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Rules and By-Laws

RULES

  1. NAME

    2. The name of the Council is the New Zealand Police Council of Sport Incorporated.

  2. INTERPRETATION

    3. In these rules unless the context otherwise requires:

    • "CONFERENCE" means conference of the Council
    • "COUNCIL" means the New Zealand Police Council of Sport
    • "DISTRICT" means a District of the Council
    • "MEMBER" means a member under rule (4).

    Words importing the masculine gender include the female gender, and words of singular number include the plural number and vice versa.

  3. OBJECTIVES

    4. The objects of the Council are:

    1. To encourage, promote and coordinate where practical any sports, games and pastimes of a recreational nature, in which the members participate
    2. To be the official channel of communication, in respect of matters coming within the objects of the Council, between members and the Commissioner of Police; Services Sports; and any other National body controlling or promoting activities similar to the objects of the Council.
    3. To affiliate with any other body having objects similar in whole or part.
    4. To do all or such other acts, matters and things as may directly or indirectly be conducive to the objects of the Council and whether in addition to or as ancillary to any other power or authority.

  4. MEMBERSHIP

    5. The members of the Council shall be:

    1. Sworn Members of the Police and retired sworn members of the Police, including those medically retired under s.28 of the Police Act, who signify in writing to the Secretary their intention to be members and shall include those members qualifying under Rule 4 (d) below.
    2. Non-sworn staff of the Police Department who signify in writing to the Secretary their intention to be members.
    3. Life members being persons admitted to such membership by the Conference.
    4. Former sworn members of the Police who medically disengaged under s.28 of the Police Act 1958, subject to the special approval of the Management Committee.

  5. DETERMINATION OF MEMBERSHIP

    6. Any member shall cease to be a member:

    1. In the case of a member under Rule 4 (a) and (b) if he or she ceases to be employed by the Police.
    2. On their signifying in writing to the Secretary their intention to cease to be a member.
    3. If the Management Committee of the Council resolves to terminate his/her membership on the grounds that any monies, including subscriptions, due to the Council are unpaid for 12 months, or that the member has been guilty of conduct which in the opinion of the Committee renders it unfitting that they should remain a member. In any such case, the member shall not be re-admitted except with the approval of the Management Committee or Conference and unless any monies due are paid or are remitted.

  6. AFFILIATED CLUBS

    1. Any Sports or Sports and Social Club or Committee whose field of membership is the same as that of the Council may with the consent of the Management Committee be affiliated to the Council.
    2. It may be a condition of affiliation that every member of the affiliated organisation shall be a member also of the Council.
    3. The bylaws may provide conditions generally relating to affiliation under this rule and the control of and relations with affiliated organisations.

  7. ADMINISTRATION

    1. The supreme governing body of the Council shall be the Conference.
    2. Subject to the rules and bylaws of the Council and to any directions of a Conference, the Management Committee shall conduct or control the affairs of the Council.
    3. Subject to the rules and bylaws of the Council and to any directions of a Conference or the Management Committee, a District Committee shall control or conduct the affairs of the Council relating to its district.
    4. A District Committee may approve the establishment of any number of Sub-District, Area or Service Centre Committees under its direction.

      These Sub-Committees shall conduct their meetings under these rules as if they were District Committees.
    5. No individual shall act in any matter except with the approval of the Conference, or a Committee having jurisdiction to deal therewith.
    6. Any power given by these rules to a Conference may when a Conference is not in session, be exercised by the Management Committee.

  8. DISTRICTS

    1. Every Police District for the time being constituted in accordance with the Police Regulations 1959, shall constitute a District of the Council provided that any district may elect to merge with any other district.
      1. The members of
        • the Office of the Commissioner
        • any National Service Centre
        • and the staff of the RNZPC who are members of the Council based at Wellington

        shall be governed by the Wellington District Committee and all others shall individually elect which District Committee or sub-District Committee they wish to be governed by. The result of that election shall be tabled at each annual Conference and shall be binding for that full financial year.

