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PDF - 2021 Proposed CONSTITUTION

 

 

2021 Proposed CONSTITUTION OF THE

QUEENSTOWN ICE HOCKEY CLUB INCORPORATED

 

  1. NAME
    1. The name of the Society is the Queenstown Ice Hockey Club Incorporated hereinafter referred to as the "QIHC".
    2. At the discretion of the elected Executive Committee, a sponsor's name may be shown as "sponsored by" for publicity and sponsor identity.

 

 

  1. COLOURS
    1. The official colours of the QIHC shall be Blue, White and Red.

 

 

  1. OBJECTIVES
    1. The Objectives of the QIHC are:
      1. To initiate, conduct, foster, organize and promote the sport of Ice hockey in the Wakatipu region.
      2. To be a member of the New Zealand Ice Hockey Federation Incorporated, hereinafter referred to as the "NZIHF" and abide by the Constitution of the NZIHF.
      3. To make Bylaws for the control of the sport and its administration and to require all members and honorary life members to recognise the QIHC as having the final right to determine, whether by way of appeal or otherwise, all disputes in relation to the sport, this Constitution and Bylaws.
      4. To initiate, organize and conduct programs designed to develop the skills of its players, coaches and officials.
      5. To foster and encourage good sportsmanship.

 

  1. CERTIFICATION OF INCORPORATION:
    1. The QIHC was incorporated under the Incorporated Societies Act 1908 on 28th day of March 1995 as number 10002735095

 

  1. MEMBERSHIP - The QIHC shall consist of:
    1. Junior Member 18 years of age and under as at midnight 31 December of the year of registration.
    2. Senior Member 19 years of age or older as at midnight 31 December of the year of registration.
    3. Associate Member will be accorded to all people whose offer to serve the QIHC in any capacity for the year of registration has been accepted by the QIHC Executive Committee.
    4. Honorary Life Member - May be elected in recognition of some outstanding service rendered to the QIHC. Such election shall be at an Annual General Meeting at which the nominee must receive a 75% majority of eligible votes cast.
    5. A member shall cease to be a member of the QIHC upon:
      1. Delivering a letter of resignation to the Secretary of the QIHC.
      2. Dissolution of the QIHC.
      3. Being expelled.
      4. Death.

 

  1. MEMBERSHIP, REGISTRATION AND PLAYING FEES
    1. Honorary Life Members shall not be charged any membership fee.
    2. Any fee charged by the NZIHF shall be charged to the member for payment by the due date as set by the NZIHF or the QIHC as their agent.
    3. Any fee charged by the Southern Ice Hockey League (SIHL) shall be charged to the member for payment by the due date as set by the SIHL or the QIHC as their agent.
    4. The QIHC shall additionally charge membership fees, to be set at the Annual General Meeting, for the category of memberships as defined in 5.1,5.2 & 5.3.
    5. Playing fees shall be determined by the QIHC Executive Committee as required and shall include ice time costs, officiating allowances, fines and/or any levy as shall be deemed necessary for the benefit of the sport and shall be due as determined by the QIHC Executive Committee.
    6. All NZIHF registration fees, SIHL registration fees and QIHC membership fees are due on or before the date set at the Annual General Meeting each year for all members. Registrations after the due date are subject to a late payment fee.
    7. If any member shall not have paid his/her subscription by the date set at the Annual General Meeting, they will cease to be a member. A member may resign at any time by giving notice in writing to the secretary. If, in the opinion of the club, it is desirable in the interests of the club that any member thereof shall cease to be a member, the club, after giving such member the opportunity of being heard before a special general meeting called for that purpose, may request such member to resign. If the member fails to resign within 21 days after such written request has been posted, the club shall have the power to expel such member.

 

  1. VOTING
    1. Annual General and Special General Meetings:
      1. Junior Member One (1) parent or guardian of a junior member shall be entitled to exercise one vote. There shall be a maximum of one (1) junior vote per family.
      2. Senior Member shall be entitled to exercise one (1) vote.
      3. Associate Member shall be entitled to exercise one (1) vote.
      4. Life Member shall be entitled to exercise one (1) vote.

 

    1. Committee Meeting - Each member of a duly appointed or elected committee shall be entitled to one (1) vote.
    2. QIHC Executive Committee Meeting - Each member of the Executive Committee shall be entitled to one (1) vote.
    3. Voting shall be by show of hands, or voice, or if requested by a majority of members, by secret ballot.
    4. In cases of equality of votes cast, the President shall have the casting vote.
    5. In the event that any member is unable to attend an Annual or Special General Meeting, then a proxy vote may be given to the secretary of the QIHC prior to the commencement of the meeting.
    6. No individual shall be entitled to more than one vote at any one meeting.

