General Meetings;

 

A maximum of three members elected at the National Annual General Meeting;

 

Such other directors appointed by the Board to fulfil roles required to meet the strategic objectives of the association as determined from time to time.

 

1. The first meeting of the Board to be held after each Annual General Meeting shall be held within three months of the Annual General Meeting at which meeting shall be elected the Chairman, Vice-Chairman, Secretary and Treasurer.

 

The duties of the Office Bearers and Officials of the Association shall be but not limited to:

 

2. Chairperson

 

The Chairperson shall preside at all meetings at which he is present, enforce observance of the Constitution, sign Minutes of Meetings and generally exercise supervision over the affairs of the Association and perform such other duties as by usage and custom pertain to the office. The Chairperson shall also act as Secretary and Public Officer of the Association

 

3. Vice-Chairman

 

The Vice-Chairman shall exercise the powers and perform the duties of the Chairman in the absence of the latter.

 

4. Treasurer

 

The Treasurer shall be responsible to the members through the Board for ensuring the proper collection, administration and disbursement of the funds of the Association, and that all legal and fiscal requirements thereto are met.

 

5. Secretary

 

[a] The Secretary shall receive requisitions for meetings; issue notices of meetings; conduct all correspondence of the Association, keeping originals of letters received and copies of those despatched, attend all meetings and record Minutes of the proceedings; keep a register of all members past and present, record therein every member’s name, address and date of enrolment and in the event of the cessation of membership the date thereof and the reason therefore; subscriptions and levies; bank all monies within seven days of receipt, submit reports in regard to the financial position of the Association to the Treasurer and to the Board whenever it meets and perform such other duties as the Board or a General Meeting may direct.

 

The Secretary shall also take the necessary steps to ensure that the maintenance of a register of members, the keeping of proper books of account, or making available thereof to members are complied with.

 

6. Acting Chairman

 

In the event of both the Chairman and Vice-Chairman being temporarily unable to perform their duties, the Board shall appoint a director to act as Chairman until the Chairman of Vice-Chairman is able to resume his duties, or in the event of the Chairman or Vice-Chairman being permanently unable to perform their duties until the next ensuing Board meeting when a new Chairman and Vice-Chairman shall be elected in accordance with the provisions of this Constitution.

 

7. Auditor

 

The auditor shall be appointed by members at the Annual General Meeting.

 

 

Vacancies: The Board of Directors must, as soon as reasonable possible, appoint someone to fill any vacancy that reduced the number of board members to less than five. The next General Meeting must confirm the office of any board member appointed, otherwise it will lapse.

 

 

 

Co-option: The Board of Directors may co-opt additional non-voting directors as it may consider appropriate.

 

 

 

Resignation, Disqualification and Removal: A director may resign from office in writing. A director shall be disqualified from office upon termination of membership to the Association and becoming incapable by reason of mental illness. A director can be removed from office through a two-thirds resolution of the remaining directors, consisting of not less than four.

 

 

 

Delegation of Powers: The Board of Directors may delegate any of its powers or functions to a committee or member(s) of the Association provided that: such delegation and conditions are reflected in the minutes for that meeting, at least one director serve on the committee, the Board in advance approves all expenditure incurred by the committee or member, and the Board of Directors may revoke the delegation or amend the conditions.

 

 

 

Procedures at Meetings: The Board of Directors may regulate its meetings

 

and proceedings as it finds fit, subject to the following:

 

i. The Chairperson shall chair all meetings of the Board of Directors.

 

ii. If the Chairperson is not present within fifteen minutes of the appointed time of the meeting, the Vice-Chairperson shall chair such meeting. In both their absence, the Board members present at the meeting shall elect a chairperson for that meeting.

 

iii. The Chairperson shall convene a meeting of the Board of Directors at least quarterly and at the written request of any two members of the Board of Directors.

 

iv. The quorum for a meeting of the Board of Directors shall be two-thirds of the serving Board of Directors members.

