SOUTH AFRICAN DEFENSIVE PISTOL ASSOCIATION · 3.11. DSS will mean Dedicated Sport Status. 3.12. FCA will mean the Fireams Control Act No 60 of 2000. 3.13. SO will mean Safety Officer

April 2016

Policies and Procedures of the

SOUTH AFRICAN DEFENSIVE PISTOL ASSOCIATION

1. Disclaimer

1.1. This document is drawn up out of general practise of the SADPA Executive Committee,

previous decisions made within the Association and suggested changes to

improvements. Effort has been made to make this a complete document as far as

possible.

1.2. There may possibly be points that are not included. Should that be the case, the SADPA

Exco may make a ruling on the matter and should then include it in the document if

necessary.

1.3. The SADPA database is in continuous development and may cause significant changes to

the document. However, in some cases, from implementation, testing and feedback

must first be concluded before the document can be adapted with the newer policy.

2. SADPA Policy Documents

2.1. The Annual General Meeting (AGM) approves the Constitution and same will be

applicable to all members of the organisation.

2.2. The SADPA Executive Committee approves the Policies and Procedures and/or any

additions thereto at a constituted SADPA Exco meeting. Suggested changes to the

Policies and Procedures must be submitted by an office bearer and in writing, no less

than 48 hours prior to the next Executive Committee meeting.

2.3. The SADPA Executive Committee will approve any additional documents and forms of

the organisation.

3. Interpretation

3.1. The Constitution is the highest level document in the organisation and should there be

any discrepancies with other SADPA documents, the Constitution will be the deciding

document.

3.2. The Policies and Procedures is the second highest level document in the organisation and

should there be any discrepancies with other SADPA documents other than the

Constitution, the Policies & Procedures will be the deciding document.

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3.3. The Association will mean the South African Defensive Pistol Association and referred to

as SADPA.

3.4. The Exco will mean the executive committee of the Association, made up of the 6 office

bearers.

3.5. In the event of wording in a SADPA document causing a conflict as a result of

interpretation or application thereof, the Exco will have the task of deciding the correct

interpretation and application of the wording and to correct the document in as far as it

pertains to that word/wording. However, any changes to the Constitution itself will

have to be dealt with in the manner prescribed in the Constitution.

3.6. IDPA will mean the International Defensive Pistol Association.

3.7. AGM will mean the Annual General Meeting of the Association.

3.8. Member(s) will mean any SADPA member in good standing.

3.9. Website will mean the official SADPA website www.sadpa.co.za.

3.10. RRFC will mean the Regional Representative for Africa appointed from time to time by

IDPA.

3.11. DSS will mean Dedicated Sport Status.

3.12. FCA will mean the Fireams Control Act No 60 of 2000.

3.13. SO will mean Safety Officer.

3.14. SOI will mean Safety Officer Instructor.

3.15. MD will mean Match Director.

3.16. NSO will mean New Shooter Orientation.

4. Affiliations and Subscriptions

4.1. SADPA is affiliated to the International Defensive Pistol Association (IDPA) as the main

point of business for the organisation.

4.2. The Exco may affiliate or subscribe SADPA to organisations as it deemed necessary. The

current affiliations/subscriptions are:

4.2.1. South African Gun‐Owners Association (SAGA)

4.2.2. Sport Shooting Forum (SSF)

5. SADPA AGM

5.1. The AGM shall be held during the first quarter of each calendar year, or within a

reasonable time thereafter.

5.2. The notice for the meeting will be circulated no less than 21 days before the proposed

date of the AGM.

5.3. The notice must include the date, place and time of the meeting, call for nominations

and request for agenda points and changes in the Constitution.

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5.4. Only points on the agenda will be discussed at the AGM. Any paid‐up member may

submit in writing points to be placed on the agenda and these must be sent through to

the Secretary no less than 14 days before the AGM, or as stipulated in the notice.

5.5. The agenda, draft minutes of previous AGM, relevant financial documentation and any

other relevant documentation will be sent out to all members at least 10 days before the

AGM.

5.6. The election process of new Exco members will be detailed as follows.

5.6.1.Should the SADPA Exco approve another process that allows for electronic voting

beforehand, that new process will take precedence and will be communicated

properly to the members.

5.6.2. Call for nominations will be sent out with the notice of the meeting.

5.6.3. Any member may nominate another member by the nomination form and send it

through to the SADPA Secretary at least 14 days before the AGM.

5.6.4. The voting proxy forms will indicate the nominations and will be sent out at least 7

days before the AGM.

5.6.5. Members not present at the AGM may vote by proxy and send it through to the

Secretary at least 36 hours before the meeting.

5.6.6. Members present will vote at the meeting.

5.6.7. The proxy votes and the present votes will elect the member to the SADPA Exco,

unless electronic voting is opted, in which case each member will have to log their

own electronic votes.

5.6.8. In the event of an electronic vote, majority will mean the nominee with the most

votes.

5.7. Should a member suggest any changes to the constitution, the suggested changes

should be submitted to the Secretary at least 14 days before the AGM. The suggested

changes will be incorporated into a single document and sent out to all members no less

than 10 days before the AGM.

5.8. Draft minutes of the AGM will be circulated and published on the website of the

Association 1 month after the AGM, together with the notice for the following AGM,

which is to be approved at the following AGM.

5.9. The 2015 approved constitution still allows the use of proxies, but the 2015 AGM

requested this be phased out. The current working of the proxy is as follows:

5.9.1. The proxy form will provide a space where the proxy giver will mandate the proxy

receiver to vote for the SADPA Exco members, the constitutional changes and any

other matters deemed necessary by the SADPA Exco.

5.9.2. The proxy allows the proxy receiver to vote on behalf of the proxy giver on matters

arising from the floor at the AGM.

5.9.3. The process for online voting is being finalised. Upon finalisation thereof and the

implementation of the approved Constitutional changes at the 2015 AGM, proxies

will not be utilised in the future.

5.10. This section will apply to the procedure of a Special General Meeting as well, where

applicable.

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5.11. The AGM will be led by the Chairman of the Exco, with the Secretary responsible for

taking minutes of the AGM.

5.11.1. Should the Chairman not be able to attend the AGM, he/she will nominate

another Exco member to lead the meeting.

5.11.2. If there is no standing Chairman, the RRFC will lead the AGM, or nominate

another Exco member to lead the AGM.

5.11.3. Should the Secretary not be able to attend the AGM, the SADPA Chairman will

nominate another Exco member to act as secretary for the AGM.

6. SADPA Exco Meetings

6.1. The Exco will have no less than 6 meetings per year.

6.2. An Exco meetings will be led by the Chairman, with the Secretary responsible for taking

minutes of the meeting. 6.2.1. Should the SADPA Chairman not be able to make the meeting, he/she will nominate

another SADPA Exco member to lead the meeting.

6.2.2. If there is no standing SADPA Chairman the RRFC will lead the meeting, or nominate

another SADPA Exco member to lead the meeting.

6.2.3. Should the SADPA Secretary not be able to make the meeting, the SADPA Chairman will

nominate another SADPA Exco member to act as secretary for the meeting.

6.3. Notice for the meeting must be sent to the SADPA Exco members at least 10 days before

the meeting.

6.4. The agenda for the meeting must be sent to the SADPA Exco members at least 7 days

before the meeting.

6.5. Minutes for the meeting must be distributed to the SADPA Exco members within 14 days

of the meeting and published on the website within 28 days of the meeting.

6.6. The meeting will be constituted if at least 5 Exco members are present at the meeting.

7. SADPA Executive Committee (SADPA Exco)

7.1. The SADPA Exco is made up with the following members:

7.1.1. Regional Representative for Africa 7.1.2. SADPA Directors

7.1.3. Secretary (non‐voting)

7.1.4. Co‐opted members

7.2. The election/appointment of the SADPA Exco is done by:

7.2.1. The Regional Representative for Africa is appointed by IDPA Head Quarters (IDPA HQ).

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7.2.2. The SADPA Directors are elected at the SADPA AGM or SGM as per the Constitution.

