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  1. The Club must keep a register of its Members. The register must contain:

    1. The full legal name of each Member; and

    2. The last known contact details of each Member; and

    3. The date on which each person became a Member; and

    4. All other information prescribed by the regulations as follows:

  2. The location of the Club’s Membership records will be kept in a secure digital location and will only be accessible by:

    1. Authorised Executive Committee Members; and/or

    2. The Individual Member to whom the record pertains to; and/or

    3. The secure system which holds the Members register of the Club.

  3. Records accessed can only be modified by:

    1. Authorised Executive Committee Officers; and

    2. The Individual Member to who the record pertains to; and/or

    3. The secure system of registration of the Club.

  4. The Club will hold records in accordance with the s. 22 of the Privacy Act 2020 and its subsequent amendments. A members personal information will only be collected:

    1. For a lawful purpose connected with their functions or activities, and the information is necessary for that purpose (Principle 1   - Purpose for collection).

    2. Openly by the Club with the informed consent of the individual (Principle 3   - What to tell the individual about collection).

    3. In a way that is lawful and seen as fair and reasonable in the circumstances of collection.(Principle 4   - Manner of collection).

    4. With safeguards in place that are reasonable in the circumstances to prevent loss, misuse or disclosure of personal information (Principle 5   - Storage and security of information).

    5. And stored in a manner which provides access to the personal information it holds about a member if the person in question asks to see it (Principle 6   - Providing people access to their information).

    6. And stored in a manner that allows a person to correct information about them if they think it is wrong (Principle 7   - Correction of personal information).

    7. And stored in a manner where the Club has checked, before using or disclosing personal information, that the information is accurate, up to date, complete, relevant and not misleading (Principle 8   - Ensure accuracy before using information).

    8. And stored in a manner that ensures the information is not kept for longer than it is required for the purpose it may lawfully be used (Principle 9   - Limits on retention of personal information).

    9. And stored for the purpose it was collected, and (Principle 10 - Use of personal information).

    10. Stored, and disclosed for the purpose for which it was originally collected or obtained. (Principle 11 - Disclosing personal information).

    11. Stored by organisations that do business within New Zealand, adequately protect the information, and are subject to privacy laws that provide comparable safeguards to the Privacy Act 2020 (Principle 12 - Disclosure outside New Zealand).

    12. And assigned assign unique identifiers to members when it is necessary for the functions and fundamental lawful obligations of the Club (Principle 13 - Unique identifiers).

  5. The Club must update its register of Members as soon as practicable after becoming aware of changes to the information recorded on the register. 

  6. Members are required to update this register themselves by visiting their Membership profile on the Members section of the Clubs website located at on the Club’s website ( 

[s. 22 of the Privacy Act 2022]

[s. 69 of the Privacy Act 2020

[s. 70 of the Privacy Act 2020

[s. 14 of the Limitations Act 2010

[s.26(1)(e) of the Incorporated Societies Act 2022

[s.79 of the Incorporated Societies Act 2022]  

[s. 80 of the Incorporated Societies Act 2022

[s. 83 of the Incorporated Societies Act 2022

[s. 237 of the Incorporated Societies Act 2022]

[s. 238 of the Incorporated Societies Act 2022]

[s.236 of the Contract and Commercial Law Act 2017

[s.240 of the Contract and Commercial Law Act 2017]


G-7; 1-e; I am pleased you have included this. There have been many members here abusing this. Decidng not to play anymore  and cancelling their AP's. The contract is an annual contract not a weekly contracat.

N-16 Excellent

Plus the treasurer is also appointed according to Sec N-14

N-30 Duties of Secretary;1 The secretary of the club is a person who is democratically elected by the club's membership...... seems to be contrary to what is written in sec N-14 which says the secretary is not elected but appointed by the executive committee?????

I believe our Fees should increase every at the rate of 3%.

The CPI to March 2023 is 7.7%

The 3% would be $17.91 an increase of 34cents per week.

I submit that we change our club shield to something that represents Tokoroa better. My design has the old products tree for history and dark green for grass and trees. The axes for the bushmen and the stag for the Tokoroa pines hunting abundance. It can be used for ball markers and shirts to sell. Another good revenue stream

What is the purpose of a special meeting?

What are the conditions of a special meeting?

