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Rainbow Wellington postal address is: P O Box 890, Wellington and RW Wellington Patron & Vice Patron Our regular programme of social events includes twice monthly pub nights at gay or gay friendly venues, which are also often our corporate members. We have a couple of dinners, one at Christmas, and one around mid year which has more recently also served to mark the anniversary of Stonewall. Other regular events include visits to galleries, at least one regional vineyard trip a year, and a very popular Lambda night at Wellington’s leading bookshop, Unity Books, where our members of a literary bent review some of the Lambda winners and other notable glbti titles published during the previous twelve months. From time to time we arrange special one off events, sometimes in company with others. Notably in the last few years these have included the twentieth anniversary of decriminalisation, and a night in honour of Sir Ian McKellen. We take up issues of general interest to the glbti community such as human rights and privacy issues associated with insurance, and to do with the opportunity currently denied to donate blood, and we issue statements on public issues as these might arise from time to time. Rainbow Wellington has recently passed the planning and operation of Wellington's annual Gay and Lesbian Fair back to the community. We continue to support Out Wellington Inc., the new and independent committee charged with organising Out in the Square - Wellington's Gay and Lesbian Fair 2008. Out Wellington Inc. are members of the local GLBTIF community who are fully committed to making Out in the Square a highly visible and successful fair for the whole community! To offer Out Wellington Inc. your support, visit www.outinthesquare.co.nz. We are an incorporated society and meet formally annually to meet the legal requirements of that status by electing officers, presenting accounts and so forth, and we have a Board which is elected bi-annually (no pun intended) and which meets monthly. Rainbow Wellington Patron and Vice-Patrons We have over the years asked a number of people prominent in public life, especially in the Wellington area, and who support our aims and objectives, to become a Patron or Vice-Patron of Rainbow Wellington. At present they are all people elected to office in Parliament or local government. They are approved each year at our AGM, and contribute in various ways to the organisation. Recently, it was suggested that we should list them and their contact details on our website. They all agreed to this, so here they are: Patron: Her Worship the Mayor of Wellington, Celia Wade-Brown. Mayor's Office, Level 1, Town Hall, Wellington; phone 801 3102; Vice-Patrons: Grant Robertson, MP (Labour) for Wellington Central. Freepost Parliament, Private Bag 18 888, Parliament Buildings Wellington 6160 Tel: (04) 817 8204 Fax: (04) 439 6473 Grant.robertson@parliament.govt.nz Hon Christopher Finlayson, MP (National) Attorney-General, Minister for Treaty of Waitangi Negotiations, Minister for Arts, Culture and Heritage Freepost Parliament Private Bag 18 888, Parliament Buildings Wellington 6160 Tel: (04) 817 6808 Fax (04) 817 6508 Hon Maryan Street, MP (Labour) Freepost Parliament Private Bag 18 888, Parliament Buildings Wellington 6160 Tel: (04) 817 9399 Fax (04) 473 6372 maryan.street@parliament.govt.nz Freepost Parliament Private Bag 18 888, Parliament Buildings Wellington 6160 (04) 817 6771 Fax: (04) 817 6489 charles.chauvel@parliament.govt.nz
Freepost Parliament, Private Bag 18 888, Parliament Buildings Wellington 6160 (04) 817 8253 Fax: (04) 817 6003 kevin.hague@parliament.govt.nz Hon Fran Wilde Chair, Greater Wellington Regional Council Business phone: 04 802 0346 REPORT OF THE CHAIR 27 MARCH 2011 This has been another successful year during which we have both continued our programs and ventured into some new territory. Social We hosted three dinners this year, returning for a one off to Newtown for a pizza banquet, and for our end of year function to the Cheeky Pipi (managed by our Board member Phil Rogers) which went with a bang. Our mid winter/Stonewall function at the Osteria del Toro was also well attended and highly successful but marred by a dispute over the bill which arose because a small number of attendees failed to meet the costs of their drinks. This was eventually resolved by good will of the parties and we actually were able to more than recoup our loss. We can, I believe, return happily to this venue as a result. Pub nights have been on a bit of a downturn this year, with only one new venue added – The Library – and a number deleted, as well as a reduction in frequency to monthly. We are currently assessing this and may, if attendances continue to be disappointing, discontinue this activity. That would be a shame, in my view; this is a long running part of our activities and continues to attract a core group. The incoming Board will be reviewing it. Our program of visiting speakers has continued to be a success. Of particular note were the American Ambassador David Huebner and his partner Dwayne McWayne who were our guests at the Wellesley Club in June. We returned to Kitty’s for Brian Brooks, Claudia Geiringer and Jeremy Pope on various aspects of human rights. There are further possible speakers in the