2022 Constitution
Levin Pistol Club Incorporated

This constitution has been approved by the Levin Pistol Club Members during the Annual General Meeting dated 19-07-2022 and filed and accepted by the registrar of the companies office on 27-07-2022.

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Constitution of Levin Pistol Club Incorporated 2022

1. Name

The name of the Club shall be the Levin Pistol Club Incorporated hereinafter called the Club

2. Objectives

Other objects of the Club shall be:

1. a)  To initiate and foster the practice of pistol shooting and to hold meetings, trials and shooting competitions.
2. b)  To subscribe to, become a member of, federate or affiliate with and/or co-operate with any other incorporated associations, club or body of shooters, whose objectives are altogether or part similar to those of this Club, and to procure from and communicate to any such association, club or body such information as may be likely to promote the common objectives and interest and to co-operate with any individual shooter who may have the like or similar objects or interests.
3. c)  Topromotesafety,responsibilityandproficiencyinthecareandhandlingoffirearms.
4. d)  Toconsiderandbringunderthenoticeofanyconstitutedauthoritysuchmattersasmay be deemed to affect the welfare or interest of members or the advancement of the Club’s objectives.
5. e)  To purchase, take on lease or in exchange or hire or otherwise acquire, hold mortgage and dispose of any real or personal property or any rights or privileges which the Club may think necessary or expedient for the purpose of attaining the objects of the Club or any part of them, or of promoting the interests of the Club or its members.
6. f)  To promote and advance generally the interests of its members.
7. g)  To invest the moneys of the Club not immediately required for any of its objects in such a manner as from time to time may be determined.
8. h)  To do all such things as are incidental or conducive to the attainment of the above objects.

3. Membership

Admission of Members

To become a Member, a person (“the Applicant”) must:

1. a)  Complete an application form, if the Constitution, Bylaws or Committee requires this.
2. b)  Supply any other information the Committee requires.
3. c)  TheCommitteemayinterviewtheApplicantwhenitconsidersMembershipapplications.
4. d)  The Committee shall have complete discretion when it decides whether or not to allow the Applicant become a probationary / full Member. The Committee shall advise the Applicant of its decision, and that decision shall be final.
5. e)  Members are required to annually reapply for membership at the time the annual subscription fees are due.

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The PRIMARY objective of the Club is multidisciplinary pistol shooting, secondary objectives of the Club are rifle and shotgun shooting.

The Register of Members

1. a)  The Secretary shall keep a register of Members (“the Register”), which shall contain the names, the postal and email addresses and telephone numbers of all Members, and the dates at which they became Members.
2. b)  A Member shall give the new contact details to the Secretary if a Member’s contact details change.
3. c)  EachMembershallprovidesuchotherdetailsastheCommitteerequires.
4. d)  Members shall have reasonable access to their information on the Register of Members.

Eligibility of Membership

1. a)  Thereshallbethreeclassesofmembership: o Ordinary membership: § Full membership
   § Junior membership
   § Family membership
   § Honorary membership
   § Honorary life membership o Probationary membership o Associate membership
2. b)  Any person 18 years of age and over shall be eligible to become a probationary member on application to the Club and on payment of the current subscription and entrance fee.
3. c)  Anypersonagedfrom14yearsuptoandincluding17yearsofageshallbeeligibleto become a probationary Junior Member on application to the Club and on payment of the current subscription and entrance fee.
4. d)  The senior member of a family and their spouse and children of the age of 14 years of age and under 18 years of age shall be eligible for probationary family membership on application to the Club and on payment of the current subscription and entrance fee.
5. e)  Any person may be elected an Honorary member of the Club by the Committee and shall remain an Honorary Member at the pleasure of the Committee. An Honorary Member shall be entitled to take part in the activities of the Club but may not vote at meetings or hold office on the Committee.
6. f)  Any member who has given outstanding service to the Club may, on the recommendation of the Committee be elected as an Honorary Life Member at any Annual or Special General Meeting provided that a minimum of 2/3 of persons vote in favour.
7. g)  Each applicant for membership shall be required to serve a period of probation of not less than 6 months, during which period the applicant may take part in such activities as the Committee may determine. A probationary member is required to formally apply in writing for full membership using the Clubs’ procedure. This application requires the full approval from all members present at the committee meeting.
8. h)  An associate member of the LPC is a member, who’s primary annual PNZ membership is submitted by another pistol club (The primary membership club) and the LPC membership is used as a secondary pistol club membership.
   As an associate member of the LPC the member has the right to be part of the LPC activities and use the LPC facilities. An associate member’s restrictions are:
   o They cannot be a member or hold office on the LPC committee. o The cannot vote in any membership meeting.

