Policies

 

Fund Policies

POLICY AND CRITERIA IN RESPECT OF FUNDING OF PROJECTS

1. At a Board meeting held on 15 March 2011, it was resolved that the Fund will entertain requests for funding in terms of the criteria set out herein.
2. This policy statement was adopted at a Board meeting held on 27 July 2011 and further duly amended on 1 November 2011.
3. The Board will, subject to the Fund’s policy in respect of bursaries, as a rule not consider sponsorships, funding or bursaries for individual studies.
4. The Board will, at a duly constituted Board meeting, consider applications for sponsorships or funding of projects that meet the following criteria:

  • 4.1 The project must be in line with the main business and main object of the Fund as stipulated in clauses 2 and 3 of the Memorandum of Association of the Fund,alternatively, the objects of the Fund as stipulated in clause 6.2 of the intended new Memorandum of Incorporation of the Fund, or any amendments thereof from time to time, whichever shall be applicable.
  • 4.2 The application must be in writing, fully motivated and supported by relevant supplementary documentation.
  • 4.3 The applicant shall provide full particulars in respect of:

4.3.1 the applicant itself;
4.3.2 the nature of the project;
4.3.3 the intended purpose and objective of the project;
4.3.4 the manner in which the project will satisfy the main business and main object or objects of the Fund;
4.3.5 the recognition that the Fund will receive as a result of its funding of and/or participation in the project;
4.3.6 any co-sponsors;
4.3.7 the financial control mechanisms governing the project;
4.3.8 the tax status of the applicant (together with a copy of the applicant’s tax exemption certificate, if applicable); and/or

4.3.9 such other particulars that the Board may require.

5. The PHASA office shall:

  • 5.1 verify that all applications contain all information and documentation required in terms of the criteria set out above before referring such application to the Board for consideration;
  • 5.2 where necessary, refer the applicant to the criteria stipulated herein in order to assist the applicant to submit a complete application;
  • 5.3 upon receipt of a complete application, advise the applicant in writing that the application will be considered by the Board at the next full Board meeting; and
  • 5.4 advise the applicant in writing of any decision taken by the Board in respect of the application when a decision is taken.

6. The Board shall:

  • 6.1 duly consider all applications at a properly constituted Board meeting;
  • 6.2 duly consider all applications with reference to the main business and main object oft he Fund;
  • 6.3 in its sole discretion, take into consideration any such other facts or circumstances that it may deem relevant, including, but not limited to, the financial position of the Fund; and
  • 6.4 make any decision in respect of any application, including a decision to request further information from the applicant, in its sole discretion.

7. The Board may, when approving any funding or sponsorship, stipulate any such terms and/or conditions, attached to the approval, as it may deem fit, including, but not limited to, terms and/or conditions in respect of recognition, acknowledgment, and regular reporting.
8. The Board may in its sole discretion or, if so directed by the members in Annual General Meeting, from time to time revise and/or update the provisions of this policy.

 


POLICY AND CRITERIA IN RESPECT OF BURSARIES

1. At a Board meeting held on 26 July 2011, it was resolved, that the PHASA Conservation and Empowerment Fund (the “Fund”) will entertain applications for
bursaries in terms of the criteria set out herein.
2. This policy statement was adopted at a Board meeting held on 14 September 2011 and further duly amended on 1 November 2011.
3. The Board identified the need to create bursaries for deserving individuals who are in the employ of members of the Fund and who wish to advance their career
opportunities through further study.
4. The Fund recognises the need to transform the professional hunting industry in South Africa and is committed to actively promote such transformation. Bursaries
may however be awarded to any deserving applicant.
5. The Board will, as a rule, award not more than 3 (THREE) bursaries per financial year.
6. Bursaries shall be awarded in the sole and absolute discretion of the Board and the Board shall not be under any obligation to award any bursaries at all or to disclose any reasons for awarding or declining bursaries.
7. Bursaries shall, subject to the provisions of clause 15 below, be limited to an amount of R8 000,00 (EIGHT THOUSAND RAND) per bursary. The Board may, in
its sole and absolute discretion, or, if so directed by the members in Annual General Meeting, from time to time revise this amount.
8. The Board will, at a duly constituted Board meeting, consider applications for bursaries that meet the following criteria:

 

  • 8.1 the intended study course must be relevant to the main business and/or main object of the Fund as stipulated in clauses 2 and 3 of the Memorandum of Association of the Fund, particularly clauses 2.8 and 2.9 thereof, alternatively, the objects of the Fund as stipulated in clause 6.2 of the intended new Memorandum of Incorporation of the Fund, alternatively the aims and objects of PHASA as stipulated in clause 5 of its Constitution, or any amendments thereof from time to time, whichever shall be applicable;
  • 8.2 the applicant must be a South African citizen; and
  • 8.3 the applicant must be in the employ of a member of the Fund (the “employer”).

