Club Constitution – Auckland Indoor RC Car Club

The name of the Association Auckland Indoor Radio Control Car Club hereinafter referred to as the “Club”

OBJECTIVES:

The objectives of the club are:-

To supply a platform for indoor 1/10th off-road racing.
To advance 1/10th radio control indoor racing within Auckland.

PROPERTY OF THE CLUB

The Association must apply all property and income of the Association towards the promotion of the objects or purposes of the Association and no part of that property or income to be paid or otherwise distributed, directly or indirectly, to members of the Association, except in good faith in the promotion of those objects or purposes.

POWERS OF THE CLUB conferred by Section 13 of the Act).
- To acquire, hold, deal with, and dispose of any real or personal property;
- To open and operate bank accounts;
- To invest its money –
in any security in which trust moneys may be invested; or
in any other manner authorized by the rules of the Association;
- To borrow money upon such terms and conditions as the Association thinks fit;
- To give such security for the discharge of liabilities incurred by the Association as the Association thinks fit;
- To appoint agents and employees to transact any business of the Association on its behalf for reward or otherwise;
- To build construct erect maintain alter and repair any premises building or other structure of any kind and to furnish equip and improve the same for use by the Association;
- Accept donations and gifts in accordance with the objects of the Association
- Print and publish any information by any media including newsletters, newspapers, articles or leaflets for promotion of the ;
- Provide gifts and prizes in accordance with the objects of the Association
- Organised social events for Members and the promotion of the Association
- To enter into any other contract the Club considers necessary or desirable.

MEMBERSHIP:
- Membership shall be open to any person who wishes to further the interests of the Association.
- Any person seeking membership shall make application to the Management Committee, and the Management Committee shall determine whether the application is successful or not.
- Each person admitted to membership shall be;
  - Bound by the Constitution and By-laws of the Association.
  - Come liable for such fees and subscriptions as may be fixed by the Association.
  - Entitled to all advantages and privileges of membership.

Membership Categories:
- ORDINARY MEMBER

Any person who is a financial member of the Association is entitled to hold any office and enjoy the privileges of the Association.

JUNIOR MEMBER

Any person under the age of 16 years at the expiry of membership may become a Junior Member. Junior Members shall have no voting rights nor be entitled to hold any office.

The Management Committee shall appoint a member of the Management Committee to maintain an up to date register of members of the Association.
A member may at any reasonable time inspect the records and documents of the Association.

TERMINATION OF MEMBERSHIP
- Any person’s membership may be terminated by the following events;
  - Resignation
  - Expulsion
  - a Member’s annual membership fee remains unpaid after 30 days falling due;
- The Management Committee shall have the power to suspend or expel any member of the Association for:
  - any of the events in Item 6.1
  - False or inaccurate statements made in the member’s application for membership of the Association,
  - breach of any rule, regulation or by-law of the Association and
  - by any act detrimental to the Association.

After having undertaken due inquiry.

Any member who is expelled, suspended or has their membership terminated, shall have the right to appeal against their suspension or expulsion by presenting their case to a General Meeting called for such purpose, and the decision of the General Meeting shall be final.

COMMITTEE
- Committee of the Association shall be vested in the Committee elected by the members at the Annual General Meeting and consisting of;
  - Executive Committee (Click on Name for Job Description)
  - President
  - Secretary
  - Treasurer
  - Committee Members (Click on Name for Job Description)
  - Event Coordinator
  - Sponsorship Coordinator
  - Event Scrutineer
- No person shall hold more than one position on the Executive Committee at any one time. A person shall cease to be a member of the Management Committee at the conclusion of the Annual General Meeting which follows his/her election and he will be eligible for re-election.
- If the President is unable to attend, then a chairperson nominated by the meeting shall chair that meeting.
- A member of the management committee may lose his or her seat on the committee for either of the following;
Absence from two or more meetings without leave of absence.
Found not to be a financial member.

POWERS OF THE EXECUTIVE COMMITTEE
- The Executive Committee shall carry out the day-to-day running of the Association and shall have the power to:
  - Administer the finances, appoint bankers, and direct the opening of banking accounts for specific purposes and to transfer funds from one account to another, and to close any such account;
  - Fix the manner in which such banking accounts shall be operated upon, providing the Management Committee passes all payments;
  - Fix fees and subscriptions payable by members and decide such levies, fines and charges as is deemed necessary and advisable, and to enforce payment thereof;
  - Adjudicate on all matters brought before it which in any way affect the Association.
  - Cause minutes to be made of all proceedings at meetings of the Committee and General Meetings of members;
  - Make, amend and rescind rulings and By-laws;
  - Have the power to form and appoint any sub committee/s as required for specific purposes;
  - May at their discretion employ a person or persons to carry out certain duties required by the Association, at salaries or remunerations for such period of time, as may be deemed necessary
  - Should a vacancy occur on the Executive Committee during the season, the Executive Committee shall appoint a successor until the next Annual General Meeting
  - Appoint an officer/s or agent of the Executive Committee to have custody of the Association’s records, documents and securities.

