THE
CONSTITUTION OF
THE
HARBOUR CITY ROCK'N'ROLL
CLUB
1.
NAME
1.1
The Club shall be called the "Harbour City Rock
'n' Roll Club Incorporated" hereinafter referred to as “the Club”.
2.
DEFINITIONS
2.1
Amateur – means a dancer who receives no direct
personal financial gain from rock'n'roll-related activities, including teaching
and demonstrations but excluding club-approved subsidies and competition prizes
2.2
Annual General Meeting – means the annual general
meeting of the Club
2.3
Championships – means the annual dancing competition
organised by the Club
2.4
Committee – means those Club members elected as
Executive Committee or general Committee members at the Annual General Meeting
or co-opted on to the Committee as per Section 11.3
2.5
Competitor – means an individual who intends to or has
competed in a rock’n’roll competition
2.6
Executive Committee – means the President,
Vice-President, Secretary, Treasurer, and others, as elected at the Annual
General Meeting
2.7
Family - means one or two senior members and their
junior offspring if any.
2.8
Honorary Member – means an individual who has been
elected as an Honorary Member of the Club
2.9
Junior - means someone aged less than 18 years
2.10
Life Member – means a Club member who has been elected
as a Life Member of the Club
2.11
Member – means someone who has had their application
for membership to the Club accepted by the Club committee as per Section 6.4
2.12
National Assessment – means the process of determining
whether a competing couple or triple meet the National Qualifying Level as
defined in the NZARRA Rule Book A
2.13
NZARRA – means the New Zealand Rock n Roll Association
Inc
2.14
Senior - means someone aged 18 years or over
2.15
Senior Nationals – means the Senior National
Championship run by the NZARRA
2.16
Special Meeting – means a special meeting called as
per Section 15.2
3.
OBJECTIVES
3.1
To encourage the enjoyment of rock’n’roll music and
dancing at all levels.
3.2
To act in co-operation with any other associations, committees,
societies or institutions for the promotion of rock and roll music and dancing.
3.3
To promote a high standard of team work and
comradeship in all phases of Club activities.
3.4
To arrange hops, promotions and other social
activities for the benefit of the Club members.
3.5
To acquire real and personal property for the purpose
of the Club and to dispose of property no longer needed.
3.6
To affiliate with the NZARRA, so
members can participate in competitions at regional and national level.
4.
CLUB COLOURS
4.1
The Club colours shall be sea spray blue, yellow and black.
5.
AMATEUR
5.1
Only bona fide Amateur rock'n'roll dancers may represent
the Club in competition, including Club Championships.
5.2
Any direct financial gain made by a dancing
partnership is deemed to have been made equally by all members of that
partnership.
6.
MEMBERSHIP
6.1
Membership may be held in the following manner:
6.1.1 Senior
6.1.2 Junior
6.1.3 One- parent family
6.1.4 Two-parent family
6.1.5 Life
6.1.6 Honorary
Children who turn 18 during the financial year are
covered until the end of the financial year by their existing membership.
6.2
Life Members
6.2.1
Any member of the
Club who has given outstanding service to the Club, over a minimum period of
seven cumulative years, may be nominated by any other member of Club at least
five years’ standing.
6.2.2
The name of any
‘life membership’ nominee must be submitted to the Club secretary no less than
21 days prior to the Annual General Meeting with an outline of the dates,
nature and details of the nominee’s service to be included with their name.
6.2.3
The name of the
proposer(s) and the name of any life membership nominee(s) is to be forwarded
by post or email, as part of the Annual General Meeting agenda, to all
financial members, at least seven days prior to the date set for the meeting to
be held. An outline of the dates, nature and details of the nominee’s service
is to be included with their name.
6.2.4
The election of
any nominee to life membership is to be a two thirds majority vote conducted by
secret ballot early in the Annual General Meeting. The name of any successful
nominee is to be published in the next Club newsletter and the life membership
will take effect immediately on the vote being carried.
6.2.5
Life membership
can be revoked at an Annual General Meeting or Special Meeting by two-thirds
majority of the members present at that meeting, if that member’s conduct is
deemed to render him/her no longer fit for life membership.
6.2.6
A Life Member may
voluntarily surrender their life membership in writing if they feel it is no
longer in the best interests of the Club to retain it.
