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Club Constitution

1. NAME
The name of the Club shall be "Victoria University of Wellington Hockey Club", hereinafter referred to as "the Club".
2. OBJECTIVES

  • a)To promote, foster, control, encourage and advance the game of hockey, especially among students of Victoria University of Wellington at club, New Zealand Universities and national levels.

  • b)To make playing for the Club and participating in its activities an enjoyable and rewarding experience and to create and encourage a unique club spirit both on and off the field.

  • c)To recognise the previously existing Victoria University of Wellington Men's Hockey Club and the Victoria University of Wellington Women's Hockey Club as the Club's predecessors, to recognise their histories as the Club's history and to maintain that history.

  • d)To provide or obtain for the members of the Club, hockey equipment, grounds, and such other facilities as may be required in the pursuit of these objects.

  • e)To apply for and maintain affiliation with the Victoria University of Wellington Students Association, the Wellington Hockey Association, the Wellington Womens Hockey Association, the New Zealand Universities Mens Hockey Council, The New Zealand Universities Womens Hockey Council, and any other association or body in the furtherance of these objects.

  • f)To do or cause to be done all such other things as the Club shall consider necessary or expedient for the attainment of all or any of the objects of the Club and to apply its funds for any of these purposes.

3. COLOURS OF THE CLUB
1. The colours of the Club shall be those of the Victoria University of Wellington, namely green (bottle) and gold. 2. All members of the Club when representing the Club in a match must wear the appropriate colours.
4. MEMBERSHIP
  • a)The following persons shall be eligible for membership:
        (i) Any member of the Victoria University of Wellington Students Association.
        (ii) Any graduate of the Victoria University of Wellington Students Association.
        (iii) Any graduate of the Victoria University of Wellington.
        (iv) Any other person at the discretion of the Committee.

  • b)Upon the unanimous recommendation of the Committee, any member or friend of the Club to whom the Club desires to show some appreciation for their past services and support may be elected as a Life Member of the Club at a General Meeting of the Club after not less that seven (7) clear days' notice of such proposal has been given to members; such notice naming the proposed recipient of a Life Membership. A Life Member shall be entitled to all the privileges of membership without payment of any fees or subscriptions.

  • c)Any person being a Life Member of either the Victoria University of Wellington Mens Hockey Club or the Victoria University of Wellington Womens Hockey Club shall be a Life Member of the Club.

  • d)Membership of eligible persons shall be at the discretion of the Committee.

5. SUBSCRIPTIONS
  • a)Subscriptions shall be payable to the Club by all members and shall be of such amount as shall be fixed by the Club at its Annual General Meeting, and such subscriptions may be subject to rebates for prompt payment as such Meeting may in its discretion fix; provided that it shall be competent for such Meetings to refer the fixing of subscriptions to the Committee with such directions as it thinks fit.

  • b)There shall be five (5) classes of subscription to be fixed as follows;
        (i) Female members of Victoria University of Wellington Students Association or any other full time female student.
        (ii) Male members of Victoria University of Wellington Students Association or any other full time male student.
        (iii) Those female members not included in (I) above.
        (iv) Those male members not included in (ii) above.
        (v) A nominal subscription for non-playing members or supporters of the club.

  • c)The Committee shall at its discretion have the power to reduce the amount of any individual subscription in cases of hardship or part-season availability, subject to application for such reduction being submitted in writing to the committee by the member concerned.

  • d)Subscriptions for the year shall be due on the 30th day of April in that year and shall be subject to such rebate as may be fixed in accordance with (a) above if paid prior to that date.

6. TERMINATION OF MEMBERSHIP
  • a)Resignation

  • (i) Any member who may desire to resign from membership of the Club shall give written notice to the Secretary, suchnotice being required to be given before the dates of the Club's Annual General Meeting, in default of which the member shall be liable for the subscription for the ensuing season.

  • (ii) At the beginning of each University year, financial members who do not sign a list of intending players posted on the Club website, or who do not notify the Secretary or Club Captain of their intention to play in the ensuing season may be deemed at the discretion of the Committee to have resigned.

