Mainland Canoe Polo - Constitution

Constitution
Mainland Canoe Polo Association, Inc CONSTITUTION
1. Name 2. Mission Statement 3. Jurisdiction 4. Objectives 5. Powers 6. Incorporation 7. Common Seal 8. MCP Membership 9. Termination of Membership 10. Regional Committee 11. Regional Representatives 12. Annual General Meeting (AGM) 13. Special General Meetings (SGM) 14. Regional Committee Meetings (RCM) 15. All Meetings 16. Voting 17. Finance 18. MCP Policy 19. Alterations to the Constitution 20. Winding Up and Dissolution 1. Name 1. 1. The organisation shall be called the "Mainland Canoe Polo Association", hereafter referred to as MCP. 2. Mission Statement 2. 1. The mission statement of MCP shall be "To promote and encourage all aspects of Canoe Polo in the Mainland Region for the future of the sport and its participants." 3. Jurisdiction 3. 1. The boundaries of the Region over which MCP shall have jurisdiction to carry out its Objectives shall be determined by the New Zealand Canoe Polo Association, hereafter referred to as the Association. 4. Objectives 4. 1. The following shall be the Objectives of MCP, all of which shall have equal value: (a) To affiliate and work with the Association and other relevant organisations in the best interests of Canoe Polo. (b) To carry out the Objectives of MCP within the Region. (c) To assist the Association in carrying out its national objectives. 5. Powers 5. 1. Within the bounds of MCP's Constitutions and Policies, and in what ever manner is agreed to be in the best interests of the sport, MCP shall, in addition to those powers invested in it by the Association, be empowered to: (a) Promote MCP and the Association, and their Objectives. (b) Appoint and remove staff and coordinators, and define job descriptions. (c) Delegate duties and co-opt or appoint sub-committees or individuals. (d) Arrange and control competitions, or delegate the power to do so. (e) Affiliate and co-operate with other organisations. (f) Disseminate private or other information about members with their consent, through a written declaration, and subject to the purpose being in accordance with the Objectives of MCP. (g) Raise funds through subscriptions, levies, investments, fundraising and donations. (h) Apply income and funds to the promotion of the Objectives of MCP and Association. (i) Lend, invest, borrow, raise or secure the payment of money. (j) Acquire by purchase, lease or grant any property or rights. (k) Manage, let, sell, exchange or otherwise deal with property of MCP. (l) Incur liabilities. (m) Insure property and employees of MCP. (n) Enter into and terminate contracts. (o) Have and apply drug testing procedures. (p) Have and apply disciplinary procedures. (q) Apply disciplinary actions to any Member or Member Body, including the application of fines and suspension or expulsion from MCP membership. (r) Alter MCP's Constitution. (s) Make or alter Policies, Rules and Guidelines. 5. 2. The MCP shall: (a) Only accept members according to the Constitution and Policies of the Association. (b) Not have Constitutional or Policy clauses which conflict with the Association's Constitution or Policy. (c) Within its ability, act according to the requests of the Association. 6.Incorporation 6. 1. MCP shall be an Incorporated Society registered with the Registrar of Incorporated Societies. 6. 2. There shall be a Registered Office of MCP, which shall be: (a) At the address appointed by the Regional Committee. (b) Registered with the Registrar of Incorporated Societies. MCP shall register all changes of address within fourteen days of the change. 7. Common Seal 7. 1. There shall be a Common Seal of MCP, which shall: (a) Have thereon the words "Mainland Canoe Polo" and a trademark of the Association. (b) Remain in the custody of MCP's Secretary. (c) Not be affixed to any document, save by the authority of the Regional Committee, and then in the presence of the Secretary and one of two Committee members appointed for the purpose. Each person witnessing the affixing of the Common Seal shall sign every instrument to which it is affixed. 8. MCP Membership 8. 1. MCP shall accept and give rights to members according to the Constitution and Policies of the Association. These members shall hereafter be referred to as Clubs. 9. Termination of Membership 9. 