(Version 1.0 January 2023)
Table of Contents:
Preamble:
Article 1 – Name:
Article 2 – Club Mission and Objectives:
Article 3 – Club Membership:
Section 3.1 – Membership Definition and Admittance:
Section 3.2 – Membership Rights, Privileges, and Requirements:
Section 3.3 – Membership Removal:
Section 3.4 – Compulsory Meeting Attendance
Article 4 – Society Officers and Board:
Section 4.1 – Positions and Duties:
Paragraph 4.1.1 – President:
Paragraph 4.1.2 – Vice President:
Paragraph 4.1.3 – Secretary:
Paragraph 4.1.4 – Treasurer:
Paragraph 4.1.5 – Public Relations Officer:
Section 4.2 – Elections:
Section 4.3 – Resignation, Removal, Disability, or Death:
Article 5 – Club Committees:
Section 5.1 – Workshop Committee:
Section 5.2 – Auction/Raffle Committees.
Paragraph 5.2.1 – Regular Auction Chairperson:
Paragraph 5.2.2 – Monthly Auction Chairperson:
Paragraph 5.2.3 – Raffle Chairperson:
Section 5.3 – Award Program Committees:
Section 5.3.1 – Breeder’s Award Program (BAP) Chairperson:
Section 5.3.2 – Horticultural Award Program (HAP) Chairperson:
Section 5.3.3 – Invertebrate Breeders Award Program (IBAP) Chairperson:
Section 5.4 – Operations Committees:
Paragraph 5.4.1 – Programs Chairperson:
Paragraph 5.4.2 – Membership Chairperson:
Section 5.5 – Communication Committees:
Paragraph 5.5.1 – Newsletter Editor:
Paragraph 5.5.1 – Exchange Editor:
Section 5.6 – Information Technology (IT) Committees:
Paragraph 5.6.1 – Webmaster:
Paragraph 5.6.2 – WhatsApp Groups Administrator:
Paragraph 5.6.3 – Social Media Administrator:
Section 5.7 – Trip Committees:
Paragraph 5.7.1 – Field Trip Chairperson:
Section 5.8 – Other Committees:
Article 6 – Society Functions:
Section 6.1 – Meetings:
Paragraph 6.1.1 – Regular Club Meetings:
Paragraph 6.1.2 – Board Meetings:
Paragraph 6.1.3 – Year End Function
Section 6.2 – Workshops:
Section 6.3 – Auctions:
Section 6.4 – Socials:
Section 6.5 – Trips:
Section 6.6 – Other:
Article 7 – Other Society Relationships:
Section 7.1 – Hosts:
Section 7.2 – Sponsors:
Article 8 – Dissolution of the Society:
Article 9 – Amendments to the Bylaws:
Preamble:
In order that friendship shall prevail, that the spirit of helpfulness be prolonged, that harmony be preserved and practiced, and that we may have a reliable, logical, and consistent guide in the administration of our organization, we, the members of the Eastern Cape Aquarium and Aquascaping Club, do ordain and establish these Bylaws and hereby revoke any previous Constitution or Bylaws.
Article 1 – Name:
The name of this organization shall be known as “Eastern Cape Aquarium and Aquascaping Club”, hereinafter abbreviated as “ECAAC” and referred to in this document as either the “Society” or the “Club”.
Article 2 – Society Mission and Objectives:
The Port Elizabeth Aquarium and Aquascaping Club’s mission is to bring together the expertise and experience of its members, with a purpose to share this information with others. The Club strives to safeguard the quality of life for aquarium organisms maintained in aquaria and promote an awareness of natural ecosystems in order to protect and share them with future generations.
The goals of ECAAC include:
- Providing a forum of fellowship for the sharing of our common interest in aquariums and aquatic gardening.
- Providing support and guidance to hobbyists of all skill levels through the free exchange of information, experience, and ideas.
- Promoting knowledge of the science of keeping freshwater fish and invertebrates.
