Marlborough Tennis Club

2026 Constitution

THE MARLBOROUGH TENNIS CLUB INCORPORATED

Constitution

Incorporated Society No. 221050

Adopted at a Special General Meeting held on March 4, 2026

Table of Contents

  1. Club Details
  2. Purpose, Capacity and Powers
  3. Members
  4. Officers
  5. Committee Role and Powers
  6. Committee Meetings and Procedures
  7. Interest and Conflicts of Interest
  8. Patron
  9. Office Manager
  10. Meetings of Members
  11. Financial Matters
  12. Amendments to the Constitution
  13. Regulations
  14. Liquidation or Dissolution
  15. Complaints and Disputes
  16. Suspension, Sanctions and Termination of Membership
  17. Suspension and Removal of Committee Members
  18. Matters Not Provided For
  19. Transition
  20. Definitions and Interpretation

1. Club Details

1.1 Name

The name of the society is The Marlborough Tennis Club Incorporated (“Club”).

1.2 Contact Person

At its first meeting following each Annual General Meeting (AGM), the Committee shall appoint or reappoint at least one (1), and a maximum of three (3), people to be the Club’s contact person(s), under the Act.

2. Purpose, Capacity and Powers

2.1 Purpose

The purposes of the Club are to administer, promote, develop, protect and deliver the sport of Tennis mainly as an amateur sport for the recreation and entertainment of the general public in Marlborough including:

  • encouraging and promoting participation in Tennis throughout Marlborough;
  • delivering services, programmes, competitions, tournaments and other Tennis events;
  • promoting an inclusive environment for participation;
  • protecting and promoting the safety and wellbeing of participants;
  • being a member of the applicable Regional Tennis Organisation and Tennis New Zealand.

2.2 Capacity and Powers

The Club has full capacity, rights, powers and privileges to carry out or undertake any activity, subject to this Constitution, the Act and any other legislation.

3. Members

3.1 Categories of Members

The Members of the Club are:

Voting Members

  • Persons aged 16 years or older who have paid the relevant membership package;
  • Life Members.

Non-Voting Members

  • Casual court booking participants;
  • Contracted coaches;
  • Junior Members under 16 years;
  • Parents/Guardians of Junior Members under 16 years.

3.2 Process for Application

Applications to become a Member, or renew Membership, shall be made using the Member Management System.

3.3 Consent

By applying for Membership an individual consents to becoming a Member of the Club and the applicable Member Organisations.

3.4 Admission as a Member

An individual becomes a Member upon:

  • completing the application process;
  • confirmation through the Member Management System;
  • payment of applicable Membership Fees.

3.5 Duration of Membership

Membership commences upon admission and continues for the applicable membership period unless terminated.

3.6 Renewal of Membership

Except for Life Members, Membership must be renewed in the same manner as a new application.

3.7 Members’ Rights and Obligations

  • Members may access Club courts and facilities according to membership terms;
  • Members are bound by this Constitution and Club Regulations;
  • Members must comply with all applicable rules and policies;
  • Members are subject to Club disciplinary and disputes procedures.

3.8 Membership and Other Fees

Membership fees shall be approved annually at the AGM following recommendation from the Committee.

3.9 Register of Members

The Club register of Members shall be digitally connected to the National Database.

3.10 Cessation of Membership

A Member ceases to be a Member if:

  • fees are unpaid;
  • they resign in writing;
  • membership is terminated;
  • they die;
  • membership otherwise ends under this Constitution.

4. Officers

4.1 Qualification

Every Committee Member must consent in writing and certify they are not disqualified under the Act.

4.2 Officers Duties

  • act in good faith and in the best interests of the Club;
  • exercise powers for proper purposes;
  • comply with the Act and this Constitution;
  • exercise reasonable care and diligence.

4.3 Disqualification

Certain individuals, including paid employees of the Club, are disqualified from serving as Committee Members.

4.4 Cessation from Office

An Officer ceases office if they resign, become disqualified, are removed, cease membership or die.