 

v. If no quorum is present, the Board of Directors may make no decision, except to preserve the assets of the Association and to call a meeting of the general members.

 

vi. Each Board of Directors member present or represented through written proxy shall have one (1) vote.

 

vii. Questions arising shall be decided by a majority of votes. Should there be an equality of votes the Chairperson shall have a casting or second vote.

 

viii. Proper minutes and attendance records must be kept of all meetings of the Board of Directors. The chairperson for the meeting shall sign the minutes which shall be available at all times for inspection or copying by any member of the Association on two days’ notice to the Secretary or the Vice-Secretary.

 

ix. A resolution signed by all members of the Board of Directors shall be as valid as if passed at a duly convened meeting of the Board of Directors.

 

x. The Board of Directors may appoint employees upon such lawful terms and conditions as it may deem necessary.

 

xi. a Board of Directors meeting may be conducted entirely by electronic communication

 

 

Conflicting Interests: Any actual, potential or perceived conflict of interest on the part of any director of the Board of Directors, on a matter pertaining to the Association, must be disclosed in writing to the Board of Directors which shall record such conflict of interest in the minutes of the Board meeting. Such member may be requested by the Board of Directors to state his/her position in the matter or to respond to pertinent questions, but shall not vote or use his/her influence on the matter and shall not be counted for purposes of determining a quorum for the meeting where the voting takes place.

 

 

 

Confidentiality: All matters pertaining to litigation, security measures, contractual negotiations, employment matters and any other matters deemed confidential by the Board of Directors , must be treated as confidential and only the actual decisions may be disclosed to the general public,

 

 

 

9. MEMBERSHIP

 

 

First and Subsequent Members: The first members of the Association shall sign Schedule A of this Constitution. The Board of Directors may admit any natural person or legal persons as members to the Association.

 

 

 

Conditions and Criteria: The Board of Directors may determine the conditions and criteria for membership. Applications for membership that do not comply with such conditions and criteria may be refused by the Board of Directors.

 

 

 

Transfer of Membership: Membership is not transferrable.

 

 

 

Register of Members: The Board of Directors must keep a register with the Names, contact details and addresses of all the members.

 

 

 

Automatic Termination of Membership: Membership automatically terminates upon the receipt by the Association of a notification of the death of a natural member or dissolution of an organisational member, and written resignation.

 

 

 

Termination by Board of Directors : Membership terminates if a member is removed by a resolution of the Board of Directors . Provided that the member has been given an opportunity to make written or verbal representations at a meeting of the Board of Directors pertaining to the proposed termination, and the Board’s decision to terminate membership was confirmed by resolution of two-thirds of the members present at the next General Meeting, otherwise it will lapse.

 

 

10. MEETINGS OF MEMBERSHIP

 

 

Annual General Meetings:

 

i. All Annual General Meetings (AGMs) must be held within Six months of the Association’s financial year-end.

 

ii. A Annual General Meeting (AGM) may be conducted entirely by electronic communication

 

iii. English shall be the only language for official correspondence.

 

iv. At least twenty-one days’ written notice must be given to all members stating the date, time, place and business of the AGM, which business must include:

 

a. The presentation of the Association’s Annual Financial Statements,

 

b. The election of Board of Directors,

 

c. The appointment of Auditor/s, and

 

d. Other appropriate matters.

 

 

 

Special General Meetings:

 

i. The Board of Directors or not less than one-third of the voting members may call a Special General Meeting of the Association.

 

ii. At least fourteen (14) days’ written notice must be given to all voting members stating the date, time, place and business of the Special General Meeting.

 

iii. If the Board fails to give notice within seven days of the request of one-quarter of the voting members, such voting members shall be entitled themselves to give notice of and to convene the meeting.

 

iv. A Special General Meeting (AGM) may be conducted entirely by electronic communication

 

 

 

Powers of the General Meetings:

 

i. The voting members in a properly convened General Meeting of the Association is the highest decision-making structure of the Association as set out in this Constitution.