7.2.3. The Secretary is a paid position appointed by the SADPA Exco.

7.2.4. Co‐opted members are appointed by the SADPA Exco.

7.3. SADPA Exco members will not pay SADPA fees for the years rendering a successful

service on the SADPA Exco.

7.4. The responsibilities of each Exco member is described by the following:

7.4.1. Regional Representative for Africa: 7.4.1.1. Official liaison with IDPA HQ.

7.4.1.2. Guides and assists all directors regarding their function.

7.4.1.3. Establish national bodies in Africa.

7.4.1.4. Represents Africa and South Africa in meeting of international standing.

7.4.1.5. Delegate the responsibilities of the AC as per the IDPA Rulebook to the SADPA Exco

members as required.

7.4.2. Director: Administration 7.4.2.1. Maintain the SADPA database in conjunction with the relevant Directors with regards to:

7.4.2.1.1. Affiliated Clubs

7.4.2.1.2. Paid‐up members

7.4.2.1.3. Accredited Match Officials

7.4.2.1.4. Dedicated Sport Status

7.4.2.1.5. Members’ Attendance and Classification

7.4.2.1.6. Shooting Calendar

7.4.2.2. Managing the SADPA website.

7.4.2.3. Organises the SADPA AGM, together with the SADPA Chairman.

7.4.2.4. Guide the Secretary in his/her work to be done.

7.4.3. Director: Treasurer 7.4.3.1. Be responsible for the receipt of all fees and dues, keeping accurate record thereof.

7.4.3.2. Have charge of all funds and managing the funds of the Association and place same in

such bank or banks as may be approved by the Exco.

7.4.3.3. Keep accurate account of all transactions and render a detailed report with vouchers at

any meeting of the Exco when requested, and present an annual report to the

Association at its Annual General Meeting.

7.4.3.4. Provide a budget at the Annual General Meeting.

7.4.3.5. Keep an up to date asset register.

7.4.4. Director: Matches & Competitions 7.4.4.1. Ensure that the standards and philosophy of SADPA match requirements is applied to all

tier matches and competitions being held in South Africa.

7.4.4.2. Setting the standard of matches above the minimum requirements of the Match

Administration Book.

7.4.4.3. Assist Director: Administration with regards to the upkeep of database of Members’

Attendance and Classification.

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7.4.4.4. Provide close overview of all Tier 3 and higher matches, or appoint someone on his/her

behalf.

7.4.4.5. Vet all Tier 2 and higher course of fires.

7.4.4.6. Issue endorsements as approved by the Exco.

7.4.4.7. Compile and maintain the shooting calendar.

7.4.4.8. Work with Director: Safety & Training to ensure that the level of Safety Officers is up to

standard.

7.4.4.9. Overview of Match Directors and setting the standard of Level 3 Match Officials.

7.4.4.10. Keep all Rulebooks up to date as approved by the SADPA Exco.

7.4.5. Director: Safety & Training 7.4.5.1. Ensure that safety standards and training methods is of a high quality.

7.4.5.2. Ensure the New Shooters’ Orientation (NSO) program is up to date.

7.4.5.3. Manage the Safety Officer Instructors (SOIs) in conducting Safety & Training courses for

prospective Safety Officers (SOs) and SOIs.

7.4.5.4. Maintain record and assist with the database of SADPA accredited Match Officials.

7.4.5.5. Issuing of SO certificates after the course has been completed.

7.4.5.6. Guiding members and match officials in understanding and applying the rules of the

sport based on the current IDPA Rulebook and SADPA DMG Rulebook.

7.4.5.7. Handle any safety infringements that requires attention after a match.

7.4.5.8. Head any disciplinary cases as deemed necessary by the SADPA Exco.

7.4.5.9. Approve the SOs that work at all Tier 3 and higher matches in South Africa.

7.4.6. Director: Club Development 7.4.6.1. Managing the standards for a club and applying it.

7.4.6.2. Assist new clubs in affiliating with SADPA and planning the start‐up phase of the club.

7.4.6.3. Maintain the database of current clubs.

7.4.6.4. Keep the Club Starter Pack up to date.

7.4.6.5. Be the contact point between clubs and the SADPA Exco.

7.4.6.6. Assist clubs with further development as required by the club or assisted by the SADPA

Exco.

7.4.7. Director: Marketing & Sponsorship 7.4.7.1. Managing the marketing strategy for the Association.

7.4.7.2. Assist the hosting club with sponsors for the major matches.

7.4.7.3. Manage the sponsorship of the association on national level.

7.4.7.4. Running of Huntex and other similar special projects as deemed by the SADPA Exco.

7.4.8. Secretary 7.4.8.1. Handle all membership applications, renewals and letters. This includes confirming

membership dues paid.

7.4.8.2. Handle all DSS applications and send report through to the SADPA Exco.

7.4.8.3. Is responsible for the notice, agenda and minutes of all SADPA meetings.

7.4.8.4. Is the contact point for members to the SADPA Exco.

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7.4.8.5. Sends out communication through the official structure for match advertisements,

results and other club matters.

7.4.8.6. Handle all the SADPA stock as approved by the SADPA Exco, such as targets, timers,

scorebooks, rulebook, medals etc. This includes investigating, ordering, receiving and

managing.

7.4.8.7. Assists Director: Club Development with the documentation of new clubs.

7.4.8.8. Is responsible for safe keeping of all documentation of the association, under guidance

of the Director: Administration.

7.4.8.9. Organises the SADPA Exco meetings, together with the Chairman and Director:

Administration.

7.4.8.10. Assist all SADPA Exco members as determined by the SADPA Exco.

7.4.9. Co‐opted members 7.4.9.1. Run special projects as delegated by the SADPA Exco.

7.4.9.2. Assist a Director with his/her responsibilities as delegated by the SADPA Exco.

7.4.10. Chairman 7.4.10.1. Manages the SADPA Exco in the day to day working

7.4.10.2. Acts as chairman for all SADPA Exco meetings, the AGM and SGM.

7.4.10.3. Acts as SADPA representative on matters outside of the sport when required.

8. Dedicated Sport Status

8.1. Dedicated Sport Status (DSS) is awarded to members that comply with the requirements

set out by the association.

8.2. DSS is awarded to members that comply with the FCA and as set out below.

8.3. The applicable parts of the law apply: 8.3.1. Section 16 of the Firearms Control Act, 2000, Act Nr. 60 of 2000, read together with

8.3.2. Regulation 4(1) of Act 60 of 2000.

8.4. The requirements for DSS are: 8.4.1. The member must be a paid‐up member of SADPA.

8.4.2. The member must accumulate 20 attendance points to apply for DSS.

8.4.3. The member must accumulate 10 attendance points per year to maintain DSS.

8.4.4. The member must always have a positive points balance.

8.4.5. The member must apply for DSS as set out below.

8.5. The attendance points per match will be allocated as set out in this document:

Shooter Match Official Tier 1 (Club Shoot) 4 points 1 point Tier 2 (League) 6 points 2 points Tier 3 (Nationals) 8 points 4 points Tier 4 & 5 (Champs & World) 10 points 4 points SO Training 0 points 2 Points

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8.6. Application for DSS must be sent through to the Secretary who will consider the DSS on

behalf of the SADPA Exco. The Secretary will present the DSS lists monthly to the SADPA

Exco. The DSS will be noted on the database.

8.7. The 1st of January each year, all members with existing DSS will have 20 points deducted

on the database.

8.8. Should a member not be able to comply to the requirements to maintain DSS owing to

special circumstances, he/she may request the SADPA Exco by written appeal on why

his/her DSS should not be lapsed. This will be considered by the SADPA Exco on case to

case bases. This request must be sent to the SADPA Exco on/before 14 January of each

year.

8.9. Director: Administration is responsible to compile the report and ensure that it is sent to

CFR before end of March of each year.

