County Club Rules 1971

Rules and By-Laws
COUNTY CLUB
(INCORPORATED)
HASTINGS
N.Z.

Rules and By-Laws
OF THE
COUNTY CLUB
(INCORPORATED)

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RULES AND BY-LAWS
OF THE
COUNTY CLUB
(Incorporated)

1.  This Club shall be called “THE COUNTY CLUB” (Incorporated), and shall be registered under “The Incorporated Societies Act, 1908.”

INVESTMENT OF SURPLUS FUNDS.

2.  The surplus funds of the Club may be invested by the Committee in the name of the Club in such securities as are approved by the Committee.  Deeds and other documents in collection [“connection” in original 1914 rules] with investments shall be prepared by the Solicitor of the Club, and certified by him as in order, and all dividends and interest arising out of such investment shall go to augment the funds of the Club.

MANAGEMENT.

3.  A President and a Vice­-President shall be elected each year at the Annual General Meeting in the month of December.

4.  The general affairs of the Club shall be managed by a Committee, who shall be elected at the Annual General Meeting and shall hold office until the election of their successors. The Committee shall from time to time make, alter or rescind such By­-laws and Regulations, consistent with the General Rules, as they may think fit, necessary or expedient for the

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well­-being of the Club, and such by­-laws and Regulations and the decisions of the Committee on all questions shall be binding until set aside by a Special General Meeting of the Club, to be assembled as directed in Rule 47. A copy of the By­-laws shall be kept posted in the Club’s premises.

COMMITTEE.

5.  The Committee shall consist of the President, Vice­-President, and seven other members, five to form a quorum.

6.  The President, the Vice­-President and Committee shall be elected by ballot at the Annual General Meeting.  Each candidate for election must be proposed by one member and seconded by another, and the name of the candidate, with the signature of the candidate’s proposer and seconder, must be posted on the notice-­board of the Club for twenty-­one days preceding the date of ballot.

7.  Voting papers shall be prepared, on which shall be printed the names of all candidates for election to the offices of President and Vice-­President, and as members of the Committee, and shall be posted to members at least fourteen days prior to the ballot. Each member shall strike out from the voting paper the name of any candidate against whom he desires to vote.  He shall leave uncancelled the name of any candidate for whom he desires to vote. In the case of the election of President and Vice-­President he shall vote for one candidate for each office, and in the case of the election of the Committee for seven of the candidates.

8.  (a) No member shall vote by proxy. Any Member who desires to vote as provided by Rule 7 shall place his voting paper in an envelope which shall by the Club be provided and marked “Voting

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Paper”, and affix his signature on the slip to be attached thereto and either place in the Club Ballot Box or post under separate cover to the Secretary who shall so place it in the Ballot Box. The Ballot Box shall be opened at closing time (being the time of the calling of the appropriate meeting) by the Secretary who shall check the signature slips and having withheld any votes which under these Rules are not entitled to be recorded, remove the said signature slips and hand the remaining envelopes to the Scrutineers appointed by the Meeting for that purpose.

(b)  Scrutineers may either be appointed by the Meeting or, in order to expedite the result of the election, be nominated by the President who may instruct them to commence the count at any time within one hour before the closing time of the Ballot, and as provided for in Section “a”.

9.  At the close of the ballot and/or as provided for in Rule “8” the Scrutineers shall open the voting papers, count the votes for and against each candidate, and announce the result to the Chairman of the meeting, without giving the numbers.

In the event of a tie for any position being balloted for the Scrutineers shall decide the tie by lot.

10.  In the event of a vacancy occurring on the Committee, the remaining members of the Committee shall fill up such vacancies for the unexpired term of office.

11.  The Committee shall hold meetings whenever called together by the Secretary, or by the President, or the Vice-­President, and at least three day’s notice of Committee meetings shall be given to each member of the Committee.

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12.  The President, or the Vice-­President, or in their absence one of the members present, shall take the chair at all Committee Meetings, and the Chairman shall have both a deliberative and casting vote.

13.  Any non-­official member of the Committee absenting himself from three consecutive meetings, without permission of the Committee, shall, at their option, cease to be a member thereof, and the Committee may elect a substitute for his unexpired term of office.