pipeline, including Marilyn Waring in the coming year. Other events for the year included our ever popular Unity Books night in August, at which we were able to host visiting thriller author of prize winning Wire in the Blood, and the members only special exhibitions tour at Te Papa hosted by curator Tony Mackle. Many thanks Tony. Sponsorships and Media Relations We sponsored both Out in the Square and Out-takes again this year. The latter in particular seems to be climbing back to its past glories. We certainly hope so. We continue to be a full member of ILGA. But undoubtedly our major effort has been in respect of the Outgames, ( contributing a sum of $10,000 ) for which we sponsored international speakers Sunil Pant M P from Nepal and Grace Poore from the International Human Rights Commission. We also hosted a very successful dinner at parliament for both Grace and Boris Dittrich from Human Rights Watch, which enabled them to meet a number of our out M Ps and our patron the Mayor of Wellington Celia Wade-Brown. The games and conference and their related functions were a magnificent success and we have written to the organisers accordingly. The only negative note was the almost total failure of the media to report on what was undoubtedly a major international event for Wellington and New Zealand, and we have made our protests accordingly in several quarters. That notwithstanding, our relations with the gltbi media have been improving as both gay Express and gaynz.com seem to be looking beyond Auckland rather more regularly than in the past, and we have been able to place a number of items. Campaigns It is most disappointing to report that a letter to the current prime minister John Key setting out our main concerns has gone not only unanswered but unacknowledged. These are not trivial matters and include such priorities as gay marriage, single gender adoption, homophobic bullying in schools, and the implementation of To be Who We Are which one would expect serious governing parties have a view on. Putting it together with the curious claim made by the PM at the Big Gay Out that he should be congratulated not repealing such items as civil unions, it is clear that under the current administration we cannot expect much progress in achieving our full human rights. It was disappointing, therefore, to see our Auckland compatriots actually applauding Mr Key at the BGO although one brave soul took the chance to challenge him – to little avail. In that connection, plans are advancing for us to mark the election at the end of this year with a visit to the major political parties (National, Labour, Greens, Maori and ACT) on a range of issues and to set up a members’ forum at the Wellesley where you can quiz them on their intentions. These are serious issues and deserve a serious answer. In that connection we note the intention at the Human Rights Conference at the Outgames to set up an Auckland based blanket national glbti rights group Rainbow Aotearoa to pursue such issues. We have made contact with the proposers, welcomed their initiative and offered our support. They appear to have been unaware that we have been pursuing such matters for several years with some success but their support will be welcome if they can get this off the ground. We are presently pursuing a new campaign regarding the blocking of Wii access on an apparently discriminatory basis by the McDonald’s (I hesitate to say ‘food’) chain. Among other campaign initiatives we have taken, we continue to seek a rapproachment with the Salvation Army, we have queried the cancellation of the women’s and gender studies program at Victoria University, have supported the victims of the Blooming Bulbs arson attack, and continued our initiatives regarding homophobic bullying in schools through appropriate ministers, again to little avail or even comprehension of the nature of the issue. Membership and Patronage Our individual membership remains disappointingly static, and does not appear to have responded to the change in membership year (although that was not the main impetus for the change). We have to spend far too much time chasing people up. Our annual sub is very modest, particularly in relation to what we do for members, and it is something that people should not have to be reminded about. Corporate supporters are declining in numbers, perhaps as a result of the recession. We are also delighted to welcome on board as our primary patron the new Mayor of Wellington, Celia Wade-Brown, who responded to our invitation to follow on from our previous and very supportive patron Kerry Prendergast, almost by return of post with an enthusiastic ‘yes’. It’s pleasing to enjoy such support. Housekeeping We have been able to enhance our electronic systems this past year and iron out some kinks. We rely upon members to tell us when things don’t work so please feel free to do so. However, an experiment with Facebook has not been a success despite some enthusiastic initial input. Is there a lively volunteer administrator out there? Board membership and attendance has been good but we could do with new blood. I should note officially that Amadee Rose is your vice chair. I should also thank board members for their work and input, especially our secretary Tony Reed who never sleeps on your behalf. We are neither thanked nor paid for our efforts (which can be significant) and don’t expect to, but if there are people out there who want to lend a hand then don’t be shy. Tony Simpson Chair of Rainbow Wellington
