Constitution and Rules of

Pakuranga Outrigger Canoe Club

Te Tahawai o Pakuranga

Auckland, New Zealand

September 2018


  1. Name:

The club shall be hereafter known as:

“Pakuranga Outrigger Canoe Club

Te Tahawai O Pakuranga”


  1. Objectives:
    1. 1 To advance education and public health through participation in the sport of Maori and Polynesian  outrigger canoe paddling regardless of culture, religion, political affiliation, age or sex.
    2. 2 To affiliate with the appropriate regional, and national body of the sport
    3. 3 To encourage the undertaking of skills training in water safety, surf/ sea rescue and ocean knowledge by all persons affiliated to the club.


  1. Colours:

The colours of the club shall be: Navy, Royal and Gold.  Any combination of these three colours. Racing uniform is as set by the Committee.


  1. Membership:

Any person desirous of becoming a member shall make application in writing to the Committee who, if they approve shall admit such person as a member.  Every applicant shall pay the subscription fee as laid down by the annual meeting each year.  Each member shall be entitled to a copy of the constitution of the club and entitled to attend meetings as an observer.  ’attend meetings’


Classification of membership

  1. 1 Active members participating as a paddler in an Outrigger Canoe team and are Full season financial members of the club.
  2. 2 Active members participating as a paddler in an Outrigger Canoe team and are part season financial members of the club (Non-voting).
  3. 3 Volunteer members are those taking an active part other than as paddlers (non-financial, non-voting).
  4. 4 Social members are those who do not take an active part in participation but support the club through patronage (non-voting)
  5. 5 Life members are elected to honorary life membership in recognition of exceptionally distinguished service rendered to the club. They shall have full voting power if they remain active in some capacity each year with the club (according to the membership classification). Anchor
  6. 6 Casual members participating as a paddler in a Social capacity (non-competitive, non-voting)




  1. Funds:

All funds shall be paid to the Treasurer and shall be the property of the Club, and under the control of the committee. The Treasurer shall issue an official receipt for all monies paid into the Club, and no payments shall be made without the authority of the committee. The funds of the Club shall be deposited as soon as possible in a bank, approved by the committee from time to time, and such bank account shall be operated by, at least three financial members elected from the committee. Any two signatures shall operate the bank account.  Surplus funds may be invested in accordance with the wishes of the committee. The bank account is to be in the name of the Pakuranga Outrigger Canoe Club.


  1. Officers:

The officers of management shall consist of the following:

President

Secretary

Treasurer

Co-Ordinator & Safety Officer

Equipment Officer

W1 Shed Co-Ordinator

All Club Officers and Club appointed coaches may have their club membership fee waived for that year served.  (This may also apply to W1 membership fee, but only to an equal amount of the standard POCC membership fee).


  1. The Committee:
    1. 1 Shall consist of the following: President, Secretary, Treasurer, Co-Ordinator & Safety Officer, Equipment Officer, W1 Shed Co-Ordinator & 1 representative from each team.
    2. 2 The committee shall meet within 2 weeks of the Annual General Meeting at which it was elected and thereafter as and when the club’s activities shall necessitate.
    3. 3 The committee shall have the power to fill any vacancy by vote, which may occur thereon.
    4. 4 Any member of the committee absent from three consecutive meetings without a reasonable excuse shall forfeit his/her right to sit on the Committee.


  1. Team Officials:

Team coaches and managers shall be approved by the committee.


Duties of Officers

  1. President of the Committee:
    1. 1 The President of the committee shall preside over all meetings of the Committee and shall enforce due observance of the rules of the club.
    2. 2 The President shall chair all meetings.  If the President is not present at a meeting of the committee, in his absence the members present shall choose a President for that meeting from one of its members.
    3. 3 She/He shall supervise the carrying out of such work as may be directed by the committee from time to time.
    4. 4 S/He shall perform all duties usual to his office.
    5. 5 S/He shall have the power to call special meeting of the club.
    6. 6 At all meetings the President shall have the right to speak on all questions and shall, in the event of equal voting, except for the election of officers, exercise a casting vote.
    7. 7 The President shall hold office for one year, or until s/he dies, or resigns, or his/her successor is elected, whichever shall first occur, and shall be eligible for re-election.


  1. Secretary:
    1. 1 Attend all Annual General Meetings, Special Meetings of the Club, all meetings of the committee and record the minutes of the same. He/She shall have the right to speak and vote on any matter which may be under discussion.
    2. 2 Shall conduct the general correspondence of the club and shall keep a copy of all official letters written and received and submit same as required to committee.
    3. 3 Shall keep a register of names and addresses of members with the dates of their joining the club and withdrawal or death as the case may be.


  1. Treasurer:
    1. 1 Shall as soon as practicable pay all monies received in a bank account decided upon by the committee and withdraw the same only in accordance with rule 5 (Funds)
    2. 2 Shall keep such books of account as will give a clear and intelligent statement of the finances of the club and prepare an annual and such other special balance sheets as may be directed by the committee
    3. 3 Shall take charge of and keep all books and documents belonging to the club and shall produce same as requested by the committee or the auditor.
    4. 4 Shall deliver a statement of accounts (Income & Expenditure) of the club and such other particulars as may be required to the annual general meeting.


  1. Co-Ordinator & Safety Officer
    1. 1 Recruit and liaise between all teams and committee
    2. 2 To attend Regional meetings
    3. 3 Initiate open Day
    4. 4 Shall oversee all issues of safety and implement safety rules and precautions outlined by the committee.