14.  The Committee shall have power in the corporate name of the Club to enter into any Agreement or Agreements it may think necessary or expedient in the interests of the Club, and to execute any transfer, lease, assignment or mortgage of the Club’s assets, or any of them, for the purpose of carrying into effect the objects of the Club, or any of them.  Such Agreement or other document shall bear the common seal of the Club and shall be executed in accordance with Rule number 76.

15.  The Committee may from time to time at their discretion borrow for the purposes of the Club from any person, company or bank, any sum or sums of money, either without security or upon the security of all or any of the Club’s assets and effects, either under legal mortgages or charges with powers of sale and other usual powers and debentures or bonds of the Club, and on such terms and conditions as to rate of interest or otherwise as the lender and the Club shall arrange.

SECRETARY AND TREASURER.

16.  The Committee shall from time to time appoint a Secretary and a Treasurer, who shall hold office at its pleasure.  One person may hold both

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offices, and the holder of either or both offices NEED NOT NECESSARILY BE A MEMBER OF THE CLUB.

SIGNING OF CHEQUES.

17.  All Cheques must be signed by the Treasurer and one of the Committee.

FINANCIAL YEAR.

18.  The Financial Year of the Club shall end on the last day of September in each year.

AUDIT OF ACCOUNTS.

19.   The Accounts of the Club shall be audited annually by an Auditor or Auditors to be appointed by the members assembled at the Annual General Meeting and that the Fee be left in the hands of the Committee in each and every year.

HOUSE COMMITTEE.

20.  The Committee, at its first meeting after each Annual General Meeting, shall appoint not less than four of themselves, who shall be a House Committee, the members whereof shall continue in office until the next following Annual General Meeting, unless sooner removed by death, resignation or otherwise.  All vacancies in the House Committee occurring in the meantime shall be filled up by the Committee.

21.  The House Committee shall carry out the directions of the Committee, and subject thereto, conduct the ordinary internal business of the Club, and see that the Rules and By-laws for the government thereof are properly carried into effect.

22. The House Committee shall hold an ordinary meeting at least once in every calendar month, three

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to form a quorum. Any member of the House committee may cause a Special Meeting thereof to be held at any time, by the Secretary giving to each member as much notice thereof as possible.

23.  Every member of the House Committee failing to attend three consecutive meetings shall, at the option of the Committee, cease to be a member thereof.

MEMBERSHIP.

24.  The number of members paying a full annual subscription shall not exceed 500 or such other greater or smaller number as may be determined by the Club in General or Special Meeting from time to time, and of which due notice has been given in accordance with these rules.

(a)  Each candidate for admission must be above the age of 21 years.

(b)  The name of each candidate for admission as a member other than a reciprocal member shall be proposed and seconded by two members both of whom shall be of not less than three years standing and shall be submitted to the Committee through the Secretary on a proposal card in approved form. Such form shall not be signed by the candidate for admission. It is intended that the candidate should be unaware that his name has been proposed. The Committee after making such investigation as it deems fit of the character, business, social standing and general eligibility of the person proposed shall consider the nomination and proceed if necessary to vote thereon and if a majority vote be in favour of the candidate (and the Chairman of the Meeting shall have a casting vote in the event of equality of voting) then

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the candidate shall be considered eligible so far only as the Committee is concerned.

(c)  The decision of the Committee shall be notified in writing to the proposer and seconder by the Secretary and if favourable (but not otherwise) an application in the form set out in the schedule may be signed by the candidate and by his proposer and seconder and delivered to the Secretary not later than two calendar months after such notification and shall come before the Committee at a subsequent meeting for adoption.

(d)  Members shall be elected by ballot from time to time as determined by Committee. The name of the candidate, with the signature of the proposer and seconder in the form provided, must be posted on the notice-board of the Club for twenty-one days next preceding the date of ballot.

(e)  It shall be necessary for a person seeking to become a Reciprocal member of the Club within the meaning of those words as defined by Rule 36, to be elected by ballot.

25.  No member whose subscription is in arrear for three calendar months shall have the privilege of proposing or seconding a candidate for election while such subscription remains unpaid.

26.  No candidate shall, unless with the express permission of the Committee, be eligible for election until he shall have been resident in the Provincial District of Hawke’s Bay for six months next preceding the date of his nomination.

