Havelock Ski Club Constitution
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Contents
1. General
2. Objectives
3. Membership
4. Termination of Membership
5. Officers and Committee
6. Meetings
7. Financial Management
8. Winding up
Schedules
1.GENERAL
Name
1.1.1 The name of the association is ͞The Havelock Ski Club (Incorporated)" hereafter referred to as "the Club".
Definitions
1.2.1 The following definitions shall apply in this document:
Annual General Meeting shall refer to a meeting of the Club in accordance with clause 6.1 below.
Club Facilities shall refer to the Lodge owned by the Club situated in the Iwikau Village and any other Lodge or building subsequently acquired by the Club.
Committee shall refer to the Committee of the Club in accordance with clause 5.1 below.
Committee Meeting shall refer to a meeting of the Committee of the Club in accordance with clause 6.4 below.
Financial Year shall be from 1 January to 31 December in any given year.
Levy shall refer to a levy on the members of the Club in accordance with clause 7.8 below.
Members shall refer to an ordinary, junior, life or honorary member of the Club.
Officers shall refer to a Member elected as an Officer of the Club in accordance with clause 5.4 below.
Parent shall refer to the natural or adopted parent or otherwise the legal guardian of a minor under 18 years.
Special General Meeting shall refer to a meeting of the Club in accordance with clause 6.2 below.
Subscription shall refer to a subscription for membership of the Club in accordance with clause 7.3 below.
References
1.3.1 Unless contrary to the intention of the specific clause:
a. References in this document to the singular form of any word shall include the plural.
b. References in this document to the male form of any word shall include the female.
Seal
1.4.1 The Club shall have a seal inscribed with the words ͞The Common Seal of the Havelock Ski Club (Incorporated)".
1.4.2 The Club's seal shall remain in the custody of the Secretary and shall only be affixed to a document pursuant to a resolution of the Committee and in the presence of two members of the Committee and either the President or Secretary who shall all attest the Sealing.
1.5 Interpretation and cases not provided for
1.5.1 The Committee shall determine:
a. any matters not otherwise specially provided for in this document; or
b. any dispute as to the interpretation of the clauses contained in this document.
1.5.2 The Committee shall be the sole authority in the determination of the issues in clause 1.5.1 and its decision shall be final.
1.6 Notice
1.6.1 Notice of any meeting or as otherwise required in this document may be provided to Members by post.
1.7 Alteration of Constitution
1.7.1 This Constitution shall only be repealed, altered or amended:
a. by resolution of a two‐third majority of votes taken at an Annual General Meeting or Special General Meeting called for the purpose of repealing or altering this Constitution;
b. All recommendations to repeal, alter or amend this constitution shall be provided to the Secretary in writing and setting out the exact form of the change;
c. All recommendations to repeal, alter or amend this constitution shall be moved and seconded by members of the Club and be received by the Secretary no less than four weeks prior to an Annual General Meeting or Special General Meeting;
d. Members of the Club will be provided written notice of the exact form of any recommendation to repeal, alter or amend this constitution no later than three weeks prior to the Annual General Meeting or Special General Meeting
e. No amendments or alterations can be made to a recommendation to change this constitution at an Annual General Meeting or Special General Meeting;
f. If a recommendation to repeal, amend or alter this constitution is carried by an Annual General Meeting or Special General Meeting, the changes shall not be deemed to come into effect until such changes are accepted by the Registrar of Incorporated Societies.
1.7.2 The provisions set out in the Schedules to this Constitution may be repealed, altered or amended by a majority resolution of the Committee.
