Canterbury (NZ) Croquet Association Incorporated

Rules

Approved at the Annual General Meeting of the Association10th June2006

Amended at the Annual General Meeting of the Association22nd June2013

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Contents1. Definition and Interpretation....................................................................3

2. Association................................................................................................3

3. Objects......................................................................................................4

4. Membership of the Association................................................................4

5. Life Membership.......................................................................................5

6. General Meetings......................................................................................5

7. Annual General Meetings..........................................................................7

8. Special General Meetings..........................................................................7

9. The Executive............................................................................................8

10. Membership of the Executive...................................................................9

11. Election of the Executive.........................................................................10

12. Finance....................................................................................................10

13. Disciplinary Action...................................................................................11

14. Alteration of Rules..................................................................................12

15. Common Seal..........................................................................................12

16. Dissolution..............................................................................................13

17. Personal benefit......................................................................................13

Document history (not part of the rules)........................................................13

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Canterbury (NZ) Croquet Association Incorporated

Rules

1. Definition and Interpretation

i. The "Association" is the Canterbury (NZ) Croquet Association Incorporated.

ii. The "Rules" are those clauses which form this document.

"Member Clubs"· are those croquet clubs which are currently affiliated to the Association and those subsequently admitted to membership under these rules.

iii. "Affiliated Players" are financial members of Member Clubs.

iv. The "Executive" of the Association includes those Affiliated Players who have been elected to that position for the current year, or otherwise appointed in accordance with Rule 10 (i).

v. The "NZCC" is the "New Zealand Croquet Council Incorporated" also known as "Croquet New Zealand".

vi. "Croquet" is the game of Association Croquet and its variations as defined by the NZCC.

vii. A "General Meeting" is an Annual or Special General Meeting of the Association.

viii. In these Rules, unless the subject or context indicates the contrary, the singular shall include the plural and the masculine gender shall include the feminine gender.

2. AssociationThe name of the Association shall be The Canterbury (NZ) Croquet Association Incorporated

The Registered Office of the Association shall be at such place as the Executive shall determine.

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3. Objects

The objects of the Association shall be:

i. To affiliate with the NZCC and co-operate at the Association's discretion with any other croquet association or associations.

ii. To promote, develop and foster the game of Croquet within the area delegated to its responsibility by the NZCC.

iii. To organise, promote and run Croquet tournaments, exhibitions and matches in accordance with the Laws of Croquet and related Regulations.

4. Membership of the AssociationMembership of the Association shall consist of:

i. Member Clubs currently affiliated to the Association and the NZCC

ii. Other clubs accepted to membership under the following conditions:-

a. The club shall have the right to use a croquet ground

b. The club shall have paid affiliation fees according to these Rules and those of the NZCC.

c. The club's rules contain a winding up or dissolution clause which transfers its property and funds remaining after debts have been discharged to a charitable organization having among its objects the promotion of croquet and otherwise complying with the Inland Revenue Department exemption from taxation provisions.

d. Where a club is combined with sports other than croquet, its affiliated croquet membership shall consist of those players who to the satisfaction of the Executive play one of the games of Croquet.

iii. A club not yet a Member Club but able to meet the above conditions may become affiliated on the proposal of any member of the Executive, supported by a majority of votes recorded at a General Meeting.

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5. Life Membership

i. Life Membership of the Association may be conferred on an Affiliated Player for exceptional service to the game of Croquet.

ii. Nominations for Life Membership shall be in writing, signed by no fewer than three (3) Affiliated Players and addressed to the Association Secretary. Life Membership shall be awarded upon the unanimous recommendation of the Executive followed by a motion supported by not less than three quarters of those voting at an Annual General Meeting.

iii. Life Members are exempt from Association levies but retain all the rights and privileges of Affiliated Players.

iv. Life Members may hold positions on the Executive

v. Life Members shall have voting and speaking rights at all General Meetings, but if they are also a member of the Executive, they shall have only one vote.

6. General Meetingsi. Unless the Executive otherwise decides, General Meetings of the Association

shall be held in Christchurch, which shall be the headquarters of the Association.

ii. The quorum for a General Meeting shall be at least two thirds of the number entitled to vote at such meetings

iii. Each Member Club of the Association may appoint a delegate to speak on its behalf at a General meeting.

iv. Each of the following shall have one vote at a General Meeting

a. Members of the Executive elected or appointed under rule 10(i).

b. Delegates except that delegates from clubs of 40 or more members shall have the right to exercise two votes.

c. Life Members.

v. Where a designated delegate of a Member Club is unable to attend a General Meeting, that Member Club may appoint a proxy who shall be entitled to speak and vote in place of such delegate. Such appointments shall be in writing and made available to the Chairman.

