CONSTITUTION OF THE POLISH ASSOCIATION

1.0       ORGANISATION NAME
The name shall be ‘Polish Heritage Association of Waikato’ Incorporated.

2.0       REGISTERED OFFICE
The registered office of this Association will be in the Hamilton area at a place determined by the Executive Committee of the Association.

3.0       PURPOSE OF THE SOCIETY
The Association goal is as follows:
3.1      To promote cultural and spiritual values of Polish heritage in New Zealand.
3.2      To undertake a programme of cultural and historical education with the broader community for
the above programme.

3.3      To encourage and support cultural, educational and economic links and exchanges between
Poland and New Zealand.
3.4      To cooperate with, and to support other ethnic communities in New Zealand.:
3.5 To help and support the settlement of Polish immigrants, and to assist temporary
Visitors in Waikato.
3.6      To encourage involvement of the broader community in the activities of this organisation.
3.7      To cooperate with local government, agencies and voluntary organisations in the promotion of
their objectives.

4.0       MANAGING COMMITTEE
4.1       The Society shall have a managing committee including the following persons:
(a)        The Chairperson;
(b)        The Secretary;
(c)        The Treasurer; and
(d)        Other Members as the Society shall decide.
4.2       Only Members of the Society may be the Committee Members.

5.0       APPOINTMENT OF COMMITTEE MEMBERS
5.1       At a Society Meeting, the Members may decide by majority vote:
(a)        How large the Committee will be;
(b) Who shall form the Executive;
(c)        Whether any Committee Member may have more than one title;
(d)        How long each person will be a Committee Member (‘the Term’);
(e) That when agreed by Executive, roles may be shared without strict division;

6.0       CESSATION OF COMMITTEE MEMBERSHIP
6.1       Persons cease to be Committee Members when:
(a)        They resign by giving written notice to the Committee.
(b)        They are removed by majority vote of the Society at a Society Meeting.
(c)        Their Term expires.
6.2       If a person ceases to be a Committee Member, that person must within one month give to the
Committee all Society documents and property.

7.0       NOMINATION OF COMMITTEE MEMBERS
7.1       Nominations for members of the Committee shall be called for at least 14 days before a
General Meeting.  Each candidate shall be proposed and seconded in writing by Members
and the completed nomination delivered to the Secretary.  All retiring members of the
Committee shall be eligible for re-election.

7.2       If the position of any Committee Member becomes vacant between Society Meetings, the
Committee shall appoint another Committee Member to fill that vacancy until the next Society
Meeting.

8.0       ROLE OF COMMITTEE
8.1       Subject to the rules of the Society (“The Rules”), the role of the Committee is to:
– Administer, manage, and control the Society;
– Carry out the purposes of the Society, and Use Money or Other Assets to do that;
– Manage the Society’s bank accounts;
– Ensure that all Members follow the Rules;
– Decide how a person becomes a Member, and how a person stops being a Member;
– Decide the times and dates for Meetings, and set the agenda for Meetings;
– Decide the procedures for dealing with complaints;
– Make regulations.
8.2       The Committee has all of the powers of the Society, unless the Committee’s power is limited
by these Rules, or by a majority decision of the Society.

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

9.0       ROLE OF COMMITTEE MEMBERS
9.1       The Chairperson’s role is to:
(a)        Ensure that the Rules are followed;
(b)        Convene Meetings;
(c)        Oversee the operation of the Society;
(d)        Give a report on the operation of the Society at each Annual General Meeting;
(e)         Advise the Registrar of Incorporated Societies of any rule changes;
(f)        Advise the Registrar of Incorporated Societies of any alteration to the Rules.

9.2       The Secretary’s role is to:
(a)        Record the minutes of Meetings;
(b)        Keep the Register of Members;
(c)        Hold the Society’s records, documents, and books;
(d)        Receive and reply to correspondence as required by the Committee;
(e)        Retain the common seal of the Society, if the Society has a common seal.

9.3       The Treasurer’s role is to:
(a)        Collect and receive all payments made to the Society. These payments must be
banked within seven days after the Treasurer receives them;

(b)        Keep a true and accurate record in the Society’s account book, so that the Society’s
financial situation can be clearly understood at any point in time;

(c)        Give a financial report and statement of accounts (including an Income and
Expenditure Account and Balance Sheet) at each Annual General Meeting and more
often if either the Committee or a majority of the Society requires it.

