Porirua City Junior Cricket Club

RULES OF

PORIRUA CITY JUNIOR CRICKET CLUB

1.0 NAME:

The name of the Club is Porirua City Junior Cricket Club hereinafter referred to as the "Club".

2.0 OBJECTS:

The objects of the Club are:-

2.1 To foster, control, promote, advance and encourage the playing of cricket amongst the junior age group while upholding the highest standards of behaviour and sportsmanship at all times.

2.2 To take all necessary steps to support the authorities controlling provincial and New Zealand cricket.

2.3 To use the funds of the Club as the Club may consider necessary or proper in the payment of costs and expenses in furthering or carrying out the objects of the Club or any of them including the employment of Counsel, Solicitors, Agents, Officers and Servants as shall appear necessary or expedient.

2.4 To purchase, take on lease or exchange or hire or otherwise acquire any real or personal property and any rights or privileges which the Club shall think necessary or expedient for the purpose of furthering the objects of the Club or its members and to sell and exchange, let, bail or lease with or without option to purchase or in any other manner dispose of any such property, rights or privileges as aforesaid.

2.5 To do all such things as are incidental or conducive to the attainment of the above objects.

3.0 ATTAINING OBJECTS

The Club shall be empowered to do all things necessary which are incidental to and necessary for the attainment of the objects of the Club.

4.0 PROPERTY OF THE CLUB

The Club must apply all property and income of the Club towards the promotion of the objects or purposes of the Club and no part of that property or income to be paid or otherwise distributed, directly or indirectly, to members of the Club, except in good faith in the promotion of those objects or purposes.

5.0 POWERS OF THE CLUB:

5.1 To acquire, hold, deal with, and dispose of any real or personal property;

5.2 To open and operate bank accounts;

5.3 To invest its money -

(i) in any security in which trust moneys may be invested; or

(ii) in any other manner authorised by the rules of the Club;

5.4 To borrow money upon such terms and conditions as the Club thinks fit;

5.5 To give such security for the discharge of liabilities incurred by the Club as the Club thinks fit;

5.6 To appoint agents and employees to transact any business of the Club on its behalf for reward or otherwise;

5.7 To build construct erect maintain alter and repair any premises building or other structure of any kind and to furnish, equip and improve the same for use by the Club;

5.8 Accept donations and gifts in accordance with the objects of the Club;

5.9 Print and publish any information by any media including newsletters, newspapers, articles or leaflets for promotion of the Club;

5.10 Provide gifts and prizes in accordance with the objects of the Club;

5.11 Organise social events for Members and the promotion of the Club; and

5.12 To enter into any other contract the Club considers necessary or desirable.

6.0 MEMBERSHIP :

6.1 All parents or legal guardians of a fully paid up junior cricket player of the club shall be deemed to be a member of the club for the purposes of this deed.

6.2 Each person deemed to be a member shall be;

6.2.1 Bound by the rules of the Club as passed by the Executive Committee,including the PCJCC Junior Cricket Player & Parent Charter.

6.2.2 Come liable for such fees and subscriptions as may be fixed by the Club.

6.2.3 Entitled to all advantages and privileges of membership.

6.3 Membership Categories :

6.3.1 JUNIOR MEMBER

Any person under the age of 18 years may become a Junior Member. Junior Members shall have no voting rights nor be entitled to hold any office.

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6.3.2 PATRON

The Club may, at its discretion, elect a patron/s or vice patron/s of the Club for such period as may be deemed necessary. Such patron/s or vice patron/s shall not be eligible to vote unless they are current members of the Club under another category of membership.

6.4 The Executive Committee shall appoint a member of the Executive Committee to maintain an up to date register of members of the Club.

6.5 A member may at any reasonable time inspect the records and documents of the Club.

7.0 SUBSCRIPTIONS:

7.1 (to be paid by different classes as and when they are due)

8.0 TERMINATION OF MEMBERSHIP

8.1 Any person's membership may be terminated by the following events;

8.1.1 Resignation

8.1.2 Expulsion

8.1.3 a Member's annual membership fee remains unpaid after 4 months of falling due;

8.2 The Executive Committee shall have the power to suspend or expel any member of the Club for:

8.2.1 any of the events in Item 8.1

8.2.2 breach of any rule, regulation or by-law of the Club and

8.2.3 by any act detrimental to the Club. After having undertaken due inquiry.

