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  1. The Secretary of the Club is a person who is appointed by the Executive Committee of the Club to be a Secretary of the Club and will have the following rights and responsibilities: 

    1. To act in good faith; and 

    2. To act as the Club’s Contact Person, a requirement of s. 26(1)(g) of the Incorporated Societies Act 2022 unless that duty is appointed to another person by the President of the Club; and 

    3. To provide a Secretary’s Report to the Annual General Meeting; and 

    4. To follow all lawful and reasonable instruction of the President of the Executive Committee; and 

    5. To conduct duties consistent with this constitution and 

    6. To be responsible for: 

      1. Preparing, in conjunction with the president, the agenda for the Club meetings; and 

      2. Members being kept informed of dates, times and venues for meetings and to give notice of not less that seven (7) days of meetings; and 

      3. Taking minutes of meetings and formalize the minutes into a document for provision to those present at the meeting to ensure said minutes are considered a true and accurate reporting of minutes; and 

      4. Reporting all correspondence received by the Club at each meeting; and 

      5. The maintenance of a register of all Members (sederunt) at meetings by way of sign in sheet; and 

      6. Arrangements for all visiting speakers and events are made in conjunction with other relevant Executive Committee Members; and 

      7. Organising the Membership of the Club, including maintaining the Club’s register of Members; and 

      8. Arrangements for all Club Meetings including Annual General Meetings as instructed by the President of the Club; and 

      9. Ensuring that adequate notice is provided to Club Members of the date, time, and location of the Annual General Meeting; and 

      10. To provide a report to the Annual General Meeting on the past year’s activity; and 

      11. To circulate the agenda of any meeting; and 

      12. To perform duties as instructed by the President of the Club by way of lawful and reasonable instruction that is consistent with: 

        1. This constitution; and 

        2. The law and legislation; and 

        3. The democratic mandate of the Membership; and 

      13. To take actions: 

        1. To protect the existence and interests of the Club; and 

        2. To promote the existence and interests of the Club; and 

        3. To meet the fundamental lawful obligations of the Club; and 

        4. On behalf of Members interests; and 

        5. As required by this constitution; and 

        6. As required by law and legislations; and 

      14. To question and hold accountable Officers of the Executive Committee and the Club’s Membership for not Acting in a manner that continues the longevity in perpetuity of: 

        1. The Club; and 

        2. The Membership of the Club; and 

        3. The economic, political, cultural, and social success of the Club. 

[s.26 of the Incorporated Societies Act 2022]

[s.113 of the Incorporated Societies Act 2022]

[s.114 of the Incorporated Societies Act 2022]

[s.115 of the Incorporated Societies Act 2022]

[s.116 of the Incorporated Societies Act 2022]


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.   

Submissions as of the 13th fo September 2023 requested that the positions of secretary and treasurer remain appointed with no voting rights as in the original 1908 act constitution.

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