RULES OF THE WAIKANAE TABLE TENNIS CLUB INCORPORATED

1. TITLE:

The Club shall be called “Waikanae Table Tennis Club Incorporated”.


2. INTEPRETATION:

In these Rules –

The term “Executive” means the Executive Committee of the Club.

The term “Club” means the Waikanae Table Tennis Club Incorporated.


3. REGISTERED OFFICE:

The Registered Office of the Club shall be the residence of the Secretary for the time being, or at such place as the Executive may from time to time determine.


Notice of any change in the situation of the Registered Office must be given to the Registrar of Incorporated Societies within fourteen days of such change.


4. OBJECTS:

The objects of the Club shall be –


  1. To promote the game of table tennis in Waikanae and surrounding districts.

  2. To afford to its members all the usual privileges, advantages, conveniences and accommodation of a Table Tennis Club.

  3. To purchase, hire, lease or otherwise acquire for the purposes of the Club any real or personal property, and in particular any lands, buildings, furniture, club effects, fittings, apparatus, appliances, conveniences, plant and material, and to sell, demise, let, mortgage or dispose of the same or any part thereof.

  4. To erect, maintain, improve, alter any buildings, fences and fixtures on property owned or leased to or by the Club, also maintain plant and chattels being the property of the Club.

  5. To invest any funds of the Club in such manner and on such security and terms as considered advisable and to vary the investments from time to time.

  6. To receive, purchase, give and contribute towards prizes, awards, cups and other trophies.

  7. To borrow or raise money on Bank Overdraft or by the issue of or upon bonds, debentures, bills of exchange, promissory notes or other obligations or securities of the Club or by mortgage or charge of all or part of the property of the Club.

  8. To regulate the conduct of members and to specify from time to time the procedure to be adopted for this purpose.

  9. To maintain such insurance policies as are deemed necessary to cover (1) the public risk (2) the Club’s properties (3) the officials, members and servants.

  10. To do such things as are incidental or conducive to the attainment of any of the aforementioned objects.


5. MEMBERSHIP:

All members will be subject to these Rules and by joining the Club will be deemed to accept these Rules and codes of conduct that the Club has adopted.


Members will be enrolled in one of the following categories:

  1. Full members – being subscribing full members of the Club.

  2. Life members – being those full members or past full members of the Club who have been elected to the status of Life Membership at an Annual General Meeting of the Club by a two-thirds majority vote, upon the recommendation of the Executive in recognition of outstanding service to the Club over a number of years. A Life Member shall be entitled to all the playing and other privileges of Full Membership of the Club free of all membership fees. There will be a limit of three (3) Life Members at any given time.

  3. Junior members – being students at college or younger.


The Privacy Act 1993

It is a condition of membership of the Club that each member is deemed to consent pursuant to the Privacy Act 1993 to personal information including the member’s name and residential address, office held (if necessary) telephone number and email address being included in a membership list for circulation to members of the Executive and/or for display on the Notice Board.


6. ADMISSION OF MEMBERS:

New members shall be required to supply full names, addresses, email addresses, emergency contact numbers, and telephone numbers.


7. MEMBERSHIP FEES:

Membership fees will be set annually and determined at the Annual General Meeting.


8. TERMINATION OF MEMBERSHIP:

  1. Cessation of Rights:

All rights and interests of a member of the Club shall absolutely cease:

  1. Upon the acceptance of the member’s resignation.

  2. Upon the member’s death.

  3. Upon the member’s expulsion.

  4. Upon his or her failure to pay the annual membership fee by 31 May.

       2. Resignation:

Any member wishing to resign may do so by notifying the Secretary.

       3. Expulsion:

  1. The Executive is empowered to expel from the Club any member who in its view breaches any Code of Conduct that the Club had adopted or otherwise breaches generally accepted standards of good conduct and sportsmanship. The member in question must first of all be issued with a notice detailing the alleged breach and be invited to present himself or herself before the Executive in order that he or she has a full opportunity to defend himself or herself. If said member is found “guilty” of the breach he or she is expelled from any Club activities.


        2. Any member expelled by the Executive may appeal to the Executive and/or a General Meeting. The member shall have a right to appear at the meeting and be heard.