27.  Voting papers shall be prepared, on which shall be printed the names of all candidates for election, together with the names of the proposer and

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seconder of each, and these shall be posted to members at least fourteen days prior to the ballot.  Each member shall strike out from the voting paper the name of any candidate against whom he desires to vote. He shall leave uncancelled the name of any candidate for whom he desires to vote.  He shall write the words “No vote’’ against the name of any candidate for whom he does not desire that his vote should be recorded.

28.  (a) No Member shall vote by proxy. Any Member who desires to vote as provided by Rule 7 shall place his voting paper in an envelope which shall by the Club be provided and marked “Voting Paper”, and affix his signature on the slip to be attached thereto and either place in the Club Ballot Box or post under separate cover to the Secretary who shall so place it in the Ballot Box. The Ballot Box shall be opened at closing time (being the time of the calling of the appropriate meeting) by the Secretary who shall check the signature slips and having withheld any votes which under these Rules are not entitled to be recorded, remove the said signature slips and hand the remaining envelopes to the Scrutineers appointed by the Meeting for that purpose.

(b)  Scrutineers may either be appointed by the Meeting or, in order to expedite the result of the election, be nominated by the President who may instruct them to commence the count at any time within one hour before the closing time of the Ballot, and as provided for in Section “a”.

29.  No ballot shall be valid unless at least thirty members entitled to do so shall vote. At least five members shall be present at such ballot and

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scrutineers shall be appointed in manner similar to that provided in Rule 8b.

30.  At the close of the ballot the Scrutineers shall open the voting papers, count the votes for and against each candidate, and announce the result to the Chairman of the meeting without giving the numbers. One adverse vote in six shall exclude.  Provided nevertheless that such adverse votes shall not exclude, even although they may exceed one in six of the votes cast, unless such adverse votes are equivalent to more than five per centum of the number of members for the time being eligible to vote at such meeting.

31.  No rejected candidate shall be re­-proposed for election within the space of twelve calendar months after rejection, unless with the sanction of a majority of the whole of the Committee at a meeting convened for the purpose of considering the question.

32.  On the election of each new member, the Secretary shall notify the fact to him, furnishing him at the same time with a copy of the Rules, and stating the amount of the entrance fee and the annual subscription, on payment of which within one month he shall be enrolled on the books of the Club, and become entitled to its privileges.

33.  Any member may resign his membership at any time by notifying his resignation in writing, under his own hand, to the Committee, and thereupon he shall, ipso facto, cease to be a member of the Club; but no such resignation shall relieve any member from the payment of any subscription or other money due or payable by him, or from his proportion of any of the outstanding liabilities of the Club for which

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he is liable under these rules or any of them at the time of such resignation.

34.  Any person who has voluntarily ceased to be a member of the Club may be re-elected at any time at a General Meeting in the manner prescribed for the election of new members, on payment of an Entrance Fee of $4.00, but no ex-member shall on re-election be required to pay an entrance fee if he has resigned from the Club within the previous ten years.

35.  Subject as hereinafter provided the members of the Club shall be liable jointly and severally for the amount of the Club’s bank overdraft or for any other debt or liability of the Club, and if at any time the Club shall be called upon to discharge such liability or pay such debt every member shall forthwith upon demand bear and pay his proportionate share of such liability or debt, but in no case shall any member be liable to pay more than the sum of twenty dollars. This obligation will remain in full force and effect against a member whether he has resigned from the Club or not or whether his connection with the Club is severed by expulsion or otherwise howsoever. Provided also that the liability of any member under this rule shall continue for one year after his connection with the Club ceases and no longer.

ENTRANCE FEE AND SUBSCRIPTIONS.

36.  (a) For a member residing in the Provincial District of Hawke’s Bay the entrance fee shall be $23.10, payable – if requested – at the rate of $12.60 for the first year and $10.50 for the second year. The annual subscription shall from the 1st day of October in each year be $32.00 reducible to $30.00

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If paid by 31st December the same year. For a member residing outside the Provincial District of Hawke’s Bay the annual subscription shall be $3.10. This rule as amended to commence 1^st July, 1971.

(b)  That members resident outside the Provincial District of Hawke’s Bay shall be admitted without payment of Entrance Fee, but in the event of such members becoming resident within the Provincial District of Hawke’s Bay he would then become liable for payment of Entrance Fee.

c)  That a reciprocal member shall also be admitted without payment of Entrance Fee and at an Annual Subscription of $3.15. NOTE. – For the interpretation of this rule a Recriprocal [Reciprocal] Member shall mean and include any member of this Club, and of any other Club with whom this Club shall have made or may hereafter make an agreement for reciprocal membership, and only during the currency of such agreement.

