This Policy and Rules incorporates all amendments and additions passed by annual conferences up to and including the 2005 Conference.
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The policy of the New Zealand Deerstalkers' Association Incorporated shall be:
It shall be the policy of the New Zealand Deerstalkers Association Incorporated:
NZDA's current position on poisons and toxins
(Conference 2002, Hamilton, Adopted in the annual report)
Summary
The New Zealand Deerstalkers’ Association Incorporated opposes, categorically, the use of poison when used in such a way as to kill game animals deliberately or otherwise.
Submissions
It was moved and carried, that the Association adopt the following principles to guide the association’s submissions:
Conclusion
This position statement will provide clear guidelines for association representatives and members involved in negotiations or discussion where game animals are under threat from poisons and toxins.
The New Zealand Deerstalkers’ Association Incorporated supports policies rather than political parties.
We endorse policies that support the historic rights and privileges of responsible recreational game harvesters and shooters, and we support policies that penalise lawbreakers.
Most political parties with members in the house have some members who support the existing rights and privileges of game harvesters.
Some parties have such policies in their manifestos.
Other parties and individual members of parliament seek to nullify the rights and privileges we hold as our birthright.
NZDA Position
The Association recommends that members support politicians and parties that endorse the rights and privileges of responsible game harvester and firearm users.
"A peculiar virtue in wildlife ethics is that the hunter ordinarily has no gallery to applaud or disapprove of his conduct. Whatever his act they are dictated by his own conscience, rather than by a mob of onlookers. It is difficult to exaggerate the importance of the fact."
Aldo Leopold. The Sand County Almanac.
A member of the New Zealand Deerstalkers' Association Incorporated will be expected to:
Each member shall endeavour, as far as possible:
All feral self sustaining populations of game animals, whether these be from the acknowledged existing feral ranges of the animals or from new or satellite herds which have developed from natural spread, liberations or escapes
Entries will not be eligible if A TROPHY FEE HAS BEEN PAID and any of the following methods of taking a trophy(s) are used:
The animal:
The trophy:
1. The name of the Association shall be the “NEW ZEALAND DEERSTALKERS’ ASSOCIATION INCORPORATED” Any reference made in the Association’s National Policy and Association Rules or the NZDA National Competition Rules, when the full words New Zealand Deerstalkers’ Association are used, the word Incorporated must be added.
2. The objects for which the Association is established are:
(a) The formation, encouragement and advancement of the sport of recreational hunting, bushcraft, shooting and the like and to provide facilities for the same.
(b) The formation, encouragement and advancement of incorporated branch associations.
(c) The provision of the machinery and organisation for consultation between recreational hunters; for arbitration between individuals and/or branches on matters under dispute; and the settlement of all questions referred to the Association.
(d) The protection of the interests of recreational hunters and the repression of any abuses in connection with recreational hunting.
(e) The making of such rules, regulations and code of ethics as may be thought necessary or desirable in the best interests of the sport.
(f) The implementation of all Conference decisions of the New Zealand Deerstalkers’ Association Incorporated.
(g) To gain adequate NZDA representation where desirable of such public bodies or organisations, whose functions are deemed of importance to, or affecting the Association.
(h) To provide encouragement and assistance in the formation and administration of any other organisation deemed necessary in the interests of outdoor sportsmen generally.
(i) The encouragement and preservation of respect for the rights of all landholders.
(j) The fostering of interest in native flora and fauna and the conservation of the same.
(k) The Association’s affairs shall not be conducted for the profit of its members and no part of the income or assets of the Association shall ensure to the benefit of any officer or other member of the Association provided that this Rule shall not prevent the payment of such expenses or remuneration to members and employees of the Association as the National Executive of the Association shall decide.
(l) To do all such other things as may be necessary, incidental or conducive to the attainment of the above objects, the Association’s National Policy, Code of Ethics or Field Guidelines.
3. All resolutions of the National Conference declared to be National Policy, Code of Ethics and Field Guidelines shall form the National Policy of the Association and shall be accepted as such and loyally supported by all members.
4. (a) The Association shall be divided into local branches each of which MUST be incorporated in accordance with the provisions of the Incorporated Societies Amendment Act 1908 and subsequent amendments.
(b) No local Branch of the Association shall hereafter be formed unless the opinion of immediate neighbouring Branches have been obtained and has been referred to the National Executive for a decision.
(c) The rules of each local branch and any amendment thereto shall first be approved by the National Executive of the Association provided that this provision shall not apply to a Branch amending its rules in order to disaffiliate, however no alteration to the winding-up clause of any Branch Rules will be permitted where that alteration provides for the distribution of any surplus funds or assets to members of that Branch or any members of the New Zealand Deerstalkers Association Incorporated.
(d) Pending incorporation of all local branches each and every local branch shall for the purposes of these rules be deemed to be already incorporated and subject to the rules herein relating to incorporated Branches and the provisions of the Incorporated Societies Act 1908 and subsequent amendments.
(e) Any member of the National Executive shall have the right to attend at all or any meetings of any local Branch provided reasonable notice is given.
(f) Any group of persons applying to form a branch or otherwise affiliate with the Association shall forward to the Secretary together with such application, the sum of $10.00. In the event of the application being granted that sum shall be applied towards payment of capitation as provided by Rule 10 thereof. If it is declined, then the same shall be returned to the applicants.
5. Members of the Association shall be defined as those persons of good repute who may wish to apply and who have been duly elected according to the rules of the local Branch. All members are required to abide by the Association’s ethics, rules and all official hunting and firearm regulations.
(a) Membership of the Association shall consist of the following classes of membership:
- Members
- Associates
- Supporters
(b) Members are entitled to privileges as accorded by the rules below of the Association, and will be in one of the following categories:
- Senior Members
- Junior Members
- Student Members
- Superannuant Members
- National Life Members
- Branch Life Members
- Branch Honorary Members
- Endowment Members
- Family Members
- Affiliate Members
Definition of these categories is in clause (e) (i) – (xi) of this rule.
(c) Associate members are entitled to reduced privileges of the Association, and will be in one of the following categories:
- Associates
- Family Associates
Further definition of these categories is in clause (e) (ix) a) – h) of this rule.
(d) Supporters of the Association are businesses or organisations that support the ideals of the Association and will be in one of the following categories:
- NZDA Sponsors
- Affiliated Clubs & Associations
Definition of these categories is in clause (e) (xi) and (xii) of this rule.
(e) Definition of the various membership categories is as follows:
(i) Senior members shall be entitled to full privileges of the Association. Senior members will be included branch return for voting purposes.
(ii) Junior members shall be under the age of eighteen years as at the beginning of the financial year. Junior members will not be included in the Branch returns for voting purposes.