  • b) Expulsion

  • Any member who refuses to comply with these Rules or By-Laws of the Club or any member whose conduct is, in the opinion of the Committee, such as to render such member's continued membership undesirable or likely to endanger the reputation, good order or welfare of the Club, may be called upon by the Committee to resign.
    In the event of the member refusing to resign, the Committee shall have power to cancel such member's membership provided that:

  • (i) Such member shall have been notified in writing of the charge or alleged irregularity and shall have been given an opportunity to reply to same, and

  • (ii) Such member shall have a right of appeal to a Special General Meeting of the Club if within fourteen (14) days of being notified of the cancellation of membership, such member shall have given written notice to the Secretary applying for a review of the Committee's decision; in which case such member shall be entitled to attend such Special General Meeting to be heard in support of application, but shall not be entitled to vote on the question of cancellation or reinstatement of membership, and

  • (iii) Any expulsion ordered in terms of these Rules may be rescinded at a duly convened Special General Meeting of the Club by resolution of a two-thirds majority of votes cast at such Meeting.

  • c) Any member resigning or being expelled under this rule shall forfeit all subscriptions and all interest in the Property of the Club.

7. GENERAL MEETINGS
  • a)Annual General Meeting: There shall be a General Meeting of the Club called “The Annual General Meeting” once a year, held after the end of the Club’s financial year, but before the commencement of the next Wellington Hockey Association Senior Open Grade season, where the business to be conducted shall be:

  • (i)The consideration of and, if thought fit, the adoption of the Annual Report, statement of income and expenditure and balance sheet for the previous financial year.

  • (ii) The election of officers and committee, and delegates, as required.

  • (iii) The consideration of levels of subscription.

  • The consideration of any special business of which notice has been given in writing to the Secretary at least ten (10) days prior to the date of the meeting; provided that, with the consent of two-thirds of the financial members present at the Annual General Meeting business of which notice has not been given may be dealt with.

  • The consideration of any general business arising out of the Annual Report or financial statements or affecting the welfare of the Club.

b) Special General Meeting: A Special General Meeting shall be held: When the Committee so determines.
  • Within fourteen (14) days after requisition shall have been delivered to the Secretary, such requisition to be signed by at least eight (8) financial members requesting a Special General Meeting and stating in express terms the purpose of such meeting.

  • No business shall be transacted at such a Special General Meeting other than that referred to in the Notice convening the meeting.

  • Notice of any General Meeting and of the business to be considered thereat shall be posted on the Club website no later than seven (7) clear days prior to the date of such meeting.

  • The President of the Club shall preside at all General Meetings at which he is present. In the absence of the President the Club Captain shall preside or in his or her absence the meeting shall elect a Chairperson from amongst those members of the Committee present at such meeting.

8. QUORUM
  • a) At any General Meeting fifteen (15) members shall from a quorum.
    b) At any Committee Meeting five (5) members shall form a quorum.

  • 9.VOTING AT MEETINGS

  • a)The mode of voting at any General Meeting shall be voices, provided however that it shall be competent for any member, upon the Chairperson declaring the result of such voting, to demand a show of hands. Upon a show of hands being taken the Chairperson's decision of the result of such voting shall be accepted as final.

  • b)At any General Meeting the members present and entitled to vote may by resolution decide that the voting on any particular matter for decision shall be conducted by secret ballot.

  • c)Only financial members and life members of the Club shall have the right to vote at any General Meeting and no member shall be entitled to more than one vote.

  • d)At the discretion of the Chairperson intending new members may be deemed eligible for election to any Office of the Club and to vote at an Annual General Meeting.

  • e)At any General Meeting the Chairperson shall have a deliberative and, in the event of a tie, a casting vote.

10. OFFICERS
  • a)At the Annual General Meeting of the Club the following shall be elected:

  • (i) Patron
    (ii) President
    (iii) Vice Presidents
    (iv) Club Captain
    (v) Secretary
    (vi) Treasurer
    (vii) Female Hockey Co-ordinator
    (viii) Male Hockey Co-ordinator
    (ix) Social Co-ordinator
    (x) Committee of six (60) members
    (xi) Honorary Auditor
    (xii) Delegates to National and Local Bodies as required.