(d)  Provided further that any member of this Club who shall have been admitted for membership without payment of Entrance Fee and who continues not to be liable for Entrance Fee shall be disentitled to a share of the disposition of the assets of the Club as provided by Rule No. 77, and shall not be deemed to be a member for the purpose of Rule 77.

(e)  This Rule shall not in any way limit the power of members assembled at a General Meeting convened in accordance with these Rules to increase from time to time the amount of such Entrance Fee and Subscription as members, or the requisite majority of them shall think fit.

37.  Members elected at Meetings other than the Annual General Meeting, shall be charged

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one-fourth only of the Annual Subscription for each quarter until the expiry of the current financial year.

38.  If a newly-elected member does not pay this Entrance Fee and Subscription within one month after his election, his election may be declared void at the discretion of the Committee.

39.  The Annual Subscription is due on the first day of October in each year. No Member shall be entitled to vote at any meeting either for election of members, or for any other purpose, if his subscription has been in arrear for three calendar months.

40.  Interest at the rate of ten dollars per centum shall be added to all subscritpions [subscriptions] other than full or maximum subscriptions unpaid after three calendar months in each year. But this rule shall not apply to members for the time being absent from New Zealand.

41.  Any member whose subscription is unpaid for a period of one year subsequent to the first November of that year shall ipso facto cease to be a member of the Club. But this Rule shall not apply to members for the time being absent from New Zealand.

42.  Any member who shall be absent from the Provincial District of Hawke’s Bay for twelve consecutive calendar months shall be liable for a proportionate amount only of his Annual Subscription due at the date of his departure. He shall during his absence retain full membership by payment at the rate of $3.00 per annum, and upon his return shall again become liable for a proportionate part of his full subscription for the remainder of the then current year.

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43.  No member retiring from the Club, or ceasing, from any cause, to be a member, shall be entitled to, or have any claim upon the property of the Club or any portion thereof.

LIFE MEMBERS.

44.  On the recommendation of the Committee any General Meeting may on the votes of two thirds of the members present thereat elect any member of the Club of not less than five year’s standing to be a life member. Any member so elected shall be entitled to all the privileges of membership, without payment of any subscription, but shall be subject to the Rules and By-laws of the Club.

GENERAL AND SPECIAL MEETINGS.

45.  At all meetings of the Club, the President, or the Vice-President, or a member of the Committee, or in the event of their absence some member to be elected by the Meeting shall be the Chairman of the meeting. The Chairman shall have a deliberative and a casting vote at such meeting.

46.  An Annual General Meeting of the Club shall be held during the month of December, with power of adjournment, fourteen days prior notice of such meeting, and of the business to be discussed thereat, must be sent by the Secretary to each member. The business of the meeting shall be to elect officers for the year, the Managing Committee and new members, to receive from the Committee a Report and a Statement of the financial affairs of the Club for the past year, and to discuss any other business of which due notice has been given.

47.  A Special General Meeting of the Club may be called by the Committee, of their own motion, or

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on the written request of six members of the Club. All Special General Meetings shall have the same powers as an Annual Meeting, provided that twenty-one days’ notice of the subject matter to be discussed at such meeting shall be posted in the Club, and that fourteen days prior notice of such meeting shall be sent to each member.

48.  No General Meeting shall be competent to transact business, excepting the election of new members, as provided by RULE 28, unless at least ten effective members be present and vote; and no proposition for altering or adding to or repealing the Rules, or dealing with the property of the Club, shall be adopted without the sanction of a majority consisting of two thirds of the members present at a General Meeting voting thereon.

49.  No subject but that which relates to the management of the affairs of the Club shall ever be brought forward or proposed at any General Meeting,

50.  All resolutions passed at any meeting of the Club shall be conclusive and binding on all members of the Club, whether they shall be present at such meeting or not, provided that such meetings are held in conformity with the Rules.

51.  Half yearly General Meetings shall be held during the months of December and June on such days as shall be fixed by the Committee at 8 p.m. with power of adjournment, for election of new members, and for such other business as may be necessary.

