CONSTITUTION OF THE HIKING ORGANIZATION OF SOUTHERN AFRICA (HOSA)
KONSTITUSIE VAN DIE VOETSLAANORGANISASIE VAN SUIDELIKE AFRIKA (VOSA)

      NAME
The association will be known as the Hiking Organization of Southern Africa (with abbreviation HOSA), as well as the Voetslaan-organisasie van Suider Afrika (VOSA).

            VISION:
TO CREATE A VIBRANT AND SUSTAINABLE YET LUCRATIVE HIKING INDUSTRY FOR ALL IN SOUTH AFRICA

            MISSION:
TO PROVIDE AND ORGANIZE HIKING TRAIL KNOW-HOW IN ORDER TO BUILD SUCCESSFUL ORGANIZATIONS AND BUSINESS ENTERPRISES; IN ALL SECTORS OF THE HIKING INDUSTRY; IN ALL AREAS OF SOUTH AFRICA; AND AMONGST ALL POPULATION GROUPS.

            STRATEGIC GOALS

1. Establishing of a co-coordinating administrative structure for the organization and the management of all roll players in die development of hiking trails.
2. Surveys and research to determine the constantly changing needs of the hiking public
3. To establish internationally acceptable and locally applicable, minimum standards, as well as ethical codes of conduct, concerning all the service sectors of the hiking industry: planning, building and maintenance, auditing and accreditation, promotional material (maps; brochures); marketing (booking agents); etc.
4. Constant evaluation of service providers in order to provide such information to trail l owners and hikers.
5. Organizing of SAQA-accredited courses for training (capacity building) in all of the above-mentioned sectors.
6. Assisting new entrepreneurs in setting up small and medium scale businesses.
7. Expanding participation in hiking as an outdoor recreational activity amongst school children, members of government departments, businesses, etc. by forming clubs and providing basic skills and equipment.

OBJECTIVES OF HOSA

1. To serve as umbrella body to manage the interests of all owners or managing authorities (hereafter referred to as owners) of nature trails in the country.
2. To serve as link and forum for discourse between the organised route-users (the demand part of the market) and the route owners who represent the supply part of the market.
3. Using research to develop joint strategies for matters such as the establishment of standards, application of quality management (accreditation, auditing), market research and the implementation of these by means of joint marketing (locally and overseas).
4. To obtain representation on committees and boards that have been established by the Government or regional and local authorities and which could influence the route industry; and in cases where such representation is not possible, to provide these authorities with information towards decision making to benefit the industry as a whole.
5. To serve as a one-stop point of service and liaison for route owners, public authorities and decision makers, where advice is available regarding all aspects of the nature trail industry.

MEMBERSHIP

Membership is for any person, organization or body, whether private or public, that has the improvement of nature trails as its goal

A membership fee that will be determined by management from year to year is payable to gain membership. HOSA is a non-profit association and as such membership fees will be determined annually by management, based on the existence of real need for the effective running of the association.

Fully paid-up members are entitled to use the official emblem of  HOSA for marketing routes.

Owners who do not generate an income from routes will only pay 25% of the normal membership fees.

Owners who have more than one route to their disposal will pay membership as follows: for the first route 100% of the prescribed membership fee will be paid; for a second route an additional amount equal to 50% of the membership fee will be paid; for a third route – 25%; a fourth route – 12,5%; and for further routes no extra fees. A route is understood to consist of one or two days. In cases where the route consists of more days, an additional levy of membership fees of 25% for every extra day above the standard of two days will be charged.

Persons and authorities who are not owners, but who deem themselves interested or affected parties, may also obtain membership at 25% of the normal fee.

Provision has been made for honorary members. To be chosen as such, a person has to be proposed by two members or by management accompanied by a complete motivational document which must be tabled at the Annual General Meeting. A two-thirds majority of votes of members present will be required for acceptance of the motion.

MANAGEMENT AND CONTROL

HOSA will be managed by an annually-chosen Managing Board. During the Annual General Meeting, this board will be elected from route owners, honorary members, as well as interested and affected parties, such as the Department of Environmental Affairs and Tourism, Department Forestry and Water Affairs, SANParks, Hiking South Africa, educational and research bodies and private individuals,

The Board will consist of a chairperson, deputy-chairperson, secretary, treasurer and as many additional members as the meeting had approved. The board will have the right of co-optation.

The board will elect a management committee during the first board meeting of each financial year.

Nominations for board members (if they have also accepted it in writing) may also be sent in per mail, 14 days before the Annual General Meeting. The headquarters of HOSA will initially be in Gauteng, but in accordance with the expansion of membership numbers, it will be rotated to other provinces, as decided at the Annual General Meetings.