 

  1. ALTERATIONS TO THE CONSTITUTION
    1. No change to the constitution shall be made to allow private pecuniary gain.
    2. No change to the constitution shall be made to allow funds to be distributed amongst the members should the QIHC be wound up.
    3. This Constitution shall not be altered, added to or rescinded, except with the consent of a seventy five percent (75%) majority of the members present and entitled to vote at an Annual General Meeting or Special Meeting.
    4. No motion to alter, add to, or rescind this Constitution shall be deemed in order unless the proposed alteration, addition or deletion shall have been furnished to the Secretary of the QIHC in writing no later than Twenty Eight (28) days prior to the Annual Meeting or Special Meeting at which it is to be considered.
    5. Only one (1) amendment may be made from the floor to any proposed alteration, addition or deletion. The amendment must be proposed and seconded before the original proposal is put to the vote. With the consent of a simple majority of those present and entitled to vote, the amendment will become the motion. Without the consent of a simple majority of those present and entitled to vote, the amendment will be lost and the original proposal will become the motion.

 

  1. ALTERATIONS TO THE BYLAWS
    1. The Bylaws shall not be altered, added to or rescinded except by a simple majority vote by those present and entitled to vote at an Annual General Meeting or Special General Meeting.
    2. No motion to alter, add to, or rescind the byaws shall be deemed to be in order unless the proposed alteration, addition or deletion shall have been furnished to the Secretary of the QIHC in writing no later than twenty-one (21) days prior to the Annual General or Special General Meeting at which it is to be considered. This motion may be voted on at that meeting and tabled only once. If the motion is deferred, it must be put forward and resolved finally at the next meeting.
    3. Only one (1) amendment may be made from the floor to any proposed alteration, addition or deletion. The amendment must be proposed and seconded before the original proposal is put to the vote. With the consent of a simple majority of those present and entitled to vote, the amendment will become the motion. Without the consent of a simple majority of those present and entitled to vote, the amendment will be lost and the original proposal will become the motion.

 

  1. MEETINGS
    1. Annual General Meeting:

The Annual General Meeting of the QIHC shall be held in the month of November for the purposes

of:

 

      1. Receiving of reports of the season’s activities
      2. Receiving and adoption of the QIHC accounts
      3. Election of members of the Executive Committee and General Committee
      4. Appointment of an Auditor who shall be a qualified chartered accountant.
      5. Consideration of other business of which at least twenty-eight (14) days notice has been given to the Secretary of the QIHC.

 

    1.  The Annual General meeting shall be convened by:
      1.  Publishing the notice on the QIHC social media, membership database email and local community publications.
      2. Emailing the notice to each member at the last address given by them to the Secretary of the QIHC and shall be deemed to have been duly delivered if sent to that address thereof specifying the time and place of the meeting and the business to be transacted thereat at least fourteen (14) days prior to the meeting.
      3. The omission to give due notice to any member shall not, of itself, invalidate any meeting.

 

 

    1. Special General Meeting:
      1. A Special General Meeting may be called at any time by the President or at the written request of at least Twenty (20) members, stating the business to be transacted there at. The Secretary of the QIHC shall within seven (7) days of receipt of such a request:
      2. Publish the notice on the QIHC social media, membership database email and local community publications.
      3. Email the notice to each member at the last address given by them to the Secretary of the QIHC and shall deemed to have been duly delivered if sent to that address thereof specifying the time and place of the meeting and the business to be transacted thereat at least fourteen (14) days prior to the meeting.
      4.  A Special General Meeting shall only consider the business listed in the notice convening that meeting. No other correspondence or general business will be discussed there at.

 

    1.  Executive Committee Meeting:
      1. An Executive Committee meeting shall be held as required but at least monthly during the season and shall consider all business relating to the sport under its Duties and Powers as listed in this Constitution.

 

  1. QUORUM
    1. The quorum for meetings shall be as follows:
    2.  At an Annual General Meeting, or Special General Meeting, Twenty (20) eligible members.
    3. At an Executive Committee meeting, six (6) members shall be present where a full Executive Committee has been elected or appointed.
    4. At Sub-Committee Meetings, the quorum shall be three (3) members.

 

  1. ELECTION OF OFFICERS
    1. At the Annual General Meeting, there shall be elected by those present and entitled to vote for the QIHC Executive Committee.