52.  Notice of all General Meetings, and of the business to be transacted thereat, shall be exhibited

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in the Club, and a circular letter shall be posted not later than fourteen days before such meeting to every member.

53.  In ordinary cases the mode of voting shall be by show of hands; but if required by a majority of the members present, by actual division or ballot. In all cases of voting the matter shall be decided by a majority, except in cases otherwise expressly provided for by these Rules.

54.  All Meetings, whether of Committee or members, to transact any business of the Club shall be held at the Club’s premises or such other place as the Committee may from time to time decide.

55.  Any member wilfully infringing the Rules and Regulations of the Club, or becoming a defaulter, or whose conduct in or out of the Club after his election, shall, in the opinion of the Managing Committee, be derogatory to the character of a gentleman, or prejudicial to the interests of the Club, shall be subject to suspension or expulsion, as hereinafter provided. Charges of this nature shall first be considered by the Committee, who, if they consider such a course necessary, shall direct the Secretary to inform the member of the charge brought against him with a view of giving him an opportunity of explaining his conduct to the Committee. The Secretary shall, if called upon by any such member to do so, within seven days after such member shall be notified of the charge brought against him call a meeting of the Committee for the purpose of allowing such member to explain his conduct. Should such member decline or fail to satisfactorily explain his conduct, the Committee shall convene a Special General Meeting of the Club before which they shall lay their

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report on the subject. Such Special General Meeting shall not be competent to deal with the case unless it consists of at least twenty effective members of the Club. The opinion of the meeting shall be ascertained by ballot, when if two-thirds of the members present shall decide that the accused member has merited suspension, he shall be suspended for any period not exceeding twelve calendar months, during which period such member shall not be entitled to any of the privileges of the Club. If two-thirds of the members present at such meeting shall decide that the accused member has merited expulsion, he shall be expelled, and shall forthwith cease to be a member of the Club.

56.  The Club rooms shall be open and ready for the reception of members at a time or times to be provided for in the By-laws, and shall be finally closed at the hour for the time being fixed by the Committee; after which hour no game shall be played or refreshments provided, except, on special occasions by direction of the Committee.

57.  All suggestions shall be made to the Secretary in writing or entered and signed by the member complaining, in a book to be kept for that purpose in the reading room of the Club. Such suggestion shall be laid before the Committee at its next ensuing meeting, and an answer sent by the Secretary under its direction.

58.  Subject to the By-laws, members shall not appoint the Club Rooms, by advertisement or otherwise, as a business medium, or use the same for business or advertising purposes, or as a place for meeting applicants for employment.

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59.  Subject to such regulations as the Committee or House Committee may make, any member of the Club shall have the privilege of introducing friends to the Club provided that such member shall remain in the company of his friend throughout the duration of the visit of his friend.

60.  All servants of the Club except the Chief Steward, who shall be appointed by the Committee, shall be appointed by, and shall be under the control, of the House Committee.

61.  Members shall not give any money or gratuity to any of the servants of the Cub [Club]. Servants of the Club shall not directly or indirectly receive any present, money or gratuity from any member, or from any tradesman or other person employed by the Club, under pain of immediate dismissal by the Committee.

62.  Servants of the Club shall not be sent out of the Club House by members except as the House Committee may from time to time sanction.

63.  All complaints of any inattention or improper conduct of a servant shall be stated in a letter signed by the member complaining, addressed to the Secretary, and shall be by him laid before the House Committee with as little delay as possible.

64.  No member shall bring a dog into the Club on any pretext whatever.

65.  No member of the club shall take away from the Club Room in which it is customarily kept, or deface, tear, or damage any newspaper, book, pamphlet, or other article the property of the Club.

66.  Any member breaking or damaging any article belonging to or in the use of the Club, shall

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pay to the Secretary the necessary cost of replacing such article, the price to be fixed by the House Committee.

67.  Games which may be deemed by the Committee gambling games shall not be allowed in the Club.

HONORARY MEMBERS.

68.  No person residing within a radius of twenty miles from Hastings or who is under the age of twenty-one years, shall be eligible for honorary membership of the Club.

