Athletics Taieri Incorporated

Rules & Bylaws (December 2006) Updated (September 2017)

Highlighted gets deleted Italic = new wording

RULES

1. Name - The name of the club shall be ‘Athletics Taieri Incorporated’

2. Object - The object of the club is to foster, encourage, and promote the sport of athletics, to develop the social and physical aspects of club life, and to provide for its members a ready means of healthy exercise in the form of athletics and harriers. The club should pursue all such lawful things as are incidental or conductive to the attainment of this object.

3. Rules - These rules shall be ready in conjunction with an subject to the rules of Athletics Otago of NZ inc. For matters not provided for herein such rules shall apply.

4. Alteration to Rules - These rules may be amended, added to, or rescinded by a resolution passed by a two-thirds majority of those members present and entitled to vote at any Annual General Meeting or at any Special General Meeting called for the purpose of which 7 days notice has been given. Notice of proposed alterations to the rules must be given to the Secretary at least 21 days before such meeting. No addition to or alteration or recession of the rules shall be approved if it affects the non-profit aims, personal benefit clause or the winding-up clause. The provision and effect of this clause shall not be removed from this document and shall be included into any document replacing this document. Duplicate copies of each such alteration shall forth-with be delivered to the Registrar in accordance with the requirements of the Incorporated Societies Act 1908.

5. Club Colours - The official club colours are blue and gold.

6. Membership -

a. All competing members of the club must comply with rules of Athletics New Zealand as to membership criteria.

b. Any person may become a member of the club by paying the relevant subscriptions. c. Any person taking part in either three club athletics meetings (children’s or senior) or

three club harrier runs is deemed to have become a member and as such becomes liable to pay the relevant subscription(s).

d. Any member is deemed to have resigned from the club if their relevant section(s) subscription(s) remains unpaid during the following financial year.

e. Any member may apply for clearance to transfer to another club. However, such application will only be approved once all outstanding subscriptions have been paid to the club.

f. The committee, by a three-fourths majority vote of those present, shall have power to suspend or expel any member found guilty of infringing any of club rules or if their conduct is considered in any way unsatisfactory or detrimental to the interests of the club. The member so suspended or expelled shall have a right of appeal to Athletics Otago Inc. whose decision shall be final.

7. Life Membership - Life Membership may be conferred on any person for services to the club provided:

a. President to appoint three (3) Life Members as the Committee b. Awards Committee would receive any nomination for –

i. Life Membership of the club ii. Club Memorial Board

iii. Club Merit Awards iv. Any other awards where necessary – i.e. Athletics Otago etc.

c. Nominations to be given to the President or Club Secretary 28 days prior to the Club Annual General Meeting.

d. Awards Committee will present final decision to (the President) and to the Annual General Meeting.

8. Club Structure - Each main area of operation of the Club shall be headed by a committee charged with the responsibility of exercising general control over the operations of that section. These committees will be responsible to the Executive Committee which is charged with reasonability of ensuring the various sectional committees operate in accordance with the Rules of the Club and harmoniously together. The main areas shall be: Building & Ground Administration (clubrooms & grounds) / Children’s athletics / Senior athletics / Harriers

9. Subscriptions -

a. Separate subscriptions shall be set for the summer and winter season.

i. Summer season subscriptions shall be set at the first committee meeting of the Children’s & Senior sections following the Annual General Meeting

ii. Winter season subscriptions shall be set at the Harrier Annual General Meeting.

iii. Both decisions are to be by majority vote of the members present. iv. Members belonging to both Senior and Harrier sections to pay the

agreed fee set by both Committee’s.

