Southern North Island Beekeeping Group Ltd

Rules of the Southern North Island Beekeeping Group Incorporated

(under the Incorporated Societies Act 1908)

1. NAME

The name of the Association shall be the “Southern North Island Beekeeping Group Incorporated”

2. OBJECTS.

The objects of the Association are :

(a) To promote interest in Beekeeping and bee products.
(b) To assist members in the control of bee diseases and pests
(c ) To improve the technique of apiculture amongst members
(d) To further and protect the interests of the Association

3. MEMBERSHIP

(a) Membership is open to all persons with an interest in beekeeping
(b) The member categories are:
(i) Financial Member – a person who has been accepted by the Association and has paid a subscription for the current year.
(ii) Junior Member - a person below 18 years of age who has been accepted by the Association and has paid a subscription for the current financial year
(iii) Life Member – a person approved by the Association who enjoys the full benefits of financial membership without payment of a subscription
(iv) Honary Member – a person approved by the Association who enjoys the benefits of limited membership as determined by the Association for a specified period without payment of any subscription.
(c) The Executive Committee shall have power to recommend as a Life Member any member of not less than 5 years standing , who in the opinion of the committee has rendered significant services to the Association, but such election shall not take effect unless and until the same is confirmed at the next Annual General Meeting.
(d) The Executive Committee shall have power to recommend as an Honorary Member any person who in the opinion of the committee will benefit the Association by virtue of such membership but such election shall not take effect unless and until the same is confirmed at the next Annual General Meeting.
(e) No member or junior member who has joined the Association shall be entitled to the benefits of membership until payment of the first annual subscription or part thereof as approved by the Executive Committee
(f) Persons below the age of 13 years or who will not attain the age of 13 years in the then current subscription year shall be eligible for junior membership without the right to hold office or to exercise the power of voting.

4. RESIGNATION

Any member may resign their membership by giving to the Secretary notice in writing to that effect provided that if notice be given after 31 August in any year they shall be liable to pay the subscription for that year.

5. EXPULSION

(a) The Executive Committee shall have the power to request any member to resign or to terminate any membership without explanation but for the purpose of this rule a vote in support of such request by not less than three-quarters of the whole Executive Committee shall be necessary.
(b) Upon the termination of membership under this rule the subscription paid for the current year may be returned to the member wholly or in part at the discretion of the Executive Committee.

6. OFFICERS

(a) The officers of the Association are:
(i) Chairperson - The Chairperson, when present shall preside at all meetings, shall sign all minutes and shall generally conduct all meetings. The Chairperson shall have a deliberative vote, and in cases of equality of voting, also a casting vote.
(ii) Vice Chairperson – The Vice-Chairperson shall act in the Chairperson’s stead when the latter is not available or declines to act. In the absence of the Chairperson, the Vice-Chairperson shall possess and exercise in all respects the powers and shall perform all the duties of the Chairperson.
(iii) Secretary – The Secretary shall attend all meetings of the Association, Take minutes of all proceedings, conduct all correspondence , issue notices of meetings and keep a register of the members of the Association, with the date of their joining the Association, and the withdrawal or death, as the case may be.
(iv) Treasurer – The Treasurer shall receive and collect all subscriptions and other money, pay the same into the bank, pay all accounts, keep the Group funds under supervision of and in such place and manner as shall be determined by the Executive Committee, keep a proper set of accounts, and shall prepare correct financial statements of account and balance sheet for the Annual General Meeting.
(v) The Treasurer and two other members of the Executive Committee shall be empowered to sign cheques for the Association, any two of such authorised persons to sign any document or payment on behalf of the Association.
(b) Nomination and Election of Officers
(i) Nominations for each position of Officer of the Association shall be made from the floor of an Annual General Meeting and each nomination shall have a proposer and seconder who each have voting rights.
(ii) Only members who have voting rights may be an Officer of the Association.
(c) Any Officer of the Association may be removed from office by a majority of the votes of members present at a Special Meeting of the Association called to consider such removal.