- Promoting the cultivation of aquatic plants for the pleasure of their scientific study, to improve understanding of growing techniques and to maintain a diversity of aquatic plants available to the hobby.
- Promoting aquatic plants as elements of design in the art of aquascaping; to foster aquascaping as self-expression and the pursuit of art.
- Representing the aquarium hobby in the Eastern Cape and to encourage and promote public interest and involvement in the hobby.
Article 3 – Club Membership:
Section 3.1 – Membership Definition and Admittance:
- All new members will be subjected to a three (3) month probation period.
- Membership in the ECAAC is based on a fixed calendar year (January 1 through December 31) and shall be open to all persons of good character and intentions who will accept the mission and objectives of the organization, accept these Bylaws, pay their prescribed dues, and have been accepted by a simple majority vote of the Club’s board.
- If not accepted, the said applicant shall be notified and their submitted dues shall be promptly refunded in full.
- The official ECAAC membership application (listed on the Club’s website and contained in every monthly newsletter) must be used, completed in full, and either e-mailed, or hand delivered to any member of the club’s board.
- Current dues rates will be published and made available on the ECAAC website and application form.
- All members are encouraged to attend Club meetings, share their knowledge and experiences of the hobby with the membership, and to participate in the various functions and activities of the Club as practicable.
- The Club offers four (4) categories of membership:
- Family Membership: defined as a single-family household where the family as a unit will have one (1) vote at any official Club proceedings.
- Country Membership 1: defined as country members within a radius of 100km from Gqeberha Town Hall landmark.
- Country Membership 2: defined as country members more than 100km away from Gqeberha Town Hall landmark.
- Junior Membership: defined as members between the ages of 14 to 18 and not part of an existing family membership. (Children under the age of 14 can join the Club for free, but should always be accompanied by an adult)
- Honorary Life Membership: this membership is bestowed on any individual who has contributed to the Club in exceptional ways and is decided by unanimous vote of the standing Executive Committee Officers.
- As long as ECAAC continues to exist, dues will not be refunded to any member for any reason whatsoever. (Except under Section 3.4)
- No member application shall ever be refused on the grounds of age, sex, race, nationality, religion, political affiliation, disability, health or any social/economic reason/s.
- No member of the Club may act as a formal agent or representative for ECAAC or its board without the explicit written agreement of the ECAAC board.
Section 3.2 – Membership Rights, Privileges, and Requirements:
Members shall:
- Obtain an ECAAC membership card.
- Be able to participate in all Club functions.
- Be eligible to receive discounts offered to Club members.
- Be entitled to vote on all Club business issues.
- Have the right to petition the board.
- Have the right to become eligible for nomination for any Club office or Committee (subject to the rules of the position).
- Receive discounts from all Club sponsors if/where applicable.
- Receive a larger commission split at all Club auctions.
- Be able to participate in all Club group orders of fish, plants, and supplies.
- Have access to any club apparel which may become available for purchase from time to time.
- Have access to the “Members Only” section of the ECAAC website.
- Have access and participate on the ECAAC official WhatsApp Group
- Participation in quarterly outings/nature walks or community outreach programs.
- Receive the monthly newsletter and any other publicly distributed Club literature.
- Be able to post items for sale, trade, or need in the Club’s newsletter or web forum.
- Obtain any free official stationery items as made available by the Club.
- Lay no claim of personal ownership to any Club funds collected or any Club property.
- Honour these Bylaws.
Section 3.3 – Membership Removal:
Any member may be removed from ECAAC for conduct deemed illegal, detrimental, inappropriate, assaultive, or wilful misuse to the Club, its reputation, its members, its monetary funds, or its property by the following procedure:
- Five members must present a written petition to the Club’s board requesting the removal of a member which describes in detail the reasons for the request.
- A copy of the petition must be given to the member in question if feasible.
- The member in question shall have one month to respond to the petition and have the opportunity to address the membership and board at the next scheduled meeting.
- The board shall then vote to accept or reject the petition for removal of the member in question via a simple majority, and shall so inform the membership.
