Special General Meeting

Minutes of a Special General Meeting of the New Zealand Petanque Association held at Sport Wellington, 14 September 2008

Present:

• National Council members:

  Ron Thompson (Southern), Diane Findlay (Canterbury/Marlborough/Tasman); Fay Doyle (Lower North Island)

• Executive:

  Bryan Wells (CEO), Brian Smith (Treasurer), Barbara Whittington (Secretary)

• Also in attendance Michael Rocks (Khandallah Petanque).

Apologies:

Lorraine Brock (Upper North Island delegate)

In the absence of the National Council Chairperson, Diane Findlay was appointed Chair of the meeting.

Discussion:

Diane outlined the purpose of the meeting.

Submissions on the proposed changes had been received from the Auckland Petanque Association and Khandallah Petanque Club.

• As a result of these submissions, the following changes were made:

• the provisions relating to the co-opting of Board members were removed

• the date at which club membership numbers are assessed for voting purposes was set as the end of the preceding financial year

• changes to correct reference numbering as a result of amendment or deletion of clauses

• Clarification of the process for Board rotation.

• Addition of a clause specifying that any person is eligible for re-election at the end of their term of office

• Removal of the restriction on the number of terms a person can serve on the Board

• Specification that any person appointed to the Board to fill an unexpected vacancy will only hold office until the next AGM.

• “Regional representatives” to be re-named “Area Representatives”

• Clarification that Board Members and Officers may only vote at AGMs or SGMs if they are also Club representatives and therefore voting as such

• Removal from the business of an AGM the appointment of Officers and the auditor (these appointments are made by the Board, not at the AGM)

• For a Special General Meeting to be called, the support of one-third of the Members entitled to vote is needed

• For an irregularity in the notice of a General Meeting to be waived, 75% of the Club representatives present have to agree (the same as for passing a Special Resolution)

• Two authorisations are required for voting by both email and post

The meeting noted that the remit related only to making changes to the Constitution consequent to the agreed new governance structure. Both submissions proposed a number of changes that were outside the scope of the remit, and could not therefore be adopted, as they had not gone through the proper consultation process.

Diane moved

“That the current Constitution of the New Zealand Petanque Association be repealed and replaced in its entirety by the new Constitution as amended by this meeting, with immediate effect.” Seconded Ron Thompson.

Diane tabled a written proxy from Lorraine Brock giving her vote to the Chair of the meeting.

The motion was put to the vote and passed unanimously on voices.

The Secretary is to make the necessary changes to the Rules, circulate to Council for final checking, and file with the Registrar of Incorporated Societies. The webmaster is to place the new Constitution on the PNZ website.

The Chair declared the meeting closed.

Barbara Whittington

Secretary