Society Rules

 Churton Park Tennis club is an incorporated society. Our society number is: #218202
This means we are governed by a set of rules and practices. Below are the current rules, which are filed with the societies register. The group reports annually to the Societies Office and also to the Charities Office.

R U L E S

NAME

• The name of the Club shall be “CHURTON PARK TENNIS & RECREATIONAL CLUB (INCORPORATED)”.


• OBJECTS




• The objects of the Club shall be


• (a)                To foster and encourage the game of Tennis and other recreations authorised by the Club in Churton Park and elsewhere.
  
  (b)              To provide and maintain for the use of its members, grounds, buildings, clubrooms and other facilities necessary for the playing of Tennis, and such other recreations as are authorised.
  
  (c)                To facilitate with any Club or Association having objects similar or in parts similar to those of the Club.
  
  (d)              To purchase, lease, hire or otherwise acquire land buildings and other real or personal property which the Committee may from time to time deem necessary or expedient or useful in connection with any of the Club’s undertakings and that either alone or in conjunction with any other Club, Person, Firm or Corporation and to build, erect, alter or improve or contribute towards the cost of building, erecting or improving any such buildings or other property as aforesaid.
  
  (e)                To responsibly invest any of the Club’s funds in such investments or assets as the Committee may from time to time decide.
  
  (f)                To amalgamate with any other Club or Incorporated Society.
  
  (g)              To do all such other matters and things as in the opinion of the Committee shall be conducive to the attainment of any of the foregoing objects or to the exercising of any of the foregoing powers.
  
  INTERPRETATION




• In these Rules and in any By-Laws of the Club unless a contrary intention appears, “Club” means “Churton Park Tennis & Recreational Club (Incorporated)”, “Committee” means the General Committee for the time being appointed under the rules of the Club, “Year”, means the year of the Club, and words importing the masculine gender shall be deemed to include the feminie and words importing the singular number shall be deemed to include the feminie and words importing the singular number shall be deemed to include the plural and vice versa.


• MEMBERSHP
  
  4.        Classification Members will be classified as follows
  
              (a)        Life
  
              (b)        Senior Active
  
              (c)        Junior Active
  
              (d)      Non Playing
  
              The Committee shall have power to limit the numbers in any one or more classifications if deemed necessary.
  
  (a)                Life Members On the recommendation of the Club in Annual General Meeting by a majority vote of 2/3 of those present and voting the General Meeting shall have power from time to time to make such appointments as it thinks fit for Life Membership to be granted to members who have given outstanding and meritorious service to the Club.
  
  (b)              Senior Active Members Have full rights and pay full subscriptions.
  
  (c)                Junior Active  Junior Members shall be under the age of 19 years and shall be attending School on the date when the annual subscription falls due.  Junior Members shall have no voting power.  Junior Members shall be subject to such restrictions as to playing hours and otherwise, as the Committee shall from time to time determine.
  
  (d)              Non-Playing Members Non-playing Members are those who do not play tennis or other recreational sport but who shall have all other privileges of membership except the right to vote.
  
              (e)        i)          ELECTION OF MEMBERS  Every candidate for membership shall be nominated by one and seconded by another financial member of the Club.  All nominations shall be in writing upon such forms as the General Committee may from time to time determine.  All candidates other than Life Members shall be elected at a Committee meeting.  The Committee shall have power to refuse the nomination of any candidate for membership.
  
  (ii)              RESIGNATIONS  Any member may resign from the Club by giving notice of such resignation in writing to the Secretary within fourteen days of his annual subscription falling due in any financial year.  Unless such notice is given such resigning member shall be liable to the Club for his or her subscription for the financial year.
  
  (iii)            SUSPENSION OR EXPULSION  The General Committee may suspend or expel from membership any member wilfully disobeying any of the rules or by-laws of the Club or guilty of any conduct rendering him in their opinion unfit or unsuitable to be registered as a member of the Club.
  
  (iv)            PURGING THE REGISTER  The General Committee shall have power from time to time to purge the list of members and to delete therefrom the names of any members who subscriptions remain unpaid for more than two (2) clear calendar months from the date of falling due, and such member shall be advised in writing by the Secretary that he is no longer a member of the Club.
  
  ENTRANCE FEES AND SUBSCRIPTIONS
  
  5.        (a)        Entrance Fees of new members must accompany their application for membership.  Subscriptions and entrance fees shall be fixed at Annual General Meeting.
  
