These Rules were adopted at the Special General Meeting held on the 21st August 2019 replacing the Rules adopted on 18th day of November 2015.
THE RULES OF THE GISBORNE CONTRACT BRIDGE CLUB (INC.)
ARRANGEMENT OF SECTIONS
ESTABLISHMENT
1. NAME
2. OBJECTS
3. REGISTERED OFFICE
4. PROPERTY
MEMBERSHIP
5 – 7 ELECTION - RESIGNATION
8 – 13 LIFE – HONORARY – EXPULSION - ASSOCIATE – GUESTS
SUBSCRIPTIONS
14 – 16 ENTRANCE FEE – SUBSCRIPTION
MANAGEMENT
17 – 19 COMMITTEE – ELECTION
20 – 25 POWERS – BORROWINGS
26 – 30 DUTIES – RECORDS
FINANCE
31 – 33 RECEIPTS – PAYMENTS
34 – 35 ACCOUNTS – AUDITOR
MEETINGS
36 – 44 NOTICE – QUORUM – VOTING
MISCELLANEOUS
45 INTERPRETATION
46 ALTERATION
47 DISSOLUTION
47 COMMON SEAL
ESTABLISHMENT
01 NAME
The name of the Club shall be "Gisborne Contract Bridge Club Incorporated" hereafter called "the Club"
02 OBJECTS
The objects of the Club shall be:-
1) To establish and operate a Bridge Club.
2) To promote and develop the game of Contract Bridge.
3) To foster competition by holding tournaments for members and invited persons.
4) To encourage the teaching of the game and to develop higher skills in participants.
5) To become affiliated to the New Zealand Contract Bridge Assn. (Inc.)
6) To do all such things as are conducive or incidental to the attainment of these objects or any part thereof.
Notwithstanding any of the above objects any income, benefit, or advantage must be used to advance the charitable purposes of the organisation.
Any payments made to a member of the organisation, or person associated with a member, must be for goods or service that advance the charitable purpose and must be reasonable and relative to payments that would be made between unrelated parties.
03 REGISTERED OFFICE
The Registered Office of the Club shall be 572 Gladstone Road, Gisborne.
04 PROPERTY
1) The property of the Club, subject to the liabilities thereon shall belong to the members for the time being.
2) No member shall, by reason of his or her membership, have any transmissible or assignable interest, by operation of law or otherwise, in any property of the Club.
MEMBERSHIP
05 MEMBERS
Nomination for membership of the Club shall be open to all persons subscribing to the objects of the Club and paying the prescribed fee.
06 ELECTION OF MEMBERS
1) Each candidate for membership shall be proposed in writing by one member and seconded by another on a nomination form prescribed by the Committee.
2) Such nominations giving the names of the candidates together with the names of their proposers and seconders shall be posted on the club notice-board as soon as possible after their receipt. The nominations must remain on the notice-board for at least two weeks and shall be considered by the Committee at the next regular meeting following the end of the two week period.
3) Any member desirous of opposing the election of any candidate shall inform the President or Secretary in writing before the expiration of such period.
4) If the Committee considers it necessary, the candidate may be invited to play contract bridge with members of the Committee or players nominated by them.
5) At its next meeting, the Committee shall consider each nomination and any objections that have been received, and then, if it approves, elect the candidate as a member.
6) When a candidate has been elected the Secretary shall so inform him or her, and send an account for entrance fee, if any, and subscription, together with a copy of these Rules
7) If a member fails to pay his or her subscription and/or entrance fee, within one month of being elected, then his or her election as a member is deemed to be null and void.
8) Every member duly elected in accordance with these Rules is deemed to be bound by these Rules.
07 RESIGNATION
Any member may resign from the Club by giving notice in writing to the Secretary, but such resignation shall not release the member from any liability for money then owing to the Club.
08 LIFE MEMBERS
1) Any member of the Club may be nominated for Life Membership by a written application to the Committee signed by two members and detailing the special or exceptional contributions made by the candidate to the welfare and success of the Club.
2) Life members may be elected on the recommendation of the Committee at any General Meeting by a three-fourths majority of those present and voting.
3) A Life Member shall enjoy all the rights and privileges of a member for life and shall no longer be liable for payment of the annual subscription.
09 HONORARY MEMBERS
1) The Committee may, by unanimous vote, invite persons who are not members of the Club and who do not play Bridge to accept Honorary Membership for such period as it may determine in appreciation of services performed.
