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Constitution
Constitution of the Waipu Golf Club (Incorporated)
 
1.00 Name
2.00 Interpretation
3.00 Office
4.00 Constitution
5.00 Financial Year
6.00 Objects
7.00 Membership
8.00 Subscriptions
9.00 Officers of the Club
10.00 Election of the Board of Management
11.00 Election of Men's and Women's Committees
12.00 Powers and Responsibilities of the Board
13.00 Powers and Responsibilities of the Committees
14.00 Club Manager, Club Secretary, Club Treasurer
15.00 Solicitor, Auditor
16.00 Annual General Meetings
17.00 Men's and Women's Annual Meetings
18.00 Special General Meetings
19.00 General Meetings
20.00 Quorum
21.00 Proxies
22.00 Rules of the Game
23.00 Common Seal
24.00 Indemnity
25.00 Alterations to Constitution
26.00 Winding-up of the Club
27.00 Adoption of New Constitution
1.00 NAME
The name of the Club is "The Waipu Golf Club (Incorporated)".
'The Club is incorporated under the Incorporated Societies Act, 1908.
2.00 INTERPRETATON
2.1 The Club means the Waipu Golf Club (Incorporated).
2.2 The Board means the Board of Management of the Club.
2.3 The Committee means the Men's or Women's Committee or both of these.
2.4 Sub-Committee means any group of members of the Club that the Board may establish or cause to be established to perform a specific task.
2.5 Words importing the singular number include the plural number and vice versa.
2.6 Words importing male members include female members and vice versa unless one sex is specifically referred to as in Men's Committee or Women's Committee.
3.00 OFFICE
'The Registered Office of the Club shall be at the Clubhouse, State Highway One, Waipu, or at any other place nominated by the Board from time to time.
4.00 CONSTITUTION
The constitution of the Club shall consist of not fewer than fifteen persons whose membership of 'the Club’ shall be classified in accordance with Rule 7.00
5.00 FINANCIAL YEAR
The financial year of the Club shall end on the last day of September every year.
6.00 OBJECTS
6.1 To promote the game of golf and any other sport or activity that may be conveniently carried on therewith.
6.2 To provide members and accredited visitors with a golf course, grounds, clubhouse and other amenities and to equip, furnish, maintain and develop the same.
6. 3 Provide facilities to, promote, organise, regulate, hold and conduct tournaments, competitions, matches, games and other events, and give, provide or contribute towards trophies and awards thereof.
6.4 Acquire by purchase, lease, hire or otherwise any real or personal property or rights or privileges which may be considered necessary or expedient for attaining any of the objects of the Club, and for promoting the interests of the Club or its Members.
6.5 Conduct such social activities as the Board may from tune to time approve.
6.6 Affiliate with the controlling bodies of Northland Golf and do or join in doing all things calculated or tending to engender and maintain the game of golf.
6.7 Borrow or raise such sums of money in such manner and for such purposes as the Board or the Members in General Meeting may consider proper or expedient in accomplishing the objects and wellbeing of the Club.
6.8 Use the funds of the Club for, and do all things as may be incidental or conducive to the attainment of the foregoing objects or any of them.
6.9 Grant the use of the premises, facilities and equipment of the Club, upon conditions, and to such users as the Board may think fit, and to formulate conditions regulating the activities of such users.
6.10 Apply for, obtain and from time to time renew a Club Licence for the Club pursuant to the provisions of the Sale of Liquor Act 1989 or any other Licence or Charter available to the Club, and thereafter manage the licensed premises subject to the provisions of the said Club Licence and any other Licence or Charter from time to time obtained by the Club and do all things necessary and incidental to the management of the said Licence or Charter.
7.00 MEMBERSHIP
7.1 Election of Members. Every candidate for membership of the Club shall be proposed and seconded by Full Playing members or Nine Hole members of the Club both of whom must have been Full Playing members or Nine Hole members for a minimum of one year. An application form approved by the board shall be used, signed by the applicant, nominator and seconder. The Board shall have unrestricted discretion to allow or disallow the admittance of any applicant.