2. OBJECTIVES
2.1 The Clubs Objectives
2.1.1 The Club's objectives shall be:
a. To engage in, develop or encourage the sports of snow sports, tramping and mountaineering in New Zealand
b. To promote social activities amongst the members or between the members and others and to provide entertainment for members;
c. For the purpose of enabling or facilitating indulgence in the foregoing sports, to build, purchase or otherwise acquire or provide and or to maintain or improve club lodges or houses, huts, storerooms, shelters or other buildings or installations, roads and tracks, skiing grounds, ski jumps, ski tows and other up‐hill transport, skiing equipment or gear and facilities, amenities or services of any kind whatsoever or to join with others in so doing;
d. To affiliate or become a member or enter into any other relationship (whether involving pecuniary obligation or not) with any association or body having the national or district control of any of the sports aforesaid;
e. To co‐operate with Tourism New Zealand, the Department of Conservation, Ruapehu Alpine Lifts Limited or any other government department, firm, body or person interested in or concerned with the provision of accommodation, equipment or facilities for persons taking part in the above sports or concerned with the promotion thereof;
f. To donate monies to any association or body 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;
g. To acquire by purchase, lease, hire, gift or otherwise and to sell or otherwise dispose of, lease, let, lend, mortgage, charge or otherwise deal with any real or personal property for or in connection with any of the aforesaid objects;
h. To contract with, employ or otherwise secure the services of any person or persons for the purpose of carrying out any of these objects;
i. To raise money in any manner for any of such objects;
j. To secure the payment of monies owing or to become owing by the Club or the performance of any of its obligations by mortgage instrument by way of security, debenture or pledge of all or any of its property present or future or in any other manner whatsoever;
k. To enter into any contracts deemed necessary or expedient for any of the purposes aforesaid;
l. To do any other things connected with the aforesaid objects which the members shall from time to time decide upon.
3. MEMBERSHIP
3.1 Classes of Membership
3.1.1 The Club shall have the following classes of Membership:
a. Ordinary;
b. Junior;
c. Life;
d. Honorary.
3.1.2 The Committee shall maintain a list of members for each of the classes of Membership set out in clause 3.1.1 above.
3.2 Nomination of Members
3.2.1 Any person interested in joining the Club may apply for membership. Every applicant must:
a. be nominated by an existing Ordinary, Life or Honorary member;
b. be seconded by an existing Ordinary, Life or Honorary member;
c. submit to the Committee a membership application form signed by:
i. the applicant;
ii. the nominating Member; and
iii. the seconding Member.
3.2.2 Where the applicant is applying for junior membership the parent of the applicant must sign the membership application form.
3.2.3 A membership application form shall be available on request from the Secretary.
3.2.4 A completed membership application form may be submitted to the Committee by posting the application form to the Committee's postal address.
3.3 Admission of Members
3.3.1 Every nomination must be considered by the Committee.
3.3.2 The Committee shall have the sole discretion to accept or decline the application of ordinary and junior members.
3.3.3 The Committee shall accept the nomination of an applicant as a Member only if two thirds of the members of the Committee present and voting on his or her proposal are in favour of his or her election.
3.3.4 The Committee may waive any irregularity in a nomination.
3.4 Rights and Privileges of Members
3.4.1 Every Member has the right to:
a. use the Club Facilities in accordance with the Rules of the Club;
b. attend any Annual or Special General Meeting of the Club; c. vote at any Annual or Special General Meeting of the Club in accordance with section 6 of this Constitution;
d. stand for election, or nominate or second any eligible Member for election as an Officer or Committee Member;
e. nominate or second any eligible person for admission as a Member of the Club in accordance with clause 3.2 above;
f. attend any Committee Meeting other than any Meeting called for the purpose of expelling a
Member from the Club;
3.4.2 Every Member has the right to view the following Club documents or information:
a. any Minutes of any Annual or Special General Meeting or Committee Meeting other than any Meeting called for the purpose of expelling a Member from the Club;
b. any personal information relating to the Member held by the Club as required by the Privacy Act 1993;
c. financial information
3.4.3 The Members rights set out in clause 3.4.2 are subject to the following restrictions:
a. Any request by any Member to view Club documents or information must be made to the Secretary and include a number of alternative times at which the Member would be available to view the documents;
b. Any request by any Member to view Club documents or information must allow a reasonable period for the Committee to collate the documents or information or otherwise make it ready for the Member to view;
c. The Committee is entitled to require payment of its reasonable costs of copying the documents or information before any copies of the documents or information are provided to the Member;
3.4.4 For the avoidance of doubt, clauses 3.4.1 and 3.4.2 are subject to clause 3.10 below.
3.5 Ordinary Members
3.5.1 A person may be admitted as an Ordinary Member of the Club if:
a he or she is over the age of 18 years at 1 June in the year of application.
b application is made in the form prescribed in clause 3.2 above and approved by the Committee
3.6 Junior Members
3.6.1 A person may be admitted as a Junior Member of the Club if:
a. he or she is a child of a Member; and
b. he or she is under the age of 18 years at 1 June in the year of application.
3.6.2 On attaining the age of 18 years any Junior Member shall cease to be a Junior member but shall be automatically moved by the secretary to Ordinary Member classification for the current Financial Year.