8.3 Any member who is expelled, suspended or has their membership terminated, shall have the right to appeal against their suspension or expulsion by presenting their case to a General Meeting called for such purpose, and the decision of the General Meeting shall be final.

9.0 EXECUTIVE COMMITTEE

9.1 Management of the Club shall be vested in the Executive Committee elected by the members at the Annual General Meeting and consisting of;

9.1.1 Chair

9.1.2 Deputy Chair

9.1.3 Treasurer

9.1.4 Hard Ball Convenor

9.1.5 Soft Ball Convenor

9.1.6 Secretary

9.1.7 Funding Manager

9.1.8 Sponsorship Manager

9.1.9 Technology Manager

9.1.10 Coaching Manager

9.1.11 Girls Cricket Manager

9.1.12 Up to three (3) General Committee Members

9.1.13 Additional Committee Members if requested and approved at AGM

9.2 A person may hold more than one (1), but no more than three (3) positions on the Executive Committee at any one time. A person shall cease to be a member of the Executive Committee at the conclusion of the Annual General Meeting which follows his/her election and he or she will be eligible for re election.

9.3 A quorum of the Executive Committee shall be five (5) of its members. Any person holding multiple positions shall be classed as one (1) member for the purposes of reaching the requisite quorum.

9.4 If the Chair or Deputy Chair is unable to attend, then a chairperson nominated by the meeting shall chair that meeting.

9.5 A member of the Executive Committee may lose his or her seat on the committee for either of the following;

• Absence from three or more meetings without leave of absence.

• Found not to be a financial member.

10.0 POWERS OF THE EXECUTIVE COMMITTEE

10.1 The Executive Committee shall carry out the day-to-day running of the Club and shall have the power to:

10.1.1 Administer the finances, appoint bankers, and direct the opening of banking accounts for specific purposes and to transfer funds from one account to another, and to close any such account;

10.1.2 Fix the manner in which such banking accounts shall be operated upon, providing the Executive Committee passes all payments;

10.1.3 Fix fees and subscriptions payable by members and decide such levies, fines and charges as is deemed necessary and advisable, and to enforce payment thereof;

10.1.4 Adjudicate on all matters brought before it which in any way affect the Club.

10.1.5 Cause minutes to be made of all proceedings at meetings of the Committee and General Meetings of members;

10.1.6 Make, amend and rescind Club rules;

10.1.7 Have the power to form and appoint any sub-committee/s as required for specific purposes;

10.1.8 May at their discretion employ a person or persons to carry out certain duties required by the Club, at salaries or remunerations for such period of time, as may be deemed necessary.

10.1.9 Should a vacancy occur on the Executive Committee during the season, the Executive Committee shall appoint a successor until the next Annual General Meeting.

10.1.10 Appoint an officer/s or agent of the Executive Committee to have custody of the Club's records, documents and securities.

11.0 AUDIT

11.1 The Annual General Meeting shall decide whether and audit, review, or some other specific procedures are required.

11.2 If an audit, review or some other specific procedures are deemed necessary then the meeting will appoint an auditor.

11.3 Should an Auditor/s be appointed then they shall examine and audit all the books and accounts of the Club, and have the power to call for all books, papers, accounts, receipts etc., of the Club and report thereon to the Annual General Meeting.

12.0 GENERAL MEETINGS:

12.1 Annual General Meeting

12.1.1 The Annual General Meeting of the Club must be held within four months of the end of the club's financial year.

12.1.2 The Secretary shall give at least fourteen (14) days-notice of the date of the Annual General Meeting, to members.

12.1.3 All financial members may attend the Annual General Meeting.

12.1.4 The quorum at the Annual General Meeting shall be a minimum of eight (8) members. Any person holding multiple positions shall be classed as one (1) member for the purposes of reaching the requisite quorum. If, at the end of 30 minutes after the time appointed in the notice for the opening of the Meeting, there be no quorum the meeting shall stand and adjourn for one week. If at such meeting there is no quorum those members present shall be competent to discharge the business of the meeting.