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Obligations of Members

All Members (and Committee Members) shall:

a) Adhere to the constitution and bylaws of the Club b) Promote the purposes of the Club
c) DonothingtobringtheClubintodisrepute.

Cessation of Membership

1. a)  Any member of the Club may resign by giving notice in writing to the secretary and paying all subscriptions due.
2. b)  Any member whose annual subscription is more than four weeks in arrears shall be removed from membership of the Club and may be re-admitted by resolution of the Committee on payment of all arrears.

Membership Termination

a) Membership can be terminated in the following way:

1. InstantdismissalfromtheClubmembershipduetoSeriousMisconduct.Serious Misconduct entails:
   1. Theft of the Club’s property.
   2. Fraud towards the Club.
   3. Shooting under the influence of alcohol or recreational drugs or the use of alcohol or recreational drugs while on the range.
   4. Intentional damage of the Club’s property.
   5. Failing to adhere to a reasonable instruction from the Range Officer.
   6. Threatening behaviour towards other members on the range.
   7. Pointing a gun at another person.
   8. Persistent bullying or harassment of other Club members.
2. AnyMemberswhohavehadanyofthefollowingactionstakenagainstthemwill be immediately suspended from membership of the Club:

i. Their firearms licence and / or Endorsement(s) have been ceased / suspended / revoked for any statutory reasons or their firearms licence and / or endorsements are considered for revocation by the relevant statutory body.

c. If, for any reason whatsoever outside serious misconduct, the Committee is of the view that a Member is breaching the Constitution or Bylaws of the Club or acting in a manner inconsistent with the purposes of the Club, the Committee may give written notice of this to the Member (“the Committee’s Notice”). The Committee’s Notice must:

1. Explain how the Member is breaching the Constitution or Bylaws or acting in a manner inconsistent with the purposes of the Club.
2. State what the Member must do in order to remedy the situation; or state that the Member must write to the Committee giving reasons why the Committee should not terminate the Member’s Membership.

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3. State that if, within 14 days of the Member receiving the Committee’s Notice, the Committee is not satisfied, the Committee may in its absolute discretion immediately terminate the Member’s Membership.
4. State that if the Committee terminates the Member’s Membership, the Member may appeal to the Club.

2. b)  FourteendaysaftertheMemberreceivedtheCommittee’sNotice,theCommitteemayin its absolute discretion by majority vote terminate the Member’s Membership by giving the Member written notice (“Termination Notice”), which takes immediate effect. The Termination Notice must state that the Member may appeal to the Club at the next Meeting by giving written notice to the Secretary (“Member’s Notice”) within 14 days of the Member’s receipt of the Termination Notice.
3. c)  TheMemberwillhavetherighttobefairlyheardataCommitteeMeetingheldwithinthe following 28 days. If the Member chooses, the Member may provide the Secretary with a written explanation of the events as the Member sees them (“the Member’s Explanation”), and the Member may require the Secretary to give the Member’s Explanation to every other committee Member within 7 days of the Secretary receiving the Member’s Explanation. If the Member is not satisfied that the other committee Members have had sufficient time to consider the Member’s Explanation, the Member may defer his or her right to be heard until the following committee Meeting.
4. d)  When the Member is heard at a committee Meeting, the committee may question the Member to obtain clarification on what happened.
5. e)  The Committee shall then by majority vote decide whether to let the termination stand, or whether to reinstate the Member. The Committee’s decision will be final.
6. f)  Notwithstanding any other provision in this constitution, any range master / officer appointed in accordance with this constitution as appointed by the committee may suspend any member from taking part in any shooting activity or competition pending a decision on any matter by the committee or any properly appointed committee controlling such shooting activity or competition.

4. Subscriptions and Entrance Fees

1. Theannualsubscriptionand/orentrancefeeforOrdinaryMembers,JuniorMembers, Family Members, Probationary members and Associated members shall be such sums as any Annual General; or Special general Meeting shall from time to time decide.
2. Theapplicationshallbeforwardedtothesecretaryandtheentrancefeeshallbe deposited in the Club’s bank account. The entrance fee may include a one-off charge for administration and training costs.
3. All subscriptions after they shall become due and payable immediately and paid within four weeks after it has been determined by the Annual General or Special General Meeting excepting that the current annual subscription may be divided into four equal quarterly sums to apply in case of an application for membership being received part-way through the year. This proportion of the annual subscription to be applied in each case shall be decided by the Committee.