2) Visitors who are members of clubs affiliated to the N Z Contract Bridge Association (inc.) shall be regarded as honorary members for a period not exceeding two months or such longer period as the Committee shall determine and may play bridge at the Club on payment of table money only.
10 ASSOCIATE MEMBERS
1) Upon application in writing by any member the Committee may, if it is satisfied with the reasons given, approve such member becoming an associate member.
2) An associate member is liable to pay one quarter of the annual subscription plus the total NCBA affiliation fee for that year (or part thereof) and is entitled to play on no more than six occasions in that year but is otherwise entitled to all the rights and privileges of full membership.
11 GUESTS
Any member may introduce a guest to ploy at the Club on not more than three occasions in any one year and on further occasions with the prior approval of the Committee.
12 CLOSURE OF MEMBERSHIP
If the Committee shall be of the opinion that the number of members has become excessive, it may pronounce that membership is closed for such period as it shall from time to time determine.
13 EXPULSION FROM MEMBERSHIP
1) If any member shall wilfully infringe any of these Rules or the By-laws, or in the opinion of the Committee shall be guilty of conduct prejudicial to the interests of the Club, he or she may be liable to expulsion.
2) The charge against him or her shall be submitted in writing to the Committee by a member or the Secretary, and a copy of such charge shall forthwith be sent to the accused member, who shall be entitled to appear before the Committee when the matter of discipline or expulsion is being considered.
3) If the Committee shall be of the opinion that the member should be expelled, then it shall so inform him or her and give him or her the option of resigning, or appealing within fourteen days to a Special General Meeting against the Committee’s decision. If the Committee decides that the member will be disciplined that person shall have 14 days to appeal to a Special Meeting against the Committee's decision.
4) Should the member exercise his or her right to appeal, then a Special General Meeting shall be called to consider the issue and until the decision of such meeting is known, the member shall be suspended from membership.
5) Voting on this issue both at the General Meeting and the Committee meeting shall be by secret ballot.
SUBSCRIPTIONS
14 ENTRANCE FEE
1) The entrance fee shall be such amount, as the members shall determine at the Annual General Meeting each year.
2) No entrance fee shall be payable by a new member who is already a member of a Bridge Club affiliated to the New Zealand Contract Bridge Association (Inc.).
15 ANNUAL SUBSCRIPTION
1) The Annual Club Membership Subscription shall be such amount, as the members shall
determine at the Annual General Meeting each year.
2) Members joining during the year shall be liable to pay a pro-rated portion of the annual
subscription and of the NZB affiliation fee for that year.
3) A member who has paid a subscription for the financial year shall be deemed to be financial until
the last day of September in that year.
16 PAYMENT OF SUBSCRIPTIONS
1) On or before 1 October of each year the treasurer will send to every member a notice in writing
of the subscription due and payable for the following financial year. The subscription will be due
by 30th November.
2) As soon as possible after the first day of December the treasurer will issue a reminder to every
member whose subscription remains unpaid.
3) If a member’s Annual Subscription to the club has not been paid by the 10th December, then their
membership will be terminated.
4) The club captain will inform the secretary of NZ Bridge of the club’s updated membership details
quarterly by the dates required by NZ Bridge.
5) If a member subsequently submits an explanation, in writing, for his or her failure to pay then the
Committee may, in its sole discretion, restore such person to membership.
MANAGEMENT
17 COMMITTEE
The general affairs of the Club shall be managed by a Committee composed of the officers and eight elected members.
18 OFFICERS
1) The officers of the Club shall comprise: -
The President The Club Captain The Vice Club Captain The Secretary
The Treasurer or The Secretary/Treasurer
each of whom shall be elected annually at the Annual General Meeting to hold office until the next Annual General Meeting.
2) The President shall not be eligible for re-election to any post after serving for two consecutive years, until a period of at least one year shall have elapsed from the date of vacating office.
3)The outgoing President may stay on the committee, if he/she so desires, as Past President, ex officio, for one year only.
4) The Club Captain shall not be eligible for the same post after serving for two consecutive years, until a period of at least one year shall have elapsed from the date of vacating office.
5) The Secretary and Treasurer, or combined Secretary-Treasurer shall be eligible for re-election each year.
19 ELECTION OF COMMITTEE
1) The names of members nominated to fill vacancies in the Committee together with the names of their proposers and seconders, shall be posted on the Club notice-board at least seven days prior to the Annual General Meeting.
2) Where the number of members so nominated does not exceed the number of vacancies, each member so nominated shall fill a vacancy, and nominations for any remaining vacancies may be accepted at the meeting.