- Should the board accept the petition, removal of the member in question shall be put to the general membership, requiring a two-thirds majority for removal. Should the board reject the petition, the matter shall end and may not be renewed for a period of at least one year, with regard to the reasons set down in the original petition.
- In the case of a member’s removal, their dues for the year will not be refunded. Additionally, an expelled member can never again reapply for membership to this Society. (The only exception to this is found in Section 3.4 below)
- A new petition for removal may be brought up at any time, provided the reasons described are different from those in the earlier petition and constitute a separate issue.
Section 3.4 – Compulsory Meeting Attendance:
It is a requirement that Club Members attend the regular Monthly Meetings as regularly as possible. The required attendance for members is as follows:
- Local Members: Once per calendar-based quarter.
- Country members <100km: Three (3) times per calendar year.
- Country members >100km: No compulsory meeting attendance.
Any individual member or family not adhering to this rule will be summarily removed as active member and will forfeit all membership privileges. Members that were removed based on this rule, will be allowed to re-instate themselves as members by submitting a new application for membership in person at the meeting following the dismissal.
Any member removed according to this rule, will have their Membership Fees re-imbursed on a pro-rata basis calculated on the day of dismissal.
Article 4 – Society Officers and Board:
Section 4.1 – Positions and Duties:
The ECAAC Executive Board shall consist of five (5) elected offices by the membership, consisting of five (5) unique, distinct individuals in good standing, which include and are limited to, the following:
Paragraph 4.1.1 – President:
The President shall be an active member of the Society of good character, over the age of 18 years, who will preside at all regular and board meetings and conduct the general order of business. They are responsible for maintaining proper procedure and conducting business/operations according to the accepted rules of order. They are responsible for establishing the Club’s direction, with the advice and counsel of the elected officers and general membership. In addition, they will be able to create new or sustain existing Committees as necessary, appoint a required Committee Chairperson(s), and be an ex-officio member of all Committees. The President may remove from any Club Committee, at any time and with the concurrence of the board, any Chairperson for failure to conduct the duties of the Committee to the satisfaction of the board, or for conduct considered by the board to be detrimental to the reputation of the Club. They will also have official
visibility of the Club’s bank account. Finally, they will be the primary Club interface to the public, local media, and other institutions as needed. This position does not have term limits. Any Club property or monies collected are not the personal property of the President.
Paragraph 4.1.2 – Vice President:
The Vice President shall be an active member of the Society of good character, over the age of 18 years, who will preside at all regular meetings and conduct the general order of business in the absence of the President. They are responsible for assisting the President with the governance of the organization. In addition, they will maintain a close liaison with all Committee Chairpersons, administer the annual elections (take nominations, referee candidate verbal summaries, keep a record of membership votes by a show of hands, etc.), and be the primary Club interface to all Club sponsors, vendors, and manufacturers (periodic checks to ensure the existence and legitimacy of these organization is required). They will also have official visibility of the Club’s bank account. This position does not have term limits. Any Club property or monies collected are not the personal property of the Vice President.
Paragraph 4.1.3 – Secretary:
The Secretary shall be an active member of the Society of good character, over the age of 18 years, who will preside at all regular meetings and conduct the general order of business in the absence of the President and Vice President. In addition, they will maintain close association with the Membership Committee (Paragraph 5.4.2), archive all records, and store all relevant Club documents/literature whether in hardcopy, softcopy, or electronic form. They will keep a written record of who has paid their dues and length of membership. They will be the prime
guardian of the Club’s e-mail account, monitoring all activity in a timely fashion, answering all queries, and be responsible for official communications to the Club’s membership. Finally, they will record and publish the minutes of all board meetings and be the owner/maintainer of these Bylaws. This position does not have term limits. Any Club property or monies collected are not the personal property of the Secretary.
