1. NAME
The name of the club shall be the HUTT VALLEY ORIENTEERING CLUB.
2. 0BJECTS
(a) The furtherance of the objects of the New Zealand Orienteering Federation Incorporated (N.Z.O.F.I.) as set out in its rules, at the club level
(b) To enjoy, promote and popularise the sport of orienteering in the Hutt Valley Area both as a competitive sport and a family recreation and to increase the standard of the sport in New Zealand.
(c) Generally to do all other such things whatsoever directly or indirectly which are incidental to these objects.
3. MEMBERSHIP
(a) (i) Membership is open to all persons of either sex provided they are over the age of 13 years or will attain the age of 13 years in the then current subscription year.
(ii) Children below the age of 13 years or who will not attain the age of 13 years in the then current subcription year shall be eligible for junior membership without the right to hold office or to exercise the power of voting.
(iii) No member or junior member who has joined the club shall be entitled to the privileges of membership until payment of the first annual subscription or part thereof as approved by the Executive Committee.
(b) The financial members of the heretofore existing uncodified club as at the date of adoption of these rules shall be the first new members of the club.
(c) The Executive Committee shall have power to recommend as honorary members without payment of any further subscriptions any member of not less than 3 years standing who in the opinion of the committee has rendered services to the club but such election shall not take effect unless and until the same is confirmed at the annual general meeting next ensuring the date of such elections.
(d) (i) Every member and junior member shall, on or before the 31st day of March in each year pay to the club an annual calendar year subscription as recommended by the Executive Committee and approved at the Annual General Meeting.
(ii) If the annual subscriptions have not been paid by the 31st day of March in each year and if after a reminder has been given a subscription has not been paid on or before the 31st day of May following, the defaulter shall cease to be a member of the club.
4. ANNUAL GENERAL MEETING
(a) The annual general meeting shall be held at a time and place fixed by the Executive Committee for the following purposes:
(i) To receive a report balance sheet and statement of accounts for the preceding year and an estimate of the receipts and expenditure of the ensuing year.
(ii) To elect members to the Executive Committee for the ensuing year.
(iii) To decide on any resolution which may be duly submitted to the meeting.
(iv) To fix the subscriptions on the recommendation of the Executive Comittee for the following calendar year.
(b) The Secretary of the club shall advise all club members in writing of the day, place and hour of the annual general meeting together with any proposed changes to the club rules not less than 20 days before such meeting.
(c) Procedure:
(i) At all general meetings the chair shall be taken by the Chairperson. If the Chairperson is absent or declines the chair it shall be taken by some other member chosen by the meeting. Every member present shall be entitled on every motion to one vote exercised in person and in the case of an equality of votes the Chairperson shall have a casting but not a deliberate vote.
(ii) Voting shall be by voice but if any member desires the Chairperson shall call for a division which shall be indicated by a show of hands or if required by a secret ballot.
(iii) At all general meetings 20 per centum of the club members shall constitute a quorum.
5. EXTRA-ORDINARY GENERAL MEETING
The Executive Committee may at any time and shall within ten days after receipt of a requisition by members representing in total at least 20 per centum of the club members (which requisition shall set out in form of resolution the business proposed to be transacted at such a meeting) convene an extra-ordinary general meeting for any specific purpose or purposes.
6. RESIGNATION
Any member may resign his membership by giving to the Secretary notice in writing to that effect provided that if notice be given after 31st March in any year he shall be liable to pay his subscription for that year.
7. EXPULSION
The committee shall have the power to request any member to resign or to terminate any membership without explanation but for the purpose of this rule the vote of not less than two-thirds of the whole Executive shall be necessary. Upon the termination of membership under this rule the subscription paid for the current year may be returned to the member wholly or in part at the discretion of the committee.
8. MANAGEMENT
(a) The affairs of the club shall be conducted by an Executive Committee which shall consist of a Chairperson, a Secretary and a Treasurer, together with such other persons as are nominated by the annual general meeting of the club being not less than three additional persons and not more than nine additional persons.
(b) The Executive Committee shall meet and act as required for the efficient conduct of the club's business but in any event not less than once per year.
(c) An appropriate officer shall maintain a minute book and record in it the business of all meetings and the names of those present.
(d) A quorum shall consist of not less than one half of the total strength of the committee.
(e) At meetings of the Executive Committee each member shall be entitled to one vote.
(f) Fourteen days notice shall be given of all Executive Committee meetings unless it agrees otherwise. An agenda shall, where possible, accompany this notice.
(g) The officers of the club to be elected annually at the annual general meeting shall be the total number of persons on the committee (as set out in paragraph 8(a) herein).
(h) If any vacancy should occur amongst the members of the Executive Committee the Executive Committee shall have the power to fill the post until the next annual general meeting.
(i) No officer shall serve for more than three years in the one appointment.
(j) The Executive Committee shall have power to co-opt extra members and form sub-committees as required. Those members shall not have a vote.
(k) Any financial member of the club shall have the right to attend meetings of the Executive Committee, but shall not have the right to vote. They may be granted speaking rights at the discretion of the committee.
(l) Duties of the Executive Committee: It shall be the duty of the Executive Committee generally to conduct the affairs of the club, to collect all subscriptions and to keep usual and proper books of accounts properly posted up and other records of business of the club and to prepare and submit to the annual general meeting a report balance sheet and statement of accounts for the preceding year.
(m) Club Funds: The funds of the club shall be kept by the Honorary Treasurer under the supervision of and in such place and manner as shall be determined by the comittee. The committee shall have power to, expend the club funds in such manner as they think fit in accordance with the rules and objects of the club.
(n) Borrowing Powers: A 2/3 majority of the Executive Committee shall have power to borrow up to $500.00 and on such terms as it thinks fit and to give security therefor and interest thereon such security as the Executive Committee may determine. Any borrowing in excess of $500.00 must be approved by a general meeting of the club.
9. ALTERATION OF RULES
(a) These rules may be rescinded, altered or added to by a resolution by a simple majority vote at the annual general meeting or any extra-ordinary general meeting that may be called under clause S.
(b) Any proposed rescission, alteration or addition to the rules shall be proposed in writing to the Secretary at least 20 days before the annual general meeting or any extra-ordinary meeting.
(c) Any proposed rescission, alteration or addition to the rules shall be notified to all members in writing by the Secretary at least 10 days before the annual general meeting or any extra-ordinary meeting.
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