      2. In the absence of any annual notification of election, the members shall be deemed to have voted for the Status Quo to exist under Rule 8(2)(a).
    3. Subject to any bylaws affecting the matter, the Management Committee may from time to time alter the number and area of Districts of the Council as specified in paragraph (1) of this rule.

  9. DISTRICTS MEETINGS

    1. A District Annual Meeting shall be held in every year at a date, time and place to be fixed by the District Committee.
    2. A Special District Meeting may be called if for special reasons the District Committee so directs and shall deal with any matter specified in the notice calling the meeting.
    3. Any meeting shall be summoned by the District Secretary by notice in writing posted in a prominent place at every Police Station in the District at least two weeks before the date of the meeting or by other means within that time which would ordinarily be as effective a notice to members; provided that in the case of a special meeting reasonable notice only need to be given having regard to the circumstances.

  10. DISTRICT SPORTS COMMITTEE AND OFFICERS

    1. At every District Annual Meeting, there shall be elected the following District Officers:
      1. A Chairman
      2. A Vice Chairman
      3. A District Secretary and a District Treasurer, who may be the same person.
    2. A member appointed from time to time by each Club or Committee affiliated in that district to the Council, shall be a District Sports Officer.
    3. The members of the Council in any Police sub-district or area or Service Centre controlled by a Commissioned or Non-Commissioned Officer may from time to time appoint one of their members as a District Sports Officer.
    4. The District Sports Officers shall compose the District Sports Committee.
    5. Where the Council members in any District are unable to form a District Committee in accordance with the foregoing provisions of this rule, but desire that sports be controlled through a Social and Sports Club, the Club shall be deemed to be a District Sports Committee to control sports under the jurisdiction of the Council. The foregoing provisions of this rule shall not prevent the Social and Sports Club from electing as District Officers such number of ordinary committee members as it shall think fit but otherwise the Club shall, in respect of its sports functions, be governed by these rules to be part of the Council.
    6. A District Sports Officer appointed from time to time by the officer in charge of the District shall be a member of the District Committee.

  11. COUNCILLORS TO CONFERENCE

    1. The bylaws of the Council may provide for the election of Councillors to the Annual Conference by postal vote of all members in the District but otherwise 2 Councillors from each District shall be elected at each Annual Meeting. If a Councillor is elected by postal vote he shall be deemed to be elected at the next annual meeting.
    2. A Councillor shall be a District Sports Officer whether or not he/she is a District Sports Officer in accordance with Rule 10 hereof and shall be a member of the District Committee.
    3. If a Councillor is for any reason unable to attend any conference the District Committee may appoint any other member to act in their place.
    4. Subject to any bylaws of the Council, any Councillor or other member of another District may be appointed as a Councillor and where there is a Councillor for a District, the District Committee may with the concurrence of the Councillor appoint the Councillor or other member of another District as the Councillor for a particular conference. Every proxy Councillor shall at Conference have a vote or votes in respect of each District of which he/she is the Councillor.

  12. CONFERENCE OF COUNCIL

    1. A Conference of the Council called the Annual Conference shall be held once in every year at a time to be fixed by the Management Committee and not more than 15 months shall elapse between the one Annual Conference and the next.
    2. A Special Conference may be called if for special reasons the Management Committee so directs and shall deal with any matter specified in the notice calling the Conference.
    3. A Conference shall be attended by:
      1. Two Councillors representing each District, except those who have made an election under Rule 8(1).
      2. The Council Officers
      3. Life members
      4. Any member of the Council
    4. A Conference shall be summoned by the Council Secretary by notice in writing to each Council Officer and District Secretary sent at least two weeks before the date of the Conference and the notice shall specify the time, date and place of conference; provide that in the case of a special Conference reasonable notice only need to be given having regard to the circumstances.
    5. Notice relating to any matter to be brought up at an Annual Conference shall be sent to the Council Secretary who shall notify District Secretaries of such notices received by him at the time he summons the Conference. Any matter not notified to the Council Secretary at least four weeks before the date of the Conference may not be brought up except pursuant to a resolution of the Conference.
    6. Every District Secretary shall notify the Council Secretary of the name of the Councillors or proxy Councillors to represent his District and such notice shall be sent before each Conference so as to reach the Council Secretary 48 hours before the time of the Conference or such earlier or later time as may be fixed in bylaws of the Council.
    7. At a Conference a Councillor only shall have a deliberate vote.
    8. At each Annual Conference a person shall be elected as Patron of the Council.
    9. The President, Vice President, Council Secretary and Council Treasurer of the Management Committee shall be the National Councillors to the Conference and have all the voting rights of a District Councillor including the right to carry proxy votes on behalf of a District Committee.