Paragraph 4.1.4 – Treasurer:
The Treasurer shall be an active member of the Society of good character, over the age of 18 years, who will be responsible for all the financial records, transactions, collections, and disbursements of the Club, including dues, rents, fees, invoices, etc. In addition, they will have official visibility and signatory responsibility of the Club’s bank account, be the primary Club interface to the bank or other selected financial institution and its employees. The Treasurer must present a treasury report at all board meetings (in an accurate, detailed, and suitable form of their choosing) and give counsel to the President on all financial and
fiduciary matters. They will monitor the use of Club funds on a regular basis and report any misuse. Club expenses over R500.00 will be officially declared by the Treasurer and will require a simple majority vote approval by the board. This position does not have term limits. Any Club property or monies collected are not the personal property of the Treasurer.
Paragraph 4.1.5 – Public Relations Officer (PRO):
The Public Relations Officer, shall be an active member of the Society of good character, over the age of 18 years, who will counsel the current President on any Public Relations, Communication and IT (Information Technology) matters of the Club as deemed necessary.
The PRO will oversee all sub committees related to communication and IT and report directly to the President. He or she will also be available and required to report on all PRO activities if and when required. This position does not have term limits. Any Club property or monies collected are not the personal property of the Member-At-Large.
Section 4.2 – Elections:
The elections of ECAAC officers and directors will be conducted on an annual basis each November and procedurally administered by the Vice President. Terms of office will be one year and be in effect from January 1 through December 31 of the next calendar year. Nominations for any office can be made by any Club member (including self-nominations), but a second motion from another Club member is required for candidacy. Nominees can present to the membership a brief summary of their qualifications for a position (not
to exceed 5 minutes), which will be followed by a vote of the members present at the November meeting using a show of hands or other ballot type (no proxy or absentee voting is allowed; only members present at the meeting may vote). In cases of competition for an individual office, a simple voting majority of present members at the November meeting will determine the ultimate winner. In the unlikely case of a tie, the office in question will be re-voted at the next regular meeting. Any officer may succeed themselves in the same office for a consecutive term, without term limits, if they are renominated by the membership, receive a second motion, and successfully win a simple majority of the membership votes. These rules do not apply to Committee Chairpersons, who are not elected by the membership.
Section 4.3 – Resignation, Removal, Disability, or Death:
If an officer is no longer able to perform his/her duties for any reason, the office is considered vacant. Resignations must be submitted to each Executive board member in writing (email notification is acceptable) and will be assumed to be effective immediately upon receipt. In the event of a vacancy, the remaining members of the board shall work promptly at filling the position by a suitable and qualified Club member who is not currently a member of the board. Such vacancies shall be approved by a simple majority vote of the remaining board members. If a tie exists, the vote will be moved to a general meeting where the members will vote. The term of such appointees to the board will be the remaining time left in the vacated position (i.e., no appointee can serve for more than one year without a successful formal election by the Club membership in November at the Club’s annual election meeting). In any case of a vacating officer, all Society property and/or records shall be turned over to the board without delay.
Article 5 – Club Committees:
ECAAC will require the voluntary services of its members to fulfil a variety of efforts in order to achieve its objectives to support its mission. These will be accomplished through a variety of Committees, staffed by the membership, and containing one or more persons each. Committees must have at least one Chairperson to lead overall activities and must report their progress periodically to the board. A Chairperson is a non-elected position, but can be voluntarily requested by a member, subject to approval by the President (the President may seek counsel from the board as necessary). A single individual can serve as Chairperson on one or more Committees, and elected officers can also serve as Committee Chairpersons. Any Club monies collected are not the personal property of any Committee Chairperson. As is the case of a vacating Officer, all Society property or records shall be turned over to the board without delay in the case of a vacating Chairperson. Current Committees include, but are not limited to, the following:
Section 5.1 – Workshop Committee:
The Workshop Chairperson shall be an active member of the Club, over 18 years of age, who will be responsible for the planning and execution of any conferences or conventions sponsored by the Club. Duties include, but are not limited to, scheduling, budgeting, and assigning for events, dates, room rental, speaker invitees, vendor selection, accommodations, transportation, A/V equipment, food, published materials, publicity, security, donations, recommending IT software, and soliciting volunteers. At the end of each
workshop, a post-mortem report (verbal or written) must be presented to the board. In addition, the Workshop Chairperson may become a non-elected voting member of the ECAAC board in extreme cases where a deciding vote is required.