8.10. Members that no longer comply with the DSS requirements will lose their DSS and be

reported to SAPS as required in the FCA. The process of the report and lapsing of the DSS

is detailed below: 8.10.1. Withdraw the relevant DSS data from the up to date database with regards to members’

DSS and attendance history.

8.10.2. Subtract the 20 points for every DSS shooter and determine the shooters that do not

qualify for further DSS.

8.10.3. Examine all the special cases to determine exceptions given.

8.10.4. Send out a circular to members regarding current DSS and lapsed DSS.

8.10.5. Members will have 2 weeks to send through any discrepancies to the Director:

Administration.

8.10.6. All lapsed DSS should be noted on the database.

8.10.7. Finalise the report and send it to CFR.

8.10.8. Ensure that a receipt is logged for the delivery of the report.

8.11. A member must stay the duration for the match to receive the attendance points.

Should a DQ or DNF occur, the member must stay till the match is finished and have the

MD sign off in order to receive the points. 8.11.1. Emergencies may be considered at discretion of the MD should a competitor have to

leave early.

8.11.2. When a shooter receives a DQ or DNF during a multi‐day matches, he/she must remain

the day it occurred in order to receive the points and is not required to return subsequent

days.

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9. Endorsements

9.1. An endorsement is a document confirming that the firearm is suitable for use in SADPA

shoots, based on the IDPA Rulebook and SADPA DMG Rulebook.

9.2. Endorsements will be part of the shooter web portal interface and is self‐driven. The

member will apply for endorsement only through the official portal.

9.3. Endorsements will be approved by the Director: Matches & Competitions within 10 days

of application if the endorsement is valid and stay on database level for future download

and reference.

9.4. Semi‐auto long guns will only be approved for members with active DSS.

9.5. Not for Competition (NFC) style firearms that requires endorsement for club level only

matches will be discussed by Exco for decision. These endorsements may take longer

than 10 days.

9.6. The format, wording and the endorsement as such in itself is the intellectual

property of SADPA, any attempt to modify or copy the endorsement is infringement on

such property and will be considered fraudulent. This will result in membership being

revoked immediately and further legal action wi l l be taken by SADPA and / or their

legal representatives.

10. Regional Representative for Africa

10.1. SADPA is affiliated to IDPA as the main business of the association.

10.2. The RRFC will serve on the SADPA Exco and provide guidance on the running of the

association.

10.3. Wherever responsibilities are provided to the RRFC from IDPA (including the IDPA

Rulebook), those responsibilities will be delegated to the SADPA Exco members as per

the portfolio responsibilities.

10.4. Any payment done to IDPA HQ will be paid in to Bill Wilson’s South Africa account.

10.5. SADPA currently pays $10 per member to IDPA.

10.6. SADPA’s communication to IDPA is structured as follows:

10.6.1. Membership lists and payments will be sent through as described in the

membership section.

10.6.2. Major match sanctioning form are to be sent to IDPA HQ by the Director:

Matches & Competitions via the Area Coordinator.

10.6.3. Classification Data still needs to be confirmed with IDPA with regards to the

process. This is for the Director: Administration and Area Coordinator to

investigate further.

10.6.4. Additional communication will be handled as required, with the RRFC and the

Chairman coordinating the communication.

10.7. SADPA will not affiliate International bodies as clubs. SADPA may help other countries

within Africa to set‐up the national bodies of IDPA (including administration help, SO

training, match set‐up), with all cost to be carried by the new body.

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11. Administration

11.1. Membership 11.1.1. Any citizen, or resident of the Republic of South Africa, who may legally own

firearms or use them under the supervision of an adult, may become a member of this

association.

11.1.2. Junior members (i.e. those not entitled to licensed firearms ownership by virtue of age)

may be enrolled and participate in club activities under the supervision of adult

members. Minors may apply for membership before the age of 12, which will be decided

upon a case to case basis by the Director Safety and Training and Director Matches and

Competitions jointly.

11.1.3. A SADPA member must be a member of a SADPA affiliated club.

11.1.4. To apply for membership, a member will follow the process as laid out:

11.1.4.1. Send through membership form, proof of club membership, proof of SADPA fees,

signed Code of Conduct and indemnity form to the SADPA Secretary.

11.1.4.2. The Secretary will process the application and place the member on the database.

11.1.4.3. The Secretary will notify the new member of his SADPA number and refer him/her

to the database

11.1.5. Membership letters will be generated on the database for the member to download.

11.1.6. The SADPA membership will be valid for a 12 month period, ending on the last day of February each year.

11.1.6.1. Should a new member join between 1 March and 30 September, his SADPA

membership will last till February of the following year.

11.1.6.2. Should a new member join between 1 October and end of February, his SADPA

membership will be active until the subsequent year’s end of February,

11.1.6.3. If a member does not pay his renewal fees by end of February, he will forfeit his SADPA membership and benefits.

11.1.7. All SADPA members will be affiliated to IDPA. Updated membership lists and payments

will be sent through to IDPA HQ every quarter. SADPA Exco may determine closer to the

end of the year if it is necessary to increase the time between sending the membership

lists through based on the numbers.

11.2. SADPA Member Data

11.2.1. The SADPA member data will hold the official data of the association.

11.2.2. The membership details, membership letter and status of payment must be

properly recorded.

11.2.3. The shooter history must be properly recorded with all the attendance from all

SADPA matches. This includes classifications, DQs, DNFs and other notes deemed

necessary.

11.2.4. The members’ DSS and Match Official status must be properly recorded.

11.2.5. All affiliated club information must be properly recorded.

11.2.6. The Director: Administration, may on discretion of the SADPA Exco, archive

membership data older than 5 years if necessary. This data will be properly

stored for possible future use.

11.2.7. The Director: Administration will be responsible to ensure the integrity and

safeguard of the data.

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11.2.8. The Director: Administration will be responsible for the access to the database,

but at the minimum the following people will have access: 11.2.8.1. Director: Administration

11.2.8.2. IT consultant (if relevant)

11.2.8.4. Director: Matches & Competitions

11.3. Website 11.3.1. The official SADPA website will be: www.sadpa.co.za.

11.3.2. The hosting of the website will be based on discretion of the SADPA Exco and may

change as the need arises.

11.3.3. The website must be up to date as far as reasonably possible.

11.3.4. The Director: Administration is responsible for the website and may delegate the

responsibility of managing the website, with the ratification of the SADPA Exco.

12. Finance

12.1. The Association’s finances will be under direct the control of the Treasurer.

12.2. The Association’s financial year end will be 31 December of each year.

12.3. The treasurer will have full access and control to all SADPA finances. The Secretary will

have access to view the SADPA finances.

12.4. Budget 12.4.1. The financial running of the association will be determined by the budget.

12.4.2. The budget for the year will be presented to the SADPA Exco for approval before the end

of November the preceding year.

12.4.3. The final budget will be approved by the AGM, which will cover 18 months, including the

full current year and the 6 months of the following year.

12.4.4. Each SADPA Exco official will submit a portfolio budget to the treasurer to guide the

complete association budget.

12.4.5. The budget will be presented at the AGM, after being approved by the SADPA Exco.

12.4.6. SADPA Exco may make discretionary calls with regards to expenses not budgeted for.

12.4.7. SADPA Exco may make discretionary calls to approve expenses that exceeds the budget,

as long as the expenses do not exceed the membership income for the year.

12.5. Statements 12.5.1. The financial statements of the association are to be drawn up by the Treasurer.

12.5.2. The financial statements will be of an acceptable standard similar to general accounting

principles.

12.5.3. The treasurer will provide the SADPA Exco with quarterly updates in a similar form of the

statements based on expenses of the year to date.

12.5.4. The financials will be presented to the SADPA Exco in the first week of February for each

year.

12.5.5. The approved financials will be sent to members at least 10 days before the AGM.

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12.6. Income 12.6.1. The Secretary will assist the Treasurer with noting the member dues.

12.6.2. The Treasurer will monitor all additional income and report as required.

12.6.3. Current membership fees are:

12.6.3.1. Normal members R400

12.6.3.2. Junior members (12‐17) R150

12.6.3.3. Members (60+) R150

12.7. Expenses 12.7.1. All expenses are to be approved by the SADPA Exco, based on the budget. The expense

statement will be tabled at each SADPA Exco meeting.

