1. Name

• • The organisation hereby constituted will be called the Gauteng Naturist Association.

• • Its shortened name will be the GNA (hereinafter referred to as the organisation).

2. Body Corporate

• • Exist in its own right, separately from its members;

• • Continue to exist even when its membership changes and there are different office bearers;

• • Be able to own property and other possessions;

• • Be able to sue and be sued in its own name.

3. Function

The GNA is constituted for the benefit of the naturist movement in Gauteng – South Africa. The Objects of the GNA shall be, among others:

• • Promote the practice and acceptance of naturism for wellbeing and recreation without clothing.

• • Ensure cooperation of naturist and related organizations in SA.

• • Improve standards of naturism and present it creditably.

• • Represent naturism to local government and international organizations.

• • Develop resources and provide services for members.

• • Affiliate with relevant national and international bodies, specifically SANNA.

4. Income and Property

• • The organisation will keep a record of everything it owns.

• • No money or property may be given to members or office bearers, except as reasonable payment for work done.

• • Members may only be reimbursed for expenses paid on behalf of the organisation.

• • Members or office bearers have no rights over organisational property.

5. Trustees

• • Property of GNA shall be vested in the Management Committee, who act as Trustees.

• • Trustees act on resolutions passed at AGMs or urgent meetings.

• • Trustees are appointed at the AGM; vacancies are filled at the next AGM.

• • Trustees are indemnified from GNA funds for liabilities incurred in their role.

6. Membership and General Meetings

• • Membership applications must be approved by the Management Committee.

• • Membership may be granted to individuals/families interested in naturism.

• • Organisations may be affiliated if their activities do not conflict with Article 3.

• • Honorary membership may be awarded for outstanding service to naturism.

• • Members must attend the AGM to exercise their rights.

• • Membership fees are determined annually by the AGM.

• • Members or affiliates with outstanding fees lose rights until paid in full.

7. Application for Membership and Accreditation

The Management Committee ensures that clubs or affiliated organisations applying for accreditation:

1. 1. Conform to this constitution.

1. 1. Conduct affairs lawfully and with propriety.

1. 1. Submit annual returns to the Secretary with membership and facilities information.

8. Management

• • The AGM governs GNA; day-to-day management is delegated to the Management Committee.

• • Committee consists of Chairman, Vice Chairman, Secretary, Treasurer, and two others.

• • Office bearers serve two years, renewable.

• • Elections are held at the AGM with written nominations.

• • Committee meets monthly; quorum is more than half of members.

• • Minutes are recorded and confirmed at each meeting.

• • Sub-committees may be formed, subject to ratification.

• • Paid staff may be appointed but cannot hold office or vote.

• • Committee may suspend officers for failure to perform duties, subject to AGM review.

• • All members must abide by Committee decisions.

9. Powers of the Organisation

The Management Committee may take on the power and authority it believes necessary to achieve the objectives of GNA, subject to the Constitution.

10. Meetings and Procedures of the Management Committee

• • At least 2 ordinary meetings per year.

• • Special meetings require 21 days’ notice (30 days if appointing new members).

• • Chairperson presides; if absent, members choose a chair.

• • Quorum required for meetings.

• • Chairperson has a casting vote if tied.

• • Minutes must be kept safely.

• • Sub-committees may be formed with at least 3 members, reporting regularly.

11. Annual General Meetings

AGM held annually towards end of financial year. Committee plus 5 paid-up members form a quorum.

• • Agenda includes reports, elections, constitution changes, and general business.

• • Voting: one vote per paid-up GNA member; affiliated societies may speak but not vote.

• • Agenda items submitted 30 days prior; circulated 14 days before meeting.

• • Special General Meetings may be convened with 20 members’ requisition, subject to timing rules.

12. Finance

• • Accounting officer appointed at AGM.

• • Treasurer manages finances and records.

• • Funds deposited in GNA account within 5 days.

• • Withdrawals require signatures of Chairperson plus two members.

• • Financial year ends 31 December.

• • Records submitted to Director of Non-profit Organisations within 6 months.

• • Funds may be invested only with registered institutions or licensed securities.

• • Income used solely for constitutional functions; no profit distribution to members.

• • Reasonable reimbursement allowed for services, expenses, interest, or rent.

• • No salaried office for Committee members; only approved expenses reimbursed.

13. Suspension and Exclusion

Complaints investigated by Management Committee; members may be suspended or excluded. Appeals allowed. Board of Enquiry may be appointed. Conduct bringing naturism into disrepute may result in exclusion. Decisions of the Committee after appeal are final.14. Changes to the Constitution

Constitution changes require two-thirds majority at AGM/SGM with quorum present. Written notice 14 days prior. No amendments may cause the organisation to cease to exist.