9. The application must be in writing, fully motivated and supported by relevant supplementary documentation. The applicant shall provide full particulars of:
9.1 his or her personal particulars;
9.2 the applicant’s employment history;
9.3 the intended training institution;
9.4 the anticipated full costs of the intended course, including anticipated travelling and subsistence costs;
9.5 the intended study and career objectives of the applicant;
9.6 proof of financial need in a manner and form as prescribed by the Board from time to time; and
9.7 confirmation under oath and in writing that he or she has never been found guilty by any competent court of any offence in terms of any National Act or Provincial Act of the Republic of South Africa or any Regulations promulgated there under, or any Provincial Ordinance, where such offence is relevant to the provisions of the Constitution and Code of Conduct of PHASA.
10. The application must be supported by:

  • 10.1 a written motivation by the employer;
  • 10.2 written confirmation by the employer that the applicant will, subject to any lawfulreasons for dismissal, remain in the employer’s employ upon completion of the intended course;
  • 10.3 written confirmation by the applicant and the employer that sufficient funds are  available to cover the balance of the course fee and any other relevant subsistence and travelling expenses; and
  • 10.4 written confirmation by the intended training institution:

10.4.1 that the applicant qualifies to enrol for the course;
10.4.2 that the applicant has, subject to the approval of the bursary, registered for the course;
10.4.3 that the institution satisfied itself that the applicant will have sufficient funds at his/her disposal to pay the balance of the course fees;
10.4.4 of the nature and duration of the course together with a succinct summary of the
curriculum;
10.4.5 that the institution will advise the Board, at the earliest opportunity and in writing, of
the applicant’s study and exam results; and
10.4.6 that the institution will invoice the Fund, on demand, for the amount of the bursary.

11. Bursaries are awarded subject to the applicant completing the course successfully, passing all exams and obtaining the intended qualification. To this end the
application must further be supported by the following:

  • 11.1 a written undertaking by the applicant and the employer that, should the applicant fail to achieve the intended outcome, the applicant will, at his/her own expense, rewrite the necessary exams at least once more and without any undue delay;
  • 11.2 a written undertaking by the applicant that the applicant will repay an amount equal to 60% (SIXTY PER CENT) of the bursary to the Fund in the event that the applicant fails to achieve the intended outcome on the second attempt or fails to rewrite the necessary exams within a reasonable period (which period shall bedeemed to be unreasonable if it exceeds 12 (TWELVE) months);
  • 11.3 a written Acknowledgment of Debt by the applicant, with payment terms to be agreed upon prior to the bursary being awarded, for the amount stipulated in paragraph 11.2; and
  • 11.4 a written surety by the employer for the debt stipulated in paragraph 11.3.

12. Bursaries are awarded subject to the applicant joining PHASA, where applicable, upon completing the course successfully, passing all exams and obtaining the
intended qualification. To this end the application must further be supported by the following:

  • 12.1 a written undertaking by the applicant and the employer that the applicant will, upon achieving the intended result and without undue delay, join PHASA;
  • 12.2 the relevant PHASA membership application forms, duly completed and signed, but undated, together with a written mandate by the applicant that the PHASA office may, upon receipt of confirmation by the training institution that the applicant achieved the intended outcome, complete the membership application process of the applicant;
  • 12.3 a written undertaking by the applicant and the employer that the applicant will, upon achieving the intended result and without undue delay, apply to the necessary authority for the issue of any license or permit (to act as professional hunter or hunting outfitter or similar) that the applicant may become entitled to as a result of achieving the intended outcome; and
  • 12.4 a written undertaking by the employer that he/she will assist the applicant financially and logistically to obtain any such license or permit.

13. The benefits of any bursary awarded shall be available to applicants whose employers contribute to the Fund. The Board may, in its decision to award a
bursary, take note of such contributions or lack thereof.
14. Bursaries are awarded subject to all contractual documentation being duly completed, signed and dated by the Board and PHASA, duly represented, the
applicant, the employer and, insofar as it may necessary, the intended training institution.
15. The Fund will, in addition to any bursary awarded, pay:

  • 15.1 the PHASA joining fees and the PHASA subscription fees of the applicant for the first year of that applicant’s membership of PHASA; and
  • 15.2 the PHASA and Fund Annual General Meetings and Convention registration fees of the applicant if the applicant registers to attend the said Meetings and Convention within a period of 2 (TWO) years of joining PHASA. These fees shall be limited to registration fees only and shall not include any travelling or subsistence costs.

16. The PHASA office shall:

  • 16.1 verify that all applications contain all information and documentation required in terms of the criteria set out above before referring such application to the Board for consideration;
  • 16.2 open and maintain a complete file in respect of each application;
  • 16.3 where necessary, refer the applicant and the employer to the criteria stipulated herein in order to assist the applicant to submit a complete application;
  • 16.4 furnish the applicant and the employer with copies of the necessary application forms and documentation as stipulated from time to time;
  • 16.5 upon receipt of a complete application, advise the applicant, the employer and the intended training institution in writing that the application will be considered by the Board at the next full Board meeting; and
  • 16.6 advise the applicant, the employer and the intended training institution in writing of any decision taken by the Board in respect of the application when such a decision is taken.

17. The Board shall:

  • 17.1 duly consider all applications at a properly constituted Board meeting;
  • 17.2 duly consider all applications with reference to the provisions stipulated herein. (The Board may use the criteria stipulated in the National Means Test and the unique circumstances of the applicant as guidelines when determining the financial need of the applicant.);
  • 17.3 in its sole discretion, take into consideration any such other facts or circumstances that it may deem relevant, including, but not limited to, the financial position of the Fund; and
  • 17.4 make any decision in respect of any application, including a decision to request further information from the applicant, in its sole discretion.

18. The Board may, when awarding any bursary, stipulate any such terms and/or conditions attached to the award, as it may deem fit.
19. The Board may, in its sole and absolute discretion, or, if so directed by the members in Annual General Meeting, from time to time revise or update the
provisions of this policy.