(d)        Forward the annual financial statements for the Society to the Registrar of
Incorporated Societies upon approval by the Members at the General Meeting.
10.0     SOCIETY MEMBERSHIP
10.1     The Association will be open to all Polish descendants and their immediate families.
Members will have the rights and responsibilities set out in these Rules.

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

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

10.4     If a Member’s address or telephone number changes, that Member shall give the new
address or telephone number to the Secretary.
10.5     Any Member may resign by giving written notice to the Secretary.

11.0 MEMBERSHIP FEES / SUPPORT
11.1 Membership fees shall be voluntary.
11.2 The Society will appreciate any form of support (monetary or other form of
contribution).
12.0     USE OF MONEY AND OTHER ASSETS
12.1     The Society may only use money and other assets for a purpose of the Society; and  their
use has been approved by either the Committee or by majority vote of the Society.
12.2     All funds will be paid to the Association bank account.
12.3     No income or property will be paid or transferred directly or indirectly to members of Society
members. However, members may be refunded for any services carried out by them where
the Executive Committee would have had to pay for that service if it was carried out by
somebody who was not a member of the Executive Committee or the Association.

13.0     CONTROL OF FINANCES
13.1     The financial year of the Society begins on 1 January of every year and ends on 31
December each year.

13.2     Any Payment made by the Society above a value of twenty dollars must be by Cheque or
electronic deposit.

13.3     All cheques must be signed by the Chairperson, and countersigned by two other Committee
Members.

13.4     At an Annual General Meeting, the Society may, by majority vote, appoint someone to audit
the Society (“the Auditor”). The Auditor shall audit the Society’s accounts, and shall certify
that they are correct. The Auditor must not be a Member of the Society.

14.0     SOCIETY MEETINGS
14.1     The Society shall meet once a year at the Annual General Meeting. The Committee  shall
determine the date and venue, and the Secretary will notify all Members.

14.2     Special General Meetings may be called by the Committee if the Secretary receives a written
request signed by at least a quarter of the Members.
14.3     The Secretary shall give all Members at least 14 days written notice of:
(a)        The business to be conducted at any Society Meeting;
(b)        A copy of the Annual Report and Statement of Accounts, if the Society Meeting is an
Annual General Meeting;

(c)        A list of Nominees for the Committee, and information about those Nominees if it
has been provided.
(d)        Notice of any motions and the Committee’s recommendations about those motions.
14.4     The business of an Annual General Meeting shall be:
(a)        Any minutes of the previous Meeting(s);
(b)        The Chairperson’s report on the business of the Society;
(c)        The Treasurer’s report on the finances of the Society, and the Statement of
accounts;
(d)        Election of Committee Members;
(e)        Motions to be considered;
(f)         General business; and
(g)        Approval of plans for the balance of the current and next calendar years.

15.0     COMMITTEE MEETINGS
15.1     No Committee Meeting may be held unless more than half of the Committee
Members   attend.
15.2     The Chairperson shall chair Committee Meetings or the Secretary in his absence.
15.3     Decisions of the Committee shall be by majority vote.
15.4     The Chairperson or person acting as Chairperson has a casting vote.
15.5     Only Committee Members present may vote at that Committee Meeting.

16.0    COMMON SEAL
The Association will have a Common Seal controlled by the Secretary. Its use will be authorised and signed by any one of the Chairperson, Secretary or Treasurer, plus by one more member of the Committee.
17.0    ALTERATIONS TO THE CONSTITUTION
17.1    The Society may alter or replace these Rules at a Society Meeting by a resolution passed by
a two-thirds majority of those Members present and voting.

17.2    The amendment shall be approved during the General Meeting and the Secretary shall notify
all members 14 days in advance of this meeting.

18.0     ADDITIONAL POWERS
18.1     The Society may:
(a) Employ people for the purposes of the Society;
(b) Exercise any power a trustee might exercise;
(c) Invest in any investment that a trustee might invest in;
(d) Borrow money and provide security for that if authorised by Majority vote at any
Society Meeting.

19.0    DISSOLUTION
(a)       The winding up of the Association is to comply with section 24 of the incorporated
societies Act 1908.
(b)       In the event of the dissolution of the Association, the assets after payment of all
liabilities and expenses shall be disposed of according to the decision of a Special
General Meeting convened for the purpose.

(c)        The surplus, if any should be disposed to such charitable bodies or community
organisations select by a resolution passed at the meeting.