3) If the number of names so nominated exceeds the number of vacancies no further nominations shall be accepted at the meeting.
4) Where an election is required to determine the nominees to fill the vacancies it shall be by secret ballot of members present at the meeting.
5) Upon being informed of the number of vacancies, every member voting shall, on a list of the names of members nominated, strike out the names of each nominee for whom he or she does not wish to vote.
20 POWERS OF COMMITTEE
The Committee shall have power to purchase, lease, hire or otherwise acquire any real or personal property and to sell, exchange, lease or build upon any land so acquired, to demolish and re-erect any buildings and to invest or lend monies not immediately required by the Club in such investments as are authorised by the Trustees Act 1956, and to do all such other things as it considers prudent in the management of the Club's affairs subject to the two following rules.
21 BORROWING POWERS
The Committee shall have power to borrow and secure the payment of money in such manner and on such terms as it deems expedient, and for that purpose, to mortgage or charge the whole or any Part of-the Club's property, provided that such power shall not be exercised except in pursuance of a resolution of members at a General Meeting of which notice of intention to move such resolution was given.
22 CAPITAL EXPENDITURE
If the total cast of capital expenditure together with the cost of any extra-ordinary item of maintenance expenditure in any year is estimated to exceed one half of the amount received from annual subscriptions in the preceding year the Committee shall not proceed with such expenditure except in pursuance of a resolution of members at a General Meeting of which notice of intention to move such a resolution was given.
23 TEMPORARY VACANCIES
If a vacancy occurs on the Committee, the Committee shall have the power to fill the vacancy with a member who would otherwise be eligible for election, and such member shall continue in office to complete the term of the vacancy so filled.
24 SUB-COMMITTEES
The Committee shall have power to appoint sub-committees for any purpose, which it deems expedient, and except where the resolution appointing the sub-committee provides otherwise, the term of office of a sub-committee shall expire automatically when it has reported its findings or recommendations to the Committee.
25 BY-LAWS
1) The Committee shall have power to make By-laws and tournament regulations and to alter, amend or rescind them, provided there is nothing in them, which conflicts with these Rules.
2) The Secretary shall cause a list of the current By-laws to be displayed on the notice-board at all times.
26 FREQUENCY OF MEETINGS
The Committee shall meet monthly for the transaction of ordinary business and at such other times as it may consider desirable.
27 QUORUM
The quorum for meetings of the Committee shall be five members.
27a
1) Notice of the time and place of each monthly meeting for the transaction of ordinary business shall be given to each member of the committee at least one week prior to the date of the meeting.
2) Notice of the time and place of any other meeting of the committee shall be given to each member of the committee at least 24 hours prior to the date of the meeting.
3) Notices may be given in writing delivered prior to the required notice times or by telephone call or by email.
28 MINUTES
1) The Committee shall cause the Secretary or such member appointed by the Committee to keep full minutes of proceedings at General and Committee meetings.
2) Within one week of the minutes being approved a copy shall be made available in the Club rooms for members to peruse and shall remain available for the next 12 months.
3) Archived copies of minutes shall be made available when requested by a member.
29 REGISTER OF MEMBERS
The Committee shall cause the Secretary or such member appointed by the Committee to keep a register of members containing the full name, address, occupation, date elected, and date each year's subscription is paid, together with such other information as the Committee may from time to time require.
30 CAPTAINS DUTIES
The Club Captain, with the assistance of such members of the Club as he or she may choose, shall be responsible for the arrangements and management of regular bridge sessions and for the holding of tournaments from time to time, all in accordance with any directions from the Committee and any relevant remits passed at General meetings of the Club.
FINANCE
31 FINANCIAL YEAR
1) The financial year of the Club shall end each thirtieth day of September.
2) Duties of the Treasurer are to keep true accounts of receipts and expenditure for the Club.
32 RECEIPTS AND PAYMENTS
1) Receipts shall be issued for all monies received by the Club and such monies shall be deposited regularly into an account at a bank selected by the Committee.
2) Payments shall be made by any method approved by the committee and signatories (if required), the signatories to which shall be any two of the President, Club Captain, Secretary and Treasurer.
33 TABLE MONEY
Table money shall be such amount as the members shall determine at the Annual General Meeting each year.
34 ANNUAL REPORT AND ACCOUNTS
1) The Committee shall, over the signature of 2 officers, but not the Treasurer – suggested Club Captain or President present to the Annual General Meeting an Annual Report, Balance Sheet and Statement of Receipts and Expenditure duly audited.