1. Any termination, suspension or expulsion of membership shall be governed by the Constitution and Policies of the Association 10. Regional Committee 10. 1. The Regional Committee shall be responsible for coordinating efforts to achieve MCP's Objectives, and shall be comprised of the following officers: (a) One Delegate from each Club, appointed by the Club. (b) A President, Secretary, Treasurer, and one Regional Representative, who shall be appointed annually at the AGM. These positions may be held by Club Delegates. (c) Other co-opted officers as required by the Regional Committee. 10. 2. The Regional Committee shall: (a) Be empowered to carry out the Objectives of MCP according to its Constitution and Policies. (b) Forward changes to MCP's Constitution, annual audited accounts, and Regional Representatives to the Association. (c) Shall appoint Disciplinary Tribunals, and enforce disciplinary action as required by the policies of the Association and of MCP. 11. Regional Representatives 11. 1. The Regional Representatives shall represent MCP at Board meetings of the Association, and vote according to the Policies of MCP carrying all of MCP's votes. 11. 2. The Regional Representatives shall not be empowered to report on matters related to MCP without ratification of that report by the Regional Committee. 12. Annual General Meeting (AGM) 12. 1. MCP shall hold an AGM once in every calendar year. The following schedule of deadlines shall apply: (a) 8 Weeks Prior: Notice of date, time and place of AGM to all Clubs and Committee Members (b) 4 Weeks Prior: All notified reports, motions and remits to be in hands of Regional Secretary. (c) 2 Weeks Prior: Agenda and notified items to all Clubs and Committee members. (d) 4 Weeks After: AGM Minutes to all Clubs and Committee Members. 13. Special General Meetings (SGM) 13. 1. Upon notice in writing requesting a SGM, signed by the secretaries of not less than one third of the Clubs, being delivered to MCP Secretary, MCP shall convene a SGM to be held not later than 6 weeks after receipt of such request. The following schedule of deadlines shall apply: (a) 4 Weeks Prior: Notice of date, time and place of SGM to all Clubs and Committee Members (b) 2 Weeks Prior: All notified reports, motions and remits to be in hands of Regional Secretary. (c) 1 Week Prior: Agenda and notified items to all Clubs and Committee members. (d) 4 Weeks After: SGM Minutes to all Clubs and Committee Members. 14. Regional Committee Meetings (RCM) 14. 1. RCMs shall be convened as required by the Regional Committee when either; (a) Two thirds of the Regional Committee Members agree to hold the meeting, or; (b) Within four weeks of a written request by any Regional Committee Member. 15. All Meetings 15. 1. The President shall chair all meetings of MCP. If the President is unavailable, another Committee Member may be appointed by the meeting to act as Chairperson. 15. 2. The quorum of any meeting shall be determined by the number of people required to give one vote more than half the eligible votes possible for that meeting. 15. 3. Any Member of MCP shall be entitled to attend any meeting of MCP, but shall not be entitled to address the chair except through one of those entitled to vote, or by invitation of the Chairperson. 15. 4. The business of meetings shall be governed by MCP's Constitution and Policies. 16. Voting 16. 1. At Meetings of MCP each Club Delegate shall be entitled to cast one vote. 16. 2. Proxy votes on notified remits and motions shall be permitted provided that certified copies of the relevant minutes of the Club's meeting accompany the vote, and the proxy vote is tabled prior to the opening of that meeting. 16. 3. The Chairperson shall remain neutral on all issues, but in the case of a tied vote the Chairperson shall exercise a casting vote in favour of the status quo. 16. 4. All votes shall be cast by voice or show of hands, unless before the result is decided a secret ballot is demanded by a clear majority of votes cast by those present and entitled to vote. In the event of a ballot two neutral persons shall act as scrutineers. Such voting papers may be reviewed by the Chairperson at the time, and shall be destroyed as directed by the Chairperson once the result of the ballot has been determined and announced. 16. 