3.6.3 A Junior Member shall enjoy all of the privileges of an Ordinary Member except that:
a. he or she shall not exercise a vote at any meeting or hold office; and
b. his or her rights of occupancy of any Club building may be regulated as the Committee thinks fit.
3.7 Life Members
3.7.1 A Member who has rendered special service to the Club or acted in the furtherance of its objects may be elected a Life Member of the Club by the Membership at an Annual General Meeting or Special General Meeting when:
a. prior to an Annual General Meeting or Special General Meeting a Member, including any Officer or Committee Member, recommends to the Committee that a Member be nominated by the Committee for election as a Life Member; and
b. the Committee approves the Member’s recommendation and nominates the recommended Member for election as a Life Member;
c. A two thirds majority of those present and voting at the Annual General Meeting or Special General Meeting elects the nominated Member as Life Member.
3.7.2 A Life Member is entitled to enjoy all the rights and privileges of membership without paying the annual subscription or any entrance fee.
3.8 Honorary Members
3.8.1 The Committee shall have power by the unanimous vote of those present and voting to elect Honorary Members of the Club for a term not exceeding two years, and to review such membership for a further term or terms.
3.8.2 Honorary members:
a. shall pay neither entrance fee nor subscription;
b. shall be entitled to all privileges of membership except that:
i. they shall not vote upon any question affecting the finances of the Club; and
ii. shall not be qualified to serve upon the Committee.
3.9 Numbers of Members
3.9.1 Membership shall be limited to such number as shall be determined from time to time by the Committee.
3.10 Suspension of Members Rights and Privileges of Members
3.10.1 Any member who is three months in arrears with his or her subscription shall not be entitled to enjoy or use the Club’s privileges or property.
4. TERMINATION OF MEMBERSHIP
4.1 Resignation
4.1.1 Any member may resign by notice in writing to the Committee but shall remain liable for and shall pay all subscriptions or dues falling due before such notice.
4.2 Failure to pay subscription
4.2.1 The Committee may strike off the membership roll any member whose subscription is in arrears for six months but such member shall be liable to pay all subscriptions that have fallen due prior to his or her removal.
4.2.2 The procedure for striking off a member shall be as follows
a issue of statement of account;
b issue of account rendered;
c issue of personal letter advising of arrears signed by the Treasurer;
d issue of 30 day termination letter;
e motion to strike off the member at Committee meeting.
4.3 Grounds for expulsion
4.3.1 The grounds on which a member of the Club may be expelled from the Club are:
a. such member has wilfully disobeyed some rule, by‐law, regulation or decision lawfully made by the Club or the Committee; or
b. has been guilty of conduct which in the opinion of the Committee renders him or her unfit to be a member of the Club; or
c. that the continuance of his or her membership is not in the interests of the Club; or
d. that the continuance of his or her membership is objectionable to the majority of its members.
4.4 Expulsion from Membership
4.4.1 On receipt of a written letter of complaint about a member signed by another member, the President or Vice‐President may call a meeting for the special purpose of considering the expulsion of any member. Any letter of complaint must be signed by a member and delivered to the Secretary.
4.4.2 Should the member concerned be an office bearer they may be suspended from those duties by the Committee until the appropriate processes as outlined below are completed.
4.4.3 The Committee may expel a Member from the Club at a meeting called for the special purpose of considering the expulsion of any member PROVIDED ALWAYS that such resolution shall not be deemed to have been passed unless:
a. at least two‐thirds of the members of the Committee present at such meeting have voted in favour thereof;
b. written notice posted or personally handed to the member concerned at least 14 days before such meeting stating:
i. the time, date and location of the meeting;
ii. the purpose of the meeting;
iii. the grounds for considering the member's expulsion; and
iv. inviting the member to attend and advising that the member or his or her representative will have the opportunity to address the Committee and the grounds for expulsion;
c. the Committee must consider all information put to the Committee as a reason supporting or opposing a resolution to expel the Member;
4.4.4 In the event that the Committee resolves that:
a. it is satisfied that there are grounds for the members expulsion; and
b. it is satisfied that the grounds are sufficient to justify the expulsion of the member; and
c. the member is expelled from the Club; then the member shall cease to be a Member from the date of the resolution.
4.4.5 No member so expelled shall have any claim against the Club or any member of the Committee by reason of any Statement written or verbal or any act made or done in the course of any steps or proceedings taken under this rule.
