Greymouth Fishing Club inc

Rules of the Greymouth Fishing Club

Name
The Club shall be named the Greymouth Fishing Club Inc (hereinafter called “the Club”).

Purpose
The Purpose of the club shall be the encouragement of the art of fishing, the fostering of the spirit of friendship and good fellowship among fishers, assist local and government authorities whenever possible on the conservation, enhancement and preservation of fish, the collection of information and the prevention of illegal fishing.

Payments to members
Income made by the Club cannot be used for personal benefit of members.

Officers of the Club
The Committee shall consist of the following officials:
A President
Vice-President
Secretary / Treasurer
And at least three (3) other Club members one of whom shall be the immediate past President.

(The immediate past President shall be a member of the Committee without the necessity for an election).

Office bearers shall hold office until the annual general meeting following their election when they shall retire but each shall be eligible for re-election or election to any other position.

No President shall retain their position for more than two (2) consecutive years but may be re-elected after the expiration of one (1) year.

Nominations for members of the Committee will be accepted at the Annual General Meeting.

Powers of the Committee
The Committee shall have the following powers:

Generally to carry out the objects of the Club and manage its affairs and in particular to borrow or raise money but subject to a resolution of a majority of members of the Club at a general meeting, to invest those monies of the Club as are not immediately required, in and upon such investments, securities or property as may be thought fit.

To recommend changes in any rules which may from time to time be found necessary for the proper conduct of the Club’s affairs.

To fill any casual vacancy which may occur among the committee members or in the office of auditor.

The Committee may at any time appoint from among its number such subcommittees as it may deem necessary or expedient and may delegate or refer to such subcommittees such of the powers and duties of the Committee as the Committee may determine.

Such subcommittees shall periodically report their proceedings to the Committee and shall conduct their business in accordance with the Committee.

Vacancies on the Committee
An officer on the Committee shall vacate his or her office if:

That officer ceases to be member of the Club; or

That officer resigns from the Committee; or

That officer is called upon to resign on the vote of a majority of members present at a Special General Meeting for which notice in accordance with these rules has been given calling upon such officer to resign; or

The Committee resolves that the officer shall vacate the committee on the grounds that he or she has failed to attend three (3) consecutive Committee meetings.

In the event of a vacancy on the Committee the Committee may co-opt another person onto the Committee to fill that vacancy.

Annual general meeting
The Annual General Meeting shall be held in September of each year.

Notice of each Annual General Meeting shall be sent to each Club member at least fourteen (14) days prior to the date set for the Meeting.

The date to be advertised in local papers fourteen (14) days before the Meeting.

The business to be considered at the Annual General Meeting shall be:
To receive from the Committee a report, balance sheet and statement of accounts for the preceding financial year.

Elect the Committee and to appoint an auditor for the ensuing year.

To decide on any resolution which might be submitted to the meeting.

Special general meeting
A special general meeting of the Club may be called at any time by the Committee or shall be called by the Secretary on receipt of a requisition signed by at least five (5) members of the Club specifying the nature of the business they require considered at such a meeting.

At least ten days notice of such meeting shall be given to each Club member together with the agenda to be considered at such meeting.

Notice of motion
Any member of the club wishing to give notice of motion must do so in writing twenty-one (21) days before any Annual, special or Committee meeting.

General meetings (Club Nights)
General meetings of the Club shall be held on a monthly basis, or at such other times or at intervals as the committee decides but at least every two months.

Sub-Committees
Sub-committees shall be elected from the General Committee after the Annual Meeting or as the occasion demands.

The President may attend any sub-committee meeting and may cast his vote.

The sub-committee shall meet when required and shall present their recommendations to the General Committee.

Any full sub-committee, i.e. three (3) members plus the President will constitute a General Committee quorum and as such are delegated the power to make any decision they deem necessary providing that any such decision is within the jurisdiction the foresaid Sub-committee.

The decision so made is to be considered as club policy.

Quorum
The number of members required to constitute a quorum at meetings shall be eleven members for Annual General Meetings or Special General Meetings, 7 members for a general meeting and four members for Committee Meetings

Chair and voting at Meetings
The President shall preside at all meetings or in his or her absence the Vice President, Treasurer or a member selected by the meeting shall take the chair.

Voting shall be by show of hands or by secret ballot on request of a majority of members present. In the case of an equality of votes the Chairman shall have a second or casting vote.

The Chairman shall control the meeting according to the rules of debate and has the power to request any member to retire from the meeting for breach of etiquette.

Duties of the president
The president shall use his or her best endeavours to be present at all meetings of the Club and shall chair all such meetings. The president shall be the Club’s leader, represent the Club as required and promote the Club’s interests at all times.