Subscriptions shall be set for summer and winter seasons in accordance with the fees set by Athletics NZ and Athletics Otago & Otago Children’s Committee on or before 1 April each year.

b. On receiving notification from Athletics New Zealand & Athletics Otago & Otago

Children’s committee the executive will meet within 30 days to set the overall club fees.

c. Members belonging to both children’s, senior and harrier sections to pay the agreed club fee set by the executive committee within 30 days of the respective season start, or if competing overseas as soon as the new subscriptions are active.

d. Any person having participated in three club athletic meeting or club harrier runs or centre events in the respective season becomes liable to pay the relevant subscriptions.

e. Apart for the time allowed for payment of subscriptions, no member shall be entitled to compete in any club event or to represent the club in any inter-club events unless he or she has paid the relevant season’s subscription.

f. All summer and winter subscriptions are to be paid no later than the date set by Athletics Otago Inc. Children’s subscriptions are to be paid no later than the date set by the Otago Children’s Athletic Committee. Subscriptions paid after these dates shall incur such penalties as maybe set by the respective committees.

10. Executive Committee -

a. Shall comprise of the President, Immediate Past President, Executive Treasurer, and Convenors of the main committees.

b. Its function shall include – i. To oversee the general operation of the Club.

ii. To set the date for/and hold the Annual General Meeting of the Club. iii. To make decisions on matters not expressly covered by these rules & on the

interpretation of the rules.

11. Officers of the club - The following shall be elected at the Annual General Meeting.

i. Patron/s ii. President

iii. Immediate Past President iv. Senior Vice President v. Vice President / Section Convenors

vi. Executive Secretary vii. Executive Treasurer

ADD - g .1 – Assistant Executive Treasurer viii. Auditor

ix. Convenor – Buildings & Grounds committee x. Convenor – Coaching

xi. Club Statistician b. Vice Presidents

i. The shall be the convenors of the three main sections – Children’s|Harriers |Seniors

ii. An individual can be a convenor of only one main section at any one time. iii. It is not a requirement of becoming a vice-president that those elected go

on to become President of the Club It is not a requirement that the Vice-President/s automatically becomes the President of the club

c. The President, Treasurer, Assistant Treasurer, Secretary and Life Members shall be ex officio on all committees.

12. Sectional Committees of: Children’s Athletics – Seniors Athletics – Harriers

a. Each of these Committees shall comprise: i. A Convenor (and thereby a vice-president of the club)

ii. A Secretary iii. A Treasurer iv. A Committee with a minimum of three other members.

For the Children’s section and Senior athletic sections these basic Committees shall be elected at the first committee meeting following the Annual General Meeting, and the Harrier Annual General Meeting.

b. Six persons personally must be present shall to form a quorum at all committees meetings

13. Building /Grounds Committee

a. This committee shall comprise:

i. Convenor elected at main Annual General Meeting ii. Building Convenor at main Annual General Meeting

iii. Grounds Convenor at main Annual General Meeting iv. Two delegates from each section

b. The Convenors of this of these committees can be, if possible, if need be an independent (not currently involved with the club administration) person.

c. Building Convenors duties are – i. To administer the Clubrooms building on behalf of all sections and members

of the club, to maintain the building in good repair, and to enhance the building by additions or alterations to improve the benefits to be gained by any users thereof.

d. Grounds Convenors duties are – To be responsible for organising the marking of the track and the upkeep of the long and triple jump pits and throwing areas and has the power to liaise with the relevant local authority and to co-opt members to achieve these responsibilities

e. They shall report to the Children’s and Senior Athletics Committees The Convenors shall report to the Executive Committee on matters attending to since their previous meetings and on matters requiring attention and any improvements proposed by this Committee are to be endorsed by the Executive Committee before proceeding.