Sub-committee should be made up of Vice President, House Captain (kitchen, restaurant, clubhouse) , Shop Manager, Greens Convenor, Match Committee, Sponsorship Convenor


Each sub-committee reports to the following:

House Captain reports to President

Shop Manager reports to President

Match Committee reports to Club Captain

Greens Convenor reports to Club Captain


Operations Manual should be developed to include

The shop manager should be given a delegation of spend before prior approval is sought from the Exe-committee

The House Manager should be given a delegation of spend before prior approval is sought from the Exe-committee

Greens Convenor should be given a delegation of spend before prior approval is sought from Exe-committee


The election of offices of Executive Committee is voted at the Annual AGM.


We require clarification on the role and responsiblities of the exe-committee.


First order of business for Exe committee is to seek nominations/recommendations for the roles of secretary and treasure. Each candidate must provide in writing their skills and experience to conduct these roles.


The term of office for the Secretary and Treasurer is 3-years but can be re-elected following a minimum of 12-month period stand-down. There is a 2-month handover period to any new role.


What are the rules and timeframes around the election of officers?

Exe committee elect a Electoral officer for the AGM (could this be the secretary?)

Who is eligible to vote at the AGM. Do you need to be present at the AGM to cast your vote? Is advance or early voting permitted.


this should be made up of:


Club Captain

Ladies Captain

Vets Convenor

Past President

A description of the role and responsibilites of each role

I believe the secretary and Treasurer

should have voting rights if a paid position then no. I believe these are key positions in the organisation and they are working positions with hands on.

I believe we do not need a vice president when we have a president and pass president on the executive.


The vice president doesn't need to make a report, as the president in his report, will be reporting on events ther club has conducted, and how the committee has performed and the acheivments they've completed.

The immediate past president will automatically fill this position upon being deposed as the president from the last executive committee. And shall stay in this position until s/he resigns, or is removed as contained in this constitution. The appointment of past president will be conducted as contained within this constitution of appointments.

That the Annual General meeting of the Tokoroa golf club be held no later than the 15th of December in any calender year.

Life membership. Where it says life membership can only be by referral of the executive.

Should read, Life membership would normally be referred/only by the executive of the Tokoroa golf club executive committee, should also allow for a resolution from within the membership as prescribed by motions by a mover/seconder as contained in this constitution.

Or a referral somewhere that allows this to be done.

The annual general meeting will be held yearly, and conducted before the 15th of December in any one year.

Absence from meetings. Not with out the express permission of the President upon each request made on each occassion which may arise.

The executive committee should consist of:  

1 x President.

1 x Past President.

1 x Vice President.

1 x Men's Club Captain.

1 x Ladies Club Captain.

Treasurer and Secretary are not elected by appointed.  

There are not to many lions native to Aotearoa.




Bryce Hamiton, National Director of Advocacy for Working for Workers Limited provides the following submission for the consideration of members of the Tokoroa Golf Club Incorporated as a Stakeholder.

There are a number of considerations on the collection, storage, and sharing of members information. It is a fundamental lawful obligaiton of the Club to provide how it will collect, store, and share members information.
With regard to limitations on such obligations claims made outside of the normative term of obligations to raise or keep information (being generally seven (7) years), the society may have to keep these for nine (9) pursuant to any claims made upon knowledges of breaches by an previous member with regard to late knowledge claims.
With regard to information held by the Club, a member can rais a civil claim to the court for for information held pursuant to s. 80 of the Incorporated Socities Act 2022. The court may pursuant to s. 83 of the Incorporated Socities Act 2022, require that the Club provides that information, and, if the Club does not have it stored, the Club and its officers may be liable for signifigant penalties and costs.
Data security and privacy is also a consideration of the fundemental lawful obligations of the Club with regard to ensuring that a search of associated registeries of information are not abused.
Interests must be disclosed, and private information can be used to disclose them. Personal transaction information held by the Club can be disclosed in certain circumstances.
It is a legal requirement to compare a document with an original document may be met by comparing that document with an electronic form of the original document if the electronic form reliably assures that the integrity of the document is maintained and A person who is authorised to prescribe a form under an enactment is authorised to prescribe an electronic form for the purposes of that enactment; and to prescribe requirements in connection with the use of that electronic form, including requirements for its electronic signature. Esentially, the Club can do so by way of electronic means.

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