CAMP3 Snowboarding Club Rules

~ An Incorporated Society ~

THE SOCIETY

1.0. Name "CAMP3 Snowboarding"

1.1. The name of the society is CAMP3 Snowboarding Incorporated ("CAMP3 Snowboarding").

1.2. The Society is constituted by resolution dated 25th May 2018.

2.0. Registered Office

2.1. The Registered Office of the Society is 59 Minaret Ridge, Wanaka, New Zealand.

3.0. Purposes of Society

3.1. The purposes of the Society: CAMP3 Snowboarding is a non-profit sports club created to facilitate rider development Snowboard Camps for qualified snowboard instructors. These Snowboard Camps will be held both in New Zealand and overseas. CAMP3 Snowboarding's goal is to help progress all-mountain riding, from park and pipe to freeriding and carving.

3.2. Pecuniary gain is not a purpose of the Society.

MANAGEMENT OF THE SOCIETY

4.0. Managing Committee

4.1. The Society shall have a Managing Committee (“the Committee”), comprising the following persons at the minimum: The Chairperson - [To be nominated at first AGM in May 2019] KEITH STUBBS as temporary Chairperson; The Secretary - RICHIE JOHNSTON; The Treasurer - KEITH STUBBS.

4.2. Once the membership of CAMP3 Snowboarding has reached 100 Active Members (see 11.0 for Types of Members), additional Committee Members can be voted upon and added to the Committee.

4.3. The Committee should always maintain an uneven number for voting purposes.

4.4. The Term for all Committee Members is 2 years.

5.0. Appointment of the Committee

5.1. At the Annual General Meeting, the Members may decide by majority vote: If the Committee should increase in size; Who from the Committee shall be the Chairperson, Secretary, and Treasurer; Whether any Committee Member may hold more than one position as an officer.

6.0. Cessation of Committee Membership

6.1. Persons cease to be Committee Members when: They resign by giving written notice to the Committee; or they are removed by majority vote of the Society at a Society Meeting; or their Term expires.

6.2. If a person ceases to be a Committee Member, that person must within one month give to the Committee all Society documents and property.

7.0. Nomination of Committee Members

7.1. Nominations for members of the Committee shall be called for at least 28 days before the Annual General Meeting. Each candidate shall be proposed and seconded via email from the Members and the completed nomination delivered to the Secretary. All retiring members of the Committee shall be eligible for re-election.

7.2. If the position of any Officer becomes vacant between Annual General Meetings, the Committee may appoint another Committee Member to fill that vacancy until the next Annual General Meeting.

7.3. If the position of any Committee Member becomes vacant between Annual General Meetings, the Committee may appoint another Society Member to fill that vacancy until the next Annual General Meeting.

7.4. If any Committee Member is absent from three consecutive meetings without leave of absence the Chairperson may declare that person’s position to be vacant.

8.0. Role of the Committee

8.1. Subject to the rules of the Society (“The Club Rules”), the role of the Committee can include but is not limited to: Administer, manage, and control the Society; Carry out the purposes of the Society, and Use Money or Other Assets to do that; Manage the Society’s financial affairs, including approving the annual financial statements for presentation to the Members at the Annual General Meetings; Set accounting policies in line with generally accepted accounting practice; Delegate responsibility and co-opt members where necessary; Ensure that all Members follow the Rules; Decide how a person stops being a Member; Decide the times and dates for Meetings, and set the agenda for Meetings; Decide the procedures for dealing with complaints; Set Membership fees, including subscriptions and levies; Make regulations.

8.2. The Committee has all of the powers of the Society, unless the Committee’s power is limited by these Rules, or by a majority decision of the Society.

8.3. All decisions of the Committee shall be by a majority vote.

8.4. Decisions of the Committee bind the Society, unless the Committee’s power is limited by these Rules or by a majority decision of the Society.

9.0. Roles of Committee Members

9.1. The Chairperson is responsible for: Ensuring that the Rules are followed; Convening Meetings and establishing whether or not a quorum (half of the Committee) is present; Chairing Meetings, deciding who may speak and when; Overseeing the operation of the Society; Providing a report on the operations of the Society at each Annual General Meeting.

9.2. The Secretary is responsible for: Recording the minutes of Meetings; Keeping the Register of Members; Holding the Society's records, documents, and books except those required for the Treasurer’s function; Receiving and replying to correspondence as required by the Committee; Forwarding the annual financial statements for the Society to the Registrar of Incorporated Societies upon their approval by the Members at an Annual General Meeting; Advising the Registrar of Incorporated Societies of any rule changes.