5. All resolutions and matters requiring a vote shall be decided by a clear majority of votes cast by those present and entitled to vote, with the exception of the following business which shall require a two thirds majority: (a) The making, altering or deleting of any part of MCP's Constitution. (b) The making, altering or deleting of any MCP Policy. (c) Any matter dealing with the capital funds of MCP. 17. Finance 17. 1. MCP's financial year shall end on December 31. 17. 2. The Treasurer shall manage the accounts of MCP according to MCP's Policies. 17. 3. Cheque and Credit card accounts shall only be set up in MCP's name by approval of the Regional Committee. The Regional Committee may appoint this authority in management Policies. 17. 4. Payments drawn on the MCP's accounts by cheque shall be signed by two persons appointed for the purpose by the Regional Committee. 17. 5. Persons holding Credit Cards linked to any MCP account shall be held accountable for debts incurred by them without written consent of the Treasurer. 17. 6. Cash payments shall not be made with MCP funds. 17. 7. No payments shall be made in the absence of relevant vouchers. 17. 8. All accounts shall be either passed for payment by the Regional Committee before payment is made or, if payment is necessary and made between meetings, such action shall be confirmed at the next Regional Committee Meeting. No payments exceeding $1000 shall be met without prior Regional Committee approval. The Regional Committee may appoint these authorities in management policies. 17. 9. Two types of levies may be payable by MCP's Members: (a) Membership levies, which may be set and adjusted at the AGM. The levies so set shall be the levies payable from the date of the AGM. (b) Competition levies, which may be set and adjusted at the AGM. The levies so set shall be the levies payable from the date of the AGM. 17. 10. An auditor shall be appointed by the Regional Committee who shall: (a) Be a registered Accountant. (b) Not be a Regional Committee member of MCP. (c) Be authorised to call for the production of all books, papers and documents relating to the affairs of MCP. (d) Audit the annual accounts of MCP within 3 months of the end of MCP's financial year, or more frequently by request of the Regional Committee, and provide an auditors report to the Regional Committee and AGM. 17. 11. The funds of MCP, from what ever source derived, shall be used only for the promotion of the Objectives of MCP. No portion of the funds shall be paid or transferred directly or indirectly by way of dividend, bonus, salary or otherwise to any member of MCP with the exception of reimbursement of legitimate and actual expenditure on behalf of MCP, and of overpaid amounts. 18. MCP Policy 18. 1. The Policies of MCP shall be binding on MCP members. The Regional Committee shall be responsible for enforcing such Policies. 18. 2. The making, altering or deleting of any MCP Policies shall be made by resolution for adoption of such changes at a Regional Committee Meeting according. 19. Alterations to the Constitution 19. 1. If a dispute arises at any time regarding a matter which is not provided for in the Constitution, or any doubt exists as to the interpretation of the Constitution then the same shall be determined by vote at the following General Meeting. 19. 2. Constitutional rules may be altered, added to, or rescinded by resolution for such changes at a General Meeting. 19. 3. The Secretary shall within fourteen days notify all amendments to the Constitution to the Association and Registrar of Incorporated Societies. 19. 4. Any changes to the Constitution duly approved by a General Meeting shall be valid only when accepted by the Registrar of Incorporated Societies. 20. Winding Up and Dissolution 20. 1. MCP may be liquidated in terms of Section 24 of the Incorporated Societies Act 1908. 20. 2. If upon the winding up of MCP there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of MCP, but shall firstly be given or transferred to the Association, or secondly to another organisation within New Zealand having objectives similar to the Objectives of MCP, or thirdly to some other charitable purpose within New Zealand. [� 1998 Mainland Canoe Polo Association, Inc. This text may be downloaded or printed out for private reading, but it may not be uploaded to another Internet site or published, electronically or otherwise, without express written permission from the MCPA.]

