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Future of NamGIS

Johan van Rensburg

Polytech14 October 2005

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Formalization of NamGIS ?

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Objective of NamGIS

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ObjectivesObjectives

To provide a forum for the advancement of GIS in general To provide a forum for the advancement of GIS in general in Namibia.in Namibia.

To provide its members an opportunity to meet and To provide its members an opportunity to meet and network on GIS related topics of interest.network on GIS related topics of interest.

To organise an annual national GIS conference.To organise an annual national GIS conference. To promote the use and understanding of GIS technology To promote the use and understanding of GIS technology

through education and other means.through education and other means. To promote the formation of Special Interest Groups. To promote the formation of Special Interest Groups. To publish an annual GIS journal on issues of general To publish an annual GIS journal on issues of general

GIS concern.GIS concern. To provide a forum through which communication To provide a forum through which communication

can be distributed to the GIS community.can be distributed to the GIS community. To maintain a website dedicated to the aims of NamGISTo maintain a website dedicated to the aims of NamGIS

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Mission of NamGIS

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MissionMission

To represent the GIS Community in the Region To represent the GIS Community in the Region in order to promote and protect the interests of in order to promote and protect the interests of its members on all forums. its members on all forums.

Meetings of the Committee shall be held at least Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the 4 times per year or as deemed necessary by the Chairperson. Chairperson.

The Chairperson shall determine the date and The Chairperson shall determine the date and place of meeting. place of meeting.

The agenda must be circulated two weeks prior The agenda must be circulated two weeks prior to the meeting taking place.to the meeting taking place.

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Guidelines to set up a Guidelines to set up a Regional User Group BodyRegional User Group Body

Guidelines to set up a Regional User Group BodyGuidelines to set up a Regional User Group BodyGuidelines to set up a Regional User Group BodyGuidelines to set up a Regional User Group Body

The guidelines for acceptance of and financial assistance to The guidelines for acceptance of and financial assistance to a newly formed Region shall be as follows:a newly formed Region shall be as follows: The Region shall have an established steering committee. The Region shall have an established steering committee. The Region shall have an approved constitution by its The Region shall have an approved constitution by its

members. members. The Region shall have an established bank account with at The Region shall have an established bank account with at

least two members of the committee having signing powers least two members of the committee having signing powers on the account. on the account.

The Region shall have a minimum of 10 registered members.The Region shall have a minimum of 10 registered members.

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure A Coordination Committee (CC) shall be formed to take A Coordination Committee (CC) shall be formed to take

responsibility for the initial planning needed to set up the responsibility for the initial planning needed to set up the regional bodyregional body

The CC can consist of any number of people interested in GIS The CC can consist of any number of people interested in GIS in the regionin the region

The CC shall have an official meeting during which The CC shall have an official meeting during which Coordination Committee Chair person (CCCP) shall be elected Coordination Committee Chair person (CCCP) shall be elected

Minutes must be taken of all CC meetings.Minutes must be taken of all CC meetings.

Elect Coordination CommitteeElect Coordination Committee

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure The CCCP must submit written request for the The CCCP must submit written request for the

formation of a new regional body to the Regional body formation of a new regional body to the Regional body under which they currently fall or to GISSA National.under which they currently fall or to GISSA National.

After approval is received from the regional body or After approval is received from the regional body or GISSA National the CC shall plan the inaugural GISSA National the CC shall plan the inaugural meeting of the new regional body.meeting of the new regional body.

The CC shall allow representatives from the regional The CC shall allow representatives from the regional body and or GISSA national to assist with the body and or GISSA national to assist with the formation of the new regional bodyformation of the new regional body

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure A date and venue should be determined for the inaugural A date and venue should be determined for the inaugural

meeting meeting

Set Date and Venue for MeetingSet Date and Venue for Meeting Members of the CC shall inform all know interested parties in Members of the CC shall inform all know interested parties in

the region of the proposed formation of the new regional bodythe region of the proposed formation of the new regional body The CC shall invite GIS users and Vendors from the region to The CC shall invite GIS users and Vendors from the region to

do presentations during the inaugural meeting. Vendors can do presentations during the inaugural meeting. Vendors can be asked sponsorship fees in order to help pay for the be asked sponsorship fees in order to help pay for the expenses of the meeting.expenses of the meeting.

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure An official Regional Steering Committee, should be An official Regional Steering Committee, should be

elected at the inaugural meetingelected at the inaugural meeting Nominations for committee members should be Nominations for committee members should be

received from the regional GIS community. received from the regional GIS community. Nominations can be received in advance or at the Nominations can be received in advance or at the meeting.meeting.

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure Nominated persons should indicate their willingness to Nominated persons should indicate their willingness to

serve on such a committee and no nominations without serve on such a committee and no nominations without the nominated person’s agreement will be accepted. the nominated person’s agreement will be accepted. Nominated persons should also indicate for which Nominated persons should also indicate for which portfolio they are available. This is to avoid a person portfolio they are available. This is to avoid a person being elected for a portfolio which he does not want to do.being elected for a portfolio which he does not want to do.