(iii) Student members shall be those members over the age of eighteen who remain within the education system, including apprentices, and carry a current Student Identification Card valid for the whole of the academic year pertaining to the commencement of the Association's financial year. The President of the member’s local branch will be required to certify, in writing, that the member is eligible to be included in this category. Student members will be included in the Branch returns for voting purposes.
(iv) Superannuant members shall be those members who are eligible to receive National Superannuation at the commencement of the Association's financial year. The President of the member’s local branch will be required to certify, in writing, that the member is eligible to be included in this category. Superannuant members will be included in the Branch returns for voting purposes.
(v) A National Life member of the Association shall be a person elected as such by a Conference on the motion of the National Executive, such motion to have been formulated at a prior meeting of the National Executive. A Life member shall be entitled to all the privileges of the Association but shall not be liable for the payment of any annual subscription.
(vi) A Branch Life member shall be a person elected as such by a local Branch with the prior approval of the National Executive. A Life member of a Branch Association shall be entitled to all privileges of the Association but shall not be liable for the payment of any annual subscription. In the first instance all nominations for Branch Life membership shall be made in confidence to the Branch Executive, who, following approval of such nomination, shall cause the said nomination to be placed on the agenda of a General Meeting. Capitation Fees for a Life member of a Branch Association shall be payable to the Association on the same basis as provided for under Rules 10, 11, 12, 13, 14 and 15 herein. Branch life members will be included in the Branch returns for voting purposes.
(vii) Branch Honorary Member shall be a persons conferred as such by the local Branch Committee in recognition of conspicuous services to deerstalking, or related activities, or assistance to the Branch Association. Such members shall remain as Branch Honorary Members at the pleasure of the Branch Committee, and shall not pay any subscription to the branch. Branch Honorary Members shall receive such privileges as their local branch may wish to grant them according to their own rules. However, on a national level, Branch Honorary members will not receive copies of the Association’s journal. “NZ Hunting & Wildlife, and may not participate in National Competitions and activities and are not entitled to vote or hold office.
(viii) Endowment members will be those persons who wish to pay a subscription to provide for remainder of Life membership. 'Endowment' members who are not resident in New Zealand will normally become members of Headquarters Branch National Office. Should they reside within New Zealand they will automatically become members of the nearest local Branch. The National Office will distribute NZ Hunting and Wildlife and will issue membership card as soon as practical after the beginning of each financial year. The subscription shall be set by the National Executive at a percentage/multiple of prevailing Headquarters branch subscriptions. The subscription will be invested by the Association to provide an income equivalent to that set for the Headquarters Branch. The Headquarters branch will remit to those local branches the difference between capitation payments and the ordinary member's subscription ruling at the Headquarters Branch from time to time but limited to 50% of the interest rate earned on the investment. The National Executive shall make provision for applicants to become Endowment members by five yearly payments as well as by lump sum. Endowment members will be included in the Branch returns for voting purposes.
(ix) Affiliate members shall be those persons who are already fully capitated senior members or junior members or life members of another branch of the Association who may wish or do apply and are elected to that status according to the rules of that branch which will then grant them full privileges as if they were members of that branch. Affiliate members will only be included in the Branch return for the branch that they are a fully capitated member or life member of for voting purposes.
(x) Family members and Family Associates must be the partner, child or grandchild, child or grandchild of the partner, or sibling, of a fully paid up member or associate.
- (a) Children, siblings and grandchildren must not have reached their eighteenth (18th) birthday at the commencement of the financial year for that Branch he/she so joins.
- (b) Family members may participate in National Competitions and activities. Family Associates may not participate in National Competitions and activities.
- (c) Family members and Family Associates will not receive copies of “NZ Hunting & Wildlife” or other National publications or circulars or be subject to National levies.
- (d) Family members and Family Associates will not be included in Branch returns for voting purposes but will be returned as Family members and Family associates.
- (e) Family members and Family Associates will have no voting rights as Family members at National levels, nor may they hold an elected office at National level.
- (f) Applications for Family membership must be made on the standard NZDA membership application form proposed by the fully paid member.
- (g) Family members and Family Associates may transfer to full membership on payment of the balance of the full membership and capitation between family and full member.
- (h) Should the fully paid member who proposed the Family member or Family Associate cease to be a financial member then the family membership automatically lapses unless the requirement of Clause (h) is met. In the event of the death of the full member or associate, Branches at their discretion may allow Family membership to continue.
(xi) Associates of the Association will not receive copies of the Association's journal, "NZ Hunting & Wildlife", may not participate in National Competitions and activities, and are not entitled to vote. Associates shall receive such privileges as the local Branch may wish to grant them according to their own rules but may shall not hold office in the branch, or elected office at National Executive.
(xii) NZDA Sponsors are companies and trade organisations that have regularly assisted the Association. They will be listed regularly in the Association’s official publication.
- (a) The list on NZDA Sponsors will be reviewed annually, by the Executive at their April/May meeting.
- (b) The provisions of clauses (e) to (j) of this Rule shall not apply to NZDA Sponsors.
(xiii) Affiliated clubs & organisations are those bodies that meet the criteria as set out in rule 9 of the Association.
(f) All members will observe the rules and regulations and the Code of Ethics of the Branch and the National body.
(g) No person shall be made a member of a branch who has been expelled from the Association except with the consent of the National Executive.
(h) Any question arising between any applicant for membership and the Association or any of its branches as to whether such person is or is not eligible for membership may be referred to the National Executive whose decision shall be final.
(i) Every person who is admitted as a member to any one of the branches of the Association incorporated under the Incorporated Societies Amendment Act 1908 and its subsequent amendments shall in accordance with Section 7 thereof be ipso facto a member of the Association.
(j) The members of the Association shall be:
(i) All persons who are members of branch when these rules are registered and take effect.
(ii) All persons who where after are for the time being members of a branch in accordance with the rules of such branch.
(k) Every member who ceases to be a member of a branch shall ipso facto cease to be a member of the Association.
6. (a) Each of the following acts shall constitute a breach of these rules for the purpose of Rule 6(b) hereof, namely:
(i) If a local branch acts in such manner or places itself in such a position as to bring in the judgement of a conference or of the National Executive, the name of the Association into ill repute.
(ii) If a local branch is unable, neglects or refuses to pay the capitation fee or any levy payable to the Association.
(iii) If a local branch neglects or is unable to pay its just debts.
(iv) If a local branch is managed or controlled contrary to the decisions of a Conference or the National Executive or contrary to the objects or ethics of the Association.
(v) If a local branch is dormant.
(b) Where a breach of these rules is committed by a local branch:
(i) The National Executive shall have absolute power to take control of the affairs and finances of such local branch and shall conduct its management upon such conditions and for so long as the National Executive deems expedient and may by a vote of a two-thirds majority wind up such branch provided that where the National Executive shall act under this Rule it shall act as trustee for the branch pending settlement of matters in dispute to the satisfaction of the National Executive or to conference and provided further that such branch shall be entitled to send two delegates to state their case to the next succeeding conference and provided further that no action shall be taken under this sub clause except for breaches of Clauses 6 (a), (ii),(iii) and (v) of these rules.
