CLUB CONSTITUTION
WAIMARIE HUTT VALLEY CROQUET CLUB INCORPORATED RULES
2018
Name
1. The name of the club shall be “Waimarie Hutt Valley Croquet Club Incorporated”
Objects
2. The objects for which the club is established are as follows:
Club colours
3. The club colours shall be jade green and white.
Registered office
4. The registered office of the club shall be at such place as the Executive Committee hereinafter referred to may from time to time determine. Notice of every change of office shall be given to the Registrar of Incorporated Societies by the secretary.
Common seal
5. The Executive Committee hereinafter referred to shall provide a seal to be issued as the Common Seal of the club. The seal shall be placed in the custody of the secretary and shall be used only in conjunction with the president or a vice-president and when authorised by the Executive Committee.
Officers of the Club
6. The officers of the club shall be elected at the Annual General Meeting hereinafter referred to, and shall consist of a President, a Vice-President, an Honorary Secretary, an Honorary Treasurer and a Captain. In addition, there shall be not fewer than five and not more than eight committee members. The officers, the committee members, and the immediate past-president (for the 12 months after ceasing to be President) shall together form the Executive Committee. The members of the Executive Committee (except for the immediate past-president) shall, subject to Rule 21 hereto, hold office until their successors are elected. The Executive Committee shall have control of the whole of the affairs of the club. The elected officers will be those who receive a majority of votes cast by those members at the meeting whether in person or by proxy. At its first meeting, the Executive Committee shall elect from within its members a Vice-Captain.
Election of officers and Executive Committee
7. Candidates for election as officers or members of the Executive Committee shall be nominated in writing and their names together with the names of the members who propose and second them shall be posted or otherwise delivered to the secretary not later than twenty-one (21) days prior to the date of the Annual General Meeting as fixed pursuant to Rule 30, and the names of such candidates shall be notified in the notice of the Annual General Meeting. No member of any other croquet club committee shall be eligible for election while they remain a member thereof. No person shall be eligible to hold the office of president for more than three years in succession.
Membership
8. Candidates for membership shall make and sign an application on the membership form provided for the purpose and shall be considered for election by the Executive Committee. No candidate shall be so considered for election unless the nomination paper shall have been posted on the secretary’s notice board at least fourteen (14) days before the ballot is taken. Members shall be elected by the Executive Committee of the club by ballot only and not by any other method of election and at least seven (7) members of the Executive Committee shall be present at the ballot. Any objections to the proposed membership from any member(s) shall be made in writing to the Executive Committee within those 14 days and the proposed new member shall have the opportunity to respond. The Executive Committee will make a decision after all the evidence has been evaluated. If an active member wishes to be granted leave of absence for an extended period, that member should apply for transfer from the “Active” to the “Social” list of members.
Elected candidates
9. A candidate successful at the ballot forthwith becomes a member and shall be notified by the secretary of their election. Every member shall be bound by and submit to the rules and by-laws of the club.
Life Members
10. On the recommendation of the Executive Committee, at any General or Special Meeting, any member who has rendered signal service to the club may be elected a Life Member. Life Members shall not be liable for payment of subscriptions or calls but shall be eligible to hold office in the club. The number of Life Members shall not exceed three (3) at any one time.
Social Members
11. Any person who has previously been a club member may apply to the Executive Committee for Social Membership and the granting of such membership shall be entirely at the discretion of the Executive Committee. Such member shall pay an annual subscription, the amount of which shall be determined from time to time by resolution passed at an Annual General Meeting. They shall not be obliged to pay any entrance fee or calls. Except that a social member shall be entitled to attend any such social functions arranged by or on behalf of the club, they shall not be entitled to any other benefits or privileges of membership, e.g., they shall not be entitled to vote upon any question affecting the finances of the club, nor shall they be qualified to serve on the Executive Committee or as an officer of the club. In the case of club members who have current membership the granting of social membership shall be taken as implying resignation from the active list. Such social membership shall date from when the social membership subscription is paid.
