DBMG  

Doubtless Bay Marine Protection Group (Inc.Soc.)

 

 
  
 
 
 
 

 
 

CONSTITUTION of
DOUBTLESS BAY MARINE PROTECTION GROUP INCORPORATED SOCIETY -   July 2006

 

1. The name of this society is the: “Doubtless Bay Marine Protection Group Incorporated”
Te Roopu Whakahauora o Tokerau

1a. The address for service of this society shall be
c/o Far North Environment Centre, PO Box 503, Kaitaia.    Phone (09) 4081 086
or as the DBMPG may from time to time agree to change.

2. OUR CHARTER/ AIMS:

  • To advocate and work towards the protection and restoration of our marine environment in 

Doubtless Bay/ Tokerau for future generations to enjoy.

  • To raise public awareness about our marine environment locally, as well as within New

Zealand and globally.

  • To encourage improved coastal marine management in the Bay/Tokerau area.
  • To support Kaitiakitanga for our local marine environment.
  • To have representatives of and work in partnership with, local hapu and other community  

groups.

  • To have fair representation of the community and Tangata Whenua.
  • That the aspirations of Tangata Whenua are discussed fairly.
  • To advocate clearly to Tangata Whenua, the aspirations of the community.
  • To associate Tikanga Maori within our group.
  • To produce regular newsletters to all members and the wider public.
  • To educate the public on the value, history of and threats to our marine environment.
  • To explore impacts on our marine environments from all sources.
  • To be open and transparent.
  • To organise research and recording of oral history, scientific data and biodiversity information

as a public resource.

RULES
3.Membership
Any resident and/or ratepayer living in the Doubtless Bay / Far North area may join the DBMPG on completing a membership form that commits the member to paying an annual subscription and working constructively towards the aims of the society.

Supporting Members can choose to pay their annual membership and be kept up to date with the groups progress. They are welcome to attend all committee meetings.
Committee Members will meet regularly and work towards the groups aims.

Group membership may be sought by organisations and groups such as Department of Conservation, Northland Regional Council, Ministry of Fisheries, Option 4, etc with a group subscription rate set by the committee.

The organisation or group concerned will nominate a representative on their behalf and pay the annual subscription fee. Where an organisation nominates more than one person to the membership, the organisation or group will still only have one vote per issue, the same as ordinary members.

3b. Membership will be for the calendar year.

3c. Membership needs to be renewed annually to retain voting rights.

3d. Members will have access to all information that becomes available to DBMPG.

3e. A member may decide to resign from the society at any time and the resignation must be in 
writing to the committee. There will be no refund of annual membership fee.
Non payment of fee will result in the termination of membership and all associated benefits.

3f. A member may be expelled from the society at the decision of the committee for the following reasons:

  • Serious misconduct of whatever nature (including sexual or racial remarks) towards another member of the society.
  • Serious misconduct of whatever nature (including sexual or racial remarks) towards an external body or person while acting as the society’s representative.
  • Illegal activities with the society.
  • Any attempt to exploit or misuse the society or any member of the society for pecuniary gain.
  • Working in opposition towards the societys aims.

3g. Members are encouraged to attend the regular monthly or bi-monthly meetings held at a time 
and place agreed to at the previous meeting. Only financial members may put forward from the  
floor, items for discussion that are not on the agenda.

3h. The membership database shall be kept on an electronic mailing list and all notices, including
membership subscription notices, shall be forwarded by this medium at least 2 weeks ahead of
time. Only members without access to a computer will receive notices by mail.
The Secretary of the DBMPG will responsible for the membership database.

3i. The membership database will on no account be given to an external body or non member, for any reason without first being discussed at the monthly/bi-monthly meeting and full agreement being reached. Any member may request in writing that his/her name be excluded from such a list.

4. Alteration to Rules

4a. The rules of the society may only be changed or rescinded at the Annual General Meeting, or under special circumstances at a Special General meeting. Members must be given 30 days notice of such meetings. Only financial members may vote to change or rescind rules.

4b. A show of hands or a written vote in favour by two thirds of the members present will indicate a successful modification to the rules.

4c. The Chairperson, or in his/her absence the Acting Chairperson will have the casting vote.

4d. No addition or alteration to the non-profit aims, personal benefit clause or winding up clause shall be approved without the written approval of Inland Revenue.

5. Meetings

5a. The Annual General Meeting shall be announced by electronic mail or by post to those without access to a computer, 30 days before the event. Notice of The Annual General Meeting shall also be given at the previous monthly/bi-monthly meeting.