  • b)Only Life Members or Financial members shall be eligible for election as an officer of the Club except as provided in Rule 9(d) hereof.

  • c)c) The Officers of the Club shall be elected by ballot by those Life Members and financial members present at the Annual General Meeting unless the Chairperson has exercised his or her discretion under clause 9(d).

  • d)Officers shall continue in office until termination of the meeting in which their successors shall have been appointed and shall be eligible for re-election unless removed from office by two-thirds of the votes recorded at a Special General Meeting specifically called to consider such removal.

  • e)Any vacancy that may occur in the Officers of the Club shall be filled by the Committee; such appointment to enure until the next Annual General Meeting.

  • f)In the election of Club Officers the members present at the meeting shall be reminded of the composition of the Club and shall endeavour to see the composition reflected in the selection of Officers in particular, it shall be required that the Committee, as defined in Clause 11(a) hereof, include not less than three (3) male and three (3) female members.

11. Committee
  • a)The affairs of the Club shall be managed by the Committee which shall be comprised as follows:


  • (i) Club Captain
    (ii) Secretary
    (iii) Treasurer
    (iv) Female Hockey Co-ordinator
    (v) Male Hockey Co-ordinator
    (vi) Social Co-ordinator
    (vii) The six (5) elected Committee Members.
    Associated Members:

  • (i) Senior Mens Coach
    (ii) Senior Womens Coach
    (Both appointed by the Committee)


  • b)The Committee shall assign to its members such positions as it considers necessary for the efficient management of the Club and attainment of the objects set out in Rule 2 and members so assigned shall be responsible to the Committee for the performance of their tasks.

12. POWERS OF THE COMMITTEE
Meetings a)
  • (i)The Committee shall meet regularly to consider and carry out the affairs of the Club; the time and place of such meetings to be issued by the Secretary giving no less than three (3) days notice of the date of such meeting.

  • (ii)The Secretary shall call a meeting of the Committee on receipt by him or her of a requisition signed by the Club Captain or any three (3) members of the Committee, stating the objects of such meeting to be held within fourteen (14) days of the receipt by the Secretary of such requisition.

  • b)By-Laws
    The Committee may make, alter or rescind by-laws not repugnant to the Constitution and to act for the general benefit, comfort and accommodation of members and all regulations and by-laws made by the Committee and orders given by them shall be binding on every member of the Club until set aside by General Meeting

  • c)Disciplinary Powers
    The Committee may remove from the Register of the Club any member whose subscription has not been paid within one (1) month of the due date, provided that at least fourteen (14) days notice has been given in writing, advising of such member of the Committee's intention.

  • d)Funds

  • The Committee may only expend the Club’s funds, or incur liabilities on behalf of the Club, to promote the charitable objects and purposes of the Club as set out in clause 2.  No portion of the Club’s funds may be paid or transferred, directly or indirectly, by way of dividend, bonus, salary or otherwise to any member of the Club.


  • e)Levies
    The Committee shall have the power to impose special or general levies on members of the Club.


