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 — Club Mission and Objectives

The Eastern Cape 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; fostering aquascaping as self-expression and the pursuit of art.
• Representing the aquarium hobby in the Eastern Cape and encouraging public interest and involvement in the hobby.

Article 3 — Club Membership

Section 3.1 — Membership Definition and Admittance

1. All new members will be subjected to a three (3) month probation period.
2. Membership is based on a fixed calendar year (1 January – 31 December) and is open to all persons of good character and intentions who accept the mission, objectives, and Bylaws, pay their prescribed dues, and are accepted by a simple majority vote of the Club's board. If not accepted, dues will be refunded in full.
3. The official ECAAC membership application must be used, completed in full, and either emailed or hand delivered to a board member.
4. Current dues rates are published on the ECAAC website and application form.
5. All members are encouraged to attend Club meetings and participate in Club functions as practicable.

The Club offers five categories of membership:

• Family Membership — a single-family household with one vote at official proceedings.
• Country Membership 1 — country members within a radius of 100km from Gqeberha Town Hall.
• Country Membership 2 — country members more than 100km from Gqeberha Town Hall.
• Junior Membership — members aged 14–18 not part of an existing family membership (under-14s join free but must be accompanied by an adult).
• Honorary Life Membership — bestowed on individuals who have contributed exceptionally, decided by unanimous vote of the Executive Committee.

Dues will not be refunded for any reason (except under Section 3.4). No membership application shall be refused on grounds of age, sex, race, nationality, religion, political affiliation, disability, health, or any social/economic reason. No member may act as a formal agent or representative for ECAAC without the board's explicit written agreement.

Section 3.2 — Membership Rights, Privileges, and Requirements

Members shall be entitled to an ECAAC membership card; participation in all Club functions; eligibility for member discounts and sponsor discounts; voting rights on Club business; the right to petition the board and stand for office or committee positions; a larger commission split at Club auctions; participation in group orders of fish, plants, and supplies; access to Club apparel, the "Members Only" website section, and the official WhatsApp Group; participation in quarterly outings and outreach programs; the monthly newsletter and other Club literature; the ability to post items for sale, trade, or need; and any free official stationery made available by the Club. Members lay no claim of personal ownership to Club funds or property, and shall honour these Bylaws.

Section 3.3 — Membership Removal

A member may be removed for conduct deemed illegal, detrimental, inappropriate, assaultive, or wilfully harmful to the Club, its reputation, members, funds, or property, via the following procedure:

• Five members must present a written petition to the board detailing the reasons for removal.
• A copy of the petition must be given to the member in question, where feasible.
• The member has one month to respond and may address the membership and board at the next meeting.
• The board votes by simple majority to accept or reject the petition, and informs the membership.
• If accepted, removal is put to the general membership, requiring a two-thirds majority. If rejected, the matter ends and may not be renewed for at least one year on the same grounds.
• If removed, dues are not refunded and the member may not reapply (except under Section 3.4).
• A new petition may be raised at any time if the reasons are materially different from an earlier petition.

Section 3.4 — Compulsory Meeting Attendance

Members must attend Regular Monthly Meetings as follows: local members once per calendar quarter; country members under 100km three times per calendar year; country members over 100km have no compulsory attendance requirement.

Article 4 — Society Officers and Board

Section 4.1 — Positions and Duties

The ECAAC Executive Board consists of five elected offices, held by five unique individuals in good standing:

4.1.1 — President

Presides at all regular and board meetings, conducts the general order of business according to accepted rules of order, and establishes the Club's direction with the advice of elected officers and membership. May create or sustain Committees, appoint Chairpersons, and sits ex-officio on all Committees. Has visibility of the Club's bank account and is the primary interface to the public, media, and other institutions. No term limits. Club property or funds are not the President's personal property.

4.1.2 — Vice President

Presides in the President's absence and assists with governance. Maintains liaison with Committee Chairpersons, administers annual elections, and is the primary interface to sponsors, vendors, and manufacturers. Has bank account visibility. No term limits.

4.1.3 — Secretary

Presides in the absence of the President and Vice President. Maintains association with the Membership Committee, archives Club records, keeps written record of dues paid and membership length, guards the Club's email account, and records and publishes board meeting minutes. Owner/maintainer of these Bylaws. No term limits.

4.1.4 — Treasurer

Responsible for all financial records, transactions, collections, and disbursements. Has signatory responsibility on the Club's bank account and is the primary interface to the bank. Presents a treasury report at all board meetings and counsels the President on financial matters. Club expenses over R500.00 require a simple majority board vote. No term limits.

4.1.5 — Public Relations Officer (PRO)

Counsels the President on Public Relations, Communication, and IT matters, oversees related sub-committees, and reports directly to the President. No term limits.

Section 4.2 — Elections

Elections are conducted annually each November, administered by the Vice President. Terms run one year, effective 1 January through 31 December of the following year. Nominations (including self-nominations) require a second motion. Nominees may present a summary of qualifications (up to 5 minutes) before a vote by members present, by show of hands or ballot — no proxy or absentee voting. A simple majority determines the winner; ties are re-voted at the next regular meeting. Officers may succeed themselves without term limits if renominated and re-elected. These rules do not apply to Committee Chairpersons.

Section 4.3 — Resignation, Removal, Disability, or Death

If an officer can no longer perform their duties, the office is considered vacant. Resignations must be submitted to the board in writing (email acceptable) and take effect immediately upon receipt. The remaining board fills vacancies promptly by simple majority vote; ties move to a general meeting vote. Appointees serve the remaining term only, subject to formal election in November. Society property and records must be turned over without delay upon vacancy.

