Thank you to all the teams that have been busy this year in getting the SAIMC to the place in industry it is today.
I would like to highlight some processes and procedures for the upcoming AGM’s.
The Operations Manual is quite clear how the AGM’s will / should function:
- Board: The directors shall hold office until such time as they become disqualified in terms of Article 19, and otherwise for a period of 2 (two) years whereupon they may stand for the re-election by the members – Source: Our Memorandum of Incorporation registered with CIPC
- Therefore there is no need to choose new Board Members.
- Should we choose to elect new Board Members, keep in mind that the majority of Board Members needs to be registered with ECSA in order for the SAIMC to remain a ECSA Voluntary Association
- Branches: Each branch elects a General Manager
- The General Manager shall be elected by the Committee from the members of the current Committee before the next EXCO AGM.
- It is preferred that the Assistant Manager take over as Manager to ensure continuity.
- A year of office shall be the period between two successive Annual General Meetings of the SAIMC;
- Office bearers shall hold office for up to a maximum of five years unless circumstances demands an exception. In this case the exception and the reasons will be reported to the Board.
- Advisory Councils:
- A Chair shall be appointed from the representatives of the specific Advisory Council. Should more than one person be nominated for the office of Chairman a ballot or proxy, properly signed, will be held with each representative of the Council having one vote.
- Voting can also be done via electronic means
- The Chair shall be elected by the Committee before the next AGM.
- It is preferred that the Vice Chair take over as Chair to ensure continuity.
- The term of Office of the Chair shall be decided by the Council but shall preferably not exceed two years.
- CEO: The Board will elect a CEO for the next term.
- CFO: At the final meeting of the year EXCO shall appoint a General Treasurer, and the incumbent General Treasurer shall be eligible for re-election.
- COO: This position is appointed by the CEO
- Marketing Manager: This position is appointed by the CEO
- PR Manager: This position is appointed by the CEO
- Voting
- Voting may take place in person or by any electronic means as determined by the CEO in case of SAIMC meetings or the Branch General Manager for any Branch meeting
- Voting can also be done via electronic means
- The following categories of membership do not have voting rights:
- Honorary Members
- Students (unless it is a student branch),
- Affiliated Members
- National Members
- National Members shall be allowed one vote each at Annual General Meetings of EXCO.
- Should the representative of the National Member be a member in his own right, this person will have an additional vote.
- Regional Members
- Regional Members shall be allowed one vote each at Annual General Meetings of the Branch.
- Should the representative of the Regional Member be a member in his own right, this person will have an additional vote at Branch and EXCO levels (2 votes at branch level and one vote on EXCO level).
- Students:
- Student members will only have voting rights within a Student Branch of the SAIMC.
- The Manager of the Student Branch will have voting rights in the committee meetings of the Branch it is situated in or where a branch is not available, at a place determined by EXCO.
- CEO
- The CEO will be a de-facto member of every meeting within the SAIMC
- The CEO will have a casting vote. Quorum
- BOARD:
- A quorum is three (3) Board Members
- BRANCH:
- At any Branch or Sub Branch meeting the quorum is six (6) members in good standing present, or represented by proxy ADVISORY COUNCIL: At any Council meeting the quorum is 50% +1 members in good standing present, or represented by proxy.
- When a member apologizes, the Chair will automatically have the proxy.
- No Quorum
- If, within thirty minutes from the time appointed for any meeting of the SAIMC (including a meeting of the Board), a quorum is not present in person or by proxy, the meeting shall be adjourned to the exact time fourteen days later.
- The notice of such meeting shall be given to members in writing, and at such adjourned meeting the members present shall form a quorum even if their number be less than the quorum stipulated in this Memorandum of Incorporation
- In all meetings except for Board meetings, the CEO may take the place of the Chair should a chair from the team not be available.
Kind regards / Vriendelike Groete
Johan Maartens Pr. Eng.
SAIMC Director and CEO