        When the member is heard at a General Meeting, the Club Members may question the member and the Executive Members. The Club Members, excluding the Executive, shall then by majority vote decide whether to let the expulsion stand, or whether to reinstate the member. The Club’s decision will be final.


9. ADMINISTRATION OF CLUB:

  1. The affairs of the Club shall be conducted by the Executive Committee duly elected at the Annual General Meeting.

  2. The Executive shall consist of the President, the Vice President, a Secretary, a Treasurer (or Secretary/Treasurer), a Club Captain, and four (4) others.

  3. No business shall be conducted at any meeting of the Executive unless a quorum of members is present at the time fixed for the meeting. Five (5) members shall constitute a quorum.


10. OFFICERS:

The officers of the Club are: President; Vice President; Secretary; Treasurer; and Club Captain.


11. POWERS AND RESTRICTIONS OF THE EXECUTIVE:

  1. The Executive shall ensure that these Rules, along with any valid resolutions of General Meetings of the Club are upheld.

  2. The President, or, in the President’s absence, the Vice President must preside at all meetings of the Executive, if present. In the absence of these Officers, the Executive must appoint its own chairperson.

  3. An Executive member shall hold office from one Annual General Meeting until the next. If, for any reason, a vacancy occurs the Executive may elect another full member of the Club to fill the vacancy.

  4. If an Executive member fails to attend three (3) consecutive meetings of the Executive without forwarding to the Executive an acceptable written explanation, such member shall be deemed to have vacated his or her office.

  5. The Executive may elect Sub-Committees to deal with matters of additional interest to the Club which will report back to the Executive as necessary. The President and Secretary are automatically ex officio members of all Sub-Committees and must be advised of all meetings of these Sub-Committees.

  6. The Executive in every year may of its own motion or at the request of the Treasurer appoint a suitable person to be Adviser in relation to the Club’s annual accounts and balance sheet. That person may advise and assist the Treasurer in the preparation or in checking of the accounts and may report to the Executive or the Annual General Meeting on any matter concerning the accounts or the Club’s finances.

  7. The Executive shall meet at such times as they consider fit to transact the business of the Club.

  8. The President in conjunction with the Secretary may call meetings of the Executive when matters of importance require attention.


12. DUTIES AND POWERS OF THE PRESIDENT:

  1. Any member of the Club is eligible to be elected to the position of President.

  2. The President or Chairperson of any General or Executive meeting shall have unlimited power to rule on Points of Order providing always that such person shall act and rule in accordance with these Rules and any valid resolutions of the Club.

  3. The Chairperson has discretionary powers to alter the Order of Business, but at Annual General Meetings alterations to these Rules and Notices of Motion of which prior notice have been given must precede the Election of the Executive Committee.

  4. The Chairperson shall be entitled to a Casting as well as a Deliberative vote.

  5. At Annual General Meetings the President or Chairperson shall conduct the Business of the meeting until the meeting’s conclusion.


13. DUTIES OF THE SECRETARY:


  1. To summon and to attend all General Meetings of the Club and meetings of the Executive.

  2. To keep the minutes of all proceedings of such meetings.

  3. To conduct the correspondence and carry out the usual functions of that office under the direction of the Executive.

       2. To advise new members of the Rules of the Club and supply a copy if requested.

       3. To advise members of any changes to these Rules once official approval has been received from the Registrar of Incorporated Societies.

       4. To keep a Membership list stating Members name, address, phone number, emergency contact person and email address.

       5. To keep a master copy of the current Rules of the Club.


14. DUTIES OF THE TREASURER:

  1. To collect and account for all membership fees and other funds payable to the Club. To pay all monies received into the Club’s authorised banking accounts and disburse the monies of the Club in accordance with the authorisation of the Executive.

  2. To keep true and proper accounts of the finances of the Club, and to present to each meeting of the Executive a statement of the outstanding accounts and the state of the Club’s finances.

  3. To ensure that all payments by the Club are authorised by the Treasurer and confirmed by either the President or Secretary or some other person appointed by the Executive.