 

  • President (a two-year term and a member in good standing for the previous season)
  • Vice President
  • Treasurer
  • Secretary
  • Five members

 

    1.  At the Annual General Meeting, there shall be elected by those present, non-voting executive officers which may include, but not limited to

 

      • Referee in Chief
      • Chairperson Senior NZIHL
      • Chairperson Senior Women NZWIHL

 

  1. QIHC NON-EXECUTIVE COMMITTEE ROLES.

13.1. Non-executive officers shall be appointed by the QIHC Executive Committee.

13.2. Positions will be determined by the QIHC Executive Committee and may include, but not limited to:

  • Club Coach
  • Equipment manager
  • Discipline Manager
  • NZIHF Delegates
  • SIHL Delegates
  • Funding and Grants Coordinator
  • Tournament Manager and Convenor
  • Club Captains

 

 

  1. SUB COMMITTEES
    1. Committee members shall be appointed by the QIHC Executive Committee.
    2. Each Sub Committee shall have a minimum of three (3) and a maximum of seven (7) members. The Chairperson shall be chosen from this number and be directly responsible to a director as designated by the QIHC Executive Committee.
    3. All matters arising from Sub Committees will be reported to the Executive Committee.
    4. Shall be members of the QIHC, in good standing.

 

  1. VACANCIES
    1. Any vacancy on the Executive Committee due to lack of nomination or resignation or expulsion shall not in any way prevent the remaining members of the Executive Committee from carrying out the business of the QIHC provided a quorum is present at the meeting.
    2. Should the Executive Committee through lack of nomination or resignation or expulsion fall below a quorum in total membership, then they shall immediately call a Special General Meeting, and elect sufficient numbers that a quorum can be maintained.
    3. From the time the Executive Committee falls below quorum strength until the time of the required election, no decision on matters relating to the funds, Bylaws or non-urgent matters will be made.
    4. A vacancy on the Executive Committee due to lack of nomination or resignation or expulsion may be filled by an appointment of a replacement with the consent of a seventy-five (75) percent majority of the Executive Committee.

 

 

  1. DUTIES OF THE EXECUTIVE COMMITTEE
    1. President:
      1. Shall, when present, chair Annual General, Special General, and Executive Committee, and General Club meetings.
      2. Shall perform all the duties usually pertaining to the Office of the President including the general management and supervision of the QIHC.
      3. Shall be entitled to attend and speak at all meetings of sub-Committees but be without voting rights.
      4. Shall be a member of the QIHC, in good standing.
      5. Upon vacancy of the position, shall pass over all QIHC records to the incoming President within seven (7) days.

 

    1. Vice President:
      1. Shall, in the absence of the President, assume all the powers and duties of the President.
      2. Shall be responsible for;
      3. Chairing disciplinary committee.
      4. Report to the Executive Committee and Annual General Meetings on their areas of responsibility.
      5. Shall be a member of the QIHC in good standing.
      6. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

    1. Treasurer:
      1. Shall keep books of accounts showing the true financial position of the QIHC.
      2. Receive, receipt and deposit all monies or valuables in the name of the QIHC in such bank accounts as designated by the Executive Committee.
      3. Issue invoices or statements of accounts to members for all sums due to the QIHC.
      4. Make all payments or reimbursements for amounts due to creditors that are approved by the Executive Committee.
      5. On 31 October of each year, close and balance the books of account of the QIHC for auditing and presentation at the Special General Meeting.
      6. Preside over any Sub-Committee established for financial purposes and has capable Officers who will report directly to them if required.
      7. Report to the Executive Committee and Annual General Meetings on their areas of responsibility.
      8. Procure auditing of the books on an annual basis.
      9. Support funding applications.
      10. Shall be a member of the QIHC in good standing.
      11. The Treasurer, shall, in the absence of the President and the Vice President, assume all the powers and duties of the President and the Vice President.
      12. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

    1. Secretary:
      1. Shall keep a record of all minutes for Annual General, Special General, and Executive Committee Meetings for reporting to the members.
      2. Shall establish and maintain a register of those present and entitled to vote prior to the commencement of each Meeting at which the Secretary is responsible for the minutes.
      3. Shall hold an up-to-date copy of the Register of all members as provided by the Administrator.
      4. Shall send out all notices of meetings, minutes, conduct all correspondence and keep records of these documents.
      5. Shall be charged with the supervision of nominations to any vacancy to any position on Board of Directors, Sub-Committee or non-executive officer positions.
      6. Shall perform all duties relating to the Office of Secretary as required by this Constitution or QIHC By Laws.
      7. Shall be a member of the QIHC in good standing.
      8. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

