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 Incorporated also commonly referred to as Pakuranga Outrigger Canoe
Club or POCC.
2. Purpose and Values
a. To advance education and public health through participation in the sport of
Māori and Polynesian outrigger canoe paddling regardless of culture, religion,
political affiliation, age or sex.
b. To affiliate with the appropriate regional, and national body of the sport.
c. To encourage the undertaking of skills training in water safety, surf/ sea rescue
and ocean knowledge by all persons affiliated to the club.
d. Educate those involved in Waka Ama (primarily) and the general public about the
unique culture of Waka Ama, the values of Waka Ama and the importance of
water safety.
e. Manaakitanga: We encourage the practice of reciprocity and inclusivity through
sharing of ourselves and our resources, nurturing all people and accepting our
differences.
f. Whanaungatanga: Is our sense of belonging, identification and collective
strength, not only through kinship but being related to all within the Waka Ama
community.
g. Hauora: We support and promote the physical, mental, emotional and spiritual
wellbeing of all our participants; and
h. Tū Tangata: We are accountable for our actions. We have respect for each other,
our waka and our environment. We stand proud in our integrity and passion.
3. 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.
4. Membership:
a. Any individual who wishes to become a member of the club must submit an
application to the Committee. The Committee is responsible for reviewing each
application and, upon approval, will formally admit the applicant as a member of
the Pakuranga Outrigger Canoe Club.
b. Upon acceptance, every applicant is required to pay the subscription fee as
determined by the annual meeting each year. Payment of this fee is mandatoryfor formal admission to the club and for participation in club activities, as
outlined in the membership classifications.
c. Once admitted, each member is entitled to receive a copy of the club's
constitution. Members also have the right to attend meetings as observers,
which provides them with the opportunity to stay informed about club matters
and decisions.
d. By applying to the Committee, the applicant consents to become a member of
the Pakuranga Outrigger Canoe Club. This application signifies the individual's
agreement to comply with the club's constitution and its rules. Upon the
Committee’s approval of the application and receipt of the required subscription
fee, the member is formally admitted to the club and entitled to take part in club
activities as set out in the membership classifications.
Classification of Membership
a. Active members are those who participate as paddlers in an Outrigger Canoe
team and maintain full-season financial membership with the club.
b. Active members participating as paddlers in an Outrigger Canoe team with part-
season financial membership hold non-voting status.
c. Volunteer members actively contribute to the club in roles other than paddling;
these individuals are non-financial and non-voting.
d. Social members provide support for the club through patronage without actively
participating; they are non-voting.
e. Life members are individuals elected to honorary life membership in recognition
of outstanding service rendered to the club. Full voting rights will be granted if
they remain active each year in accordance with membership classification.
f. Casual members take part as paddlers in a social, non-competitive capacity and
do not have voting rights.
g. The Pakuranga Outrigger Canoe Club shall maintain a register of members,
recording each member’s full name, address, and date of entry.
h. Members must notify the Pakuranga Outrigger Canoe Club of any changes to
their contact details. The Member Register will be updated promptly upon
receipt of new information.
i. Membership ceases when the paid financial season concludes.
5. Funds
a. All funds shall be paid to the Treasurer and shall be the property of the Club, and
under the control of the committee.
b. 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.
c. 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.
d. Surplus funds may be invested in accordance with the wishes of the committee.
e. The bank account is to be in the name of Pakuranga Outrigger Canoe Club.
6. 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).
7. The Committee:
a. Shall consist of the following: President, Secretary, Treasurer, Co-
Ordinator & Safety Officer, Equipment Officer, W1 Shed Co-Ordinator & 1
representative from each team.
b. 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.
c. The committee shall have the power to fill any vacancy by vote, which
may occur thereon.
d. Any member of the committee absent from three consecutive meetings
without a reasonable excuse shall forfeit his/her right to sit on the
Committee.
e. The term of office shall be one year and votes on annually at the AGM.
f. A General Meeting (not including an AGM) shall be arranged via email and
social media.