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5. Officers and Committee

The officers of the Club shall be:

1. ThePresident
2. TheVicePresident
3. The Secretary
4. TheTreasurer
5. TheMasterArmourer
6. The Range Master
7. TheClubTrainingOfficer
8. TheClubCaptain

Election of the Committee

Provided that if the Annual General Meeting so determine, a member may be elected to fill a combined office.

The Committee of the Club shall comprise of the President, the Vice President, the Secretary, the Treasurer, the Master Armourer, the Range Master, the Club Captain and one or more other ordinary members elected by the Ordinary Members of the Club. At a Annual General Meeting, the Ordinary Members may decide by majority vote how large the Committee will be.

Nominations of members to fill the positions of Officers and members of the Committee, together with acceptance thereof, shall be submitted in writing to the Secretary not later than 28 days prior to the date of the holding of the Annual General Meeting. Each candidate shall be proposed and seconded in writing by Ordinary Members and the completed nomination delivered to the Secretary. Nominations shall close at 5pm on the 28th day prior to the Annual General Meeting. All retiring members of the Committee shall be eligible for re- election.

In the event of insufficient nominations being received for positions on the Committee, further nominations shall be called for at the Annual General Meeting.

In the event of more than the required number of candidates being nominated for election to any office or to the Committee voting shall be by secret ballot.

The Officers and members of the Committee shall be elected at each Annual General Meeting, and shall respectively hold Office until the next succeeding Annual General Meeting, when they shall retire but be eligible for re-election.

The Committee shall have the power to appoint ordinary members of the Club to fill casual vacancies on the Committee.

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Role of the Committee

The Committee has all of the powers of the Club, unless the Committee’s power is limited by this constitution, or by a majority decision of the Club. All decisions of the Committee shall be by a majority vote. In the event of an equal vote, the Chair/President shall have a casting vote, that is, a second vote. Decisions of the Committee bind the Club, unless the Committee’s power is limited by this constitution or by a majority decision of the Club, any specific responsibilities as approved by the committee and set out in the document Committee position expectations.

Objectives of Committee Members

The President ‘s primary objective is:

1. a)  The overall management, leadership, public relations and promotion of the Club.
2. b)  To be the point of contact for Range Inspectors for inspections of the range(s) and for ensuring that the range Standing Orders are kept clearly visible and in good order and the range meets the requirements of the Range Inspectors and the Police approval.
3. c)  Anyspecificresponsibilitiesasapprovedbythecommitteeandsetoutinthedocument President position expectations.

The Vice President’s primary objective is:

The Secretary’s primary objective is:

The Treasurer’s primary objective is:

The Armourer’s primary objective is:

7. The Range Master primary objective is:

a) To be a suitable qualified member and supervise the conduct of all Club practice, trial, competition and general shoots.

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a) To replace the president in their absence or when the president is unable to perform their duties.

a) Accurate administration and record keeping for the Club
b) Any specific responsibilities as approved by the committee and set out in the document

Secretary position expectation.

a) Keeping proper accounting records of the Club’s financial transactions to allow the Club’s financial position to be readily ascertained.

b) Any specific responsibilities as approved by the committee and set out in the document Treasurer position expectations.

a) ThesafecustodyandmaintenanceofallClubfirearmsandrelatedequipmentowned, borrowed by, donated to or in the legal custody of the Club.

b) Any specific responsibilities as approved by the committee and set out in the document Club Armourer’s position expectation.

b) Any specific responsibilities as approved by the committee and set out in the document Range Master position expectations.

8. The Club Captain’s primary objective is

9. The Club Training officer’s primary objective is:

9. Annual General Meeting

The Annual General Meeting of the Club shall be held in the period of three months after the end of each financial year of the Club upon a date to be fixed by the Committee for the purpose of

1. a)  Receiving an Annual Report of the President
2. b)  Receiving an Annual Statement of Accounts and Committee’s Report
3. c)  Consideringand,ifnecessarytakingactionwithreferencetoanybusinessormotionof which due notice has been given, and discussing the general business of the Club. Notice of the Annual General meeting and of the business to be transacted and of such other matters as are provided by this constitution shall be posted to members at least 28 days before the date of such meeting; any member desiring to bring forward any business at such meetings shall give notice in writing to the Secretary who shall notify other members.

At least 14 days before the Annual General Meeting or Special General Meeting, the Secretary will distribute:

1. a)  A copy of the Chair / President’s Report on the Club’s operations and of the Annual Financial Statements as approved by the Committee.
2. b)  A list of Nominees for the Committee, and information about those Nominees if it has been provided. (The Secretary must not provide Members with information exceeding one side of an A4 sheet of paper per Nominee)
3. c)  NoticeofanymotionsandtheCommittee’srecommendationsaboutthosemotions.
4. d)  General business.
5. e)  If the Secretary has sent a notice to all Members in good faith, the Meeting and its business will not be invalidated simply because one or more Members do not receive the notice.