15. Dissolution / Winding Up

Organisation may close if two-thirds vote in favour. Debts must be paid. Remaining assets given to another non-profit with similar objectives.Addendum to the Constitution

Declaration: GNA concerns itself only with naturism and linked activities.

Membership: Affiliated clubs may use “Affiliated to/accredited by GNA” and logo.

Duties: Chairman, Secretary, Treasurer, Editor, Honorary Members — roles defined.

Recommendations: Membership confined to persons of good repute; minors require consent; married applicants may require partner’s consent.

Objectives: Protect naturism, provide central contact, PR, recognition, support clubs, promote international affiliation, publish newsletter, arbitrate disputes.

POPI Act – Protection of Personal Information

PROTECTION OF PERSONAL INFORMATION (POPI Act)
POLICY MANUAL AND COMPLIANCE FRAMEWORK

Accountability.

SANNA must ensure that the conditions for lawful processing of personal information set out in the Act, and all the required measures, are complied with.

Processing limitation.

• Business processes provide the context for processing personal information – i.e. the specific purpose
• Data collection must be proportionate for purpose – for member Registration and Discipline
• Data processing must be for a legitimate purpose – member Database and Discipline
• Member must give consent – Consent forms given to complete
• Collection of personal data must be directly from the data subject unless it is contained in a public record
• Data models prevent inference of prohibited data elements by means of DADIE Database
• Limit the transfer of personal data to service providers – No transfer to service providers
• Data subject must be able to object, in prescribed manner.

Purpose Specification.

• Collection of personal information must be for a specifically defined, lawful purpose related to a function of SANNA.
• Association members must be aware of the purpose of collecting data. The purpose for processing personal information must be clear.
• Record retention must not be longer than necessary unless required by law, a contract or the member has consented. A record of the use of personal data to make a decision must be retained for such period required by a law or long enough for the member to request access to the record Destroy, delete or DE-identify as soon as a member has submitted a resignation document. Destruction of personal information must be in a manner that prevents reconstruction in an intelligible form.

Openness.

The member must be aware of the collection of the data and the name and address of the responsible party, whether voluntary or mandatory, and of any law authorising collection, except if:

• Members is already aware of personal information being kept
• all particulars are stated in PAIA information manual
• Member consents to non-compliance
• information will be used without identifying Member
• personal information is already in the public domain.

Member Participation.

Establish communication processes with Member (via the Information Officer) Provide Member with access to personal information Enable Member to request correction of personal data Manner of access to information is defined in PAIA manual.

Security Safeguards Business controls for maintaining integrity:

• Identify personal data (structured and unstructured) in all business processes (formal and informal)
• Identify business processing manual controls
• Identify application systems and IT processes that support the business processes Identify programmed procedures supporting the complete and accurate processing of personal data
• Maintain appropriate granularity in user access controls
• Maintain appropriate application level security
• Maintain appropriate information resource protection
• Prevent data leakage (structured and unstructured data)
• Maintain the capability to detect security breaches
• Regularly review contractual obligations of third parties Prohibit the processing of special personal information Comply with the requirements of Information Officer and/or Information Regulator.

Further Processing Limitation.

Further processing must be compatible with original purpose Be aware of the potential consequences of further processing Take note of any contractual rights and obligations Take steps to prevent further processing of personal data Data mining must not exceed original purpose Allow retention for historical, statistical or research purposes Stop unlawful processing.

Information Quality.

Maintain the accuracy of collected personal information Check that personal data is not misleading Ensure that personal data is up-to-date. Be aware of the impact the integrity of personal data has on the purpose for collecting personal data.
Note: master data must exclude unnecessary records
Note: master data must be secured, and accessed only on the need-to-know basis.
Master Data will be kept within DADIE database, secure and password protected.

Action Plan.

Business purposes for processing data is to maintain a register of all Naturists in South Africa. Use DADIE to register and processing personal data.

• Contact and communicate with Members.
• Obtain consent from Members via official consent form
• Enable Member to object to processing of personal data
• Perform risk assessment for the protection of personal data
• Educate staff
• Implement a system of internal control to maintain integrity – DADIE
• Secure structured and unstructured data
• Reduce record retention, destroy unnecessary personal data when no longer required except in the case of Disciplinary findings (Blacklisting)
• Change contracts and obligations of service providers (additional costs of outsourcing for increased security)
• Appoint an Information Officer for Member to liaise with
• Respond to requests of the Information Officer
• Comply with requirements of the Regulator.

Reference:

• SANNA – South African National Naturist Association
• PAIA – Promotion of Access to Information Act
• DADIE – Official database management tool for SANNA to regulate membership.

Chairman of SANNA
Website: www.sanna.org.za
Facebook: https://www.facebook.com/groups/285301238300903/