Financial Report for the year ended 31 Dec 2010 Introduction I am pleased to present my
second annual financial report. Rainbow Wellington’s 2010
accounts report a full year of operations after last year’s 9-month “year”,
occasioned by the change in accounting-year-end from 31 March to 31 December. I express my gratitude to
those who have assisted me to prepare the accounts for the year ended 31
December 2010. Not withstanding that assistance, I take full responsibility for
the accounts as presented. Our Accountant’s report to
the members of Rainbow Wellington on his review of our financial
statements is attached to the annual accounts. Balance
Sheet These accounts report that
the net worth of the organisation has risen from $20,151 at the end of our 1
April-31 December 2009 9-month transition “year” to $24,144 at the end of the
2010 year. The surplus for the year was $3,993. This is in line with the result
from the last full-year result in 2008/09 of $4,074. Items to note from the
“Represented by” section of the Balance Sheet: 1. The cheque account balance was retained at an
historical high to ensure that expected early 2011 payments probably due in
January were being provided for: ILGA subscription, the possible call for
part-payment of our late-2010 offers to sponsor two speakers for the OutGames
(up to $5,000 for each of two overseas speakers) and sponsorship of the March
2011 ‘Out-in the Square’ event ($500). 2. ‘Income received in advance’ represents subscriptions
for the next year received in the current year. This amount becomes income in
the year to which it relates. 3. ‘Creditors’ represents two items: provision carried
over from 2008/09 to cover un-invoiced advertising by Rainbow Wellington
($1,841 – The Board will decide later in 2011 whether this provision should
continue) and the invoice for the ILGA subscription. 4. I draw attention to the Note at the bottom of the
Balance Sheet signalling the effects on the 2011 Balance Sheet of the Board’s
commitment to “up to $10,000” sponsorship of the Wellington 2011 OutGames
speakers (item 3 above). This amount is not represented in the 2010 accounts
because that amount was still an offer-to-sponsor and the timing of any invoice
was uncertain. Income and
Expenditure As reported above, the
surplus of $3,993 is in line with the last 12-month year. Total Income for the
year was $11,695. Total Expenditure was $7,702 Items of note from the
“Receipts” section of the Statement of Income and Expenditure are: 1. The rise in subscription receipts reflects the return
to a full year. The trend line over full-year reports of subscription income
since 2006/07 is a matter of concern. 2. During 2010 Rainbow Wellington hosted a number of
events for members. One event, the function for the US Ambassador, was
partially funded by member contributions. The Board expected this significant event
to make a loss. 3. Monthly bank interest income has been somewhat better
than last year. Items of note from the
“Expenditure” section of the Statement of Income and Expenditure are: 1. There was no expenditure on paid advertising in 2010.
Our profile has remained high, none-the-less, as a result of Rainbow
Wellington’s active programme of advocacy work on behalf of our sector. This
has generated many reports in both the GLBTI and general media. 2. Expenditure on Events-Members exceeded Income on
Event-Members by $387, mainly on account of Rainbow Wellington hosting the US
Ambassador in July. The net income for this member-only event was -$357. The
Board expected that this significant event would 3. The rise in Web Hosting costs was occasioned by
payment of a one-off revamp of our web page. There has been no increase in
monthly web-hosting fees during the year. These remain at the level of previous
years – $44.94/month. Events Items that have had an
effect on the Balance Sheet have been signalled above. Conclusion The Balance Sheet reports
that the Board has maintained careful monitoring of Rainbow Wellington’s assets
and has maintained careful control over expenditure, resulting in continued
growth in the organisation’s net worth. It should be noted, however,
that commitments the Board consciously made at the end of 2010 to the 2011
Wellington Asia-Pacific OutGames because of the significance of that event to
GLBTI communities locally, will have an effect on Rainbow Wellington’s 2011
Balance Sheet. Steve Farrow Treasurer Rainbow Wellington – The Wellington Rainbow Network
Incorporated
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CONSTITUTION |
BY-LAWS
Unlike the Constitution of the Association, these By-Laws can be changed by the Board without approval from the Membership. They are subject to New Zealand law, the Rainbow Wellington Constitution and any directives from General Meetings. |
Constitution
1. NAME
The Association shall be known as:
Rainbow Wellington - The Wellington Rainbow Network Incorporated
2. OBJECTS
Rainbow Wellington is an Incorporated Society, a non-profit association who are respected within the community at large and which provides a vehicle for social, political and business direction within the gay, lesbian, bisexual and transgender communities.