12.1.5 The agenda for an Annual General Meeting shall be;

• Opening of Meeting

• Apologies

• Confirmation of Minutes of previous Annual General Meeting

• Presentation of Annual Report

• Adoption of Annual Report

• Presentation of Treasurer's statement

• Election of New Executive and appointment of Auditor

• Vote of thanks to outgoing Executive

• Determination of Annual Membership Fee

• Notice/s of Motion

• Urgent general business

• Closure

12.2 General Meetings

12.2.1 General Meetings may be called by the Executive Committee or at the request of the Chair and Secretary or on the written request of eight (8) members of the Club. Any person holding multiple positions shall be classed as one member for the purposes of such request.

12.2.2 The Secretary shall give at least seven (7) days-notice, in writing, of the date of the General Meeting to the members. Notice of General Meetings shall set out clearly the business for which the meeting has been called. No other business shall be dealt with at that General Meeting.

12.2.3 The quorum at the General Meeting shall be a minimum of eight (8) members. Any person holding multiple positions shall be classed as one (1) member for the purposes of reaching the requisite quorum.

13.0 VOTING

13.1 Voting powers at the Annual General Meeting and General Meetings:

13.1.1 The Chair shall be entitled to a deliberate vote and, in the event of a tied vote; the Chair shall exercise a casting vote.

13.1.2 Each individual member present shall have one (1) vote. If a member holds more than one executive position, they shall only hold one (1) combined vote. For the avoidance of doubt, this applies to the Chair if that person also holds multiple positions, but does not affect the right of the Chair to exercise a casting vote pursuant to 13.1.1 above.

13.2 Voting powers at Executive Committee Meetings;

13.2.1 The Chair shall be entitled to a deliberate vote, and, in the event of a tied vote, the Chair shall exercise a casting vote.

13.2.2 Each individual committee member present shall have one (1) vote.

14.0 FINANCE:

14.1 All funds of the Club shall be deposited into the Club's accounts at such bank or recognised financial institution as the Executive Committee may determine.

14.2 All accounts due by the Club shall be paid by cheque after having being passed for payment at the Executive Committee Meeting and when immediate payment is necessary, account/s shall be paid and the action endorsed at the next Executive Committee Meeting.

14.3 The Secretary shall not spend more than a set amount Petty Cash without the consent of the Executive Committee, and shall keep a record of such expenditure in a Petty Cash Book.

14.4 A statement showing the financial position of the Club shall be tabled at each Executive Committee Meeting by the Treasurer.

14.5 A statement of Income and Expenditure, Assets and Liabilities shall be submitted to the Annual General Meeting. The auditor's report (if applicable) shall be attached to such financial report.

14.6 The financial year of the Club shall commence on 1 July each year.

14.7 The signatories to the Club's account/s will be the Treasurer and any one (1) from the following;

• Chair

• Deputy Chair

• Secretary

14.8 All property and income of the Club will apply solely to the promotion of the objects of the Club and no part of that property or income shall be paid or otherwise distributed, directly, or indirectly, to members, except in good faith in the promotion of these objects.

15.0 COMMON SEAL

The common seal of the Club shall be kept in the care of the Secretary. The seal shall not be used or affixed to any deed or document except pursuant to a resolution of the Executive Committee and in the presence of at least the Chair and two members of the Committee, both of whom shall subscribe their names as witnesses.

16.0 ALTERNATIONS TO THE CONSTITUTION AND BY-LAWS:

16.1 No alteration, repeal or addition shall be made to the Constitution except at the Annual General Meeting, or General Meeting, called for that purpose and notice of all motions to alter, repeal or add to the Constitution shall be given to members fourteen (14) days prior to the Annual General Meeting, or seven (7) days prior to a General Meeting called for such purpose.

16.2 The Secretary shall forward such notices of motion to each Executive Committee member at least fourteen (14) days prior to the Annual General Meeting or seven (7) days prior to a General Meeting.

16.3 Alterations to the By-laws can be made only at Executive Committee Meetings provided notice of the proposed alteration/s has been duly notified to Committee Members.

16.4 Such motions, or any part thereof, shall be of no effect unless passed by a seventy five percent (75%) majority (Special Resolution) of those present and entitled to a vote at the Annual General Meeting, General Meeting or Executive Committee Meeting, as the case may be.

17.0 DISSOLUTION

If, on the winding up of the Club, any property of the Club remains after satisfaction of the debts and liabilities of the Club and the costs, charges and expenses of that winding up, that property shall be distributed

(a) Another incorporated Club having objects similar to those of the Club; or

(b) For charitable or benevolent purposes, which incorporated Club or purposes, as the case requires, shall be determined by resolution of the members.