7. 2 Entrance Fee. Any entrance fee, if so adopted by an Annual General Meeting of the Club, shall accompany every application for membership. Such fee shall be fully refundable in each case of unsuccessful application for membership.
7.3 Membership Year. The Membership Year shall commence on the day following the Club's Annual General Meeting and conclude on the day of the next year's Annual General Meeting.
7.4 Categories of Membership. The categories of membership shall include Full Playing, Life, Honorary, Staff, Limited (ie restricted), Junior, Associate and Non-Playing (ie Social) membership. The Board shall have the power from time to time, to establish sub-categories of membership within the categories Full Playing, Limited and Junior.
7.41 Life Membership shall be restricted to members of the Club who have rendered outstanding service to the Club, without remuneration, over many years. lnitially the written nomination of a member for Life Membership by two other Club Members who have been Full Playing members for a minimum of ten Years, shall be supplied to the Board a minimum of twenty-eight days in advance of an Annual General Meeting. If a majority of Board Members decides that this nomination shall proceed to the Annual General Meeting, members of the Club shall be advised of the names of the nominee, the mover and the seconder in the Board report to Members provided in advance of 'the Annual General Meeting. A Life Member is then elected if a minimum of two-thirds of members entitled to vote support the aforesaid Notice of Motion at the Annual General Meeting.
7.42 Honorary Membership may be granted by the Board to any person, excluding the Men's and Women's President, the Directors and Men's and Women's Committee Members, for the period during which that person performs important and time consuming tasks of an official nature on behalf of the Club without remuneration.
7.43 Staff Membership shall be granted to regular, full-time greens and office staff employed by the Club.
7.44 Junior Membership applies to those members of the Club who are under the age of twenty years as at 1 January in the year in which the annual subscription must be paid.
7.45 Associate Membership shall be available to Full Playing members of another Golf Club recognised by the Board.
7.46 Non-Playing Membership shall be available to persons over the age of eighteen years on the date upon which their nomination for membership in this category is approved by the Board.
7.5 RIGHTS & PRIVILEGES OF MEMBERS
7.51 Full Playing, Life and Honorary members shall have the right to use the Club's facilities, play on the course, vote at all General Meetings of the Club, stand for election or be appointed as officers of the Club and nominate prospective members for membership of the Club.
7.52 Staff members shall have the right to use the Club's facilities and play on the course. 'They shall not have the right to stand for election, vote at any meeting of the Club, be appointed as officers of the Club or nominate prospective members for membership of the Club.
7.53 Limited members shall have the right to use the Club's facilities and play on the course but shall not have the right to play in any Club event over eighteen holes or more. Their other playing rights in competitions shall be defined by the Board from time to time. Limited members shall not have the right to vote at any meeting of the Club, stand for election or be appointed as officers of the Club or nominate prospective members for membership of the Club; except for Nine Hole members who shall have these rights as defined in clauses 7.1, 9.1, 9.3 and 9.5.
7.54 Junior members who have reached the age eighteen years shall have all rights and privileges of Full Playing Members. Junior members under the age of eighteen years shall have the right to use the Club’s facilities and play on the course as the Board may from time to time decide. Junior members under the age of eighteen years shall not have the right to vote at any meeting of the Club, stand for election, be appointed as officers of the Club or nominate prospective members for membership of the Club.
7.55 Associate members shall have the right to use the Club facilities and play on the course. They shall not have the right to play in any Club trophy event, vote at any meeting of the Club, stand for election or be appointed as officers of the Club or nominate prospective members for membership of the Club.
7.56 Non-Playing members shall have no rights other than to use clubhouse facilities.
7.6 CHANGE OF MEMBERSHIP STATUS
7.61 Any member may, from time to time, apply to change to another category of membership provided that this application is in writing to the Board.
7.62 A member who so applies shall be liable for any difference in subscription and/or entrance fee between the amount paid and the amount due under the new category of membership but shall not be entitled to a refund of part or all of any subscription and/or entrance fee paid.
7.63. Any additional amount owed by such member must be received by the club by the thirty-first day of January or, if application is made after that date, by return mail after acceptance by the Board of change of category of membership.