  (b)              Subscriptions shall be due on 1st October in each year and shall run for one year from that date.
  
  (c)                The Club in general meeting may also decide what further fees, if any, may be paid for the use of any of the Club’s facilities.
  
  ALTERATION OF RULES
  
  6.                  The Rules of the Club may be altered repealed or replaced by a resolution at any General Meeting.  The notice calling it shall have specified the proposed alteration repeal or substitution but nothing in this Rule shall prohibit the amendment at any General Meeting of any proposal which has been specified in the notice calling the meeting.  Notice of any motion importing a change in the Rules shall be forwarded in writing to the Secretary not later than fourteen (14) days before the date of the General Meeting.  A rule that has been amended or rescinded by notice of motion shall not come up for reconsideration until 6 months have elapsed.
  
              These Rules shall operate as from and including the date of registration thereof      with the Registrar of Incorporated Societies.
  
  GENERAL MEETINGS
  
  7          (a)        Annual General Meetings  The General Committee shall arrange for the Annual General Meeting to be held not later than 1st September in each year at such time and place as the General Committee shall determine.
  
  (b)              The General Committee may at any time and shall within fourteen (14) days after the requisition in writing signed by at least ten (10) members of the Club (which requisition shall set out the business proposed to be transacted at such meeting) convene a Special General Meeting for any purpose or purposes.  At any meeting so called only the business set out in the notice shall be dealt with.  Only Life and Senior Active Members shall have the right to vote.
  
  (c)                Notice of General Meetings  The Secretary shall at least seven (7) days before any General Meeting send to every member of the Club at his address appearing in the Register of Members a notice stating the time and the place where it will be held and in the case of Special General Meetings the business it is proposed to put before the meeting provided that except in the case of Annual Meetings and meetings to be called for the purpose of considering alterations to Rules where circumstances are such that in the opinion of the General Committee shorter notice shall be given as instructed by it, not being less, however, than forty eight (48) hours.  All notices of General Meetings shall be deemed to have been given at noon on the day following the posting thereof.
  
  (d)              Procedure and Quorum at General Meetings  At all General Meetings the chair will be taken by the President or Vice President but if they are not present at the time when the meeting is due to start, those present shall elect a Chairman for the meeting from among the members of the General Committee present and willing to act, rhe Secretary excepted, and if no member of the General Committee is present then from among the members generally and the Chairman so elected shall remain in the Chair until the arrival of the President or Vice President.  Every Life member or senior financial member present shall have a second or casting vote.  Only Life and Senior financial members shall be entitled to vote or take part in any discussions.  The quorum at a General Meeting shall be ten (10) members.  Voting shall be on the voices but if any member present so desires the Chairman shall call for a division to be indicated by a show of hands or if three (3) members so desire then by ballot.
  
  
  EXECUTIVE OFFICERS
  
  8.        The Officers of the Club to be elected at the Annual General Meeting shall consist of the following
  
              Patron, President, Vice President, Club Captain, Assistant Club Captain, Secretary, Treasurer, Assistant Treasurer, Auditor and Solicitor
  
              The Patron, Auditor and Solicitor may be non-members of the Club.
  
              The Committee shall comprise the President, Vice-President, Immediate Past President, Secretary and/or Treasurer, Club Captain and Assistant Club Captain, and at least 3 ordinary members one of whom shall be a woman.
  
  DUTIES OF EXECUTIVE OFFCIERS
  
  9.        (a)        Chairman of General Committee Meetings  The President or a chairman elected by committee members shall chair any committee meetings.
  
  (b)              Assistants The General Committee may either from its own personnel or otherwise from time to time appoint and terminate the appointment of any person or persons as assistants to the General Committee but without voting rights on the General Committee.
  
  (c)                Secretary  The Secretary shall act as Secretary of the Club, and of the General Committee and shall keep minutes of all meetings, give notice of all meetings, conduct all general correspondence and keep a Register of all members’ names and addresses, and perform any other duties placed upon him by the General Committee.
  
  (d)              Treasurer The Treasurer shall promptly pay all moneys received on behalf of the Club into its Bank account, keep proper books of account, report upon the state of the finances of the Club when required by the General Committee, present to the Annual General Meeting not later than 1st September in each year a duly audited Balance Sheet and Income and Expenditure account made up to the preceding 30th April and perform any other duties placed upon him by the General Committee.
  