The members of the CC will not be automatically elected The members of the CC will not be automatically elected to the regional committee. If they are interested to serve to the regional committee. If they are interested to serve on the committee they will have to be nominated and on the committee they will have to be nominated and elected.elected.

Setup ProcedureSetup ProcedureSetup ProcedureSetup Procedure After the election the newly elected committee shall After the election the newly elected committee shall

meet as indicated.meet as indicated. The regional body shall adopt the constitution of The regional body shall adopt the constitution of

GISSA National.GISSA National.

Regional Steering CommitteeRegional Steering CommitteeRegional Steering CommitteeRegional Steering Committee

The Committee shall consist of at least 6 elected The Committee shall consist of at least 6 elected members fulfilling the portfolios of:members fulfilling the portfolios of:• ChairpersonChairperson• Secretary Secretary • TreasurerTreasurer• General meetingsGeneral meetings• Publications and MarketingPublications and Marketing• EducationEducation

Regional Steering CommitteeRegional Steering CommitteeRegional Steering CommitteeRegional Steering Committee The above mentioned elected members will serve for two The above mentioned elected members will serve for two

years. Prior to the AGM each year, at least 2, but not years. Prior to the AGM each year, at least 2, but not more than 3, of the members will stand down, but may more than 3, of the members will stand down, but may offer themselves for re-election at the AGM.offer themselves for re-election at the AGM.

The Vice-chairperson shall be elected by the committee. The Vice-chairperson shall be elected by the committee. Such appointments will be done with a majority vote of Such appointments will be done with a majority vote of the Committee.the Committee.

The Committee shall have the right to co-opt other The Committee shall have the right to co-opt other members as deemed necessary to carry out additional members as deemed necessary to carry out additional functions as identified per region. functions as identified per region.

Regional Steering CommitteeRegional Steering CommitteeRegional Steering CommitteeRegional Steering Committee Council members who are unable to fulfill their Council members who are unable to fulfill their

obligations shall either resign or be removed from the obligations shall either resign or be removed from the committee as deemed necessary by the Committee. committee as deemed necessary by the Committee.

The Chairperson shall not have a deliberate vote but The Chairperson shall not have a deliberate vote but shall have a casting vote in the event of equality shall have a casting vote in the event of equality among the voting members. among the voting members.

The Chairperson and Vice chairperson shall hold The Chairperson and Vice chairperson shall hold office for two years but are eligible for election of office for two years but are eligible for election of further terms. further terms.

Regional Steering CommitteeRegional Steering CommitteeRegional Steering CommitteeRegional Steering Committee

Meetings of the Committee shall be held at least 4 Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the times per year or as deemed necessary by the Chairperson. Chairperson.

The Chairperson shall determine the date and place The Chairperson shall determine the date and place of meeting. of meeting.

The agenda must be circulated two weeks prior to The agenda must be circulated two weeks prior to the meeting taking place.the meeting taking place.

Membership Types and FeesMembership Types and FeesMembership Types and FeesMembership Types and Fees

Membership of the Regional GISSA body will based Membership of the Regional GISSA body will based on the following membership types: on the following membership types:

Individual membership (N$100-00) Individual membership (N$100-00) Students MUST submit proof of registration at an Students MUST submit proof of registration at an

authorised Educational Institute within 30 days after authorised Educational Institute within 30 days after registration and thereafter again at the beginning of registration and thereafter again at the beginning of the academic year. (N$ 60-00)the academic year. (N$ 60-00)

ConstitutionConstitutionConstitutionConstitution

The Regions shall also adopt the constitution of The Regions shall also adopt the constitution of GISSA National, but may draw up their own by-GISSA National, but may draw up their own by-laws, a copy of which must be submitted to Council laws, a copy of which must be submitted to Council once the Region has approved it.once the Region has approved it.

National Council RepresentationNational Council RepresentationNational Council RepresentationNational Council Representation

Each Regional body will elect a National Council Each Regional body will elect a National Council representative, not necessarily the Chairperson of that representative, not necessarily the Chairperson of that committee. Regional representatives on the Council are committee. Regional representatives on the Council are responsible for informing their Regional Bodies of Council responsible for informing their Regional Bodies of Council decisions and activities, and for representing their Regional decisions and activities, and for representing their Regional interests at National levelinterests at National level

A Regional committee may make decisions and take such A Regional committee may make decisions and take such action as deemed fit provided that such decision or action is action as deemed fit provided that such decision or action is not in conflict with the constitution of the Society.not in conflict with the constitution of the Society.

The regional body has the power to open a bank account.The regional body has the power to open a bank account.

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Examples of NamGIS web siteExamples of NamGIS web site

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Thank you