RULES OF THE OTUMOETAI TENNIS CLUB INCORPORATED
1) NAME The name of the Club shall be “Otumoetai Tennis Club Incorporated”
2) OBJECTS The objects of the club are
(a) to promote and encourage the game of tennis.
(b) to provide facilities for its members to play tennis.
(a) Age Limit
No person under 5 years of age at 31 December of the current season shall be admitted as a member of the Club, except at the discretion of the Main Committee.
(b) Number of Members
The maximum number of members in each Senior, Intermediate, Junior and Midweek group shall be in accordance with the By-laws of the Club.
(c) Classes of Member
The following classification of members shall be adopted
(i) LIFE MEMBERS who have the same playing rights as Senior members without the payment of an annual subscription
(ii) SENIOR MEMBERS being 16 years of age or over at 31 December of the current season, except those classed as Intermediate members. They shall have full playing rights in accordance with the Club By-Laws
(iii) INTERMEDIATE MEMBERS being bona fide students attending a recognised educational institute, aged 16 years and under 19 years at 31 December of the current season. They have the same playing rights as seniors.
(iv) JUNIOR MEMBERS, being 5 years and under 16 years at 31 December of the current season, except at the discretion of the Main Committee. They have restricted playing rights in accordance with the Club By-Laws
(v) MIDWEEK MEMBERS who shall have restricted playing rights in accordance with the Club By-Laws.
4) ELECTION OF MEMBERS
(a) New Members
Senior, Intermediate, and Midweek applicants formembership shall sign an application form and send same to the Secretary. Applications shall be presented at the first available Committee meeting where a majority of three-fourths of those present shall be necessary to elect an applicant. The secretary shall advise the applicant in writing in the event of a declined membership.
Junior applicants may be accepted by the Junior Convener without the use of application forms. The Junior Convener shall record all Junior acceptances and resignations.
(b) Life Members
On the recommendation of the Main Committee a General Meeting may elect a person to Life Membership in recognition of lengthy and valued service to the Club.
5) CEASING MEMBERSHIP
A person shall cease to be a member and shall forfeit all rights to or claims on the Club if the person
(a) neglects to pay the annual subscription by the last day of payment (see 6 “Subscription”)
(b) is expelled from the Club. The Main Committee shall have the power to expel a member who through misconduct has become unfit to remain a member, providing that the member has first had an opportunity to explain his/her conduct in defence, in writing or in person, at a Main Committee meeting. A majority of three fourths is necessary to expel a member.
(c) resigns from the club, in which case the resignation shall be in writing. Junior members shall be excused from making a written resignation.
(a) The Annual Subscription is due for payment on 30 September. The Main Committee shall have the power to strike off the roll any member whose subscription has not been paid within 14 days after the due date provided that the member has been made aware of these provisions. The Main Committee has the power to fix a lower subscription for a member knowingly joining for part of a season.
(b) An Entrance Fee may be applied to any new member joining the Club. In the event of a player re-joining the Club after a period of no longer than one year’s absence, no entrance fee shall apply.
(c) The annual subscription and entrance fees (if any) shall be fixed at the Annual General Meeting.
7) FINANCIAL YEAR
The financial year shall end on 30 April each year.
The Officers of the Club shall consist of Patron, President, Vice President, Secretary, Treasurer, Club Captain,Junior Convener (Midweek Players Convener and Grounds Convener if required) all to be elected at the Annual General Meeting.
(a) The control of the Club shall be vested in the main Committee consisting of all officers of the Club and a maximum of more nine other senior Members who are to be elected at the Annual General Meeting.
(b) The powers and duties of the Main Committee shall cover transaction of all business and affairs of the Club unless otherwise directed by a General Meeting.
The Main Committee may, in particular
(i) make, vary, or rescind ladder rules and By-Laws of the Club.
(ii) appoint and remove Sub-committees for any purpose
(iii) Enter into all contracts on behalf of the Club
(iv) Fill any vacancy on a Committee
(v) order expenditure of the Club’s funds
(vi) Borrow or raise money for any objects of the Club.
(c) Auxiliary Officers and Sub-Committees
At the first Main Committee meeting the following shall be appointed:
Ball Steward; Publicity Officer; and delegates to the Association and /or its sub-committees. Also the Ladder and Match Committee shall be formed, power given to Convenors to form other standing committees.
(d) the Common Seal
The Common Seal shall be in the trust of the President of the Club who shall at all times be responsible for its safekeeping. the Common Seal may be affixed only by the President or Secretary or Treasurer. At least two of these must sign the affixing of the Seal which may only be done under the authority of the Executive.