14. Officials of the Club a. The following shall be elected at the main Annual General Meeting and/or

appointed by the Sections. i. Chief Starter

ii. Chief Timekeeper iii. Chief Track Judge iv. Chief Field Judge v. Trustee of Equipment

vi. Trustee of Trophies – Children’s, Harriers, Seniors

b. The following shall be elected at the first Committee Meetings following the Annual General Meeting.

i. Senior Athletic Committee 1. Male Club Captain 2. Female Club Captain 3. Handicapper (s) 4. Athletics Otago Delegates - (1/2) 5. Building Committee Delegates - (1/2)

ii. Children’s Committee 1. Junior Club Captain 2. Otago Children’s Athletic Committee Delegates - (2) 3. Building Committee Delegates - (1/2)

iii. The following shall be appointed at the Harrier Annual General Meeting 1. Convenor (& thereby a Vice-President of the club) 2. Secretary 3. Treasurer 4. Male Club Captain 5. Female Club Captain 6. Deputy Club Captains – (1 – 3) 7. Entry Secretary 8. Reporter 9. Athletics Otago Delegate – (1) 10. Building Committee Delegate – (2) 11. Committee members as required to ensure a minimum of seven (7)

on this committee.

15. Duties of Offers & Officials a. Executive Secretary

i. To arrange all matters pertaining to the Annual General Meeting including venue, advertising, & annual report production.

ii. To keep a clear record of the Minutes of the Annual General Meeting. iii. To keep a clear record of the minutes of the Executive Meetings. iv. To action any correspondence decided upon by the Executive Committee v. To receive all correspondence of the Club and keep a file of such.

vi. To distribute promptly any correspondence relevant to the sections. b. Executive Treasurer & Assistant Treasurer

i. To oversee the financial operation of the club. ii. To submit to the Annual General Meeting of the club audited statements of

income & expenditure and financial position covering the past financial year, duly audited.

c. Sectional Treasurers –with support from Executive or Assistant Treasurer i. To receive and bank Reconcile all monies due to the respective sections paid

via internet banking ii. To pay by cheque or internet banking all approve accounts owing by the

respective sections. iii. To keep a clear and correct record of all financial transactions of the

respective section. iv. To submit monthly statements of receipts and payments to the respective

committees. v. Cheques or internet on line payment to be signed or authorised by any two

of:

1. Sectional Treasurer or two other appointee’s of that section, Executive or Assistant Treasurer

d. Equipment Trustee The Trustee shall be responsible for the safe custody of all equipment of the Club and that all such equipment is maintained in accordance with the rules of the I.A.A.F. This trustee shall keep a record of all equipment, see that it is adequately insured and report to the Executive Committee of the Club of any equipment not up to standard or fully insured when lent and shall report to the Executive Committee of the Club should such not be the case. This trustee has the power to lend any of the equipment providing any fees set by the Executive committee of the club are paid and shall see that any borrowed equipment is returned promptly and in the same condition as when hired out.

e. Trophy Trustee – Three Children’s, Seniors & Harrier

These trustee’s shall keep a record of all trophies relevant to each section of the Club , the names of all recipients, and shall be responsible for having the return of the trophies returned, cleaned and repaired as required to maintain the trophies in good order and condition and engraved in order that they may be presented to the next holders as and when required. This trustee shall report to the relevant committee on anything unsatisfactory concerning the trophies.

16. Annual General Meeting a. The Annual General Meeting of the club shall be held in September each year and no

earlier than the third week. b. At least seven (7) days notice, stating time and place, shall be given to all members,

and for this purpose a clear advertisement in the local newspaper shall be deemed sufficient notice.

c. Twelve (12) members personally present shall form a quorum. d. Business at the Annual General Meeting shall include:

i. Presentation of Annual Reports and Statement of Accounts ii. Election of Officers and Officials as required

iii. Consideration of any Notices of Motion iv. Nomination of Life membership awards

17. Special Meetings

Special Meetings of the club may be held at any time on the requisition of the President or, in writing, by any five members provided that seven days notice shall be given to all members and such notice states the general nature of the business to be transacted. Such meetings to be called for the-with upon receipt of requisition. Only the business for which the meeting was called for may be transacted at the Special Meeting. For the purpose of the notice, a clear advertisement in the local newspaper and written advice to each Committee’s Convenor and Secretary shall be deemed sufficient notice or notice via email of phone call to Executive Committee and Life Members shall be deemed sufficient notice.