7.7 TERMINATION OF MEMBERSHIP
7.71 Any member may resign membership of the Club by giving notice in writing to the Board of intention to do so. The requirement of this Rule will not apply to any sub-category of part year membership within the category of Limited membership.
7.72 Such resignation shall take effect from the date required by the member except that such date shall not be retrospective and such resignation shall not absolve a member from payment of any outstanding subscription or other charges which have accrued to the date of resignation.
7.73 The membership of any member may be suspended or cancelled by the Board if such member wilfully infringes these rules or any Club by-laws or be guilty of unsportsmanlike conduct or act in a manner detrimental to the interest of the Club or makes default in payment of any or entrance fee due by that member or in discharge of any obligation due by that member however arising.
7.74 The Board may readmit to membership any member whose membership has been suspended or cancelled pursuant to the provisions of Rule 1.73 upon full payment by such member of all fees due or upon discharge by such member of any obligation to the Club or upon completion of a period of suspension required by the board or upon review by the Board of suspension or cancellation of membership. Such review may be requested in writing by the member concerned and the Board shall be required to meet with the member concerned within fourteen days of receiving such request in order to hear the member's case for a review.
7. 75 Any person ceasing to be a member of the Club for any cause whatsoever shall nevertheless remain liable to the Club for all membership fees and other monies that may have become due from such member prior to termination of membership.
7.76 Any member whose membership is cancelled pursuant to the provisions of Rule 7.71 and 7.73 hereof shall, if such subscriptions have been paid for the current membership year, be entitled to a refund of a proportionate part thereof in respect of the balance of the membership year then unexpired.
8.00 SUBSCRIPTIONS
8.1 The Subscription year shall be the same as the Membership year: Rule 7.3 refers.
8.2 Annual Subscriptions, part-year Subscriptions and any Rebates and/or Penalties will be determined by the Board which shall advise each Annual General Meeting accordingly provided that the approval of a majority of voting members at such meeting is obtained before any increase in the Full Playing membership in excess of five percent (5%) is permitted.
8.3 Annual Subscriptions shall be paid by the 31st day of January each Year unless the Board has, prior to this date, entered into an agreement with a member or members that their subscription shall be paid on an instalment basis.
8.4 The subscription of New Members shall be paid in full with the lodgement of their nomination for membership. If prior to nomination an agreement has been entered into with a prospective member that the subscription shall be paid on an instalment basis, then the first instalment must accompany the nomination. The Board will formally accept/decline nominations at the next Board meeting and notify the nominees accordingly. In the case of new members joining the club in a part year category of membership their subscription shall be paid in full at the time of supplying their nomination form to the Board.
8.5 If the subscriptions of members who paid a subscription to the Club for the previous subscription year shall not have been paid by the thirty-first day of January, a provision or provisions of Rule 7.73 may be applied by the Board after notifying such members in writing that payment is overdue.
8.6 The Board shall have the power to reduce the subscriptions of new members whose nominations for membership of the Club are accepted more than four months after the 31st January in the case of members joining under any full year category of membership.
8.7 Refunds of subscriptions shall be made only at the direction of the Board and then only in special circumstances as decided by the Board from time to time unless the provisions of Rule 7.76 apply.
8.8 No member may take part in any competition while their subscription is overdue nor shall any member be entitled to vote at any Club meeting if their subscription is overdue.
8.9 No subscription shall be paid by Life Members, Honorary Members and Staff Members as heretofore defined in Rule 7.4.
9.00 OFFICERS OF THE CLUB
9.1 The office bearers of the Club shall be elected and /or appointed by Full Playing or Nine Hole playing members as defined in Rules 7.51 and 7.53 may include Junior members over the age of eighteen years as defined in Rule 7.54.
9.2 Those members of the Club who are members of the Board and/or Men's and Women's Committees and are entitled to vote at meetings of the Club shall be regarded as the Officers of the Club.
9.3 The Board of Management of the Club shall comprise the Men’s President, Women’s President, four Directors one of whom may be a Nine Hole member and the Club Secretary and Club Treasurer one of whom may be a Nine Hole member.