  4. Issue receipts for monies received.

  5. Keep an inventory of all the Club’s property and location of the same.

  6. To prepare or arrange to be prepared immediately after the close of the financial year ending on 30 September in each year, the Statement of Accounts and Balance Sheet containing a summary of the Club’s assets and liabilities as at the end of the financial year and present such accounts together with a budget of estimated receipts and expenditure for the ensuing year to the Executive and the Annual General Meeting. In preparing the accounts the Treasurer may receive assistance and advice from the Adviser previously appointed by the Executive.

  7. To be responsible for promptly informing the Registrar of Incorporated Societies of the Annual Statements and Reports required and when necessary of the authoritative minutes changing rules of the Club.


15. DUTIES OF CLUB CAPTAIN AND MATCH COMMITTEE:

  1. The Club Captain shall be the Chairperson of the Match Committee if a Match Committee is required.

  2. The Match Committee or if there is no Match Committee the Club Captain shall:

        1. Conduct and regulate all games and championships.

        2. Settle all disputes arising out of games.

        3. Ensure that all games shall be played within the laws of the game of table tennis.

        4. Arrange transport for players attending representative events.

        5. Advise the Executive of the results and progress of the Club’s playing activities.

       3. The Club Captain shall advise both the player and the Executive of the decision of the Match Committee in respect of disputes.

       4. Any member dissatisfied with the decision of the Match Committee may apply in writing to the Executive to have the decision reviewed. The decision of the Executive shall be final.


16. NOTICES OF MOTION:

  1. A Notice of intention to put a Motion to alter, add to, or replace these Rules shall be given to the Secretary in writing at least twenty-eight (28) days before the meeting.

  2. Any other Notice of Motion shall be given to the Secretary in writing at least twenty-one (21) days before the meeting.

  3. The Secretary shall notify Members of any such Notice at least fourteen (14) clear days prior to the meeting.


17. ANNUAL GENERAL MEETING:

  1. The Annual General Meeting shall be held in every year after 30 September on a date to be fixed by the Executive.

  2. The Secretary shall give notice of the meeting to all Full and Life Members at least twenty-eight (28) days before the date of the meeting. The notice shall state the date, time and venue of the meeting and shall remind members of the time for submitting Notices of Motion and Nominations for the Executive.

  3. The business to be conducted at the meeting shall be:

        1. Opening;

        2. Apologies;

        3. Reading and Confirmation of Minutes of the last Annual and other General meetings;

        4. Presentation of the Annual Report, Statement of Accounts and Balance Sheet;

        5. Alterations (if any) to the Rules of the Club of which prior notice has been given;

        6. Other Notices of Motion of which notice has been given;

        7. Election of Life Members (if any);

        8. Election of President;

        9. Election of Vice President;

        10. Election of Secretary;

        11. Election of Treasurer;

        12. Election of Club Captain;

        13. Election of Committee Members;

        14. Election of Match Committee (if required);

        15. Appointment of Coach;

        16. The fixing of Membership Fees;

        17. General Business


18. SPECIAL GENERAL MEETING:

A special General Meeting of the Club can be called at any time by:

  1. The Executive, or

  2. A requisition signed by at least ten (10) Full Members stating the purpose for which the meeting is called, and sent in writing to the Secretary at least twenty-eight (28) days prior to the desired date of the meeting.

  3. The Secretary shall give notice of the meeting to Full and Life Members at least fourteen (14) days before the date of the meeting. The notice shall state the date, time and venue of the meeting and a summary of the business to be conducted. Only business of which notice is given may be discussed.


19. QUORUM AT GENERAL MEETINGS:

  1. No business shall be conducted at any General Meeting unless a quorum of Full Members is present at the time fixed for the meeting. Twenty (20) per cent of the Club’s Full Members shall constitute a quorum.

  2. If a quorum is not present at the time appointed for the meeting, the meeting, if convened upon the requisition of members, shall be dissolved. In every other case it shall stand adjourned until the same day in the next week at the same time and, if possible, at the same venue. The Full Members present at such adjourned meeting shall constitute a quorum and may transact the business scheduled for the original meeting.


20. VOTING AT GENERAL MEETINGS:

Only Full and Life Members may vote at meetings. Matters under discussion shall be decided by a show of hands but at the discretion of the Chair, or by a majority decision, a secret ballot may be taken.


