1. NAME
The name of the society shall be the “TAUPO CAR CLUB INCORPORATED” ("Club").
The registered office of the Taupo Car Club shall be such place as determined from time to time by the Executive Committee.
The Objects for which the Club is formed are
3.1 To foster, organise, arrange and control:
3.1.1 Automotive sports meetings, automotive sporting events and automobile activities of all kinds upon an amateur basis;
3.1.2 Motor tours, general outings and social functions.
3.2 To determine records and awards for competitions.
3.3 To join with any other club or association having objects similar to those of the Club in carrying into effect any of these objects
In addition to any power vested in it by statute or at law the Club in its absolute and uncontrolled discretion may exercise the following powers:
4.1 Purchase, lease, hire or by any other means acquire any real or personal estate necessary or convenient for the purposes of the Club.
4.2 Sell, let, lease, dispose of or transfer all or any of the real or personal property of the Club for such consideration as the Club thinks fit and to sublet any portion or portions of its premises.
4.3 Invest, borrow or advance monies.
4.4 Receive subscriptions, grants and funds.
4.5 Buy, sell, supply and deal in all kinds of apparatus and all kinds of provisions, liquid and solid, required or used by members of the Club
4.6 Hire and employ all classes of persons whose services may be deemed necessary for the purposes of the Club.
4.7 Discipline its members.
4.8 Establish committees and delegate its powers to those committees.
4.9 Determine policies and procedures to effectively further the objects of the Club.
4.10 Determine rules to control activities of the Club.
4.11 Do any other acts or procedures which further the objects of the Club
5.1 Categories of Members
5.1.1 Ordinary Members Ordinary members, upon payment of all subscriptions and fees, shall be entitled to:
- vote at general meetings of the Club
- participate in all activities organised or sponsored by the Club
- be elected or appointed to committees of the Club
- receive trophies and prizes for competitions of the Club
5.1.2 Family Members
Family membership may be granted to the members of one family living at the same address at the discretion of the Executive Committee Family members shall have all of the privileges of ordinary members except that they must be 16 years of age or older to vote at meetings of the Club
5.1.3 Honorary Members
Honorary membership shall be granted to persons or organisations from time to time at the discretion of the executive committee in recognition of services or contributions to the Club. Honorary members shall pay no fees or subscriptions pertaining to membership They may participate in all Club activities but shall not be entitled to receive trophies for competitions or have voting rights at any meetings
5.1.4 Life Members
Life members shall have all of the privileges of ordinary members, including the right to vote at general meetings of the Club, but shall not be liable for any subscriptions or fees pertaining to membership Life members shall be entitled to attend and speak at all committee meetings but shall not be entitled to vote at such meetings unless the Committee appoints that right to them.
5.1.6 Associate Members
Associate Members shall have privileges of ordinary members with the exception of no voting rights at General Meetings and are not entitled to become office bearers.
5.2 Approval of Membership
5.2.1 Ordinary Members
Application for ordinary membership shall be approved or declined at a meeting of the Executive Committee, such application having been proposed and seconded by financial members or ordinary members of the Club. Proposals for membership shall be in writing and be in the hands of the secretary prior to the Executive Committee meeting. Each proposal shall be signed by the nominee agreeing to abide by the rules and bylaws of the Club.
5.2.2 Family Members
Application for family membership shall be approved or declined by a meeting of the Executive Committee in the same manner as for ordinary members. The members of the family to whom the membership applies shall be defined at the time the membership is approved.
5.2.3 Honorary Members
Application for honorary membership shall be approved or declined by a meeting of the Executive Committee. The term of the membership shall be determined by the Committee at the time of granting the membership.
5.2.4 Life Members
Application for life membership of the Club shall be approved or declined by a simple majority at a general meeting of the Club.
5.3 Termination of Membership
5.3.1 A member may resign by giving notice in writing to the Secretary. Such resignation shall be effective upon receipt of the notice. In the event of a member resigning from the Club no refund of subscriptions or fees shall be payable by the Club.
5.3.2 Membership may be terminated by resolution of a two-thirds majority of the Executive Committee, where the Executive Committee considers that the member's conduct justifies that course. Before such resolution is made:
- The Executive Committee shall arrange a meeting to enquire into the alleged conduct of the member
- The member in question shall be given at least 21 days notice of such meeting and shall have the right to make submissions to the meeting either in writing or in person
- The Executive Committee will give due regard and consideration to all evidence put before it
Following the meeting the member shall be advised in writing of the result of the vote taken by the Executive Committee
6. COMMITTEES
6.1 Executive Committee
6.1.1 Composition
The Executive Committee is the governing body of the Club. It consists of:
President
Immediate Past President
Secretary
Treasurer
Vice President
Equipment Officer
Newsletter Editor
Race Co-Ordinator
ClubSport Co-Ordinator
Chief Marshall
Chief Timing Co-Ordinator
Social Co-Ordinator
Ordinary Members (Up to six)
6.1.2 Elections
Subject to clause 6 1 4 and with the exception of the Immediate Past President, members of the Executive Committee shall be elected by a simple majority at a general meeting of the Club following nomination and seconding by financial members of the Club.
6.1.3 Immediate Past President
The Immediate Past President shall as of right be appointed to a position on the Executive Committee.
6.1.4 Term of Office
Each member of the Executive Committee shall have a term of office of one year and then shall retire, but may be available for re-election. If any Executive Committee Member is absent from (3) consecutive meetings without leave of absence the Executive Committee may declare that persons position to be vacant.