6.2.7
A Life Member
shall receive free membership for the duration of their life membership.
6.3
Honorary Members
Individual persons
who have given outstanding service may be elected as an Honorary Member at the
Annual General Meeting on being nominated and seconded by a financial member,
for the period of one year.
6.4
Mode of Membership
6.4.1
All applications
for membership as defined in Section 6.1 to the Club are to be voted on by the
committee at the first committee meeting following receipt of the application.
6.4.2
If elected, the
Club member shall be issued with a membership card and a copy of the
constitution of the Club.
6.4.3
If not elected,
the applicant is to receive in writing, confirmation of such result, along with
a refund of any monies received.
6.5
Club Championships
6.5.1
For all Competitors,
except those competing in the Novice and Invitational sections, in the Senior
and Junior Championships of the Club, one of the couple must have been a financial
member for at least three months prior to the event, except as allowed at the
discretion of the Committee.
6.5.2
Except for Novice
and Invitational sections Competitors must be financial members of the Club at
close of entry of competition.
6.6
Allocation of Club Fundraising
6.6.1
Club fundraising
is to be used to assist with the support or promotion of the Club at such
events as the Committee deems acceptable.
6.6.2
The Club shall
provide those attending Senior Nationals with the primary purpose of supporting
the club and its endeavours, a subsidy against entrance, accommodation, and
transportation costs. The total maximum cost to the club is to be determined at
the club’s Annual General Meeting
6.6.3
Competitors who
represent Harbour City at the Senior Nationals shall be given a contribution
toward their costs. The maximum cost to the club is to be determined at the
Club’s Annual General Meeting.
6.7 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 benefit
paid shall be reasonable and relative to that which would be paid in an arm’s
length transaction. (i.e. market value).
7.
RESIGNATION FROM MEMBERSHIP
7.1
A Member wishing to resign membership during the Club
financial year must do so in writing.
7.2
A Member so resigning shall at that time forfeit all
rights to and claims upon the Club and its property and funds but shall not be
discharged or freed from any liabilities to the Club which may then have been
accrued by that Member. The Committee
however, may remit whole or any part of the subscription paid by the Member so
resigning.
8.
EXPULSION
8.1
The Committee shall have the power to suspend or expel
from the Club or an elected Committee position, any Member who shall wilfully
break the bylaws and/or sections of the constitution of the Club, or whose
conduct in its opinion renders him/her unfit for membership to, or their
elected position in, the Club.
8.2
No Member shall be suspended or expelled without;
8.2.1 First being summoned before a meeting of
the Committee to explain their conduct.
8.2.2 Being given at least three days notice to
attend the Committee meeting.
8.2.3 A majority vote of
two-thirds of the Committee members.
8.3
Any expelled Member shall forfeit all rights or claims
upon the property of the Club but is still liable under Section 7.2
9.
COMPLAINTS PROCEDURE
9.1
Any complaints must be submitted in writing to the
Committee (or to the Executive Committee if concerning a Committee member) and
signed by a Club Member, and will be tabled at the next Committee (or Executive
Committee) meeting.
9.2
Complaints must be about events or behaviour of one or
more Harbour City Members at a rock’n’roll event to be considered by the
Committee.
9.3
The outcome of the consideration of any complaints
letter will be documented in the Committee (or Executive
Committee) minutes, in conjunction with any other agreed actions being
undertaken.
10.
SUBSCRIPTIONS
10.1
The annual subscriptions shall be as follows;
10.1.1 Sums to be decided upon at an Annual General
Meeting or Special Meeting.
10.1.2 The subscription year of the Club shall be
deemed to be from 1st April to 31st March. New subscriptions received between 1st
January and 31st March may be paid at a reduced rate (to be decided
at a committee meeting)
10.1.3 Members who fail to pay the subscription by
1st April shall cease to be a Member.
Reminder notices for subscription renewal will be published in
the February and March newsletters
11.
COMMITTEE
11.1
There shall be an Executive Committee of the Club,
consisting of no less than the President, Vice-President, Secretary and
Treasurer; elected at the Annual General Meeting of the Club.
11.2
The general Committee members shall be elected at the
Annual General Meeting or at any other time by being proposed by a member of
the Committee as in section 11.3.