Associate Members
12. The Executive Committee at its monthly meeting shall have power to elect Associate Members and the granting of such membership shall be at the sole discretion of the Executive Committee. Such associate members shall be subject to the rules and by-laws of the club and:
13. Repealed.
Student Members
14. Any person in full-time study may be granted Student Membership, the subscription for which shall be set from time to time at the Annual General Meeting.
Resignation
15. Any member wishing to retire from the club is required to give notice in writing of such desire to the secretary prior to the date of the next Annual General Meeting, and unless such notice is given such member shall be liable for the ensuing year’s subscription, unless the Executive Committee is of the opinion in the circumstances of any particular case that payment of such subscription should not be enforced. Any member resigning from the club must return their door key to the secretary, when a refund will be made for same.
Misconduct, etc, of members
16. The Executive Committee shall have the power to expel or suspend any member whose conduct is considered by the Executive Committee to endanger the character, good name, order or welfare of the club, provided such member shall first have had notice of the proposed expulsion or suspension and the reason therefor and shall have been given an opportunity to appear before the Executive Committee and answer the complaint. Any expelled member shall cease thenceforth to belong to the club or to have any claim on its property but without prejudice to such member’s liability for any subscription, call or other liability of such member to the club existing prior to expulsion.
Subscriptions
17. The annual subscription shall be due on the fourteenth (14th) day of June in each and every year and shall be such sum as shall be decided upon at every Annual General meeting.
Unpaid subscriptions
18. If any member fails, refuses or neglects to pay their subscription without specific authority from the Executive Committee before the first day in October in each financial year or any call for one calendar month after it first became due, the Executive Committee shall have power to place the names of the defaulting members on the notice board and to remove their names from the list of members and from any competitions in which they may be engaged, except where in the opinion of the Executive Committee extenuating circumstances prevail. No member whose subscription is unpaid shall be entitled to vote or exercise other privileges of membership, but shall not thereby be released from their pecuniary obligations to the club.
Visitors
19.
Alteration of rules
20.
Meetings of the Executive Committee
21. Meetings of the Executive Committee shall be held monthly on such convenient date as may be fixed by the Executive Committee, or on the requisition in writing of not less than three members thereof by notice from the Secretary to each member.
Sub-committees
22. The Executive Committee shall have power to appoint sub-committees (with power to add to their numbers) as it may deem expedient. The Executive Committee shall have power to include in any such sub-committee any members of the club other than Associate or Social Members notwithstanding that they are not members of the Executive Committee. The President and Secretary shall be ex officio members of all sub-committees except the Match Committee. The Match Committee shall consist of the Captain (chair), the Vice-Captain, and one other selected by the Executive Committee.
Vacancy in Executive Committee
23. In the event of any member of the Executive Committee resigning during their term of office, or failing without reasonable excuse to attend four consecutive meetings of the Executive Committee, or their expulsion under Rule 16 hereof, they shall be deemed to have vacated their office and the Executive Committee shall proceed to fill the vacancy so caused, but the Executive Committee affected by such vacancy shall continue to act notwithstanding such vacancy.
Powers of Executive Committee
24. The management and control of the business and affairs and the carrying out of the objects for which the club is established shall be vested in the Executive Committee who in addition to the powers and authorities by these rules and “The Incorporated Societies Act, 1908” and all amendments thereof and statutory enactments in substitution thereof for the time being in force and all regulations thereunder or otherwise expressly conferred upon them may exercise all such powers and do all such acts and things as may be exercised or done by the club and are not hereby or by statute expressed directly or required to be exercised or done by the club in General Meeting. By way of illustration and not of limitation the Executive Committee shall have the power to decide all disputes between members or between the club and any member or members as to the interpretation of these rules or the rules of the game of croquet or otherwise in connection with the objects and affairs of the club, in which event the decision of the Executive Committee shall be final and binding upon any such member.
Proceedings at Executive Meetings
25. The Executive Committee may meet together for the despatch of business, adjourn or otherwise regulate their meetings and proceedings as they may think fit and may determine the quorum necessary for the transaction of business. Unless otherwise determined, six (6) members shall be a quorum.