Mainland Canoe Polo Association, Inc

CONSTITUTION

1. Name
2. Mission Statement
3. Jurisdiction
4. Objectives
5. Powers
6. Incorporation
7. Common Seal
8. MCP Membership
9. Termination of Membership
10. Regional Committee
11. Regional Representatives
12. Annual General Meeting (AGM)
13. Special General Meetings (SGM)
14. Regional Committee Meetings (RCM)
15. All Meetings
16. Voting
17. Finance
18. MCP Policy
19. Alterations to the Constitution
20. Winding Up and Dissolution

1. Name

1. 1. The organisation shall be called the "Mainland Canoe Polo Association", hereafter referred to as MCP.

2. Mission Statement

2. 1. The mission statement of MCP shall be "To promote and encourage all aspects of Canoe Polo in the Mainland Region for the future of the sport and its participants."

3. Jurisdiction

3. 1. The boundaries of the Region over which MCP shall have jurisdiction to carry out its Objectives shall be determined by the New Zealand Canoe Polo Association, hereafter referred to as the Association.

4. Objectives

4. 1. The following shall be the Objectives of MCP, all of which shall have equal value:
(a) To affiliate and work with the Association and other relevant organisations in the best interests of Canoe Polo.
(b) To carry out the Objectives of MCP within the Region.
(c) To assist the Association in carrying out its national objectives.

5. Powers

5. 1. Within the bounds of MCP's Constitutions and Policies, and in what ever manner is agreed to be in the best interests of the sport, MCP shall, in addition to those powers invested in it by the Association, be empowered to:
(a) Promote MCP and the Association, and their Objectives.
(b) Appoint and remove staff and coordinators, and define job descriptions.
(c) Delegate duties and co-opt or appoint sub-committees or individuals.
(d) Arrange and control competitions, or delegate the power to do so.
(e) Affiliate and co-operate with other organisations.
(f) Disseminate private or other information about members with their consent, through a written declaration, and subject to the purpose being in accordance with the Objectives of MCP.
(g) Raise funds through subscriptions, levies, investments, fundraising and donations.
(h) Apply income and funds to the promotion of the Objectives of MCP and Association.
(i) Lend, invest, borrow, raise or secure the payment of money.
(j) Acquire by purchase, lease or grant any property or rights.
(k) Manage, let, sell, exchange or otherwise deal with property of MCP.
(l) Incur liabilities.
(m) Insure property and employees of MCP.
(n) Enter into and terminate contracts.
(o) Have and apply drug testing procedures.
(p) Have and apply disciplinary procedures.
(q) Apply disciplinary actions to any Member or Member Body, including the application of fines and suspension or expulsion from MCP membership.
(r) Alter MCP's Constitution.
(s) Make or alter Policies, Rules and Guidelines.
5. 2. The MCP shall:
(a) Only accept members according to the Constitution and Policies of the Association.
(b) Not have Constitutional or Policy clauses which conflict with the Association's Constitution or Policy.
(c) Within its ability, act according to the requests of the Association.

6.Incorporation

6. 1. MCP shall be an Incorporated Society registered with the Registrar of Incorporated Societies.
6. 2. There shall be a Registered Office of MCP, which shall be:
(a) At the address appointed by the Regional Committee.
(b) Registered with the Registrar of Incorporated Societies. MCP shall register all changes of address within fourteen days of the change.

7. Common Seal

7. 1. There shall be a Common Seal of MCP, which shall:
(a) Have thereon the words "Mainland Canoe Polo" and a trademark of the Association.
(b) Remain in the custody of MCP's Secretary.
(c) Not be affixed to any document, save by the authority of the Regional Committee, and then in the presence of the Secretary and one of two Committee members appointed for the purpose. Each person witnessing the affixing of the Common Seal shall sign every instrument to which it is affixed.

8. MCP Membership

8. 1. MCP shall accept and give rights to members according to the Constitution and Policies of the Association. These members shall hereafter be referred to as Clubs.