 

ii. The voting members in General Meeting may review, approve or amend any decision taken by the Board of Directors but no such resolution of the Association shall nullify any earlier

 

iii. resolution taken by the Board of Directors in accordance with the provisions of

 

this Constitution.

 

 

 

Procedures at General Meetings:

 

The Board of Directors may regulate its meetings and proceedings as it finds fit, subject to the following:

 

 

i. The Chairperson shall chair all General Meetings.

 

ii. If the Chairperson is not present within fifteen minutes of the appointed time of the meeting, the Vice-Chairperson shall chair such meeting. In both their absence, the members present at the General Meeting shall elect a chairperson for that meeting.

 

iii. The quorum for General Meetings of the Association shall be one quarter of the members of the Association.

 

iv. If a quorum is not present within fifteen minutes of the appointed time of the meeting, the meeting must be adjourned to another date, within fourteen days thereafter. Notice, as provided for under the constitution, must be given to all members of the Association of such adjournment.

 

v. If no quorum is present at the reconvened meeting within fifteen minutes of the appointed time, the members present, or represented by proxy, shall deem to constitute a quorum for that meeting.

 

vi. A resolution put to the vote shall be decided by means of a show of hands or by ballot. A vote by ballot can be demanded by not less than one third the voting members present, or represented by proxy.

 

vii. Each voting member present or represented by proxy shall be entitled to one (1) vote.

 

viii. Except where this constitution requires a higher threshold, questions arising shall be decided by a majority of votes. Should there be an equality of votes the Chairperson shall have a casting or second vote.

 

ix. Proper minutes and attendance records must be kept of all General Meetings. The chairperson must sign the minutes which shall be available at all times for inspection or copying by any member of the Association on two days’ notice to the Secretary or the Vice-Secretary.

 

 

11. NOTICES OF MEETINGS

 

 

 

All notices terms of this constitution must be given to voting members in writing (personally, post or electronic communication) to the address provided by the members. The accidental omission to address notices to any member shall not nullify the proceedings of any meeting. A voting member present in person at any meeting shall be deemed to have received notice of such meeting. If posted, notices shall be deemed to have been received seven days after posting.

 

 

12. FINANCES AND REPORTS

 

 

Bank Account: The Board of Directors must open a bank account in the name of the Association with a registered Bank.

 

 

 

Signing: Cheques and other documents requiring signature on behalf of the Association shall be signed by at least two persons authorised by the Board of Directors .

 

 

Financial year-end: The financial year end of the Association shall be: 30 June

 

 

 

Financial Report: The Board of Directors must ensure that proper records and books of account which fairly reflect the affairs of the Association are kept, and within six months of its financial year a report is compiled by an independent practicing auditor registered in terms of the Auditing Profession Act stating whether or not the financial statements of the Association are consistent with its accounting records, the accounting policies are appropriate and have been appropriately applied with in preparing the financial statements and the Association has complied with the financial provisions of this constitution.

 

 

13. AMENDMENTS AND DISSOLUTION:

 

 

 

This Constitution may be amended, the name of the Association may be changed and the Association may be dissolved by resolution of two-thirds of the members present at a General Meeting. At least twenty-one days’ notice of the Meeting stating the nature of the resolution to be proposed must be given to all the members of the Association.

 

 

 

Upon the dissolution of the Association, after all debts and commitments have been paid, any remaining assets shall not be paid to or distributed amongst members, but shall be transferred by donation to some other nonprofit organisation which the Board of Directors (and failing which the members in General Meeting) considers appropriate and which has objectives the same or similar to the objectives of the Association, and should the Association be exempt from the payment of any taxes and duties;

 

Any similar public benefit organization which has been approved in terms of section 30 of the Income Tax Act,

 

Any institution, board or body which is exempt from tax under the provisions of section 10 (1)(cA)(i) of the Income Tax Act, which has its sole or principal object the carrying on of any public benefit activity,

 

Any department of state or administration in the national or provincial or local sphere of government of the Republic.