18. Chairperson a. The Executive committee and the main Annual General Meeting shall be chaired by

the President of the club. b. The Four main committees shall be chaired by their respective Convenor. c. The Executive shall decide who chairs any of the committees set up;. d. In the absence of the aforesaid officers in 2 and 3, the President shall chair the

meeting. Should the President also be absent, the members present shall appoint one of their numbers to act as Chairperson of the Meeting.

19. Voting a. Each financial and Life member present at any Annual or Special General Meeting of

the club shall have one vote. b. Except where provided for elsewhere in these Rules, all questions put to the vote at

any meeting of the Club shall be decided by majority vote of those present and eligible to vote.

c. In case of an equality of votes and if the Chairperson has used his/her deliberative vote, the Chairperson may decide the outcome by using a casting vote.

d. Voting shall be by voice or show of hands or, upon request of two or more members eligible to vote, by ballot.

20. Common Seal The Common Seal of the Club shall be in the custody of the Secretary and shall be affixed to documents only by the direction of the Executive committee and shall be attested by the signatures of any tow of the following; - The President, Vice-President(s), Secretary.

21. Investment of Funds The Executive committee may approve from time to time the investment of any portion of the accumulated funds of the Club in the name of the Club.

22. Power to Borrow The Executive committee may from time to time borrow money by way of mortgage, bonds, debentures or other obligation, securing same over the assets of the club, in order to achieve the object of the club.

23. Winding Up The Club may be wound up by majority vote of the financial members present at a Special General Meeting called for that purpose. Any surplus assets after payment of all liabilities and expenses of winding up shall become the property of Athletics Otago Inc. If upon winding up or dissolution of the Club there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the Club but shall be given to or transferred to some other organisation or body having objects similar of this club, or to some other organisation or purpose within New Zealand.

24. Qualification for Club Championships or Trophies a. To quality for holding Club Championship placing’s and trophies the athlete must:

i. Be registered and financial ii. Compete in club championship events only in the age group to which he or

she belongs.

iii. Quality to hold any club championship titles or to be awarded any club trophy in the respective season as follow;

1. Being a summer member, by having competed in three summer club meetings (Children or Senior) of the current season, run by the club prior to the club championships.

2. An athlete would be eligible to compete in the club championships but would not qualify for points towards trophies being awarded.

3. Being a winter member, having competed in three club runs of the current season.

b. The provisions of this rule 24 (c) (iii) maybe wholly or partly suspended by the respective sectional committee in the case of a member who is unable to quality through:

1. Sickness or 2. Employment which precludes participation, or 3. A new member just joining and complying with 24 (c) (iii) above, 4. Such other circumstances as may warrant such suspension

additional consideration. The member shall have the right of appeal to the Executive committee whose decision will be final.

25. By-Laws a. The club may by resolution in General Meeting enact the by-laws for the purpose of

securing the objects and giving effect to the provisions of these Rules and of regulating in greater detail the matters herein provided for.

b. The by-laws may be enacted, amended or repealed by resolution at any Annual Meeting of the club or at any Special Meeting called for that purpose provided such resolution is received in writing in time for inclusion in the notice of the meeting.

c. Any resolution enacting, amending or repealing the by-laws to be successful shall require the votes of two-thirds of the members present.

26. Club Affiliation The club shall be affiliated to Athletics Otago Incorporated.

27. Club Financial Year The financial year of the Club shall end on 31st March each year.

28. Payments to Members No member of the club or any person associated with a member shall participate in or materially influence any decision made by the club 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 paid shall be reasonable and relative to that which would be paid in an arm’s length transaction (being open market value). 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.

By Laws

By-Law 1 - Age Division

1. The same age divisions as adopted by Athletics New Zealand & Athletics Otago Inc

shall be used by the Club. Children to follow NZCAA/OCAC - grade 7 to grade 13 as

at 31st December of that year.

2. For club track and field meetings, the children’s section shall conduct the grade 7 to

grade 13 events and kiwi sport for boys and girls 6 years and under. Senior athletic

section shall conduct the men and women 16 to master grade events.

