GOVERNANCE
Here you will find the documents and policies that guide the direction, culture, operating procedures, and health & safety at the Waikato Society of Potters.
Strategic Plan 2024-2027
Our Vision
A vibrant inclusive community for clay.
Our Purpose
To create opportunities for everyone to experience clay and be involved with a wider network of clay creators.
Our Objectives
Membership
Retain
Participation of Diploma students and Artists in Residence
Ensure that we offer opportunities for the wider membership including experienced and inexperienced
Community
Develop outreach to school, organisations, community groups
Connect with Māori clay workers
Facilities
Continually update Health and Safety
Training of operators of facilities/equipment
Education
Support the ongoing training and Professional development of staff/volunteers.
Create opportunities for development of knowledge and skills for beginner, intermediate and advanced and master.
Develop a series of progressional workshops to do with upskilling members (targeted and stage 1, 2 and 3 workshops).
Ceramic Arts
Explore opportunities to connect with organisations (other pottery groups, art societies and galleries).
Ideas for exhibitions – to create more opportunities for members to showcase their work.
Trips to other pottery organisations, exhibitions (Portage)
Workshop invitations to Māori clay workers
Our Outcomes
Membership
Continue to offer members a wide variety of educational opportunities. Members can grow personally and in their skillset through workshops, classes, studio use, and mentorship within the Society.
Community
Members and studio users can connect in the society’s network of community groups, artists, and pottery enthusiasts. The society’s social events offer opportunities to meet new people with a shared interest.
Facilities
Through maintaining a high standard of facilities, the studio offers users access to resources, such as supplies, studio space, and specialised equipment, which can be expensive or otherwise difficult to obtain. This includes regular opportunities to use four firing types in the society’s electric, gas, wood, and raku kilns.
Education
The education opportunities can improve participants’ knowledge and understanding of pottery processes, with open studio and play with clay sessions providing opportunities for practice. Members can develop their artistic abilities and improve confidence in their pottery skills.
Ceramic Arts
The society’s annual exhibition allows members to achieve milestones and receive recognition for their efforts. The society will promote ceramic arts and maintain a visible presence in the local arts community. Connection with other arts organisations exposes members to new ideas and techniques that can inspire fresh approaches to their work. The workshops will showcase diversity in technique and approach in the world of pottery, such as specialist classes in watercolour and Māori ceramic arts.
Our Values
Commitment to wider community
Honour Te Tiriti o Waitangi
Creativity by supporting the process of exploration with clay
Inclusivity and respect for everyone
Sharing a commitment to giving back knowledge
Visionary by moving forward courageously
Members' Code of Conduct
The Waikato Society of Potters provides a space for a large number of diverse creative personalities who come together in this space to create, to socialise and enjoy the facilities.
Given the number of people the WSP Committee have developed the following basic expectations, which applies to all members (life members and full members) of the WSP, including students, non-members, guests and visitors while on WSP premises.
Health and Safety
All members and guests are required to sign in and sign out.
The nominated person on duty has responsibility that all machinery is operated in a safe manner – they have the final say.
In the glazing room there are signs stating when masks are to be worn, eg., when operating the spray gun, sanding bisqueware.
No food to be consumed in the studio space, and only drinks in closed bottles.
After using the studio, all clay will be cleaned up and your space left in a clean and tidy manner.
Relationships with others
It is expected that common courtesy and politeness is the basic rule of interaction with each other.
This expectation of courtesy and politeness extends to include social media platforms.
No offensive or intrusive behaviour will be tolerated.
If classes are in operation, it is expected that there is no other member or visitor in that room at the same time.
No member or guests are to be in the WSP rooms after hours unless with the prior express permission of the manager or person on duty.
Members are encouraged to participate in the running of the society by contributing their time as a volunteer.
Accumulating up to 30 volunteer hours per year constitutes a reduced membership for the following year.
Kiln packing and firing
The Assistant Manager, Artists in Residence and Manager maintain a system for the firing of all pieces put forward for firing.
There will be no queue jumping for any person on the basis of their commercial enterprises – this is a charitable organisation.
Members will not remove work from kilns.
Payment
All Eftpos and cash payments must be processed by a staff member, Artist in Residence or volunteer on duty.
All clay purchases must be paid for – Eftpos is available.
All firing and glazing costs must be paid in advance or arrangements made with the Assistant Manager or Manager.
Safe Studio Policy
Tidiness creates a safe and efficient studio environment and is good workshop practice.
