SANCF FAQs

South African National Climbing Federation

Frequently Asked Questions for Clubs

7 January 2013

 

1.       What is a Climbing Club

1.1.               A Climbing Club is the most basic form of an administration entity (body) that ensures that the needs of climbing athlete (s) are catered for;

2.       Why is the Club structure the preferred structure

2.1.               The structure whereby a climbing athlete belongs to a Club as opposed to the Provincial body or SANCF is the structure preferred by SASCOC;

2.2.               Clubs are affiliated to the provincial body who are responsible for the administration, calendar and general running of competition climbing in that province;

2.3.               Provinces in turn are members of the SANCF;

2.4.               SANCF is in turn affiliated to the International Federation of Sport Climbing (IFSC);

3.       Who can establish and affiliate a Club

3.1.               Any community or group of people, schools, tertiary institutions, government institutions, etc, within the area of a province having the fostering of climbing as their aim may establish and apply to the provincial body for affiliation;

3.2.               The minimum number of Club members required to establish a Club is ten (10) members;

4.       When can a Club apply to be affiliated

4.1.               A new Club may apply to it’s provincial body at any time during the year. If the Club adheres to the establishment procedures as outlined below, it will be considered a fully constituted Club;

5.       What procedures must be followed to establish and affiliate as a Club with the provincial body

5.1.               Download the preferred Club constitution, the Club application form and the preferred resolution from the SANCF web-site  www.sancf.org;

5.2.               Download the provincial constitution and read especially those clauses that have to do with membership, the members’ rights and cessation of membership;

5.3.               Arrange a meeting with the five (5) or more founding members (Please note that the constitution expects the membership of the club to grow to ten (10) by three years hence). The meeting may be in person or via email, but whichever communication method is used, evidence must be kept;

5.4.               Vote on whether the Club is to be established;

5.5.               Choose a committee with a President, Vice-President, Treasurer and Secretary;

5.6.               Choose Club colours;

5.7.               If the motion is passed (the establishment of the Club that is), fill out and have the following signed;

5.7.1.                      preferred resolution,

5.7.2.                     Club application form;

5.7.3.                      the signed constitution;

5.8.               Submit a copy of the above documents to the provincial body for consideration;

5.9.               The provincial body will, within a reasonable period,  communicate as to whether your club application has been successful;

6.       What is a Club Constitution

6.1.               Constitutions are documents which are meant to govern the internal workings of the Club;

6.2.               Constitutions attempt to describe principles and not specific s;

6.3.               The Club constitution is meant to be self explanatory and is not meant to be altered often;

6.4.               For any advice on the Club constitution please email the SANCF;

7.       What procedures must be followed with regards to accounting and SARS (South African Revenue Services)

7.1.               In order to get exemption from tax (Tax exempt status) it is suggested that Clubs apply to SARS for PBO status (Public Benefit Organisation). This application should ideally be applied for at the outset of the Clubs existence. Information in this regard may be downloaded from the SARS website at  www.sars.gov.za

7.2.               Tax exemption status means that all Club member fees are not taxable

7.3.               Accounting records need to be maintained and an annual tax return needs to be submitted to SARS

8.       How to open a bank account

8.1.               Submit to your bank of choice a copy of the Club:

8.1.1.                     Constitution;

8.1.2.                     Signed founding resolution;

8.1.3.                     Signed resolution by the Club committee to open up a bank account;

9.       Responsibilities of a Club in terms of its province and SANCF

9.1.               Clubs and climbers are to abide by the ethics and standards established by the SANCF;

9.2.               A Club member may belong to only one (1) Club;

9.3.               A registered Club is a member of the provincial organization and as such has one vote;

10.   Fees, the process for payment of those fees and climbers card

10.1.            In order for the various bodies to fulfill their functions and responsibilities fees are split into three categories:

10.1.1.                  Club fees;

10.1.2.                  Provincial fees;

10.1.3.                  SANCF fees;

10.2.            SANCF fees for 2013 have been set at R120.00 (one hundred and twenty rand)

10.3.            Club fees and provincial fees are to be set by those bodies independently and are paid by the climber to the club in addition to the SANCF fees;

10.4.            As Clubs do not have the ability currently to control cash, it is requested that all membership funds be deposited into the provincial bank account. Kindly submit a list to the provincial body of whom payment is being made for i.e. The Climbers details

10.5.            Upon receipt of funds and the above list the province will make and return to the Club the SANCF climbers card which then enables the climber to compete in SANCF sanctioned competitions. The SANCF climber’s card is valid for one competition year.

10.6.            Club members do not necessarily need to register with the SANCF if they do not wish to compete. In that instance only Club fees need to be paid however it is in the best interest of both the climbers and the club to have competitions and in this regard this should follow the IFSC and SANCF guidelines and therefore it is recommended that the Clubs encourage official Provincial and national affiliation.

11.   Insurance

11.1.              It is recommended that each club has both Public Liability and Personal Insurance cover to protect against any accidents or claims.