 

 

14. INDEMNITY

 

 

 

Subject to the provisions of any relevant law, members, office-bearers or appointed delegates of the Association shall be indemnified by the Association for all acts done by them in good faith on its behalf. Subject to the provisions of any relevant law, no member of the Association or appointed delegates shall be liable for the acts, receipts, neglects or defaults of any other member or office bearer, or for any loss, damage or expense suffered by the Association, which occurs in the execution of the duties of his or her office, unless it arises as a result of his or her dishonesty, or failure to exercise the degree of care, diligence and skill required by law.

 

 

 

15. REGIONAL BRANCHES

 

 

A regional branch of the Association may be established:

 

 

in any province in the Republic of South Africa, or in any area or country outside of the Republic of South Africa where there are at least ten (10) voting members;

 

 

by, or on application by such members to, the Board of Directors which shall, appoint a Convener of such branch who shall act as such until the election of Chairperson of that branch.

 

 

The functions of a branch shall be to promote the objects of the Association by arranging social educational functions and activities for, its members, either alone or in conjunction with other branches. All branches shall be assisted in carrying out their functions by the Board of Directors.

 

 

The affairs of the branch shall be managed by a Regional Executive Committees consisting of a Chairperson, a Secretary, a Treasurer, and two additional members who shall all be elected at the first meeting of the branch in each calendar year, and who will continue to act as such until the next such meeting. Any member of the branch committee shall not be eligible for re-election after having served as such for five (5) consecutive years, unless specially requested by the majority of members of the branch to stand for re-election, save that no member shall serve for more than two consecutive terms of five years each.

 

 

The Regional Executive Committees shall call at least two meetings of members of the branch in each calendar year; meetings may be combined with any social / educational function the committee may arrange.

 

 

A Annual General Meeting (AGM) may be conducted entirely by electronic communication

 

 

 

The Regional Executive Committees shall:

 

i. Keep minutes of all its meetings and of meetings of members;

 

ii. Be empowered to collect subscriptions from members of the branch, the amount of which shall be determined by branch committee;

 

iii. Be empowered to open and operate a bank or savings account in respect of which at least two members of the branch committee shall have signing powers;

 

iv. Keep records of all financial transactions;

 

v. Report annually to the Chairperson of the Board of the Association on its activities during the past year, which report shall include a full audited financial statement. Such report shall be furnished to the Chairperson

 

vi. A BRANCH MEMBER shall pay a membership fee of an amount as determined by the Regional Executive Committees.

 

vii. not less than twenty-one (21) days before the date fixed for the Annual General Meeting of the Association;

 

viii. Be empowered, having regard to the special requirements or circumstances of the branch, to frame and promulgate rules for its members for the efficient running of the branch. The annual report of the branch shall include a copy of such rules as amended;

 

ix. Report to the Chairperson of the Association the views of the branch members, whenever requested by them to do so.

 

x. Each branch shall be constituted as a Voluntary Association in terms of a constitution to be approved by the Board of the Association, which shall make provision for such branch to have separate legal personality from its members, and to be responsible for its own debts and liabilities apart from either its members, or this Association itself.

 

xi. Any branch may be suspended or dissolved by the Board of the Association or be dissolved by a two-thirds majority of members of that branch at Special Meeting convened for that purpose.

 

xii. Should a branch be dissolved the balances of the funds held by it shall be paid to another branch or the National Association.

 

 

 

 

 

 

 

 

SCHEDULE A

 

SCHEDULE OF FIRST MEMBERS

 

Nr. Name Address Date Signature

 

1.

 

2.

 

3.

 

4.

 

5.

 

6.

 

7.

 

8.

 

9.

 

10.

 

11.

 

12.

 

13.

 

14.

 

15.

 

16.

 

17.

 

18.

 

19.

