Membership Policy of Waikato Ultimate Incorporated

Transcription

1 Membership Policy of Waikato Ultimate Incorporated Context The Constitution of Waikato Ultimate Incorporated ( WUI ) requires that the Board of WUI maintain a membership policy, which details the categories of membership of WUI, the rights and obligations of members, the fees, subscriptions and levies to be paid by members, and other regulations relating to membership of WUI. Purpose The purpose of the WUI Membership Policy is to set out the principles, regulations and procedures relating to membership of WUI. Scope The WUI Membership Policy applies to all members of WUI across all membership categories as set out in the WUI Membership Policy. It is the only membership policy of WUI. The WUI Membership Policy is to be read in conjunction with the Constitution of Waikato Ultimate Incorporated (the Constitution ). In any circumstance where contradiction or ambiguity arises between interpretation of the WUI Membership Policy and the Constitution, the Constitution shall prevail. Principles The Membership Policy is committed to and guided by the principles of: Equity of rights and obligations amongst members within the same category; Fairness and transparency in dealing with membership issues; Adherence to the Objects of WUI; Consistency with the Constitution of WUI 1

2 1 Membership Categories 1.1 The categories of membership of WUI (collectively called Members ) shall be: Individual Members as described in Section 2; Organisational Members as described in Section 3 2 Individual Members 2.1 An Individual Member is: a. a person who has, in the preceding twelve (12) months, participated in an WUIsanctioned league, tournament or other event for which an NZU fee, subscription or levy has been collected on their behalf under Section 8; or b. a person who is currently an Elected Member or an Appointed Member of the Board of WUI; or c. a person who is currently serving as an appointed officer of WUI; or d. a person who is currently an employee of WUI; or e. for the period covered by their subscription fee, a person who has applied to become an Individual Member of WUI and has paid the appropriate fee, subscription or levy as set out in Section 8. 3 Organisational Members 3.1 An Organisational Member is an organisation which has been granted admission as a Member by WUI under clause 3.2 and has fulfilled the requirements for maintaining membership as set out in clause To be considered for admission as an Organisational Member, an organisation must be a legally recognised body and must submit: a. a letter of application to become an organisational member; b. a copy of the organisation s constitution or equivalent rules; and c. the names of the organisation s officers and position-holders; and d. a copy of the organisation s most recent annual financial statements; and e. the required fee, levy or subscription as set out in Section 8. On receipt of the required documents and fees, the Board of WUI shall determine whether an organisation will be admitted as an Organisational Member. Such decision shall be at the Board s sole discretion. 3.3 To maintain membership of WUI once admitted as an Organisational member, an organisation must: a. inform WUI annually of any alterations or amendments to the information provided in 3.2.b and 3.2.c; and b. provide WUI with the names and contact details of all persons participating in each WUI-sanctioned league, tournament or other event held by the organisation, as soon as practicable after registrations close for each respective league, tournament or other event; and c. if requested by the Board, provide to WUI, by the date required and in the form requested, an annual report for presentation to the Annual General Meeting; and d. pay to WUI all NZU fees, levies or subscriptions owed by the organisation to NZU under section 8, including those NZU fees, levies or subscriptions collected by the organisation on behalf of Individual Members, and make such payments on time in accordance with the payment due dates set out in Section 8; and e. not breach the Obligations of Members as set out in Section 5. 4 Rights of Members 2

3 4.1 Individual Members are entitled to: a. participate in WUI events b. be eligible for selection to a Waikato representative side to participate at any Ultimate event; c. be eligible for selection to a New Zealand representative side to participate at any Ultimate event; d. such other rights as are accorded to Individual Members by the Constitution. 4.2 Organisational Members are entitled to: a. apply for sanction from WUI for any league, tournament or other event held by the Organisational Member; and if such sanction is granted, to accrue the benefits of WUI sanction for the event; b. use the WUI name, logo and website for the promotion of the Organisational Member s Ultimate-related activities; c. such other rights as are accorded to Organisational Members by the Constitution. 5 Obligations of Members 5.1 Members must, at all times: a. comply with and observe the Constitution of WUI; b. comply with and observe any determination, resolution, policy or regulation which may be made, passed or enacted by the Board of WUI; c. comply with and observe any campaign agreement, or other agreement, entered into between the Member and WUI. 5.2 Members must not, at any time: a. act against the objects or interests of WUI; b. use their membership of WUI for any purpose other than those specified in section 4 (Rights of Members). 6 Termination of Membership 6.1 A person or organisation shall cease to be a Member when: a. the person or organisation advises WUI in writing of their resignation as a member; or b. the person or organisation no longer satisfies the criteria for Individual Members set out in Section 2, or the criteria for Organisational Members set out in Section 3, respectively; or c. the person or organisation is suspended or expelled from membership of WUI under Section A person or organisation who ceases to be a Member of WUI shall forfeit all rights in and claims upon WUI and its property, and shall not use any property of WUI, including Intellectual Property, without the express written permission of WUI. 7 Suspension or Expulsion of Membership 3