9. Termination of Membership

9. 1. Any termination, suspension or expulsion of membership shall be governed by the Constitution and Policies of the Association

10. Regional Committee

10. 1. The Regional Committee shall be responsible for coordinating efforts to achieve MCP's Objectives, and shall be comprised of the following officers:
(a) One Delegate from each Club, appointed by the Club.
(b) A President, Secretary, Treasurer, and one Regional Representative, who shall be appointed annually at the AGM. These positions may be held by Club Delegates.
(c) Other co-opted officers as required by the Regional Committee.
10. 2. The Regional Committee shall:
(a) Be empowered to carry out the Objectives of MCP according to its Constitution and Policies.
(b) Forward changes to MCP's Constitution, annual audited accounts, and Regional Representatives to the Association.
(c) Shall appoint Disciplinary Tribunals, and enforce disciplinary action as required by the policies of the Association and of MCP.

11. Regional Representatives

11. 1. The Regional Representatives shall represent MCP at Board meetings of the Association, and vote according to the Policies of MCP carrying all of MCP's votes.
11. 2. The Regional Representatives shall not be empowered to report on matters related to MCP without ratification of that report by the Regional Committee.

12. Annual General Meeting (AGM)

12. 1. MCP shall hold an AGM once in every calendar year. The following schedule of deadlines shall apply:
(a) 8 Weeks Prior: Notice of date, time and place of AGM to all Clubs and Committee Members
(b) 4 Weeks Prior: All notified reports, motions and remits to be in hands of Regional Secretary.
(c) 2 Weeks Prior: Agenda and notified items to all Clubs and Committee members.
(d) 4 Weeks After: AGM Minutes to all Clubs and Committee Members.

13. Special General Meetings (SGM)

13. 1. Upon notice in writing requesting a SGM, signed by the secretaries of not less than one third of the Clubs, being delivered to MCP Secretary, MCP shall convene a SGM to be held not later than 6 weeks after receipt of such request. The following schedule of deadlines shall apply:
(a) 4 Weeks Prior: Notice of date, time and place of SGM to all Clubs and Committee Members
(b) 2 Weeks Prior: All notified reports, motions and remits to be in hands of Regional Secretary.
(c) 1 Week Prior: Agenda and notified items to all Clubs and Committee members.
(d) 4 Weeks After: SGM Minutes to all Clubs and Committee Members.

14. Regional Committee Meetings (RCM)

14. 1. RCMs shall be convened as required by the Regional Committee when either;
(a) Two thirds of the Regional Committee Members agree to hold the meeting, or;
(b) Within four weeks of a written request by any Regional Committee Member.

15. All Meetings

15. 1. The President shall chair all meetings of MCP. If the President is unavailable, another Committee Member may be appointed by the meeting to act as Chairperson.
15. 2. The quorum of any meeting shall be determined by the number of people required to give one vote more than half the eligible votes possible for that meeting.
15. 3. Any Member of MCP shall be entitled to attend any meeting of MCP, but shall not be entitled to address the chair except through one of those entitled to vote, or by invitation of the Chairperson.
15. 4. The business of meetings shall be governed by MCP's Constitution and Policies.

16. Voting

16. 1. At Meetings of MCP each Club Delegate shall be entitled to cast one vote.
16. 2. Proxy votes on notified remits and motions shall be permitted provided that certified copies of the relevant minutes of the Club's meeting accompany the vote, and the proxy vote is tabled prior to the opening of that meeting.
16. 3. The Chairperson shall remain neutral on all issues, but in the case of a tied vote the Chairperson shall exercise a casting vote in favour of the status quo.
16. 4. All votes shall be cast by voice or show of hands, unless before the result is decided a secret ballot is demanded by a clear majority of votes cast by those present and entitled to vote. In the event of a ballot two neutral persons shall act as scrutineers. Such voting papers may be reviewed by the Chairperson at the time, and shall be destroyed as directed by the Chairperson once the result of the ballot has been determined and announced.
16. 5. All resolutions and matters requiring a vote shall be decided by a clear majority of votes cast by those present and entitled to vote, with the exception of the following business which shall require a two thirds majority:
(a) The making, altering or deleting of any part of MCP's Constitution.
(b) The making, altering or deleting of any MCP Policy.
(c) Any matter dealing with the capital funds of MCP.

