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WB

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ANNUAL GENERAL MEETINGS - ANNUAL GENERAL MEETING FORMAT.

  1. The Annual General Meeting will be brought to order by the President of the Club’s Executive Committee or the Appointed Chairperson. 

  2. Members will be signed in before attending the meeting by digital means.  Members must be present at the meeting, and must be of a membership that has a vote to vote on motions. 

  3. The President or Appointed Chairperson will then remind the meeting of the bylaws, rules, policies, procedure, and tikanga for the meeting.  This will include the requirement to declare at any time any conflict of interest. 

  4. The President or Appointed Chairperson will then announce any administrative matters including providing to the meeting the use of the Secretary as the Minute Secretary or another person as the Appointed Minute Secretary. 

  5. A report of the Executive Committee will then be presented by the President of the Club or the Appointed Chairperson which will provide to the Club Members details that the President or the Appointed Chairperson deems are required to be reported, that which is required in this constitution, and that which is required by law and legislation.  This will then be submitted to the Clubs Membership for a resolution to accept the Executive Committee’s Report.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 

  6. The Club’s Treasurer will then present their report which will provide the balance sheet, statement of accounts, any other details required by law or this constitution, the auditor’s report for the past year, and any other details the Treasurer deems necessary.  This will then be submitted to the Members for a resolution to accept the Treasurers Report as the Club’s official Treasury Report.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 

  7. The Club’s Secretary will then present their report which will include a statement of Membership, the provision of matters resolved and unresolved, reports of correspondence received and sent, any other details required by law or this constitution, and any other matters the Club’s Secretary deems necessary.  This will then be submitted to the Members for a resolution to accept the Secretary’s Report as the Club’s official Membership and Correspondence report.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 


  8. The details of the Club’s Auditor will be provided to the meeting by the Treasurer and Members at the meeting will be required to vote for or against the resolution to appoint the presented Auditor as the Club’s Auditor.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 

  9. Motions and resolutions, including supporting submissions as raised in writing by Members as per the agenda will then be presented.  After sensible communication is conducted on these motions and resolutions the President or Chairperson will propose: 

    1. In the case of motions take a proposer and seconder, and a for and against numbers vote by show of hand; then 

    2. In the case of resolutions, a resolution for the consideration of the Membership by way of for or against vote consistent with the PROCEDURES FOR VOTING section of this constitution.  If the initial vote is rejected, the floor will be opened for discussion and a new motion or resolution will be required to be agreed. 

  10. Elections for the Club’s Executive Committee Officer positions will then be held as per the written nominations.  The President or Appointed Chairperson will propose a resolution for the consideration of the Membership by way of for or against vote for each written nomination.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 

    1. Elections for the Club’s Executive Committee Officer positions not provided for by way or written nomination will be: 

    2. Opened to the floor for nomination; and 

    3. Those Appointed, their proposers, and their seconders details will be incorporated into the minutes of the meeting as required by this constitution; then 

    4. The President or Chairperson will propose a resolution for the consideration of the Membership by way of for or against vote with regard to the nomination consistent with the PROCEDURES FOR VOTING section of this constitution.  If the initial vote is rejected, the floor will be opened for discussion and a new resolution will be required to be agreed. 

    5. This will be noted in the minutes of the Annual General Meeting by the Secretary or Appointed Minute Secretary. 

  11. The meeting will then be brought to a close by the President of the Club or the Appointed Chairperson. 

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.


Annual general meetings (1) Every society must call an annual general meeting of members to be held—
(a) not later than 6 months after the balance date of the society; and
(b) not later than 15 months after the previous annual general meeting.
(2)However, a society does not have to hold its first annual general meeting in the calendar year of its incorporation but must hold that meeting within 18 months after its incorporation.
(3) The society must—
(a) hold the meeting on the date on which it is called to be held and in accordance with its constitution; and
(b) ensure that minutes of the meeting are kept.  
With reguard to the Auditor: s. 106 of the Incorporated Societies Act 2022 requires that the MEMBERS APPOINT and AUDITOR for the Members satisfaction.

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