11.3
The Committee shall have ten members and the power to
co-opt up to four additional financial Club members to the Committee as and
when necessary for the well-being of the Club.
11.4
The Committee shall meet once a month or at any other
time as necessary.
11.5
In the case of voting being equal in the Committee,
the chairman has the casting vote i.e. a second vote.
11.6
Any member of the Committee absenting themselves from 4
meetings may be deemed to have vacated their office, at the discretion of the
Committee.
11.7
Indemnity – Every Committee member (or persons acting
under the authority of the Committee) of the Club shall be indemnified by the
Club for all costs, losses and expenses which any such Committee member or
authority person may incur or become liable for by reason of any contract
entered into or act or thing done by them as a Committee member in any way
discharging his or her duty, except such as may result from their own wilful
default or negligence.
12.
OFFICERS
12.1
Officers of the Club are:
President
Vice-President
Secretary
Treasurer
Committee Members
13.
DUTIES OF OFFICERS
13.1
President
13.1.1 To preside over the Club
at all times
13.1.2 Chair all Committee, Annual General Meetings and Special Meetings
13.1.2.1 See
that a quorum is present before a meeting is opened
13.1.2.2 Be completely impartial in the chairing of
the meeting
13.1.2.3 Preserve
order and conduct the meeting in a business-like manner in accordance with the
Constitution.
13.1.2.4 Ensure
that speakers keep to the point under discussion
13.1.2.5 Prevent
private chatter or heckling and call speakers to apologise and withdraw
offensive statements
13.2
Vice-President
Assume
all responsibilities of the President in absence of the President
13.3
Secretary
13.3.1 The Secretary shall
attend and keep correct minutes of all Annual General Meetings, Special
Meetings and Committee meetings.
13.3.2 Keep a record of Members
present at such meetings. Also keep a
record of Members' birth dates.
13.3.3 Issue notices of
meetings when directed.
13.3.4 Conduct correspondence
and keep copies of the same.
13.3.5 Keep a register of the
names and addresses of Members and year elected to the Club.
13.3.6 The Secretary shall
control all books and records applicable to the position, and ensure that they
are properly filed and cared for, that on retirement from office they are
handed to their successor immediately.
13.4
Treasurer
13.4.1 The Treasurer shall
attend and keep correct accounts and books showing the financial affairs of the
Club.
13.4.2 Pay into such bank that
the Committee may direct, to the credit of the Club, all monies received.
13.4.3 Shall submit a statement
of all financial affairs of the Club at the Annual General Meeting, such
statement to have been previously reviewed by an independent and suitably
qualified person/s as determined by the Executive Committee, prior to the
Annual General Meeting.
13.4.4 All payments from Club
funds shall be authorised by the Committee.
13.4.5 Signatories to the Club
accounts are to be any four of the Executive Committee.
13.4.6 Cheques and withdrawals from the Club
account are to be signed by three of the four signatories.
13.4.7 The
Treasurer shall control all books and records applicable to the position, and
ensure that they are properly filed and cared for, and that on retirement from
office they are handed to their successor immediately.
13.5
Committee Members - Including the Executive
13.5.1 Encourage and help
fellow members in fulfilling the objectives of the Club.
13.5.2 To ensure good conduct,
at all times, of members of the Club during activities under the Club's name.
13.5.3 Attend where possible
group activities connected with the Club.
13.5.4 Supervise the issue of the Club's equipment
and be responsible for all equipment under their care.
13.5.5 Bring to the attention of the general
Committee, issues raised by members.
14.
MANAGEMENT
14.1
The management and control of the affairs of the Club
shall be vested in the Committee in accordance with the constitution and
bylaws.
14.2
The Committee shall have the power to create sub
committees and nominate any Member of the Club to such, for any specific
purpose they may deem necessary to effect the purpose of the Club.
14.3
Without prejudice to the general powers of the
Committee, it is hereby expressly directed that the Committee shall be
entrusted with, and must exercise and perform the following powers and duties:
14.3.1 To prepare and present
annually, a general report of the affairs of the Club, together with an
independently-reviewed balance sheet and full accounts of its financial
position as at the end of the year, at the AGM.
14.3.2
To award annual cups, shields and trophies that are
the property of the Club and ensure perpetual trophies are returned when called
on.
