SOUTHLAND TRAMPING & OUTDOOR RECREATION CLUB

(Incorporated)

RULES, REGULATIONS, PROCEDURES AND DECLARATIONS

NZBN: 9429042734512

Certificate of Incorporation 225420

INDEX

Schedule A - Club Rules:

           Trip Leader                                                                                                       3

           Trip Finances – Trip Financier / Leader Obligations                                          3

           Trip Finances – Non-Attendance where payment has been made                   3

           Disaster Event                                                                                                  3          

SCHEDULE B – Tasks required of the Committee to notify

                            The Registrar under The Act:                                                         4-5

SCHEDULE C – PRIVACY – Gathering of Personal Information and

Privacy of that Information within The Club:                                    6

SCHEDULE D – Committee / Sub Committee Register of Interests                          7

SCHEDULE A

Club Rules

1. Trip Leader:

The Trip Leader of any sanctioned Club Trip is required to be a financial Member of the Club.

2.  2  Trip Finances – Attendee Obligations

Those people who have indicated they wish to attend a trip, where The Club or Trip Leader has incurred or will incur costs, are obliged to pay their portion of all trip costs whether they attend or pull out after the Trip Leader imposed deadline.   (Trip deadline, unless otherwise stated, will be the Wednesday prior to the trip taking place)

On larger trips, where deposits are required. The Trip Leader may require deposits or full payment before the trip takes place.   Non-payment by the due date may mean cancellation of that person’s right to attend that trip.

3.  3  Trip Finances – Trip Financier / Leader Obligations

1. Each Trip of the Club may incur expenses, these include (but are not limited to) food, transport and accommodation.  
2. The trip should not make a profit or loss for the person organising the trip, and the Trip Organiser should, within 5 working days of the costs being advised to participants, receive payment.

1.  provide a list of expenses and how costs were apportioned to every person who attended the trip, and
2. where monies are left over, offer any refund to those participating in the trip or activity.

3. Note: Receipts for expenses must be kept.

4    4  Trip Finances – Non-Attendance where payment has been made

Where a payment has been made and that person or those persons are unable to attend the trip for some reason, then they may apply for a refund by writing to the Committee stating the reasons they are unable to attend.

The Committee is obliged to discuss the matter and reply in a timely manner and may, at their discretion, issue a partial or full refund.   Proof of reason for non-attendance may be required.

In committing to any refund, the person who was responsible for the finances of the trip should not be out of pocket.

5   5.Disaster Event

In the event of a Declared Emergency all business of The Club may be suspended for a period of time to be determined by the Committee, but must last no longer than 20 working days past the time the declared emergency ceased. 

SCHEDULE B

Tasks required of the Committee to notify The Registrar under The Act:

1. The Club Shall
   1. Maintain a Register of members recording
1. Financial members Full Name; and
2. Usual place of residence; and
3. Usual email address; and
4. Usual contact phone number; and
5. Date membership began
   2. Maintain a register of Former members,

1. Along with the information contained in 1. a.; also
2. the date their membership ceased, and
3. Shall keep that record of former membership for a minimum period of seven (7) years

2. The Club shall forward to The Registrar, within six months of any changes:
   1. Any amendments to the Constitution
   2. Any changes of Contact Persons and / or details

3. The Club shall forward, in the prescribed manner, to The Registrar within six (6) months of the Balance Date, being no later than 28^th of February in the year following the Balance Date, The Club’s Annual Returns with the prescribed information: (Section 109 of The Act)
   1. the name of the society:
   2. the balance date of the society:
   3. the New Zealand Business Number and registration number of the society:
   4. the physical address of the registered office of the society:
   5. the name and contact details of at least 1 contact person:
   6. the name of, and a physical address used by, each Officer of the Club

confirmation that, at the time the return is given to the Registrar, the society has 10 or more members as required by section 74(1) of the Act (see section 14 of the Act for how a body corporate is counted); and

7. confirmation that a named Officer considers that, at the time the return is given to the Registrar, the information about the society on the register of incorporated societies is correct (and if it is not correct, what the correct information is).