  13. QUORUM AT ANNUAL CONFERENCE AND SPECIAL CONFERENCE

    14. A District Annual Meeting shall be held in every year at a date, time and place to be fixed by the District Committee. The quorum for any Annual Conference or Special Conference shall be 10 Councillors. Should the attendance at any conference not meet the requirements of this rule another meeting shall be called. The quorum for any Special Conference shall be 10 Councillors. Proxy votes shall not count as the attendance of a Councillor.

  14. VOTING AT CONFERENCE

    1. The adoption of any resolution of the Council at conference shall require a simple majority in respect of votes cast except as otherwise required by these rules. The Chairperson shall elect whether votes on any particular resolution may be cast by voice or by the show of hands or by written ballot. If five or more Councillors present such a request then the Chairperson shall require the resolution concerned to be decided by written ballot.
    2. The Chairperson shall preside as Chairperson at every conference of the Council or if there is no Chairperson or if he/she is not present within 15 minutes after the time appointed for the holding of a meeting then the Vice-chairperson, if present, shall act as Chairperson, otherwise the members present shall elect one of their number to by Chairperson for the meeting.

  15. MANAGEMENT COMMITTEE AND OFFICERS

    1. At each Annual Conference there shall be elected the following Officers:
      1. A President
      2. A Vice President
      3. A Council Secretary and a Council Treasurer who may be the same person.
      4. An Honorary Solicitor
      5. A Public Relations Officer
      6. An Honorary Medical Officer
      7. A Management Committee of not more than ten (10) members. Providing that the management committee shall have the power to elect replacement members of the management committee in between conferences. An election of any officer shall be by secret ballot in accordance with any directions of Chairman, or by show of hands in accordance with the direction of the Chairman, and shall be conducted by a scrutineer or scrutineers appointed by the meeting.
      8. The elected President, Vice-President, Council Secretary and Council Treasurer shall be members of the Management Committee.
    2. Any chairperson (or deputy chairperson in his/her absence) appointed in terms of Rule 16(4) may attend any meeting of the Management Committee but will not have the power to vote.
    3. A member of Police appointed from time to time by the Commissioner as Chief Sports Officer shall be a Council Officer and may also hold a position as a Council Officer in other respects.
    4. All Members of the Management Committee other than the President and Vice President must be a person residing in or near Wellington with the exception that two management committee positions may be held by a person or persons resident outside of Wellington.
    5. Where any matter arises to be dealt with by the Management Committee cannot conveniently be left until the next regular meeting, that matter may, subject to these rules and any bylaws and any directions of the Management Committee, be dealt with by an Emergency Sub-Committee of NOT more than 5 Management committee members including any 3 of
      • President
      • Vice President
      • Secretary
      • Treasurer
      • Chief Sports Officer

      and if the matter concerns a particular sport, one of these members shall be the representative of that sport.

    6. Subject to those rules and any bylaws, the Management Committee may constitute sub-committees to deal with any matter and any sub-committee shall have such powers and duties as are conferred on it by the Management Committee and shall act in accordance with any directions of the Management Committee.
    7. The Council Secretary shall prepare and maintain full and correct records of all meetings of a Conference or the Management Meetings. He shall give or cause to be given proper notice of all meetings of the Management Committee and he shall perform such other duties pertaining to the administration of the Council as are usually performed by a Secretary or as he may be directed by these rules or bylaws or by the Conference or Management Committee to perform.