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vi. A delegate or Life Member may be appointed proxy for a club and have additional votes according to the number of votes· held by that club. Such delegate or Life Member may not hold proxy votes for more than one club. Members of the executive shall not accept appointment to exercise proxy votes.

vii. The currently elected President of the Association shall assume the Chair at any General Meeting, and failing this, the Chairman shall be a person agreed and designated by the Executive for that purpose.

viii. The Chairman shall have a casting vote if there is an equality of votes after the casting of deliberative votes except in the case of changes to these Rules. The chairman shall cast his deliberative vote before declaring an equality of votes.

ix. Affiliated Members shall be entitled to attend and observe at General Meetings. They may not vote but may be invited to speak at the discretion of the Chairman.

x. Meetings shall be run by the Chairman according to the normal meeting procedure unless otherwise specified in these rules. For this purpose, motions passed in the form of remits shall be considered binding on the Association. Motions passed in the form of recommendations shall not be binding.

xi. Motions from the Executive, Affiliated Clubs or Life Members must be in writing to the Secretary of the Association at least twenty eight (28) days prior to a General Meeting and copies will be distributed to all those entitled to vote not less than twenty one (21) days before such Meeting.

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7. Annual General Meetings

i. Annual General Meetings shall be held in June each year. Affiliated Clubs shall hold their own Annual General Meetings prior to this date in that year.

ii. The business of the Annual General Meeting shall include:

a. A report of the proceedings of the Association for the previous year

b. A financial report and statements covering the previous year audited to the standards required by the Registrar of Incorporated Societies

c. The setting of levies for the following season

d. The election of the Executive for the following year.

e. The appointment of an auditor for the following year.

f. The consideration of remits and recommendations as outlined above.

iii. Those elected to positions on the Executive shall assume their duties immediately on the close of the Meeting.

8. Special General Meetingsi. Special General Meetings may be called on the direction of the Executive

either on its own initiative or on receipt of a request of at least three Member Clubs or a life Member. Such direction shall include a statement of the reason for the intended Meeting and its purpose in the form of a motion or motions to be discussed

ii. Within 10 days of the direction being made or received by the Executive, written notice shall be sent to Member Clubs and life Members giving the reason and purpose for such a Special General Meeting together with its date, time and place.

iii. A Special General Meeting shall be held not less than twenty one (21) days, nor more than twenty eight (28) days after sending of the notice calling such a Meeting.

iv. The only business on the Agenda for a Special General Meeting shall be that raised by the notice calling such Meeting.

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9. The Executive

i. The Executive is responsible to the Association for the management of the affairs of Association and. has the following duties and powers in the area delegated to its control by the NZCC.

a. To promote, develop and support the games of Croquet

b. To take such part in the organisation, support and control of inter-club, provincial, inter-provincial, national and international tournaments, competitions and other Croquet events as the Executive thinks fit.

c. To provide interpretations, information and advice relating to the laws of Croquet and NZCC Regulations according to NZCC guidelines and to provide for the training, and certification of umpires, referees and tournament managers as laid down by the NZCC.

d. To consider and settle disputes and other issues according to the disciplinary rule 13 below.

e. To foster and promote a safe and healthy playing environment and to abide by the NZCC Anti-Doping Code.

f. To establish committees or other groups in support of Croquet or to perform its functions and to require that reports of this work be made available to the Executive.

ii. Notwithstanding any other Rule, the Executive may be required to answer for its responsibilities and decisions at a Special General Meeting called for the purpose.

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10. Membership of the Executive

i. The executive shall consist of such of the following members as are elected at an Annual General Meeting: President, Vice President, Secretary, Treasurer and four executive members, together with the appointed Association Referee. In the event that these positions are unfilled following the Annual General Meeting, The Executive may fill vacant elected positions by appointment.

ii. All members elected or appointed in terms of clause (i.) must retire at the Annual General Meeting following their appointment. The President, Vice President and executive members may be re-appointed to their positions for a term of up to four consecutive years provided that they do not serve for a term of more than eight consecutive years on the Executive.

iii. There is no limit on the term for which the Secretary and Treasurer may be elected or appointed.

iv. The Association .Referee shall be a. person approved by the NZCC to hold this position and shall be appointed annually at the Annual General Meeting. There is no limit on the term of this appointment.

v. In addition to the above members, the Executive may appoint further non-voting members to fill advisory roles. The roles so filled will be determined by the Executive and the availability of suitable appointees. Such appointed members must retire at the Annual General Meeting following their appointment· There is no limit on the term for which members appointed under this clause maybe re-appointed.

vi. The Executive shall ensure that its members or appointees shall perform the tasks of Tournaments Convenor, Coaching Co-ordinator and Association Handicapper.

vii. All elected and appointed members of the Executive shall be and remain Affiliated Players or a life Member of the Association for the term of their ejection or appointment

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11. Election of the Executive

i. Nominations for Membership of the Executive, bearing the signature of the nominee and at least two Affiliated Players, shall be forwarded to the Secretary of the Association at least twenty eight days before the Annual General Meeting each year. The Secretary shall then compile a list of all eligible candidates and forward it to all Affiliated Clubs together with the notice of such Meeting. Require the nominee to sign as well to avoid spurious nominations

ii. Election shall be by a show of hands or by ballot from those entitled to vote at the Annual General Meeting.