The Secretary shall keep the minutes of all meetings of the Main Committee and General Meetings and shall read and file all letters and other papers, issue notices of meetings when required, conduct all correspondence, keep records of results of all competiions of the Club, and assist in the preparation of the Annual Report for approval of the Main Committee. The Secretary shall provide the President with particulars of all business to be transacted at the Main Committee and General Meetings
The Treasurer shall collect and account for all subscriptions and funds, disburse funds under direction of the Main Committee and prepare the Annual Statement of Accounts and Balance Sheet. The bank account shall be operated upon by the Treasurer with either the Secretary or President; in the absence of either the Secretary or President, the signature of one designated member of the Main Committee shall be accepted in lieu.
(a) Annual General Meeting
(i) The AGM shall be held not later than 30 Spetember in each year.
(ii) The order of business shall be as follows –
2 Minutes of the previous AGM
3 Annual Report and Balance Sheet
4 Election of Officers
5 Election of Main Committee
6 Appointment of Chartered Accountant to perform an annual review
8 Notices of Motion
9 General Business
(b) Special General Meeting
A Special General Meeting may be called by the Secretary on the direction of the Main Committee or by the Secretary on receipt of a written requisition signed by now fewer than ten financial members, stating the object of the meeting. None other than the stated business shall be introduced at the Meeting.
(c) Notice of General Meeting
Every senior member and officer of the club shall be advised of any Genral Meeting at least seven days clear of such a meeting. This advice shall be arranged by the Secretary.
(d) Main Committee Meetings
(i) the Main Committee may meet at any timeto transact business (see 9 “Management”). the Secretary at any time or upon receipt of a written requisition signed by no fewer than three members of the Main Committee shall convene a meeting and shall give notice to all Main Committee members
(ii) Any the Main Committee member who is absent from two consecutive meetings without reasonable excuse shall be deemed to have vacated the position.
(e) Presiding over Meetings
The President, when present, shall preside over all General Meetings and the Main Committee meetings, but if absent, the meeting may appoint its own chairperson.
(i) Ten financial senior members shall constitute a quorum at any Annual or Special General Meeting.
(ii) Five Committee members shall constitute a quorum at any Main Committee meeting.
(i) Life members, officers and financial senior members present at a General Meeting shall be entitled to one vote on any question put to a meeting.
(ii) The chairperson at any General Meeting or the Main Committee meeting shall decide the issue by voices or show of hands unless a ballot be requested by at least two members entitled to vote.
(iii) All voting shall be decided by a majority unless otherwise stated in these Rules.
(iv) The chairperson shall have a deliberative vote, and in the case of equality, a casting vote.
The Main Committee shall have the power to make, repeal, and amend By-Laws providing they are not contrary to these Rules. Such By-Laws shall be posted in the Clubhouse and shall be binding on all members unless set aside by the Main Committee or a General Meeting.
14) MAKING AND ALTERING OF RULES
(a) Any of these Rules may be altered, rescinded, added to or new rules may be introduced at an Annual General Meeting or at a Special General Meeting called for the purpose.
(b) Notice of every proposed amendment or addition must be signed by the mover and seven other senior members and given to the Secretary who within fourteen days of receiving the notice shall call a meeting. The meeting notification shall include the details of the amendment or addition to the Rules.
(c) No alteration to these Rules shall be made except by a two-thirds majority of those present and entitled to vote at the meeting called for the purpose thereof.
(d) No addition to or alteration of the non profit aims, personal benefit clause or the winding up clause shall be made which affect the tax exempt status. The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.
Life Members and Financial Senior Members present at a Special General Meeting convened for the purpose, may resolve that the Club be wound up and such meeting shall then direct the Main Committee as to the manner in which the Club’s assets shall be disposed of. Provided that – if upon winding up or dissolution of the club there remains after the satisfaction of all debts and liabilities any property whatsoever the same shall not be paid to or distributed amongst members but shall be given or transferred to some other organisation or body having objects similar to the objects of the Club, or to some other charitable organisation or purpose within New Zealand.
16) PERSONAL BENEFIT
Any income, benefit or advantage shall be applied to the objectives of the organisation. No member of the organisation or any person associated with a member shall participate in or materially influence any decision made by the organisation, in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever. Any such income shall be reasonable and relative to that which would be paid in an arms length transaction (being open market value). And the provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.
In the event of any question or difficulty arising which is not provided for in these Rules the decision of the Main Committee shall be final.
These Rules wholly replace the former Rules of the Otumoetai Tennis Club.