 

20.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

SCHEDULE B

 

REQUIREMENTS FOR APPROVAL AS PUBLIC BENEFIT ORGANISATIONS

 

As provided for in Clause 5.3 of this Constitution, The Association intends to apply

 

to the Commissioner for SARS for approval as a Public Benefit Organisation in

 

terms of Section 30 of the Income Tax Act. Upon approval the Association shall:

 

 

 

1. Be required to have at least three persons, who are not connected persons in

 

relation to each other, to accept the fiduciary responsibility of the

 

organisation.

 

 

 

2. Is prohibited from distributing any of its funds to any person (otherwise than in

 

the course of undertaking any public benefit activity) and is required to utilise

 

its funds solely for the object for which it has been established.

 

 

 

3. Be prohibited from accepting any donation which is revocable at the instance

 

of the donor for reasons other than a material failure to conform to the

 

designated purposes and conditions of such donation, including any

 

misrepresentation with regard to the tax deductibility thereof in terms of

 

section 18A; provided that a donor may not impose conditions which could

 

enable such donor or any connected person in relation to such donor to

 

derive some direct or indirect benefit from the application of such donation.

 

 

 

4. Ensure that it is not knowingly a party to, and does not knowingly permit itself

 

to be used as part of any transaction, operation or scheme of which the sole

 

or main purpose is or was the reduction, postponement or avoidance of

 

liability for any tax, duty or levy, which, but for such transaction, operation or

 

scheme, would have been or would have become payable by any person under

 

the Act or any other Act administered by the Commissioner.

 

 

 

5. Submit to the Commissioner a copy of any amendment to this constitution.

 

 

 

6. Not pay any remuneration to any employee, office bearer, member or other

 

person, which is excessive, having regard to what is generally considered

 

reasonable in the sector and in relation to the service rendered.

 

 

 

7. Comply with such reporting requirements as may be determined by the

 

Commissioner.

 

 

 

8. Take reasonable steps to ensure that the funds which it may provide to any

 

association of persons as contemplated in section 30(B)(iii) of the Act are

 

utilised for the purpose for which they are provided.

 

 

 

9. Ensure that any books of account, records or other documents relating to its

 

affairs are:

 

 

 

9.1 where kept in book form, retained and carefully preserved by any person in

 

control of the organisation, for a period of at least four years after the date

 

of the last entry in any such book; or

 

 

 

9.2 where not kept in book form, are retained and carefully preserved by any

 

person in control of the organisation, for a period of four years after the

 

completion of the transaction, act or operation to which they relate.

 

 

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gosh, no replies on this one yet, thats a lot of work you put in there!

From my viewpoint, geocaching is about a nice day out, not so much about getting involved in legal issues. It could indeed be a good idea to have some guys who can do stuff (to put in laymans terms ;o), but are we sure it has to be so corporate, I recon that would put a lot of people off who normally might be interested in such a thing.

And are we sure we want to be encouraging all sorts of lawsuits right left and centre?

And where is all this income coming from?

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Agreed DCB - what do other countries etc. do - I'm sure for the MEGA there is probably a need for an organisation as their will be funds going in and out - and organisational issues - but for caching in general - I'm not sure I see the need for a national committee and provincial sub-comms. Have there been any issues that can not be sorted out on this forum or face to face?

 

The work you have done is commendable, and I think this should definitely be taken into the MEGA structures and committee.

 

Perhaps I am too much of a laissez-faire type of person to need formal structures? But then perhaps I am missing something?

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Hi all,

 

South Africa is a large country and do not have many cachers...We are of the opinion that it would be much easier to promote and grow Geocaching at ground level instead of only one central national committee.

Also Gauteng giving milestone coins for various milestones achieved. We are of the opinion that is could be much more affective if all branch members contribute and we buy coins from that fund...other branches might what to do other things....

 

Can I assume that all the other cachers are happy with the concept and that we can go ahead ???

 

Please post a yes or no reply....

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"Also Gauteng giving milestone coins for various milestones achieved." - Team vdlo

 

Are there provincial organisations?