13. FINANCIAL YEAR
The financial year of the Club shall end on the 31st day of December each year.
14. SECRETARY
It shall be the duty of the Secretary or substitute to call and attend all General Meetings and Committee Meetings, to take and record the minutes of all such meetings, to conduct the correspondence of the Club, to place before the Committee from time to time all matters for consideration of the Committee, to present for the consideration of the Annual General Meeting an Annual Report detailing all activities of the Club during the preceding year, to have custody of and keep all records and documents belonging to the Club, other than books of accounts, and generally to act on behalf of and under the instructions of the Committee in all matters not relating to the finances of the Club. The Secretary shall further be responsible to ensure that the Club applies for affiliation to the Victoria University of Wellington Students Association by the required date.
15. TREASURER
The Treasurer shall collect and account for all monies due to the Club and shall at once pay them into the Club's Banking Account, pay all accounts approved by the Committee, submit to the Committee at each of its meetings and at such other times as the Committee may direct, a Statement of the financial position of the Club and generally in all financial matters carry out the wishes of the Committee. He or she shall also submit an audited balance sheet and statement of income and expenditure for presentation at every Annual General Meeting. The Treasurer shall further be responsible to maintain a full record of all equipment or property purchased by the club, the cost and whereabouts of such items and too arrange such insurance's as may be necessary. The Treasurer shall be responsible to keep a correct register of all Club members.
16. AUDIT
The Statement of Income and Expenditure and Balance Sheet for each financial year shall be audited by an Honorary Auditor appointed at the preceding Annual General Meeting of the Club. The Committee shall have power to fill any vacancy occurring in the Office of Auditor.
17. UNIVERSITY TOURNAMENT
Those playing members of the Club who are members of the Victoria University of Wellington Students Association shall have preference to play in the Hockey Sections of any Universities Tournament.
18. ALTERATIONS TO CONSTITUTION
  • a)No rule may be altered, added to, or rescinded except by the two-thirds majority of votes cast at the Annual General Meeting or a General Meeting called for that purpose, provided always that no amendments may be made to clauses 12(d) (non-profit, no personal benefit), or clause 19 (winding up) or to any other clause, which would have the effect of nullifying the Club’s charitable or tax exempt status

  • b)Written notice of any proposed alteration, addition to or rescission signed by not less than eight (8) financial members of the Club shall be given to the Secretary, who, if a Special General Meeting is required for the purpose of considering such alteration, shall cause such meeting to be held within twenty-one (21) days of the receipt by the Secretary of such requisition, such notice stating the object of the meeting.

  • c)Written notice of any proposed alteration, addition to rescission of any clause must be posted on the Clubs website in the Victoria University of Wellington Students Association Building and the University Recreational Centre at least seven (7) days prior to the date of such meetings.

  • d)Upon any alteration, addition to or rescission of any clause being approved by Annual General Meeting or Special General Meeting specifically called for that purpose, the Secretary shall inform the Secretary of the Victoria University of Wellington Students Association of such alteration, addition or rescission.

19. WINDING UP
A majority of the members of the Club present at a General Meeting called for that purpose may resolve that the Club be wound up as from a date to be named in such resolution and that its property shall be disposed of firstly in the payment of the debts and liabilities of the Club, with any surplus to be held in Trust by the Victoria University of Wellington Students’ Association or its successors or assigns, until such time as a Victoria University of Wellington Hockey Club is again formed, with similar objects to the current Club, and which also has an income tax exemption, or for some other charitable purpose, within New Zealand
A majority of the members of the Club present at a General Meeting called for that purpose may resolve that the Club be wound up as from a date to be named in such resolution and that its property shall be disposed of firstly in the payment the debts and liabilities of the Club and any surplus to be held in a Trust by the Victoria
University of Wellington Students Association until such time as a Victoria University Hockey Club is again formed.

20. INTERPRETATION
  • a)The Secretary and Treasurer of the Club shall each hold copies of this Constitution together with any amendments which may from time to time be made and shall make such copies available to members of the Club at any time upon application.

  • b)The Officers of the Club or any other person who may be the authority of the Committee accept or incur any pecuniary liability on behalf of the Club shall be indemnified by the Club against any personal loss in respect of such liability.

  • c)The decision of the Committee on the interpretation of this Constitution or any matter or thing not provided for by this Constitution, pertaining to the Club, its property or interests, shall be conclusive and binding on all members of the Club until revoked or varied at a General Meeting.

  • d)A substantial compliance with this Constitution as to form, time, number, or as to any other matter shall in all cases be good and sufficient and no regulation, resolution, decision, election, appointment, notice, or other matter or thing shall be invalidated by reason only of a failure to comply exactly with this Constitution.


APPENDIX No.1 - CONSTITUTIONAL CHANGES 

2011


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