UNDER THE INCORPORATED SOCIETIES ACT 1908
SOCIETY NUMBER: 873893
THE RULES OF KERIKERI STRIDERS MULTISPORTS CLUB INCORPORATED
1 NAME
Kerikeri Striders Multisports Club Incorporated
2 OBJECTS
(a) To promote athletics, fitness, health and sport throughout Kerikeri and elsewhere at the discretion of the committee.
(b) To raise funds and manage the club’s assets and to promote membership growth and Kerikeri Striders Multisports Club to the benefit of members.
3 UNIFORM
The club uniform and colours shall be formulated by the Committee from time to time and approved by the Committee. Where possible members are encouraged to wear club colours at events.
4 MEMBERSHIP
(a) The membership of the club shall consist of any person who shall apply to become a member and shall be accepted to membership as hereinafter provided.
(b) The classes of membership shall be:
-
Clubroom Individual membership with use of the clubroom facilities
-
Basic Individual or Family membership with non-use of the clubroom facilities
-
Honorary members may also be admitted to membership of the Club to honour their services and sacrifices rendered for the benefit of the Club and shall be admitted to the membership at the invitation of the committee and otherwise in the same manner as herein provided for the admission of new members. Such honorary members shall be entitled to all privileges of ordinary members of the Club.
-
Life members – At any Annual General Meeting (AGM) a life member or members may be elected to honour their special services and sacrifices rendered for the benefit of the Club. Each nominee shall be proposed and seconded by two members and such nomination should be received by the Secretary of the Club at least 14 days before the AGM The election of life members shall be by ballot at which the proposed life member must receive at least 75% majority of the votes cast. Such life members shall be entitled to all privileges of ordinary members of the Club and shall be qualified to hold any office of the Club but shall not be required to pay any membership subscription fee.
(c) Membership shall be terminated if a member’s annual subscription remains unpaid beyond any deadline subscription renewal date determined by the committee from time to time.
5 SUBSCRIPTIONS
(a) Every member shall pay such annual subscription for each class of membership as shall from time to time be fixed by resolution at an Annual or Special General meeting.
(b) Membership shall be terminated if a member’s annual subscription remains unpaid beyond any deadline subscription date determined by the committee.
6 ANNUAL GENERAL MEETING
Notwithstanding any exceptional circumstances that may be prevailing at the time, the Annual General Meeting shall be held not later than three months after the end of the previous financial year, upon the date and at a time and place to be fixed by the President or in his or her default or inability, the Committee, for the following purposes: –
-
To receive from the Committee, a report, balance sheet and statement of accounts for the preceding year.
-
To decide upon any resolution which may be duly submitted to the meeting
7 SPECIAL GENERAL MEETINGS
(a) The President, or in his or her default or inability, the Committee, may at any time for any special purpose call for a Special General Meeting at a date, time and place to be fixed by the President or in his or her default or inability, the Committee.
(b) The President, or in his or her default or inability, the Committee, may at any time for any special purpose call for a Special General Meeting upon the requisition in writing of any ten ordinary members stating the purpose for which the meeting is required at a date, time and place to be fixed by the President or in his or her default or inability, the Committee.
8 NOTICE OF BUSINESS
Seven clear days before a Special General Meeting or fourteen clear days before the Annual General Meeting a notice therefore and of the business to be transacted thereat shall be sent to every member or by an appropriate advertisement in a newspaper circulating in the district and no business other than that of which notice has been given shall be brought forward at such meeting.
9 PROCEDURE OF MEETINGS
(a) A Committee or Special General Meeting shall be held at such times and places as the President shall direct in terms of these Rules for the purposes of transacting the business of the Club and deciding upon such resolutions as shall be duly submitted at the meeting.
(b) Every notice given to the members for the purposes of a Special General Meeting or Annual General Meeting shall be deemed to have been duly delivered if sent to the last known email or postal address and announced by means of a statement on the Club website.
