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Q

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41

CLUB FUNDS AND THE MANAGEMENT OF THE CLUBS FINANCES.

  1. FUNDS. 

    1. The funds and property of the Club shall be solely devoted to the purposes of the Club specified in this constitution. 

  2. PECUNIARY GAIN. 

    1. No pecuniary gain shall be derivable by any Member from the operation or property of the Club except as a salaried Officer or Employee or except with the approval of the Executive Committee and subsequent disclosure at the next General Meeting. 

  3. TRUST AND CONFIDENCE. 

    1. The conduct of the Club in keeping records will be maintained are required by all law and legislation; and 

    2. The Club understands that that it must conduct it’s the accounting and financial recording in a manner that maintains the trust and confidence of its Members, and of the system that provides the Club’s right to exist as a legal person; and 

    3. It is the view of the Club that the Club does not want to conduct any of the Club’s affairs in a manner that would bring the Club into disrepute through the actions or inactions in the reporting of the Club’s finances. 

  4. ACCOUNTING, RECORDS, AND SYSTEMS. 

    1. The Club will only conduct activities consistent with this constitution, law and legislation; and 

    2. The Club will maintain a bank accounts for the collection of monies from Club activity; and 

    3. These accounts will be linked to the Club’s Accounting software; and 

    4. These accounts will be linked to the Club’s Point of Sale (POS) software; and 

    5. The Club’s Accounting software and Point of Sale Software will be used by the Club’s Treasurer, or Appointed and authorized Officers, Employees, or Members, for the purposes of: 

      1. Reconciliation of accounts; and 

      2. The keeping of records that the detail all of the Club’s transactions, deposits, withdrawals, monies collected, assets, liabilities, and any other details as required by law and legislation; and 

      3. The reporting and timely payment of relevant Goods and Services Taxation, Pay as You Earn (PAYE)Tax, Tax payable by the Club, and any other such required reporting and payments as required by law, statute, or legislation; and 

      4. The maintenance of the Club’s Asset Register; and 

      5. The maintenance of the Time and Wage Records of the Club’s Employee’s; and 

      6. Any other accounting records as required; and 

    6. An Auditor will be appointed by way of a vote at the annual general meeting; and 

    7. The Auditor will product a lawfully compliant report to the Treasurer who will upload it to the Incorporated Societies Register as required by law and legislation; and 

    8. The Auditors Report will record the External Board (XRB) accounting standards that apply to the Club. 

  5. THE ROLE OF THE AUDITOR. 

    1. An Qualified Auditor within the meaning of s. 35 of the Financial Reporting Act 2013 and it’s subsequent amendments shall be appointed at the Annual General Meeting in each year.  The qualifications of the Auditor will be as provided in s. 36 of the Financial Reporting Act 2013 and it’s subsequent amendments namely: 

      1. A chartered accountant (within the meaning of s. 19 of the New Zealand Institute of Chartered Accountants Act 1996); and 

      2. Recognised by the Institute, in accordance with the rules of that body, as being eligible to act as an Auditor in respect of entities of the same kind as the specified entity; or 

      3. A Member of an accredited body; or 

      4. Recognised by the accredited body, in accordance with the rules of that body, as being eligible to act as an Auditor in respect of entities of the same kind as the specified entity; or 

      5. The person is a Licensed Auditor; or 

      6. The person is a natural person who is a Member, a fellow, or an associate of an association of accountants constituted outside New Zealand; and 

      7. The association is, by notice in the Gazette, approved for the time being for the purposes of this section by the Registrar in accordance with s. 36A(1) of the Financial Reporting Act 2013; and 

      8. The person is recognised by the association, in accordance with the rules of that association, as being eligible to act as an Auditor in respect of entities of the same kind as the specified entity; and/or 

      9. The person is eligible to act as an Auditor in the country, State, or territory in which the association is constituted. 

    2. A person working for an FMC reporting entity or a person to whom s. 55 of the Financial Reporting Act 2013 applies, a person is not a qualified Auditor of the entity unless he, she, or it is a licensed Auditor or a body corporate that is a registered audit firm: and/or 


[s.22 of the Incorporated Societies Act 2022

[s.23 of the Incorporated Societies Act 2022

[s.24 of the Incorporated Societies Act 2022

[s. 26(h) 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

None.

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.

Members should be made aware of their voting of the auditor and ensure that the person they are voting for is a lawful auditor

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