(ii) The National Executive may at any time by notice in writing require such local branch forthwith to remedy such breach or may invite all or any of the members of such local branch or its officers, executive or committee (however named or described in its rules) to retire from the Association. If such breach is not remedied or if such members do not retire the National Executive may suspend such local branch for any period up to the concluding day of the next conference and may submit the question of its expulsion to the next conference, and such local branch whose expulsion is under consideration shall have the right to submit evidence and/or explanation on its own behalf through not more than two delegate either verbally or in writing, and if it does not avail itself of this right, the conference shall proceed to hear the case. The reasons for the suspension and any evidence in support thereof shall be given to the conference either verbally or in writing by not more than two members of the National Executive and if thereupon two-thirds of the local branches present at such conference shall vote for the expulsion of such branch, the branch shall forthwith without releasing them from any antecedent liability cease to be a member of the Association.
(iii) Where a breach of Clauses 6 (a) (ii) or (iv) of these rules is committed by any branch then the National Executive by a vote of a two-thirds majority of those present and voting at a duly constituted meeting may by notice in writing under the Act of the President and served on the President or Secretary of the Branch freeze all the assets of such branch and no person shall thereafter in any way deal with the same. Where any funds are frozen by the National Executive under this clause the following procedure shall apply:
(iv) The exercise of any one of the powers given the National Executive by sub-clause 6 (b) (i) and (ii) shall not prevent the exercise of the other responsibility.
(c) The control of individual members shall be the responsibility of the local branches but if any individual member or members behave in a manner contrary to the objects or ethics of the Associations or are guilty of any act, conduct, disorder or neglect to the prejudice of this Association or its aims or ideals and if the local Branch concerned has failed to deal or to deal adequately with such member or members the National Executive may call on such local Branch to do so and if it refuses or neglects to do so within one month of receiving the request to do so then such local Branch shall be deemed to have committed a breach of these rules for the purpose of Rule 6 (b) hereof and the National Executive itself may deal with such member or members and inflict any penalty appropriate under the rules of the local branch provided that in any particular case a local Branch may delegate authority to the National Executive to deal with one of its members and the National Executive shall thereupon determine the matter and impose such penalty as it shall in its absolute discretion deem fit.
(d) Members shall not be permitted to call or hold a meeting with the object of disaffiliation of their Branch from the Association when an action under Rule 6 has been commenced by the National Executive.
7. Any delegates of a local Branch may be suspended from attendance at any portion of a conference or at any future conference or conferences provided four-fifths of the delegates of local branches present at the conference at which such suspension is under consideration shall vote in favour thereof. The Secretary of the local branch shall be notified forthwith by written electronic means or by couriered letter of the suspension of the delegate and such Branch may if it desires appoint a new delegate.
8. (a) Where any member is aggrieved by a decision of his officers, executive or committee (however named or described in the Rules) or by a decision of a general meeting of the members of the local branch to which he belongs such member shall have a right of appeal to the Appeal Committee hereinafter mentioned.
(b) Where the rules or by-laws of a local Branch provide for a right of appeal, no appeal under these rules shall lie until the member aggrieved shall have exhausted his rights under the rules or by-laws of his local branch in which case the appeal shall lie from the final decision so reached.
(c) The member shall give written notice of such appeal to the Secretary of his local Branch within 21 days of the date of the decision appealed against(or where an appeal lies under the rules or by-laws of the Branch) then within 21 days of the final decision under the said rules or by-laws and shall send a copy of such notice to the National Secretary within 28 days of the decision appealed against.
(d) The National Secretary shall as soon as possible refer the matter in dispute to the Appeal Committee, which shall fix a date for the hearing and notify the parties, the National Secretary, and the Secretary of the local Branch accordingly.
(e) The appeal shall be by way of a rehearing and the Appeal Committee shall hear all relevant evidence(which may be oral or in writing) presented by the parties. An officer of the branch shall be entitled to give evidence to explain the basis of the decision of the branch and branch policy and the National Secretary or a member of the National Executive shall be entitled to give evidence as to the Association policy. The Appeal Committee may also call or consider such other evidence, documented or otherwise which it considers relevant.
(f) The decision of the Appeal Committee which shall be in writing containing reasons and delivered to the National Executive, the branch and the parties, shall be final and binding on the Association, the member and his local Branch.
(g) The members of the Appeal Committee shall consist of the Honorary Solicitor of the Association and two other members or where the Honorary Solicitor is unable or unwilling to act, then the Appeal Committee shall consist of three members. No person who is interested either directly or indirectly in the outcome thereof shall be eligible to serve as a member of the Appeal Committee hearing that appeal. Unless the members of the Appeal Committee have been appointed by an Annual or Special Conference they shall be appointed by the National Executive, which shall have power to fill the vacancies.
(h) Where the officers, executive or committee or a member of any local branch are aggrieved by a decision of the National Executive they may appeal to the Appeal Committee and the foregoing rules shall apply mutatis mutandis.
(i) The Association shall pay to the Appeal Committee traveling and accommodation allowance according to the scale set down in Rule 46 of these rules.
(j) In any appeal the appellant shall put up a bond of $100 to cover costs if his/her case is lost and the Appeal Committee directs that costs be awarded to the defending party. If the appeal is won then part or the entire bond may be refunded by the National Executive at its sole discretion. The Appeal Committee may also order the unsuccessful party to pay reasonable costs to cover traveling and accommodation expenses of the successful party and the Appeal Committee.
9. (a) Formal affiliation of any other club or Organisation, which are incorporated societies, to the Association, will be granted following the granting of approval by the Association’s annual conference.
(b) Such affiliation will only be granted to those groups that are unable, because of technical difficulties, to become full branches of the Association, or for reasons acceptable to the National Executive.
(c) As a condition of affiliation applicant organisations will be obliged to honour the Association’s “Code of Ethics”, “Field Guidelines” and “National Policy” and submit its rules and constitution for perusal and acceptance by the National Executive.
(d)
An affiliation fee per member of the affiliate equal to the capitation for an associate member will be charged to cover the costs of servicing the affiliate, supplying each member with a copy of the 'Bugle' and 'NZ Hunting & Wildlife'.A nominal affiliation fee will be set by the National Executive to service the affiliate together with other incidentals(e) The affiliate will be entitled to send representatives to all NZDA conferences and seminars but will pay their own expenses.
(f) The affiliate will be encouraged to submit remits to the Association’s annual conference, such remits will be sponsored by National Executive or Branches (ie. formal motion and seconding). The affiliate will be entitled to debate on all remits and policy but will not be entitled to vote.