2) Such reports shall have attached a projection of Receipts and Payments for the next year.
35 AUDITOR
1) There shall be an Auditor who shall not be a member of the Committee, elected annually by members at the Annual General Meeting.
2) It shall be the duty of the Auditor to audit the accounts of the Club and report to members at the Annual General Meeting.
3) In the event of a vacancy occurring in the office of Auditor, the Committee shall have power to make a provisional appointment.
MEETINGS
36 ANNUAL GENERAL MEETING
There shall be an Annual General Meeting held on a date set by the Committee not more than three months after the end of the financial year.
37 SPECIAL GENERAL MEETINGS
A Special General Meeting shall be held:
1) Whenever the Committee shall so determine.
2) Within 21 days after a requisition signed by 15 members requiring such a meeting and stating, in express terms, the purpose of the meeting shall have been delivered to the Secretary.
38 NOTICE
1) Notice of General Meetings specifying the date, time, place and business for which the meeting is being called shall be posted on the Club notice-board at least fourteen clear days before the date set for the meeting.
2) At the same time the Secretary shall give notice to members by advertising in the press or by mailing or emailing notices to each member.
3) Notice of Annual General Meetings, other than those displayed in the press, shall list the names of members remaining on, and those retiring from, the Committee.
39 CHAIRMAN
The President shall be Chairperson at all meetings of the Club, and in the event of his or her absence, or unwillingness to act, an officer of the Committee shall be chairman.
40 QUORUM
The Quorum for General Meetings shall be fifteen members.
41 ADJOURNMENT
1) In the event of there not being a quorum present within thirty minutes of the time set for the meeting, it shall be considered adjourned for seven days, or if such adjournment shall fall on a public holiday, the meeting shall be held on the next working day following the holiday.
2) If at such adjourned meeting a quorum is not present, those members who are present shall constitute a quorum and may transact the business for which the meeting was called.
42 VOTING
1) At all General Meetings and at all Committee meetings the method of voting shall, unless these Rules provide otherwise, be by voice or by show of hands at the discretion of the Chairperson Proxies shall not be allowed.
2) The Chairperson shall have an ordinary, and where the voting is equal, a casting vote.
3) All questions shall, unless these Rules provide otherwise, be decided by a majority of the votes of the financial members present at the meeting.
43 BUSINESS
The only business that may be transacted at a General Meeting is that which has been specified in the notice calling the meeting.
44 RESOLUTIONS
1) Every resolution passed at a General Meeting of which due notice was given, shall be binding on all members whether present at such meeting or not.
2) A register of General Meeting remits shall be maintained by the Secretary and be available for inspection by members
MISCELLANEOUS
45 INTERPRETATION
The decision of the Committee on any construction or interpretation of any wording or expression in these Rules shall be conclusive and binding on all members of the Club, unless and until the same be over-ruled by a General Meeting.
46 ALTERATION OR AMENDMENT
1) No new rule, or alteration or suspension of any rule in these Rules shall be made without the sanction of at least fifteen members or two thirds of the members voting at a General Meeting whichever shall be the greater; and then only if fourteen days notice specifying the text of the proposed alteration together with the names of the members proposing to move and to second such resolution has been given.
2) No addition, alteration, rescission to or replacement of the Rules shall be approved if it affects the Club’s non-profit aims (Rule 02), the personal benefits clause (Rule 04) or the winding-up clause (Rule 48). The provisions and effects of this sub-clause shall not be removed from this document and shall be included and implied in any replacement.
47 DISSOLUTION
1) On application being made in writing to the Committee by not fewer than fifteen members signifying their desire that the Club be dissolved, a Special General Meeting shall be called to consider the proposal.
2) Notice of such meeting and its object shall be posted to each member by registered post, and shall be displayed on the Club notice-board for twenty eight days immediately preceding the date set for the meeting.
3) The votes of at least two thirds of the members shall be necessary to carry the proposal for dissolution.
4) If upon winding-up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among members but shall be given or transferred to some other charitable organisation or body having similar objects to the Club, or to some other charitable organisation within New Zealand.
5) Notice of such dissolution shall be sent to the Registrar.
48 COMMON SEAL
1) The Committee shall provide a common seal for the Society and may from time to time replace it with a new one.
2) The Secretary shall have custody of the common seal, which shall only be used by the authority of the Committee. Every document to which the common seal is affixed shall be signed by the President and countersigned by the Secretary or a member of the committee.
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