4.4.6 The Committee may if it thinks fit refund any part of the current subscription of a person who has been expelled from the membership.
5. OFFICERS AND COMMITTEE
5.1 Committee
5.1.1 The Club shall have a committee consisting of
a. eight Officers; and
b. six Committee members.
5.2 Responsibilities of Committee
5.2.1 The Committee has the following responsibilities:
a. To further the objectives and policy of the Club.
b. To act on behalf of the Club between Annual General Meetings.
c. To develop and implement policy on behalf of the Club as required.
d. To represent the interests of the Club.
e. To administer and control the finances of the Club in accordance with section 7 of this Constitution.
f. To organise and manage the Annual General Meeting.
5.2.2 The Committee shall meet at least quarterly and as and when required. These meetings being in person or using appropriate communication technology
5.2.3 The minutes of meetings of the Committee, except those matters in‐committee, shall be available to members of the Club on request.
5.3 Officers
5.3.1 THE Club shall have the following offices:
a. President;
b. Immediate Past President;
c. Vice President;
d. Club Captain;
e. Secretary;
f. Treasurer;
g. Booking Officer; and
h. Catering Officer.
5.3.2 The offices of Treasurer, Secretary and Catering Officer may be held by persons who are not Members of the Club.
5.3.3 The offices of Secretary and Treasurer may be held by one person.
5.3.4 The Immediate Past President shall assume office ex‐officio. All other officers and Committee Members shall be elected at the Annual General Meeting.
5.4 Election of Officers / Committee Members
5.4.1 Officers and Committee Members shall be elected at the Annual General Meeting and shall remain in office from the conclusion of the Annual General Meeting at which they are elected to the conclusion of the next Annual General Meeting.
5.4.2 Every Ordinary and Life Member shall be eligible for election as an Officer or Committee Member, including any Member who has previously served as an Officer or on the Committee. Every candidate for election must:
a. be nominated by an Ordinary, Life or Honorary Member ;
b. be seconded by an Ordinary, Life or Honorary Member.
5.4.3 Every nomination must be in writing signed by the Candidate and the Members who are nominating and seconded their candidacy for election and submitted to the Secretary prior to the commencement of the Annual General Meeting.
5.4.4 If insufficient nominations in writing are received the Chairperson at the Annual General Meeting may direct that nominations may be received directly from the floor of the Annual General Meeting provided that every Candidate nominated under this provision must:
a. be nominated by an Ordinary, Life or Honorary Member present at the Annual General Meeting;
b. be seconded by an Ordinary, Life or Honorary Member present at the Annual General Meeting.
5.4.5 If only one candidate is nominated for any particular office he or she shall be declared elected at the Annual General Meeting.
5.4.6 If only six or less than six Committee Members are nominated for the Committee they shall be declared elected at the Annual General Meeting.
5.4.7 If more than one candidate is nominated for any particular office or more than six Members are nominated for the Committee then the Members present at the Annual General Meeting shall elect the Members to the offices by majority vote in accordance with clause 6.3below. Where more than one vacancy is to be filled by an election, members may vote for as many candidates as there are vacancies.
5.5 Vacancy of Office
5.5.1 Any Officer or Member of the Committee other than the Secretary may resign by handing a written resignation signed by the Officer or Committee Member to the Secretary. The Secretary may resign by handing a written resignation signed by the Secretary to the President.
5.5.2 Any member of the Committee who fails to attend three consecutive meetings of the Committee shall cease to be a member of the Committee unless they have received a prior leave of absence from the Secretary. Any member of the Committee who fails to attend three consecutive meetings of a sub‐committee shall cease to be a member of that sub‐committee unless they have received a prior leave of absence from the Chairperson of that sub‐committee.
5.5.3 In the event of any vacancy occurring among the officers or Committee Members during any year the Committee may fill the vacancy provided always that the appointee shall retire at the next Annual General Meeting but shall be eligible for re‐election.
5.7 Removal of Officer/ Committee person
5.7.1 A General Meeting by a resolution passed by a two‐thirds majority of those present and voting may remove any Officer or Committee Member from his or her position and elect another person in his place.