By-Law 2 - Club Badges

1. Special ‘Merit Award’ club badges shall be awarded, free of charge to the following.

a. Harriers who have achieved full attendances at all club and centre runs and

events held during three winter seasons consecutively.

b. Members who win National Championship titles.

c. Officials who officiate at Tuesday night meetings held over three consecutive

summer seasons.

2. President to appoint three (3) Life Members as the Committee as per Life member

rule.

a. Awards Committee would receive nominations.

b. Nominations to be given to the President or Club Secretary 28 days prior to

the Club Annual General Meeting.

c. Awards Committee will present final decision to (the President) and to the

Annual General Meeting.

3. Such ‘Merit Awards’ are to be approved by the Executive Committee upon receiving

the recommendation(s) from either of the three main committees.

By-Law 3 - Trophies

1. Points for trophies based on aggregates shall be awarded as follows: First - five points

Second - three points, Third – one point.

2. The Athlete & Harrier of the Year contests have special scoring systems which are

detailed in the rules of those contests.

By-Law 4 - Preston Memorial Trophies

The Preston Memorial Trophies shall be awarded to the male and female athletes

gaining the highest aggregate of points in the club championships in the Men and

Women 16 grades.

By-Law 5 - Club Records Senior Athletic Section

1. Club record performances can only be set during the holding of the Club

Championship events.

2. Athletes must be financially paid up members of the Senior Section and have

competed in at least three weekly club meetings.

By-Law 6 - Fund Raising

1. Any fund raising for club funds for whatever reason must be approved by the relevant

committee and have the approval of the Executive committee before proceeding.

2. All raffles and/or other fund-raising ventures approved by the Executive committee

shall bear the club name or stamp and state the reason for the raising of such funds.

3. No member of the club shall have the power to raise monies in the clubs name or

uplift prizes due to the club for their own personal benefit without express permission

of the committee to which the member belongs and that all such monies raised or

prizes gained be first passed over to the Treasurer.

4. The following procedures applies to all sections –

Building/Children’s/Seniors/Harriers. Any section wishing to apply for a grant must

obtain the application form (from trust or Hotel) and must also obtain the necessary

quotes.

Two quotes must be obtained (sometimes three) for each item that funding is being

requested for:

a. Travel / Accommodation (does not include meals)

b. Equipment / Uniforms – anything else that is thought to be nedded.

All applications must be handed to the Executive Secretary Assistant Treasurer to be

processed, signed and stamped with the Club Seal. The Executive committee must be

notified at all times of anyone wanting to apply for funding and what it is for.

By-Law 7 - Raffles

Any raffles run by the club shall bear the club’s name before issue and shall be

printed or rubber-stamped as authorised by the Executive committee.

By-Law 8 - Travel Subsides – Senior athletic section

No member shall receive any subsidies from the Senior their respective section unless

they are a financially paid up member of that section. Members eligible for a subsidy

shall be part of a selected team – provincial, national or club selected team.

By-Law 9 - Honours Board

The following qualify for inclusion on the Clubs Honour Board -

1. Club Presidents

2. Club Patrons

3. Life Members

4. New Zealand Titleholder

5. International: Any club member who represented New Zealand or Oceania at the

following: Olympic and Commonwealth Games, and/or World Cup Meetings,

World Senior, Junior, Youth, Indoor, World Youth University Games (as from

2006), World Cross Country, Mountain Running, Road Race or Walk

Championships.

By-Law 10 - ‘Ross Stewart Memorial Board’

To be awarded in memory of a person who has given significant contributions to

Athletics Taieri Inc. and nominated by any section of the club and/or any person with

sufficient knowledge of the nominee to substantiate/validate that particular knowledge

and this to be given to the Executive committee who will make the final decision.

By-Law 11 – Health & Safety Policy

All registered athletes must adhere to the clubs current Health & Safety policy, a

copy can be provided on request or accessed on line via the Athletics Taieri website.

The club will not be responsible for any disregard of the Health & Safety Rules.