9.4 During the period of employment of a paid servant of the Club to be the Club Manager, the position of Club Secretary and Club Treasurer may cease to exist. The Club Manager shall be regarded as a Staff Member and Rules 7.52 and 8.9 shall apply.
9.5 THE MEN’S AND WOMEN’S COMMITTEES OF THE CLUB shall each comprise a President, Vice President, Captain, Vice Captain, Nine Hole Convenor (if such members are active within the group,) Secretary and two other members, Nine Hole members may hold a maximum of two voting positions on each committee, one of which shall be that of the Nine Hole Convenor. Each Committee shall have power to co-opt on to the said Committee from time to time such additional Full Playing members or Nine Hole members as it deems necessary. Co-opted members shall not have voting rights on the Committee.
9.6 THE MEN’S AND WOMEN’S MATCH COMMITTEES shall each comprise the respective Captains and vice-captains and one other member, and the respective presidents ex officio.
9.7 No member of the Club shall serve on both the Board and a Committee other than the Men's and Women's Presidents.
10.00 ELECTION OF THE BOARD OF MANAGEMENT
10.1 The Board of Management of the Club shall be elected at Annual General meetings of the Club by those members entitled to vote except that the Men’s and Women's Presidents shall be elected at the Annual Meetings of men and women members respectively.
10.2 The term of office of all members of the Board shall be two years. Two Directors, one President and either the Club Secretary or the Club Treasurer shall retire at the end of the first year following the adoption of this Constitution, those Board members to retire and the Secretary or Treasurer being decided by lot, if necessary, a minimum of twenty eight days in advance of the Annual General Meeting. The other two Directors, the other President, and the Secretary or Treasurer as the case may be, shall retire at the end of the following year.
10.3 Any vacancy arising on the Board before the expiry of term of office of the Board member so affected, may be filled by the Board for the remainder of the term of office of the position by appointment made by the Board or if the Board so decides, by election by Club Members entitled to vote. However if the vacancy is for Men's or Women's President, the current Vice President shall be appointed and if the vacancy is for a Director and such vacancy occurs after the thirty-first day of July in the year in which an election is due to be held for that position then the Board may decide not to fill that position.
10.4 Any Board member if due to retire under the afore said rules shall be eligible for re-election.
11.00 ELECTION OF THE MEN’S AND WOMEN’S COMMITTEES
11.1 The Men's and Women's Committees shall be elected at the Annual Meetings of the men and women of the Club respectively by those members entitled to vote.
11.2 The term of office of all members of both Committees so elected shall be two years. Three members of each Committee shall retire at the end of the first year following the adoption of this Constitution, those members to retire being, if necessary, decided by lot a minimum of twenty-eight days in advance of the Annual General meeting of the Club. The other members of each Committee shall retire at the end of the following year.
11.3 Any vacancy arising on either Committee before the expiry of the term of office of the Committee member so affected may be filled by the Board for the remainder of the term of office of the position by appointment made by the Board, or if the Board so decides, by election by Club members entitled to vote.
11.4 Any Committee member due to retire under the aforesaid rules shall be eligible for re-election.
12.00 POWERS AND RESPONSIBILITIES OF THE BOARD
12.1 The management and control of the affairs of the Club shall be vested in the Board of Management.
12.2 The Board shall be responsible for and have authority for all aspects of financial management, business planning and general affairs of the Club which include the following:
a) The Board may make by-laws, from time to time, for the use and control of the grounds, course and other amenities of the club.
b) The Board shall plan and co-ordinate a policy for the efficient and prudent use of the Club's finances and resources including the maintenance and replacement of machinery, equipment, furniture and fittings. The Board shall formulate and co-ordinate a policy for the management and improvement of the course and other Club facilities and amenities.
d) The Board shall place before a Special General Meeting or Annual General Meeting for its approval any plan for major alterations to the design and/or irrigation of the course and/or any major structural alterations to or removal of the clubhouse or any other budding owned by the Club.
e) The Board shall have as a priority in the application of funds, the maintenance of the course and other facilities of the Club.
