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CONSTITUTION
( RULES
OF THE HOROUTA WAKA HOE CLUB (INC.)
1.0
NAME & REGISTERED OFFICE
The
name of the club is Horouta Waka Hoe Club Incorporated (Referred
to in these rules as the “Club”) and the registered
office shall be in Gisborne.
2.0
AFFILIATIONS AND ASSOCIATIONS
The club acknowledges:
1
a whanau connection with Horouta Inc.
2
and an affiliation through the regional body (Te Uranga O Ra.)
to the National Body of Outrigger Canoe Racing. (Nga Kaihoe
O Aotearoa).
3.0
MISSION STATEMENT
To
provide community based sports programmes that encourage participation,
competition and healthy lifestyles, in a safe & friendly
environment.
4.0
AIMS AND OBJECTIVES
Key
aims and objectives are:
1
to, maintain and manage the operation of the Club, its equipment,
facilities and resources in a safe and efficient manner that
is consistent with all legal and safety requirements.
2
to provide facilities, equipment and resources for all members
of the community, regardless of culture, ethnicity, religion,
political affiliation, age or gender, to participate in organized
Club activities.
3
to promote and encourage the active participation, and pursuit
of excellence in sports and healthy lifestyles.
4
to develop, train and promote opportunities, especially for
young people, within the Club to achieve their ambition.
5.0
POWERS
To
achieve any or all of the foregoing aims and objectives, the
Club in addition to all other powers which shall be conferred
upon it by law or by these rules is duly authorized and empowered
to exercise all or any of the following:
1
To purchase, lease or in exchange hire or otherwise acquire
any real or personal property or any rights and privileges in
connection therewith and to hold, improve, manage, develop,
let or lease, sell, exchange or otherwise dispose of any such
property rights and privileges.
2
To borrow or raise money in such a manner as it may think fit
and to secure the repayment thereof by the issue of debentures,
or by mortgage or charge upon the whole or any part of it’s
property or assets (whether present or future) and to purchase,
redeem or pay off any such securities.
3
To lend and advance monies or to give guarantees or become surety
for the payment of monies or the performance of contracts or
obligations of any affiliated Association.
4
To invest and deal with monies not immediately required in such
manner as it may from time to time be determined.
5
To erect, maintain and alter any buildings upon lands held by
or belonging to or leased to it and to provide or furnish the
same with all proper and necessary fixtures, fittings, appliances,
conveniences and accommodation.
6
To manufacture, buy, sell, supply goods and perform services
of all kinds, calculated to further it’s aims and objectives.
7
To institute, conduct, defend or comprise any proceedings at
Law or against it or any officers thereof.
8
To appoint sub committees and to engage professional and other
advisors, agents, officers, and employees when required.
9
To appoint replacement officers until the next Annual General
Meeting, in the event of incapacity, death, resignation, dismissal
and suspension of a current sitting officer.
10
To reimburse members for any reasonable expenses incurred by
them on it’s behalf and duly authorized by the Management
Committee.
11
To affiliate with any appropriate governing body or bodies to
promote the various activities undertaken by it.
12
To obtain all necessary licenses and permits.
13
To do all things necessary to further or attain these aims and
objectives
6.0 LIMITATION OF POWERS
The borrowing power of the Club, whether secured or unsecured,
cannot exceed $10,000 without the prior consent of the membership,
by an ordinary resolution in a General Meeting.
7.0
MEMBERSHIP
Any
person shall be admitted upon registration of their name, phone
number, address, and any other particulars, which may be laid
down from time to time by the Club and must be accompanied by
the subscription, laid down by rule 8
The
following types of memberships are to be established and recognized:
a)
School age (up to and including 16 years old)
b)
Juniors (17 to 19 years old)
c)
Seniors and Masters ( 20 years and over)
8.0
ANNUAL SUBSCRIPTIONS
1
The annual membership Subscription Fees and any other fees payable
under these rules, shall be fixed from time to time by the first
Management Committee meeting following the Annual General Meeting.
2
Subscription fees for current members shall be payable by the
1st day of December, of each year.
3
Subscription fees for all new members shall be payable within
28 days of their membership being accepted.
4
All overdue subscription fees shall be subject to a late fee
of 20%.
9.0
TERMINATION OF MEMBERSHIP
1. Membership can be terminated by the member giving notice
(verbal is sufficient) to a member of the Management Committee.
2.
The Club reserves the right to dismiss or suspend any member
for:
a)
non – payment of fees.
b)
behaviour and conduct considered by it to be detrimental to
the mana of the club, provided that any such member shall have
the right of appeal to a General Meeting,
c) wilful damage and neglect of property of the club.
10.0
ADMINISTRATION
The
administrative power of the Club shall be vested in the Management
Committee.
