NEW ZEALAND GUANGDONG ASSOCIATION INCORPORATED
DATED:27 November 2002
NEW ZEALAND GUANGDONG ASSOCIATION INCORPORATED
The registered name of the Association shall be New Zealand Guangdong Association Incorporated
The Association aims
(a) To present the belief and philosophy of people of Guangdong origin
(b) To advance the objectives of people of Guangdong origin for unification, friendship, cooperation and development
(c) To work together for a more prosperous community
(d) To generally promote the social cultural and economic welfare of its members and society generally, especially Chinese,by way of (without imitation)seminars, meetings, conferences, and social activities
(e) Foster and accentuate the position and stature of people of Guangdong origin
To further the above objects the Association shall have the following powers
(a) To raise sufficient sponsorship funds to cover the cost in all activities
(b) To purchase, lease, hire or otherwise acquire any real or personal property
(c) To sell, let mortgage or otherwise dispose of or deal with any of the property or assets of the Association
(d) To construct, maintain or alter any buildings or property
(e) To undertake such other activities which will further the objects of the society
(f) To enter into any contracts with Government, Local Authorities, corporations, or any other bodies to further Association activities
(g) To employ and pay its members to manage projects undertaken in furtherance of the Association’s objects and to engage such other staff as are necessary in order to complete such tasks
4.1 Application for membership will be open to all the following persons who in the opinion of
Executive are of good character and reputation and who meet the following requirements:-
(a) Any person who is born in the Guangdong Province and/or
(b) Chinese whose both parents are Chinese born in the Guangdong Province and/or
(c) Persons who otherwise in the opinion of the Executive have close associations with or
Are connected with Guangdong Province and of merit of belonging to the Association.
4.2 The decision of the Executive hereinafter described as to whether or not an applicant for
Membership falls within any of the above categories shall be final and conclusive, and no
applicant shall be entitled to any reasons for refusal of membership.
4.3 The subscription shall be determined by the Executive from time to time
4.4 A fully paid up member of 20 years of age or over will have full voting rights and is entitled
To one vote.
4.5 A register of member shall be kept, showing, in respect of each member : a full name and
address, telephone number, occupation and the date of commencement of membership.
Every member shall notify the Association in writing as soon as practicable:
(a) Of any change of address
(b) Of any change of business or employment
4.6 Every notice and/or correspondences by the Association shall:
(a) Be sent to the member’s last notified address in the register of members.
(b) Be deemed to have been received by the member 48 hours after it was sent.
4.7 For the purpose of admission of membership, the geographic definition of “Guangdong”will
be the one adopted by the Chinese Government as at the date of membership application form
received by the Association.
4.8 Membership application must be in writing and be completed on the official membership
Application form as approved by the Executive from time to time.
5.0 TERMINATION OF MEMBERSHIP
(a) Any member may resign his/her membership bu submitting a written resignation to the
(b) If, in the opinion of the Executive, any member has acted in a manner that is
Harmful or brings discredit to the Association or Chinese community, that member may be expelled by a two-thirds majority of the Executives provided that:
(i)The Executive notifies the member concerned of the proposed expulsion and the
Reason(s) for it in writing to the member’s last notified address in the register of members.
(ii)The member concerned is given an opportunity to be heard by the Executive consider the
(c) Any member who has failed to pay the subscription.
(d) Any member who has failed to pay any sum due to the Association by the date specified for
(e) Any member who has been adjudicated bankrupt.
(f) Any member who has been convicted of an offence punishable by imprisonment or a fine, and
Is of the opinion of the Executive bringing discredit to the Association or Chinese community.
The meetings of the Association shall lbe held in accordance with the following terms:
(a) Annual General Meeting shall be held at such time as is determined by the Executive.
(b) Notice of the Annual General Meeting shall be mailed to each member at the address given in
The register of members, no less than 21 days before the date of the meeting. Notice of the
Annual General Meeting shall include a form for the nomination of members of election to the
(c) Special General Meetings may be convened by a decision of the Executive, by a requisition in Writing signed by one third of more members calling for such a meeting and stating the issues
To be raised at the meeting. Notice of Special General Meeting is to be given as for the
Annual General Meeting, and shall state the given objects of the meeting. No other business is
To be discussed.
(d) The quorum for all Annual General Meetings and Special General Meetings shall be 15 paid
(e) It shall be the duty of the Secretary to ensure that proper notice is given in respect of all
meetings of the Association.
(f) Meetings will be chaired by the President of the Executive or in his/her absence, a member of
The Executive nominated by Executive members.
(g) Voting at meetings shall be conducted by a show of hands, but my be by ballot if requestd
By a majority of members present.
7.0 THE EXECUTIVE
The management of the Association affairs shall be vested in an Executive Committee(“the Executive”)according to the following terms:
(a) The Executive shall consist of up to twenty-one (21) members, including the President,2 Vice-Presidents, Secretary, Assistant Secretary, and the Treasurer.
(b) Election of the Executive
The President, 2 Vive-Presidents, Secretary, Assistant Secretary, and Treasurer of the Association shall be appointed from amongst themselves by the members of the Executive.