26. Questions arising at any meeting of the Executive Committee shall be determined by a majority of votes and in the case of an equality of votes the Chair shall have a second or casting vote. Rule 39 (a), (b), (c), (d) hereof shall apply to votes by members of the Executive Committee.
27. A resolution, supported in written format, or by electronic communication which can be printed out for a record, by all members of the Executive Committee shall be as valid and effectual as if it had been passed at a meeting of the members of the said Executive Committee duly called and constituted.
28. A meeting of the members of the Executive Committee for the time being at which a quorum is present shall be competent to exercise all or any of the authority’s powers and discretions by or under these rules for the time being vested in or exercisable by the Executive Committee.
Chair of meetings
29. At every Annual General Meeting or Special General Meeting of the club and meeting of the Executive or other committee (other than the Match Committee) the president shall preside or in their absence the vice-president, and in the absence of the president and vice-president the meeting shall elect a chair to preside. The method of voting, excepting where expressly stated in these rules to be otherwise, shall be by show of hands.
Annual General Meeting
30. The Annual General Meeting shall be held in May in each and every year to receive the report of the outgoing Executive Committee and the treasurer’s statement of accounts duly audited for that year ending thirty-first (31st) of March and to elect the officers in accordance with Rule Six (6) hereof and to consider any other business affecting the welfare of the club. Not less than seven (7) clear days’ notice of the time and place of the Annual General Meeting shall be given by written advice to every member.
Special General Meeting
31. A Special General Meeting for the transaction of any special business may be called by direction of the president or on the requisition of any seven (7) members of the club in writing. Not less than seven (7) clear days’ notice of such meeting shall be given by written advice to every member – notifying the business to be transacted.
Quorum of meeting
32. The quorum of General or Special General Meetings shall be twenty percent (20%) of the current membership.
Proceedings at meetings
33. If within a quarter of an hour from the time appointed for any meeting a quorum is not present, the meeting if convened under Rule 31 shall be dissolved. In any other case it shall stand adjourned to the same day in the next week at the same place and time, and if at such adjourned meeting a quorum be not present those members who are present shall be a quorum and may transact the business for which the meeting was called.
34. In the case of equality of votes, the Chair shall have a casting vote in addition to the vote to which they may be entitled as a member.
35. At any General meeting or Special General Meeting, unless a poll is demanded by the chair, or by at least seven (7) members personally present or by proxy, a declaration by the chair that a resolution has been carried, or been carried by a particular majority, or lost, or not carried by a particular majority, and an entry to that effect in the book of proceedings of the club shall be conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against such resolution.
36. If a poll be demanded, it shall be taken in such manner and at such time as the chair may direct, and either at once or after an interval or adjournment or otherwise and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded. The demand of a poll may be withdrawn.
37. The chair of a General Meeting or Special General Meeting may, with the consent of the meeting, adjourn the same from time to time and from place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
38. The demand of a poll shall not prevent the continuance of a meeting for transaction of any business other than the question on which a poll has been demanded.
Votes of Members
39. Votes may be given either personally or by proxy
Duties of Secretary
40. The Secretary, or their deputy, shall attend all meetings of the club, take minutes of all proceedings, conduct all correspondence, carry out all the usual functions of that office, and keep a register of the names and addresses of all members.
Duties of Treasurer
41. The treasurer shall collect and account for all subscriptions and funds and disburse the moneys of the club under the authority of the Executive Committee. He/she shall either pay, or arrange for accepted and secure banking arrangements for all moneys, cheques, and negotiable instruments to be received into such bank account as the Executive Committee may direct in the name of the club.
All accounts shall be paid either by cheque, (with all cheques and negotiable instruments signed by any two of the treasurer, secretary, and president) or, by accepted and secure banking procedures which are approved by the Executive Committee of the club.
In case the offices of the treasurer and secretary are held by one person, cheques and negotiable instruments shall be countersigned by the president or a member of the Executive Committee appointed for that purpose.