Further information on our “Safe Studio” Policy can be obtained from the WSP Manager.
General
No bare feet within the entire studio building, including the kitchen.
First Aid kit is located in the hallway on top of the glaze shelves. Accidents must be reported to the Manager no matter how minor it may appear.
Clean up wet spills on the floor immediately before any slips occur, especially clay slip anywhere in the studio (it is not called slip for nothing!) or water on the concrete floor. Wet floor signage should be used until the area has dried.
You will find these H&S documents In the file beside the wax booth in the main studio:
Copies of the Safe Studio Policy available for members to take away or consult,
Accident/Incident forms,
Studio hazards register,
Permission to use kilns register,
Material safety data sheets,
Fire procedures
If the fire alarm rings, everybody must evacuate the building immediately by the closest exit and meet on the grass at the northern corner of the carpark. The Manager on Duty is also the fire warden and must collect the sign in sheet and not allow any one back in the building until notified that it is safe.
Dust
All members/students working in the studio must have their own non-disposable or disposable dust mask (which can be purchased at the office for a nominal fee) which can be worn in any dusty environment, e.g. when grinding, while working with dry ceramic materials not under an extraction fan or sanding, which must be done outside the studio. Clay dust is a health hazard:
Never use a broom
Clean dry dust with a wet sponge or mop
Keep all surfaces clean and free of dust
Glazing
No food in the glaze room, do not eat while working with glaze materials, wash hands after working with glaze and before eating.
Only the Glaze technician should be mixing glazes as Dry Glaze material is hazardous.
Label all glazes carefully.
If you need to mix glazes, please see the manager or duty manager first before starting work.
Take care when using glaze materials – in their dry state many glaze materials are hazardous.
Dry glaze materials
Notices must be displayed, and dust masks must be worn when working with dry glaze powders.
Barium and Manganese are toxic when ingested, so care and cleanliness is very important. These and others that are toxic to people and the environment are marked with the skull and crossbones stickers.
Always turn on the extractor fans in the wax booth and the spray booth.
Wear masks and disposable gloves, especially if you have any history of respiratory illnesses or skin allergies.
Kiln Room
Kilns are only to be used after members/students have been instructed in the safe use of the particular type of kiln to be used and signed off by the Manager in the “Safe Studio” file located by the telephone in the main studio.
Appropriate clothing and footwear must always be worn in the kiln room. Loose or flammable clothing should be worn with care.
Apply cold running water to burns immediately for at least ten minutes and seek medical help if necessary.
Only those people trained in Gas Kiln etiquette are permitted to use the Gas kiln. Please see manager should you wish to be trained in this process and procedure.
Always light gas kilns with the door open, so there can be no build up of gas that may explode when lighting. Wear dark safety glasses when looking into a kiln above 1000° to protect your eyes from ultraviolet light.
Remember to wear safety gloves when handling hot bungs, shelves, props, and pottery.
Glass shards are like razor blades, never touch broken ceramic edges or shards, and always clean up shards on shelves immediately using appropriate equipment.
Machinery
Members/students are only allowed to use studio machinery after having instruction in its safe use by a tutor or Manager on Duty.
Always wear safety glasses when grinding.
Make sure long hair is tied up when using machinery.
Personal Safety
Lift with care and use a trolley, smaller buckets etc where appropriate.
If you are in the Studio alone at night-time, lock all doors.
When throwing on a pottery wheel, use a learned method to support your frame.
Do not attempt to wedge hard clay and wedge with your body not just your arms.
Work in a supported position when sculpting or decorating for long periods of time.
Committee responsibilities, code of conduct and roles
The Committee of the Waikato Society of Potters provides governance for the society by establishing a strategic plan taking into account the large number of diverse and creative personalities who come together in this space to create, socialise and enjoy the facilities.
To maintain a positive committee environment, the members of the committee and the manager of the Society have developed the following expectations.
