1 Future of NamGIS Johan van Rensburg Polytech 14 October 2005

2 Formalization of NamGIS ?

3 Objective of NamGIS

© 2005 Autodesk 4 Objectives  To provide a forum for the advancement of GIS in general in Namibia.  To provide its members an opportunity to meet and network on GIS related topics of interest.  To organise an annual national GIS conference.  To promote the use and understanding of GIS technology through education and other means.  To promote the formation of Special Interest Groups.  To publish an annual GIS journal on issues of general GIS concern.  To provide a forum through which communication can be distributed to the GIS community.  To maintain a website dedicated to the aims of NamGIS

5 Mission of NamGIS

© 2005 Autodesk 6 Mission To represent the GIS Community in the Region in order to promote and protect the interests of its members on all forums. To represent the GIS Community in the Region in order to promote and protect the interests of its members on all forums. Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the Chairperson. Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the Chairperson. The Chairperson shall determine the date and place of meeting. The Chairperson shall determine the date and place of meeting. The agenda must be circulated two weeks prior to the meeting taking place. The agenda must be circulated two weeks prior to the meeting taking place.

7 Guidelines to set up a Regional User Group Body

The guidelines for acceptance of and financial assistance to a newly formed Region shall be as follows: l The Region shall have an established steering committee. l The Region shall have an approved constitution by its members. l The Region shall have an established bank account with at least two members of the committee having signing powers on the account. l The Region shall have a minimum of 10 registered members.

Setup Procedure l A Coordination Committee (CC) shall be formed to take responsibility for the initial planning needed to set up the regional body The CC can consist of any number of people interested in GIS in the region The CC can consist of any number of people interested in GIS in the region The CC shall have an official meeting during which Coordination Committee Chair person (CCCP) shall be elected The CC shall have an official meeting during which 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 Committee Elect Coordination Committee

Setup Procedure The CCCP must submit written request for the formation of a new regional body to the Regional body under which they currently fall or to GISSA National. The CCCP must submit written request for the formation of a new regional body to the Regional body under which they currently fall or to GISSA National. After approval is received from the regional body or GISSA National the CC shall plan the inaugural meeting of the new regional body. After approval is received from the regional body or GISSA National the CC shall plan the inaugural meeting of the new regional body. The CC shall allow representatives from the regional body and or GISSA national to assist with the formation of the new regional body The CC shall allow representatives from the regional body and or GISSA national to assist with the formation of the new regional body

Setup Procedure A date and venue should be determined for the inaugural meeting A date and venue should be determined for the inaugural meeting Set Date and Venue for Meeting Set Date and Venue for Meeting Members of the CC shall inform all know interested parties in the region of the proposed formation of the new regional body Members of the CC shall inform all know interested parties in the region of the proposed formation of the new regional body The CC shall invite GIS users and Vendors from the region to do presentations during the inaugural meeting. Vendors can be asked sponsorship fees in order to help pay for the expenses of the meeting. The CC shall invite GIS users and Vendors from the region to do presentations during the inaugural meeting. Vendors can be asked sponsorship fees in order to help pay for the expenses of the meeting.

Setup Procedure An official Regional Steering Committee, should be elected at the inaugural meeting An official Regional Steering Committee, should be elected at the inaugural meeting Nominations for committee members should be received from the regional GIS community. Nominations can be received in advance or at the meeting. Nominations for committee members should be received from the regional GIS community. Nominations can be received in advance or at the meeting.

Setup Procedure Nominated persons should indicate their willingness to serve on such a committee and no nominations without the nominated person’s agreement will be accepted. Nominated persons should also indicate for which portfolio they are available. This is to avoid a person being elected for a portfolio which he does not want to do. Nominated persons should indicate their willingness to serve on such a committee and no nominations without the nominated person’s agreement will be accepted. Nominated persons should also indicate for which portfolio they are available. This is to avoid a person being elected for a portfolio which he does not want to do. The members of the CC will not be automatically elected to the regional committee. If they are interested to serve on the committee they will have to be nominated and elected. The members of the CC will not be automatically elected to the regional committee. If they are interested to serve on the committee they will have to be nominated and elected.

Setup Procedure After the election the newly elected committee shall meet as indicated. After the election the newly elected committee shall meet as indicated. The regional body shall adopt the constitution of GISSA National. The regional body shall adopt the constitution of GISSA National.

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

Regional Steering Committee The above mentioned elected members will serve for two years. Prior to the AGM each year, at least 2, but not more than 3, of the members will stand down, but may offer themselves for re-election at the AGM. The above mentioned elected members will serve for two years. Prior to the AGM each year, at least 2, but not more than 3, of the members will stand down, but may offer themselves for re-election at the AGM. The Vice-chairperson shall be elected by the committee. Such appointments will be done with a majority vote of the Committee. The Vice-chairperson shall be elected by the committee. Such appointments will be done with a majority vote of the Committee. The Committee shall have the right to co-opt other members as deemed necessary to carry out additional functions as identified per region. The Committee shall have the right to co-opt other members as deemed necessary to carry out additional functions as identified per region.

Regional Steering Committee Council members who are unable to fulfill their obligations shall either resign or be removed from the committee as deemed necessary by the Committee. Council members who are unable to fulfill their obligations shall either resign or be removed from the committee as deemed necessary by the Committee. The Chairperson shall not have a deliberate vote but shall have a casting vote in the event of equality among the voting members. The Chairperson shall not have a deliberate vote but shall have a casting vote in the event of equality among the voting members. The Chairperson and Vice chairperson shall hold office for two years but are eligible for election of further terms. The Chairperson and Vice chairperson shall hold office for two years but are eligible for election of further terms.

Regional Steering Committee Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the Chairperson. Meetings of the Committee shall be held at least 4 times per year or as deemed necessary by the Chairperson. The Chairperson shall determine the date and place of meeting. The Chairperson shall determine the date and place of meeting. The agenda must be circulated two weeks prior to the meeting taking place. The agenda must be circulated two weeks prior to the meeting taking place.

Membership Types and Fees Membership of the Regional GISSA body will based on the following membership types: Membership of the Regional GISSA body will based on the following membership types: Individual membership (N$100-00) Individual membership (N$100-00) Students MUST submit proof of registration at an authorised Educational Institute within 30 days after registration and thereafter again at the beginning of the academic year. (N$ 60-00) Students MUST submit proof of registration at an authorised Educational Institute within 30 days after registration and thereafter again at the beginning of the academic year. (N$ 60-00)

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

National Council Representation Each Regional body will elect a National Council representative, not necessarily the Chairperson of that committee. Regional representatives on the Council are responsible for informing their Regional Bodies of Council decisions and activities, and for representing their Regional interests at National level Each Regional body will elect a National Council representative, not necessarily the Chairperson of that committee. Regional representatives on the Council are responsible for informing their Regional Bodies of Council decisions and activities, and for representing their Regional interests at National level A Regional committee may make decisions and take such action as deemed fit provided that such decision or action is not in conflict with the constitution of the Society. A Regional committee may make decisions and take such action as deemed fit provided that such decision or action is 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.

© 2005 Autodesk 22 Examples of NamGIS web site

23 Thank you