  16. NATIONAL CONTROL OF PARTICULAR SPORTS

    1. Affiliated organisations of any particular sport may decide that an Association or Union be constituted as part of the Council, for the encouragement, promotion and control of that sport on a national basis.
    2. Any member of such an Association or Union must be a member of the Council and, except in the case of the Chairman and Vice Chairman must be a member residing in or near Wellington.
    3. Where in respect of any particular sport an Association or Union is not constituted in accordance with the foregoing provisions of this rule, the Council may constitute an Association or Union for the encouragement, promotion and control of that sport on a national basis.
    4. Every Association or Union of a particular sport shall comprise the following officers:
      1. Chairman
      2. Vice Chairman
      3. A Secretary and a Treasurer who may be the same person.
      4. Five other Members
    5. Subject to any bylaws and to any directions of a conference, the Management Committee may make, alter or rescind rules regarding the election or appointment of the Officers of the Associations and Unions, the calling and conduct of meetings and the functions, powers or organisation of such bodies.

  17. MEETINGS OF CONFERENCE AND COMMITTEES

    1. In this rule "Committee" means the Management Committee, a District Committee, an Association or Union, an affiliated club and any sub-committee and "Chairman" includes "President".
    2. The Chairman shall preside at Conference and District and Committee meetings and in his absence the vice-chairman, and in the absence of both any person entitled to be present and entitled to vote.
    3. The person presiding shall where there is equality of votes have a casting vote, which shall be in addition to a deliberate vote if he is entitled thereto. Subject to these rules and any bylaws of the Council, he shall control the meeting and the conduct of business thereat.
    4. Meetings of a committee shall be held at times, dates and places fixed by the chairman subject to any directions of the committee, and reasonable notice of the meeting shall be given to each person entitled to attend provided that no notice need be given of any meeting held regularly at a determinable time, date and place.
    5. At any committee meeting a quorum shall be one half of the number of persons entitled to attend with voting rights, or if that number is uneven the next number below one half.
    6. If a meeting has not been held over a period of two months, any member of the committee, or five ordinary members of the Council may demand that a meeting be called within one month of the demand and the Secretary shall summon a meeting accordingly.
    7. Where a member appointed to any Committee is unable to attend any meeting of the Committee, the Club or sub-district or the association or union constituted under rule 16 hereof, as the case may be, may appoint another member to act in the place of the member unable to attend.

  18. GENERAL AS TO OFFICERS

    1. Any person appointed to any office whatever at a conference or district meeting shall take office at the conclusion of that conference or meeting and subject to these rules shall hold office until his successor comes into office.
    2. Any holder of an office may resign. If any holder ceases to have a qualification precedent to his election or appointment, or if any officer fails to attend three consecutive meetings of his committee without permission of the committee, he shall be deemed to have vacated office.
    3. Any vacancy in any office from whatever reason arising may be filled, the case of a District Sports Officer by the District Committee and in any other case by the Management Committee.

