Auckland Bike Polo Constitution

Rules of Auckland Hardcourt bike polo Incorporated

The name of the society is “Auckland Hardcourt Bike Polo Incorporated” (“the Society”). Interpretation In these Rules, “Bike Polo” and “Society” means Auckland Hardcourt Bike Polo Incorporated.


The objects for which the Society is established are to Promote the recreational activity and sport of hardcourt bike poloOrganise hardcourt bike polo games and eventsDo all things the Society thinks appropriate to promote and play the sportAnd in furtherance of its previously stated objects:raising gifts to the Society from any source appropriate to those objects; andin any way consistent with those objects, both maximising the income of the Society on its capital and increasing the capital of the Society; andobtaining and maintaining incorporation under the Incorporated Societies Act 1908.Purposes limited to New Zealand

The Society must advance its objects mainly within New Zealand and not elsewhere.


The Society has all the powers of a natural person to do all things required in pursuance of the Society’s objects including, but not limited to, the following powers:To purchase, take on lease, or otherwise acquire any interest in property;To erect, maintain, repair, add to, or demolish buildings; To furnish and equip buildings; To sell, lease, or otherwise dispose of any interest in property; To borrow and raise money (with interest or not), and to mortgage or otherwise charge its assets to secure repayment; To accept and administer gifts and bequests; To control and invest the funds of the Society; To do all other things which appear necessary or desirable to promote the objects of the Society. In exercising its powers the Society must not authorise the use of its funds for the advancement of any purpose other than those stated in these Rules to be the objects of the Society.Delegation The Society may appoint committees, the members of which need not be members of the Society. Subject to the overriding control of the Society, the Society may delegate any of its powers to any member appointed by it. Members
The members of the Society shall comprise at least 15 people.     Any person may become a member upon:acceptance by an office holder of an application made in the approved form, andpayment of the joining fee and subscription The Society may remove any member by a resolution at a general meeting called for that purpose or at a meeting at which the agenda includes the proposed removal.The Society will keep a register of members, including their names and addresses and the dates on which they became members.Members shall pay the joining fee and annual subscription as decided by the Society at its annual general meeting.


The officers of the Society shall comprise a Chairperson, treasurer and secretary:At each Annual General Meeting, the Society will elect a Chairperson, treasurer and secretary from among its members. They will hold office until the next Annual General MeetingIf the Chairperson, treasurer and secretary ceases to be a member of the Society, or resigns from office, before the expiry of his or her term, the Society will, at the next general meeting, elect a person to be Chairperson or Vice-chairperson until the next Annual General Meeting.


Annual General Meetings:The Society will convene and hold an Annual General Meeting on such date as may be appointed by it from time to time, but not later than 6 months after the end of its financial year. At the Annual General Meeting, the balance sheet and statement of accounts will be presented and dealt with. Notice of meetings:Notice of the Annual General Meeting and of every ordinary General Meeting, together with an agenda of the business to be dealt with at the meeting, will be sent to every member of the Society not less than four clear days before the date of the meeting. After the business of which notice has been given has been disposed of at any meeting, any other business which the Society thinks necessary may be dealt with although no notice was given of it.

Special General Meetings:

The Chairperson:may call a Special General Meeting of the Society, and must call such a meeting within 21 days upon receipt of a written request from at least five members stating the business to be transacted. Notice of a Special General Meeting, together with an agenda of the business to be dealt with at the meeting, will be sent to all Members a reasonable time before the date of the meeting. Only business of which notice has been given may be dealt with at a Special General Meeting.Quorum and voting:The quorum for any General Meeting is five members personally present. Proxy votes are valid for any General Meeting of the Society.  A member wishing to vote by proxy must, before the meeting, give to the Chairperson a signed written statement naming the person authorised to vote for that member. The person so authorised must also be a member of the Society. All business of the Society will be decided by a majority of the members present in person or by proxy. Each member has one vote. The Chairperson has a casting vote in the event of deadlock. Voting will be by voices unless a show of hands is requested by a member. Voting will be by ballot if any member requests a ballot. The Secretary (and if not present then a member chosen by Chairman) will keep minutes of all business transacted at a meeting of the Society. NoticesEvery notice required to be given under these Rules may be given by advertisement in a newspaper published in Auckland, or by sending through the ordinary course of post in a prepaid letter addressed to the recipient at his or her last known place of abode in New Zealand, or by email to the person’s last email address as advised by that person.Accidental omission to give notice to anyone, or lack of receipt, shall not invalidate proceedings of the meeting to which the notice refers. Resolution in lieu of meetingAny resolution that can be passed at a meeting of the Society by simple majority may instead be passed by resolution in writing signed by not less than 75% of the members of the Society at the time.A resolution in lieu of a meeting authorised by Rule 20 may consist of several documents in like form, each signed by one or more members of the Society.  A facsimile of any such signed resolution will be as valid and effectual as the original signed document with effect from completion of its transmission.