f) The Board shall have power to borrow or raise money upon mortgages, debentures or other securities, charging the whole or any part to the assets of the Club, or to borrow money from bankers or any other source, with or without security. This authority shall be limited to a maximum of One Hundred and Fifty Thousand Dollars ($150,000) unless permission to exceed the afore stated amount is obtained from a majority of voting members at a Special General Meeting or Annual General meeting of the Club.
g) The Board shall have power to purchase, acquire construct, alter and maintain such buildings, machinery, equipment, fences and other works on the Club property as it deems necessary or desirable within the limits prescribed by Rules 12.2 (f) and 12.2 (d).
h) The Board shall have power to buy or sell any real or personal property or any rights or privileges at such price and upon such terms and conditions as it thinks fit and to give and execute such mortgages, deeds, instruments and securities as are considered necessary, all within the aforesaid limits. No commitment for the purchase or sale of Club land may be made without a resolution passed at a Special General or Annual General Meeting of the Club approving such commitment.
i) The Board shall have the power to invest in a prudent manner surplus funds of the Club. All deeds and documents in connection with investment shall be in the name of the Club and all dividends and interest received shall go to Club funds.
j) The Board shall have power to determine the green fees paid by visitors to the Club and annual subscriptions payable by Club members and prospective members including such rebates and penalties as it may decide. The restrictions of Rule 8.2 will apply to Full Playing subscriptions.
k) The Board shall have power to appoint staff and suspend or terminate the employment of staff, determine their conditions of service including remuneration and enter into written contracts with employees.
1) The Board shall report to every Annual General Meeting on its progress and plans for use and development of the Club and any proposed changes to green fees, entrance fees and subscriptions. Giving reasons for such changes. Such report shall include, for the financial year recently ended, an audited balance sheet, a statement of income and expenditure and a schedule of assets of the Club.
m) No Committee, Sub-committee or member of the Club or any other person shall commit the Board to any expenditure without the prior consent of the Board.
n) All moneys from all Club activities shall be furnished to the Board at the earliest opportunity and receipts for such moneys shall be issued.
o) The Board shall delegate to the Men's and Women's Committees responsibility for the organisation and conduct of the game of golf within such guidelines and bylaws as the Board may from time to time decide.
p) The Board shall have power to establish or cause to be established by the Men's and/or Women's Committees such Sub-committees as it deems necessary and/or appropriate to investigate and/or further any aspect of Club affairs. Specific terms of reference for the deliberations and/or activities of any Subcommittee so established shall be laid down by the Board.
q) The Board shall not have any power to authorise the payment of emoluments in the form of fees and/or travel expenses and/or ex gratia payments to any officers of the club, as defined in Rule 9. 00, for carrying out their normal duties and/or responsibilities of office other than an honorarium as decided by the Board from time to time, which may be granted to any or all of the Club Secretary, Club Treasurer and Bar Manager and terminated at the discretion of the Board.
12.3 The first Board meeting after each Annual General meeting shall be held within twenty-one days of the Annual General meeting. At this Board meeting the Board shall elect a Chairperson for the ensuing year and shall allocate amongst the four Directors responsibility for the following and any other management tasks that it considers Board members should perform:
a) Control of course management including the work of all persons employed to maintain the course.
b) Control of course development works.
c) Control of course machinery and equipment, including all irrigation equipment.
d) Control of course buildings and their surrounds, including the work of staff living and/or employed therein and including furniture, fittings and equipment.
e) Control of sponsorship and publicity. Each of the afore stated and any other responsibilities may be shared between Directors and may be reallocated from time to time by Board decision.
12 .4 The Board shall meet on a regular basis on a minimum of eight occasions between successive Annual General meetings. Any member of the Board who fails to attend three successive meetings shall cease to be a member of the Board and the provisions of Rule 10.3 will then apply.
12.5 The business of each regular Board meeting shall include the following:
a) Consideration of and approval of the minutes of the previous Board meeting.
b) Inward and Outward correspondence.
c) Accounts and any other financial matters.
d) Reports from each Director and from the Men's and Women's Presidents on recent and proposed activities in their areas of responsibility.