14.3.3
To have full control of the funds of the Club. To make arrangements as necessary for the
opening of current or deposit accounts with any bank or banks. To authorise payment of bills requiring to be
signed made or endorsed on behalf of the Club by such Members.
14.3.4 All acts done at any
meeting of members of the Committee shall be as valid as if every such person
had been duly appointed and been qualified to act.
14.3.5 The decision of the
Committee on the construction or the interpretation of any rule or bylaw shall
be conclusive and binding on the Members of the Club.
14.3.6 Should the Committee
wish to borrow funds, they must obtain approval of two-thirds of the financial Members
present at a Special Meeting.
14.3.7 The official seal of the
Club shall be held by the Secretary and may only be affixed in the presence of
the President, Secretary and one other Executive Committee member.
14.3.8 The registered office of
the Club will be the address of the present Secretary.
15.
MEETINGS
15.1
Annual General Meetings
15.1.1 The Annual General Meeting
for the Club shall be held each year no later than 31st July, at such time and
place as shall be decided by the Committee. Notice of this meeting shall be
sent by the Secretary by post or email to all financial Members, addressed to
the last known place of abode or business supplied by them to the Secretary, at
least 28 days prior to the date of the meeting.
15.1.2 Any amendment to the
constitution must be in the form of a remit, which must be in the hand of the Secretary
no later than 21 days before a Special Meeting or Annual General Meeting. A copy of the remit together with the agenda
of the meeting must be forwarded by post or email to all financial Members at
least seven days prior to the date set for the meeting to be held.
15.1.3 The business for the Annual General Meeting shall be:
15.1.3.1 To
receive from the committee a report and independently-reviewed balance sheet
for the proceeding year
15.1.3.2 To elect officers and members of the
Committee
15.1.3.3 To
transact such other business as shall be specified in the agenda convening the
meeting.
15.1.4
At all meetings of the Club or Committee, the method
of voting shall be determined by the President.
15.2
Special Meeting
15.2.1 A Special Meeting of the
Club must be called by direction of the Committee at any time given receipt of
a requisition to that effect signed by no less than 10 financial Members of the
Club.
15.2.2 The requisition will specify the objectives
of the Special Meeting.
15.2.3 The meeting will be held
within one calendar month of receipt of the requisition.
15.2.4 The Secretary will send
by post or email to all financial Members notice of such meeting, specifying
the time, place and matters to be discussed.
15.2.5 No business shall be
transacted at any Special Meeting except that of which notice had been given.
15.3
The President of the Club shall take the chair at all Annual
General Meetings and/or Special Meetings of the Club. If at any such meeting the President and Vice-President
are not present, then the members of the Committee will elect a chairman.
15.4
At all meetings of the Club, Annual or Special, each life and financial member present shall
be entitled to one vote and in the event of an equality of votes, the chairman
of the meeting shall be entitled to a casting vote.
15.5
All subcommittees shall, subject to the supervision of
the Committee, conduct and manage such functions or activities as and when
directed to do so by the Committee, and shall as soon as practicable thereafter
prepare a profit and loss account of each activity for presentation to the
Committee, and shall account to the Treasurer for all proceeds therefrom.
15.6
The Executive Committee, as a group, are answerable
for any decisions made, to the Committee, at the following Committee meeting.
15.7
Quorum
15.7.1 The quorum of the Executive
Committee will be three. The quorum of
the Committee meetings shall be six.
15.7.2 The quorum of the Annual
General Meeting and Special Meeting shall be 20% of all current financial Members
at the date of the meeting. If there is
not a quorum present fifteen minutes after the advertised time of the meeting a
motion may be put to the chairperson to accept that the Members present shall
constitute a quorum. If the motion is
passed by a majority of the Members present, then those Members shall be deemed
a quorum.
However if the
motion is rejected by a majority of the Members present, then the meeting shall
stand adjourned to anytime not exceeding fourteen (14) days thereafter. The new date shall be fixed by the Committee
who shall give at least seven (7) days notice of the meeting by post or email.
If at the adjourned
meeting a quorum is not present within half an hour from the time appointed for
the meeting the Members present shall be a quorum.