4. The Club shall forward, in the prescribed manner, to The Registrar, in accordance with The Club’s annual financial statement within six (6) months of the Balance Date, being no later than 28^th of February in the year following the Balance Date and must include the following information:
   1. The Club’s full name.
   2. the financial year for which the statements have been prepared
   3. The Club’s income and expenditure for the financial year. Even if your income or expenditure for the year has been 'Nil', you must state this.
   4. The Club’s assets and liabilities, at the close of the financial year. Even if your assets or liabilities at the end of the financial year are 'Nil', you must state this.
   5. all mortgages, charges, and securities of any description, affecting any of the society’s property at the close of the financial year
   6. an audit or review report (where your society’s rules specify that an auditor or reviewer must be appointed)
   7. Dated and signed by two (2) Officers of the Society, confirming that the financial statements have been approved by The Club’s membership.

SCHEDULE C - PRIVACY

Gathering of Personal Information and Privacy of that Information within The Club:

The Club is required under The Act to keep a register of its members and to keep that record for a minimum of seven (7) years after the resignation / passing of that member.   Trip leaders are required to collect personal details about those people who register for their trip.   This information is collected for safety purposes and the passing along of this information to their designated contact person is for (extremely rare) cases of emergency where the Contact Person is able to relay any messages where there is a delay (Through weather or otherwise) to the expected end time and / or day of the trip.

1. Use of Membership information gathered as listed in Schedule C. 1. is limited to distribution amongst the Elected Committee.   Membership details are not to be released to other members or third parties.
2. Trip Leaders are required to collect the following details from persons registered for their trip to facilitate Trip Safety.
   1. Required Information:
      1. Christian and surname.
      2. Usual email address.
      3. Usual contact phone number.
      4. Contact person’s name.
      5. Contact person’s phone number.
      6. Any medical conditions that may affect the performance and / or dynamics of the trip
   2. If deemed necessary, the Trip Leader may also collect the following details:
7. Usual residential address of person registered for the trip.
8. Usual email address of contact person.

9.  Usual residential address of contact person.

4. Names of those persons registered for the trip may be shared amongst those persons registered for the trip.  This is to assist in the smooth running of the trip.
5. Prior to the departure of a trip, the Trip Leader is required to pass the information contained on a trip list to their designated contact person.   Both the Trip Leader and The Contact person have a responsibility to ensure the information is used only for the purpose of safe running of the trip and must not be released to third parties.
6. When trips are completed trip lists should be destroyed.

SCHEDULE D – REGISTER OF INTERESTS

An Officer or member of a sub-committee who is an Interested Member in respect of any Matter being considered by the Club, must disclose details of the nature and extent of the interest (including any monetary value of the interest if it can be quantified) to the Committee and or sub-committee, and be kept in an Interests Register kept by the Committee.

Disclosure must be made as soon as practicable after the Officer or Member of a Sub-Committee becomes aware that they are interested in the Matter.

An Officer or Member of a Sub-Committee who is an Interested Member regarding a Matter -

1. must not vote or take part in the decision of the Committee and/or Sub-Committee relating to the Matter unless all members of the Committee who are not interested in the Matter consent; and
2. must not sign any document relating to the entry into a transaction or the initiation of the Matter unless all Members of the Committee who are not interested in the Matter consent; but
3. may take part in any discussion of the Committee and/or Sub-Committee relating to the Matter and be present at the time of the decision of the Committee and/or Sub-Committee (unless the Committee and/or Sub-Committee decides otherwise).

Interests Register

The Committee shall at all times maintain an up-to-date register of the interests disclosed by Officers and by members of any Sub-Committee.

Southland Tramping & Outdoor Recreation Club (Inc)

Register of Interests

Dated as at:  October 2025