  19. FINANCE

    1. Subject to these rules and any bylaws of the Council and to any directions of the Conference, the Management Committee may:
      1. Fix the date of closing of the financial year.
      2. Disburse the funds of the Council, after payment of administration expenses, for the furtherance of objects of the Council, including if it thinks fit the insurance or any other provision for players injured in any sport.
    2. Conference shall fix the rate of subscription payable by members and the time or times and modes of payment thereof, and remit if it thinks fit for special reason and amounts so due.
    3. If any subscription monies are unpaid by a member for 12 months, the member shall not be entitled to vote at any conference or meeting whatever and shall be deemed to have vacated any office whatsoever which he holds in the Council.
    4. All monies paid to the Council shall be paid to the Council Treasurer who shall pay the same into a banking account and shall keep a proper record of the receipt and disbursement of the same.
    5. The Council Treasurer shall at the close of the financial year prepare a full statement of the financial transactions of that year and of the assets and liabilities of the Council at the close of the year and shall before the Annual Conference send an audited copy of the statement to every Councillor and to the Commissioner.
    6. Every District Treasurer and every Secretary/Treasurer of an affiliated organisation to which Council funds have been disbursed during that financial year shall keep a proper record of all monies received from the Council and of such monies disbursed and shall at the close of the financial year prepare a statement of the financial transactions of that year and of the assets and liabilities of the District Committee or affiliated organisation at the close of that year and shall present an audited copy of the statement to the District or affiliated organisation Annual Meeting.
    7. A financial report shall be submitted to the District or affiliated organisation Annual Meeting by the Treasurer and approved.
    8. Every District Secretary and every Secretary/Treasurer of an affiliated organisation to which Council funds have been disbursed during that financial year shall, no later than two months after the close of each financial year, send to the Council Secretary an audited copy of the statement referred to in the previous paragraph.
    9. Any income, benefit or advantage shall be applied to the objectives of the organisation. No members of the organisation or any person associated with a members shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit of advantage whatsoever. Any such income shall be reasonable and relative to that which would be paid in arms length transaction (being open market value).

  20. AUDITORS

    1. An Auditor of the Council and any affiliated Association or Union shall be appointed from time to time by the Conference.
    2. Each District Committee shall appoint an auditor or auditors.
    3. If at any time no appointment of an Auditor or Auditors is made in accordance with the foregoing provisions of this rule, the Management Committee may appoint an Auditor or Auditors.

  21. APPEAL TO CONFERENCE OF COUNCIL

    1. Any District Sports Committee may appeal to the Conference against any decision of the Management Committee on any matter of National importance.
    2. Notice of any such appeal shall be given in writing to the Council Secretary within one month after the District Committees has received notice in writing of the particular decision.
    3. Except at an Annual or Special Conference, any decision of the Conference shall be taken by postal ballot and for such purpose the Council Secretary shall supply to each Councillor all information on the subject under consideration.

  22. AMENDMENT TO RULES

    23. These rules may only be altered by resolution passed at conference or special conference providing that due notice of any rule change has been given and that such resolution be passed by a majority of 75% of Councillors present and eligible to vote.

  23. POWER OF THE COUNCIL TO BORROW MONEY

    24. Subject to the prior approval of the Council in Annual Conference the Management Committee shall have power:

    To borrow or raise money upon mortgage of the real personal property of the Council or any part of parts thereof or upon debentures, debenture stock or mortgage debentures of the Council to issue any such debentures, debenture stock or mortgage debentures or to borrow any money from bankers or other persons with or without security, but no person advancing shall be bound to enquire whether this rule has been complied with or he affected by any irregularity howsoever the same shall occur.

  24. COMMON SEAL

    25. The Management Committee shall provide a common seal for the Council and they shall have power from time to time to destroy the same and substitute a new one in lieu thereof. The common seal shall remain in the possession of the Secretary/Organiser and shall only be used when directed by the Management Committee and for the purposes of executing documents, it shall be affixed in the presence of two members of the Management Committee.

  25. WINDING UP

    26. The Council may be voluntarily wound up:

    1. If the Council in annual conference or special conference shall pass a resolution requiring the Council to be so wound up: and
    2. If such resolution is confirmed by subsequent emergency special conference convened for the purpose and held not earlier than 30 days after the conference or special conference at which such resolution has passed.
    3. On winding up or dissolution, all assets remaining after payment of all costs, debts and other charges shall, subject to any trust affecting the same and subject to the agreement of the Commissioner of Police, be disposed of as determined by the conference after which the decision to wind up was confirmed, provided that there shall be no distribution whether by way of money, property, or otherwise, howsoever to any member.
    4. No addition to or alteration of the non-profit aims, personal benefit clause or the winding up clause shall be approved without the approval of the Inland Revenue Department. And the provision and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.