15.8
Proxies for Committee Meetings
15.8.1 Committee and Executive Committee
members absent from meetings may submit a proxy vote to be exercised by the Committee
or Executive Committee member of their choice, such proxy to be given in
writing or email to the Secretary before the meeting concerned, valid only for
that meeting, and to include the absent member's name, the nominated proxy, and
the date of the meeting concerned.
15.9
Attendance at Meetings by Financial Members
15.9.1 Any Member of the Club
may attend any meeting of the Committee. (As meetings are usually held at the
residence of Committee members, please inform the Secretary or President of the
intention to attend).
15.9.2 Members wishing to
attend a meeting to raise an issue/s affecting the Club should inform the Secretary
of the general nature so that adequate time can be set aside on the agenda.
16.
COMMON SEAL
16.1
The Common Seal shall be kept by the Secretary at the
registered office of the Club.
16.2
The Common Seal shall not be fixed to a document,
instrument, deed, writing, paper or other things unless pursuant to a
resolution of the Executive Committee and in the presence of two members of the
Executive Committee who shall sign the said document, instrument, deed,
writing, paper or other thing as witnesses. Each fixture of the Common Seal
shall require a separate motion of the Executive Committee.
17.
INDEPENDENT FINANCIAL REVIEW
17.1
Every year, the Committee shall appoint a suitably
qualified party (accountant or otherwise) independent of the Club for the
purpose of completing a financial review. This person shall be charged to
review the bank statements, monthly Treasurers report and related Club
documents to verify the correctness of the annual financial statements,
including balance sheet and profit/loss statement as prepared by the Treasurer
and report to the Committee accordingly.
18.
WINDING UP
18.1
A special meeting of the Club Members to pass a
resolution for the Club to be wound up is to be called, as for section 15.2.
18.2
Upon the winding up or dissolution of the
organisation, any remaining assets are to be given or transferred to another organisation or body having objects
similar to the Club or donated to some charitable organisation within New
Zealand.
19.
AMENDMENTS TO THE RULES AND
REGULATIONS
19.1
The constitution for the Club may be altered, added to
or rescinded in the following manner;
19.1.1
By the way of remit sent in writing or email to the Secretary
no later than 21 days prior to an Annual General Meeting or Special Meeting.
19.1.2
The remit must be passed or rescinded by two-thirds
majority of the Members present at that meeting.
19.2
No addition to or alteration of the non-profit aims,
personal benefit or the winding up clause shall be approved without the
approval of Inland Revenue.
19.3
The provisions and effect of clause 17.2 shall not be
removed from this document and shall be included and implied into any document
replacing this document.
20.
BYLAWS
20.1
The Committee reserves the right of admission to any Club
function.
20.2
Any person who causes damage to the Club property, or
property for which the Club is responsible, will make full restitution for the
damage and may be subject to Clause 8 of the Constitution (Expulsion).
20.3
Anyone accepting responsibility for Club property is
liable for the cost of replacement in case of loss. Anyone accepting
responsibility for property on behalf of the Club (e.g. trophies for
competitions other than our own) is liable for any costs incurred by the Club in
case of loss or late return.
20.4
The Executive Committee of the Club has the right to
refuse admission and/or eject from any Club function anyone deemed to be
displaying antisocial behaviour and then be subject to Section 7.2.
20.5
Any person suspected of being under the influence or
possession of illegal substances at a Club function will immediately be ejected
from that function. Members so ejected
will be subject to Section 7.2.
20.6
There will be no, eating or drinking on the dance
floor at any Club function unless specifically allowed by the Committee.
20.7
There will be no high heels on the dance floor at any Club
function.
20.8
Competitors who represent the Club at a NZARRA or
affiliated competition (excluding Nationals) are eligible to apply to have their
entry refunded. The application must be
in writing, or email and should state the event, the date and the competitor and
be received by the Committee within 60 days of competing. Evidence of having
competed e.g. receipt for entry fee, must be produced if requested
20.9
Club Championships
20.9.1 Competitor’s
age for sections that competitors can ask to be assessed for Senior Nationals
in, are taken as at 31st October of the year of the Club
Championship. The ages of all other
sections are taken as at the date of the competition.