Section 5.2 – Auction/Raffle Committees
Paragraph 5.2.1 – Regular Auction Chairperson:
The regular auction, is a large, semi-annual event, typically having hundreds of aquatic items for sale, and using a venue (with the exception of speakers) on par with the workshop. Auction software is used to manage the administration and record-keeping of transactions. An auctioneer is required for this auction, but the auctioneer can be a Club member. The Auction Chairperson(s) shall be an active member(s) of the Society, over 18 years of age, responsible for the planning and execution of any dates, room rental, A/V equipment, food, published materials, publicity, and software used, if applicable. At the end of these auctions, a post-mortem report (verbal or written) must be presented to the board. Any Club monies collected are not the personal property of this Chairperson(s).
Paragraph 5.2.2 – Monthly Auction Chairperson:
The monthly auction is a smaller, monthly event, typically having a smaller number of aquatic items for sale, and using the venue of the regular monthly Club meetings. Bidder auction sheets are used to start this type of auction and specification sheets outlining the details of the items being sold can also be used. The Monthly Auction Chairperson(s) shall be an active member(s) of the Society, over 18 years of age, responsible for the planning and execution of the auction. At the end of these auctions, a post-mortem report (verbal or
written) must be presented to the board. Any Club monies collected are not the personal property of this Chairperson(s).
Paragraph 5.2.3 – Raffle Chairperson:
The Raffle Chairperson shall be an active member of the Society, over 18 years of age, responsible for the planning and execution of the regular monthly meeting raffle. Duties include obtaining aquatic items through various means, storing them, planning their monthly distribution, transporting them to/from each regular meeting, printing/selling/announcing raffle tickets, and surrendering funds obtained to the Treasurer promptly. Any Club monies collected are not the personal property of this Chairperson(s).
Section 5.3 – Award Program Committees:
Section 5.3.1 – Breeder’s Award Program (BAP) Chairperson:
The Breeder’s Award Program (BAP) Chairperson shall be an active member of the Society, over 18 years of age, responsible for the publicity, newsletter reporting, record-keeping, and rules-enforcement of the program as defined on the Club’s website regarding fish and other aquatic invertebrates. In addition, the BAP Chairperson shall be a program speaker at the December Year End Function to present awards and encourage the membership to participate. This position requires an appropriate level of technical ability.
Section 5.3.2 – Horticultural Award Program (HAP) Chairperson:
The Horticultural Award Program (HAP) Chairperson shall be an active member of the Society, over 18 years of age, responsible for the publicity, newsletter reporting, record-keeping, and rules-enforcement of the program as defined on the Club’s website regarding plants and other aquatic vegetation. In addition, the HAP Chairperson may be required as a program speaker at the December Year End Function to present awards and encourage the membership to participate. This position requires an appropriate level of technical ability.
Section 5.3.3 Invertebrate Breeders Award Program (IBAP) Chairperson:
The Invertebrate Breeders Award Program (IBAP) Chairperson shall be an active member of the Society, over 18 years of age, responsible for the publicity, newsletter reporting, record-keeping, and rules-enforcement of the program as defined on the Club’s website regarding aquatic invertebrates (including, but not limited to, shrimp). In addition, the IBAP Chairperson may be required as a program speaker at the December Year End Function to present awards and encourage the membership to participate. This position requires an appropriate level of technical ability.
Section 5.4 – Operations Committees:
Paragraph 5.4.1 – Programs Chairperson:
The Program Chairperson shall be an active member of the Society, over 18 years of age, responsible for the planning, scheduling, announcement, and introduction of programs and their speakers presented at each regular monthly Club meeting. This position requires an appropriate level of technical ability.
Paragraph 5.4.2 – Membership Chairperson:
The Membership Chairperson shall be an active member of the Society, over 18 years of age, responsible for all matters dealing with the accuracy and timeliness of Club member data, privacy, and records retention. Any free give-away gifts or promotions for new or existing members shall also be coordinated by this Chairperson. This position requires an appropriate level of technical ability.