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yes, The idea is to have one national committee/organization made up from all the provincial branches organizations.

Each Provincial branch is also a organization (entity) in it own right but subscribe to the same objectives as the national organization.

 

drop me a email to team_vdlo@hclunlimited.co.za and I will forward you a small presentation.

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gosh, no replies on this one yet, thats a lot of work you put in there!

From my viewpoint, geocaching is about a nice day out, not so much about getting involved in legal issues. It could indeed be a good idea to have some guys who can do stuff (to put in laymans terms ;o), but are we sure it has to be so corporate, I recon that would put a lot of people off who normally might be interested in such a thing.

And are we sure we want to be encouraging all sorts of lawsuits right left and centre?

And where is all this income coming from?

 

OK - so far, from the laid back Western Cape - 'the hey shoo wow band' country - we agree with 'the bob'!

Edited by cownchicken

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May I ask, how have other countries and mega event organizers approach this?

 

Most countries create some sort of legal entity, mainly associations (depends on the countries laws) not only to organize the MEGA but also to promote Geocaching in general, I have used many parts of other world wide Geocaching Constitutions as well as other VA's Constitutions in South Africa to create this Constitution of GoSA.

 

P.S I am still looking for Lawyers to assist with the Legal side of things......

Edited by Team_vdlo

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"....but also to promote Geocaching in general..." [/size][/font]

 

Playing devils advocate....

 

do we want geocaching to "Go Big"?

 

I quite like the smaller community.

I quite like having an ethos of placing caches (mainly) in really cool spots

I like intimate ECs

 

I dread the "Micro Spew" that has besieged the States

I dread having geocaching paths beaten out to our caches

I dread the thought of 1000s of inane caches

 

....whats wrong with NOT promoting geocaching...?

hmmmz.gif

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"....but also to promote Geocaching in general..." [/size][/font]

 

Playing devils advocate....

 

do we want geocaching to "Go Big"?

 

I quite like the smaller community.

I quite like having an ethos of placing caches (mainly) in really cool spots

I like intimate ECs

 

I dread the "Micro Spew" that has besieged the States

I dread having geocaching paths beaten out to our caches

I dread the thought of 1000s of inane caches

 

....whats wrong with NOT promoting geocaching...?

hmmmz.gif

 

I think I'm with you CapeDoc on this one. Although it should not be exclusive, it would be a pity if geocaching became a more main-stream mass-participation activity as this would change its nature completely - most likely for the worse . . .

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I am sure that geocaching is unlikely to become mainstream - looking at what has happened in the US and parts of Europe - it remains a marginal activity - but there is certainly a lot of scope for increase.

 

I am all for anything that keeps the game fun - and I am also all for more people participating - because only certain types of people (us) are likely to get involved and stay involved. It is a healthy, outdoor activity for fun, with no material gain - so I am sure that it will remain a minority activity - no matter how organised it is.

 

So as long as that is kept in mind - if there are people willing to set up committees and organise MEGA's or other activities - great. Please just dont let this detract from the fun.

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This is my 1st posting here.... I tend to lurk as I have family in SA & try and combine a bit of caching with visits to family. I am also the Secretary of the 2012 UK Mega Event Committee to be held at Cartmel Racecourse, Cumbria on Sat 11th August 2012

 

Firstly, the UK has a geocaching organisation similiar to the one proposed here, the Geocaching Association of Great Britian or GAGB My link. They promote Geocaching in the UK and negotiate landowner permissions with organisations such as the National Parks & the Forestry Commission.

 

They do not get involved in organising Mega Events.