20.9.2
Competitors seeking National
Assessment must adhere to the NZARRA dress standard. Dancers not seeking National Assessment are
expected to wear rock’n’roll clothing but do not need to conform to the
standard.
20.9.3 Entry
forms must clearly state which categories (if any) the Competitors are seeking
National Assessment in, and must indicate the competitor's dates of birth. Proof of date of birth must be produced if
requested.
20.9.4 All
attendees who receive a subsidy or entry fee paid by the Club for attending
Senior Nationals and do not attend for reasons within their control, must
refund that subsidy to the Club within 60 days of the Senior Nationals
finishing.
20.9.5 The following sections will be offered in the Harbour City
Senior Club Championships:
|
Restricted
|
Both Competitors aged 18 or
over, no aerials or lifts allowed (NZARRA rules apply). They dance to a slow
and a fast song.
|
|
Diamond
|
Both Competitors aged 60 or
over. They dance to a slow and a fast song.
|
|
Masters
|
Both Competitors aged 50 or
over. They dance to a slow and a fast song.
|
|
Golden
|
Both Competitors aged 40 or
over. They dance to a slow and a fast song.
|
|
Platinum
|
Both Competitors aged 30 or
over. They dance to a slow and a fast song.
|
|
Open
|
Both Competitors aged 18
years or over. They dance to a slow and a fast song.
|
|
Same Sex
|
Both Competitors aged 18
years or over and the same sex. They dance to a slow and a fast song.
|
|
Triples
|
One male and two females,
all 18 years or over. They dance to two medium songs.
|
|
Best dressed competing
couple
|
Open to all competing
couples excluding Same Sex, competed in a parade format.
|
|
Best dressed competing Same
Sex
|
Open to all competing Same
Sex couples, competed in a parade format.
|
|
Best dressed competing Triple
|
Open to all competing
Triples teams, competed in a parade format.
|
|
Novice
|
Both Competitors are 18
years or over, have been dancing for less than 18 months, and have not danced
in a Rock’n’Roll competition before. They dance to one medium song.
|
20.9.6 The
following sections may be offered in the Harbour City Senior Club
Championships, at the Committee’s discretion:
|
Pro Am
|
Both Competitors are 18
years or over, one has never danced in a Rock’n’Roll competition before. They
dance to one medium song.
|
|
Invitational
|
Both Competitors belong to
an affiliated club other than Harbour City. They dance to a slow and a fast
song.
|
|
Team
|
Three couples aged 18 years
or over dance to a known song, chosen by the Committee and advertised at
least three months prior to the Championship.
|
|
Social
|
Both Competitors are 18
years or over, neither have danced at Nationals. They dance to one medium
song.
|
|
Junior
|
Both Competitors are aged 5
– 17 years inclusive. They dance to a slow and a fast song.
|
|
Presidents
|
One Junior and one Senior,
with at least a five year age gap between them. They dance to one medium
song.
|
20.9.7 Other sections may also be offered at
the Committee’s discretion.
20.9.8 When setting the program, if Competitor
numbers are low, some sections may be run in parallel (although judged, and
places awarded, separately).
20.9.9 A Competitor may enter the Restricted
section, and with a different partner one of the Open, Platinum, Golden,
Masters and Diamond sections. They may dance in any other section(s) that they
are eligible for except Novice and Social.
However, the program will not specifically make allowances for those who
choose to compete in multiple sections.
20.9.10 A Competitor entering the Novice section
may not also enter the Social, Restricted, Open, Platinum, Golden, Masters or
Diamond sections. They may dance in any other section(s) that they are eligible
for.
20.9.11 A Competitor entering the Social section
may not also enter the Novice, Restricted, Open, Platinum, Golden, Masters or
Diamond sections. They may dance in any other section(s) that they are eligible
for.
20.9.12 Although Best Dressed competitions are
optional, all Competitors must attend Best Dressed marshalling, to allow dress
standards to be monitored where required.
20.9.13 For any areas of competition not
specifically covered, it is assumed that NZARRA competition rules apply (See NZARRA
Rule Book A).
20.10
Other Competitions
20.10.1 Competitors
wishing to represent the Club (including those seeking National Assessment) at
non Harbour City events must formally advise the Secretary as soon as is
practical.
;)
(Document: Harbour City Rock n
Roll Club Incorporated Constitution - 2016)