The Association’s objects are:
1. To encourage and promote a sense of community and social and business interaction within our communities.
2. To offer support and encouragement to members of the Association in respect of business and professional difficulties including those occasioned by discrimination or prejudice.
3. To encourage members to use the business and professional services available within the Rainbow Wellington membership.
4. To participate in debate on political issues whether local or national affecting our communities.
5. To provide funding assistance for special community and other projects through professional direction, support and member initiatives.
6. To offer support to, affiliate with, and interact with any organisation for specific objectives not inconsistent with the objects of the Association
7. To organise events for the membership.
3. MEMBERSHIP
- The Association shall have two classes of members: Corporate Members and Personal Members. Application for membership shall be made to the Board in writing or in such electronic form as the Board shall decide. Every application for membership shall be accompanied by payment of the appropriate subscription.
- The Board may in its absolute discretion refuse any application for membership.
- Corporate Membership Any corporate business, professional entity, sole trader or a partnership or any corporate business entity or person who in the absolute discretion of the Board will enhance and further the objects of the Association, may apply to become a Corporate Member of the Association and receive the benefits offered by the Association to such members. All staff and employees of a corporate member shall be entitled to receive and exercise the benefits of membership, except voting rights which may be exercised by one representative only.
- Personal Membership Any individual who in the absolute discretion of the Board will enhance and further the objects of the Association, may apply to become a personal Member of the Association and receive the benefits offered by the Association to such members. There is only one vote per personal membership.
4. TERMINATION OF MEMBERSHIP
1. A member wishing to resign from the Association shall do so by notifying the Secretary in writing of such intention. There shall be no refund of membership fee except at the discretion of the Board for exceptional circumstances.
2. Any member shall cease to be a member upon their subscription remaining unpaid three months after the due renewal date.
3. If in the opinion of the Board it is desirable in the interests of the Association and in the interests of the attainment of the objects of the Association that a member of the Association should cease to be a member, the Board shall be empowered to resolve to expel that member PROVIDED THAT:
o before resolving to expel any such member that member shall be given full opportunity at a meeting of the Board to answer any charge or allegation made against that member;
o that member shall be advised of the identity of and shall be entitled to examine any accuser;
o no other salient factor which forms a basis for the resolution to expel that member is withheld from that member
5. GENERAL MEETINGS
1. There are two sorts of general meetings - Annual and Special. General meetings are open to all members of the Association, but voting rights are restricted to paid up corporate and personal members. Only one vote may be cast of behalf of each membership.
2. An Annual General Meeting shall be held annually no later than the month of June at an exact date, time and place as set by the Board.
3. The Annual General Meeting shall include the following business:
4. Annual General Meeting:
o Elections to Board
o Approval of Audited Annual Financial Statements
o Appointment of Auditor
o General Business as notified to the Secretary prior to the meeting
o Any proposed amendments to the constitution
o Annual Report from Board
5. Notice of the Annual General Meeting shall be sent to all members at least 30 days prior to the AGM.
6. Special General Meetings may be called in one of two ways:
o By majority decision of the Board;
o Upon written request by 15% of the voting members of the Association.
Such meeting must be held within six weeks of the request with four weeks notice to be given to all members.
7. A special general meeting shall only consider the business for which it is convened which shall be specified by the Board or by the members requesting such Special General Meeting.
6. THE BOARD
- The affairs of the Association shall be conducted by a management body, known as the Board of the Association, in accordance with this Constitution and the resolutions of members of the Association in General Meeting. The Board shall conduct its affairs using a set of By-laws.
- The Board of the Association shall consist of no more than ten members elected by the Association, and any co-opted members.
- Only full (corporate or personal) members may be elected onto the Board. For corporate members, only an individual person is elected as a Board member, not the corporate.
- Each person shall be elected for a term of two years and shall be eligible for re-election
- In addition to the ten elected members, the Board at its discretion may co-opt up to two additional members for a term of no longer than 12 months. Such co-options may be renewed at the Board’s discretion.
- If any elected member resigns from the Board prior to the expiration of their term, the Board may appoint a replacement member for the remainder of the original Board member’s term.