7 EXECUTIVE COMMITTEE:

(a) The affairs of the Association shall be conducted by an Executive Committee which shall consist of the Officers of the Association, together with such other persons as are nominated by the Annual General Meeting, being not less than one and not more than five additional persons.
(b) A failure of the Annual General Meeting to elect persons to each of the positions specified as Officers of the Association or to elect a full compliment of members to the Executive Committee shall not limit the powers of those Officers and Executive Committee members duly elected.
(c) It shall be the duty of the Executive Committee generally to conduct the affairs of the Association, to maintain a register of members, to collect all subscriptions, to keep usual and proper accounts, other records of business of the Association, to prepare and submit to the Annual General Meeting a report balance sheet and statement of accounts for the preceding year.
(d) The Executive Committee shall meet and act as required for the efficient conduct of the Association’s business, but in any event not less than once per year.
(e) A quorum shall consist of not less than one half of the total strength of the Executive Committee.
(f) The Chairperson or in their absence, the Vice-Chairperson, shall chair the Executive Committee meeting. In the absence of both Chairperson and Vice-Chairperson, the meeting shall elect a chairperson, in such circumstances , the business of the meeting shall require the subsequent ratification by the Chairperson.
(g) The meeting Chairperson shall have both a deliberative and a casting vote.
(h) At meetings of the Executive Committee, each committee member shall be entitled to one vote.
(i) Fourteen days notice shall be given of all Executive Committee meetings unless all committee members agree otherwise. An agenda shall, where possible accompany this notice.
(j) Should any member of the Executive Committee be absent without explanation from three consecutive meetings, they may be requested to vacate their position.
(k) If any vacancy should occur amongst the members of the Executive Committee the Executive Committee shall have the power to fill the post until the next Annual General Meeting.
(l) A Member of the Association may serve up to 5 consecutive years in any one office on the Executive Committee. Service beyond 5 years is subject to being elected unopposed at each Annual General Meeting.
(m) The Executive Committee shall have power to co-opt extra members and form sub-committees as required. Those members shall not have a vote.
(n) Any financial member of the Association shall have the right to attend meetings of the Executive Committee, but shall not have the right to vote. They may be granted speaking rights at the discretion of the Chair.
(o) The Executive Committee shall have power to expend the Association funds in such manner as they think fit in accordance with the rules and objects of the Association.
(p) The Executive Committee shall maintain a register of all members o the Association including any member in default of his/her subscription until the Executive Committee formally agrees to his/her removal from the register.

8 BORROWING POWERS:

(a) The Executive Committee shall have power to borrow up to a maximum amount as approved from time to time by members at an Annual General Meeting.
(b) The Executive Committee shall borrow on such terms as it thinks fit and to give such security therefore and interest thereon as they may determine, subject to two-thirds of the Executive Committee approving any such resolution or resolutions
(c) Any borrowing in excess of the maximum amount approved in total by an Annual General Meeting must be approved by a simple majority vote at a Special General Meeting of the Association.

9 INDEMNITY OF OFFICERS

No Officer of the Association shall be liable for the acts or defaults of any other Officer or for any loss occasioned by any error of judgement on his/her part or any other misfortune which shall happen in the execution of their office, unless the loss occurs through his/her own wilful default.

10 REVIEWER

(a) The accounts of the Association shall be reviewed annually, and at such other times or as the Association or the Executive Committee may direct, by any member or independent person who has not held the role of Treasurer during the current or preceding year.
(b) The Reviewer shall report to the Annual General Meeting on the Association’s accounts and shall sign the annual financial statements if correct , or report any reasons for refusing.

11 SUBSCRIPTIONS

(a) The Annual Subscription rates for members shall be set by the Annual General Meeting on recommendation from the Executive Committee and shall be binding on all members of the Association.
(b) Every member and junior member shall, on or before the 31st May in each year pay to the Association their annual subscription.
(c) If the annual subscription has not been paid by the 31st August in each year then the member shall cease to be a member of the Association.