BY - LAWS

    ADMINISTRATION

  1. No arrangement shall be made for any overseas tour, whether from or to New Zealand, except with the approval of the Management Committee

    2. CLUB SPORTS OFFICER TO DISTRICT COMMITTEES

  2. A club Sports Officer to a District Sports Committee shall be entitled to attend every meeting of that Committee and shall bring before the meeting every matter which his club or the committee thereof may direct.
  3. He shall give to every regular meeting of the Committee of his club, and at other times when directed by that committee, a report as to the proceedings and affairs of the District Committee.
  4. At every meeting of the District Sports Committee he shall report as to the proceedings and affairs of his club.

    5. SUB-DISTRICT SPORTS OFFICER

  5. A sub-district Sports Officer appointed by the members of a sub-district controlled by a commissioned officer or non-commissioned officer shall be appointed at a meeting of the members in every year.
  6. A sub-district Sports Officer may attend every meeting of the District Sports Committee and shall bring before the Committee every matter which the members of the sub-district wish to be so brought.
  7. He shall as far as practicable keep the members of his sub-district informed of the proceedings and affairs of the District Sports Committee.

    8. COUNCILLOR TO CONFERENCE

  8. A Councillor to the Conference shall on every matter coming before a conference present the views of his District Committee, and shall in every matter ascertain as far as practicable the views of that Committee.
  9. After every Conference he shall as soon as practicable furnish a full report thereof to his District Committee.

    10. REMITS TO CONFERENCE

  10. A remit to Conference or any matter to be brought up at a Conference shall first be approved at a meeting of the District Sports Committee.

    11. APPOINTMENT OF MEMBERS OF MANAGEMENT COMMITTEE

  11. The names of persons for appointment to the Management Committee pursuant to Clause (1) of Rule (15) shall be notified to the Council Secretary at least one month before the date fixed for the Conference, and the Council Secretary shall notify those names to every District Committee; provided that failure to comply with this by-law shall not prevent an appointment being made.

    12. STANDING ORDERS

  12. The by-laws under this heading shall apply to every meeting whatsoever within the council.
  13. When a quorum is not present within 30 minutes after the time fixed for any meeting the meeting shall not have power to transact any business except to record attendance, and shall then stand adjourned to the following week at the same time on the same day at the same place and the members then present shall irrespective of their number, constitute a quorum.
  14. At every meeting the order of business shall be fixed by the Chairman.
  15. Subject to the following by-law, voting shall be by show of hands and no matter decided by vote can be further discussed at the same meeting.
  16. An election of any officer shall be by Secret ballot in accordance with any directions of Chairman, and shall be conducted by a scrutineer or scrutineers appointed by the meeting.
  17. No motion shall be discussed until it has been seconded and no motion may be withdrawn by the mover without permission of the seconder.
  18. No amendment shall be received which is a direct negative of the motion.
  19. In the case of a motion to alter a rule of by-law no amendment may be received which does not deal with the same subject matter as the original rule or by-law and in any other case no amendment shall be received which does not preserve the substance of the original motion.
  20. No second or subsequent amendment, whether upon an original proposition or an amendment, shall be considered until the previous amendment has been disposed of.
  21. Every member must confine himself to the question under consideration and avoid personalities and unbecoming language, and no member while speaking shall impeach the motives of another or treat another disrespectfully.
  22. No member shall speak twice to the same motion (except in explanation) but the mover of a motion shall have the right of reply.
  23. In all matters not specifically dealt with by the rules of by-laws the Chairman shall rule in accordance with commonly accepted rules of debate.
  24. Any member acting contrary to these standing orders, or the ruling of the Chairman, shall be called to order, and should he persist may be suspended from taking any further part in the business of that meeting.
  25. When the Chairman decides a point of order or gives a ruling he shall state the rule which he considers applicable, but shall not discuss it, and his decision shall be final.

    26. MINUTES OF MEETINGS

  26. Minutes shall be kept in proper form of all resolutions and proceedings of meetings, and shall include the names of all members present, and such minutes signed by the Chairman of that or a subsequent meeting after being confirmed the meeting, shall be sufficient evidence of the facts stated therein.