Section 5.5 – Communication Committees:
Paragraph 5.5.1 – Newsletter Editor:
The Newsletter (Editor) Chairperson shall be an active member of the Society, over 18 years of age, responsible for the monthly publication of the Club’s newsletter to be distributed to various individuals, businesses, clubs, and organizations listed in the Club’s membership database, honouring their request for inclusion or omission. This document should be visually appealing, grammatically correct, factually accurate, current, and interesting to read and should not be defamatory, plagiaristic, or offensive. It is also to be placed on the Club’s website. This position requires an appropriate level of technical ability.
Paragraph 5.5.1 – Exchange Editor:
The Exchange (Editor) Chairperson shall be an active member of the Society, over 18 years of age, responsible for the primary Club interface duties of communicating and sharing of information between ECAAC and other aquatic societies/clubs/associations worldwide. Additions and deletions to this group shall be shared with the ECAAC board and notable cases of ECAAC information (in any form) being used by these other organizations shall be brought to the attention of the board.
Section 5.6 – Information Technology (IT) Committees:
Paragraph 5.6.1 – Webmaster:
The Webmaster shall be an active member of the Society, over 18 years of age, responsible for any and all activities required to create, maintain, support, and publish the Club website on the world wide web (ECAAC’s website is currently at http://www.ecaac.co.za). They will be the primary Club interface to the corporation that hosts our website. This website should be visually appealing, grammatically correct, factually accurate, current, and interesting to read and should not be defamatory, plagiaristic, or offensive. This position requires an appropriate level of technical ability.
Paragraph 5.6.2 – WhatsApp Groups Administrator:
The WhatsApp Administrator shall be an active member of the Society, over 18 years of age, responsible for maintaining, policing, and communicating information via the ECAAC WhatsApp Group. This position requires an appropriate level of technical ability.
Paragraph 5.6.3 – Social Media Administrator:
The Social Media Administrator shall be an active member of the Society, over 18 years of age, responsible for maintaining, policing, and communicating information about ECAAC via its social media Pages They will be the primary Club interface to the Social Media formats in use at any given time. This position requires an appropriate level of technical ability.
Section 5.7 – Trip Committees:
Paragraph 5.7.1 – Field Trip Chairperson:
The Field Trip Chairperson shall be an active paying member of the Society, over 18 years of age, responsible for the selection, scheduling, announcement, and logistics of various field excursions sponsored by the Club. Trips can cover a wide variety of venues (aquarium tours, store visits, visits to other aquatic Club events, etc.) but will follow all legal regulations and be publicized in advance to the membership. ECAAC waiver forms must be distributed and collected by this Chairperson. Transport expenses for carpools may be required. These expenses will be handled by the Treasurer where necessary.
Section 5.8 – Other Committees:
Other Committees may be needed permanently or temporarily from time to time. These proposed Committees needs to be proposed to or originate from the Executive Board, who will vote on and authorize the Committees where needed.
Article 6 – Society Functions:
ECAAC will sponsor a variety of events for its members and the general public in order to achieve its objectives to support its mission. These events may have different venues, schedules, and locations to handle operations and logistics, but the overall intent is to provide an ongoing series of relevant activities to maintain member interest and generate community publicity. Standard interpretations of inclement weather policies will be used
by the club to cancel or change schedules for events in order to ensure the safety and security of its members and participants. Current Society functions include, but are not limited to, the following:
Section 6.1 – Meetings:
All meetings shall be conducted according to the accepted Rules of Order, as interpreted by the presiding officer, and in which they are not inconsistent with the Bylaws or special rules of the Club. ECAAC will sponsor at least two types of meetings:
Paragraph 6.1.1 – Regular Club Meetings:
Regular Club meetings will occur at 14:00 on the first Saturday of each month at a location deemed suitable to safely and securely house the membership, provide for a program presentation, and allow for other activities (introductions, business topics, program, raffles or auctions, refreshments, etc.) deemed necessary by the board. A sign-up sheet of attendees will be maintained, and all attendees will be reminded to respect the property of the host location. Parents shall be held responsible for their children’s behaviour. Due to calendar or
weather variables, some meetings may be cancelled or rescheduled, but those decisions will be made as early as possible or practical by the board and communicated promptly to the membership in advance. Special meetings may be called by the President at any time. All substantive business issues will be voted on by the membership in attendance at a regular Club meeting (officer elections, bylaw changes, member expulsion, etc.), and no proxy or absentee voting on these issues will be permitted. A 60% attendance of members in good standing constitutes a quorum. If the quorum is met, a simple majority vote on most business issues by the membership present is required for the motion to carry. Other business issues will be conducted by the board.