7. ELECTIONS
1. The election for members of the Board shall be conducted annually in accordance with the bylaws of the Association.
2. There shall be five positions on the Board elected annually, or more as long as the total number of Board members is then no more than 10. The results of the election shall be announced at the AGM and those elected will assume office at the conclusion of the AGM and remain Board members until the conclusion of the AGM two years hence.
8. OFFICERS
1. The Board shall annually elect from its own members the officers of the Association. These shall be determined at the first Board meeting following the AGM, but may be reconsidered at a subsequent meeting with the consent of the majority of the Board.
2. The officers of the Association shall consist of the Chairperson, Secretary, Treasurer and any other officers as the Board sees fit.
3. The Board may recommend to the Annual General Meeting a person or persons to be appointed as Patron (one) or Vice Patrons of Rainbow Wellington. Upon confirmation by the Annual General Meeting they shall be hold such office until the next annual general meeting and while Patron or Vice Patron shall enjoy all the rights of full membership
9. QUORUM
- The quorum for general meetings is 10% of the financial membership of the Association or 20 Members, whichever is the fewer. The quorum for Board meetings is 40% of the Board members or 4 Board members, whichever is the fewer. If a quorum is not present within thirty minutes of the appointed time, the person chairing the meeting shall adjourn the meeting.
- Unless those present at the meeting shall determine a date for the adjourned meeting (not earlier than five days from the date of the meeting) the adjournment shall be for a meeting at the same time and place one week from that day.
10. SUBSCRIPTIONS
1. An Annual membership fee shall be set by the
Board for the various categories of membership.
Such level of fees shall remain in force until amended by the Board.
2. Payment of the annual subscription will entitle the member to membership of the Association from the day their membership is approved by the Board until the next subscriptions are due.
3. Renewal notices shall be sent out in the month prior to the membership falling due.
11. FINANCIAL YEAR
1. The financial year of the Association shall commence on 1st January and terminate on 31st December, with effect from 1st January 2010.
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12. BORROWING
- If at any time the Association at an annual general meeting or special general meeting shall pass a resolution authorising the Board to borrow moneys, the Board shall thereupon be empowered to borrow for the purposes of the Association such amount of money either at one time, or advances from time to time to the maximum so authorised, at such rate of interest and in such form and manner and upon such security as shall be specified in such resolutions.
- The resolution shall be passed by a majority of fifty-one (51) percent or more of those members present and voting at such meeting.
- The Association shall take all steps necessary to give effect to such resolution and for the execution by the Association of such agreements, mortgages or debentures as may be required for giving security for such loans and interest.
- All members of the Association whether voting on such resolution or not and all persons becoming members of the Association after the passing of such resolution shall be bound by such resolution as if they had voted in favour of the same.
13. ASSOCIATION FUNDS
1. The funds and property of the Association shall be under the control of the Board, who may invest, disburse and deal with the same in such manner and for such purpose (not being inconsistent with the objects of the Association) as they shall think fit.
2. The funds of the Association shall be deposited with such Bank as the Board shall determine and all cheques of the Association’s Bank account shall be signed by the Treasurer in conjunction with one other member of the Board.
14. AUDIT
1. The annual financial statements of the Association must be reviewed at the end of each financial year and before the Annual General Meeting by a member of the New Zealand Institute of Chartered Accountants who is not a member of the Board of the Association.
2. The Board shall determine the remuneration of the auditor, and shall have authority to fill any casual vacancy of the position of auditor.
15. THE COMMON SEAL
- The Common Seal of the Association shall be in the custody of the Secretary, who shall affix it to any instrument only pursuant to a resolution of the Board and in the presence of two other Board Members.
16. AMENDMENT TO THE CONSTITUTION
1. This constitution may be altered, added to, rescinded or otherwise varied or amended by resolution passed by a two thirds majority of members present at and voting at an Annual General Meeting or Special General Meeting called for the purpose.
2. In the case of a Notice of Motion for amendment of this constitution to be presented at the annual general meeting of the Association, notice of the proposed amendment shall be given in writing to the Secretary of the Association no later than six weeks prior to the end of the financial year in which it is given and the Secretary shall set out such proposed amendment in the Notice of annual general meeting circulated to all members.
3. In the case of a Notice of Motion for amendment of this constitution to be presented at a special general meeting of the Association, notice of the proposed amendment shall be given with the requisition made in writing to the Secretary.
