RULES GOVERNING THE APPOINTMENT & OPERATION OF GENERAL & ADVISORY SUB COMMITTEES & PROVINCIAL ASSOCIATIONS 1. INTRODUCTION: a) These Rules shall in no way replace or negate the Rules or By-laws of the NZMAA. b) These Rules cover General committees, Advisory Committees and Provincial Associations. c) General & Advisory Committees and Provincial Associations are formed by Council and while they may operate independently under the conditions of these rules, they are at all times required to abide by the conditions of the NZMAA RULES AND BY-LAWS and are directly responsible to the Council to ensure that their operation in no way conflicts with the requirements of the Incorporate Societies Act in respect of the obligations under the Act, and the Inland Revenue Department in respect of the obligations under the Act for Tax Exemption as may be included in the NZMAA Rules. 2. DEFINITIONS: i] General Sub-Committees are those committees formed to deal with a specific issue and are to disband once the issue has been resolved. ii] Advisory Committees (competition) are Technical Committees which have been formed to attend to a particular flying discipline needs in the area of flying rules, conducting of competitions, selection of international teams and technical matters. iii] Advisory Committees (non competition) are Technical Committees formed to assist Council with safety and technical matters only. iv] Provincial Associations are the APMAA, CPMAA & SIMAA which are formed to attend to local area competition needs not covered by the normal activities of Advisory Committees. herein after the above will be referred to as “Committee” in general terms. 3. AIM & OBJECTIVES: Committees undertake to do all or any of the following: a) To undertake all duties assigned in a professional and through manner. b) To report to Council on any activities undertaken by the Committee c) To advise Council on any matters pertinent to the discipline or matter for which they are responsible. d) To ensure safe flying practices at all times e) To control, encourage, promote and foster the sport or pastime of building and competition flying of model aircraft. f) To collect and supply information and advise members on matters relating to competition, safety and technical advancements. g) To raise money by any lawful means to support the Committee’s aims & objectives. 4. APPOINTMENT: Appointment to Sub-Committees and Advisory Committees (non competition) shall be by Council only. Recommendations for appointment to Advisory Committees (competition) and Provincial Associations in the form of elections or nominations may be submitted by affiliated members to Council for consideration. Should Council fail to receive suitable nominations Council shall have the right to appoint members to either the Advisory Committee (competition) or Provincial Association or failing this place the committee into recess. A. Term Of Appointment: The term of appointment to Committees shall be as follows: a) General Sub-Committees i] for the time it takes to complete the assigned task b) Advisory Committees and Provincial Associations i] in order to maintain continuity it is recommended that the period be not less than three years 5. POSITIONS: A The number of permanent positions on Committees shall be a) General Sub-Committees not more than four which shall comprise of:-. i] Chairperson ii] Secretary iii] Committee b) Advisory Committees and Provincial Associations not less than four which shall comprise of:- i] Chairperson ii] Secretary iii] Treasurer iv] Committee The Secretary’s and Treasurer’s position and duties may be combined B Additional Appointments i] General Sub-Committees and Provincial Associations may at their discretion co-opt any additional association members or any other suitable person as may be approved by Council to assist them in their duties. ii] Advisory Committees may with the prior approval of Council co-opt additional Association members:- (a) to the committee to act as local contacts for the Committee on a regional basis as set out in the Association Rules. Such additional members shall be known as Regional Co-ordinators and shall have full voting rights on the committee. (b) to run or assist with the running of competitions on behalf of the committee. 6. GENERAL OPERATION: a) The Committee should endeavour to meet at least each two months, but in any case not less than once each quarter. b) The quorum for all meetings shall be 50% of the Committee. c) Each appointed member of the Committee shall have one vote at each Committee meeting either in person or by proxy, the chairperson in all cases of equal division shall have a casting vote in addition to the allowed deliberate vote. 7. DISMISSAL/RESIGNATION: a) Any member of the Committee failing to attend three consecutive Committee meetings shall automatically cease to hold membership of the Committee except in the case of such member being granted leave of absence by the Committee. The Chairperson of the Committee may recommend to Council a replacement or Council may appoint a replacement which shall, in the case of an Advisory Committee (competition) or Provincial Association, stand until the next Annual General Meeting. b) The Committee may at any time by resolution passed by two-thirds majority recommend to Council the removal of any member of the Committee if the removal of the person is deemed to be in the best interests of the Association. Such recommendation must be in writing stating the reasons why, and the offending member must be given the opportunity to address Council before any action is taken. A vacancy caused by expulsion shall be termed as a casual vacancy. c) In the case of Advisory Committees (competition) and Provincial Associations, by the calling of a Special General Meeting by the members who by a two thirds majority vote by those present recommend to Council that all or any individual Committee member be removed. d) Any member of a Committee may resign by giving notice of such desire to resign to the Chairperson in writing. Such resignations are to be notified to Council within seven days of receipt from the member. 