Paragraph 6.1.2 – Board Meetings:
Board meetings will normally occur as agreed upon by the officers of the board each month, at a location deemed suitable to safely and securely house the board and Chairpersons in order to discuss the business of the Club and make decisions on its behalf. In the case of a time, date, or location change, the Club President will communicate the change promptly to the usual attendees. Topics will vary, but treasury reports are required at each board meeting. Functions will be planned, goals will be set, and projects will be prioritized. Advice and consent on interaction with the public will be performed as necessary. Board meeting members may phone into the meetings, and decisions can be made by phone or e-mail. Any Club member may attend any board meeting at any time to provide any input on any subject, but communication of that attendance must be provided to the Secretary as is practical in order to inform the other members of these meetings. Special board meetings may be called by any member of the board at any time, and at such meetings, the President (followed by the Vice President and then followed by the Secretary in the case of absences) shall preside. Cancellations or changes in time, date, or location will be communicated to expected attendees by the Club President or Secretary.
Paragraph 6.1.3 – Year End Function:
A (semi)formal ECAAC Year End Function will be hosted on a suitable and available date in December of each year. The arrangement and organizing of this function will be the responsibility of a Committee elected and launched at the June Regular Meeting of the same year.
The Year End function will be an opportunity to reflect on the activities of the ECAAC over the past year. It will also host a prize giving ceremony for various programs, achievements and accolades that were in play during the year.
The Year End Function Committee will report to the Executive on a regular and ongoing basis regarding progress and build-up to the due date, as well as co-ordinating with other relevant Committees (BAP, HAP, etc) The function should carry an element of prestige for all members and serve to reward and conclude the past year in style.
Section 6.2 – Workshops: (WIP)
ECAAC workshops will be annual weekend conferences, providing a series of events, but at least having several notable individuals in the hobby invited to present programs of interest to the membership. Details of this function (location, schedule, setup, publicity, etc.) will be the responsibility of the associated Chairperson(s).
Section 6.3 – Auctions:
- ECAAC regular auctions (WIP) will be single day events, usually taking place on a weekend, providing for the sale of aquatic animals, plants, and supplies/equipment to the membership or general public and requiring an auctioneer. Details of this function (location, schedule, setup, publicity, commission split, etc.) will be the responsibility of the associated Chairperson(s).
- ECAAC monthly auctions will be events taking place during the regular monthly meetings (although some smaller auctions can take place during another function such as a picnic). Details of this function (location, schedule, setup, publicity, commission split, specification sheets, etc.) will be the responsibility of the associated Chairperson(s).
Section 6.4 – Socials:
ECAAC Socials can be organized, usually taking place on a weekend, allowing for the membership to socialize in an informal setting while enjoying a braai and/or other social activities. Details of this function (location, schedule, setup, publicity, etc.) will be the responsibility of the associated Chairperson(s).