Article 5 — Club Committees

ECAAC relies on volunteer Committees staffed by members to fulfil its objectives. Each Committee must have at least one Chairperson who reports progress to the board periodically. Chairperson is a non-elected, voluntarily requested position subject to Presidential approval. A single member may chair multiple Committees, and elected officers may also serve as Chairpersons. Club monies are never the personal property of a Chairperson.

Section 5.1 — Workshop Committee

Responsible for planning and executing conferences or conventions — scheduling, budgeting, venue, speakers, vendors, logistics, and publicity — with a post-mortem report presented to the board after each event.

Section 5.2 — Auction/Raffle Committees

5.2.1 Regular Auction Chairperson — plans and executes the large, semi-annual auction, including venue, auction software, and an auctioneer, with a post-mortem report to the board.

5.2.2 Monthly Auction Chairperson — plans and executes the smaller monthly auction held during regular meetings, using bidder sheets and specification sheets.

5.2.3 Raffle Chairperson — sources, stores, transports, and distributes raffle items for the monthly meeting raffle, and surrenders funds to the Treasurer promptly.

Section 5.3 — Award Program Committees

5.3.1 Breeder's Award Program (BAP) Chairperson — publicity, newsletter reporting, record-keeping, and rules enforcement for fish and other aquatic invertebrates; presents awards at the Year End Function.

5.3.2 Horticultural Award Program (HAP) Chairperson — the same responsibilities for plants and aquatic vegetation.

5.3.3 Invertebrate Breeders Award Program (IBAP) Chairperson — the same responsibilities for aquatic invertebrates, including shrimp.

Section 5.4 — Operations Committees

5.4.1 Programs Chairperson — plans, schedules, and introduces speakers and programs at each regular meeting.

5.4.2 Membership Chairperson — accuracy, timeliness, and privacy of member data and records; coordinates give-aways or promotions for members.

Section 5.5 — Communication Committees

Newsletter Editor — monthly publication of the Club newsletter, accurate and engaging, also published on the website.

Exchange Editor — communication and information sharing between ECAAC and other aquatic societies worldwide, reporting notable uses of ECAAC information to the board.

Section 5.6 — Information Technology (IT) Committees

Webmaster — creates, maintains, and publishes the Club website, and interfaces with the hosting provider.

WhatsApp Groups Administrator — maintains and moderates the ECAAC WhatsApp Group.

Social Media Administrator — maintains and moderates ECAAC's social media presence.

Section 5.7 — Trip Committees

Field Trip Chairperson — selects, schedules, and manages logistics for field excursions, distributes and collects waiver forms, and follows all legal regulations.

Section 5.8 — Other Committees

Additional Committees may be proposed to, or originate from, the Executive Board, who will vote on and authorise them where needed.

Article 6 — Society Functions

ECAAC sponsors a variety of events for members and the public in support of its mission, following standard inclement-weather policies for the safety of participants.

Section 6.1 — Meetings

6.1.1 Regular Club Meetings — held at 14:00 on the first Saturday of each month, with a sign-up sheet, program presentation, and other activities. Substantive business issues (elections, bylaw changes, expulsions) are voted on by members present only — no proxy or absentee voting. A 60% attendance of members in good standing constitutes a quorum, with a simple majority carrying most motions.

6.1.2 Board Meetings — held monthly as agreed by officers, with treasury reports required at each meeting. Any member may attend, with prior notice to the Secretary.

6.1.3 Year End Function — a (semi)formal function hosted each December, organised by a Committee elected at the June Regular Meeting, including a prize-giving ceremony for the year's programs and achievements.

Section 6.2 — Workshops

Annual weekend conferences featuring notable individuals in the hobby, organised by the associated Chairperson(s).

Section 6.3 — Auctions

• Regular auctions — single-day events for the sale of aquatic animals, plants, and supplies, requiring an auctioneer.
• Monthly auctions — smaller events during regular monthly meetings.

Section 6.4 — Socials

Informal social gatherings, often including a braai, organised by the associated Chairperson(s).

Section 6.5 — Trips

Field trips enhance camaraderie and knowledge. Personal equipment is the attendee's responsibility, and all attendees must sign an ECAAC waiver form (not required for visits to aquariums, hatcheries, or pet stores).

Section 6.6 — Other

Other functions or participation at external events is decided by the board, which determines whether the function is Club-sponsored and eligible for reimbursement.

Article 7 — Other Society Relationships

Section 7.1 — Hosts

ECAAC meetings, workshops, functions, auctions, socials, and trips are held at a variety of suitable venues. Members and guests are expected to treat host facilities and property in a respectful and responsible manner.

Section 7.2 — Sponsors

Membership includes a card enabling discounts at supporting local pet shops and aquariums, documented in the newsletter and website. Discount terms are at the sponsor's discretion, and businesses that cease offering these benefits are removed from the sponsor list.

Article 8 — Dissolution of the Society

ECAAC will cease to exist only upon a unanimous board vote that the organization can no longer fulfil its mission, following an exhaustive review of assets, activities, and obligations, and formal discussion with the membership at three consecutive meetings. At the final meeting, dissolution requires a two-thirds vote of members present. Remaining assets will be auctioned to cover outstanding expenses, with any balance donated to a local charity determined by the Executive Board.

Article 9 — Amendments to the Bylaws

These Bylaws are a living document, subject to change as the Club evolves. Any member may move to amend the Bylaws at a regular meeting, submitting a written description and reasons for the change, seconded by another member, and approved by a two-thirds majority of members present at two consecutive regular meetings. Amendments take effect one month after the second vote and are documented in this Article and the newsletter. All matters not expressly covered here are delegated to the ECAAC Board.

Annexures