6.1.5 Vacancies
Any vacancy occurring during the term of office of a member of the Executive Committee shall be filled by appointment by the Executive Committee, except for the President, which shall be elected by a general meeting.
6.1.6 Meetings
The Executive Committee shall meet at such times and places as it shall determine The President or any three members of the Executive Committee may call Executive Committee meetings as they consider necessary. The chair of Executive Committee meetings shall be the President or, in his or her absence, any member of the Executive Committee elected by the Executive Committee
6.1.7 Powers
The Executive Committee shall have the following powers:
- To plan, manage and control the affairs of the Club
- To plan, manage and control the finances of the Club
- To appoint such sub-committees as it deems necessary from time to time to assist in carrying out its duties
- To co-opt or engage the services of any persons or organisations to assist or advise the Club
- To delegate such powers as it may deem necessary to members, employees or subcommittees of the Club
- To develop and regulate procedures as it deems necessary
- To appoint employees and fill any vacancies on the Executive Committee or in any sub-committees appointed by it
- To determine the terms and conditions of employees, contractors, volunteers and any other persons rendering services to the Club
6.1.8 Voting
All decisions and resolutions of the Executive Committee shall be passed by a vote of a majority of Executive Committee members present at an Executive Committee meeting. Voting may be verbal, by show of hands, or secret ballot if requested by any Executive Committee member present. The Chairperson of the meeting shall have a casting vote in the event of a tied vote. Proxy votes shall be allowed if given to the Secretary in writing, along with an apology, prior to commencement of the meeting.
6.1.9 Quorum At least half of the Executive Committee shall be present at a meeting of the Executive Committee to constitute a quorum
7.1 Annual General Meeting
The Annual General Meeting of the Club shall be held no later than 31st October in each year.
7.2 Special General Meetings
On appropriate notice, a Special General Meeting of the Club may be called at any time by a minimum of ten financial ordinary members or by the Executive Committee.
7.3 Notice
Not less than 28 days written or electronic notice shall be given to all members by the Executive Committee of the date, place, time and agenda for the Annual General Meeting. On receipt of a request for a Special General Meeting not less than 21 days notice shall be given by the Executive Committee of the date, time and place for the Special General Meeting and the item(s) of business to be discussed.
7.4 Business to be discussed
The agenda for the Annual General Meeting shall include:
7.4.1 Minutes of the previous General Meeting.
7.4.2 President's report.
7.4.3 Statement of annual audited accounts.
7.4.4 Ratification of subscriptions.
7.4.5 Election of the Patron.
7.4.6 Election of the Executive Committee
7.4.7 Election of the Officers to replace those members whose term of office is expiring.
7.4.8 Motions of which notice has been given.
7.4.9 General business.
7.5 Voting
Each financial ordinary and family member (sixteen years of age and over) and life members shall be entitled to one vote each. Voting shall be by a majority of those present and entitled to vote, except for alterations to these rules and the appointment of a liquidator which shall be by a two thirds majority of those present at a meeting. Voting may be by a show of hands or a secret ballot, if requested by two members at the meeting. The chairperson of the meeting shall have a casting vote in the event of a tied vote. Proxy votes of financial members shall be allowed if forwarded to the Secretary in writing, along with a written or electronic signed apology, 48 hours prior to commencement of the meeting.
7.6 Quorum
At least twenty five of the financial members of the Club must be present at a general meeting of the Club to form a quorum
8.1 Financial Year
The financial year of the Club shall commence on 1st. August and end on 31st. July of the following year.
8.2 Control
The finances of the Club shall be controlled and managed by the Executive Committee.
8.3 Annual Report
The Executive Committee shall present to the Annual General Meeting an annual report and statement of audited annual accounts.
9.1 Payment
Subscriptions shall be paid by each member of the Club for the year 1st. August to 31st. July.
9.2 Setting of Subscriptions
Subscriptions for the next financial year shall be set by the Executive Committee in time for invoices to be sent to all members during July. The subscriptions set by the Executive Committee shall be ratified by the Annual General Meeting.
The Taupo Car Club shall have a common seal Subject to the Incorporated Societies Act, the Executive Committee shall determine when the common seal is to be used and make provision for its safe custody.
The Club may from time to time make and amend by-laws to direct the day to day running of the Club. By-Laws shall be ratified by a General Meeting.
12. ALTERATION TO RULES
These rules may only be amended, added to or repealed by resolution of a two thirds majority vote at a General Meeting. Notice of an intention to alter these rules must be given in writing to the Secretary no later than 30 days prior to a General Meeting.
13.1 The Taupo Car Club may be put into liquidation if:
13.1.1 a two thirds majority of votes at a General Meeting passes a resolution to do so, and
13.1.2 such resolution is confirmed in a subsequent Special General Meeting, called for that purpose, and held not later than thirty (30) working days after the date on which the resolution was passed
13.2 In the event of the Club being liquidated under Section 24 of the Incorporated Societies Act 1908, the surplus assets after payment of the Club's liabilities and the expenses of the liquidation shall not be divided amongst the members equally but shall be disposed of with reference to the objects of the Club and in a manner determined by a special general meeting of the Club called for that purpose.
In the event of any difference or dispute between or within the Club and its members or its office bearers in relation to any matters contained in these rules, or their application or interpretation, those concerned shall use their best endeavours to resolve the difference or dispute by agreement between them.
If at any time any matter shall arise which is not provided for in these rules, or in the interpretation of these rules, the same shall be determined where appropriate by the Executive Committee whose decision shall be final.