Auditor and Solicitor
42. An Auditor and a Solicitor who shall not be a member of any committee shall be elected at the Annual General Meeting.
Insufficient revenue
43. If the revenue of the club for any year be insufficient to meet the expenditure for that year, the Executive Committee may by resolution passed at a meeting of the said Committee convened for that purpose make a call or calls upon members to meet such deficiency, provided that such calls may not in any year exceed one-quarter of the annual subscription, as fixed at the previous Annual General Meeting. Notice of the making of such call shall be given to every member by the secretary in writing. Such call shall be deemed to be due and payable on and from the date of the resolution passed by the Executive Committee.
Borrowing powers
44. Upon the resolution of an Annual General Meeting or a Special General Meeting, the Executive Committee may raise or borrow such sum or sums of money as may be required, with or without security therefor, and may secure the payment of such sums by mortgages or sub-mortgages of any property real or personal belonging to the club or by bonds, debentures, or other securities or by bills of exchange, promissory notes, or other negotiable instruments and such mortgages or other securities may contain such covenants, powers, conditions, agreements, and obligations as the Executive Committee may think fit.
Investment of club funds
45. The Executive Committee may from time to time invest such moneys of the club as are not immediately required by the club in any investments for the time being authorised by law as investments for trust funds and may change any such investment for others of a like nature.
By-laws
46. The Executive Committee shall have power to make such by-laws as it may deem expedient (not being repugnant to the provisions of “The Incorporated Societies Act 1908” or any amendment thereof or any statutory enactment in substitution therefor for the time being in force or any regulations made thereunder of these rules) for the more effectual carrying out of the objects of these rules and by way of illustration and not of limitation may regulate and control:
47. No member shall receive or obtain any pecuniary gain (except as a salaried officer) from the property or operations of the club. This section shall not apply to the salary or honorarium of the secretary, treasurer, or captain of the club, or to prizes offered in tournaments or competitions.
Dissolution
48.
The above Rules were adopted at the Annual General Meeting of the Club held at Lower Hutt this 5th day of May 2018
David Beerworth, Secretary
Joy Turner, Treasurer
John McInnes, President
1. The name of the club shall be “Waimarie Hutt Valley Croquet Club Incorporated”
Objects
2. The objects for which the club is established are as follows:
- a) To encourage and promote the playing of the game of croquet, and to cultivate goodwill among the members of the club.
- b) To purchase, take on lease, or otherwise acquire land and premises for the furtherance of the forgoing objects and to provide on such land or elsewhere in a convenient situation a clubhouse for the use and benefit of the members of the club and their friends.
- c) To erect and maintain and alter any buildings and erections that may be required for the purpose of or can be conveniently used in connection with the club.
- d) To buy, hire or otherwise acquire items required for, or which may be of use at or in connection with, the club or its property.
- e) To maintain, improve, repair, or replace the property of the club wherever necessary or expedient.
- f) To manage, cultivate, let, sell, exchange or otherwise deal with the property of the club in such manner and upon such terms as the club shall deem expedient and proper.
- g) To provide prizes, trophies, challenge cups, and shields to be competed for by members of the club and other persons invited or permitted to take part in any games or sports arranged by the club either alone or with any other club or association.
- h) To do all such other lawful things as are incidental to or conducive to the attainment of the above objects.
Club colours
3. The club colours shall be jade green and white.
Registered office
4. The registered office of the club shall be at such place as the Executive Committee hereinafter referred to may from time to time determine. Notice of every change of office shall be given to the Registrar of Incorporated Societies by the secretary.
Common seal
5. The Executive Committee hereinafter referred to shall provide a seal to be issued as the Common Seal of the club. The seal shall be placed in the custody of the secretary and shall be used only in conjunction with the president or a vice-president and when authorised by the Executive Committee.