9.3. The Treasurer is responsible for: Keeping proper accounting records of the Society’s financial transactions to allow the Society’s financial position to be readily ascertained; Preparing annual financial statements for presentation at each Annual General Meeting. Providing a financial report at each Annual General Meeting; Providing financial information to the Committee as the Committee determines.

10.0. Committee Meetings

10.1. Committee meetings may be held via video or telephone conference, or other formats as the Committee may decide.

10.2. No Committee Meeting may be held unless more than half of the Committee Members attend;

10.3. The Chairperson shall chair Committee Meetings, or if the Chairperson is absent, the Committee shall elect a Committee Member to chair that meeting;

10.4. Decisions of the Committee shall be by majority vote;

10.5. The Chairperson or person acting as Chairperson has a casting vote, that is, a second vote;

10.6. Only Committee Members present at a Committee Meeting may vote at that Committee Meeting.

10.7. Subject to these Rules, the Committee may regulate its own practices;

10.8. The Chairperson or his/her nominee shall adjourn the meeting if necessary.

10.9. Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the Chairperson of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments. The Chairperson may with the consent of any Society Meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

Society membership

11.0. Types of Members

11.1. Membership may comprise different classes of membership as decided by the Committee.

11.2. Current types of Members include: Inactive Members (i.e. Membership Dues are not current) are able to access the CAMP3 website and communicate with other members but may not join the Snowboard Camps and do not hold any voting rights within the Society; Active Members (i.e. Membership Dues are current) may join the Snowboard Camps and maintain all voting rights within the Society; Camp Organisers (i.e. Active Members with paid organising roles) are delegated to organise and manage the Snowboard Camps and are paid for their work as organisers (as contractors); Camp Senseis (i.e. Snowboard Camp coaches), are professionals with a minimum Level Three certified with proven coaching experience and are paid for their work as coaches (as contractors).

12.0. Admission of Members

12.1. To become a Member, a person (“the Applicant”) must: Be invited by a current Member, be a qualified Snowboard Instructor, complete the online registration form, and agree to CAMP3 Club Rules.

12.2. The Committee shall have complete discretion when it decides whether or not to allow the Applicant become a Member. The Committee shall advise the Applicant of its decision, and that decision shall be final.

13.0. The Register of Members

13.1. The Secretary shall keep a register of Members (“the Register”), which shall contain the names, the postal and email addresses of all Members, and the dates at which they became Members.

13.2. If a Member’s contact details change, that Member shall give the new postal or email address or telephone number to the Secretary vie the CAMP3 Website.

13.3. Members shall have reasonable access to the Register of Member through the CAMP3 Website.

14.0. Cessation of Membership

14.1. Any Member may resign by giving written notice to the Secretary.

14.2. Membership terminated in the following way: If, for any reason whatsoever, the Committee is of the view that a Member is breaching the Rules or acting in a manner inconsistent with the purposes of the Society, the Committee may give written notice of this to the Member (“the Committee’s Notice”). The Committee’s Notice must: Explain how the Member is breaching the Rules or acting in a manner inconsistent with the purposes of the Society; State what the Member must do in order to remedy the situation; or state that the Member must write to the Committee giving reasons why the Committee should not terminate the Member’s Membership. State that if, within 14 days of the Member receiving the Committee’s Notice, the Committee is not satisfied, the Committee may in its absolute discretion immediately terminate the Member’s Membership. Fourteen days after the Member received the Committee’s Notice, the Committee may in its absolute discretion by majority vote terminate the Member’s Membership by giving the Member written notice (“Termination Notice”), which takes immediate effect. The Termination Notice must state that the Member may appeal to the Society at the next Meeting by giving written notice to the Secretary (“Member’s Notice”) within 14 days of the Member’s receipt of the Termination Notice. If the Member gives the Member’s Notice to the Secretary, the Member will have the right to be fairly heard at a Society Meeting held within the following 28 days. If the Member chooses, the Member may provide the Secretary with a written explanation of the events as the Member sees them (“the Member’s Explanation”), and the Member may require the Secretary to give the Member’s Explanation to every other Member within 7 days of the Secretary receiving the Member’s Explanation. If the Member is not satisfied that the other Society Members have had sufficient time to consider the Member’s Explanation, the Member may defer his or her right to be heard until the following Society Meeting. When the Member is heard at a Society Meeting, the Society may question the Member and the Committee Members. The Society shall then by majority vote decide whether to let the termination stand, or whether to reinstate the Member. The Society’s decision will be final.