21. SPECIAL EXECUTIVE MEETING:

A Special Meeting of the Executive shall be convened by the Secretary on receipt of a requisition signed by three members of the Executive. The Secretary shall notify all Executive and Life Members of the purpose of the Special Meeting within seven (7) days of the receipt of the requisition.


22. FAILURE TO CONVENE MEETINGS:

If the Secretary fails to convene a requisitioned meeting in the prescribed time the requisitionists may proceed with calling the meeting by giving the notice to members required by Clauses 16, 18, and 19.


23. NOMINATION FORMS:

  1. The Executive shall ensure that sufficient “Nomination for Executive Committee” forms are available to Full and Life Members prior to the Annual General Meeting each year.

  2. Members standing for Executive positions must sign the Nomination Form acknowledging their acceptance of candidature and such form must by signed by the nominating member.

  3. Forms for nomination for members of the Executive Committee shall be lodged with the Secretary no later than seven (7) days before the date of the meeting.


24. MATTERS NOT PROVIDED FOR:

If any matter arises which is not, or which in the opinion of the Executive Committee is not provided for by or under these Rules, the same shall be determined by the Executive Committee in such manner as it shall deem fit, and every such determination shall be binding upon the members unless and until set aside by resolution of a General Meeting of the Club.


25. INTERPRETATION OR THESE RULES:

Any dispute arising out of the interpretation of these Rules of the Club shall be decided by the Executive and shall be binding until otherwise interpreted by a General Meeting.


26. INDEMNITY:

The Executive Committee and other officers of the Club shall be indemnified by the Club against all losses and expenses incurred by them in or about the discharge of their duties, except such as happen from their own wilful act, neglect or default. No members of the Executive Committee shall be responsible for any other member of the Executive Committee, or for any officer, clerk or servant of the Club or for any loss or expense happening to the Club by the insufficiency or deficiency of value of, or title to any property or security acquired or taken on behalf of the Club, or by the bankruptcy or any tortious act of any customer or debtor of the Club, or by anything done in the execution of the duties of his office or in relation thereto or otherwise than his own wilful act or default.


27. CLUB COLOURS AND UNIFORM:

The Club colours are red and black with a monogram depicting the Club’s name on the left breast side of the shirt. The uniform shall consist of the shirt as above, other suitable clothing, socks and non-marking sports shoes.


28. COMMON SEAL:

The Common Seal of the Club shall be held in the custody of the Secretary, who shall affix it to such documents as the Executive Committee may from time to time direct and shall be attested by the President and two members of the Executive Committee.


29. WINDING UP THE CLUB:

  1. The Club may at any time be wound up voluntarily by the passing of a resolution to that effect at a Special General Meeting of the Club called for that purpose, in accordance with the requirements of Rule 16, such resolution being carried by a two-thirds majority of the Full and Life Members present.

  2. A further Special General Meeting of the Club shall be held not earlier than thirty (30) days after the passing of said resolution for the purpose of confirming or otherwise the resolution to wind up the Club. A two-thirds majority vote is again required.

  3. In the event of the ultimate decision to wind up the affairs of the Club, the second Special General Meeting shall appoint a tribunal from the Full and Life Members of the Club to act as Trustees and Administrators of the Club assets and monies.

  4. The first duty of the Trustees is to pay debts, liabilities, and costs of winding up the Club, even to the point of selling assets to achieve such purpose.

  5. The balance of any assets and monies shall be held in trust by the Trustees for a period of six months.

  6. If, in that six month period, no other organisation presents an acceptable submission to start up another Club with the sole purpose of promoting the game of Table Tennis as contained in Rule 4 (a), the Trustees shall sell all assets and disburse all monies as directed by the Second Special General Meeting called in accordance with sub-clause (b) of this clause.


30. ALTERATION OF RULES:

  1. The Club may alter, add to, or replace these Rules at an Annual General Meeting, or Special General Meeting called for the purpose.

  2. Such resolution shall be passed by a majority of two-thirds members present and voting.

  3. Notice of the resolution, giving details of the proposed alteration, shall be given as provided in clause 16 of these Rules.

  4. No alteration, amendment or addition to the Rules of the Club shall be valid unless accepted and registered by the Registrar of Incorporated Societies.