The Annual General Meeting will cover the following topics:

  • The state of the society with respect to membership changes including a plan to retain and increase membership
  • The state of the society with respect to its financial standing.
  • Provision and resolution must be made at the AGM if the society is to borrow money providing it is borrowed to achieve the objective of the society.
  • A report on the achievements made over the last financial year and a plan to promote/further the aims and objectives of the society and any decision over investing or disposal of surplus funds must be made at the AGM.
  • Election of officers for the following year i.e. Chairperson, Secretary/Treasurer, and Committee of seven other members.
  • May agree to terms of remuneration or honorariums of committee members.

The quorum for an Annual General Meeting shall be 50% of the membership or 9 members, which ever number is smaller.
Only financial members are eligible to vote. This means that only those persons who were financial in the previous year and who have paid membership for the coming financial year are eligible to vote.

The Chairperson or in his/her absence the Acting Chairperson/ Vice Chairperson shall have the casting vote on any decision made.

A show of hands or a written vote in favour by two thirds of the members present will indicate a successful outcome or passing of a motion.

5b. Special General Meetings

The purpose of any Special General Meeting shall be to conduct any urgent business, take disciplinary action, or make changes to the Charter that cannot wait until the next general meeting. Members will be advised electronically or by mail if no access to computer.

The committee may call a Special General Meeting by giving 30 days notice to members or a member may call a Special General Meeting if he/she has the backing of the majority of the members.

The quorum for a Special General Meeting shall be 50% of the membership or 7 members, which ever number is smaller. Only financial members are eligible to vote. This means that only those persons who were financial in the previous year and who have paid membership for the coming financial year are eligible to vote.

The Chairperson or in his/her absence the Acting Chairperson/ Vice Chairperson shall have the casting vote on any decision made.

5c. Committee Meetings
The DBMPG committee will meet monthly or bi-monthly at an agreed time and place.
All committee meetings are open to the public and supporting members are encouraged to attend.
Notice of such meetings and the agenda will be sent by electronic mail at least 14 days prior to the meeting.  Only committee members are allowed to vote at a committee meeting. The quorum will be 5/ 9 members of committee.

If a member wishes to have a matter discussed at a committee meeting, he/she should endeavour to notify the Secretary at least two days prior to the meeting and it will be put on the agenda for discussion. The member may be invited to attend the committee meeting to discuss the matter if it is considered appropriate. All committee meetings are open to members to attend.

The treasurer or secretary/treasurer will provide the committee with a financial statement at each monthly meeting.

Minutes are available on request to all society members and the public.

Decision making

We aim for consensus within our elected committee.
If no agreement is reached after two committee meetings held at least one month apart, then there will be a vote. Voting will be by show of hands and must be 75% of those present to decide outcome.

Chairing of Meetings

To ensure Tikanga Maori procedures and processes are upheld, the committee will have Tangata Whenua take the chair at alternate meetings/ hui.

6. Officers of Committee

Members shall at the Annual General Meeting, elect a Chairperson, secretary/treasurer, and a minimum of five committee members. Nomination and seconding for such positions will be called for from the floor. The term of office shall be for one year with re-election if the member agrees. A show of hands or written vote with 75% of the members present in agreement shall decide the outcome. There should be some turnover of officers each year so that people do not feel pressured into accepting office year after year. It also gives all members the opportunity to take responsibility for the society.

7. Employing Committee or Society Members 

 

No part of the income or property of the Society shall be paid or transferred directly or indirectly by way of profit to any Society member provided that nothing herein contained shall preclude any reasonable payment to a Society member for services rendered or for goods supplied or by way of interest on moneys borrowed from or by way of rent for premises let or leased to the Society by any member.

This means that Committee or Society members can be employed by the Society providing payment is fair and well documented.

8. Common Seal

The common seal of the society shall be held by the secretary/ treasurer.

9. Funds

The funds of the society shall be held under the control of the officers of the committee. The treasurer (or secretary/treasurer if one person hold both positions) and one other committee member (e.g. the Chairperson ) shall have joint signing rights to operate the bank account(s), handle investments (after decision at AGM) and make payments on behalf of the society. This means two signatures are required on all documents relating to financial matters of the society.

10. Winding up

If upon the winding up or dissolution of the Doubtless Bay Marine Protection Group Incorporated there remains after the payment of all debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the society but shall be given or transferred to some other organisation or body having aims similar to the DBMPG Inc. or to some other charitable organization or purpose within New Zealand.

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