I2.6 A record of all proceedings and all resolutions of the Board shall be entered in a minute book. Such minutes shall be available for scrutiny by members of the Club.
12.7 At any meeting of the Board the member chairing the meeting shall have a deliberative vote only. In the case of an equality of votes a motion or amendment to a motion shall be lost.
13.00 POWERS, RESPONSIBILITIES OF THE COMMITTEES
13.1 The management and control of men's and women's golf as it pertains to Waipu Golf Club members shall be the responsibility of the Men's and Women's Committees and the respective Match Committees as defined in Rule 9.6 and 12.2 (0)
13.2 Members of both Committees, appointed by their respective Committees, shall manage and control mixed events and prepare the Club's annual fixture calendar.
13.3 The Men's and Women's Committees shall be responsible for advertising events, accepting entries and entry fees, establishing and validating handicaps, controlling events, purchasing and awarding prizes and trophies and reporting on the above to the Board.
13.4 The Men's and Women's Presidents shall represent their respective committees on the Board (Rule 9.3) and report accordingly to the Board on a regular basis.
13.5 The first Committee meetings after each Men's and Women's Annual meeting shall be held within twenty-one days of such meeting. The Men's and Women's Presidents shall chair their respective committee meetings.
13.6 Each Committee shall meet on a regular basis on a minimum of eight occasions between successive Annual Meetings. Any member of a Committee who fails to attend three consecutive meetings of that committee shall cease to be a member of that committee and the provisions of Rule 11.3 will then apply.
13.7 The business of each regular committee meeting shall include the following:
a) Consideration of and approval of the minutes of the previous committee meeting.
b) Inward and Outward correspondence.
c) Reports from those committee members who have responsibilities for the management and control of any aspect of the game of golf.
13.8 A record of all proceedings of each Committee shall be entered in a minute book. Such minutes shall be available for scrutiny by members of the Club.
13.9 Each committee shall, at the respective Men's and Women's Annual Meetings provide a report to members on golf activities over the preceding twelve months and future plans and/or recommendations regarding golf activities.
14.00 CLUB MANAGER, CLUB SECRETARY, CLUB TREASURER
14.1 The offices of Club Secretary and Club Treasurer shall be held in an Honorary capacity. These officers shall be elected in accordance with the provisions of Rule 9.1, 9.2, 9.3 and 10.00.
14.2 A Club Manager may be appointed by the Board after it has advertised the position, received written applications and interviewed a candidate or candidates.
14.3 The remuneration and conditions of employment of the Club Manager may be determined by the Board by means of a written job description which shall include the following duties.
a) Attendance at all Board Meetings, Special General Meetings, General Meetings and Men's and Women's Annual Meetings.
b) Keeping of Minutes of all meetings attended, custody of the Board, Annual General Meetings, Special General Meetings and General Meetings Minute Books and circulation of minutes of previous meetings to Board members.
c) Dealing with correspondence as required by the Board, Annual General Meetings, Special General Meetings and General Meetings.
d) Preparation of all financial statements required by the Board and each Annual General Meeting and keeping an inventory of Club assets.
e) Keeping a list of Members of the Club and notifying them of Annual General Meetings, Special General Meetings and General Meetings.
f) Keeping safe custody of the Common Seal of the Club.
g) Payment into such Bank to the credit of the Club, as the Board may from time to time direct, all moneys received and issuing receipts for all such moneys.
h) Payment out of Club funds, by order of the Board only. Such payments shall always require two signatories, one of which shall be that of a Board member authorised by the Board.
i) Assisting the Committees and Sub Committees of the Club with the conduct of golf events and social functions.
j) Carrying out any other duties in the job description provided.
14.4. The Club Secretary may be required to do all those things contained in Rule 14.3 (a), (b), (c), (e) and (f).
14.5 The Club Treasurer may be required to do all those things contained in Rule 14.3 (d), (e), (g), and (h).
15.00 SOLICITOR, AUDITOR
15.1 The Club Solicitor and the Club Auditor shall be appointed annually by the Board.
15.2 Each shall receive such honorarium as the Board may from time to time decide. Such honorarium may consist of or include Full Playing membership.