17. Finance

17. 1. MCP's financial year shall end on December 31.
17. 2. The Treasurer shall manage the accounts of MCP according to MCP's Policies.
17. 3. Cheque and Credit card accounts shall only be set up in MCP's name by approval of the Regional Committee. The Regional Committee may appoint this authority in management Policies.
17. 4. Payments drawn on the MCP's accounts by cheque shall be signed by two persons appointed for the purpose by the Regional Committee.
17. 5. Persons holding Credit Cards linked to any MCP account shall be held accountable for debts incurred by them without written consent of the Treasurer.
17. 6. Cash payments shall not be made with MCP funds.
17. 7. No payments shall be made in the absence of relevant vouchers.
17. 8. All accounts shall be either passed for payment by the Regional Committee before payment is made or, if payment is necessary and made between meetings, such action shall be confirmed at the next Regional Committee Meeting. No payments exceeding $1000 shall be met without prior Regional Committee approval. The Regional Committee may appoint these authorities in management policies.
17. 9. Two types of levies may be payable by MCP's Members:
(a) Membership levies, which may be set and adjusted at the AGM. The levies so set shall be the levies payable from the date of the AGM.
(b) Competition levies, which may be set and adjusted at the AGM. The levies so set shall be the levies payable from the date of the AGM.
17. 10. An auditor shall be appointed by the Regional Committee who shall:
(a) Be a registered Accountant.
(b) Not be a Regional Committee member of MCP.
(c) Be authorised to call for the production of all books, papers and documents relating to the affairs of MCP.
(d) Audit the annual accounts of MCP within 3 months of the end of MCP's financial year, or more frequently by request of the Regional Committee, and provide an auditors report to the Regional Committee and AGM.
17. 11. The funds of MCP, from what ever source derived, shall be used only for the promotion of the Objectives of MCP. No portion of the funds shall be paid or transferred directly or indirectly by way of dividend, bonus, salary or otherwise to any member of MCP with the exception of reimbursement of legitimate and actual expenditure on behalf of MCP, and of overpaid amounts.

18. MCP Policy

18. 1. The Policies of MCP shall be binding on MCP members. The Regional Committee shall be responsible for enforcing such Policies.
18. 2. The making, altering or deleting of any MCP Policies shall be made by resolution for adoption of such changes at a Regional Committee Meeting according.

19. Alterations to the Constitution

19. 1. If a dispute arises at any time regarding a matter which is not provided for in the Constitution, or any doubt exists as to the interpretation of the Constitution then the same shall be determined by vote at the following General Meeting.
19. 2. Constitutional rules may be altered, added to, or rescinded by resolution for such changes at a General Meeting.
19. 3. The Secretary shall within fourteen days notify all amendments to the Constitution to the Association and Registrar of Incorporated Societies.
19. 4. Any changes to the Constitution duly approved by a General Meeting shall be valid only when accepted by the Registrar of Incorporated Societies.

20. Winding Up and Dissolution

20. 1. MCP may be liquidated in terms of Section 24 of the Incorporated Societies Act 1908.
20. 2. If upon the winding up of MCP there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of MCP, but shall firstly be given or transferred to the Association, or secondly to another organisation within New Zealand having objectives similar to the Objectives of MCP, or thirdly to some other charitable purpose within New Zealand.

[� 1998 Mainland Canoe Polo Association, Inc. This text may be downloaded or printed out for private reading, but it may not be uploaded to another Internet site or published, electronically or otherwise, without express written permission from the MCPA.]

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