15.0. Obligations of Members

15.1. All Members (and Committee Members) shall maintain the purposes of the Society and shall do nothing to bring the Society into disrepute.

Facilitation of Snowboard Camps

16.0. Camp Locations

16.1. Locations of camps will be decided upon by the Committee, based on the focus of the specific Snowboard Camp. Camps will be held within the laws of the country in which they are being held.

16.2. Camp locations will be decided upon at the start of each financial year. Any suggestions from Members for new camp locations should be submitted by the end of April each year.

17.0. Camp Organisation

17.1. All Snowboard Camps will have a designated Camp Organiser. This person should know the area in which the camp is being held extremely well. The Camp Organiser is responsible for: answering questions from Members joining the camp; arranging accommodation and lift passes (if included in the camp costs); managing any serious issues that arise during the camp.

17.2. Camp Organisers will be remunerated for their time in some form (amount depends on the extent of their responsibilities and the size of the camp).

18.0. Insurance and Liability

18.1. All members attending Snowboard Camps MUST have their own comprehensive travel and medical insurance. This insurance must cover snowboarding as an activity, riding off-piste and in the terrain park.

18.2. Camp Senseis (coaches) will not be held liable for any injuries to, or misconduct performed by, Members attending the Snowboard Camps. All Members are qualified snowboard instructors, thus they are suitably educated to make their own decisions based on their capabilities.

19.0 Costing Structure

19.1. All Snowboard Camps shall be priced in a way where the Society breaks even with minimum numbers in attendance.

19.2. All Snowboard Camps shall specify the exact inclusions and costs of the camp.

Money and other assets of the Society

20.0. Use of Money and Other Assets

20.1. The Society may only Use Money and Other Assets if: It is for a purpose of the Society; It is not for the sole personal or individual benefit of any Member; and That Use has been approved by either the Committee or by majority vote of the Society.

21.0. Membership Fees

21.1. If any Member does not pay their Membership Dues by the date set by the Committee, the Membership will be come "Inactive". After that date, the Member shall not be able to join any Snowboard Camps until their Membership Dues are current again.

22.0. Employmees and Contractors

22.1. The Committee may: Employ people for the purposes of the Society; pay Camp Senseis as contractors to coach on Snowboard Camps; pay external businesses or contractors for additional services for the purposes of the Society.

23.0. Financial Year

23.1. The financial year of the Society begins on 1st April of every year and ends on 31st March of the next year.

24.0. Assurance on the Financial Statements

24.1. Once the Society has over 100 members, or making a net income of over $1000 NZD annually, it shall appoint an accountant to review the annual financial statements of the Society (“the Reviewer”). The Reviewer shall conduct an examination with the objective of providing a report that nothing has come to the Reviewer’s attention to cause the Reviewer to believe that the financial information is not presented in accordance with the Society’s accounting policies. The Reviewer must be a suitably qualified person, preferably a member of the New Zealand Institute of Chartered Accountants, and must not be a member of the Committee, or an employee of the Society. If the Society appoints a Reviewer who is unable to act for some reason, the Committee shall appoint another Reviewer as a replacement.

The Committee is responsible to provide the Reviewer with: Access to all information of which the Committee is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters. Additional information that the reviewer may request from the Committee for the purpose of the review; and Reasonable access to persons within the Society from whom the reviewer determines it necessary to obtain evidence.

Conduct of meetings

25.0. Society Meetings

25.1. A Society Meeting is either an Annual General Meeting or a Special General Meeting. They may be held in person or via online live conference and be available to all Members to join.

25.2. The Annual General Meeting shall be held once every year no later than five months after the Society’s balance date. The Committee shall determine when and where the Society shall meet within those dates.

25.3. Special General Meetings may be called by the Committee. The Committee must call a Special General Meeting if the Secretary receives a written request signed by at least 50% of the Members.

25.4. The Secretary shall: Give all Members at least 14 days notice of the business to be conducted at any Society Meeting. Additionally, the Secretary will provide, appropriate: A copy of the Annual Financial Statements as approved by the Committee, A list of Nominees for the Committee, and information about those Nominees if it has been provided. (The Secretary must not provide Members with information exceeding one side of an A4 sheet of paper per Nominee.) Notice of any motions and the Committee’s recommendations about those motions. If the Secretary has sent a notice to all Members in good faith, the Meeting and its business will not be invalidated simply because one or more Members do not receive the notice.