Accounts and Annual Report

The Treasurer will keep proper books of account and will, each year, prepare an Annual Financial Statement that will include details of: The income and expenditure of the Society during the Society’s last financial year:The assets and liabilities of the Society at the close of the said year:All mortgages, charges, and securities of any description affecting any of the property of the Society at the close of the said year.The annual financial statement of accounts will be:audited by an independent chartered accountant, andsubmitted to the Annual General Meeting of the Society for approval.The Society’s financial year ends on 31 March.Management of fundsAll money received on behalf of the Society will be paid into one of the Society’s bank accounts as soon as practicable after it has been received. All banking transactions on the Society’s bank accounts must be signed by any two of the Chairman, secretary or treasurer, The Society will manage the application and investment of its funds as it believes will best further its objects, but is not bound by the prudent person test in section 13 of the Trustee Act 1956.

Benefits to Members

Any income, benefit or advantage received by the Society must be applied to the purposes of the Society. Any payments made to a member of the Society, or person associated with a member of the Society, must be for goods or services that advance the purposes of the Society and must be reasonable and relative to payments that would be made between unrelated parties.Subject to clauses 32:A member of the Society, or person associated with a member of the Society, may be employed by the Society if the prior unanimous approval of the Society is obtained.Employees will be paid such remuneration as the Society decides.A member of the Society, or person associated with a member of the Society, or an employee of the Society may be reimbursed for expenses incurred.Indemnity of Society MembersWithout prejudice to any right of indemnity given to them by law, members of the Society are entitled to be indemnified out of the funds of the Society:in respect of all liabilities and expenses incurred by them in the exercise of any powers, authorities or discretions vested in them pursuant to these Rules; andagainst all actions, proceedings, costs, claims and demands in respect of any matter or thing done or omitted or in anyway relating to the Society and its objects, other than a claim arising out of a wilful, fraudulent or dishonest default.The Society and the members of the Society may retain and pay out of its funds all sums necessary to effect this indemnity.The members of the Society have a charge on the Society’s funds for all moneys payable to them under this Rule or otherwise howsoever arising out of and in connection with the Society.No member of the Society shall be bound to take any proceedings against any other member of the Society for any breach or alleged breach of his or her obligations as a member of the Society.The Society may arrange and pay the premiums on indemnity insurance for the members of the Society in respect of their membership of the Society.

Registered office

The registered office of the Society is “mat’s house’ or such other place as the Society decides.

Common seal

The common seal of the Society will be kept in the custody of the Secretary. The common seal will not be affixed to any document except by resolution of the Society.  The seal must be affixed in the presence of two members of the Society one of whom must be the Chairman, treasurer or secretary, who must sign the document so sealed.

Winding up

The Society will be put into liquidation if, at a general meeting of its members, it passes a resolution appointing a liquidator, and the resolution is confirmed at a subsequent general meeting called together for that purpose and held not earlier than 30 days after the date on which the resolution to be confirmed was passed.Upon winding up all costs, debts, and liabilities of the Society must be met so far as its funds allow.So much of the Society’s funds as then remains must be disposed of:
To further the purposes of the Society in accordance with its Rules; orby gift to any other body or bodies within New Zealand which has purposes similar to those of the Society; orAs is directed by a Judge of the High Court.

Alteration of Rules

These Rules may be altered, added to or rescinded only at a meeting of the Society pursuant to a notice of motion of which at least seven days notice has been given to each member. The Rules may not be amended or repealed and replaced in such a way as to alter:the objects or powers of the Society; or the application or disposal of any of the Society’s funds; orthe benefits available to members of the Society or to persons associated with them; orthe Rules relating to winding upunless the proposed alteration or replacement will not affect the charitable status of the Society.

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