Officers of the Club
6. The officers of the club shall be elected at the Annual General Meeting hereinafter referred to, and shall consist of a President, a Vice-President, an Honorary Secretary, an Honorary Treasurer and a Captain. In addition, there shall be not fewer than five and not more than eight committee members. The officers, the committee members, and the immediate past-president (for the 12 months after ceasing to be President) shall together form the Executive Committee. The members of the Executive Committee (except for the immediate past-president) shall, subject to Rule 21 hereto, hold office until their successors are elected. The Executive Committee shall have control of the whole of the affairs of the club. The elected officers will be those who receive a majority of votes cast by those members at the meeting whether in person or by proxy. At its first meeting, the Executive Committee shall elect from within its members a Vice-Captain.
Election of officers and Executive Committee
7. Candidates for election as officers or members of the Executive Committee shall be nominated in writing and their names together with the names of the members who propose and second them shall be posted or otherwise delivered to the secretary not later than twenty-one (21) days prior to the date of the Annual General Meeting as fixed pursuant to Rule 30, and the names of such candidates shall be notified in the notice of the Annual General Meeting. No member of any other croquet club committee shall be eligible for election while they remain a member thereof. No person shall be eligible to hold the office of president for more than three years in succession.
Membership
8. Candidates for membership shall make and sign an application on the membership form provided for the purpose and shall be considered for election by the Executive Committee. No candidate shall be so considered for election unless the nomination paper shall have been posted on the secretary’s notice board at least fourteen (14) days before the ballot is taken. Members shall be elected by the Executive Committee of the club by ballot only and not by any other method of election and at least seven (7) members of the Executive Committee shall be present at the ballot. Any objections to the proposed membership from any member(s) shall be made in writing to the Executive Committee within those 14 days and the proposed new member shall have the opportunity to respond. The Executive Committee will make a decision after all the evidence has been evaluated. If an active member wishes to be granted leave of absence for an extended period, that member should apply for transfer from the “Active” to the “Social” list of members.
Elected candidates
9. A candidate successful at the ballot forthwith becomes a member and shall be notified by the secretary of their election. Every member shall be bound by and submit to the rules and by-laws of the club.
Life Members
10. On the recommendation of the Executive Committee, at any General or Special Meeting, any member who has rendered signal service to the club may be elected a Life Member. Life Members shall not be liable for payment of subscriptions or calls but shall be eligible to hold office in the club. The number of Life Members shall not exceed three (3) at any one time.
Social Members
11. Any person who has previously been a club member may apply to the Executive Committee for Social Membership and the granting of such membership shall be entirely at the discretion of the Executive Committee. Such member shall pay an annual subscription, the amount of which shall be determined from time to time by resolution passed at an Annual General Meeting. They shall not be obliged to pay any entrance fee or calls. Except that a social member shall be entitled to attend any such social functions arranged by or on behalf of the club, they shall not be entitled to any other benefits or privileges of membership, e.g., they shall not be entitled to vote upon any question affecting the finances of the club, nor shall they be qualified to serve on the Executive Committee or as an officer of the club. In the case of club members who have current membership the granting of social membership shall be taken as implying resignation from the active list. Such social membership shall date from when the social membership subscription is paid.
Associate Members
12. The Executive Committee at its monthly meeting shall have power to elect Associate Members and the granting of such membership shall be at the sole discretion of the Executive Committee. Such associate members shall be subject to the rules and by-laws of the club and:
- a) must be financial members of another croquet club affiliated to the New Zealand Croquet Council;
- b) may not vote at any annual general meeting or any special general meeting of the club;
- c) may be allowed to play when lawns are available;
- d) may enter club competitions but shall not represent the club in any interclub competitions.
- e) may attend coaching sessions and other instructional events organised by the club;
- f) may attend social functions of the club.
13. Repealed.
Student Members
14. Any person in full-time study may be granted Student Membership, the subscription for which shall be set from time to time at the Annual General Meeting.
Resignation
15. Any member wishing to retire from the club is required to give notice in writing of such desire to the secretary prior to the date of the next Annual General Meeting, and unless such notice is given such member shall be liable for the ensuing year’s subscription, unless the Executive Committee is of the opinion in the circumstances of any particular case that payment of such subscription should not be enforced. Any member resigning from the club must return their door key to the secretary, when a refund will be made for same.