5. Committee Role and Powers

5.1 Role and Powers

The Committee governs, manages and directs the operation and affairs of the Club.

5.2 Composition

The Committee consists of the President and up to ten elected Committee Members.

5.3 Role of President

The President chairs meetings and acts as figurehead for the Club.

5.4 Role of Secretary

The Secretary manages correspondence, records and meeting minutes.

5.5 Role of Treasurer

The Treasurer manages Club finances and presents financial statements at the AGM.

5.6 Term of Office

Committee Members serve three-year terms with a maximum of three consecutive terms.

5.7 Election of Committee Members

Committee Members are elected at the AGM according to the nomination and voting procedures set out in this Constitution.

5.8 Casual Vacancy

The Committee may appoint a replacement to fill a casual vacancy.

6. Committee Meetings and Procedures

6.1 Calling and Notice of Meetings

Committee meetings may be called by the President or three Committee Members.

6.2 Procedure

The Committee may regulate its own procedure.

6.3 Resolutions Outside Meetings

Written or electronic resolutions approved by a majority are valid.

6.4 Quorum

The quorum is 50% of Committee Members.

6.5 Chair

The President chairs Committee meetings.

6.6 Voting

Each Committee Member has one vote. The Chair has a casting vote if tied.

6.7 Majority

Resolutions are passed by majority unless otherwise specified.

7. Interests and Conflicts of Interest

7.1 Register of Interests

The Committee must maintain a register of interests disclosed by Officers.

7.2 Duty to Disclose Interest

Officers must disclose conflicts of interest as soon as practicable.

7.3 Consequences of Being Interested

Interested Officers may not vote or participate in decisions unless approved by non-interested Committee Members.

8. Patron

The Club may appoint a Patron as a figurehead for the Club.

9. Office Manager

The Committee may appoint an Office Manager responsible for day-to-day management.

10. Meetings of Members

10.1 Annual General Meeting (AGM)

The Club shall hold an AGM within six months of the end of each Financial Year.

10.2 Special General Meeting (SGM)

Any other General Meeting is an SGM.

10.3 Method of General Meeting

Meetings may be held in person, electronically, or both.

10.4 Notice of AGM

At least 21 days’ notice must be given for an AGM.

10.5 AGM Agenda

Agenda details must be distributed at least 7 days before the AGM.

10.6 Business of AGM

  • approval of previous minutes;
  • annual reports and financial statements;
  • elections;
  • membership fees;
  • constitutional amendments.

10.7 Calling a SGM

An SGM may be requested by the Committee or 25% of Voting Members.

10.8 Notice of SGM

At least 7 days’ notice must be given unless constitutional amendments are proposed.

10.9 Voting Rights

Voting Members may attend, speak and vote at General Meetings.

10.10 Quorum

The quorum for a General Meeting is 10% of Voting Members.

10.11 Voting

Voting may occur by voice, show of hands, ballot or electronic means.

11. Financial Matters

11.1 Application of Income

Club funds shall be used solely to promote the purposes of the Club.

11.2 Financial Year

The financial year runs from 1 September to 31 August.

11.3 Review of Financial Statements

Financial statements must be reviewed annually.

11.4 No Personal Benefit

No Member or Officer shall receive distributions of profit from the Club.

12. Amendments to the Constitution

This Constitution may only be amended by Special Majority.

13. Regulations

The Committee may make, amend or repeal Club Regulations.

14. Liquidation or Dissolution

Surplus assets must be transferred to another not-for-profit organisation with similar purposes.

15. Complaints and Disputes

The Club shall manage disputes according to the procedures outlined in this Constitution.

16. Suspension, Sanctions and Termination of Membership

Members may be suspended, sanctioned or terminated for breaches of this Constitution or Club rules.

17. Suspension and Removal of Committee Members

Committee Members may be suspended or removed by Special Majority.

18. Matters Not Provided For

The Committee shall determine matters not otherwise provided for in this Constitution.

19. Transition

Existing Members and Life Members continue under this Constitution.

20. Definitions and Interpretation

Definitions and interpretation provisions apply throughout this Constitution.