8. DUTIES: a) Chairperson: i] Shall preside at all meetings. ii] Manage the activities of the Committee iii] Provide a written report on the Committees activities. In the case of Sub-Committees and Advisory Committees (non competition), to Council two weeks prior to a meeting of Council, and for Advisory Committees (competition) and Provincial Associations, to Council and Members annually. b) Secretary: The Secretary shall:- i] Be responsible for all administrative matters of the Committee as detailed in the Job Description set by Council. ii] Keep accurate and detailed minutes of all meetings and forward a copy to the NZMAA Secretary within 14 days of the meeting. iii] Act as custodian of all books, papers and accounts of the Committee and produce same to Council whenever called upon to do so. iv] Forward all records, equipment and trophies of the Committee to the incoming Committee within 30 days of the Annual General Meeting being held. c) Treasurer: The Treasurer shall: i] Be responsible for the financial management of the Committee as detailed in the Job Description set by Council. ii] Keep an accurate set of accounts iii] Secure all funds in a branch of the NZMAA’s Bankers in the name of the Committee iv] Ensure that three committee members are approved by the Committee to endorse cheques for the payment of debts. All cheques are to carry two signatures. v] Pay all debts on time. vi] Maintain an assets register. vii] Prepare for each Annual General Meeting of the Committee, a set of audited accounts for the year 1st November to the 31st October, a copy of which is to be forwarded to reach the Association Secretary not later than the 15th December. viii] In the case of Provincial Associations the financial year shall be the same period as the NZMAA 1st April to 31st March, a copy of the audited accounts are to be forwarded to reach the Association Secretary not later than the 1st May.. 9. AUDITOR An Auditor is to be appointed by the Advisory Sub-Committee and Provincial Association to examine all accounts, vouchers and minutes of the Committee, and certify that the annual accounts as presented by the Treasurer at their Annual General Meeting, or in the case of the Advisory Sub- Committee (non technical) to Council, are a true record of the Committees financial transactions. The appointed person may be any competent member of the NZMAA provided that the person is not a member of the Committee. 10. NOTICES OF GENERAL MEETINGS: Notices of General Meetings shall be published in The Flier’s World at least two months prior to the date of the meeting, the accidental omission of any member in being given notice shall not invalidate any proceedings at any meeting. 11. THE ANNUAL GENERAL MEETING: The Annual General Meeting of the Advisory Committees (competition) and Provincial Associations shall be held during the running of the National/Annual Competitions of the Committee/Association. The Chairperson of the Committee for the time being shall preside at all meetings or failing the Chairperson being able to attend a person nominated by the assembled members. The business of each Annual Meeting shall be: a) The confirmation of any previous Annual General Meeting's Minutes. b) The adoption of the Chairperson’s and Treasurer's reports. c) Adoption of the Audited Annual Statement of Accounts. d) The election of Committee members for the ensuing year. e) Competition Rule changes & other such Business of which notice shall have been duly given. f) Any other general business as the Chairperson of the meeting may deem appropriate. 12. SPECIAL GENERAL MEETINGS: Special General Meetings of Advisory Committees and Provincial Associations may be called at any time by order of the Council, the Committee or on requisition to Council executed by at least three Constituent Clubs. Such request shall specify the business to be placed before the Special General Meeting and at least two months notice shall be given of all Special General Meetings, which shall be published in The Flier’s World . The Committee shall allocate the venue of such meetings. In the event of the Committee failing to convene the meeting requested, the Council will do so and allocate the venue of the meeting. 13 VOTING: For all General meetings: a) The quorum for the meeting shall be “10 members” which shall be not less than 6 persons present with the remainding number being made up of proxy votes. b) Each financial member present shall be entitled to one vote. c) Voting may be by a show of raised hands or secret ballot. Any two members shall be entitled to demand that any particular vote be taken by secret ballot. d) Proxy voting shall be allowed. e) The Chairperson shall have a casting vote in addition to his deliberate vote in all matters of equal division. f) All matters voted upon shall be decided by simple majority except as may be otherwise stated in the Association Rules. For Proxy Voting: The proxy must be completed on the official form nominating any one other financial member of the Association to act on the members behalf. The form must be delivered to the meeting Chairperson or Secretary prior to the commencement of the meeting. 14 ALTERATION TO COMPETITION RULES a) Alteration to the Competition Rules are normally to be undertaken at the Advisory Committees Annual General Meeting held at the Association’s Nationals. However the Advisory Committee may apply to Council to call a Special General Meeting to amend the Competition Rules of the Committee’s Discipline under the following circumstances. 1) There was insufficient attendance at the Annual General Meeting to meet the minimum quorum requirement for Rule changes. 