 

The UK 2012 Mega Event to be held in Cartmel in the Lake District of the UK will be the fifth Mega Event organised in the UK. Mega2012

 

Our committee is made up of volunteers from the North West of England. We agreed a constitution between ourselves & set about fundraising for our event nearly two years ago. Our fundraising has taken the form of raffles at local events and the production & sale of lightweight trackables. The funds raised through that have allowed us to design and produce a series of NW Mega Event Coins, the proceeds from the sale of those will fund the event itself. They will be launched at Mega Wales this July Mega Wales 2011

 

The first Mega event held in the UK was organised in 6 months, done on a small budget & the committee only found out on the day of the event that they had covered all their costs. :blink:

 

The UK events have grown each year and I'm sure the SA ones will but, you don't need a formal SA geocaching organisation to organise a Mega Event....... you need a committee of unsuspecting and uncomplaining enthusiasts (idiots :lol: :lol: ) who are prepared to take the plunge. Any of the UK previous Mega committee Members would be happy to offer advice ( probably - Don't do it :lol: ) if you needed it

 

Good luck & if you organise one..... I'm next over for a wedding early (UK) summer in the Jo'Burg/Pretoria area, so thats my prefered time frame & location :lol: :lol:

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I am an auditing student, and as part of my studies the new companies act (2008), as well as the Income Tax act was presented to me. I am happy to share my thoughts on the subject.

 

Firstly, let me begin by saying that I like the idea of a body that can help geocachers, and like CarbonHunter, Disconbob and CownChicken mentioned, it might lose some appeal if it becomes mainstream, even if I doubt it would. I would, however, just want it to be confirmed that membership to such a body/association would be entirely optional to geocaching, similar to being a premium member on geocaching.com. You can do a lot more/optional stuff, but you could quite easily get by without it.

 

Also, being approved as a Section 30 Public Charity Entity (I know it as "Openbare Weldaadsorganisasie", sorry, I studied in Afrikaans and only recently completed my academic training, the English is still out of reach sometimes) the company must be involved in one or more of a number of specific charity activities, as listed in Part I of the 9th Schedule of the Income Tax Act.

 

I see a lot of potential here for such an entity in the geocaching community, but the current format/purpose just does not seem plausable. I can be contacted privately for more of my opinions, if the members are interrested.

Edited by Black James Cash

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We now have a Constitution which has been looked at by our Legal Eagle JP, and it has been signed. This was done during the co-ordinating body meeting on 02 August 2011. We had representation from CT and KZN and they provided their valuable input. This Constitution will now enable us to open the much needed bank account so that we can get the ball rolling on our first major Event - the SAMP (South African Mega Party). B)

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And the Western Cape representatives are?

 

Gisela (g.i.s.) will represent WC

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At first I thought this was a good idea. I have been for some sort of representing body for a long time..... BUT the more I read and the more I do some checking the more it looks to me like a small group of cachers trying to hijack geocaching in South Africa for their own gain.

Not good..............

I see a lot of potential here for such an entity in the geocaching community, but the current format/purpose just does not seem plausable.

AND please before I get crucified again.... Let me spell it out. The same small group is the only people with the personal attacks and seemingly zero tolerance for other peoples opinions-- I see this on the Facebook geocaching page as well.

Edited by geocacher_coza

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At first I thought this was a good idea. I have been for some sort of representing body for a long time..... BUT the more I read and the more I do some checking the more it looks to me like a small group of cachers trying to hijack geocaching in South Africa for their own gain.

Not good..............

I see a lot of potential here for such an entity in the geocaching community, but the current format/purpose just does not seem plausable.

AND please before I get crucified again.... Let me spell it out. The same small group is the only people with the personal attacks and seemingly zero tolerance for other peoples opinions-- I see this on the Facebook geocaching page as well.

Um well, that's not the idea of this 'representing body'. There is certainly no financial gain behind this representing body, so the only gain would be for one to be in the thick of things and do more geocaching. Any geocacher can choose to chase numbers or badges - I normally choose mystery caches and caches with concise, favourable logs entries when I'm on holiday (and I normally find those gems I'm looking for).

 

Please message me if there is any evidence that this 'body' starts to be a benefit a few at the expense of many. As a founding member, my experience is precisely the opposite.

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