Section 6.5 – Trips:
ECAAC field trips are the chance to allow the membership an opportunity to increase Club comradery and enhance personal knowledge. Personal equipment (waders,
towels, dry clothes, food, water, etc.) will be the responsibility of the attendees, and all attendees regardless of age must sign an ECAAC waiver form. Responsibilities and risks of all trips shall be borne by the participants of those outings. Details of this function (location, schedule, setup, cost, publicity, etc.) will be the responsibility of the associated chairperson(s). Field trips to other locations, such as aquariums, hatcheries, or pet stores, will
likewise, be co-ordinated (location, schedule, setup, cost, publicity, etc.) and the responsibility of the associated Chairperson(s). Waiver forms are not required for these latter trips.
Section 6.6 – Other:
Other ECAAC functions, or functions where ECAAC may participate, can include events at relevant places of interest, visits to other Clubs (their meetings, workshops, auctions, etc.), or public events. A decision by the board will be made on what and when to participate, and if the function is a Club sponsored function or not. Only Club sponsored functions will be entitled to monetary reimbursements. Responsibilities and risks of all trips shall be borne by the participants of those outings. Details of these functions (location, schedule, setup, cost, publicity, degree of ECAAC involvement, etc.) will be the responsibility of the associated Chairperson(s).
Article 7 – Other Society Relationships:
ECAAC deals with a variety of outside organizations on behalf of its members and the general public in order to achieve its objectives to support its mission. These organizations may have different rules and locations, but the overall intent is to ensure a mutually beneficial, trusting, and stable cooperative working relationship between ECAAC and these groups. Current Club relationships may include, but are not limited to, the following:
Section 7.1 – Hosts:
ECAAC Club Meetings are currently held at ___________ located at ___________ (location may vary if needed). It is expected that ECAAC members and guests will treat these facilities and its property in a respectful manner. ECAAC workshops, functions and auctions can be held at a variety of suitable locations. It is expected that ECAAC members and guests will treat facilities and property in a responsible and respectful manner. ECAAC Socials and trips can be held at a variety of suitable locations. It expected that ECAAC members and guests will treat facilities and property in a responsible and respectful manner.
Section 7.2 – Sponsors:
One of the many benefits in being a ECAAC member is obtaining a membership card which enables the holder to acquire sales discounts at local supporting pet shops and aquariums. A current list of these businesses is documented in the Club’s newsletter and website. Actual discount details are at the discretion of the sponsor, but are in the form of either reduced retail prices on aquatic animals, plants, or equipment/supplies, or a donation to the Society for its auctions/raffles. If either of these conditions cease to exist, the business will no longer be considered an ECAAC sponsor and their names will be removed from the sponsor list.
Article 8 – Dissolution of the Society:
ECAAC will cease to exist when a unanimous majority vote by the board decides that the organization can no longer live up to its mission via its objectives listed in Article 2 of this document. This decision can only take place after an exhaustive review of the Club’s assets, activities, and obligations has been done, and all options and alternatives have been considered. Additionally, a series of formal discussions on the matter must take place with the membership at three consecutive Club meetings. At the final (third) meeting, Club members present must vote on the dissolution proposal and pass it by a two-thirds vote. Upon such an action, the remaining assets of the Society shall be auctioned off to pay for remaining outstanding expenses, and any balance be donated to a local charity as determined by the Executive Board at the time.
Article 9 – Amendments to the Bylaws:
These Bylaws are not static, and expected to be a living document, subject to change with the evolving needs and demands of the Club, its members, and general society. Any Club member may move to amend these Bylaws at any time at any regular meeting. A request to amend the Bylaws will require a written description of the change and reasons why it is needed submitted to the board and membership, a second motion from a member, and then a two-thirds majority approval by the members present at two consecutive regular meetings. Upon this approval, the Bylaws shall be considered amended as of one month following the second vote. Documentation of the change shall appear in this Article and in the newsletter. All matters not herein expressly covered by these Bylaws are hereby delegated to the ECAAC Board.
These By-Laws were last updated on 22 January 2023 and replace all previously published or existing By-Laws of the ECAAC.
In any case where these By-Laws do not correspond with the ECAAC Constitution, the ECAAC Constitution will take precedence.
Annexure A: Current Membership Fees
Annexure B: Current Executive Officers
Annexure C: Current Committees and their Chairpersons