Provision has been made for the creation of regional committees whose executive powers will be determined by the General Managing Committee.

Any board member, who had been absent from two consecutive meetings without an acceptable excuse, will be asked to resign. The board can replace him/her through co-optation.

The administrative tasks of the management committee and the board may be handled by an administrative office at normal remuneration, as determined by the board.

Board members will receive no remuneration for their services, but the costs of attending board meetings can be covered by HOSA at a reasonable tariff and depending on the availability of funds.

The Managing Committee members are the mandatory representatives of the Association and act according to the constitution to allow the Association to function efficiently, including co-operation with other organisations or authorities.

The agenda of the Annual General Meeting must be posted to all members to give notice at least six weeks before the meeting.

The managing committee will have the right to approach people of specific fields of knowledge to serve on the committee as ad hoc members for the duration of the relevant year or for shorter periods as may be necessary.

Remuneration for consultation and other services will lie within the competence of the committee (if sufficient funds are available), but it must be ratified at the following Annual General Meeting. Irresponsible behaviour by the board in this regard will be deemed an offence.

The managing committee will be authorised to enter into agreements with any authority or person or organisation to obtain financial support for projects or administrative purposes that will be to the benefit of the Association.

A cheque account will be opened in the name of VOSA/ HOSA and all cheques will be signed by two members of the board, of whom one will be the chairperson.

The committee must annually present a financial report to the Annual General Meeting with documentation as proof in support of all expenses and income. The members will have the right to demand that this auditing be verified externally.

The right to vote is determined by paid-up membership.

The financial year will start on 1 January each year and membership fees will be payable within 30 days after the commencement of the year. The costs incurred by a second and further reminders will be furthered from the relevant member. Members who join after 30 June will pay 50% of the fees. No reimbursement of fees will be allowed for whatever reason.

BOARD MEETINGS

Board meetings will be called by the chairperson with at least 14 days’ notice.

Board meetings can also be called if at least two members of management insist on it.

At least two meetings must be held annually.

A quorum consists of at least three chosen board members.

Minutes of discussions during board meetings must be taken down and such minutes are only available to board members.

Decisions are made with a majority of votes. The chairperson has an ordinary vote, as well as a casting vote. Co-opted members only have the right to vote when the matter is directly related to the reason for his/her co-optation.

ANNUAL GENERAL MEETINGS

The one Annual General Meeting is called by the chairperson and a general notice, accompanied by the agenda, should be sent out to all members six weeks before the meeting.

It is in the managing committee’s power to call a special general meeting as and when necessary at the discretion of the board members.

It will be considered a quorum if at least 5% of the members of the association are present.

Decisions require an ordinary majority of votes, except those regarding the constitution, dismissal of board members or the dissolution of the association.

REGIONAL REPRESENTATIVES AND MEETINGS

Regional committees can be set up on the initiative of members or by the mediation of the managing committee.

The regional committees form the link between the managing committee of the Association and the local members. Only local matters may be handled by these committees on behalf of HOSA and all decisions must be passed on to the managing committee before implementation. Only in urgent matters may regional committees only report back to the managing committee after settling of the matter. In such matters the managing committee may decide to distance itself from such behaviour. Dissension between the managing committee and the regional committee will be cleared up during the annual general meeting.

Chairpersons of regional committees can call meetings using their own discretion. No traveling costs to meetings will be paid by the central HOSA for attendance of these meetings.

Regional representatives will be invited to board meetings, but without the right to vote.

Regional representatives can compile their committee using their own discretion, but with the approval of the managing committee.

Minutes of all meetings must be passed on to the managing committee within two weeks after meetings.

INTERPRETATION OF THE CONSTITUTION

Should there be any doubt about the interpretation of the constitution, the majority of the managing committee will have the final say.

Written suggestions as to the amendment of the constitution, should reach the managing committee at least 60 days before the annual general meeting on which it will be discussed. These suggestions must be sent to all members at least 14 days before the annual general meeting.

Constitutional amendments take effect from the moment they have been accepted at the annual general meeting.

DISSOLVEMENT OF THE ASSOCIATION

If two thirds of the members present at the annual general meeting decide to dissolve the association, a general voting on the situation will be done by mail. The usual two-thirds majority will be valid.

The managing committee stays in control until all unattended matters have been concluded, all debts have been paid and all the assets of the association have been sold. Any remaining funds will be divided equally between existing members, except in the case of the meeting deciding against it.