16.00 ANNUAL GENERAL MEETINGS
16.1 The Annual General Meeting of the Club shall be called by the Board at a place and time determined by the Board within the period between the first and the thirtieth days of November in each year. The Annual General Meeting shall not be adjourned for a period of more than thirty days.
16.2 The procedure to be followed in calling the Annual General Meeting shall include:
a) Advertising in the Clubhouse a minimum of twenty-eight days in advance of the meeting the offices to be filled, providing nomination papers for members seeking election to the Board and posting in the Clubhouse nominations received by the Club Secretary or Club Manager.
b) Closing written nominations seven days in advance of the Annual General Meeting.
c) Advertising in a newspaper circulating in the local area a minimum of fourteen days in advance of the meeting the date, time and venue of same.
d) Making available to members a minimum of seven days in advance of the meeting all those items described in Rule 12-2 (1) and the text of any Notices of Motion received in accordance with Rule 16.7
16.3 The Annual General Meeting shall be chaired by the Board Chairperson or in his/her absence another member of the Board elected by the meeting.
16.4 Voting rights shall be restricted to Full playing and Nine Hole members as defined in Rules 7.51, 7.53 and 7.54. However, any member of the Club shall be entitled to attend and speak at the meeting.
16.5 The business of the Annual General Meeting shall include the election of officers according to the procedures set down in Rules 9.1, 9.2, 9.3, 10.1 and 10.2 and consideration of the items described in Rule 12.2 (1)
16.6 Each Annual General Meeting shall also appoint a Patron of the Club. The Club Patron shall not serve concurrently as Patron and as an officer of the Club.
16.7 Any Notice of Motion to the Annual General Meeting shall be lodged in writing with the Club Secretary or Club Manager no less than twenty-one days in advance of the Annual General meeting. It shall contain the signatures of a nominator and a seconder, both of whom shall have voting rights as defined in Rules 7. 51 and 7.54.
16.8 Nominations will be received at the Annual General Meeting only for those positions that remain unfilled after the closing of written nominations. Any ballot for such positions shall be amongst only those members nominated at the meeting.
17.00 MEN'S AND WOMEN'S ANNUAL MEETINGS
17.1 Separate Men's and Women's Annual Meetings shall be called by the Board at a place and time determined by the Board a minimum of one and a maximum of fifteen days before the Annual General Meeting.
17.2 The procedure to be used in advertising these meetings, calling for nominations and closing nominations shall be as for the Annual General Meeting including the use of the same dates.
17.3 The Men's and Women's Annual Meetings shall be chaired by the Men's and Women's Presidents respectively or in his/her absence by the Men's and Women's Vice Presidents respectively.
17.4 Voting and speaking rights shall be as in Rule 16.4.
17.5 The business of each meeting shall include the election of officers according to the procedures set down in Rules 11.1 and 11.2 and consideration of reports from the Men's and Women's Committees respectively. These meetings shall not consider any Notices of Motion nor shall they adopt any resolutions that are the responsibility of the Annual General Meeting, Special General Meeting or the Board to decide as heretofore or hereafter described in this Constitution.
17.6 Each Annual Meeting will receive nominations only for those positions that remain unfilled after the closing of written nominations. Any ballot for such positions shall be amongst only those members nominated at the meeting.
18.00 SPECIAL GENERAL MEETINGS
18.1 A Special General Meeting of Club Members may be called by the Board or by written requisition of a minimum of twenty-five Full Playing members, such requisition to be signed by all members so requisitioning, stating fully the business of the Special General Meeting with such requisition to be lodged with the Club Secretary or Club Manager.
18.2 Any Special General meeting requisitioned by members shall be held within thirty days of such requisition being received, shall be advertised as described in Rule 16.2(c) and shall indicate the business to be discussed, with voting and speaking rights as for Annual General Meetings.
18.3 Only that business specified in the requisition by members or in the notice of meeting published by the Board when it calls a Special General Meeting, may be transacted at such meeting.
18.4 The Chairperson of the Board shall be the Chairperson at any Special General Meeting, or in his/her absence, another member of the Board elected by the meeting.