(c) At all Special General Meetings and Annual General Meetings the President, or in his or her absence any other currently elected financial member duly elected as the Chairperson by the members present at the commencement of that meeting, shall take the Chair and every member who is a paid financial member who shall otherwise be entitled to vote shall be entitled on every motion to one vote exercised in person and in the case of an equality of votes the President shall have a casting as well as a deliberate vote. Except as herein expressly provided voting shall be by voices or by show of hands if called for by one person present or by secret ballot if demanded by not less than five persons present. Except as herein expressly provided all motions shall be decided by simple majority of members present voting in person.
(d) At all Special General Meetings and Annual General Meetings 10 members shall constitute a quorum. In the event that there is not a quorum within 20 minutes of the time for which the meeting was convened such meeting shall stand adjourned for one day at the same time and place and should there then be no quorum those members present shall constitute a quorum and transact the business for which the meeting was originally called.
(e) After these Rules come into force the committee may fill any vacancies thereby created and at the AGM every year thereafter the Club shall elect the following officers to be collectively known as the Committee:
i). A President
ii). A Secretary (this position may be combined with that of Treasurer)
iii). A Treasurer
and in addition to those Officers, shall elect
iv). No fewer than 4 nor more than 6 additional committee members
(f) Every candidate for election must be at the time of nomination a current financial member of the Club and shall be nominated by another current financial member of the Club and seconded by yet another current financial member of the Club. If more candidates are nominated than are required to be elected, scrutineers shall be appointed by the meeting and such scrutineers shall be entitled to vote. Every member present and entitled to vote may vote for any number of candidates required to be elected. The candidates who receive the most votes shall be declared elected and in the event of two or more candidates receiving an equal number of votes there shall be a re-election with respect to those candidates only. In the event of two or more candidates receiving an equal number of votes in such re-election the Chairperson shall have a second casting vote and the decision of the Chairperson shall be final.
10 COMMITTEE MEETINGS
(a) The control of the Club shall be vested in the officers and committee members elected at the AGM who shall exclusively constitute the Committee of the Club.
(b) At all committee meetings the President or in his or her absence any other member duly elected as Chairperson by the members present at the commencement of that meeting shall take the Chair.
(c) The Committee shall have the power to appoint a member to fill any casual vacancy in the Committee until the next AGM and any member so appointed shall retire at the next AGM together with the rest of the executive.
(d) At all meetings of the Committee voting shall be by voice or if called for by one member by show of hands. On all questions the Chairperson shall have a deliberate vote and in the case of equality of votes shall have a further casting vote.
(e) The Committee may appoint from members of the Club or otherwise, sub-committees to handle separately the various activities of the Club and the Committee may delegate to any such sub-committee such of its powers subject to such conditions and reporting requirements as it may think fit.
(f) It shall be the duty of the Committee generally to conduct the affairs of the Club, to make such by-laws as it thinks fit for the conduct of the Club and to keep proper books of account and other records of the business of the Club. Meetings of the Committee may be convened at such times and places as the President may determine, or in the case of his or her absence, inability or refusal to act, the Committee shall appoint a chairperson to determine and advise the time and place for the meeting. The quorum for a Committee meeting shall be 5.
(g) Any Officer or member of the Committee may resign office by notice in writing or email to the Secretary and a member of the Committee shall forfeit his or her office by absence without leave specifically given after request by such Officer or member for the reason disclosed to the Committee for three consecutive meetings of the Committee.
(h) The Committee shall be the sole authority for the interpretation of the Rules and the decision of the Committee, upon any question of interpretation or upon any matter affecting the Club and not provided for in the Rules, shall be final and binding on all members.
(i) The Committee shall have the power to suspend or dismiss or terminate the membership of any member for misconduct or conduct unbecoming of a member of the Club or for non-payment of the annual subscription provided that other than for the non-payment of subscriptions, that member has been previously advised in writing of the details of the misconduct complaint and has been given the opportunity to supply a defence in writing or in person at a Committee meeting before the decision is made.
