Shotover Four Wheel Drive Club (Inc)
Constitution and Rules
Postal Address: P.O. Box 1503 Wakatipu
Registered Office: 4 Veint Crescent, Queenstown
- The name of the club is: SHOTOVER FOUR WHEEL DRIVE CLUB (INCORPORATED
The objects for which the Club is established are;
- To engage in,develop,or encourage the sport of off road recreation and four wheel drive activities in New Zealand.
- To build, establish,or maintain clubhouses,huts, shelters and grounds or other facilities related to the said sports,and to provide other facilities for the above sports,or to assist in doing so.
- To affiliate, to become a member of, or enter into any other relation (whether involving pecuniary obligation or not) with any association or body having the National or District control of any of the sports aforesaid.
- To co-operate with any New Zealand Govemment Department,or any other department, firm, body, or person connected with any association or body having the National or District control of any of the sports aforesaid.
- To donate monies to any Association, body, or person,any of whose activities may be beneficial to the Club, or to any fund created for the promotion of any of the said sports, or for any purpose of special interest to the Club.
- To promote social activities and good fellowship amongst the members, or between the members and others,and to provide entertainment for members.
- To acquire by purchase, lease, hire, gift, or otherwise and to sell or otherwise dispose of, lease, let, land, mortgage, charge,or otherwisedeal with any real or personal property for, or in connection with any of the aforesaid objects.
- To engage and employ such staff and other assistance, and to vote monies therefore, and to purchase or hire such equipment as may be necessary for the purpose of carrying out these objects.
- To raise money in any manner for any such objects.
- To secure the payment of monies owing, or to become owing by the Club or the performance of any of its obligations by way of mortgage, instrument by way of security, debenture,or pledge or in any other manner whatsoever upon all or any of its property present or future.
- To protect native flora and fauna and the natural features of scenery of the country and the encouragement of either in such matters.
- To form and maintain a library of literature connected with the objects of the Club and the publication and issue of a Club magazine.
- The Club shall consist of Life, Honorary, and Ordinary members. Ordinary members shall be either senior or junior according to age being deemed senior members if aged 18years or over on the lst day of January of the year in which their status is in question. Junior members shall not be eligible for any position on the Committee or to nominate anyone for membership and shall have no voting power. There shall be no restriction on the number of Life Members. The number of ordinary members shall be limited to such numbers as shall be determined from time to time by the Committee and approved by the Club at a General Meeting.
- On the recommendation of the committee any person who has rendered special service to the Club or to the furtherance of its objects may be elected a Life Member at any General Meeting of the Club and shall thereafter be entitled to all the privileges of membership without the annual subscription or entrance fee (if any) or activity fees. A two-thirds majority of those present and voting shall be necessary of such election.
- The committee shall have power by their unanimous vote of those present and voting, to elect Honorary members who shall pay neither entrance fee nor subscription. They shall be entitled to all the privileges of membership except that they shall not vote upon any question affecting the finances of the Club and shall not qualify to serveupon the Committee.
- The Club must also consist of any number of Ordinary Members. These members are those who have paid the annual membership fee and completed the annual membership form. Once this has been completed, the Committee shall inform said member, in writing, confirming Ordinary Membership status and shall thereafter be entitled to all the privileges of membership.
CESSATION OF MEMBERSHIP
- Any member may resign with notice in writing to the Committee but shall pay all subscriptions falling due before such notice.
- The committee may strike off the membership roll any member whose subscription is in arrears for two months from date of notice of amount due but that member shall be liable to pay all subscriptionsthat have fallen due prior to his removal.
- The Committee may, by a resolution passed by two-thirds of thosepresent, expel from membership or suspend from any privileges of membership,any member wilfully disobeying any of these rules or and by- law regulation or decision lawfully made by the Committee or the Club in General Meeting, or guilty of any conduct rendering him in the Committees opinion unfit to be a member of the Club: Provided that expelling such member the Committee shall call upon him for any explanationof his conduct and shall bear what he may wish to urge in his defence.The decision of the Committee therein shall be final.
- The Club Captain and/or any other person appointed by the Committee shall have the power to suspend any member not being a Life member, or member of the Committee from the enjoyment of any or all of the privileges of membership until the next meeting of the Committee, or for the period of not more than one month whichever is the lesser period.