  (e)                Club Captain The Club Captain and/or Assistant Club Captain, with the assistance of two members of the Committee to be appointed by the Committee, shall have full control of match selection, handicapping and drawing for tournaments.
  
  
  GENERAL COMMITTEE MEETINGS
  
  10.      (a)        General Committee Meetings  The General Committee shall meet at such time and places as it may from time to time decide and a meeting shall be called upon the requisition of the President or any three members of the General Committee.  Any such meetings so requisitioned shall be called within fourteen (14) days of the receipt of such requisition by the Secretary.
  
  (b)              Calling of General Committee Meetings  The Secretary shall convene General Committee meetings in such manner as the General Committee may from time to time decide and in default of the Secretary so doing the President or any three members of the General Committee may do so provided however than the General Committee may from time to time authorise any other person to convene meetings.
  
              (c)        Quorum for General Committee Meetings  At any General Committee meeting for (4) members of the General Committee personally present shall constitute a quorum and the Chairman shall in case of equality of voting have a deliberative or casting vote in addition to his ordinary vote.
  
  (c)                Vacating Office as a Member of General Committee  Every member of the General Committee shall ipso facto cease to be a member on absenting himself from four (4) consecutive meetings without obtaining leave of absence from the General Committee.  If a vacancy occurs in the General Committee through death, resignation or any other cause whatsoever the General Committee shall fill the vacancy.
  
  COMMON SEAL
  
  11.              The General Committee shall provide a common Seal for the Club and they shall have power from time to time to destroy the same and substitute a new one in lieu thereof.  The Common Seal shall be kept by the Secretary or Treasurer and shall be used only when directed by the General Committee and for the purpose of executing documents shall be affixed in the present of two (2) members of the General Committee, appointed for the purpose.
  
  FINANCE AND INVESTMENT OF FUNDS
  
  12.      (a)        The financial year of the Club shall end on 30th April each year.
  
  (b)              Annual Report and Statement of Accounts  At the Annual General Meeting in each year the General Committee shall submit a report of the year’s activities of the Club from the preceding financial year and an audited Balance Sheet and a Statement of Income and Expenditure.
  
              (c)        Audit  An Auditor who shall be a member of the N.Z. Society of Accountants shall be appointed at the Annual General Meeting in each year but the General Committee may fill any vacancy occurring in the office of Auditor or may appoint an Auditor if the Annual General Meeting does not do so.
  
              (d)      The Club shall have power to open and operate on any Bank Account or Accounts at the discretion of the Committee and any such accounts may be operated upon and cheques and other withdrawals signed by any two of the executive officers authorised by the General Committee to do so.
  
  (d)              The Club at the discretion of the General Committee shall have power to invest any surplus funds in such manner as the General Committee may from time to time approve.
  
  (e)                All moneys due to the Club shall be paid to the Treasurer who shall issue a receipt for all such payments.
  
  (f)                No moneys shall be paid out of the Club’s accounts except in pursuance of special or general authority of the General Committee.
  
  BORROWING POWERS
  
  13.      The Club may at the discretion of the General Committee raise or borrow money upon any mortgage or debentures or other security charging any of the real or personal property of the Club or any part or parts thereof and the Club may borrow any money either by way of overdraft or otherwise without security at the discretion and upon such terms as the General Committee may from time to time decide.
  
  BY-LAWS OF CLUB
  
  14.      The Society shall by resolution in general meeting have power to make alter or repeal such by-laws as it may think fit for the wellbeing of the Club, and the decision of the Club on all questions shall be final and binding unless and until set aside or varied by the Club in General Meeting.  The General Committee shall  have power to delegate all or any portion of its powers except those powers pertaining to by by-laws to any sub-committee or person as the General Committee in its sole discretion may deem fit.
  
  WINDING UP
  
  15.      (i)        Any resolution to wind up the Club must be carried by a two-thirds majority of the members present at a Special General Meeting convened for that purpose.  Fourteen (14) days notice must be given to every  member entitled to attend the meeting.
  
              (ii)        Upon the Club being wound up, any surplus funds after settlement of all outstanding liabilities shall not be disbursed among the members of Churton Park Tennis Club but shall be vested in Wellington Tennis or such other incorporated tennis organization with similar objectives to the Club as the members decide.
  
  USE OF FUNDS
  
  16        No profit or other funds of the Club shall be used or made available to be used for private pecuniary profit of any individual member either during the active life of the Club or on dissolution.