12.7.2. All expenses paid to members will be noted on a schedule and only refunded with the

Treasurer and Chairman’s approval.

12.7.3. To make the payment, the Treasurer will confer with the specific Director to approve the

payment.

12.8. Insurance 12.8.1. SADPA will be insured by CAMARGUE to cover the association for any accidents and

liabilities that may be occurred.

12.8.2. Payments to CAMARGUE will be done annually.

12.8.3. It is an insurance requirement that all SADPA members undergo a NSO before being

allowed to compete and any SADPA match.

12.8.4. It is an insurance requirement that all competitors at a SADPA match must be paid‐up

SADPA members.

12.9. SARS Legislation

12.9.1. SADPA is in process to be registered as a non‐profit organization with SARS.

12.9.2. When the registration is in place, this section will be updated accordingly.

12.9.3. The Treasurer will give urgent attention to finalize this matter.

12.9.4. Current signees will be the Treasurer, Director: Administration and RRFA

13. Matches & Competitions

13.1. Attendance and Database 13.1.1. Attendances are to be sent to the Director: Matches & Competitions in the required

format and only in xlsx. This is to be done within 2 weeks of the competition.

13.1.2. Club Chairman/Designated members will be responsible to upload attendance, which

will be vetted by the Director: Matches & Competitions before being applied to the

shooters’ attendance and history.

13.1.3. The following will be required for attendance

13.1.3.1. Each shooter will have a SADPA number, division and classification.

13.1.3.2. All SOs are to be indicated with a SADPA number.

13.1.3.3. The MD to be indicated with SADPA number.

13.1.3.4. For a classifier, the raw time for each string, Points Down and Penalties.

13.1.3.5. For Tier 2 and higher, the SADPA numbers for Match Promotions.

13.1.4. For a Disqualification (DQ), the following is required

13.1.4.1. Shooter SADPA number

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13.1.4.2. Reason for DQ

13.1.4.3. Indication if shooter receives attendance points

13.1.4.4. SO SADPA number

13.1.5. For a Did Not Finish (DNF), the following is required

13.1.5.1. Shooter SADPA number

13.1.5.2. Reason for DNF

13.1.5.3. Indication if shooter receives attendance points

13.1.6. The database automatically calculates the classification of the shooter and applied the

higher classification where applicable. This also applies to Equity Promotions.

13.1.7. A shooter must have a valid classification in order to receive attendance.

13.1.8. Only valid SADPA Sanctioned Shoots will receive points. In order for a match to be

Sanctioned as a SADPA match, the following will apply:

13.1.8.1. All competitors will be paid‐up SADPA members with a SADPA number.

13.1.8.2. Be on the SADPA Calendar.

13.1.8.3. All SADPA members should have access to the match.

13.1.9. Attendance must be loaded within 10 days after receiving it from the club.

13.1.10. Any false attendance being submitted by any club member/chairman/scorer will

be seen in a very serious light and action will be taken, this can include revoking

a member’s membership, club affiliation, or any other suitable action as deemed

appropriate by the SADPA Exco.

13.2. Match Results 13.2.1. Match Results are to be send to the Director Matches and Competitions within 14 days

of the match to distribute through the official communication.

13.2.2. Match Results may be sent out in any format.

13.2.3. The Director: Administration and Director: Matches & Competitions can act as

consultant with regards to the scoring.

13.3. Shooter requirements 13.3.1. Any current SADPA member must be allowed to compete at any SADPA Match, unless the

member does not meet the entry criteria or the match is full.

13.3.2. For a shooter to compete at any SADPA Match (Tier 1 and upwards), he/she must:

13.3.2.1. Be a paid‐up SADPA member.

13.3.2.2. Be a member of an affiliated SADPA club.

13.3.2.3. Have a valid classification for the division he/she is competing in for non‐classifier

matches.

13.3.3. To compete in a Tier 2 match, a shooter must:

13.3.3.1. Have competed in at least 3 non‐classifier matches.

13.3.3.2. Have a classification as per the requirements of the rulebook in the division he/she is

competing in.


13.3.4.1. Have competed in at least 1 Tier 2 or higher match in the past 12 months.


competing in.


13.3.5.1. Have competed in at least 2 Tier 2 or higher matches.

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13.3.5.2. Have competed in at least 1 Tier 2 or higher match in the past 12 months.


competing in.

13.4. Calendar 13.4.1. The Director: Matches & Competitions is responsible to compile the calendar, and will confer

with the Director: Administration to place it on the database/website.

13.4.2. The calendar for the next year must be on the website by 30 December of each year.

13.4.3. The Director: Matches & Competitions will confer with the SADPA Exco and the MDs of the

major matches to determine the dates of the major matches.

13.4.4. Clubs will determine dates for the club shoots, classifiers and leagues.

13.4.5. Clubs within reasonable distance of attendance may not have leagues on the same date.

13.5. Major Matches (Tier 3 & 4)

13.5.1. The major matches are SADPA and IDPA Sanctioned matches and will be presented by

appointed clubs in conjunction with the SADPA Exco.

13.5.2. The club will be appointed based on the bidding process as outlined below. The

allocation should preferable be concluded by 30 September of each year for the major

matches of the following year.

13.5.3. The responsibilities of the Match Committee and the SADPA Exco will be communicated

by the Director: Matches & Competitions before the bidding process starts.

13.5.4. The finances of all matches will be run by the club hosting the match.

13.5.5. IDPA Africa Champs 13.5.5.1. The IDPA Africa Championships is the flagship event presented by SADPA.

13.5.5.2. It is a Tier 4 IDPA sanctioned handgun match presented around August.

13.5.5.3. The committee will be headed by the Match Director (under guidance of the SADPA

Director: Matches & Competitions) and will include a combination of the SADPA Exco,

hosting club members and additional members as required and designated by the

committee.

13.5.5.4. Requirements

13.5.5.4.1. Tier 4 match as per the IDPA Match Administration Handbook.

13.5.5.4.2. The hosting club must have presented a handgun Nationals/Champs in the last 5

years.

13.5.5.4.3. 12 stages minimum.

13.5.5.4.4. 150 rounds minimum required.

13.5.5.4.5. 200 competitors minimum to be accommodated in the main match.

13.5.5.5. The suggested entry fee is R750. On occasion that the Match Committee want to deviate

from this amount, application must be made to the SADPA Exco for approval.

13.5.5.6. 50% of the profit/loss for the match will be shared with SADPA. After hosting a

successful match, SADPA can waive their part of the profit and loss based on

budget.

13.5.5.7. A bidding deposit of R10 000 is required and utilized as stated in the bidding process

section.

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13.5.6. SADPA Handgun Nationals (Southerns & Northerns) 13.5.6.1. The SADPA Southern Nationals and the SADPA Northern Nationals are regional National

matches. 13.5.6.2. It is Tier 3 IDPA sanctioned handgun matches. 13.5.6.3. The Southern Nationals can be hosted by clubs in the Western Cape, Eastern Cape, Free

State or KwaZulu‐Natal. The Northern Nationals can be hosted by clubs in the Northern

Cape, North‐West, Gauteng, Limpopo or Mpumalanga.

13.5.6.4. The committee will be headed by the Match Director and will include hosting club

members, at least 1 SADPA Exco member (as designated by Director: Matches &

Competitions) and additional members as required and designated by the committee.


13.5.6.5.1. Tier 3 match as per the IDPA Match Administration Handbook.

13.5.6.5.2. The hosting club must have presented a successful handgun league in the

preceding year.

13.5.6.5.3. 14 stages minimum.

13.5.6.5.4. 175 rounds minimum required.

13.5.6.5.5. 120 competitors minimum to be accommodated in the main match.




successful match, SADPA can waive their part of the profit or carry the loss upon

approval of the SADPA Exco.