  1. Equipment Officer:
    1. 1 Co-ordinate training timetable and use of the waka
    2. 2 Keep a table of where all POCC Assets are located and with whom
    3. 3 Notify Committee of any POCC Assets that need repair and also provide quotes for this whenever     possible.
    4. 4 Ensure that registration of and warrant of fitness for waka trailer is up-to-date and arrange for this to happen when due.
    5. 5 Waka bookings


  1. W1 Shed Co-Ordinator:
    1. 1 To facilitate all aspects of our members in our shed.
    2. 2 Environment is used properly
    3. 3 Rules are adhered to
    4. 4 Enrolment of new members
    5. 5 Maintain professional, courteous relationships with existing and prospective members
    6. 6 Fielding calls for issues that might happen in the shed
    7. 7 Keeping members up to date with new information

14.8      To be a member of the Nga Hau Maiangi (NHM) Committee – keeping POCC aligned   and up to date with the NHM issues

  1. 9 Meet the financial revenue targets


  1. Performance Review of Financial Statements
    1. 1 The Club shall appoint an independent qualified person at the AGM to review the club accounts every year and such other times the Committee may direct.
    2. 2 If the Club chooses to perform an audit, the audit will not be required to be performed by a qualified auditor or reviewer, but they must be a member of the New Zealand Institute of Chartered Accountants. 
    3. 3 No audit of Club financial Statement is required unless requested by at least fifty percent of members with eligible voting rights at any General meeting or AGM of the Club.


16.        Sub-Committees:

16.1      The Committee shall have power to appoint such Sub-Committees as may be deemed necessary from time to time.

  1. 2 An emergency committee shall be appointed by the committee, comprising of the   President and secretary and one or two other members of the committee.  The emergency committee shall have full power to act for the committee in cases of emergency and shall report to the committee at its first meeting thereafter on all matters with which it has dealt.


  1. Special General Meeting:

A Special General Meeting shall be convened by the Secretary, Treasurer when requested to do so by the committee, or upon receipt of a request signed by not less than (12) financial members.  Such meeting shall be held within two weeks of date of receipt of such request by members.  Five clear days’ notice of the meeting shall be given.


  1. Annual General Meeting:

The Annual General Meeting shall be held not later than the month of October of every year; such meeting shall be held advertised in the press.

The business of the annual meeting shall be to receive the Annual Report and the Balance Sheet, and to elect the officers and committee for the next year.


  1. Quorum:

19.1    At a special meeting a quorum shall be 10 financial senior members, and all questions shall be decided by a majority of those present at the meeting.

     19.2    A quorum at a committee meeting shall be five.



  1. Voting at the General AGM:

Members who have reached the age of 18 are entitled to vote on all items of business at the General AGM for which a vote is called and are entitled to vote on the election of Committee members.  Each Eligible Member shall have one vote. Voting shall be by show of hands provided that should any member request that any question be decided by secret ballot of members present such a ballot shall there upon be taken under direction of the President.


ORDER OF BUSINESS: The order of business shall be:

  1. Reading and adoption of Minutes
  2. Correspondence
  3. Passing of Accounts
  4. Reports of Delegates, Teams and Committees.
  5. General Business and Notices of Motion.

A notice of motion (agenda) must be submitted at the meeting previous to the one which such motion shall be discussed.


  1. Removal of officers:
    1. 1 Should any member of the Club desire that any officer or other member of the Committee, Representative, Auditor, or Trustee be removed from office or position, such Member may move at any meeting of the Club that Special Meeting be called to consider the matter, such meeting to be held within 21 days but not before (14) fourteen days of such resolution being carried.


  1. 2 Should the motion provided for in the preceding clause be passed, the Secretary shall there-upon call a Special Meeting for the purpose, and should such a general meeting pass a resolution to remove such Officer or other member of the Committee, Representative, Auditor, or Trustee, such position shall be deemed to be vacant accordingly.


  1. Resignations:

Any member may withdraw from the Club provided he gives notice in writing: such resignation shall take effect when, and not until, his arrears of subscription, if any, are paid.



  1. Vacancies:      

Should any Officer, member of the committee, trustee or auditor or the holder of any other position, at any time vacate his set or should the seat become vacant by reason or death, sickness, or other cause, the committee shall appoint some competent person to fill the vacancies at the next meeting.


  1. Winding up:

The club may be wound up by a general meeting called in accordance with rules as for said.  If a decision is made to wind up or dissolve the organization and any property remains after the settlement of the organization’s debts and liabilities, that property must be used to further a charitable purpose or purposes as defined in section 5(1) of the Charities Act 2005.



  1. Change of constitution:

The Constitution of the Pakuranga Outrigger Canoe Club shall not be altered, added to or rescinded, except on the vote of a majority of two-thirds of the members present at any AGM or at a special general meeting duly convened.  Notice of any proposed alteration, addition or rescission must be given in writing to the secretary of the club at least 21 days before the meeting at which it is intended to propose such alteration, addition or rescission.  At least 14 days notice of such a meeting shall be given to all members.  No alteration, addition or rescission shall be valid or of any effect, unless approved by the executive committee.


  1. Interpretation of the rules:
    1. 1 In the event of any dispute over the interpretation of these Rules, an executive meeting shall be called, and its ruling deemed binding until the next assembly of the full association.
    2. 2 The executive committee may make decisions on any matter not provided for in these rules and such decisions shall be deemed binding.
    3. 3 These rules shall take effect from the dates of their adoption, being the Annual General Meeting of the Club.


  1. Conflict of interest:

These procedures will be followed to ensure decisions are made in the best interest of the club.

  1. 1 An interest register will be regularly maintained and monitored where officers will register any perceived, current or potential interests.  The interest register will include information about:
  •   The officer affected
  •   The type of conflict of interest and
  •   How it will be ensured that decisions are made in the club’s best interest 

  • When there is a conflict of interest, the affected officer will not take part in the discussion or decision making.