Misconduct, etc, of members
16. The Executive Committee shall have the power to expel or suspend any member whose conduct is considered by the Executive Committee to endanger the character, good name, order or welfare of the club, provided such member shall first have had notice of the proposed expulsion or suspension and the reason therefor and shall have been given an opportunity to appear before the Executive Committee and answer the complaint. Any expelled member shall cease thenceforth to belong to the club or to have any claim on its property but without prejudice to such member’s liability for any subscription, call or other liability of such member to the club existing prior to expulsion.
Subscriptions
17. The annual subscription shall be due on the fourteenth (14th) day of June in each and every year and shall be such sum as shall be decided upon at every Annual General meeting.
Unpaid subscriptions
18. If any member fails, refuses or neglects to pay their subscription without specific authority from the Executive Committee before the first day in October in each financial year or any call for one calendar month after it first became due, the Executive Committee shall have power to place the names of the defaulting members on the notice board and to remove their names from the list of members and from any competitions in which they may be engaged, except where in the opinion of the Executive Committee extenuating circumstances prevail. No member whose subscription is unpaid shall be entitled to vote or exercise other privileges of membership, but shall not thereby be released from their pecuniary obligations to the club.
Visitors
19.
- a) All visitors using the lawns and equipment of the club shall pay a green fee, the amount to be specified by the Executive Committee, unless permission to waive the fee has been granted by the president, secretary, or captain.
- b) Visitors must be the responsibility of a member of the club and this member shall ensure that the green fee is paid and that the visitor’s name is entered in a book kept for the purpose.
- c) Visitors shall not be permitted to play when members are waiting to use the lawns, nor be entitled to play in any match or competition among the members of the club.
- d) The Executive Committee may at its discretion suspend the above rules when it desires to extend the privileges of the club.
Alteration of rules
20.
- a) No alteration or amendment of these rules shall be made at an Annual General Meeting or at a Special General Meeting specially called for the purpose nor in any case unless at least seven (7) clear days notice shall be given by advertisement in a newspaper circulating in the district or by circular to every member notifying the proposed alteration or amendment to be submitted to such meeting.
- b) No addition to or alteration or recession of the rules shall be approved if it affects the non-profit aims/object, personal pecuniary benefit or the dissolution rule.
Meetings of the Executive Committee
21. Meetings of the Executive Committee shall be held monthly on such convenient date as may be fixed by the Executive Committee, or on the requisition in writing of not less than three members thereof by notice from the Secretary to each member.
Sub-committees
22. The Executive Committee shall have power to appoint sub-committees (with power to add to their numbers) as it may deem expedient. The Executive Committee shall have power to include in any such sub-committee any members of the club other than Associate or Social Members notwithstanding that they are not members of the Executive Committee. The President and Secretary shall be ex officio members of all sub-committees except the Match Committee. The Match Committee shall consist of the Captain (chair), the Vice-Captain, and one other selected by the Executive Committee.
Vacancy in Executive Committee
23. In the event of any member of the Executive Committee resigning during their term of office, or failing without reasonable excuse to attend four consecutive meetings of the Executive Committee, or their expulsion under Rule 16 hereof, they shall be deemed to have vacated their office and the Executive Committee shall proceed to fill the vacancy so caused, but the Executive Committee affected by such vacancy shall continue to act notwithstanding such vacancy.
Powers of Executive Committee
24. The management and control of the business and affairs and the carrying out of the objects for which the club is established shall be vested in the Executive Committee who in addition to the powers and authorities by these rules and “The Incorporated Societies Act, 1908” and all amendments thereof and statutory enactments in substitution thereof for the time being in force and all regulations thereunder or otherwise expressly conferred upon them may exercise all such powers and do all such acts and things as may be exercised or done by the club and are not hereby or by statute expressed directly or required to be exercised or done by the club in General Meeting. By way of illustration and not of limitation the Executive Committee shall have the power to decide all disputes between members or between the club and any member or members as to the interpretation of these rules or the rules of the game of croquet or otherwise in connection with the objects and affairs of the club, in which event the decision of the Executive Committee shall be final and binding upon any such member.