iii. If insufficient nominees to fill vacancies are received, the positions may be filled at the Annual General Meeting but if still vacant at the close of the Meeting, the Executive may fill the vacancy by appointment.

iv. During the year The Executive shall have the power to fill vacancies arising by appointment. English

12. Financei. The Association's financial year shall end on 30th April in each year.

ii. The Association's annual levy (subscription) for Affiliated Clubs shall be fixed at the Annual General Meeting or at a Special General Meeting convened for the purpose.

iii. Liability for the payment of levies shall be determined according to the NZCC Constitution.

iv. If the funds of the Association are insufficient to cover its expenditure, the Member Clubs shall, after consultation, be liable to a levy in addition to the annual levy, sufficient to cover the shortfall only in proportion to the number of Affiliated Players in each club provided that the sum claimed does not exceed the amount of their annual affiliation fee.

v. The Executive shall cause true accounts to be kept of the sums received and expended by the Association and such other accounts as may be necessary for the efficient conduct of the Association's affairs.

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vi. The Executive shall cause all accounts to be audited at least once in each financial year and such accounts together with the auditor's statement of approval shall be presented to the Annual General Meeting or Special General meeting called for that purpose. The Auditor shall be invited and shall be permitted to speak to the accounts at such Meeting

vii. The Association shall comply with the requirements of the Registrar of Incorporated Societies.

viii. The income and property of the Association shall be used and applied solely for the purpose of furthering the objectives of the Association. No portion of the income shall be transferred or distributed to members of the Executive, Member Clubs, or Affiliated Players other than those specifically pre-authorised by the Executive for such purposes:

ix. No Affiliated Player belonging to the Association shall participate in or materially influence any decision made by the Association with respect to or on behalf of that player or any person associated with them of any income, benefit or advantage whatsoever.

x. Any payment made shall be reasonable and relative to that which would be paid in an arm's length transaction (being the open market value).

xi. The Association will abide by NZCC Regulations where these affect the collection or payment of monies for tournaments or other events.

xii. When authorised by a General Meeting the Association may:

a. Borrow money either on bank overdraft or otherwise with or without -security

b. Lend monies to a Member Club with or without security

13. Disciplinary Action

i. Any Member Club and any Affiliated Player may be liable to disqualification, or to suspension of rights and privileges in connection with the Association for failure to comply with any of the Rules or Regulations of the NZCC or this Association, or to conform to the lawful authority of the Executive or any appointed official of the Association, or for misconduct which in the opinion of the Executive would be likely to bring discredit to the Association.

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ii. The procedure to be followed in the case where disciplinary action is to be considered shall be that set out in the NZCC Constitution.

iii. No Member Club or Affiliated Player suspended under these Rules shall participate in any Croquet match, tournament or competition without the prior written consent of the Association.

14. Alteration of Rules

i. Alterations to these Rules may only be made following a motion passed at an Annual General Meeting or Special General Meeting called for the purpose.

ii. The procedure for notification of changes to the rules shall be that set down for the consideration of motions as in Rule 6 (above).

iii. Any alteration to these Rules shall be approved by at least two-thirds of those present and voting on the issue at a General Meeting.

iv. Any changes to these Rules shall be filed with the Registrar of Incorporated Societies within 10 days of their passing and any changes shall take effect immediately upon their being approved by such Registrar.

vi. The decision of the Executive on the interpretation of these Rules or any other matter or thing not contained in these Rules but pertaining to the Association, its property or interest shall be conclusive and binding on all Member Clubs and Affiliated Players until revoked at a General Meeting.

vii. No addition to or alteration or recession of the non-profit aims, personal benefit clause or dissolution clause shall be valid without approval of the Inland Revenue Department

viii. The provision and effect of this clause shall not be removed from these Rules and shall be included and implied in any documents replacing these Rules.

15. Common Seali. The Association shall have a Common Seal which shall be held in the custody

of the Association Secretary.

ii. The Common Seal may be affixed to documents requiring them and counter signed by the President and Secretary only upon passing of a resolution to that purpose by the Executive.

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16. Dissolution

i. The Association may be dissolved by a resolution carried by the votes of three quarters of those entitled to vote at a General Meeting called for the purpose, such dissolution to take effect as soon thereafter as all the liabilities of the Association shall have been discharged.

ii. Upon such dissolution, and once all debts and liabilities have been discharged, the remaining property and funds of the Association shall be transferred to the NZCC.

iii. No addition to or alteration of the non profit aims, personal benefit clause or the winding up clause shall be made which affect the tax exempt status. The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.

17. Personal benefiti. Any income, benefit or advantage shall be applied to the objectives of the

organisation. No member of the organisation, or any person associated with a member, shall participate in or materially influence any decision made by the organisation, in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever. Any such income shall be reasonable and relative to that which would be paid in an arms length transaction (being open market value). And the provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.

Document history (not part of the rules)

Meeting Date Changes Updated by

AGM 10 June 2006 Completely revised J Yarrall

AGM 22 June 2013 Added rule 16iiiAdded new rule 17

J Yarrall

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