Note: No Club Annual General Meeting may be held unless at least 10 vote eligible Members attend. (This will constitute a quorum.) The Chair/President or their nominee shall adjourn the meeting if necessary.

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a) ThedaytodaymanagementoftheClub.Thisincludesarecordoftheannualattendance of individual members and gradings.

b) Any specific responsibilities as approved by the committee and set out in the document Club Captain position expectations.

1. a)  To organize coaching and training sessions and guide new members through their probation period. They will be the organizing officer for Range Officer tests and training as well as any other safety related training requirements.
2. b)  Any specific responsibilities as approved by the committee and set out in the document Club Training Officer’s position expectations.

10. Special General Meetings

Special General Meeting may be convened from time to time as the committee sees fit, or on a reputation in writing stating particulars of business to be brought forward, from not less than ten ordinary members, in which case the meeting shall be called within one month of the receipt of such requisition. Notice of such meeting giving particulars of business shall be posted to members within 28 days of receipt of requisition. At any such meeting the business to be transacted shall be the consideration of, and if necessary taking action with reference to the matters referred to expressly or by necessary implication in any such requisition as aforesaid. No Club Annual Special Meeting may be held unless at least 10 vote eligible Members attend. (This will constitute a quorum.) The Chair / President or their nominee shall adjourn the meeting if necessary.

11. Conduct of Meetings

1. a)  AtallGeneralMeetingsandatallmeetingsoftheCommittee,thePresident,ifpresent, shall occupy the Chair. In the event of the President and the Vice President being absent, the meeting shall elect a Chair.
2. b)  Committee meetings may be held via video or telephone conference, or other formats as the Committee may decide.
3. c)  AttheGeneralMeetingsthequorumshallconsistof10OrdinaryMembers.
4. d)  At Committee meetings the quorum shall consist of five members.
5. e)  Decisions of the Committee shall be by majority vote.
6. f)  Voting at meetings shall be by show of hands or, if required by any ordinary member present, by secret ballot.
7. g)  OnlyCommitteeMemberspresentataCommitteeMeetingmayvoteatthatCommittee Meeting.
8. h)  Between committee meetings, committee members are able to vote on issues arising by electronic / email vote. Motions can be passed by a majority vote when 75% or more of the committee have submitted a vote within the set timeframe.
9. i)  In the event of equal voting on any motion before a meeting, the Chairperson shall have a casting vote which they may exercise or not, at their discretion.
10. j)  At the Annual / Special General Meeting only ordinary and probationary members may vote.
11. k)  Subjecttothisconstitution,theCommitteemayregulateitsownpractices.
12. l)  The Chair / President or their nominee shall adjourn the meeting if within half an hour after the time appointed for a meeting a quorum is not present at the meeting, and no business shall be transacted.

12. Minutes

The Committee can record the minutes and shall keep minutes of all meetings both electronic and in hard copy of:

a) TheappointmentofallOfficersandmembersoftheCommittee.
b) TheappointmentsofallpersonsappointedtoCommitteesandSub-committees. c) ThenamesofmembersoftheCommitteeandnumberspresentatmeetings.

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d) Ofallmotions,resolutionsandproceedingsofallgeneralmeetingsandmeetingsofthe Committee, Committees and Sub-committees.

13. Discipline of members

1. a)  Membership may be suspended or cancelled by the Committee at any time, with or without forfeiture of any subscription moneys which may have been paid. Any person whose membership may have been so suspended or cancelled shall have the right to appeal to an Annual or Special General meeting, when a majority of two-thirds of the ordinary/probationary members present and voting shall be necessary for the Committee’s decision to be reversed.
2. b)  Notwithstanding any other provision in this constitution, any Range Officer appointed in accordance with this constitution or appointed by the Committee may suspend any member from taking part in any shooting activity or competition pending a decision on any matter by the Committee or any properly appointed Committee controlling such shooting activity or competition.

14. Money and other assets of the Club

All funds transactions are to be paid electronically into the Club’s bank account and financial bank transfers are to be approved by two signatories of the committee.

Use of Money and Other Assets:

1. a)  TheClubmayonlyUseMoneyandOtherAssetsif:
   1. It is for a purpose of the Club
   2. It is not for the sole personal or individual benefit of any Member and
   3. That Use has been approved by either the Committee or by majority vote of the Club.
2. b)  Any surplus of funds may be invested at current bank rates.
3. c)  TheCommitteemaymakeandapproveanyreasonablepaymenttoamemberfor services or reimburse or pay any reasonable costs incurred by a member on behalf of the Club.
4. d)  No member or any person associated with Club members shall materially benefit from any decision made by the Club.