(g) The affiliate will be encouraged to exhibit at national competitions but will not be entitled to win or hold any of the Association’s trophies.
10. (a) ‘Every member shall (subject to the provisions of the rules of the local branch to which he belongs as to the method of payment) pay to the local branch on behalf of the Association an annual capitation fee. A new member joining after February 28th but before 1st June shall pay 100% of that years capitation, a new member joining on or after 1st June but before 1st September shall pay 75% of that years capitation, a new member joining on or after 1st September but before 1st December shall pay 50% of that years capitation and a new member joining on or after 1st December but before 1st March shall pay 25% of that years capitation. If a person has been a financial member during any quarter of the previous financial year then they cannot be considered to be a new member and must accordingly pay the full capitation fee due for that year. ‘
(b) Each Annual Conference shall fix the rate of the Capitation fee payable to the Association out of subscriptions received by the local branches from its members for the twelve months commencing on the first day of March following the Annual Conference. The capitation fee so fixed to be such that fifty cents (50c) from each capitation fee received shall be invested by the Association, and the interest only from the investment be used for specific projects as authorised by National Executive.
(bb) Each annual conference shall also have the power to impose a levy for any general or special purpose which shall be binding on all branches provided it is approved by a two thirds majority of those delegates attending conference.
(c) Local Branches may(subject to payment thereout to the Association of the amount of capitation fees and subject to the other provisions of these rules) retain the balance of the amount of subscriptions received by them for their own use respectively.
(d) Where for any reason whatsoever the rate of the capitation fee is not fixed in respect of any financial year of the local branches the rate for such financial year shall remain at the rate last fixed.
(e) The financial year of the local branches shall be fixed by the local branches as they shall determine. The financial year of the Association shall end on the last day of February.
11. (a) Each local branch on receiving subscriptions for any financial year shall forthwith credit the Association in its books of account with the amount of the capitation fee payable out of the subscriptions at the rate fixed for the year and such credit shall remain until the Association receives payment of such amount in the manner herein provided.
(b) Where subscriptions are received by a local branch before the rate has been fixed it shall so credit the Association with an amount equivalent to the capitation fee at the rate last fixed, in which case any necessary adjustment shall be made in its books when the rate is fixed by the conference during the current financial year.
(c) Each local branch on receiving any arrears of subscriptions shall forthwith pay to the Association the amount of the capitation fee payable out of such arrears at the appropriate rate or rates for the financial year or years in respect of which such arrears owed.
(d) Each local branch shall on the 15th day following the close of each quarterly period calculated from the close of the financial year of the branch pay to the Association the total amount of the capitation fees payable out of subscriptions received by it for the then previous quarter to the intent that the total amount so payable to the Association shall be based on the total number of financial members (excluding Honorary Members) appearing on the register of members of such local branch at the close of the quarterly period.
(e) The amount of the capitation fees shall when received by the Association from local branches be deemed income of the Association for its financial year.
(f) Each local branch shall, not later than the 15th day of April each year, forward to the National Secretary a return of its members as at 28th February of each year and distinguishing between junior members, ordinary members, associate members, honorary life members and family members and showing the number of members in each category gained and lost during that year. The return shall also distinguish between financial and non-financial members in each class and shall detail the actual subscription received from each class of member for that financial year. This will be calculated accordingly to 100% of that year’s capitation, or 75%, 50% or 25% as per the Rule Subscription and Levies 10 (a)
(g) Any local branch which is three calendar months in arrears with the payment to the Association of the total amount of the capitation fees due by it under Paragraph (d) hereof shall be deemed unfinancial and whilst it remains unfinancial its delegates shall not be entitled to take part in any proceedings or exercise any voting power at any annual or special conference.
12. The National Executive shall have the power from time to time to levy each local branch in case of extreme emergency and importance to the Association (of which emergency and importance the National Executive shall be the sole judge) for payment by all local branches of a sum not exceeding 20% of capitation in any financial year for every financial member at the date of such levy.
13. Such levy shall be payable to the Association on the day fixed for payment thereof by the National Executive which in addition may direct that levy be payable by installments.
14. The National Executive may on such grounds as it thinks fit remit the whole or any part of any capitation fee or levy or grant further time for payment thereof or part thereof.
15. Each local branch shall not later than the 15th day following its annual general meeting forward to the National Secretary a copy of its annual report and duly independently compiled, reviewed or audited balance sheet.
16. (a) Subject to the following conditions the rules of the Association may be altered, added to or rescinded at any annual or special conference of the Association.
(b) An alteration proposed by any branch must be lodged with the National Secretary at the Registered office of the Association on or before 5 p.m. on the day 63 clear days before the date of the commencement of the next annual conference.
(c) At least twenty-eight clear days notice of the proposed alteration shall be given all local branches. Every such notice shall set forth the purport of the proposed alteration.
(d) The resolution for alteration to the rules must be passed by a two-thirds majority of persons present and voting on such resolution at such conference.
(e) Copies of every such alteration shall forthwith be sent to every local branch and to the Registrar in accordance with the Incorporated Societies Act 1908 and its subsequent amendments.
17. Conferences shall be either annual conferences or special conferences.
18. An annual conference shall be held as early as possible in the month of July in each year and the venue and date of the next annual conference shall be fixed by the preceding conference or in default by the National Executive.
(a) The National Executive or any committee or any branch shall be entitled to bring matters forward for discussion at Conference.
(b) Any person desiring to bring forward matters for discussion at Conference shall give to the National Secretary at least 63 clear days notice in writing thereof and the National Secretary shall at least 28 clear days prior to conference send to all local branches an agenda setting out the matters to be considered at Conference including all reports from committees appointed by Conference or National Executive to be considered at Conference and these shall be taken as read by Conference.
(c) Unless a matter has been notified to branches at least 28 clear days prior to Conference then the same shall not be put to the vote at Conference except as a recommendation to the National Executive unless it appears to the Chairman of the meeting either that it be non-contentious or that although the time limit may not have been strictly observed, nevertheless all branches have had an opportunity of properly considering the matter.
(d) When any matter which has been proposed in accordance with Rule 18 (b) is described by the proposer as a National Policy matter or when any matter arises at conference a decision on which would reverse or substantially alter the National Policy of the Association as distinct from the internal administration thereof then the same must be passed by a two-thirds majority of persons present and voting on such resolution at such Conference and shall remain National Policy until reversed by a two-thirds majority.
19. The business to be transacted at each National Conference shall be:-
(a) To receive from the National Executive the annual report and from the Honorary Treasurer the balance sheet and statement of accounts for the preceding year.
(b) To receive an estimate of the income and expenditure for the current financial year of the Association a to fix the capitation fee payable out of subscriptions received by local branches in accordance with Rule 10 (b).
(c) To appoint an Honorary Auditor and Honorary Solicitor for the ensuing year.