4. Any addition or alteration necessary to conform with any regulation or requirement of the Registrar of Incorporated Societies may be made by the Board without reference to any meeting of members.
5. No addition to or alteration of or recession of the rules shall be approved if it affects the non-profit aims, personal benefit clause or the winding up clause. The provision and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.
17. MANAGEMENT
1. Subject to limitations made by other clauses of this constitution the Board shall have full power to manage the Association and all its affairs.
2. Any member of the Board absent from three or more meetings of the Board consecutively without due cause shall cease to be a member of the Board.
3. The Board shall meet regularly and shall record all business transacted. Minutes of Board meetings shall be sent to all members of the Board and will be available upon request to any member.
4. Subject to the constitution and any directions from General Meetings the Association shall be managed subject to a set of By-Laws which will be determined by the Board from time to time.
18. CHAIR AND VOTING
- At all ordinary general meetings, annual general meetings and special general meetings of the Association, the Chairperson, or in their absence a member appointed by the meeting shall take the chair.
- On a motion or amendment every member shall be entitled to one vote to be exercised in person but not by proxy. Voting shall be by a show of hands, by voice, or in writing. As the meeting shall determine, and in the case of equality of votes the Chairperson shall have a second or casting vote.
19. RECESS OR WINDING UP
1. The Association may go into recess or be wound up voluntarily if at the annual general meeting or at a special general meeting its members pass a resolution requiring the Association to wind up and go into recess.
2. A bare majority will be sufficient at any such meeting of the Association at any time for the purpose of winding up or going into recess.
3. The resolution shall be confirmed at a subsequent special general meeting called for that purpose and held not earlier than thirty (30) days after the date on which the resolution was passed.
4. The Association shall be wound up according the Incorporated Societies Act 1908, Section 24.
5. If upon the winding up or dissolution of the organisation there remains, after the satisfaction of all its debts and liabilities, any property whatsoever, this shall not be paid to or distributed among members of the organisation. This residual property will be given or transferred to either another charitable organisation or body (having objects similar to Rainbow Wellington) or for some other charitable purpose recognised under New Zealand law.
20. PECUNIARY PROFIT
1. No member or person associated with a member of
the Association shall derive any income, benefit, or advantage from the
Association where that person can materially influence the payment of the
income, benefit or advantage except where the income, benefit or advantage is
derived from:
Professional services to the Association rendered in the course of business
charged at no greater rate than current market rates; or interest on money lent
at no greater rate than current market rates.
2. Any income, benefit, or advantage derived by Rainbow Wellington shall be applied to the charitable purposes of the organisation.
By-Laws
1. INTRODUCTION
These By-Laws are written for the establishment of rules regarding the conduct of normal Association business. They are additional to the Constitution of the Association and must be interpreted in accordance with those Articles.
2. CHANGES TO BY-LAWS
These By-Laws may be changed by a two-thirds majority of the Board of the Association. Any motion to change the By-Laws must have been presented to the Board at least two weeks prior to the meeting at which the vote is taken.
3. ELECTION OF BOARD
- A formal call for nominations of Board members shall be sent to all Association members by 30 days prior to the AGM.
- All nominations, on a form approved by the Board, must be with the Secretary by 7 days prior to the AGM. Each nomination must have a nominator and seconder and be signed by the nominee.
- The results of the election shall be announced by the Chair at the AGM.
- Following the conclusion of the AGM, any secret ballot papers shall be destroyed after 14 days.
4. PREPARATION FOR BOARD MEETINGS
- Notice of a Board meeting, including an agenda for the meeting, must be sent to all Board Members at least five days before the meeting.
- Items for the agenda must be advised to the Secretary at least ten days before the meeting. The following reports shall be items on the agenda of every Board meeting:
- Financial
- Membership
- Correspondence Conducted
- A Board meeting may be called by the Chairperson. The Chairperson must call a Board meeting to be held within twenty-one days of the Chairperson receiving a request for such a meeting from three or more Board members.
5. MOTIONS AT BOARD MEETINGS
- All motions require a proposer and seconder.
- Any substantive motion before a Board meeting shall be disposed of before any other substantive motion is introduced.
