Southern African Pharmaceutical Regulatory Affairs Association
SAPRAA EXEC COMMITTEE 2023 – 2024
Comments Collator/Meeting Support
Anel van Niekerk
THE SOUTHERN AFRICAN PHARMACEUTICAL REGULATORY AFFAIRS ASSOCIATION CONSTITUTION
The name of the association shall be THE SOUTHERN AFRICAN PHARMACEUTICAL REGULATORY AFFAIRS ASSOCIATION (SAPRAA).
P O Box 2909
The objectives of SAPRAA shall be the following:
2.1 To promote professionalism amongst regulatory personnel in Southern Africa.
2.2 To communicate with the Regulatory Authorities and the Pharmaceutical Industry in Southern Africa on matters affecting the regulation of health products.
2.3 To establish and maintain contact with registration personnel in the general field of pharmaceutical and health products.
2.4 To arrange informative meetings with speakers who will be leaders in their area to promote the development of professionalism in the regulatory field.
3.1 Meeting fees will be charged to cover the expense of the meetings and general running costs of the association.
3.2 The Committee shall administer the funds of the Association.
3.3 SAPRAA is a non-profit association. All funds generated from meeting fees are to be used solely for the furtherance of the objectives of the association as outlined in point 2 above. Any monies invested on behalf of the association may not be distributed to any person or SAPRAA member. In the event of the liquidation or winding-up of the Association, any assets remaining after the satisfaction of all the liabilities, will be transferred to another society or association with similar objectives to those of SAPRAA.
Any person having a professional regulatory position or interest in regulatory issues pertaining to the health care field and other relevant areas may be enrolled as a member.
5. REGISTER OF MEMBERS
The name and contact details of every member shall be entered on a list, which will be administered by the SAPRAA secretary as appropriate.
6. RIGHTS OF MEMBERS
Members shall have the right to participate in any discussion on any matter affecting his/her interests at any meetings of the Association. Members will always retain the right to communicate directly with the Chairperson or committee members regarding issues experienced within regulatory affairs. This right refers to general issues and confidential information of any company in the industry may not be revealed.
7. DURATION OF MEMBERSHIP
The membership shall run until the member notifies the secretary to remove their name from the SAPRAA list.
8. ALTERATIONS TO THE CONSTITUTION
Alterations to this constitution shall only be made at a General Meeting by two thirds of the members present voting in favour thereof.
9. ANNUAL GENERAL MEETING
The Annual General Meeting (AGM) shall be held not later than April of each year, to carry out such business as may appear on the agenda of such a meeting and in particular the following:
9.1 To read and confirm the minutes of the previous Annual General Meeting, and of any Special General Meetings which may have been held during the year under review.
9.2 To receive the report of the Committee covering the activities of the Committee for the same period.
9.3 To receive the report of the Treasurer of the statement of revenue and expenditure for the same period.
9.4 To consider any other general business.
10. SPECIAL GENERAL MEETINGS
10.1 The Chairperson may at any time convene a Special General Meeting (SGM) and shall call an SGM if petitioned to do so by not less than twenty (20) members.
10.2 Notice of at least one week of any SGM, specifying the place, date and hour of the meeting, and in the case of special business the general nature of that business shall be given to members at the address and/or telephone number appearing in the Register of Members. Non-receipt of the notice by any member shall not invalidate the proceedings at the SGM. Members not able to attend such a meeting may proxy form their vote to the Chairperson.
11. ELECTION AND COMPOSITION OF THE COMMITTEE
The election of the Committee shall take place at the Annual General Meeting and shall be deemed to be elected for a period of two years. The Committee shall be constituted as follows:
Three (3) supporting members.
Additional supporting SAPRAA members may be co-opted to serve on the Committee.
12. DUTIES OF THE COMMITTEE
The duties and power of the Committee shall be:
To preside at all meetings.
To sign the minutes after adoption.
To represent the association and to make any public announcements on behalf of the association.
To convene all meetings when necessary.
To instruct the secretary to issue notices of meetings in due time.
To institute and/or direct the activities of the association, e.g. to comment on any other regulation or policy document.
To represent the association at Industry meetings with the Regulatory Authorities.
To nominate committee members to countersign financial documents with the Treasurer.
To deputise and act for the Chairperson in the performance of any duties when the Chairperson is absent or unable to act and further to perform such duties as the Chairperson may delegate to him/her.
To attend to all correspondence or delegate to a committee member as required.
To communicate all relevant information to members within a period of 24 hrs.
To keep an accurate record of the proceedings of the meetings of the Committee and of general meetings.
To have in safe-keeping all the written records of the association.
To advise the Chairperson as to the provisions of this constitution.
To maintain an accurate and up-to-date list of all members.
To perform such other duties as are delegated by the Chairperson.
To administer the bank accounts of the association in line with RSA banking requirements.
To keep a proper record of the financial transactions of the association, and to issue and obtain proper documents for the receipt and payment of monies respectively.
To prepare the income statement and supply it to the Accountant who will prepare an Annual Financial Statement (AFS).
To sign off the prepared AFS.
To arrange for the financial records of the association to be checked by an independent accountant at the end of each financial year.
To assist members with all financial queries and supply proof of banking details when required. To pay annual fees for the Post box of the Association.
To submit annual Tax return by end of April each year.
To ensure that all financial obligations are met.
12.5 SUPPORTING MEMBERS
Supporting members must ensure that the following roles (including but not limited to) are accounted for:
- Website coordinator
- Comments coordinator
- Meetings coordinator
Support members must carry out duties as delegated by the Chairperson.
12.6 DELEGATION OF DUTIES
Any of the above duties may be delegated to another Committee member with the approval of the Committee.
13. FILLING OF VACANCIES
Should the Chairperson, Vice-Chairperson, Secretary, Treasurer or supporting members cease to be a member before the expiry of their term of office, the Committee shall have the power to reshuffle the current committee duties or co-opt and elect some other member to hold office for the unexpired portion of his/her term of office.
Should any member be absent from any three (3) consecutive committee meetings without reasonable excuse, the Committee shall be empowered to declare the position vacant. Due notice will be sent to the member so removed from office.
14. VOTING AT MEETINGS
14.1 In the event of equality of votes, the Chairperson shall have a casting vote.
14.2 Any resolution involving alteration, amendment or addition to this Constitution shall be carried by the vote of two-thirds of the members present at a General Meeting as provided in Section 8 of this Constitution.
14.3 Voting at all meetings shall be by a show of hands or by ballot. Members not able to attend such a meeting may proxy form their vote to the Chairperson where relevant.
15. CONDUCT OF MEETINGS
In the absence of the Chairperson or Vice-Chairperson from any meetings, a Chairperson shall be nominated by the Committee.
The proceedings at all meetings shall be regulated by the Chairperson whose ruling on all questions and points of order shall be final.
16.1 The financial year shall be from the 1st March to the last day of February of the following year.
16.2 Contact details of Committee members must be circulated to members within thirty (30) days of election.
16.3 The constitution shall be reviewed every two years when a new committee takes office to confirm its validity and practicality.
Version dated April 2019