(d) To decide on any remit, resolution or other matter which may be duly submitted to the Conference provided that where a committee has been appointed by the National Executive under Rule 45 (e) to deal with the control of any National Competition or Competitions, all remits concerning such Competition or Competitions shall be submitted following the moving and seconding of the Remit to such appropriate committee for determination provided that any remit determined by such committee made by remit to the next Conference following determination be submitted to the Conference to be further determined.
(e) Provided further that any matter for discussion at Conference that relates to Competitive Shooting shall be examined by the National Executive at its May meeting and shall be adjudged by Executive as belonging to one of two categories -technical or non-technical. If adjudged technical, the matter may be discussed at Conference, but shall be referred to the National Shooting Committee for recommendation.
(f) To elect the Patron and the Officers of the Association.
(g) To induct the newly appointed Officers to their respective offices.
(h) To fix the venue and the date of the next Annual Conference. The business may be transacted in any order save that the said inductions of the Officers of the Association shall be the last matter to be dealt with at the Conference.
(i) The national competition trophies/awards MUST be presented.
20. A special Conference may be convened by the National Executive whenever it thinks fit. A special Conference shall be called by the National Secretary upon the requisition in writing signed by or on behalf of five local branches.
21. Every requisition shall specify the purposes for which the special conference is required and shall be deposited with the National Secretary.
22. In case the National Secretary fails within 14 days after the deposit of any such requisition to convene a special Conference to be held within one calendar month of such deposit, the requisitionists or a majority of them may convene the Conference and the Conference shall be held not later than three calendar months after the date of such deposit.
23. Fourteen days notice specifying the place, day and hour of such special Conference and the purpose for which it is convened shall be given in writing by post to every local branch, but if such notice be not given through mistake or oversight the proceeding shall not be deemed invalid.
24. The business to be transacted at a special Conference shall be only that referred to in the requisition unless the special Conference is called by the National Executive.
25. Save as in hereinafter provided the only persons entitled to be present and vote at any Conference shall be:
(a) The National Executive.
(b) Delegates from financial Branches.
(c) Any National Life Member or National Past President of the Association.
(d) Honorary Solicitor and Honorary Auditor.
Where any of the above persons are unable to send a delegate/or to attend a special or annual general meeting they may have a proxy vote entrusted to another financial branch/member attending the meeting (on the proxy form available from the national secretary).
The name of the branch and its proxy must be advised in writing to the national secretary and qualified prior to the commencement of conference.
A delegate representing two or more branches shall have the number of votes based as above on the total financial members he represents.
The instrument appointing a proxy shall be in the following form or a form as near thereto as circumstances admit
I /We ____________________________________ of ____________________________________, being a national executive / branch president / national life member / past national president / Hon solicitor or Hon audito, hereby appoint ____________________________________ of ____________________________________, or failing him / her, ____________________________________ of ____________________________________, as my / our proxy to vote for me / us on my / our behalf (at the annual or extraordinary meeting, as the case may be) general meeting of the Association to be held on the ________ day of _______________ 20___.
Signed: ____________________________ this ________ day of _______________ 20___.
26. Each local Branch shall be entitled to nominate one delegate to attend any Conference, such delegate to be a financial member of the Association and to have one vote for each twenty (20) financial senior, superannuant, student or branch life members or part thereof represented by him. A delegate representing two or more branches shall have the number of votes based as above for each branch he represents.
27. (a) Each local Branch may also elect and send at its own expense up to five associate delegates.
(b) Associate delegates shall be permitted to attend annual general meetings of the Association with the right to sit with the various committees as set up by the National Executive or Conference and to speak but not to vote at meetings of such committee or conference.
28. The Conference of the Association shall be deemed to be its Annual General Meeting and the members of local branches may attend the same but shall not be permitted to vote or speak.
29. It shall be the option of the Chairman of any Committee set up as to whether any members of a local branch attend his committee meeting, such members may speak with the consent of the Chairman but may not vote.
30. Any question submitted to a Conference shall be decided in the first instance on the voices or by a show of hands unless a poll is demanded by the Chairman or at least three persons present, and entitled to vote, a declaration by the Chairman as to the result thereof and an entry to that effect in the books of the Association shall be conclusive evidence of the fact. If a poll be demanded it shall be taken in such manner and at such time and place as the Chairman may direct, and the result of the poll shall be deemed to be a resolution of the meeting at which the poll was demanded. A demand of a poll may be withdrawn. The demand of a poll shall not prevent the continuance of the meeting for the transaction of any business other than the question on which the poll has been demanded.
31. On a show of hands of delegates any person entitled to vote shall have one vote but on poll the number of votes calculated in accordance with Rule 26 hereof shall apply. The Chairman of any meeting shall have both a deliberate and casting vote.
32. After a motion has been moved and seconded every delegate recognised by the Chair shall immediately declare whether he intends to argue for or against the question under discussion. Where two have spoken consecutively either for or against any motion and there is no speaker on the floor wanting to take the opposite view, the right of reply be exercised and the motion put.
33. (a) No business shall be transacted at any conference unless a quorum is present at the time when the meeting proceeds to business.
(b) The quorum for any Conference shall be one-fourth of the numbers of the National Executive and the delegates entitled to be present thereat.
(c) If within half an hour from the time appointed for any Conference a quorum is not present the meeting shall be adjourned to the next day at the same place and time and the persons present at the adjourned meeting may transact any business as if they constituted a quorum.
34. The Chairman of any meeting, whether a conference or a meeting of the National Executive, may with the consent of the meeting adjourn the meeting from place to place and from time to time 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.
35. (a) The Officers of the Association shall be, National President, Immediate Past National President, six National Vice Presidents of whom (3) shall be from the South Island and three (3) shall be from the North Island, National Secretary and National Treasurer, all of whom except the Immediate Past National President and National Secretary shall be elected at the Annual Conference. These Officers shall be known as the National Executive.
(b) Every member of the National Executive shall be a financial member of the Association and shall be or shall held the duly elected position of Branch President/Branch Vice President/Branch Secretary or Branch Treasurer for twelve months or more been an office holder in an NZDA Branch.
(c) Every member of the National Executive shall be required to declare any conflicts of interest and to abstain from voting on matters that may affect the outcome of any decisions due to such conflicts. This principle will also apply to nominees to the national executive prior to their election.
36. The procedure for the election of the National Executive other than the National Secretary and Immediate Past President shall be as follows: -
(a) The National Secretary shall act as Returning Officer.
(b) The National Secretary shall three months prior to the Annual Conference call for nominations from all Branches for each of the offices of National President, six National Vice Presidents and National Treasurer for the ensuing year, such nominations from the local branches to be in writing consented to by the nominee and to reach the National Secretary at the Registered Office of the Association on or before 5.00pm on the day 63 clear days before the date of commencement of the next Annual Conference. In the event of more nominations being received than there are offices to be filled respectively, a ballot or ballots shall be conducted at the Annual Conference to fill such office or offices and the delegate for each Branch present thereat shall be the only persons entitled to vote at each such ballot.