Proceedings at Executive Meetings
25. The Executive Committee may meet together for the despatch of business, adjourn or otherwise regulate their meetings and proceedings as they may think fit and may determine the quorum necessary for the transaction of business. Unless otherwise determined, six (6) members shall be a quorum.
26. Questions arising at any meeting of the Executive Committee shall be determined by a majority of votes and in the case of an equality of votes the Chair shall have a second or casting vote. Rule 39 (a), (b), (c), (d) hereof shall apply to votes by members of the Executive Committee.
27. A resolution, supported in written format, or by electronic communication which can be printed out for a record, by all members of the Executive Committee shall be as valid and effectual as if it had been passed at a meeting of the members of the said Executive Committee duly called and constituted.
28. A meeting of the members of the Executive Committee for the time being at which a quorum is present shall be competent to exercise all or any of the authority’s powers and discretions by or under these rules for the time being vested in or exercisable by the Executive Committee.
Chair of meetings
29. At every Annual General Meeting or Special General Meeting of the club and meeting of the Executive or other committee (other than the Match Committee) the president shall preside or in their absence the vice-president, and in the absence of the president and vice-president the meeting shall elect a chair to preside. The method of voting, excepting where expressly stated in these rules to be otherwise, shall be by show of hands.
Annual General Meeting
30. The Annual General Meeting shall be held in May in each and every year to receive the report of the outgoing Executive Committee and the treasurer’s statement of accounts duly audited for that year ending thirty-first (31st) of March and to elect the officers in accordance with Rule Six (6) hereof and to consider any other business affecting the welfare of the club. Not less than seven (7) clear days’ notice of the time and place of the Annual General Meeting shall be given by written advice to every member.
Special General Meeting
31. A Special General Meeting for the transaction of any special business may be called by direction of the president or on the requisition of any seven (7) members of the club in writing. Not less than seven (7) clear days’ notice of such meeting shall be given by written advice to every member – notifying the business to be transacted.
Quorum of meeting
32. The quorum of General or Special General Meetings shall be twenty percent (20%) of the current membership.
Proceedings at meetings
33. If within a quarter of an hour from the time appointed for any meeting a quorum is not present, the meeting if convened under Rule 31 shall be dissolved. In any other case it shall stand adjourned to the same day in the next week at the same place and time, and if at such adjourned meeting a quorum be not present those members who are present shall be a quorum and may transact the business for which the meeting was called.
34. In the case of equality of votes, the Chair shall have a casting vote in addition to the vote to which they may be entitled as a member.
35. At any General meeting or Special General Meeting, unless a poll is demanded by the chair, or by at least seven (7) members personally present or by proxy, a declaration by the chair that a resolution has been carried, or been carried by a particular majority, or lost, or not carried by a particular majority, and an entry to that effect in the book of proceedings of the club shall be conclusive evidence of the fact without proof of the number or proportion of the votes recorded in favour of or against such resolution.
36. If a poll be demanded, it shall be taken in such manner and at such time as the chair may direct, and either at once or after an interval or adjournment or otherwise and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded. The demand of a poll may be withdrawn.
37. The chair of a General Meeting or Special General Meeting may, with the consent of the meeting, adjourn the same from time to time and from place to place, but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
38. The demand of a poll shall not prevent the continuance of a meeting for transaction of any business other than the question on which a poll has been demanded.
Votes of Members
39. Votes may be given either personally or by proxy
- a) The instrument appointing a proxy shall be in writing under the hand of the appointee or their attorney. No person shall be appointed who is not a member of the club.
- b) The instrument appointing a proxy and the power of attorney (if any) under which it is signed shall be in the hands of the secretary before the time for holding the meeting or adjourned meeting, as the case may be, at which the person named in such instrument proposes to vote.