OFFICERS COMPOSITION AND ELECTION OF COMMITTEE
- The Club shall have the following officers: A President and a Captain both of whom shall be members, a Secretary, Treasurer, Editor, who need not be members, and such officers shall rank for seniority in that order, but these officers shall not be Committee members of any other Four Wheel Drive Club. The same person may hold the Offices of Secretary and Treasurer. The Committee of the Club shall consist of the Officers and not more than five Committee persons; none of these members shall be on the committee of any other Four Wheel Drive Club. Eight of these shall be elected as herein after provided and the immediate past President who shall be a committee member in office for a period not exceeding 12 months from the date he ceased to be President and the immediate past President is elected an officer then a total of nine Committee persons will be elected.
- The Club Captain shall be responsible for the administration, as the Committee shall direct of any lodge, hut or property,which the Club may own or have any legal interest in.
- The Officers and Committee persons shall remainin the office from the conclusion of the Annual General Meeting at which they are elected to the conclusion of the next Annual General Meeting, and shall be eligible for re-election
- EVERY two members and such members who nominate a Candidate in writing, signed by the nominee, shall be in the hands of the Secretary not less than seven clear days prior to the date of the Annual General Meeting.
- If the candidate nominated and eligible to fill the respective offices equal the number required they shall be deemed to have been duly elected at the meeting. If there is more nominees than there are vacancies an election shall be conducted by ballot at the meeting unless ten of the members resolve by a show of hands that such ballot shall be postal ballot taken from all members. If there are fewer nominees than them are vacancies the nominees shall be deemed to have been elected at the meeting and the vacanciesshall be filled at the meeting and if an election is necessary by ballot as aforesaid,a member shall votefor the same number of candidates as there are vacancies.
- In the event of a vacancy occurring among the officers or committee persons during any year the committee may fill the vacancy provided always that the appointees shall retire at the next Annual General Meeting but shall be eligible for re-election.
- Any member of the Committee except an officer member and any member of a sub-committee failing to attend three consecutive meetings shall cease to be a member thereof unless such member shall have been granted leave of absence.
- The Club shall at the Annual General Meeting appoint an Auditor.
POWERS OF THE COMMITTEE
- The management and internal policy of the Club shall be vested in the committee which may exercise all rights and powers of the Club not required by statute or these rules to be exercised in General Meeting provided that if not less than one third of the Committee deem any suggestion or proposal to be of special importance or significance that such matter or proposal shall go before a General Meeting of the Club convened for such purpose.
- Subject to Clause 21 hereof the Committee may from time to time make such decisions, by-laws, or regulations in relation to the Club activities, properties, or other matters as it shall from time to time think fit, and may at any time rescind, vary, waive, or suspend any such decision, by-law, or regulation made by the Committee.
- The Committee may set up sub-committees who need not be members of the Committee and may delegate to such sub-committees such powers and authorities as it thinks fit.
- The Committee shall manage of all property of the Club and may invest its funds as it thinks fit and may borrow money on the Club’s behalf and mortgage or otherwise charge all or any of the Club’s as set to secure the same or any of the monies owing by the Club.
- The Committee shall by a two-thirds majority have the power to vote an honorarium to any person whom it shall think fit, provided that such an honorarium shall not exceed $30.00 per person per year and the normal honorarium votes in any year shall not exceed $120.00.
COMMITTEE MEETINGS CONVENING AND PROCEEDINGS
- A meeting of the Committee may be convened at any time by the President, the Secretary,or the Club Captain, and shall be convened by either of such officers within seven days after receipt by him or her of a requisition signed by any four members thereof stating the purpose of the proposed meeting.
- At any meeting the Committee shall constitute a forum. The Senior Officer present at the meeting shall be chairman thereof and if he or she is not prepared to so act the meeting shall elect a Chairman, except as otherwise herein provided all business of the Committee shall be decided by a majority vote.
- Meetings held during the recreation season period, written notice of every meeting of the Committee stating the nature of the business to be dealt with therefore shall be posted or delivered to each member of the Committee not less than 72 hours before the time of the meeting, provided always that in the case of any urgent business the President or the Secretary or any officers at the time being, preside over meetings may summon together such members of Committee not being less than 4 can be convened in the time available for the purposes of such business and rule 2 as to the forum necessary for a meeting of the Committee shall be read subject to this rule.
- During the recreation season period any meeting of the Committee shall be deemed a duly convened meeting
- Held pursuant to a notice verbal, in writting or otherwise given not less than 1 hour beforehand to every such Committee member attending such recreation activity, or
- Attended by not less than three-fourths of such members of the Committee attending the activity including either the Secretary or theSenior Officer present at the gathering of the Club.