- The following procedural motions may be moved at any time:
- That the Chair’s ruling be disagreed with
- For permission to withdraw a motion or amendment
- That the question be now put
- That the meeting proceed to the next business
- That consideration be deferred for a stated time
- That the motion be amended
- That the motion be referred
- That the meeting hear a named observer
- That observers be requested to retire
- To discuss the action of a member who has been named by the person chairing the meeting
- The first four procedural motions shall have precedence in the order in which they are listed. On the motion given as 5.3(a) being moved, the person chairing the meeting must vacate the chair. Only the mover and the person chairing the meeting may speak to this motion. There shall be no discussion on the motions given as 5.3(b) or 5.3(d).
- Only one amendment shall be considered at a time.
- Any amendment must be relevant to the substantive motion. If its effect is to negate the motion, it must include a reasoned alternative course of action.
6. CONDUCT OF BOARD MEETINGS
- The meeting shall be chaired by the Chairperson of the Board. In the absence of the Chairperson by a delegated person.
- The Chairperson may invite observers to attend Board meetings. Their presence must be formally acknowledged by the meeting.
- Observers may not vote, but may speak to a specific motion at the request of the meeting.
- The Board may deny attendance to observers for all or part of any Board Meeting.
- All speakers shall address the meeting through the chair. Speakers shall avoid personalities, impropriety, irrelevance and repetition. Speakers shall confine themselves to the matter under discussion.
- A Board Member, when speaking, shall not be interrupted except by the person chairing the meeting as conductor of the meeting or by a Board Member raising a point of order. When more than one speaker starts to speak at the same time the person chairing the meeting shall decide who takes the floor.
- The person chairing the meeting may propose, speak and vote on motions.
- At the request of any Board Member the names of those voting for and against any motion shall be recorded in the minutes.
7. MINUTES OF BOARD MEETINGS
- The minutes shall be recorded by the Secretary, or in the Secretary’s absence by a person appointed by the person chairing the meeting.
- The minutes shall contain at least:
- The time and place of the meeting, recorded in a manner appropriate
- The names of those present at the meeting
- Substantive motions, each with its proposer’s name and result
- Summary of discussion where no motion was considered
- Any actions required
- Any papers or other supporting material, whether discussed or not, shall where practical be attached to the minutes of the meeting where the material was presented. Where this is not practical, the minutes shall contain sufficient references to allow such material to be found by the reader.
- The only discussion on a motion for the confirmation of the minutes shall be as to the accuracy of the record.
8. FINANCE
- The financial year of the Association shall be from 1st April up to and including 31st Marchr of the next year.
- The Treasurer shall ensure that:
- All money received on account of the Association shall be paid into the Association’s account with its bankers.
- All cheques drawn upon the Association’s bankers must be signed by two Board Members authorised by the Board.
- Cheques or other negotiable instruments paid or payable to the Association’s bankers for collection requiring endorsement of the Association may be endorsed by the Treasurer or by such person or persons as the Board may appoint.
- A proper account shall be kept of the Association’s income and expenditure, and of the matters in respect of which the income and expenditure arises and takes place respectively and of the Association’s property, credits and liabilities, in books to be provided for that purpose, and must produce the account books, properly written up, when required by the Board.
- Once at least in every year the accounts of the Association made up to the last day of the preceding financial year must be audited by the Association’s auditor, and an abstract of the accounts be produced and issued to every member, together with the notice of the Annual General Meeting.
- The Secretary shall file with the Registrar of Incorporated Societies, within seven days after the Annual General Meeting, the financial statements required to be filed under section 3 of the Incorporated Societies Act 1908.
- The Board may from time to time approve the investment of the Association’s financial assets and may direct the Treasurer to withdraw funds invested.
- Funds approved for investment shall be invested in one or more of the following ways:
- with a registered bank
- in New Zealand Government or Local Authority stock.
- Annual Subscriptions:
- The annual
subscription shall be:
Corporate Member $200.00.
Personal Member $ 40.00. - Any existing member whose membership subscription is unpaid after three months shall automatically lose membership of the Association and shall be debarred from claiming or professing membership of or connection with the Association.
9. REGISTERED OFFICE
The registered office of the Association shall be in Wellington at such a place determined by the Board.
10. COMMUNICATION WITH MEMBERS
Formal communication may be by any of the following methods, as agreed with the individual member. At all times, postal mail must be in a sealed envelope.
- By post, to the mailing address of the member as held in the Association’s records, or
- By facsimile, to the member’s facsimile number as held in the Association’s records, or
- By Email, to the member’s email address as held in the Association’s records.
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