11.0
DUTIES OF THE MANAGEMENT COMMITTEE
Chairperson
The
Chairperson shall provide leadership to the Management Committee
and to the Club, chair all meetings they attend and shall perform
the normal duties of the office, they must be an official of
all committees and sub committees, conduct all meetings in accordance
with their agendas, rules, aims and objectives of the Club and
submit a written annual report to the Management Committee for
presentation to the Annual General Meeting..
Secretary
The
Secretary shall summon all meetings, keep all minutes of the
Management Committee and all other Committees of the Club, receive
and submit correspondence to appropriate meetings and reply
to these as the meeting may direct, keep a register of members,
keep all records, and perform all clerical work and to do such
other tasks as the Management Committee directs.
Treasurer
The
Treasurer shall have the authority to operate all and any bank
accounts opened under the name of the Club, collect all monies
due and received, provide receipts, and place the same to the
credit of the Club’s bank accounts, prepare all cheques
for signature by duly authorised persons, keep proper books
of accounts, prepare and submit a financial report of the club,
prepare and submit the Annual Statement of Income and Expenditure
and Balance Sheet to the Annual General Meeting and to do such
other tasks as the Management Committee directs from time to
time.
Club
Captain / Safety Officer
The
Club Captain / Safety officer shall:
a)
co-ordinate and supervise the use of all Club equipment.
b)
provide a report to each Management Committee meeting of the
condition and use of this equipment.
c)
ensure all active members are currently financial and any other
outstanding dues owing the Club are paid.
d)
organise maintenance parties from time to time.
e)
ensure all safety policies and procedures as laid down by the
Club are followed by all members.
f)
attend to disciplinary matters that arise in respect to Members,
Coaches, Managers or Officials and to report to the Management
Committee any matter that requires a Disciplinary Hearing either
by the Management Committee or a General Meeting.
g)
do such other tasks as the Management Committee directs from
time to time.
Delegates
(2)
Delegates
shall represent, and vote as directed by the Management Committee
on behalf of the Club at all Regional and National Body meetings.
They
are responsible for reporting back all matters discussed at
these meetings.
Management
Committee
The
Management Committee shall meet at least once a quarter to conduct
routine business, control all finances raised, authorise all
payments of accounts and signatories to bank accounts, oversee
all activities and adjudicate on all disciplinary matters.
12.0
ELECTION OF OFFICERS AND DELEGATES
Officers
of the Club are:
Patron
(Honorary)
Chairperson
Secretary
Treasurer
Club Captain / Safety Officer
Committee (min.5)
Club Delegates (2)
Officers
of the Club are to be elected at the Annual General Meeting
Any
financial member shall be eligible for election and nominations
in writing with the signature of the proposer and seconder and
that of the nominee, as an indication of assent, shall be in
the hands of the Secretary before the commencement of the Annual
General Meeting.
In
the event of the Secretary receiving no such nominations for
any or all of the offices, then nominations may be taken from
the floor.
13.0
MEETINGS AND SUMMONING OF MEETINGS
Annual
General Meetings
Notice
of any Annual General Meeting shall be announced by the Secretary
to Club Members and an advertisement placed in the Public Notice
Column of the local newspaper, the first being not more than
14 days prior to the meeting.
Annual
General Meetings shall be held in October of each year
Special General Meeting
The
Chairperson, or in their absence, default or inability, any
member of the Club may at any time for any specific purpose
call a Special General Meeting.
This
shall be done by putting forth a requisition in writing by 3
properly organized representatives stating the purpose for which
a Special General Meeting is required.
On
receipt of this requisition, the Secretary must inform the Chairperson
and other Management Committee members within 48 hours.
The
Special General Meeting must be held within 21 days from receipt
of the requisition
Notice
of any Special General Meeting shall be announced by the Secretary
to Club Members and an advertisement placed in the Public Notice
Column of the local newspaper, the first being not more than
14 days prior to the meeting.
Ordinary
Meetings
Notice
of any Ordinary Meeting will be by setting a date at a previous
meeting or failing a date being set by advertisement in the
Public Notice Column of the local newspaper, the first being
placed not more than 7 days prior to the meeting.
Summoning
of meetings of the committee and sub committees shall be decided
as and when each committee and sub committee is appointed.
Waiver
An
irregularity in a notice of a meeting is waived if all members
entitled to attend and vote at the meeting without protest as
to the irregularity, or if all such members agree to the waiver.