25.5. All Members may attend and vote at Society Meetings.

25.6. All Society Meetings shall be Chaired by the Chairperson. If the Chairperson is absent, the Society shall elect another Committee Member to Chair that meeting. Any person Chairing a Society Meeting has a casting vote.

25.7. On any given motion at a Society Meeting, the Chairperson shall in good faith determine whether to vote by: Voices; Show of hands; or online ballot.

25.8. The business of an Annual General Meeting shall be: Receiving any minutes of the previous Society’s Meeting(s); The Treasurer’s report on the finances of the Society, and the Annual Financial Statements; Election of Committee Members; Motions to be considered; General business.

25.9. The Chairperson or his nominee shall adjourn the meeting if necessary.

25.10. Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the Chairperson of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further adjournments. The Chairperson may with the consent of any Society Meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.

26.0. Motions at Society Meetings

26.1. Any Member may request that a motion be voted on (“Member’s Motion”) at a particular Society Meeting, by giving written notice to the Secretary at least 28 days before that meeting. The Member may also provide information in support of the motion (“Member’s Information”). The Committee may in its absolute discretion decide whether or not the Society will vote on the motion. However, if the Member’s Motion is signed by at least 51% of eligible Members: It must be voted on at the Society Meeting chosen by the Member; and The Secretary must give the Member’s Information to all Members at least 14 days before the Society Meeting chosen by the Member; or If the Secretary fails to do this, the Member has the right to raise the motion at the following Society Meeting.

26.2. The Committee may also decide to put forward motions for the Society to vote on (“Committee Motions”) which shall be suitably notified.

Common seal

27.0. Common seal

27.1. The Committee shall provide a common seal for the Society and may from time to time replace it with a new one.

27.2. The Secretary shall have custody of the common seal, which shall only be used by the authority of the Committee. Every document to which the common seal is affixed shall be signed by the President and countersigned by the Secretary or a member of the Committee.

Altering the rules

28.0. Altering the Rules

28.1. The Society may alter or replace these Rules at a Society Meeting by a resolution passed by a two-thirds majority of those Members present and voting.

28.2. Any proposed motion to amend or replace these Rules shall be given in writing to the Secretary at least 28 days before the Society Meeting at which the motion is to be considered, and accompanied by a written explanation of the reasons for the proposal.

28.3. At least 14 days before the General Meeting at which any Rule change is to be considered the Secretary shall give to all Members written notice of the proposed motion, the reasons for the proposal, and any recommendations the Committee has.

28.4. When a Rule change is approved by a General Meeting no Rule change shall take effect until the Secretary has filed the changes with the Registrar of Incorporated Societies.

Bylaws

29.0. Bylaws to govern the Society

29.1. The Committee may from time-to-time make, alter or rescind bylaws for the general management of the society, so long as these are not repugnant to these rules or to the provisions of law. All such bylaws shall be binding on members of the Society. A copy of the bylaws for the time being, shall be available for inspection by any member on request to the Secretary.

Winding up

30.0. Winding up

30.1. If the Society is wound up: The Society’s debts, costs and liabilities shall be paid; Surplus Money and Other Assets of the Society may be disposed of: The surplus Money and Other Assets shall be distributed between the members.

Definitions

31.0. Definitions and Miscellaneous matters

31.1. In these Rules: “Majority vote” means a vote made by more than half of the Members who are present at a Meeting and who are entitled to vote and voting at that Meeting upon a resolution put to that Meeting. “Money or Other Assets” means any real or personal property or any interest therein, owned or controlled to any extent by the Society. “Society Meeting” means any Annual General Meeting, or any Special General Meeting, but not a Committee Meeting. “Use Money or Other Assets” means to use, handle, invest, transfer, give, apply, expend, dispose of, or in any other way deal with, Money or Other Assets. “Written Notice” means communication by post, electronic means (including email, and website posting), or advertisement in periodicals, or a combination of these methods. "CAMP3 Website" refers to the domain name https://camp3snowboarding.com and is purposed for communication for all members.

It is assumed that Where a masculine is used, the feminine is included. Where the singular is used, plural forms of the noun are also inferred. Headings are a matter of reference and not a part of the rules Matters not covered in these rules shall be decided upon by the Committee.

Change Log

13 April 2018: First version of draft rules created.