- c) A proxy may be appointed generally or for a specified period or specified meeting, and every instrument of proxy shall, as far as the circumstances admit, be in the form of or to the effect following: I, of , being a member of the Waimarie Hutt Valley Croquet Club (Incorporated) hereby appoint of , or failing them, of , as my proxy to vote for me and on my behalf at the Annual or Special (as the case may be) General Meeting of the club to be held on the day of and at any adjournment thereof. As witness my hand this day of 20 .
- d) No member whose subscription is unpaid by the due date shall be entitled to be present or to vote on any question, either personally or by proxy or as proxy for another person.
Duties of Secretary
40. The Secretary, or their deputy, shall attend all meetings of the club, take minutes of all proceedings, conduct all correspondence, carry out all the usual functions of that office, and keep a register of the names and addresses of all members.
Duties of Treasurer
41. The treasurer shall collect and account for all subscriptions and funds and disburse the moneys of the club under the authority of the Executive Committee. He/she shall either pay, or arrange for accepted and secure banking arrangements for all moneys, cheques, and negotiable instruments to be received into such bank account as the Executive Committee may direct in the name of the club.
All accounts shall be paid either by cheque, (with all cheques and negotiable instruments signed by any two of the treasurer, secretary, and president) or, by accepted and secure banking procedures which are approved by the Executive Committee of the club.
In case the offices of the treasurer and secretary are held by one person, cheques and negotiable instruments shall be countersigned by the president or a member of the Executive Committee appointed for that purpose.
Auditor and Solicitor
42. An Auditor and a Solicitor who shall not be a member of any committee shall be elected at the Annual General Meeting.
Insufficient revenue
43. If the revenue of the club for any year be insufficient to meet the expenditure for that year, the Executive Committee may by resolution passed at a meeting of the said Committee convened for that purpose make a call or calls upon members to meet such deficiency, provided that such calls may not in any year exceed one-quarter of the annual subscription, as fixed at the previous Annual General Meeting. Notice of the making of such call shall be given to every member by the secretary in writing. Such call shall be deemed to be due and payable on and from the date of the resolution passed by the Executive Committee.
Borrowing powers
44. Upon the resolution of an Annual General Meeting or a Special General Meeting, the Executive Committee may raise or borrow such sum or sums of money as may be required, with or without security therefor, and may secure the payment of such sums by mortgages or sub-mortgages of any property real or personal belonging to the club or by bonds, debentures, or other securities or by bills of exchange, promissory notes, or other negotiable instruments and such mortgages or other securities may contain such covenants, powers, conditions, agreements, and obligations as the Executive Committee may think fit.
Investment of club funds
45. The Executive Committee may from time to time invest such moneys of the club as are not immediately required by the club in any investments for the time being authorised by law as investments for trust funds and may change any such investment for others of a like nature.
By-laws
46. The Executive Committee shall have power to make such by-laws as it may deem expedient (not being repugnant to the provisions of “The Incorporated Societies Act 1908” or any amendment thereof or any statutory enactment in substitution therefor for the time being in force or any regulations made thereunder of these rules) for the more effectual carrying out of the objects of these rules and by way of illustration and not of limitation may regulate and control:
- a) the hours and manner of play;
- b) the times for introduction of members;
- c) the use of lawns; the coaching of members.
47. No member shall receive or obtain any pecuniary gain (except as a salaried officer) from the property or operations of the club. This section shall not apply to the salary or honorarium of the secretary, treasurer, or captain of the club, or to prizes offered in tournaments or competitions.
Dissolution
48.
- a) The club shall be wound up in accordance with the Incorporated Societies Act 1908 should the members so wish. The disposal of the assets of the club will be decided by the members at the time.
- b) If upon winding up or dissolution of the organisation, there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the organisation but shall be given or transferred to some other organisation, or body having objects similar to the objects of this organisation, or to some other charitable organisation or purpose within New Zealand.
The above Rules were adopted at the Annual General Meeting of the Club held at Lower Hutt this 5th day of May 2018
David Beerworth, Secretary
Joy Turner, Treasurer
John McInnes, President