(c) Every ballot shall be conducted on the preferential system of voting and the delegates of each local branch shall be entitled to the number of votes conferred by Rule 31 hereof.
(d) If on a ballot being held two or more nominees receive an equal number of votes the election shall be decided by lot.
(e) In the event of there being an insufficient number of nominees to fill the offices mentioned in Rule 35 (a) hereof the Conference may by the vote of four-fifths majority decide to waive the requirements relating to nominations contained in Rule 36 (b) hereof and accept oral nominations at Conference provided that any person nominated shall be deemed elected and not included in the ballot but otherwise the vacancy arising shall be deemed to be a casual vacancy and shall be filled in accordance with provisions of Rule 50 immediately following the Conference.
(f) Every member of the National Executive unless he shall have signified to the National Secretary his desire not to offer himself for re-election shall be deemed to be duly nominated for re-election.
37. (a) A member may be nominated for more than one office but shall not hold more than one office.
(b) The offices shall be filled in the following order, namely:
- Firstly: National President
- Secondly: Three (3) National Vice Presidents from the South Island and three (3) National Vice Presidents from the North Island.
- Thirdly: National Treasurer.
(c) Upon the member who has been nominated for more than one office being elected to one office his name shall be removed as nominee for the additional office or offices.
38. The National President for the year immediately past shall on the conclusion of his term of office as National President immediately become ex-officio Immediate Past National President. Where a National President is re-elected at the end of his term of office, the Immediate Past National President shall continue in office until the conclusion of the next Annual Conference.
39. (a) Each member of the National Executive except the National Secretary shall hold office until the conclusion of the next Annual Conference held following his appointment.
(b) Each member of the National Executive shall nevertheless ipso facto cease to hold office if he dies, resigns or ceases to be a member of the Association or if the Association by resolution passed at a special conference removes him before the expiration of his period of office.
(c) The National Secretary shall be appointed by and hold office at the pleasure of the National Executive, which shall define his duties, fix his remuneration and decide his conditions of appointment.
(d) Nothing in these rules shall be deemed to prevent the offices of National Treasurer and of National Secretary being held by the same person in which case in the administration of the affairs of the Association he may designate himself as the “National Secretary-Treasurer” although in these rules such person is sometimes referred to as “National Treasurer” and sometimes as “National Secretary”. For the purposes of Rule 47 hereof such person shall be entitled to fix the Common Seal of the Association only in his capacity as National Secretary and not otherwise.
40. The National President shall ex-officio be Chairman of the National Executive but the Executive may elect its own Chairman in his absence.
41. Meetings of the National Executive shall be held from time to time as may be determined by a resolution of the Executive or on a notice by the National Secretary or National President. No business shall be transacted at any meeting unless a quorum is present. A quorum shall consist of four members.
42. At meetings of the National Executive each member shall have one vote but the Chairman shall have both a deliberate and casting vote.
43. Every member of the National Executive shall be entitled if he is unable to be present at a meeting to be represented by a proxy to be nominated by him in writing addressed to the National Secretary before the meeting.
44. Any member of the National Executive who is absent from three consecutive meetings without the consent of the Executive shall ipso facto vacate his office.
45. (a) The National Executive shall be charged with the full administration of the affairs and business of the Association subject to such directions as shall be given by Conference.
(b) All paid staff of the Association shall be appointed, controlled and dismissed by the National Executive which shall define their duties, fix their remuneration and decide the conditions of employment.
(c) The National Executive shall have power to make by-laws, regulations and standing orders as may from time to time be deemed necessary provided that such by-laws regulations and standing orders are not inconsistent with these Rules and provided that the proposed actions be circulated to all Branches by two(2) special notices at separate dates over a period of thirty (30) days. Branches will be given sixty (60) days from the posting of the first special notice in which to react to the proposal. A two-thirds majority among branches shall be taken as the deciding outcome of the proposal. The National Executive shall then draft and implement such by-laws, regulations and standing orders as per the circulated proposal. A minimum of 60% of Branches must respond to the proposal before it can so be actioned. All branches shall be notified of the outcome and the proposal, if so adopted, shall come into force at that time and may be reviewed if necessary by a subsequent Conference.
(d) The National Executive for the purpose hereinafter mentioned may from time to time on its own motion or on the application of a group of branches as hereinafter described at its discretion add to its number by appointing thereto such persons selected by it who shall be known as Appointed Members. Not more than three appointed members shall hold office at any one time. Every such appointment may be revoked at any time by the National Executive (and every appointed member shall hold office until the conclusion of the next Annual Conference held following his appointment if the same be not earlier revoked). The purpose of this Rule 45 (d) is to enable the National Executive to appoint an appointed member in relation to the activities of a group of branches not having a member of the National Executive resident within easy reach of such group where the branches in the said group are so situated geographically that in the opinion of the National Executive they are substantially remote from other Branches in the same area. Every application to the National Executive to make any such appointment shall be made by the branches considering themselves to be a “group of Branches” as herein before described and the National Executive shall make a decision on the matter at the first National Executive meeting following receipt of a request. Every appointed member shall whilst his appointment remains in force be entitled to attend and vote at Annual Conference and at meetings of the National Executive and to exercise all other powers and rights of a National Executive member.
(e) The National Executive may appoint committees and sub-committees (the members of which need not be members of the National Executive) for any purpose within the powers of the National Executive apart from internal administration. The National President shall be ex-officio a member of all such committees and sub- committees. The National Executive shall call for nominations for all such committees and sub-committees every two years from all branches of the Association. A quorum for meetings of such committees and sub-committees shall consist of no less than sixty percent (60%) of the appointed members of said committees and sub-committees including the convener or deputy convener.
(f) The National Executive may invite the appointment of delegates from bodies associated with the Association to attend Conferences. Such delegates may speak but not vote, except by the unanimous consent of Conference.
(g) The National Executive may invite members of the Association to attend meetings of the National Executive. Such members may speak but not vote.
46. All expenses of National Executive members reasonably incurred in the execution of Association business shall be reimbursed.
47. (a) The Association shall have a Common Seal, which shall be kept in the custody and control of the National Secretary.
(b) Whenever the Common Seal of the Association is required to be affixed to any deed, document or writing or other instrument the Seal shall be affixed pursuant to a resolution of the National Executive by any one of the National President, Immediate Past National President,
the National Vice-President, a National Executive MembersNational Vice President, National Treasurer and the National Secretary or if the National Secretary is not available then in the presence of any three members of the National Executive.(c) The following attestation clause shall be used:
“The Common Seal of the NEW ZEALAND DEERSTALKERS’ ASSOCIATION INCORPORATED was hereunto affixed pursuant to a resolution of the National Executive in the presence of:“
48. (a) The Association is empowered to invest any moneys of the Association not required for immediate use in the manner following, that is to say:
(i) On any form of security which is or may be approved for trustees under any Public Act of New Zealand.