4 7.1 Any Member may be suspended or expelled from WUI by Resolution of the Board if: a. any fees or other payments to WUI or associated parties (including payments due under campaign agreements or under other agreements entered into between the Member and WUI) are overdue and outstanding for a period of thirty (30) days or more, providing that before such termination can occur, WUI shall give the member written notice specifying the payment(s) due and allowing the Member not less than seven (7) days from the date of such notice, or seven (7) days from the end of the relevant thirty day period (whichever is the later), for payment to be made; or b. the Member is in breach of their obligations under this Membership Policy and, after having been given reasonable notice by the Board, is unable or unwilling to remedy the breach; or c. the Board, after reasonable enquiry, considers that the Member did not comply, or is unable to comply, with a reasonable Board decision, the Constitution, any Policy or Regulation of WUI, or any reasonable directions of the Board. 7.2 Before any Resolution is made under Clause 7.1, the Member concerned shall be given seven (7) days written notice by the Board of the intended resolution, and shall have the right to be present, make submissions and be heard at the Board Meeting in which the Resolution is to be determined. 7.3 Any Member whose membership is terminated by Resolution of the Board under Clause 7.1 and who wishes to appeal their suspension or expulsion may, within thirty (30) days of receiving written notice of the Resolution, request in writing to the Board that a General Meeting be held to hear the appeal. The Board shall not unreasonably deny such a request and shall call the General Meeting at the earliest practicable date, and not later than sixty (60) days following receipt of the request from the Member. 7.4 Any Member whose membership has been terminated under Clause 7.1 may be reinstated by Resolution of the Board. 8 Membership Fees 8.1 Membership fees for Individual Members shall be zero. 8.2 Membership fees for Individual Members of NZU shall be collected on behalf of the entrants by the organiser of each league, tournament or playing event, and shall be paid to WUI as soon as practicable after the completion of the event, or as otherwise agreed between the organiser and WUI. Per the membership policy of NZU this shall be levied at a rate of 10% added on to the base entry fee paid by that member for each league, tournament or other playing event in New Zealand in which the member participates. 8.3 Membership fees for Organisational Members shall be zero. 8.4 This Section 8 ( Membership Fees ) of the Membership Policy may only be altered or amended by General Resolution of WUI. 9 Membership Register 9.1 The Board shall maintain, or cause to be maintained, a Register in which shall be entered the full name, address, class of membership, date of admission of all Members of WUI. 9.2 At all times the Board shall ensure that the Register is kept and maintained in accordance with the provisions of the Privacy Act

5 Definitions Except as otherwise require by the context, the words and terms used in this Membership Policy shall mean as follows: Word/Term Definition Annual General Meeting, The meanings accorded those words or terms by the Constitution. Appointed Member, Board, Board Meeting, Elected Member, General Meeting, New Zealand Ultimate, NZU, Objects, Policy, Regulation, Resolution, Ultimate, WFDF, Waikato Ultimate, WUI Clause, Section Respectively, a clause or section of the Membership Policy. Constitution The constitution of New Zealand Ultimate Incorporated. Individual Member Those individuals described in Section 2. Intellectual Property All rights or goodwill in copyright, business names, names, trademarks (or signs), logos, designs, patents or service marks relating to NZU or any event, or any competition or Ultimate activity or programme of or conducted, promoted or administered by WUI. Member A member of WUI as described in Section 1. Membership Policy This membership policy of WUI. Organisational Member Those organisations described in Section 3. Privacy Act 1993 The Privacy Act 1993 including its amendments or replacements. Register The register of members of WUI described in Section 9. Supporting Documentation Links to supporting documentation Constitution of Waikato On WUI website Ultimate Incorporated Constitution of Waikato On NZU website Ultimate Incorporated 5