2) After due consultation with members (refer 15 Postal Canvassing For Opinion) there is shown that, in the interest of the members and the event, there is a need to amend a competition rule prior to the Nationals. b) Notice of intent to change the rules or introduce new rules must be published with a brief description, in the Flyers World at least 4 months prior to the Technical Committees AGM (or in the case of a Special General Meeting 2 months) at which the rules will be considered. c) Copies of the full wording of the proposed changes or new rules must forwarded to Council and made available to members on application to the Technical Committee. (This availability of the wording must be included in the notice of intent published in T.F.W.) d) The rule amendment shall be passed by a majority of at least 3/4ths of the votes cast either personally or by proxy. 14 ALTERATION TO COMPETITION RULES (Cont) f) In the matter of safety Council has the right to authorise the addition/amendment. g) The rule change shall become effective as follows: 1) Where the rule change was passed at the Committee’s AGM held at the Nationals, as set by the members at the AGM but in any case not prior to the completion of the current National’s Competitions. 2) Where the rule change was passed at a Special General Meeting called by the Committee, immediately on conclusion of the meeting. 3) On a matter of safety immediately on the authorisation of Council. 15. POSTAL CANVASSING FOR OPINION Committees may canvas members by post as to their opinion on a proposed rule change or issue affecting the discipline concerned. Where a postal canvass is undertaken the following procedures shall apply. 1) The matter to be canvassed on must be published in full in The Flier’s World. 2) Members replies are to be sent to the committee concerned using the official form which is also to be published in The Flier’s World. 3) The results of the postal vote shall be published in the next issue of The Flier’s World. 16. BANK ACCOUNT: The Advisory Committees and Provincial Associations are to open an account with a branch of the NZMAA’s Bankers which shall be operated by three members of the Committee, appointed by the Committee. Any two signatories are required to withdraw monies and any one signatory to endorse cheques and negotiate documents for the purpose of making deposits. 17. DISSOLUTION OR WINDING UP: 1] Upon the dissolution or winding up of an:- a) Advisory Committee (competition) the funds if any remaining after paying all liabilities and the expenses is to be paid into the Association’s Competition Account where it is to be held until the next Combined Annual General Meeting of the Advisory Committee’s who will decide on the distribution of the funds. b) Advisory Committee (non competition) the funds if any remaining after paying all liabilities and the expenses is to be paid into the Association’s main account. c) Upon the dissolution or winding up of a Provincial Association the funds shall be handed to the NZMAA, on trust, and shall only be used for the formation of another Provincial Association or for the benefit of Aeromodelling as decided by Council in the area covered by that Provincial Association. 2] In all cases should the Association wind up all funds held by the Association shall be disposed of in accordance with Article 30 of the Association Rules. PROCEDURE MEMBERS FAIL TO ELECT A TECHNICAL COMMITTEE. Where at the Nationals AGM the members present fail to elect a committee to run the Technical Committee for the next term the following procedures will apply. 1. The outgoing Technical Committee shall be responsible for the conveying of all Files, financial documents and equipment belonging to the Technical Committee to the Secretary of the Association within one month of the meeting. 2. The affairs of the Technical Committee shall be placed in the hands of Council. 3. The signing authority for the Technical Committee’s account shall pass to the President and Secretary of the Association and all funds will be frozen except for the settling of outstanding accounts and cost to store the equipment if any. 4. The Council shall advertise in The Flier’s World calling for applications to fill the vacant positions and the Area Representatives shall contact all clubs in their area requesting assistance. 5. If after three months no applications are received the Technical Committee shall be placed in recess and members shall be advised of the action in The Flier’s World. 6. Should the Technical Committee still remain in recess by the July Technical Committees Combined AGM, the events scheduled for the Nationals shall be deferred and members shall be advised by a notation to this effect, on the events calendar which is published in The Flier’s World 7. As there will be no Technical Committee to advise the Recording Officer of a schedule of events for the next NDC Calendar year, all events for this discipline will be dropped from the Calendar. 8. Should the Technical Committee still be in recess at the time that the National’s Registration Forms are to be printed, then all events pertaining to the Technical Committee shall be removed from the form and the events will be officially cancelled. This decision is to be published in The Flier’s World which carries the National’s Application Form. 9. Should the Technical Committee still be in recess at the close of the Association’s financial year the Council shall disband the Technical Committee, close all accounts in that name, and transfer all funds into the competition account where it will remain in trust until the next Combined Annual General Meeting of the Advisory Committees who shall decide on the distribution of the funds in line with the Rules of the Association. PROCEDURE FOR HOLDING INTERNATIONAL COMPETITIONS General 1. All FAI and International Competitions including the holding of Trans Tasman Competitions must have the prior approval of Council. 2. All applications to hold such competitions are to be presented to Council through the Technical Committee responsible for that discipline. 