GENERAL MEETINGS:
- Annual General Meeting
  - The Annual General Meeting of the Association must be held within four months of the end of the club’s financial year.
  - The Secretary shall give at least fourteen (14) days notice of the date of the Annual General Meeting, to members.
  - All financial members may attend the Annual General Meeting.
  - The quorum at the Annual General Meeting shall be a minimum of 6 members. If, at the end of 30 minutes after the time appointed in the notice for the opening of the Meeting, there be no quorum the meeting shall stand and adjourn for one week. If at such meeting there is no quorum those members present shall be competent to discharge the business of the meeting.
  - The agenda for an Annual General Meeting shall be;
- Opening of Meeting
- Apologies
- Confirmation of Minutes of previous Annual General Meeting
- Presentation of Annual Report
- Presentation of Treasurer’s statement
- Election of New Executive and Committee
- Vote of thanks to outgoing Executive and Committee
- Determination of Annual Membership Fee
- Notice/s of Motion
- Urgent general business
- Closure

Committee Meetings
- Committee Meetings will be held on the 4th Thursday of the month
- The Secretary shall give at least seven (7) days notice, in writing, of any date change.
- Notice of General Meetings shall set out clearly the business for which the meeting has been called within seven (7) days prior to the meeting
- The quorum at the General Meeting shall be a minimum of 3 members.

VOTING
- Voting powers at the Annual General Meeting and General Meetings:
  - The President shall be entitled to a deliberate vote and, in the event of a tied vote; the President shall exercise a casting vote.
  - Each individual financial member present shall have one (1) vote.
- Voting powers at Executive Committee Meetings;
  - The President shall be entitled to a deliberate vote, and, in the event of a tied vote, the President shall exercise a casting vote.
  - Each individual committee member present shall have one (1) vote.

FINANCE:
- All funds of the Association shall be deposited into the Association’s accounts at such bank or recognised financial institution as the Management Committee may determine.
- All accounts due by the Association shall be paid by cheque after having being passed for payment at the Management Committee Meeting and when immediate payment is necessary, account/s shall be paid and the action endorsed at the next Management Committee Meeting.
- The Secretary shall not spend more than a set amount Petty Cash without the consent of the Management Committee, and shall keep a record of such expenditure in a Petty Cash Book.
- A statement showing the financial position of the Association shall be tabled at each Management Committee Meeting by the Treasurer.
- A statement of Income and Expenditure, Assets and Liabilities shall be submitted to the Annual General Meeting. The auditor’s report shall be attached to such financial report.
- The financial year of the Association shall commence on 1st of January each year.
- The signatories to the Association’s account/s will be the Treasurer and any one (1) from the following;
President
Secretary

All property and income of the Association will apply solely to the promotion of the objects of the Association and no part of that property or income shall be paid or otherwise distributed, directly, or indirectly, to members, except in good faith in the promotion of these objects.

ALTERNATIONS TO THE CONSTITUTION AND BY-LAWS:
- No alteration, repeal or addition shall be made to the Constitution except at the Annual General Meeting, called for that purpose and notice of all motions to alter, repeal or add to the Constitution shall be given to members fourteen (14) days prior to the Annual General Meeting, or seven (7) days prior to a General Meeting called for such purpose.
- The Secretary shall forward such notices of motion to each Executive Committee member at least fourteen (14) days prior to the Annual General Meeting.
- Alterations to the By-laws can be made only at Executive Committee Meetings provided notice of the proposed alteration/s has been duly notified to Committee Members.
- Such motions, or any part thereof, shall be of no effect unless passed by a seventy five percent (75%) majority (Special Resolution) of those present and entitled to a vote at the Annual General Meeting, General Meeting or Management Committee Meeting, as the case may be.

DISSOLUTION

If, on the winding up of the Association, any property of the Association remains after satisfaction of the debts and liabilities of the Association and the

costs, charges and expenses of that winding up, that property shall be distributed

Another incorporated association having objects similar to those of the Association; or
For charitable or benevolent purposes, which incorporated Association or purposes, as the case requires, shall be determined by resolution of the members.