12 GENERAL MEETINGS

(a) The Secretary of the association shall advise all Association members in writing of the day, place and hour of any general meeting, together with notice of the business to be transacted thereat, not less than 20 days before such meeting.
(b) Notice shall be deemed to have been given to a member if posted or delivered to the address of the member, or the member’s email address, as recorded the in Association’s register of members using any method to which the member has agreed.
(c) The failure to provide the correct notice to any member of a general meeting shall not render the business transacted at that meeting invalid.
(d) Conduct of General Meetings
(i) At all general meeting the chair shall be taken by the Chairperson. If the Chairperson is absent or declines the chair it shall be taken by the Vice-Chairperson. If the Vice-Chairperson declines or is absent then the meeting shall be adjoined until either the Chairperson or Vice-Chairperson is available to take the chair. A second such adjournment shall not be permitted and the chair shall be elected from the current financial members present at the re-convened meeting.
(ii) Every member present shall be entitled to one vote exercised in person on every motion and in the case of an equality of votes the Chair shall have a casting vote.
(iii) Voting shall be by voice, but if any member desires the Chair shall call for a division which shall be indicated by a show of hands, or if required by a secret ballot.
(e ) At all general meetings one fifth of the Association members entitled to vote on resolutions shall constitute a quorum.
(f ) No business requiring a vote of members may be transacted at a general meeting that fails to reach a quorum.

13 ANNUAL GENERAL MEETING

(a) The Annual General Meeting shall be held at a time and place fixed by the Executive Committee, within the months of April and May of each year, but no more than 18 months after the last Annual General Meeting.
(b) The business of the Annual General Meeting shall be:
(i) To receive a report on the activities of the Association from the Chairperson.
(ii) To receive a financial report, balance sheet and statement of accounts for the preceding year, and an estimate of the receipts and expenditure of the ensuing year.
(iii) To elect members to the Executive Committee for the ensuing year including the Chairperson, Vice-Chairperson ,Secretary and Treasurer.
(iv) To fix subscriptions on the recommendation of the Executive Committee for the ensuing year.
(v) To decide on any resolution which has been duly submitted to the Executive Committee and notified to members as business to be transacted at the meeting.

14 SPECIAL GENERAL MEETING

(a) The Executive Committee may at any time, or shall within 10 days after receipt of a petition from members representing in total at least one fifth of the Association members, convene a Special General Meeting for any specific purpose or purposes.
(b) A petition from members for a Special General Meeting shall be delivered to the Secretary or to the Chairperson and shall be set out in the form of a resolution or resolutions the business to be transacted at the meeting.

15 CUSTODY OF SEAL

The Executive Committee may supply a seal for the Association , which shall be kept in the custody of the Secretary. It shall not be affixed to any instrument except pursuant to a resolution of the Association. The affixture of the seal to all instruments shall be attested under the hands of any two of the three authorised members of the Executive Committee in terms of clause 6 (a) (v). The seal may from time to time be altered or renewed as the Executive Committee thinks fit.

16 INSPECTION OF RECORDS

Any member having an interest in the funds of the Association may inspect the accounts and names of the members at the office of the Secretary at all reasonable times.

17 ALTERATION OF RULES

(a) These rules may be rescinded, altered or added to by a resolution y a simple majority vote at the Annual General Meeting, or any Special General Meeting that may be called under clause 11, provided that amendment to the rules shall be permitted if it in any way affects the non-profit status of the Association in accordance with that definition in the Income Tax Act 1994 or amendments.
(b) Any proposed rescission , alteration or addition to the rules shall be proposed in writing to the Secretary at least 30 days before the Annual General Meeting , or any Special General Meeting at which the change is to be considered.

18 DISTRIBUTIONS

The Association and any of the Executive Committee, Officers or Members acting for the Association are hereby prohibited from making any distribution, whether by way of money, property, or otherwise, howsoever to any proprietor, member or shareholder of the association.

19 DISSOLUTION

(a) A majority of the members present at a Special General Meeting convened for the purpose may, provided that all the liabilities of the Association have been duly discharged, resolve that the Association be wound up as from a date to be named in such resolution

(b) The meeting shall also direct the method of disposition of the funds and property of the Association in a manner in keeping with the objects of the Association , provided that no funds or property whatsoever shall be paid to , or distributed, among the members of the Association.

Certificate of Incorporation

Southern North Island Beekeeping Group Ltd