13.5.6.8. A bidding deposit of R5 000 is required and utilised as stated in the bidding process

section.

13.5.7. SADPA DMG Nationals 13.5.7.1. The SADPA DMG Nationals is the flagship DMG event presented by SADPA.

13.5.7.2. It is a Tier 3 SADPA Sanctioned DMG match, presented around November.

13.5.7.3. The committee will be headed by the Match Director and will include the SADPA

Director: Matches & Competition, hosting club members and additional members as

required and designated by the committee.


13.5.7.4.1. Tier 3 match as per the SADPA DMG Match Administration Handbook.




successful match, SADPA can waive their part of the profit or carry the loss upon

approval of the SADPA Exco.

13.5.7.7. A bidding deposit of R10 000 is required and utilised as stated in the bidding process

section.

13.5.8. Bidding process 13.5.8.1. The Director: Matches & Competitions will send out an updated Major Match document

to all Club Chairmen/SADPA Representatives within acceptable time each year.

13.5.8.2. Should a club wish to host a major match, they will complete the application form and

send it to the Director: Matches & Competitions together with other relevant

information and the bidding deposit before the allocated date.

13.5.8.3. A bidding deposit will be required to be paid with the application. This deposit will be

refunded to the club if the application is denied. The deposit will be utilised for match

expenses should the bid be successful. If the successful club does not fulfil their

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responsibilities and the match is then presented by another club, the deposit will be

utilised for the match expenses.

13.5.8.4. It is preferred that the host of the IDPA Africa Champs be announced at the preceding

year’s IDPA Africa Champs, but if logistical or other problems arise, it may be done soon

thereafter.

13.5.8.5. All major matches must be allocated by 30 September of the year preceding the match,

or as soon as possible thereafter.

13.6. SADPA Leagues (Tier 2) 13.6.1. SADPA Leagues are matches that are hosted by the clubs and approved by the SADPA Exco,

under direction of the Director: Matches & Competitions.

13.6.2. Leagues should be coordinated by the Director: Matches & Competitions to ensure that clubs

within reasonable proximity do not host leagues on the same date.

13.6.3. All clubs are expected to host at least 1 SADPA handgun league a year.

13.6.4. Clubs in close proximity are allowed to present joint leagues if facilities/equipment are a

challenge.

13.6.5. Requirements

13.6.5.1. As per Tier 2 match in the Match Administration book.

13.6.5.2. CoFs to be sent the Director: Matches & Competitions 21 days before the match.

13.6.5.3. Medals are to be arranged with the Secretary.

13.6.6. Entry fee to SADPA league must be between R100‐R120. Clubs may however charge extra for

optional items, such prize giving/lunch/other expenses should they wish.

13.6.7. Speciality leagues may be hosted by clubs, with the Director: Matches & Competitions providing

assistance on the extraordinary cases.

13.7. Club Shoots (Tier 1) 13.7.1. Club Shoots are matches that are presented by the club, with all responsibility on the club on

hosting the matches.

13.7.2. It must meet all Tier 1 requirements as per the Match Administration book.

13.7.3. Must be at least 50 rounds and 4 stages.

13.8. Course of Fire Vetting 13.8.1. Course of Fire (CoF) vetting is required for any Tier 2 and higher match.

13.8.2. It is the responsibility of the club to send the CoFs to the Director: Matches & Competition.

13.8.3. The Director: Matches & Competitions may accept CoFs after the cut‐off date on consultation

with the MD of the match, should he/she have time to still vet the CoFs.

13.8.4. Vetting of the Course of Fires includes:

13.8.4.1. Ensuring that all CoFs comply with the IDPA and SADPA rules.

13.8.4.2. Advising the club on possible safety issues.

13.8.4.3. Ensuring that the standard of the CoFs are up to standards as would be expected from a

league match.

13.9. Postal Shoot 13.9.1. The SADPA Postal Match is a match that allows all clubs over the country to build the same

match and compete with single sets of results.

13.9.2. The SADPA Postal Shoot will be coordinated by the Director: Matches & Competitions.

13.9.3. It will run for a time as determine by the SADPA Exco, with a preference that it runs at least over

3 months.

13.9.4. The Director: Safety & Training will vet the CoFs.

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13.9.5. All members must be informed through the official communication of the match and be

provided the CoFs.

13.9.6. The results must be sent out to the SADPA members within 21 days of the last day of the match.

14. Safety & Training

14.1. Safety Officer (SO) 14.1.1. SO training will be done by a IDPA certified SOI.

14.1.2. SO training must be approved by the Director: Safety & Training.

14.1.3. During SO training, DMG SO training must be done and will be compulsory for the attendees.

14.1.4. The procedure to set‐up training is detailed by:

14.1.4.1. A club applies for SO training with the Director: Safety & Training.

14.1.4.2. The Director: Safety & Training appoints a SOI to the training and puts him/her in contact

with the club.

14.1.4.3. The SOI set the date for the SOI training and response deadlines.

14.1.4.4. The SOI send invites via all communications media to all clubs.

14.1.4.5. The SOI evaluate that the invitees comply to IDPA rules and requirements of SOs.

14.1.4.6. New start up club setup does not need to comply to requirement, based on the

discretion of the SOI or Director: Safety & Training.

14.1.4.7. The SOI sends IDPA invite with all the details and online exam link.

14.1.4.8. SO trainees send the test results to the SOI.

14.1.4.9. The SOI does the training as per updated IDPA training pack and evaluation.

14.1.4.10. The SOI send evaluation and findings to Exco to approve SO status.

14.1.4.11. The Director: Safety & Training and the Secretary update the database and send the Club

Chairman the results of the training.

14.1.4.12. The Secretary will send the results to IDPA HQ.

14.1.5. SO’s must accumulate a minimum of 6 SADPA SO points a year to maintain their SO Status.

14.1.6. SO recertification requires the SO to complete the online test every 2 years. SOs must complete

the online test, and send results to the Secretary and Director: Safety & Training.

14.1.7. Safety Officers that completes at least 6 SO points a year, will receive a SO shirt from SADPA,

which may only be worn when acting as a match official.

14.2. Safety Officer Instructor (SOI) 14.2.1. SOI certification is approved by the SADPA Exco.

14.2.2. SOIs report directly to the Director: Safety & Training.

14.2.3. The requirements to become a certified SOI is detailed by:

14.2.3.1. Be an IDPA certified Safety Officer. 14.2.3.2. Satisfactory performed SO duties at the IDPA Africa Champs. 14.2.3.3. Be a level 3D Match Director, having satisfactory acted as Match Director at Tier 2 or

higher Match. 14.2.3.4. Show an in depth knowledge of the IDPA Rulebook and SADPA DMG Rulebook. 14.2.4. The procedure to become a certified SOI is detailed by:

14.2.4.1. The SOI candidate sends a written request to the Director: Safety & Training to be presented to the SADPA Exco.

14.2.4.2. SADPA Exco evaluate request based on personal experience. 14.2.4.3. SADPA Exco sends response to member. 14.2.4.4. If successful, the member must setup a SO training with two SOIs to evaluate.

April 2016

14.2.4.5. SOI evaluate SO training run by the SOI candidate. 14.2.4.6. SOI send report to Director: Safety & Training. 14.2.4.7. Report and SOs feedback is presented to the SADPA Exco. 14.2.4.8. SADPA Exco evaluates the SOI candidate and makes a decision. 14.2.4.9. If successful, the SOI candidate is promoted to SOI by the Exco. If not successful, the SOI

candidate will receive communication regarding the improvement to be done and provided with another chance to implement the improvements as per the SADPA Exco discretion.

14.2.5. SADPA SOIs are required to perform 3 SO training courses in a space of 24 months.

14.3. Safety 14.3.1. The Director: Safety & Training will compile the statistics of DQs every month, based on the data

loaded on the SADPA database.

14.3.2. If members receive multiple DQs, this will be presented to the SADPA Exco to evaluate the

corrective action to be taken. The following will be used as general guidelines:

14.3.2.1. Should a member have 3 DQs, the Director: Safety & Training will send the member a

letter to inform him/her to take note of the transgressions and take action as required to

ensure safe participation forward.