69.  Any gentleman eligible for honorary membership may be admitted as an honorary member on arrival in Hastings by any two members of the Committee upon being propoosed [proposed] in writing by a member. The name, residence, and profession, or occupation (if any) of the proposed honorary member shall be entered upon a nomination paper, which shall be signed by the proposer, and by two members of the Committee approving of the admission, whereupon the name of the honorary member shall be entered in a book to be kept for that purpose, and a card of invitation shall be sent to him. No member whose subscription is in arrear for three calendar months may propose or second any gentleman as an honorary member.

70.  The period for admission under the last preceding rule shall be one calendar month, during which no fee or subscription shall be charged. After the expiry of such calendar month the admission may be extended by the Committee, upon application of the proposer, from month to month, for a period not exceeding six consecutive months, upon payment of $2.00 subscription per month.

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71.  No gentleman admitted as an honorary member shall be re-admitted within six calendar months from the expiry of his previous honorary membership without a resolution of the Committee sanctioning such re-admission.

72.  Honorary members shall make themselves acquainted with and observe the Rules of the Club. The member who proposes an honorary member shall be held responsible for his obligations for the first month of his membership.

73.  Gentlemen who have been proposed and seconded for membership may, at the discretion of the Committee, be admitted as honorary members for the period between their being proposed and seconded and their submitted to the ballot.

74.  The Committee shall have power to revoke the admission of any honorary member at any time.

75.  No honorary member shall be permitted to attend or vote at any meeting of members of the Club, or to bring into the Club Rooms or entertain therein any strangers.

76.  The Club shall have a Common Seal, which shall be affixed to documents and contracts made by the Cub [Club] in the presence of the Secretary and two members of the Committee.

DISSOLUTION AND REPEAL.

77.  On application in writing made to the Committee by twenty effective members signifying their desire that the Club should be dissolved, a Special General Meeting shall be called to consider the question, at which meeting the votes of at least two-thirds of the effective members on the books of the Club shall be necessary to carry the proposition

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for dissolution, and upon such resolution being carried the assets of the Club shall, subject to the liquidation of the then existing liabilities, be disposed of as shall be determined by the members in general meeting.

78.  It is expressly declared (anything in these rules to the contrary notwithstanding) that nothing in these rules shall be construed to modify or limit the right of members, convened for the purpose in accordance with these Rules, to add to, vary, amend or repeal these Rules, or any of them; and any such amendment, addition, variation, or repeal, whether such amendment, addition, variation or repeal affect the amount of entrance fees or subscription, or other matter or thing affecting the Club, shall be valid and effective, and shall when passed be binding on all members of the Club without reference to the date of the commencement of their membership.

79.  The above Rules shall, unless where otherwise expressly provided, come into force on the First Day of July, 1971.

80.  The objects of the Club are as follows: – To establish Club premises in Hastings, and to maintain and conduct the same for the convenience and social intercourse of members.

(The Schedule)

COUNTY CLUB (INC.)

APPLICATION FOR MEMBERSHIP.

I   of   , do hereby apply to be admitted as a member of the above Club. If elected I agree to be bound by and

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to observe the Rules and By-laws of the said Club.

Signature…
Proposer…
Seconder…

Dated this   day of   19

RULE 35.

Subject as hereinafter provided the members of the Club shall be liable jointly and severally for the amount of the Club’s bank overdraft or for any other debt or liability of the Club and if at any time the Club shall be called upon to discharge such liability or pay such debt every member shall worthwith [forthwith] upon demand bear and pay his appropriate share of such liability or debt but in no case shall any member be liable to pay more than the sum of twenty dollars. This obligation will remain in full force and effect against a member whether he has resigned from the Club or not or whether his connection with the Club is severed by expulsion or otherwise howsoever Provided also that the liability of any member under this rule shall continue for one year after his connection with the Club ceases and no longer.

BY-LAWS.

1.  The Club premises shall close at the hour of 12 p.m. each night.

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2.  Minors are not permitted in the Strangers Room.

3.  No games shall be allowed on the Club premises on Sunday.

4.  The Strangers Room shall be used only by members wishing to discuss business between themselves or with strangers and no member shall use the same continuously for more than 20 minutes.

5.  The Strangers Room shall be closed when the Steward for the night goes off duty.

6.  Any member taking part in a game of cards will be charged Ten Cents per sitting.

The above-  By-Laws were made at General Meeting, held at Hastings on the 30th day of June, 1971, and were ordered to come into force when posted in the Club.

HART PRINT, HASTINGS