I. Minutes of the last meeting
II. Treasury report
III. W1 Shed report
IV. Equipment Officer report
V. Coaches and managers report
VI. NHM and AROCA report
VII. Tiraumea Reserve report
8. Team Officials:
Team coaches and managers shall be approved by the committee.
Duties of Officers.
9. President of the Committee:
a. The President of the committee shall preside over all meetings of the
Committee and shall enforce due observance of the rules of the club.
b. 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.
c. She/He shall supervise the carrying out of such work as may be directed
by the committee from time to time.
d. S/He shall perform all duties usual to his office.
e. S/He shall have the power to call special meetings of the club.
f. At all meetings the President shall have the right to speak on all question
and shall, in the event of equal voting, except for the election of officers,
exercise a casting vote.
g. 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.
10. Secretary:
a. 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.
b. Shall conduct the general correspondence of the club and shall keep
copy of all official letters written and received and submit same as
required to committee.
c. Shall keep a register of names and addresses of members with the dates
of their joining the club and withdrawal or death.
11. Treasurer:
a. 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)
b. 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
c. 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.
d. Shall deliver a statement of accounts (Income & Expenditure) of the club
and such other particulars as may be required to the annual general
meeting.
12. Co-Ordinator & Safety Officer
a. Recruit and liaise between all teams and committee
b. To attend regional meetings
c. Initiate open Day
d. Shall oversee all issues of safety and implement safety rules and
precautions outlined by the committee.
13. Equipment Officer:
a. Co-ordinate training timetable and use of the wake. Keep a table of
where all POCC assets are located and with whom.
b. Notify Committee of any POCC Assets that need repair and provide
quotes for this whenever possible.
c. Ensure that registration of and warrant of fitness for waka trailer is up-to-
date and arrange for this to happen when due.
d. Waka bookings
14. W1 Shed Co-Ordinator:
a. To facilitate all aspects of our members in our shed.
b. Environment is used properly
c. Rules are adhered to
d. Enrolment of new members
e. Maintain professional, courteous relationships with existing and
prospective members
f. Fielding calls for issues that might happen in the shed
g. Keeping members up to date with new information
h. To be a member of the Nga Hau Maiangi (NHM) Committee – keeping POCC
and up to date with the NHM issue.
i. Meet the financial revenue targets
15. Performance Review of Financial Statements
a. 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.
b. 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.
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:
The Committee shall have power to appoint such Sub-Committees as may be
deemed necessary from time to time.
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.
17. 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.
18. Annual General Meeting:
The Annual General Meeting (AGM) shall be held not later than the month of
October of every year; such meeting shall be held advertised via email and social
media.
a. The business of the annual meeting shall be to receive the Annual
Report
b. Financial Report
c. To Elect the Officers of the Committee for the next year.
d. Any change in the Club Constitution must be at the AGM.
e. Any change to membership fees can only be amended at the AGM.
f. The club’s secretary shall ensure that minutes of the AGM are kept for each
meeting.
19. Quorum:
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.
A quorum at a committee meeting shall be five.
20. Voting at the AGM:
a. 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.
b. In the event of an equality of votes, a secret ballot is optional.
ORDER OF BUSINESS: The order of business shall be:
1. Reading and adoption of Minutes
2. Correspondence
3. Passing of Accounts
4. Voting of the officers
5. Reports of Delegates, Teams and Committees.
6. General Business and Notices of Motion.
A notice of motion (agenda) must be submitted at the meeting before the one
which such motion shall be discussed.
21. Removal of officers:
a. 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.
b. 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.
22. 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.
23. 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.
24. 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.
25. 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.
26. Interpretation of the rules:
a. 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.
b. The executive committee may make decisions on any matter not provided for
in these rules and such decisions shall be deemed binding.
c. These rules shall take effect from the dates of their adoption, being the
Annual General Meeting of the Club.
27. Conflict of interest:
These procedures will be followed to ensure decisions are made in the best
interest of the club.
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:
a) The officer affected
b)The type of conflict of interest and
How it will be ensured that decisions are made in the club’s best interest
then there is a conflict of interest, the affected officer will not take part in the discussion or the decision making.
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