5.8 Duties of Officers
5.8.1 The President is charged with the duties outlined in Schedule 2 to these rules.
5.8.2 The Immediate Past President is charged with the duties outlined in Schedule 3 to these rules.
5.8.3 The Vice President is charged with the duties outlined in Schedule 4 to these rules.
5.8.4 The Club Captain is charged with the duties outlined in Schedule 5 to these Rules.
5.8.5 The Secretary is charged with the duties outlined in Schedule 6 to these Rules.
5.8.6 The Treasurer is charged with the duties outlined in Schedule 7 to these Rules.
5.8.7 The Catering Officer is charged with the duties outlined in Schedule 8 to these Rules.
5.8.8 The Booking Officer is charged with the duties outlined in Schedule 9 to these Rules.
5.9 Indemnity
5.9.1 The Club shall indemnify the Officers and members of the Committee and Sub‐Committees against all losses and expenses in or about the discharge of their duties, except such as happen to be their own wilful act of neglect or default.
5.9.2 No Officer or member of the Committee shall be responsible for:
a. the insufficiency or deficiency or value of, or title to, any property or security acquired or taken on behalf of the Club; or
b. the bankruptcy or any tortuous act of any Member or debtor of the Club; or
c. anything done in the execution of his duties of his office, or in relation thereto or otherwise than his own wilful act of neglect or default.
5.10 Powers of the Committee
5.10.1 The Committee shall have the control and management of all property of the Club save as required by Statute or this Constitution to be exercised at an Annual General Meeting or Special General Meeting. The Committee shall use the property of the Club to further the objectives of the Club.
5.10.2 The Committee may establish and convene sub‐committees to carry out any tasks associated with its responsibilities. The Committee may:
a. delegate to a sub‐committees such powers and authorities as it thinks necessary to carry out an appointed task;
b. appoint Members onto the sub‐committee who are not members of the Committee.
5.10.3 The Committee may alter or amend the contents of the Schedules to this Constitution by majority vote at a Committee Meeting but must within a reasonable time provide written notice to all Members of the alteration or amendment.
6. MEETINGS
6.1 Annual General Meeting
6.1.1 The Annual General Meeting is the highest decision making body for the Club.
6.1.2 The purposes of the Annual General Meeting are:
a. consideration of the Annual Report and audited accounts;
b. election of Officers and Committeemen;
c. appointment of an Auditor; and
d. such other business as shall be specified in the Notice of Meeting
6.1.3 The Annual General Meeting will be open to all members of the Club.
6.1.4 The quorum for the Annual General Meeting is at least 20 members of the Club being simultaneously in attendance.
6.1.5 Speaking and voting rights are limited to financial members of the Club.
6.1.6 All members must be sent written notice at least three weeks prior to the Annual General Meeting specifying:
a. the time and place of the Annual General Meeting;
b. the date and means by which the information set out in clause 6.1.7 will be made available to members;
c. any recommendations to repeal, alter or amend this constitution which have been received by the Secretary and which will be considered at the Annual General Meeting.
6.1.7 The following information will be made available to all members at least 7 days prior to the Annual General Meeting.
a. A copy of the Annual Report;
b A copy of any other reports of the Committee;
c A copy of the audited accounts for the previous financial year; and d An agenda for the AGM.
6.1.8 The information listed in clause 6.1.7 may be made available to Members either:
a. electronically by being posted on the Club’s website; or
b. on the request of any Member to the Secretary copies shall be sent to that Member by either post, e‐mail or facsimile.
6.2 Special General Meeting
6.2.1 A Special General Meeting is a Meeting of the Club for a special purpose. A Special General Meeting has the same powers as an Annual General Meeting, except that:
a. a Special General Meeting will not usually be used to conduct business normally conducted at the AGM; and
b. no business shall be dealt with at a Special General Meeting except that specified in the notice sent to all Members.
6.2.2 A Special General Meeting of the Club can be called by either:
a a decision of the Committee which includes a statement of the purpose of the meeting;
b an application in writing delivered to the Secretary containing the signatures of more than 15 members of the Club which includes a statement of the purpose of the meeting;
6.2.3 The Special General Meeting should be held:
a. no earlier than 14 days of the decision of the Committee or receipt of the application by the Secretary;
b. no later than eight weeks of receipt of the application by the Secretary or a decision of the Committee.
6.2.4 All members must be sent written notice of the time, place and purpose of the Special General Meeting at least 14 days prior to the Special General Meeting.
6.2.5 Where practicable or appropriate members should also receive, or be notified of where to acquire, any other relevant documents or information 14 days prior to the Special General Meeting: Otherwise these are to be distributed at the Special General Meeting.