19.00 GENERAL MEETINGS
19.1 The Board may call a General Meeting at any time to provide information and/or recommendations to members and/or to seek information and/or recommendations from members regarding any aspect or aspects of the management of the Club and/or the conduct of the game of golf and/or any other activity carried out under the auspices of the Club.
19.2 Any resolution adopted by a General Meeting shall not alter the Constitution and Rules of the Club in any manner (Rule 25.00) but shall be considered as a recommendation regarding the same or any other matter.
19.3 Any General Meeting shall be advertised in the Clubhouse a minimum of fourteen days in advance of the meeting including the date, time and venue of same.
19.4 Such General Meeting shall be chaired by the Board Chairperson or in his/her absence by another member of the Board elected by the meeting.
19.5 Voting and speaking rights shall be as in Rule 16.4.
20.00 QUORUM
20.1 The quorum for any Annual General Meeting or Special General Meeting or General Meeting shall be a minimum of twenty-five members of the Club entitled to vote.
20.2 The quorum for any Men's or Women's Annual Meeting shall be a minimum of fifteen members of the Club entitled to vote.
20.3 The quorum for any meeting of the Board of Management shall be a minimum of five members, reducing to four members during the period of employment of a Club Manager.
20.4 The quorum for any meeting of the Men's or Women's Committees shall be a minimum of four members exclusive of any co-opted members.
21.00 PROXIES
No proxy votes shall be allowed at any meeting.
22.00 RULES OF THE GAME
22.1 Rules of play shall by those of the Royal and Ancient Golf Club of St Andrews and the local rules of the Waipu Golf Club (Incorporated)
22.2 Local rules will be established in conjunction by those members of the Men's and Women's Committees who are the respective Match Committees.
22.3 Local rules will be displayed on a Club notice board at all times.
23.00 COMMON SEAL
23.1 The Common Seal of the Club shall be kept in the custody of the Club Secretary or Club Manager.
23.2 The Common Seal shall not be affixed to any document except by authority of the Board or the Annual General Meeting or a Special General Meeting of members.
23.3 The Common Seal shall be affixed in the joint presence of at least two members of the Board who shall affix their signatures to every document so sealed.
24.00 INDEMNITY
The Board, the Committees and other officers of the Club shall be indemnified by the Club against all disbursements, expenses, liabilities and losses incurred by them in or about 'the discharge of their duties except such as happen from their own wilful act, neglect or default.
25.00 ALTERATIONS TO CONSTITUTION
These rules shall not be altered, added to or repealed except at the Annual General meeting of the Club or at a Special General Meeting called for that purpose provided written notice of the proposed alteration, addition or repeal shall have been given to the Club Secretary or Club Manager not less than fourteen days before the date of the meeting. No such alteration, addition or repeal shall be valid unless and until accepted by the Registrar of Incorporated Societies.
26.00 WINDING-UP OF THE CLUB
26.1 In the event of the winding-up of the Club in accordance with the Incorporated Societies Act 1908, the funds and assets of the Club remaining after payment and satisfaction of its debts and liabilities and the costs and expenses of winding-up shall be distributed by the Club in General Meeting to a like sporting body which is established substantially or primarily for the purpose of promoting any game or sport provided that that game or sport is conducted for the recreation and benefit of the general public, and no part of the income or other funds of that Society or Association is used or available to be used for the private pecuniary profit of any proprietor, member or shareholder thereof.
26.2 Members of the Club present at such meeting shall, if possible, satisfy themselves that the terms and conditions of the Title Deed to the property will be met by any future owner or lessee.
27.00 ADOPTION OF NEW CONSTITUTION
After the adoption of a new Constitution and Rules at a Special General meeting of the Club, a majority of voting members present at such meeting shall decide the date or dates upon which the new Rules shall come into force. All appointments to office, acts of authority, rules, by-laws and procedures subsisting before the adoption of a new Constitution and Rules shall continue until such date or dates.
Alteration of rules registered this 30th day of January, 2008
Posted 7/11/2013 2:27:40 p.m..