Conserving the spirit of Kromme for present and future generations.

Humansdorp District Eastern Cape

CONSTITUTION OF THE KROMME-GEELHOUT CONSERVANCY

 

  1. NAME
    1. The conservancy shall be called the Kromme-Geelhout Conservancy, hereafter called “the conservancy”.
  2. AIM
    1. To conserve the ‘spirit’ (genius loci) of the area for present and future generations.
  3. MEMBERSHIP
    1. Membership of the conservancy shall be open to any landowner within the boundaries of the conservancy as defined in the original map submitted to the relevant authority at the time of the establishment of the conservancy.
    2. Landowner means the registered owner of the land.
    3. Landowners wishing to join the conservancy after its establishment must have the approval of at least two-thirds of the existing conservancy members.
    4. Members who wish to withdraw from the conservancy, may do so provided written notice of such withdrawal is submitted to the committee.
    5. Members may be requested to withdraw from the conservancy should two-thirds of the remaining members agree that their withdrawal would be in the best interests of the conservancy as a whole.
    6. The need for membership fees will be taken under consideration by the committee if and when necessary.
  4. LEGAL PERSONALITY
    1. The conservancy is a legal entity and may institute lawsuits.
  5. FINANCIAL
    1. The financial year of the conservancy will run from 1 December to 30 November of the following year.
    2. All financial transactions of the conservancy shall be duly recorded by the Secretary/Treasurer who shall submit annually at the close of the financial year, to the annual general meeting, a complete financial report signed by himself and the chairperson.
    3. The conservancy shall have the authority to receive, invest and spend funds. All withdrawals must be approved of by at least two committee members.
  6. ANNUAL GENERAL MEETING
    1. An annual general meeting of members of the conservancy shall be held annually at a place and time determined by the executive committee.
    2. Written notice of such annual general meeting shall be given to each member at least 14 days prior to the intended meeting.
    3. A third of the enrolled members shall form a quorum at the annual general meeting.
    4. An ordinary majority of votes shall be conclusive in all cases where decisions are made.
    5. There will be one vote per property, or one vote per household in cases of properties that are shared by more than one family. If the property owner is unable to attend the meeting they may appoint a proxy.
    6. Voting shall be by a show of hands or secret ballot when deemed necessary.
  7. ORDINARY MEETINGS
    1. In addition to the annual general meeting three other meetings shall be held each year.
    2. These meetings may be conducted electronically using the email system.
    3. Email notice of such meetings shall be given to each member at least 14 days prior to the intended meeting.
    4. Voting may be by email response.
    5.  An ordinary majority of votes shall be conclusive in all cases where decisions are made.
    6. There will be one vote per property, or one vote per household in cases of properties that are shared by more than one family.
  8. SPECIAL GENERAL MEETINGS
    1. A special general meeting must be convened if one-third or more of the members request such a special meeting.
    2. The executive committee may at any time convene a special general meeting, provided that notice is given in the same manner as for an annual general meeting and the matters to be discussed are clearly stated in such notice.
  9. EXECUTIVE COMMITTEE
    1. The executive committee of the conservancy shall be elected annually at the annual general meeting and shall consist of the following persons:
      1. Chairperson
      2. Vice chairperson
      3. Secretary
      4. Treasurer
    2. Additional members may be elected as required and decided by the annual general meeting.
    3. Terms of office will be for a year and members may stand for re-election.
  10. MINUTES
    1. The Secretary shall duly record the minutes of each meeting.
    2. Minutes, after having been approved, shall be signed by both the Chairperson and the Secretary. A copy of the minutes of all meetings shall be sent to the relevant environmental authority.
    3. The annual financial statement and the names of the elected members of the executive committee shall be sent to the relevant environmental authority after the annual general meeting.
  11. ANNUAL REPORT
    1. The conservancy shall submit an annual report to the relevant environmental authority after the annual general meeting.
  12. AMENDMENTS TO THE CONSTITUTION
    1. Amendments to the constitution may only be made at an annual general meeting or at a special general meeting convened specifically for this purpose.
    2. Any amendment to the constitution shall be approved by at least a two-thirds majority of the members present.
    3. Any notice of a meeting convened to amend the constitution shall contain full particulars of the proposed amendment.
  13. DISSOLUTION
    1. The conservancy may be dissolved only if two-thirds of the members present vote in favour of such dissolution.
    2. Upon such dissolution all assets shall be divided among the members.
    3. The relevant environmental authority shall be notified of such dissolution.

© Kromme-Geelhout Conservancy 2025