14.3.2.2. Should a member have 5 DQs, the Director: Safety & Training will send the member a

letter to inform him/her to under retraining under a certified training as approved by the

SADPA Exco. The member will not participate in any SADPA match until the training is

completed.

14.3.3. The Director: Safety & Training will evaluate the trends of DQs and report on the findings

thereof. Feedback must be provided to members, SOIs and SADPA Exco on corrective action to

be taken should it be required.

14.4. Match Official Levels 14.4.1. The Match Officials levels describe the certification that a member achieved, together with

SADPA Exco decisions, to determine the members’ ability to act as a Match Official.

14.4.2. The Match Officials levels are described as the following, together with the requirements and

responsibilities:

14.4.2.1. Level 1 ‐ SO trainee candidate

14.4.2.1.1. Nominated by the member’s club chairman to undergo SO training.

14.4.2.1.2. Level 1 Match Officials may assist with SO duties at Tier 1 matches.

14.4.2.2. Level 2 ‐ Certified IDPA SO

14.4.2.2.1. The member successfully completed the handgun SO training course presented by a

certified SADPA SOI.

14.4.2.3. Level 2D ‐ Certified IDPA SO and SADPA DMG SO

14.4.2.3.1. The member successfully completed the handgun SO training course presented by a


14.4.2.3.2. The member successfully completed the DMG SO training course presented by a


14.4.2.4. Level 3 ‐ SADPA Handgun Match Director

14.4.2.4.1. The member must be a certified level 2 SO.

14.4.2.4.2. The member must have acted as a MD at a Tier 2 match or MD/Assistant MD at a Tier 3

or higher match under the guidance of a level 3 Match Official.

14.4.2.5. Level 3D ‐ SADPA Handgun and DMG Match Director

14.4.2.5.1. The member must be a certified level 2D SO.

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14.4.2.5.2. The member must have acted as a MD at a Tier 2 match or MD/Assistant MD at a Tier 3

or higher match under the guidance of a level 3 Match Official.

14.4.2.6. Level 4 ‐ Certified Safety Officer Instructor.

14.4.2.6.1. The member must successfully complete the SOI process as described in this document.

14.5. Major Match Safety Officers 14.5.1. The Director: Safety & Training will act as consultant with regards to Major Match SOs.

14.5.2. CSO designation at major matches should always place the SO best fit to act as CSO based on

discretion of the MD and Director: Safety & Training.

14.5.3. The SOs at major matches must be compensated to the minimum value of R50/day in food and

drinks and R100/day in compensation which may be in the form of cash, memorabilia or similar.

14.6. New Shooter Orientation (NSO) 14.6.1. All shooters must successfully attend a NSO hosted by a certified SO before being allowed to

compete at any level match.

14.6.2. A classifier should be included at the NSO. The “Shooter Requirements” still apply.

14.6.3. All shooters must successfully attend a DMG NSO hosted by a certified SO before being allowed

to compete at any DMG shoot. Die DMG classifier does not have to be included in the DMG NSO.

14.6.4. The NSO document for Handgun and DMG on the SADPA website is the most recent document

and should always be used.

15. Clubs

15.1. Club Requirements 15.1.1. Clubs must present a minimum of 6 Club Shoots a year, open to all SADPA members.

15.1.2. Clubs must present the IDPA Classifier as one of the clubs shoots.

15.1.3. If the club does not own the range, a Moment of Understanding (MOU) or hiring contract should

be in place between the club and owners.

15.1.4. Ranges used for SADPA matches must be affiliated with SABS or NRCS.

15.1.5. The Club must have a club constitution.

15.1.6. Club affiliation fees are payable to SADPA before the end of February of each year. The club

affiliation fees are as follows:

15.1.6.1. 1‐9 members R100

15.1.6.2. 10‐19 members R200

15.1.6.3. 20+ members R300

15.2. Club Start‐up Process 15.2.1. New club designates a person as contract person between the club and SADPA. This person can

be the chairperson of the club or any member designated by the club committee.

15.2.2. All the paperwork as set out in the requirements should be in order.

15.2.2.1. Club application

15.2.2.2. Club MOU/hiring contract with the range (if applicable)

15.2.2.3. Range SABS/NCRS accreditation

15.2.3. Should it be required, SADPA can host a demo shoot at the range.

15.2.4. Members are to be affiliated to SADPA.

15.2.5. Arrange with SADPA for a NSO, SO training (Director: Safety & Training) and match

administration (Director: Matches & Competitions)

15.2.6. SADPA can assist with scoring software.

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15.2.7. SADPA can advise the club with regards to the planning of equipment.

15.2.8. Host ranges must comply with and accept the IDPA Rulebook.

15.3. Multiple Clubs on a single range 15.3.1. Range accepts establishment of another club on the range.

15.3.2. All parties are in agreement on the running of multiple clubs on a single range. After mutual

agreement, an application for a new club can be made to the SADPA Exco.

15.3.3. A written MOU must be in place between all clubs on the range.

15.3.4. Motivation is requested as to why another club is needed on the range

15.4. Equipment 15.4.1. SADPA Exco will on occasion approve and provide equipment for clubs to use.

15.4.2. The equipment will be distributed on a need basis.

15.4.3. The equipment will remain SADPA’s property for 3 years. Should the club still be active after 3

years, the equipment ownership will be transferred to the club. Should the club close down

within the 3 years, the equipment will revert back to SADPA for redistribution.

15.4.4. SADPA will provide clubs with 1 timer for every 6 SOs successfully trained.

16. Marketing & Sponsorship

16.1. Marketing

16.1.1. SADPA will market the association as deemed necessary by the SADPA Exco. This

includes possible adverts in magazines of newspapers.

16.1.2. Matches are responsible for their own marketing.

16.1.3. The SADPA banners is under the control of Director: Marketing & Sponsorship and are to

be used at all major matches.

16.2. Sponsorship

16.2.1. All match sponsorship will go directly to the match budget.

16.2.2. For the IDPA Africa Champs, the Director: Marketing & Sponsorship will provide

assistance in securing main sponsors and range sponsors, and advise in securing other

sponsors.

16.2.3. For the National matches, the Director: Marketing & Sponsorship will provide assistance

in securing main sponsors, and advise in securing range and other sponsors.

16.2.4. Match committee should source sponsorship from local business.

16.2.5. The current major match sponsorship structure is as follows:

16.2.5.1. 2 main match sponsors

16.2.5.2. 1 booklet sponsor

16.2.5.3. 1 range sponsor per range

16.2.5.4. Other sponsors

16.2.6. For major matches, the exposure that the sponsors will receive must be finalised with

the Director: Marketing & Sponsorships before potential sponsors can be contacted.

16.2.7. The Director: Marketing & Sponsorship may conclude sponsorship arrangements with a

sponsor that will spread over all the major matches.

16.3. Huntex

16.3.1. SADPA will use the Huntex exhibition as a marketing event.

April 2016

16.3.2. The Director: Marketing & Sponsorship is responsible for the arrangements of all

aspects.

16.3.3. Volunteers may receive some compensation in the form of shirts, food etc at the

discretion of the SADPA organisers.

17. Secretary

17.1. The secretarial position is a paid position within SADPA.

17.2. The appointment of the position is done by the SADPA Exco, after minimum advertising

is done through the official SADPA communication structure.

17.3. The salary of the position is to be decided by the SADPA Exco and rectified at the SADPA

AGM.

17.4. The Secretary works under the guidance of the SADPA Exco Chairman and the Director:

Administration.

17.5. The Treasurer will ensure that all legal requirements, including employment contracts

and tax registration (if required) are complete for the Secretarial position.

17.6. Sundry Stock 17.6.1. SADPA will but stock of sundry stock as approved by the SADPA Exco, such as targets,

scorebooks and patches.

17.6.2. These items will be resold to the clubs.

17.6.3. SADPA will not make a profit from reselling of the sundry stock. However, small rounding off

may be done in order to ease the administration of the reselling.