14.0 PROCEDURE OF MEETINGS
a) At all meetings the Chairperson or in his/her absence any
person elected from those financial members that are present
shall take the chair and control the meeting according to the
recognised rules of debate.
b)
Voting at any meeting shall be on the voices, if a division
of vote is apparent the voting shall be by the show of hands,
or on the motion of any person who is entitled to vote that
such a vote be taken by a secret ballot, the result of such
a ballot to be determined by the Secretary and or such members
or persons present as may be appointed as scrutineers.
c)
Any member of the Management Committee or any Sub Committee
who fails to attend 3 consecutive meetings without been granted
a leave of absence will be deemed to have vacated their office
and shall be replaced.
15.0 ELIGIBILITY OF ATTENDANCE AND VOTING
a) Any person is eligible to attend any Annual General Meeting,
General Meeting or Special General Meeting of the Club as a
non-voting observer.
b)
Those eligible to vote at an Annual General Meeting or Special
General Meeting of the Club are those members of the Club as
defined under rule 7, being present at the meeting.
c)
Only a members of the Management Committee shall be entitled
to vote at General Meetings, each member shall have only one
vote.
16.0 QUORUM
The
quorum of the meetings for the Club shall be as follows:
1
At Annual General Meetings and Special General Meetings a quorum
shall equal 10 current financial members at the time being registered
members of the Club, being present.
2
At Management Committee Meetings a quorum shall be six Committee
Members being present.
3
At any other meeting, sub committee meeting the quorum shall
be that designated by the club upon appointing such a committee
or sub committee.
In the event of there not being a quorum within 45 minutes,
of the time set for such a meeting, the meeting shall stand
adjourned for 7 days.
Should
there be no quorum at the subsequent meeting, those members
present shall constitute a quorum and shall transact business
for which the meeting was convened.
17.0
FINANCE AND ANNUAL RETURNS
The financial year of the Club shall commence on the first day
of October to the last day of September.
The
duties of the Secretary and Treasurer shall include the producing
and forwarding to the Registrar, the Club’s Annual Income
and Expenditure Sheets, Balance Sheets and the number and particulars
of the membership and any other requirements in accordance with
the Act.
The Annual Income and Expenditure Sheets, and Balance Sheets
shall be submitted to each Annual General Meeting.
18.0
REGULATIONS
The
Management Committee are specifically empowered to make regulations
providing for the conduct of the affairs of the Club.
Any
such regulations shall not be inconsistent with these rules
and may be rescinded, altered, added to or otherwise amended.
19.0 ALTERATIONS TO THE RULES
These
rules may be altered, added to rescinded or otherwise amended
by a resolution passed by a majority of those eligible to vote
at an Annual General Meeting or Special Meeting of the Club,
provided that no such alteration, addition or rescission shall
be approved if it affects the non-profit objects in the pecuniary
gain clause or the dissolution clause.
Notice of Motion of such a resolution shall be given by the
Secretary of the Club at least 14 days before an Annual General
Meeting in order that each member may deliberate upon such a
motion and vote his/her decision.
Every
such notice shall set forth the purpose of any proposed alterations,
additions, recessions or amendments, together with any other
information relevant to the purpose as the Secretary sees fit.
Original
copies of every such alteration, addition, recession, or amendment
as passed by resolution shall be sent by the Secretary to the
Registrar of Incorporated Societies in accordance with the regulations
of the Act
20.0
HEALTH AND SAFETY
The Club shall take all practicable steps to ensure a safe and
healthy environment for all members and employees. Members and
employees shall comply with government regulations, fire safety
standards and any additional legal health and safety requirements
that ensure the provision of a safe and healthy environment.
21.0 COMMON SEAL
The Management Committee shall be responsible for the custody
of the Common Seal of the Club.
Whenever
the Common Seal of the Club is required to be affixed to any
deed, document, instrument or writing it shall be done only
by resolution of the Club meeting under the provision of these
rules and must be affixed in the presence of the Chairperson
and or any other member of the Club, together with the Secretary,
who shall attest to the fixing
22.0
PECUNIARY GAIN
No
member shall derive any pecuniary gains from any property or
operations of the Club, except by way of honorarium, voted by
an Annual General Meeting or employment, through conditions
of an Employment Contract.
23.0 DISSOLUTION
In the event the Club is wound up, the recommendation shall
be passed by a 51% majority of financial members eligible to
vote at a Special General Meeting.
The
surplus assets, after payment of all the Club’s liabilities
and expenses, shall be disposed of by transferring all assets
to a Community Based Sports Organisation or Iwi Authority dealing
particularly with Youth at Risk.
24.0
INTERPRETATION
Any question relating to the interpretation of these rules or
by laws, shall be settled by the Club whose decision shall be
final.
In
these rules unless inconsistent with the context
i)
“Act” means the Incorporated Societies Act 1908
ii)
“Registrar” means the Registrar of Incorporated Societies
iii)
“Club” means Horouta Waka Hoe Club
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