3. In the case where there is no elected Technical Committee at that time, members through their club may submit such applications directly to Council, any such applications will be required to meet all the conditions and the club submitting the application must also assume responsibility for the organisation of the event. Procedure In co operation with, and coordinated through the Competitions Manager in the first instance, or the Secretary:- i] Plan and coordinate at least 12 months in advance members participation in FAI, International, and Trans Tasman Competitions. ii] Provide to the Secretary a copy of the International Events Calendar and a financial budget for approval by Council not later than 1st February. All events to approved at the February Council Meeting must have not less than a 6 months lead time. iii] Where Team Trials are to be held, the full programme of events is to be published in The Flier’s World at least one issue before the first trial is to be held. The programme shall list the trial organiser, date, venue, type of event, reference to the rules to be flown to, start time of the competition (and where applicable the rounds) and selection procedure. iv] Conduct Team Trials and select the Team the names of which are to be forwarded to the Secretary for the approval of Council. Each team shall have an appointed Team Manager who should where possible not form part of the competing team. v] Forward by the due date to the Competition Manager, the official notification/nominations and processing forms of all FAI International Competition. vi] Where the competition is to be held in New Zealand, and the Technical Committee is not to be the organiser, the organiser of the competition is to have prior approval of Council. vii] All official material used to promote the event must clearly state that the event is approved by the NZMAA. viii] Produce all advertising and competition material in the name of the NZMAA Technical Committee and ensure that the NZMAA Logo is displayed in a prominent place on all documents. ix] Supply to Council copies of all promotional material PROCEDURE FOR NOTIFYING NAMES OF MEMBERS WHO QUALIFY FOR AWARDS DUE TO COMPETING IN INTERNATIONAL COMPETITIONS General 1. Members competing in International Competitions are eligible to receive the following awards. a Silver Wings Badge for the first representation.. b Gold Wings badge on completion of five representations. c Certificate of participation for each event entered. Note: The wings badges are awarded for selection as a member of TEAM and therefore the fact that several events are entered does not count towards the number of representations. Team selection in different disciplines all count towards the grand total. 2. The presentation of the badges and certificates will be undertaken at the Nationals each year by the President. Members who are not present at the Nationals will be sent their awards by the Secretary of the Association. Procedure 1. Immediately on completion of the International Event, a copy of the names of the competitors are to be forwarded to J Malkin the official recorder of International Competitors. 2. Names of members who qualify for either badges or certificates using the official form are to be forwarded to reach the Secretary not later than the 1st November each year. OFFICIAL FORM RECORD OF INTERNATIONAL COMPETITORS To the Official Recorder Competitors in International Events Mr J Malkin 51 Clyma Street UPPER HUTT 6007 Dear Sir, This is to confirm that the following members competed in an International Competition as detailed below. Name of Technical Committee: __________________________________________ Name of Competition: _________________________________________________ Country Held: _________________________________________________ Date: _________________________________________________ Team Manager: _________________________________________________ Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event Competitors Name Member No Club Event OFFICIAL FORM APPLICATION FOR CERTIFICATES & BADGES INTERNATIONAL COMPETITORS To the Secretary NZMAA PO Box 109524 Newmarket AUCKLAND 1031 Dear Sir, This is to confirm that the following members competed in an International Competition this year as detailed below. Name of Technical Committee: __________________________________________ Competitors Name A Sample Member No 1256 Competition Indoor F1D Championships Date 05/01/96 Event entered (if Team Manager insert here) Hand Launched Glider (or TEAM MANAGER) Certificate Required v Silver Wings v Gold Wings Qualifying Years 1996 Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years Competitors Name Member No Competition Date Event entered Certificate Required Silver Wings Gold Wings Qualifying Years FORMATION OF A TECHNICAL COMMITTEE Where the need for the establishment of an additional Technical Committee is deemed necessary the following criteria is to be met and listed procedures followed. 1. The proposal to form a Technical Committee must be sponsored by at least three constituent clubs. 2. There must be a recognised body of members acceptable to Council who are prepared to take on the duties required to service the needs of the members of the proposed discipline. 3. A written submission is to be sent to Council containing the following:- a] Name of the proposed committee. b] Reason for the committee to be formed. c] The aims, objectives of the committee d] Programme of events to be run leading up to and including the Nationals. e] List of members willing to serve on the committee and the positions that they will fill. f] Letters of support from the sponsoring clubs. 4 On acceptance by Council of the proposal to form the committee, a summary of the proposal will be published in The Flier’s World requesting members to register their interest in supporting the new committee. Council will base their final approval on the interest shown by the members. Rules of the New Zealand Model Aeronautical Association Inc Advisory cont/... Effective 10th September 1995 cont\... Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees Page -8- Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 1 Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 2 Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 3 Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 3B Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 3A Rules of the New Zealand Model Aeronautical Association Inc Advisory Committees APPENDIX 4