17.6.4. The Stock will be kept in the approved storing place under the control of the Secretary.

17.6.5. A clear register must be held of stock bought and sold.

18. Additional Paid Position

18.1. An additional paid position has been approved in principle, but will not be utilised

pending the upgrading of the website and database to confirm the usage and workload

of the secretary, where after the need will be re‐established.

18.2. The additional paid position’s work responsibilities will be determined before further

approval is sought.

18.3. The appointment of the position is done by the SADPA Exco, after minimum advertising

is done through the official SADPA communication structure.

18.4. The salary of the position is to be decided by the SADPA Exco and rectified at the SADPA

AGM.

April 2016

19. Defensive Multi‐Gun (DMG)

19.1. The SADPA Exco is responsible to develop and approve the DMG Rulebook according to

the input that members may provide.

19.2. All clubs are required to host 2 DMG Tier 1 matches, or 6 DMG Tier 0 side‐matches, or 1

DMG Tier 1 match and 3 DMG Tier 0 side‐matches.

19.2.1. Should a club not be willing or able to host the DMG matches or side‐matches, their

members will have to provide additional motivation with a long gun endorsement

application regarding where they are planning to compete in DMG matches.

(Note: Pending the outcome of the member vote, this paragraph may be deleted and replaced by 3 GUN

and the requirements thereof)

20. Communication

20.1. Email member communication

20.1.1. The yahoo groups will be the official means of communication between the SADPA Exco

and the members.

20.1.2. Director: Administration will be responsible to run the structure of the email

communications.

20.1.3. Only match notices and results, SADPA Exco communication and external club

announcements may be sent out. No advertisements or internal club communication

will be sent out.

20.2. Communication with Club Chairmen/SADPA Representative

20.2.1. If any of the SADPA Exco members send out a communication with regards to any

official or non‐official SADPA matter, regardless of who they send it to, the Secretary,

Director: Administration and the SADPA Chairman must receive a copy of the said

communication. This will include, but not be limited to communication regarding

banking matters, SARS, SAPS and CFR

20.3. Rumours, Hearsay and Unfounded remarks

20.3.1. In light of the negative‐ and damaging effect that rumours, hearsay and unfounded

remarks could lead to, any member with a query or question can direct same to the exco

for answer and/or clarification at [email protected]. Any such query will be dealt with

as soon as possible but no later than 48hours after receipt thereof.

20.3.2. Any member who partakes in the spreading of rumours and unfounded remarks accepts

that the Exco may suspend such a member pending investigation thereof.

20.3.3. All members understand that unfounded remarks, spreading of rumours and hearsay

can lead to their membership being terminated.

20.4. Facebook

20.4.1. All SADPA approved Facebook groups/pages are under authority of the Director:

Administration, who may delegate moderation duties to SADPA members.

April 2016

20.4.2. The South African Defensive Pistol Association page is the official SADPA page under the

control of Director: Administration and Director: Marketing & Sponsorship.

20.4.3. The SADPA SO Discussion group is the official SADPA SO group under the control of the

Director: Safety & Training, with SOIs helping to moderate the page.

20.4.4. The SADPA SOI Discussion group is the official SADPA SOI group under the control of the

Director: Safety & Training, with only SOIs and approved SOI candidates able to join.

20.4.5. Match Facebook groups/pages fall under authority of the Match Director, with the

Director: Matches & Competitions and Director: Administration to moderate it.

20.4.6. Club Facebook groups fall under authority of the club chairman/SADPA Representative,

with the Director: Club Development and Director: Administration to moderate it.

20.4.7. Any member who chooses to post to any social media platform, does so with the

knowledge that the Code of Conduct applies to and all of their statements, comments

and/or remarks made. All members accepts that comments, remarks or posts on such

platforms that is against the code of conduct will be dealt with as such in terms of the

relevant code of conduct.

20.4.8. Any member who brings the sport and/or another member into disrepute with any

written statements, comments, remarks and the like will be suspended, pending

investigation by the Exco as to the corrective measure to be taken against such a

member. All members accept that they may lose their membership as a result.

21. Grievances

21.1 The objects and purposes of the Grievance Procedure will only be achieved if it functions

effectively and is properly utilized. In light of the aforegoing, the Executive Committee of

the Association (the Exco) is committed to ensuring that:

21.1.1 Members are aware of the opportunity to express grievances.

21.1.2 Members feel free to express their grievances without the fear of victimization or

intimidation or prejudice.

21.1.3 Members are encouraged to use the procedure, but also warned not to abuse it with

false grievances.

21.1.4 Sensitive grievances are dealt with privately, and confidentiality of information is

maintained.

21.2 The Association, in accepting this policy gives commitment to the following:

21.2.1 The resolution of all grievances timeously;

21.2.2 Recogniszing the member’s right to be represented by a fellow member if he/she wishes

to do so;

21.2.3 Creating an environment in which a member may lodge a grievance without fear of

being victimized or prejudiced;

21.2.4 Ensure that all grievances are handled in a confidential manner;

21.2.5 Ensure that each step in the procedure shall be subject to the stipulated time limits,

unless otherwise determined by the parties involved through mutual agreement.

April 2016

21.3 GRIEVANCE PROCEDURE

21.3.1 Identification and preliminary investigations

21.3.1.1 All grievances, not provided for in the IDPA Rulebook, may be lodged with the

Exco, via the Secretary, who is obliged to revert the grievance to the Exco

Directors immediately upon receipt thereof;

21.3.1.2 Assistance must be offered, if necessary, by the Secretary in lodging such a

grievance and completing the Grievance Form.

21.3.1.3 The Exco must consider the nature and type of the grievance lodged and based

on this assessment, make a decision within 48 hours, as to the best grievance

resolution procedure to follow. (The mild grievance can be dealt with via the

informal investigation route, however all serious grievances and sensitive

grievances requires a formal grievance hearing. The appropriate procedures to

follow are discussed below).

21.3.1.4 All forms relating to the Grievance procedure can be found in the Addendum.

21.3.2 The Informal Grievance Investigation

21.3.2.1 The person with whom the grievance has been lodged must ensure the

Grievance From has been correctly completed by the aggrieved member and the

grievance is clearly understood.

21.3.2.2 The Exco will decide on the corrective action, if any, and detail same on the

Grievance Form.

21.3.2.3 The Exco has the full right to act according to Article VIII of the Constitution,

pending their investigation.

21.3.2.4 The Exco will nominate a Director to address the grievance with the relevant

member or club representative, in the event of the grievance being lodged

against a club, and afford them the opportunity to respond thereto in writing,

within 14 days of their receipt of the grievance against them.

21.3.2.5 The Exco will after receipt of the member’s response to the grievance, decide

whether the corrective measures stipulated are to be implemented against such

member or club and the Chairman will inform all parties to the grievance, in

writing, of the outcome of the investigation within 28 days of receipt of the

response from the member.

21.3.2.6 If either the aggrieved member of the member/club is dissatisfied with the

decision of the Exco they may lodge an appeal with the Exco within 5(five) days

of the outcome being received.

21.3.2.7 If the Member/Club is satisfied with the decision, the corrective action stipulated

must be implemented and recorded on the Grievance form.

21.3.3 The Formal Grievance Hearing

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21.3.3.1 The Exco will conduct the grievance hearing which will be headed by the

Chairman. The secretary will keep proper written record of the hearing and the

proceedings will be recorded electronically.

21.3.3.2 The Aggrieved Member as well as the Member against whom a grievance is

received must be notified in writing of the date and time of the grievance hearing

by the Chairman. (See Appendix). Both parties will receive a true copy of the

grievance lodged, together with any supporting documentation.

21.3.3.3 The Chairman will ensure that the aggrieved Member as well as the member

against whom a grievance is made, receive such notification at least 2(two)

working days before the Grievance Hearing so as to allow both parties sufficient

time to prepare.