6.2.6 The Special General Meeting will be open to all members of the Club;
6.2.7 The quorum for the Special General Meeting is at least 20 members of the Club being simultaneously in attendance.
6.2.8 Speaking and voting rights are limited to financial members of the Club.
6.2.9 Decisions of the Special General Meeting form a part of the Minutes of the Club and will be approved at the next following Annual General Meeting or Special General Meeting.
6.2.10 Members should be informed of the decisions of the Special General Meeting or where to obtain these no later than three weeks after the Special General Meeting.
6.3 Conduct of Meetings
6.3.1 All meetings of the Club are to be chaired by the President, except where a conflict of interest exists.
6.3.2 Notwithstanding 6.3.1 above, all or part of a meeting of the Club may be chaired by another person who has a specific skill or status and:
a this is approved by a decision of the Committee, or
b this is approved by a decision of the membership at an AGM or SGM
6.3.3 Minutes will be kept of all meetings of the Club by the Secretary.
6.3.4 Meetings will be conducted according to standing orders as set out in schedule 10 of this constitution.
6.3.5 Voting at all meetings shall be of all members present and with the exception of election of officers shall be as follows:
a Firstly by voice of those for and those against, and then if this is not decisive or if called upon from the floor.
b Secondly by a show of hands of those for and those against, and then if this is not decisive or if called upon from the floor.
c Thirdly by a count of votes cast in a show of hands of those for and those against.
6.3.6 A division may be called for by any member present. However, prior to the division being taken the Chairperson shall call for a show of hands as per 6.3.5. or a count of votes as per section 6.3.5. If either of these is decisive the Chair may rule that a division is unnecessary and the matter is then decided by the vote just taken.
6.3.7 If a division is taken then the Secretary will conduct a roll call of names of financial members present who when so called record their vote by responding ͞yes͟ or ͞no͟.
6.3.8 The Chairperson shall have both a casting and a deliberative vote only if he or she is a member of the Club. The casting vote may only be used in the event of a tie and should be cast in favour of the status quo except when this would result in an illegal action on behalf of the Club or seriously prejudice the interests and/or objectives of the Club.
6.3.9 Where a situation arises within a meeting that has not been anticipated by this constitution the chair shall advise the meeting of the method to be used to address the situation and this method shall be subject to the approval of the meeting.
6.3.10 Voting by proxy at all meetings held by the Club is permitted where a proxy form is delivered to the Secretary prior to the commencement of a scheduled meeting. A proxy form must:
a. identify and be signed by the Member for whom the proxy is to act;
b. name the meeting at which the proxy is to act.
c. name a Member (which may be the Chairperson of the meeting) to act as proxy.
6.3.11 A proxy form may include directions to the proxy as to how the Member wishes their vote to be exercised.
6.4 Committee Meetings
6.4.1. A Meeting of the Committee may be called by either:
a. the President or the Secretary;
b. a requisition signed by any four members of the Committee delivered to the Secretary which includes a statement of the purpose of the proposed meeting.
6.4.2 Committee Meetings will be open to all members of the Club except for those meetings where the Committee is considering the expulsion of any Member.
6.4.3 At any meeting of the Committee at least six Members of the Committee including Officers being simultaneously in attendance shall constitute a quorum except as provided for in clause 6.4.7.
6.4.4 All Officers and Committee members must be sent written notice at least 72 hours prior to the time fixed for the meeting of the Committee specifying:
a. the time and place of the Meeting;
b. the nature of the business to be dealt with at the meeting;
6.4.5 The senior officer present at the meeting shall be chairperson of the meeting. If the senior officer present at the meeting is not prepared to act as chairperson, the meeting shall elect a chairperson.
6.4.6 All business of the Committee shall be decided by a majority vote.
6.4.7 In the case of urgent Committee business the President or the Secretary or any Officer for the time being presiding over the Committee meetings may summon together such members of Committee, not being less than 3 in addition to himself as can be convened in the time available and such meeting shall be deemed a duly convened Committee Meeting for the purposes of such business.
7. FINANCIAL MANAGEMENT
7.1 Responsibility for Financial Management
7.1.1 The Committee is charged with the management and control of the finances of the Club.
7.1.2 This includes the requirements under clause 2.1.1 above and the following:
a. to establish an account in its name in an accredited bank on behalf of the Club;
b. to operate the Club bank accounts and use the funds of the Club in a lawful manner and in the interests of the Club and in accordance with the objectives of the Club;
c. to make such financial arrangements to accurately and correctly account, report and control the assets of the Club.
