1) All regions must adhere to the rules / regulations as well as abide by the constitution / by-laws of ESC (SA);

2) Minimum membership of 5 members for the establishment of a Region. These members must all be fully paid-up members.

3) The local Region can appoint the following people:

• Regional Chief Chaplain;
• Secretary; and
• Treasurer for its Region.

District Chaplains will be elected by their districts.

District Chaplains will form a regional committee who must meet quarterly and who will elect a Regional Chief Chaplain, and handle all the requirements of the Region.

The Regional Chief Chaplain may also appoint a deputy to assist him/her if necessary.

The Regional committee should appoint a secretary and a treasurer for the smooth running of the Region. These appointments need not necessarily be District Chaplains, but should be members of the ESC(SA). If they are not District Chaplains, then they become co-opted members without a vote

The Regional Chief Chaplain and District Chaplains shall hold office for two (2) years, but they can be re-elected. These appointments need to be submitted to the national executive committee for final approval.

All regional/district committee meetings must have a quorum of 2/3 of all its committee members.

4) The Region (District) may operate a savings and / or current (cheque) account,

which shall require the minuted approval of the Region/District’s members at a Regional/District ESC(SA) meeting, and two (2) of three (3) signatories from any of its Regional/District committee members to withdraw funds / operate its account is needed. National Executive written approval must also be obtained.

THE REGION IS NOT ALLOWED TO USE THE NATIONAL NONPROFIT ORGANIZATION NUMBER (NPO) NOR THE NATIONAL INCOME TAX EXEMPTION NUMBER without requesting in writing and receiving, prior written approval, from the Executive Committee of the ESC(SA). Certain requirements need to be met before above numbers could be used by regions of ESC (SA). Annual audited financial statements must be submitted to the national executive committee on such accounts.

5) The Region will have representation on the national body by its Regional Chief Chaplain,

who will be ex-officio appointed onto the executive committee, and the region can appoint one (1) member per every ten (10) paid-up members to attend the annual general meeting of ESC (SA) and any other special or general meeting held by ESC (SA). Such regional appointed members would have full voting rights at such meetings on behalf of the region.

6) As per section 8 of the Emergency Services Chaplaincy (SA) constitution,

the National Executive Committee has the authority to form Regional Associations, and the executive can (sub-) divide geographical areas into “Regional Associations” for the purpose of voting rights, even if such Regions do not, as-per-date of the AGM, have the required minimum of five (5) paid-up Chaplains. One (1) paid-up member can represent such “Regional Associations”
(this does not, however, entitle such member to be appointed as District or Regional Chief Chaplain).

7) The region will at all times be subject to the national executive committee of the ESC (SA);

its constitution, by-laws, code of conduct, uniform policy and any other documents issued by the executive committee of the ESC (SA). All new members appointed by the region need to be appointed according to the guidelines as laid down in the ESC (SA) constitution.

8) All Districts shall submit to the Region,

a 10% (“tithe”) administration fee based on all monies raised within the financial year. (ESC(SA) Executive Pre-approved Projects excluded)

9) It is recommended that Chaplains considered for nomination as regional Chief Chaplains

have a minimum of ONE (1) years experience in the ESC(SA) before fulfilling this role and that Chaplains have held a leadership role within their District before being nominated as District chaplains.

10) Duties of Regional Chief Chaplain, Deputy Regional Chief Chaplain (if needed), District Chaplains and co-ordinating Chaplain (if needed), as per annexure on DUTIES OF REGIONAL OFFICERS.

NO ALTERATIONS to these “terms of reference” may be made without the prior approval of the national executive committee in writing.