Duties of the Secretary / Treasurer
The Secretary / Treasurer shall use his or her best endeavours to be present at all meetings of the Club, and shall keep minutes and shall collect all monies paid to the Club and keep correct accounts showing the financial affairs of the Club. The said monies shall be paid into such bank as the Committee may from time to time direct. Furthermore the Secretary / Treasurer shall receive and action all correspondence and other papers as directed by the Committee. The Secretary / Treasurer shall not dispose of any of the Club’s funds without the prior consent of the Committee.

At the end of each financial year the Secretary / Treasurer shall prepare a statement of receipts and payments and an income and expenditure account for the year under review, together with a balance sheet showing the state of the Club’s affairs, and these documents, after having been examined and certified by the Club’s auditor, shall be submitted to members at the Annual General Meeting, a copy will also be sent to the Incorporated Society .

Any three (3) of the President, Secretary / Treasurer, Vice- President or nominated committee member may operate on the Clubs bank account/s.

Minutes
Minutes of each General Meeting of the Club and each meeting of the Club Committee shall be recorded and confirmed at the next General Meeting of the Club or that Committee as the case may be.

Membership categories
Membership shall be open to all persons interested in fishing There shall be three classes of Membership:

(a) Senior Membership - for persons over the age of 17 years. Senior Members shall have one vote on motions at all Club Meetings.

(b) Junior Membership - for persons under 17 years of age. A parent or a senior Club Member must accompany Junior Members to all Club Meetings. Junior Members may speak to motions but shall not vote at Club Meetings.

(c) Family Membership - is a Full Member, Partner plus Family Juniors.

Election of members
Any person applying for membership of the Club shall fill out an application form and send to the secretary of the Club. The committee who shall accept or reject the application shall consider such application. The committee shall not be bound to give reasons or grounds for its refusal of membership.

Subscriptions
The annual subscription(s) shall be decided by resolution of the Club at each Annual General Meeting and shall fall due on the 1st day of October of each year.

Resignation of members
Any member may, by giving notice to the secretary to that effect, resign their membership of the Club and thereupon shall cease to be a member. Any member who resigns form the Club shall not be entitled to a refund of subscription or part thereof.

Expulsion of members
The Committee, subject to right of appeal to General Meeting shall have the right to expel any member whose conduct may be considered unsatisfactory or detrimental to the interests of the club, fails to pay that member’s annual subscription within three months after it becomes due.

Any person convicted of an offence against the Wild Life or Fisheries Act shall automatically forfeit membership, for a term to be set by the committee.

Before the Committee passes any resolution of expulsion pursuant to clause hereof the member concerned shall be given seven days clear notice in writing of the meeting at which the resolution shall be considered and shall be given the opportunity to appear before the Committee in person and to make statements and produce such evidence as that member desires in support of his or her case against the proposed expulsion.

Audit of accounts
An Auditor who shall be elected each year at the Annual General Meeting shall audit the accounts of the Club annually

The Auditor shall not be a member of the Committee.

The auditor shall have full powers to ask for and receive any information or explanation required to substantiate the correctness of accounts.

The auditor shall be a member of the New Zealand Society of Chartered Accountants.

Note: The Financial year-ends on the 31st of July each year.

Winding up
Any resolution to wind upthe Club must be carried by a majority vote of members in a general meeting and the resolution confirmed at a subsequent general meeting specially called to consider the matter and held not earlier than thirty days after the date on which the resolution was passed.

“When upon the winding up or dissolution of the Club there remain any surplus funds or property after the payment of all debts, the same shall not be distributed among the members of the Club but given or transferred to some other organisation or body having objects similar to the objects of the club or given to some other charitable organisation or purpose within New Zealand”.

Upon confirmation of such a resolution, the committee shall appoint a liquidator to conduct such winding up process.

Power to alter rules
Rules shall not be altered, varied or amended except at the Annual General Meeting, or a Special meeting convened for that purpose.

“No addition to or alteration or recession of the rules shall be approved if it affects the non-profit aims, personal benefit clause or the winding up clause”.

Note: The provisions and effects of the clause above shall not be removed from this document and shall be included and implied into any document replacing this document.

Notice of any proposed alterations, variation, amendment or new rule must be given to the Secretary Eighteen (18) days before such meeting. Any proposed alteration etc. must be carried by a majority of two-thirds (2/3) of the members present.

Interpretation
If at any time any matter shall arise which is not provided in these rules or in the interpretation of these rules the same shall be determined where appropriate by the Committee whose decision shall be final.

A substantial compliance with this constitution whether as to form, time, number of 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 failure to comply exactly with these rules.

In these rules the use of the singular shall include the plural and where the context admits.

Paragraph headings are guides only and shall not form part of these rules.

Signed hereunder by the following members of the Club 2007

Andrew Bone (President) …………………….

Sharron Wright (Secretary/Treasurer) ………………..

Leigh Kelly (Club Captain) …………………….