(ii) On real securities in New Zealand provided that the amount advanced shall not exceed the amount recommended by the Association Valuer such amount not being more than two-thirds of the value placed on the whole security by such valuer.
(iii) On deposit either at interest or on current account in any Bank carrying on business in New Zealand under authority of any Act of the General Assembly or in a Savings Bank constituted under “The Savings Bank Act 1908” and its subsequent amendments or on deposit with any Investment Company or Building Society of established financial reputation whose business it is to receive money on deposit.
(b) Any such investment may be varied from time to time.
(c) It shall be competent for the National Executive if it thinks fit to retain in its original form any gift or bequest which may not be in the form of a security approved for trustees.
49. The Association is empowered:
(a) To undertake and execute any trusts which may seem to the Association conducive to its objects.
(b) Generally to purchase, take or lease, or exchange, hire or otherwise acquire any real or personal property and any rights or privileges, which the Association or the National Executive may think necessary and convenient.
(c) To acquire or obtain from or make any arrangements with any Governments, (Supreme, Municipal, Local or other) or any Company or any person for any authority, right, privilege, concession, contract or charter, which the Association or National Executive think it desirable to obtain or which may seem to the Association or National Executive conducive to any of the objects of the Association and to accept, make payment under, carry out, exercise and comply with any such arrangements, authority, right, privilege, concession, contract or charter.
(d) To affiliate with any Society, Body or Association, having similar objects or to join or co-operate with or subscribe to the funds of any such Society, Body or Association for the purpose of better attaining or otherwise furthering the objects and interests of the Association or the members thereof.
(e) To diffuse information on all matters affecting deerstalkers and other sportsmen and to print, publish, issue and circulate such papers, periodicals, books, circulars and other literary undertakings as may seem conducive to the objects of the Association.
(f) To bring and defend any legal action.
(g) To accept or reject any legacy or bequest, or gift, whether or not such legacy, bequest or gift is offered with or entails conditions.
(h) To sell, lease, exchange, bail, grant licences in respect of or otherwise deal with or dispose of the Association’s undertakings or any part thereof or of any property or interest in any property rights, concessions or privileges belonging to the Association either together or in portions to any firm, person or company or to any Government (Supreme, Municipal, Local or other) for such consideration or premium or upon such terms as the Association or National Executive think fit.
(i) To hire and employ whether casually or under contracts of employment any person or persons whose service may be useful to the Association and to pay to these persons proper remuneration for services rendered to the Association.
(j) To construct, maintain, alter, improve, enlarge, pull down, remove or replace, manage or carry on and control any buildings or works which may seem to the Association, or the National Executive likely to advance the Association’s interests directly or indirectly.
(k) To do such other things as in the opinion of the Association or the National Executive may be incidental or conducive to the attainment of any of the foregoing objects or the exercise of any of the foregoing powers.
(l) Subject only to the exceptions listed in Rule 2(k) Objects, no part of the income or other funds of the Association shall be used or shall be available to be used for the private pecuniary profit of any member, associate or proprietor thereof.
50. Casual vacancies on the National Executive shall be filled by appointment by the National Executive provided that should a vacancy occur of a representative of the North or South Island then the appointee must be a resident of the appropriate Island.
51. The National Executive shall cause minutes to be entered in the books provided for the purpose:
(a) Of the appointment of all officers and members of the National Executive.
(b) Of the appointment of all persons appointed to the committees and sub-committees of the National Executive.
(c) The names of members of the National Executive and Delegates (specifying Branch) present at Conference.
(d) The names of all persons present at National Executive committee or sub-committee meetings.
(e) Of all resolutions and proceedings of all conferences and meetings of National Executive committees or sub-committees.
52. An Auditor who shall be a member of the New Zealand Society of Accountants shall be elected at each Annual Conference of the Association and the retiring auditor shall be eligible for re-election. Once at least in every year the accounts of the Association shall be audited and the correctness thereof and the balance sheet verified by the auditor.
53. (a) The National Executive shall cause true accounts to be kept.
(i) Of all moneys received and expended by the Association with full records in support of same.
(ii) Of all assets, credits and liabilities of the Association with all documents, titles, mortgages, charges and securities of every description affecting the assets, property or liabilities of the Association.
(b) The books of account shall be kept at the office of the Association and shall be open to inspection by the Auditor, and members of the National Executive at all times and to representatives appointed by local Branches at such reasonable times and places as the National Executive shall appoint.
(c) The National Treasurer shall, from time to time, satisfy himself that these rules are complied with and shall be entitled to require that the accounts be kept in such a form or that such subsidiary records are kept as will enable him to present from time to time to the National Executive an accurate and up-to-date explanation of the finances of the Association.
(d) All moneys received shall forthwith be paid into a Bank to be appointed by the National Executive. Cheques shall be endorsed by the National Secretary or any other member of the National Executive. All payments shall be authorised by the National Executive and shall be by cheque signed by any two members of the National Executive of whom one shall be the National Treasurer or the National Secretary.
54. The National Secretary shall cause to be made the returns required by Section 23 of the Incorporated Societies Act 1908 and its subsequent amendments or by such other statutory provision for the time being in force and shall comply with all the requirements of statutes and regulations.
55. (a) The National Executive shall have power if authorised by a resolution passed by a two-thirds majority at any Conference of the Association to borrow or raise money and secure payment of the same or to secure the payment of any money owing by the Association or the satisfaction or performance of any obligation or liability incurred or undertaken by the Association in such manner as the Association shall by such resolution as aforesaid determine and in particular by the issue of debentures or by mortgages or by charge or lien upon the whole or any part of the Association’s property or assets (whether present or future). Provided always that the National Executive shall have power at any time should they consider it necessary to borrow or raise monies up to a limit of 100% of such amount certified by the Association’s auditors standing to the credit of the Capital Fund in the Books of the Association. Save as is provided in this Clause the Association shall not have power to borrow money.
(b) The National Executive may purchase, redeem or pay off such security or securities.
56. (a) Every member of the Association shall undertake by reason of becoming a member, to contribute to the assets thereof in the event of the same being wound up during the period of such membership or within one year afterwards for payments of the debts and liabilities of the Association contracted before the time at which such membership ceased, and the costs, charges and expenses of winding up the same and the adjustment of the rights of contributories among themselves, such amount as may be required not exceeding two dollars.