11 ALTERATIONS
(a) These Rules may be altered, added to, rescinded, or otherwise emended by a resolution passed by 3/4ths majority of those present at either an Annual General Meeting or Special General Meeting of which 14 days’ notice has been given providing always that the requisite provisions to the members as outlined in Sections 6 and 7 (a) & (b) have been complied with.
(b) Every such notice shall set forth the purport of the proposed alteration, addition, removal or other amendment that is equitable.
(c) Duplicate copies of every such alteration, addition, removal, or amendment shall forthwith be delivered to the Registrar in accordance with the requirements of the Act.
12 THE COMMON SEAL
(a) The common seal of the Club shall be that adopted by the Committee who shall be responsible for the safe custody and control thereof.
(b) Whenever the Common Seal of the Club is required to be affixed to any deed document or other instrument, the Seal shall be affixed pursuant to a resolution of the Committee of the Club by any two persons of the Committee thereby authorised to affix the Seal and the persons so affixing the Seal shall at the same time sign the document to which the Seal is so affixed.
13 FINANCIAL MATTERS
(a) All monies received by or on behalf of the Club shall forthwith be paid to the credit of the Club in a bank account or accounts as shall from time to time be fixed by the Club or the Committee. All payments made from said account or accounts either via internet banking or cheque shall be authorised and/or signed by any two authorised Committee members. Where possible the necessary authorisation should contain the authorisation from at least one of either the President, the Secretary, and the Treasurer.
(b) Whenever possible, all expenditure incurred or to be incurred by or on behalf of the Club shall be made with the prior consent of the Committee save for discretionary amounts or types of expenditure which the Committee may from time to time grant to any member, members, or sub-committee. However, if prior consent is not possible, a member or members of the Committee may authorise and incur expenditure on behalf of the Club providing that such expenditure is reasonable and necessary for the purposes of the business of the Club. Details of such expenditure shall be submitted at the next Committee meeting for ratification and approval.
(c) The members of the Club and the Officers and Committee and any persons appointed to any sub-committee of the Club shall be indemnified by the Club from and against all losses and expenses incurred by them in or about the discharge of their respective duties except such as happened from their own respective wilful default and no member or Officer or Committee member of the Club shall be liable for the acts or omissions of any other member of the Club or other Officer or Committee member or for joining in any act or receipt or for any act of conformity or for any loss happening to the Club unless the same shall be due to his or her own wilful default.
(d) The Club may from time to time invest and re-invest in a registered bank and otherwise upon such terms as the Committee shall determine the whole part or any part of its funds which shall not be required for the immediate business of the Club.
(e) The financial year of the Club shall be from 1st April until 31st March of the following year.
(f) An overview of the Clubs accounts shall be completed annually by a suitably qualified person nominated by the Committee.
14 WINDING UP
In the event of the Club being wound up, the surplus assets after payment of the Club’s liabilities shall be disposed of to a registered charitable organisation or organisations whose objects meet 2 (a) by a resolution at a Special General Meeting.
15 PECUNIARY BENEFITS
Notwithstanding any other clause in these Rules, no member or person associated with that member, shall in their capacity as a member or associated person be permitted to make any pecuniary gain from the Club. Any amendment to this clause under the alterations provision of clause 11 of these rules may not be made without the prior written approval of the Inland Revenue Department. Notwithstanding the foregoing It is understood and agreed that this rule does not apply to any member who has applied for sponsorship from the club for a specific activity and has completed and met the necessary criteria as specified in the Striders Sponsorship Application Form and has been approved by the committee.
It is hereby agreed that this document reflects the collective decision of the committee.
Moved by : Seconded by :
Name: ………………………………………….. Name………………………………………………
Signature……………………………………. Signature………………………………………………………………….
It is moved that the proposed Rule changes as amended be adopted with effect from 03 / March / 2021.