    1. 16.5. Administrator
      1. Shall be responsible for the supervision of Registrations, Statistics and ice-time scheduling.
      2. The Administrator shall ensure that each of these areas has capable officers and committees who will report directly to them if required.
      3. Shall be entitled to attend any meetings of Committees covered by their responsibilities.
      4. Report to the Executive Committee and Annual General Meetings on their areas of responsibility.
      5. Shall be a member of the QIHC in good standing.
      6. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

    1. Referee in Chief
      1. Shall be responsible for oversight of on-ice and off-ice officiating and the referee development program.
      2. The Referee in Chief shall ensure that each of these areas has capable officers and committees who will report directly to them if required.
      3. Shall be a member of the QIHC in good standing.
      4. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

    1. League Directors:
      1. Leagues will be determined by the Executive Committee from time to time.
      2. There will be a Director of each League represented on the Executive Committee.
      3. League Directors shall be responsible for promotion, recruitment and supervision of players & team managers in their league.
      4. Report to the Executive Committee and Annual General Meetings on their areas of responsibility.
      5. Shall be a financial member of the QIHC.
      6. Upon vacancy of the position, shall pass over all QIHC records to the incoming Officer within seven (7) days.

 

 

  1. CHARGES AND POWERS OF THE EXECUTIVE COMMITTEE
    1. The Executive Committee of the QIHC shall:
      1. Have full control and management of the affairs of the QIHC.
      2. Enforce the Constitution and Bylaws of the QIHC.
      3.  Appoint or delegate by resolution any of the powers of the Executive Committee to any Committee or non-executive officer.
      4. Have full control over the funds and assets of the QIHC.
      5. Approve reimbursement of expenditures incurred and reasonable remuneration for services rendered.
      6. Be the final appeal authority in any dispute within the QIHC jurisdiction including any appeal against the decisions of the Disciplinary Committee.
      7. Have the power to suspend or expel members of the QIHC.

 

  1. FINANCIAL
    1. All sums received on behalf of the QIHC shall be transmitted to the Treasurer as soon as practicable, who will also as soon as practicable deposit into the QIHC bank accounts those amounts. All cash received is to be receipted.
    2. All payments on behalf of the QIHC shall be made out of the QIHC Banking accounts and the Treasurer shall ensure that such bank accounts shall not be drawn on except by internet banking in such a manner as the Executive Committee may from time to time determine, although in all cases, a minimum of two (2) signatures will be required. 3 chain approval process.
    3. The Executive Committee may, with sixty-six percent (66%) of those present and entitled to vote:
    4. Raise or borrow money in such a manner and upon such security (if any) as the Executive Committee shall think fit and in particular upon the security of any mortgage or mortgages or charge or charge of all or part of QIHC property, assets and rights (both present and future) or by the issue of debentures, charges or not upon all or part of QIHC property, assets and rights (both present and future) and generally with such rights and upon such terms and conditions in all respects as the Executive Committee shall see fit and to purchase, redeem or pay off any such securities and reissue the same.
    5. Give guarantees, bonds and indemnities and to make, draw, accept, endorse, discount, execute and issue promissory notes, bills of exchange, drafts, debentures and all or any negotiable or transferable instruments.
    6. Settle any property both real and personal on any trust whether for charitable purposes or not, for the long-term benefit of the sport.

 

  1. COMMON SEAL
    1. The Common Seal of the QIHC shall be kept by the Secretary and shall not be affixed to any document except by resolution of the Executive Committee and in the presence of any two of the President, Vice President, Secretary or Treasurer.

 

  1. PUBLIC STATEMENTS
    1. No Member of the QIHC shall make any public statement regarding policy, or any other business directly connected with the running and administration of the QIHC without the prior consent of the Board of Directors.

 

  1. WINDING UP
    1. The QIHC shall be wound up in accordance with clause 24 of the Incorporated Societies Act 1908, or relevant clause in subsequent legislation.
    2. In the event of the winding up of the QIHC, the property and assets of the QIHC remaining after payment and discharge of all debts and liabilities of the QIHC and the expense of winding up, shall be transferred to SIHL.

 

 

  1. GENERAL
    1. It shall be the duty of all club members to assist those members with a lesser knowledge of the sport. Members must behave at all times in a proper and respectable manner, following policy from the Youth Protection Act, QIHC Health and Safety, QIHC Safe Sport Policy and the QIHC Code of Conduct. Members must observe all the rules of the skating rink, wherever they are. Complaints against members of this nature will be dealt with under rule 6.6 of this constitution.