21.3.3.4 The Grievance Hearing : Phase 1

a. The chairman must advise the parties present of the purpose of the hearing and their

rights during the hearing;

b. The aggrieved Member or his/her representative must then be given an opportunity to

motivate the grievance;

c. The Member against whom the grievance was lodged must be given the opportunity to

respond to the grievance.

d. Both parties may present evidence and/or call witnesses to motivate their case.

e. Both parties, as well as the chairpman may cross question witnesses.

f. The Hearing may be adjourned at this stage if necessary.

21.3.3.5 Finding on the facts

a. The Chairman, after discussion with the Exco, must now make a finding on a balance of

probabilities, solely on the validity of the grievance.

b. If the grievance is found to be invalid, the findings must be recorded in writing and

signed by the aggrieved Member, his/her representative or witness.

c. The aggrieved Member must also be advised of his/her/their right to appeal within

5(five) working days of receiving the outcome of the grievance.

d. If the grievance is found to be valid, the Grievance Hearing: Phase 2 needs to be

conducted.

21.3.3.4 The Grievance Hearing : Phase 2

a. The chairman must present the finding on the validity of the grievance and permit both

the aggrieved Member and the member against whom the grievance was made an

opportunity to present suggestions for corrective action.

b. Responses and discussion as to the feasibility of such suggestions must be entertained

by the committee.

c. Both parties must be questioned as to whether they are satisfied with the proceedings.

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21.3.4 Corrective action

21.3.4.1 The Exco must decide on the most effective and viable corrective action and

advise the Member against whom the grievance was made in writing of the

decision made on the Outcome of Grievance Hearing Form (See Appendix).

21.3.4.2 The Chairman must ensure that such corrective action is implemented and that

progress is recorded. The Member must also be advised of his/her right to appeal

against the decision within 5(five) working days of receiving the outcome if

he/she is dissatisfied. 21.4 DEFINITIONS – WHICH PROCEDURE TO USE

21.4.1 The mild grievance

This type of grievance does not involve a dispute of facts or require that evidence be

lead to understand the nature of the grievance. The SADPA Exco can easily ascertain the

nature of the problem and feels that it is capable of resolving the grievance without

assistance.

21.4.2 The serious grievance

This type of grievance revolves around a dispute of facts and further evidence or witness

testimonies may be necessary to resolve/understand the nature of the grievance.

21.4.3 The sensitive grievance

The sensitive grievance may include grievances about discrimination, sexual harassment

and other forms of harassment, victimisation etc. In this instance the grievance must be

channeled through the formal Grievance Hearing Procedure.

22. Logo Policy

22.1. SADPA will use the logo as placed in addendum A as the official SADPA logo.

22.2. The Font for the logo is Dodger.

22.3. The logo (in original or altered form) may be used for any official SADPA business and on

any official SADPA communication.

22.4. Clubs may alter the logo to create their own logo.

April 2016

1. Addendum A 1.1. Logo

1.1.1. The official logo for SADPA is:

April 2016

2. Addendum B 2.1. Code of Conduct included as is, as per Rulebook

03.22. IDPA Shooter Responsibilities and Code of Conduct

By shooting IDPA Matches, I agree to the following: 3.22.1. I understand that it is a privilege, and not a right, to be an IDPA Shooter. 3.22.2. I will follow all of the safety rules of IDPA and the host range. The safety of the shooters,

match officials, and bystanders shall always be my primary objective. 3.22.3. Prior to and during a match, I will refrain from the use of alcohol, substances, or medications

that may negatively impact my ability to shoot safely. 3.22.4. I will maintain a current IDPA membership after my first match. 3.22.5. I will maintain an accurate Classification by shooting a Classifier at least every 12 months.

(Unless a Master or Distinguished Master Classification is attained, or a Match Performance Promotion has occurred in the last 12 months.)

3.22.6. I recognize that it is my responsibility to maintain a working knowledge of the current IDPA rulebook.

3.22.7. I will adhere to the IDPA purpose and principles and will not wilfully break any IDPA rule. 3.22.8. I will listen carefully and refrain from talking during shooters’ briefings and stage briefings. 3.22.9. I understand it is my responsibility to be ready to shoot when called to the line. 3.22.10. I understand it is my duty to help reset stages between shooters unless I am the current

shooter, the on‐deck shooter or have just finished shooting, unless instructed otherwise by an SO.

3.22.11. I will not communicate with others in a threatening, harassing, or abusive manner. 3.22.12. It is my responsibility to check my match scores within the verification period to see that

they are correct. 3.22.13. It is my responsibility to check my Classifications in the on‐line database to verify that they

are correct and to initiate corrective action if they are not correct. 3.22.14. If I have a question or an issue, my first contact is with the CSO at the match, then the MD,

then the AC, then IDPA HQ. 3.22.15. I understand that violations of these responsibilities and code of conduct may result in my

disqualification from a match, and/or revocation of my IDPA membership.

3. Addendum C 3.1. Grievance Application Form

GRIEVANCE APPLICATION FORM

Name(s) of Aggrieved Member

SADPA Number

Club

Grievance lodged with

Marge Hulleman (Secretary

Name of Representative (if Applicable)

Date Grievance Lodged

Nature of Grievance

Solution Proposed by Aggrieved Member

Date:

Signature:

Member

Date:

Signature:

Secretary

GRIEVANCE APPLICATION FORM

OFFICE USE ONLY:

• IF FORMAL HEARING IS NECESSARY -INITIATE SAME

• IF INFORMAL INVESTIGATION WILL SUFFICE,COMPLETE REMAINDER OF THIS FORM.

Exco Member tasked with resolve:

Solution Proposed:

BRIEF ACCOUNT OF INVESTIGATION:

Date Member informed of Decision by Exco:

Corrective Action Decided by Exco:

Date: Signature: Member

Date: Signature: Exco Member

PLEASE NOTE YOU HAVE THE RIGHT TO APPEAL WITHIN 5(FIVE) DAYS OF RECEIVING NOTICE OF THE OUTCOME

4. Addendum D 4.1. Grievance Attendance notification

NOTICE TO ATTEND GRIEVANCE HEARING

TO : DATE:

You are hereby informed that a Grievance Hearing will be held at

-------------------------------------------------------(venue)

on the day of----------------- 201 at (time) where the

grievance received by the Exec on the day of .201 will be

investigated.

We wish to remind you that you have the following rights at the Grievance Hearing:

1. To be represented by a fellow Member of your choice.

2. To the assistance of an interpreter if your require one.

3. To call and cross-question witnesses.

4. To be heard and to put your version to the chairperson.

Kindly inform the Exco of the identity of your chosen representative, interpreter and any

witnesses you may wish to call.

Yours faithfully

(CHAIRMAN)

I, ------------------------------ - · SADPA number , hereby

confirm notification of the above-mentioned Grievance Hearing and will attend same.

(SIGNATURE OF MEMBER) DATE:

5. Addendum E

5.1. Outcome of Grievance notification

OUTCOME OF GRIEVANCE HEARING

TO : _ DATE :

As you are aware a Grievance Hearing was conducted on to investigate a grievance lodged by yourself on the I hereby confirm that all parties were advised of their rights to a representative as well as an interpreter. All parties were further advised of their right to call witnesses and cross question witnesses.

After carefully considering the evidence presented we find the grievance lodged by yourself to be invalid I valid. Our reasons are as follows:

If valid: After discussing the feasibility of recommended corrective action we have decided that the following corrective action is reasonable, sufficient and fair under the circumstances:

Note: Details action, responsibility and deadline.

1 hereby advise of your right to appeal and such an appeal must be lodged in writing within 5(five) working days of receipt of this notice of outcome.

Yours faithfully

(CHAIRMAN)

1 hereby confirm that I have received this notification and understand the contents thereof:

(SIGNATURE OF MEMBER) DATE:

OUTCOME OF GRIEVANCE HEARING

Note : If the corrective action is deemed necessary, a copy of the corrective action must go to all persons detailed in the corrective action responsibilities.

DATE OF PROGRESS REVIEW:---------

PROGRESS OF CORRECTIVE ACTION.