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NV

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36

THE EXECUTIVE COMMITTEE - EXECUTIVE COMMITTEE MEETINGS.

  1. HOW EXECUTIVE COMMITTEE MEETINGS MUST BE ARRANGED. 

    1. The venue of the meeting will be the Club’s Clubrooms located at 5114, State Highway 1, Kinleith, Tokoroa, 3491; and 

    2. The Executive Committee Meeting will be held monthly on a day that provides an opportunity for seven (7) Officers of the Executive to attend; and 

    3. The Executive Committee Meeting will be arranged by the Secretary of the Executive Committee on instruction of the President of the Club; and 

    4. Requests for items for the agenda of the Executive Committee Meeting in addition to the standard agenda items will be sent to each officer of the Executive Committee by email at least fourteen (14) days prior to the date of the meeting; and 

    5. The agenda will contain the following standard items for the agenda being: 

      1. Opening by the President or Appointed Chairperson; and 

      2. The confirmation of those in attendance; and 

      3. The confirmation of those providing apologies; and 

      4. The confirmation that the record of the minutes of the previous meeting were a true and accurate record; and 

      5. The Secretary’s report of correspondence; and 

      6. The Treasurers report of the Club’s financial position; and 

      7. Likely sub committee reports being: 

        1. The Greens report; and 

        2. The House report; and 

        3. The Ladies report; and 

        4. he Vets report and 

        5. The Health and Safety report; and 

        6. The Match report; and  

        7. The Juniors Report; and 

        8. Report from any sub committee not listed by appointed; and

      8. Matters arising as submitted eight (8) days before the meeting; and 

      9. Resolutions resulting from motions voted upon; and 

      10. The closing of the meeting by the President or Nominate Chairperson. 

    6. All agenda items for the Meeting of the Executive will be submitted by post or by email to contact@tokoroagolfclub.org.nz eight (8) days before the meeting date of the Executive Committee along with the specified motion for resolution and the names of members proposing and seconding; and 

    7. The agenda will be finalised seven (7) days before the agreed date of the monthly meeting and sent by way of email or post to each officer of the Executive Committee within seven (7) days of the agreed date of the monthly meeting; and 

    8. The meeting of the Executive Committee will be limited to notified agenda items only and no business or matters  shall be transacted at any meeting of the Executive Committee other than the matters expressly referred to in the final agenda of the meeting unless seventy five percent (75%) of the Executive Committee members in attendance resolve to agree to any non-notified agenda items being discussed by way of a resolution voted upon successfully as provided in the PROCESSESS FOR VOTING section of this constitution; and 

    9. Should the President wish, an Appointed Chairperson may take the place of the President of the Club at the behest of the President of the Club; and 

    10. Should the Secretary wish, an Appointed Minute Secretary may be Appointed by the President to assist in the accurate keeping of notes at the meeting; and 

    11. The meeting will have the following format: 

      1. The opening of the meeting by the President or Appointed Chairperson of the Executive Committee; and 

      2. The confirmation by way of motion of the attendance of the Officers of the Executive Committee at the Executive Committee Meeting; and 

      3. The tabling of apologies of the Executive Committee Officers not present at the Executive Committee Meeting; and 

      4. The acceptance or rejection of those apologies by way of motion of the tabled apologies of the Executive Committee Officers not present at the Executive Committee Meeting; and 

      5. The confirmation by way of motion that the record of the minutes of the previous Executive Committee Meeting were a true and accurate record; and 

      6. The reading of the Secretary’s report of correspondence; and 

      7. The confirmation that the Secretary’s be accepted by way of motion; and 

      8. The Treasurers report of the Club’s financial position; and 

      9. The confirmation that the Treasurers report of the Club’s financial position be accepted by way of motion; and 

      10. The Greens report; and 

      11. The confirmation that the Greens report be accepted by way of motion; and 

      12. The Ladies report and 

      13. The confirmation that the Ladies report be accepted by way of motion; and 

      14. The Match report; and 

      15. The confirmation that the Ladies report be accepted by way of motion; and 

      16. Matters arising as submitted eight (8) days before the meeting; and 

      17. After each matter is presented, the confirmation that the matter be accepted by way of motion; and 

      18. After each matter a resolution or resolutions resulting from discussion and motions submitted be proposed and voted upon as provided in the PROCESSESS FOR VOTING section of this constitution.  Resolutions will be confirmed as ratified if seventy five percent (75%) of the Executive Committee members in attendance vote for a proposed resolution in a for or against vote on the proposed resolution; and 

      19. The addressing of general discussion that forwards any matters arising to the next meeting of the Executive Committee or the correct process as provided in this constitution will occur; and 

      20. The meeting will be closed by the President or Appointed Chairperson. 

  2. SUBMISSIONS BY MEMBERS TO THE EXECUTIVE COMMITTEE. 

    1. Should Members of the Club wish to submit directly to a meeting of the Executive Committee the Member or Members should contact the Secretary of the Executive Committee by email to raising the matter or matters no less than eight (8) days before the meeting date of the Executive Committee; and 

    2. If the email is received with less than eight (8) days before the date of the meeting of the Executive Committee the matter will likely be submitted for inclusion in the following months Executive Meeting; and 

    3. If after the Secretary has notified the Officers of the Executive Committee by way of email of the submission request, the Officers of the Executive Committee will respond to the Secretary that they are for or against the submission by the Member or Members of the Club; and

    4. If seventy-five (75) percent of the Executive Committee are for the resolution to include the members submission in the meeting of the Executive Committee; then 

    5. The submission will be included in the agenda for the relevant Executive Committee meeting; and 

    6. If seventy-five (75) percent of the Executive Committee are against resolution to include the members submission in the meeting of the Executive Committee; then 

    7. The members will be referred to the relevant disputes process in this constitution. 

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

STAKEHOLDER SUBMISSIONS

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:

President

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.

LINKS TO OTHER SUBSECTIONS OF THE MAIN SECTION

AUTHOR SUBMISSION AND NOTES

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.

Is based on standing orders procedures for local and national government. Long meetings are less effective and ultimately make it very difficult to transact business in a way that motivates executive members to stay on. Members and all submitters would do well to avail themselves of the following: Standing Orders make for orderly sittings - New Zealand Parliament (HYPERLINK "http://www.parliament.nz"www.parliament.nz

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