GENERAL MEETING. CONVENING AND PROCEEDINGS
- A general meeting of the members of the Club known as the Annual General Meeting shall be held every year at a date and place to be settled by the Committee but not later than 30th April in any year.
- The business of the Annual General Meeting shall be the consideration of the Annual Report and Balance Sheet and the election of officers and committee persons.The appointment of an Auditor and such other businessas shall be specified in the notice of the meeting.
- A Special General Meeting may be called at any time by order of the Committee and shall be called by the Secretary on receipt of a requisition signed by at least 15 members giving particulars of the business to be transacted and shall be called not less than 14 days and not more than 30 days from receipt of the requisition. No business shall be dealt with at a Special General Meeting except that specified in the notice there of.
- Written notice of the date and place of every General Meeting shall be posted by the Secretary to all members not less than 14 days before the meeting, but the accidental omission to notify any member or members shall not invalidate the meeting if this rule has substantially complied with.
- Fifteen members personally present shall be a forum for any General Meeting. If within half an hour of the time appointed for any meeting a quorum is not present it shall stand adjourned to the same day in the next week at the same time and place and if at such adjourned meeting a quorum be not present those members who are present at such adjourned meeting shall form a quorum and may transact the business for which the meeting was called.
- The President shall preside at all General Meetings and in his absence such member, as the meeting shall appoint.
- At all General Meetings every financial member present in person shall be entitled to one vote. Proxies shall be in writing and in a form to the satisfaction of the chairman of the meeting. Subject to rule 17 voting shall be by a show of hands unless 10 members present demand a ballot. A Stuck ballot shall be taken at the same meeting. A postal ballot shall be allowed only for those occasions specifically provided for in these rules.
- The Chairman at any General Meeting or at any Committee shall have a deliberative and a casting vote.
- The Committee may at any time take a postal ballot of the members upon any matter within the jurisdiction of the Committee and the results of such ballots shall bind the Committee.
- The Committee shall determine in what manner any postal ballol authorized by these rules shall be taken.
SUBSCRIPTIONS AND FINANCES
- The Committee may if it thinks fit deal with all decisions relating to the fixing of the subscription, increase thereof or other alterations thereto and payment of any entrance fee, the subscription to event and method of payment thereof the imposing of a levy and all other matters relating to the raising of finance generally, provided that if not less than one third of the Committee deem any significance if such matter or proposal shall go before a General Meeting of the Club convened for such a purpose.
- Subscriptions shall be paid to the Treasurer within 14 days of receipt of a subscription notice and in the case of a new member within 14 days of his election.
- All monies received by the Club unless otherwise specified by the donor in the case of donations,shall be under the control and direction of the committee and shall be applied, as it shall direct. The committee may refuse to accept any donation.
- The bank account or accounts of the club shall be kept int he name of suchSavings Bank,and or such Trading Bank the Committee shall from time to time direct, and shall be operated upon by such persons as it appoints.
- The financial state of the Club shall be available to all members at the Annual General Meeting and the accounts shall he made up to that date.
- The Club books shall be audited immediately on the closing of the financial year and the Committee is empowered to arrange for a special audit at any time should it think fit.
PROPERTY FUND & AND MANAGEMENT
- No land or building owned or in which the Club has a legal interest shall be sold or shall be let or leased for more than 14 days at a time without prior consent of the club in General Meetings .
ALTERATIONS TO RULES
- These rules may be altered, added to, or rescinded,or otherwise amended by a resolution passed by a three-fourths majority of those present at an Annual General Meeting or a Special General Meeting of which fourteen days notice has been given. No addition to, or alteration, or remissions of the rules shall be approved if it affects the pecuniary profit clause or the winding up of.
- In the event of the Club being wound up the surplus assets after payment of the Clubs liabilities and expensesof winding up shall be given to any charity as determined by the members.
- No member or persons associated with member of the organization shall derive any income, benefit, or advantage from the organization where they can materially influence the payment of the income, benefit, or advantage. Except where that income, benefit, or advantage is derived from Professional services to the organization rendered in the course of business charged at no greater rate than current market rates; or (b) Interest on money lent at no greater rate than current market rates,
- The registered office of the Club shall be situated at 6 Mystery Grove, Lake Hayes Estate,Queenstown, or such other place for the time being as shall be decided by the committee. Notice of every change of situation of the registered office shall be duly sent to The Registrar.
- See Club Rules