(c) The Executive shall be elected by ballot at the Annual General Meeting.
(i) Only fully paid up members (“financial members”) are eligible to stand for the Executive.
(ii)Nominations for financial members to be elected to the Executive shall be received by
The Secretary (or the Secretary’s nominee)at the offices of the Association at any time
Including the date of the meeting, and will be signed and dated by be nominator, the nominee,
And one other member of the Association who are financial members.
(iii) All Executives subsequent to the first Executive shall be nominated for election by a member of
The Executive and approved by two-third of the Executive.
(d) Any casual vacancy occurring among the Executive my be filled by the Executive, and the person so appointed shall hold office for the un-expired term of the member replaced.
(e) Term of Executive. The term of the Executives shall be one year.
(f) Duties and Powers of the Executive
(i)To manage the affairs of the Association and to make decisions which relate to the aims of the Association.
(ii)To Keep and maintain all necessary record books, including the Register of Members and the minutes of all meetings.
(iii)To appoint persons to paid positions and fix their duties. Such persons may be (without limitation)lawyers, accountants, or other consultants or advisors, even though they my be members.
(iv)To ensure that the finances of the Association are properly managed and accurate records are
Kept of all financial transactions made by or for the Association.
(g) Meetings of the Executive
(i)The Executive shall meet bi-monthly, or at any other times, provided that notice is given to all
Members of the Executive at least 3 days before the meeting.
(ii)The quorum of Executive meetings shall be one third of the Executive.
(iii)It shall be the duty of the Secretary or his/her authorised nominee to ensure that meetings
Of the Executive are held in accordance with the Rules of the Society.
(iv)Minutes of all meeting shall be recorded in English and/or Chinese.
(i)These will be formed by and will be responsible to the Executive.
(ii)Membership will consist of members of the Executive.
(iii)The terms of reference of Sub-Committees will be established by the Executive. In general these
Will state a role to assists the Executive in fulfilling the objects of the Association.
(i) Honorary Life Presidency
With two thirds of Executive members approval, Honorary Life Presidency may be offered to suitably qualified person(s) who have assisted in the aims of the Association.
(j) Honorary Presidency
With two thirds of Executive members approval, Honorary Presidency for the duration of one year may be offered to suitably qualified person(s) who is an ex-president or departing president of the Association.
(k) Honorary Life Membership
With two thirds of Executive members approval, Honorary Life Membership may be offered to suitably qualified person(s) who have assisted in the aims of the Association.
(a) Bank account
(i)A bank account shall be opened, call New Zealand Guangdong Association Incorporated, which
shall be operated by any 2 of the following: President, Vice-President, Secretary, Assistant
Secretary, and Treasurers.
(ii)All moneys received by the Association shall be deposited intact at the easiest possible date to the
Credit of the Associations bank account. Receipts for moneys received shall also be issued
(b) Borrowing and Lending
The Association shall in addition to the powers vested in it, have the power to borrow or raise money from time to time upon such terms and in such manner as shall seem fit to the Association.
(i)The Association may invest surplus funds, or funds not required for immediate use.
(ii)Any investment of the Association funds must be authorised by the Treasurer, and endorsed by a
Meeting of the Executive.
(d) Authorisation of Accounts
The Books of Accounts shall be kept by the Treasurer, showing all income and disbursements of the
Association, and shall be tabled at all meetings of the Association convened in accordance with rule 6.
(i)An auditor shall be appointed by the Executive Committee and shall examine all accounts,
Vouchers, receipts, books etc. and furnish a report thereon to the members at the end of the
Members at the end of the financial year. Copies of the audited account will be forwarded to the
Registrar for Incorporated Association.
(ii)The Association may at any time by resolution passed at a Special General Meeting remove the
Auditor from office and appoint another.
(f) Financial year
This is to be from 1 January to 31 December of the following year.
9.0 COMMON SEAL
(a) The Executive Committee shall klhave custody and control of the common seal of the Association
(b) The common seal shall not be affixed to any document except by order of the Executive Committee
and every instrument to which the common seal is affixed shall be affixed pursuant to resolution of the Executive Committee and in the presence of two(2) of the Executive Committee Members.
10.0 INDEMNITY OF EXECUTIVE
Every member of the Executive and of every committee established under the authority of Executive and every other officer of the Association shall be indemnified by the Association from all losses and expenses incurred by them in connection with the discharge of their duties, except in the case of their wilful wrongdoing or misconduct.
The Association can elect to purchase insurance to cover any risks or liabilities.
11.0 AMENDMENTS TO THE RULES
These rules may be altered, added to or rescinded by a two thirds majority of those present and voting by secret ballot at a Special General Meeting, or at a Annual General Meeting, if notice of the proposed amendment(s) have been given as part of this notice of such a meeting.
12.0 WINDING UP
(a) The Association shall be wound up upon the vote of a majority of members presents at a Special
General Meeting convened to consider such a decision. The resolution must be confirmed at another meeting held at least 30 (but not more than 60) days later.
(b) Upon a resolution being passed in accordance with paragraph (a) of these Rules all assets and funds of the Association on hand will, after payment of all expenses and liabilities, be returned to the current financial members who have full voting rights.