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13.2 Travelling costs i.e. petrol only or the equivalent value of petrol costs (in the case of airfare) to and from Executive Committee Meetings by office bearers of the Federation shall be borne by the Federation. These claims must be submitted to the Treasurer in writing and supported by appropriate receipts. 13.3 All reasonable travelling costs incurred by the President (including airfare within Southern Africa) in the performance of his official duties will be met by the Federation if funds are available. The expenditure must be approved by the Executive Committee beforehand and must be justified to the following Annual General Meeting. In the event of a Member inviting the President to attend an event, the member will normally be liable for one third of the cost. The Executive Committee may, however, approve such expenditure in full if the Member is unable to pay and provided there are sufficient Federation funds available. 13.4 The President shall be permitted to apply in advance for a travel float to cover his expenses if necessary. However, full details must be kept of all expenses incurred, and receipts submitted to the treasurer within one month of his return. 13.5 Expenditure for overseas travel on Federation business by the President may be approved by an Annual General Meeting in certain circumstances, in which case special conditions would normally be set. 13.6 Travel expenses of other office bearers may be reimbursed on approval of the Executive Committee – provided these are supported by adequate documentation – and provided such travel has the prior approval of the Committee. 14. WINDING UP OF THE FEDERATION 14.1 In the event of the winding up of the Federation, all monies and the realised value of all assets belonging to the Federation and the “Southern African Gems and Minerals” (formerly “South African Lapidary Magazine”) magazine shall be divided between all the Members of the Federation. The division shall be based on a pro rata proportion in percentage terms of the Member’s most recent dues. 14.2 Any amounts due by the Federation to any of its Members and outstanding accounts/ claims must be paid before the division of assets is undertaken. 14.3 Only Members in good standing with the Federation at the time of winding up shall benefit from the division of assets. 15. INDEMNITY 15.1 The Federation shall be a non-profit organisation, and no office-bearer/s (present of past) will be held responsible in their private capacity for any loss (financial or otherwise) that might occur in the running of the Federation. Constitution Page 6
ANNEXURE A FORM OF PROXY We of the ……………………… Club/Society being a Member in good standing of the Federation of Southern African Gem and Mineralogical Societies and therefore entitled to vote at the Annual General Meeting to be held on ………………………. Do hereby authorise ……………………………………. to act as proxy for us and to vote on our behalf at this meeting or at any adjournment thereof. We hereby request that our proxy delegate votes as indicated for the following resolutions to be put to the meeting: Resolution Vote 1. …………………………………………… ………………………………….. 2. …………………………………………… ………………………………….. 3. …………………………………………… ………………………………….. 4. …………………………………………… ………………………………….. 5. …………………………………………… ………………………………….. Signed: ……………………………….. …………………………… Secretary Chairman Date: ………………………………… Constitution Page 7
Page 1 and 2: 1. NAME FEDERATON OF SOUTHERN AFRIC
Page 3 and 4: 5.2 The President of the Federation
Page 5: 10. QUALIFICATIONS OF OFFICE BEARER

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