7.1.3 The accounts of the Club shall:
a. be kept in its bank account as established in accordance with clause
b. be operated upon by such persons as it appoints.
7.1.4 All monies received by the Club shall be under the control and direction of the Committee and shall be applied as it sees fit except as provided for in provision 7.1.5.
7.1.5 The Club may receive donations. Unless otherwise specified by the donor all monies received by the Club by way of donation 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.
7.2 Entrance Fees
7.2.1 The Committee may if it thinks fit impose such entrance fee for members and such method of payment thereof as it may from time to time determine.
7.3 Annual Subscription
7.3.1 The Committee shall in respect of each financial year have power to fix an annual subscription payable by the Members.
7.3.2 The Members shall pay the subscription on invoice and within the time allowed for payment.
7.4 Overseas Members
7.4.1 Any member who shall be overseas for more than half the Club’s financial year may apply in writing to the Committee to be placed on a Students and Overseas Members List.
7.4.2 The Committee shall have the sole and absolute discretion to approve such application to be placed on the Students and Overseas Members List.
7.4.3 Any member placed on the Students and Overseas Members List shall be entitled to retain his or her membership classification in the Club in accordance with the provisions of clause 7.6 below.
7.5 Student Members
7.5.1 Any member who is under the age of 25 years and attends any University, Training College, Community College or Technical Institute or any other similar Tertiary Educational Institute as a full time student may apply in writing to the Committee to be placed on the Students and Overseas Members List.
7.5.2 The Committee shall have the sole and absolute discretion to approve such application to be placed on the Students and Overseas Members List.
7.5.3 Any member placed on the Students and Overseas Members List shall be entitled to retain his or her membership classification in the Club in accordance with the provisions of clause 7.6 below.
7.6 Entitlements of Student and Overseas Members
7.6.1 Members placed on a Students and Overseas Members List shall:
a. be liable to pay only one third of the annual subscription which would have otherwise been payable by such member or other proportion of the annual subscription as the Committee from time to time may determine
b. not be entitled to receive any of the privileges of membership
7.6.2 It shall be the responsibility of the member who has been placed on the Student and Overseas Members List to advise the Secretary of the Club of his or her current or contact address to where correspondence and/or annual subscription notices shall be sent.
7.6.3 In the event of any member who is on a Student or Overseas Members List being over six months in arrears of his or her subscription then that persons membership of the club shall automatically cease and terminate save that such member shall be liable to pay all subscriptions that have fallen due prior to such termination.
7.7 Life Subscription
7.7.1 Life Subscriptions may be offered by the Committee from time to time for special purpose funding.
7.7.2 A Member who pays a Life Subscription shall not be required to pay the annual subscription but is still required to pay any levy set by the Committee.
7.8 Levies
7.8.1 The Committee shall in respect of each financial year have power to fix a levy and the time for payment payable by members for the purposes of:
a. acquiring any asset for the Club .
b. providing for the maintenance of any asset owned by the Club.
7.9 Financial Year
7.9.1 The financial year of the Club shall be from 1 January to 31 December in any given year.
7.10 Audit
7.10.1 The accounts of the Club shall be audited immediately on the closing of the financial year.
7.10.2 The Committee shall be empowered to arrange for a special audit at any time should it think fit.
7.11 Property
7.11.1 No land or building owned by the Club shall be sold or be let or leased for more than 14 days at a time without the prior consent of the Club in an Annual General Meeting or Special General Meeting.
8. WINDING UP OF THE CLUB
8.1 Dissolution
8.1.1 The Club will be dissolved if the following occurs:
a. the Club becomes insolvent
b. a vote to dissolve the Club is passed by two thirds of the Members present at a Special General Meeting called for this purpose.
8.2 Distribution of assets
8.2.1 On the dissolution by the registrar or winding up of the club the property assets and funds shall after the discharge of all liabilities of the club be disposed of according to the limitations below as the majority of members shall decide at a Special General Meeting to be called for that purpose.
8.2.2 The net assets of the Club after the discharge of its liabilities shall be offered to an amateur sports club whose primary purposes are to foster and promote snow safety or other snow sport and whose constitution or rules specifically provide that on a dissolution that such clubs net assets cannot be made available for the use of or for the personal or private benefit of any member of such club.
Havelock Ski Club
2099 Pakowhai Road, RD3
Napier 4183
Havelock Lodge, Whakapapa
Phone: 027 629 6860
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