(b) The procedure leading to a voluntary winding up shall be in accordance with Section 24 of the Incorporated Societies Act 1908 and its subsequent amendments. A special Conference which shall be deemed to be the required general meeting of members shall be called by giving to the Secretaries of local Branches at least fourteen days notice thereof. The rule contained herein regarding notification by branches of delegates shall not apply. If within half an hour from the time appointed for the special Conference a quorum is not present the delegates then present may transact the business of the Conference as if they constituted a quorum. A quorum shall be 20 delegates.
(c) If upon the winding up or dissolution of the Association there remains, after the satisfaction of all its liabilities any property whatsoever, the same shall not be paid to or distributed among members of the Association, but shall be given or transferred to some other Institution or Society to be determined by a majority of the members of the Association present in person at the General Meeting to be held according to the Rules of the Association at or before winding up or dissolution and in default thereof determined by a Judge of the High Court of New Zealand.
57. (a) There shall be an Association Badge, which shall be registered and protected.
(b) Every such badge shall be manufactured, owned and issued only under instructions of the National Executive and shall always remain the property of the Association.
(c) Such badges shall be distributed and issued only through local branches.
(d) The Association may recall any badge improperly used.
(e) The National Executive shall from time to time fix the costs of replacements of any Association badge, which may be lost and shall decide the conditions under which a new badge may be issued.
(f) At the discretion of the committee of the local branch the badge on issue to a deceased member of such branch may be retained by the next-of-kin but the badge may not under any circumstances be worn.
(g) No badge shall be retained by any member who is unfinancial with his local branch or by any person who ceases to be a member of the Association.
(h) If any local branch shall pass a resolution for winding up or shall be dissolved, all unissued badges in its possession or in the possession of any person who was a member of such local branch shall be forthwith returned to the Association, unless such person transfers to another branch.
(i) All local branches shall include in their rules the following provisions:
(i) That badges or any part of the badge shall be issued only on payment of subscription
(ii) That on a member resigning or ceasing to be a member or becoming unfinancial he shall on demand return any Association badge in his possession to the Association.
(iii) That any member of the Branch Executive or its Secretary be empowered to call upon any person found wearing the badge to produce evidence of his authority to wear the same.
(j) It shall be the duty of the officers of a local branch to demand of behalf of the Association the return forthwith by a person of his badge when he has ceased to be a member. The officers of the local branch concerned shall take all reasonable steps to secure the return of the badge, but they shall not be obliged to take legal action. Every demand shall be made by the local branch by registered post within 60 days of the date such person ceases to be a member. If the badge is not returned within 14 days after posting such demand, the local branch shall notify the National Executive to commence or cause to be commenced in the name and on behalf of the Association appropriate action for the recovery of the badge and the National Executive shall keep the local branch advised of the action being taken from time to time. Where a member dies, his local branch shall request the return of his badge from the person then holding the same, subject nevertheless to the provisions of Rule 57 (f) hereof.
(k) Where a badge is repossessed or recalled by the Association or Branch of the Association, under these rules, or voluntarily surrendered by a member, the Association and/or Branch may reimburse the holder for the whole or part of the cost of the badge depending on the condition of the badge. Such reimbursement shall not be obligatory but will be at the discretion of the Association or the Branch.
(l) The right to wear the Association’s Official Badge shall not apply to “Trade” and “Associate” membership classes respectively.
58. The proceedings of all Conferences of the Association and (as far as they apply) meetings of the National Executive and sub-committees shall be governed by the following Standing Orders:
(a) The delegates or members shall assemble at the time and place appointed. The National President shall preside or in his absence a National Vice-President nominated by the National Executive. The National Secretary shall provide a list of names of delegates or members entitled to be present and the number of votes each is entitled to exercise.
(b) The meeting shall sit on such days and at such times as it shall appoint and may also sit at such other times as it shall agree upon by separate resolution.
(c) The meeting shall adjourn by its own resolution to such time and place as it shall think fit.
(d) Save as in these Rules expressly provided any business whether on the order paper or not may be transacted at any meeting and failing any decision of the chair to the contrary shall be taken in the order in which it appears on the order paper. The meeting may by resolution alter such order.
(e) Where the ruling of the Chairman of the meeting is challenged, the challenge shall be seconded whereupon the meeting shall appoint a temporary Chairman to conduct the proceedings on the challenge. The member raising the challenge shall then speak thereto and the Chairman of the meeting shall reply and the matter shall forthwith put to the vote without further debate. A challenge not seconded shall lapse. As soon as the challenge has been decided by the meeting the temporary Chairman shall leave the chair and the Chairman of the meeting shall resume his seat.
(f) The Chairman may require any motion or amendment to be put in writing by the proposer thereof. Every motion shall be seconded before being debated. Every notice of motion shall be fairly written and signed by the proposer and handed to the Chairman. Every motion (of which notice in writing has been given) shall (when subsequently moved at the meeting) be seconded before being further debated. After notice of motion has been given the terms thereof may be altered by the proposer or may be withdrawn by the proposer on leave being granted without any negative voice.
(g) A motion may be superseded by adjournment either on the motion “that this meeting now adjourn”, or on notice being taken that a quorum is not present, or by the previous question, viz. –“That the question be not now put” being proposed and carried or by amendment.
(h) Every member shall obey the orders and rulings of the Chairman. Any member may by motion object to any ruling of the Chairman. Any question of order that may arise in a debate shall be at once disposed of by the Chairman.
(i) The mover and seconder of a motion shall be allowed five minutes and three minutes respectively in which to address the meeting and other members shall have three minutes. By leave of the Chairman a member who has already spoken may speak again for the purpose of clearing up a misunderstanding. Extra time may be allowed by a majority vote.
(j) No motion or amendment may be proposed which is the same in substance as any motion, which, during the sitting, has been decided. A motion or amendment that is different in substance may be proposed. The meeting shall have power to re-open any matter already decided upon and to rescind a resolution. A member may move (or second) only one amendment to the same motion (or amendment) but may speak on a further amendment. A member who has moved or seconded an original motion may not move or second an amendment to it.
(k) The meeting may appoint such committees and of so many members as it shall think fit to deal with any separate subject or subjects. Such committees shall regulate their own meetings. At the time or appointment of such committees a convener shall be elected.
(l) Standing Orders may be suspended on a vote of a four-fifths majority.
59. The Registered Office of the Association shall be presently at Level 1, 45 – 51 Ruby Street, Te Aro, Wellington or such place as may be fixed from time to time by the National Executive.
60. The Rules which here to before have been in force shall be deemed to be rescinded as from the date of registration of these Rules and these Rules shall henceforth operate and apply as effectually as if they had applied from the incorporation of the Association.
61. The rescission of the Rules which heretofore have been in force shall not affect anything done or purporting to have been done thereunder; and all resolutions entering into, liabilities incurred and all other acts, deeds, matters, things and appointments made, done or entered into by the Association or its officers or others on its behalf are hereby confirmed notwithstanding any irregularity or defect that may have existed in connection therewith under the rescinded Rules.