15. Additional Powers

The Committee may:

1. a)  Employ people for the purposes of the Club.
2. b)  Borrow money and provide security if authorised by Majority vote at any Club Meeting where 75% of the ordinary / probationary members entitled to vote are present.
3. c)  Raisemoneybyanymethodthemembersmaythinkfit,andinparticularbythe promotion of donations, gifts, bequests to the club fund and by the promotion of running raffles, lotteries and competitions and to enter into all arrangements and agreements necessary for the purpose.

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15A. Financial Year

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

16. Winding up

Upon winding up and after payment of the Club’s liabilities any surplus fund or assets of the Club shall be handed over or distributed in all respects as the Registrar of Incorporated Societies may approve / determine.
No distribution may be made without approval of the Registrar of Incorporated Societies.

17. By-Laws

The Committee may from time-to-time make, alter or rescind bylaws for the general management of the Club, so long as these are not repugnant to this constitution or to the provisions of law and considered necessary or proper for the wellbeing of the Club. All such bylaws shall be binding on members of the Club. A copy of the bylaws for the time being, shall be available for inspection by any member on request to the Secretary.

18. Assurance of the Financial Statements

The Club shall appoint a reviewing committee of a minimum of 2 non- Club committee members to review the annual financial statements of the Club with the treasurer prior to the presentation of accounts at the Annual General meeting. The Review committee shall conduct an examination with the objective of providing a report that nothing has come to the Review Committee’s attention to cause the Reviewers to believe that the financial information is not presented in accordance with the Club’s accounting policies and or the Incorporated Societies Act.

The Committee is responsible to provide the Review Committee with:

1. a)  Access to all information of which the Committee is aware that is relevant to the preparation of the financial statements such as records, documentation and other matters.
2. b)  Additional information that the reviewer may request from the Committee for the purpose of the review; and
3. c)  ReasonableaccesstopersonswithintheClubfromwhomthereviewerdeterminesit necessary to obtain evidence.

19. Common Seal

1. a)  The Committee of the Club shall provide a common seal for the Club and may from time to time replace it with a new one.
2. b)  The Secretary shall have custody of the common seal.
3. c)  Thecommonsealcanbeaffixedtoeveryofficialdocument.

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20. Delegation

1. a)  TheCommitteemayappointsub-committeesconsistingofmembersoftheClubthe members need not be members of the Committee for any purpose within the powers of the Committee.
2. b)  The Committee can appoint delegates to represent the Club and may appoint and dismiss officers or officials to control any section of the Club’s affairs.
3. c)  Allappointeddelegatedarerequiredtoreportbacktothecommitteeasrequested.

21. Alteration of the Constitution

1. a)  The Club may alter is constitution at a Club General / Special Meeting by a resolution passed by a 75% majority of those Ordinary / probationary Members present and voting.
2. b)  Any proposed motion to amend or replace this constitution shall be signed by at least 10 of eligible ordinary Members and given in writing to the Secretary at least 28 days before the Club Meeting at which the motion is to be considered, and accompanied by a written explanation of the reasons for the proposal.
3. c)  Atleast14daysbeforetheGeneralMeetingatwhichanyconstitutionchangeistobe considered the Secretary shall give to all Members written notice of the proposed motion, the reasons for the proposal, and any recommendations the Committee has.
4. d)  When a constitution change is approved by a General Meeting no constitution change shall take effect until the Secretary has filed the changes with the Registrar of Incorporated Societies and this has been approved by the Companies Office.

22. Registered Office

The Registered Office of the Club shall be at such a place as the Committee shall from time to time determine.

23. Indemnity

Every Officer or member of the Club shall be indemnified by the Club against, and it shall be the duty of the Committee to pay all costs out of the funds of the Club, losses and expenses which any officer or servant may incur or become liable to by reason of any contract entered into or deed done by him as such officer or servant or in any way in the discharge of his duties, except such as happen from their own respective wilful neglect or deliberate act contrary to this constitution.

24. Availability of the Constitution

The secretary shall make available to any member on request a copy of this constitution for examination.

25. Notices

Any notice required to be given under this constitution shall be in writing and may be served electronically or by posting it in a prepaid letter addressed to the member at the address last notified by them to the Secretary.

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26. Matters not provided for

If any matter shall arise which is not provided for under this constitution, The Committee shall decide as it shall deem fit, and any such decision shall be binding to the Club members until decided by a resolution of the General Meeting.

27. Validity of this constitution

This constitution is at all times subservient to the relevant acts in the NZ legislation.

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