Responsibilities
Each Committee Member is expected to play an active part in the Committee that functions effectively as a whole. A Committee Member is to:
Be informed of and understand the constituting documents and legislation under which the society exists, its vision, mission, values, codes of conduct, and policies as they pertain to the duties of a Committee Member;
Keep generally informed and up to date on the activities of the society;
Attend Committee meetings regularly and contribute from professional and life experience to the work of the Committee;
Exercise, in the performance of their duties, the degree of care, diligence and skill required of a Committee Member in accordance with the Incorporated Societies Act and the society’s Constitution;
Not be influenced by self-interest, outside pressure, expectation of reward or fear of criticism;
Act with honesty and integrity and conduct him/herself in a manner that upholds public confidence in the conduct of the Committee’s business;
Voice, clearly and explicitly at the time a decision is being taken, any opposition to a decision being considered by the Committee;
Know and respect the distinction in the roles of Committee Members and staff consistent with the principles underlying these governance policies;
Embrace the overall philosophy and values of the society and its professional working guidelines;
Declare any apparent or real personal conflict of interest in accordance with the society’s Constitution, and in particular with this Code;
Resign from the Committee if he/she is unable to fulfil his/her obligation as a Committee Member due to time constraints, ill health, criminal conviction or a conflict of interest;
Comply with all other codes and policies approved by the Committee from time to time;
Roles
President - The main person for communications regarding governance matters from Manager to Committee;
maintain profile at all gatherings – exhibitions, public occasion
Convene meeting
Set agenda for monthly meetings in liaison with Manager, Treasurer and Secretary
Ensure strategic plans are referenced with regard to all agenda items and matters before the Committee
Ensure financials are in order with liaison of all Committee and Treasurer
Assist with sub-committees’ formation to assist with projects agreed upon
Direct liaison and support of Manager
With one other Committee Member, performance management meetings with Manager
Ensure Manager does performance management meetings with employees under their management
Maintain a regular profile in newsletters with Member
Secretary - Support of the Committee and President
Maintain minutes and arrange monthly meetings
Publish minutes appropriately
Support president in any/all above
Committee members - supportive and proactive in the governance oversight of the WSP
Conduct of Committee Members
A Committee Member will at all times conduct him/herself in a manner that:
Supports the strategic plan and best interests of the Waikato Society of Potters;
Brings credibility and goodwill to the society and does nothing to bring the organisation into disrepute;
Demonstrates respect for society members, partner organisations and Members of the Committee;
Respects and gives fair consideration to diverse and opposing viewpoints;
Supports and abides by the decision of the majority where consensus cannot be reached;
Avoids real or perceived conflicts of interest; and
Conforms with any by-laws and policies approved by the Committee, in particular this Code and Confidentiality Agreement.
Confidentiality
It is the responsibility of Committee Members to treat as confidential all information regarding the policies, internal operations, systems, business or affairs of the society obtained by reason of his/her status as a Committee Member and not generally available to the public.
The Waikato Society of Potters Constitution
These rules replace all previous rules and were approved at the Annual General Meeting of The Waikato Society of Potters held on 26th day of May, 2015, and subject to acceptance of The Registrar of Incorporated Societies.
1. Name
The name of this Society shall be “The Waikato Society of Potters Incorporated”.
2. Interpretation
In these Rules, unless the context otherwise requires:
ACT means the Incorporated Societies Act 1908 and any amendment thereof.
AGM means Annual General Meeting.
CASTING VOTE means a vote by the President when there is equality of voting.
COMMITTEE means the committee provided for by Rule 14.
FEES means any charges WSP Committee may set in the operation of its business.
GENERAL MEETING means any annual general meeting or extra-ordinary general meeting of the Society.
LIFE MEMBER means any person who has been elected to life membership of the Society as provided for in Rule 8 (b)
MANAGER means the person(s) for the time being responsible for inter alia managing the Society.
MEETING means any meeting duly constituted under WSP rules
MEMBER means any person who is a fully paid up member of the Society, or life member, as provided by the following rules.
PRESIDENT means the person duly elected as President
RESIDENT POTTER means a potter working in their own right and who leases, short-term, a portion of WSP workshop space and/or equipment for their own work.
RESOLUTION means resolution passed at either an annual general meeting or an extra-ordinary general meeting by the required majority of the members present and eligible to vote.
SECRETARY means the person duly elected as Secretary.
SOCIETY means “The Waikato Society of Potters Incorporated”.
SUBSCRIPTION means the amount approved by the Society at the Annual General Meeting
TREASURER means the person duly elected as Treasurer.
TUTOR means any person undertaking to give tuition on behalf of the Society.
WSP means “The Waikato Society of Potters Incorporated” which is a Society of Members who lease premises for its activities, workshop and clubrooms
YEAR means the Society’s financial year.
3. Objects
The objects of the Society shall not be for pecuniary gain, but to:
(a) promote study in the various techniques of clay-work to the wider community
(b) hold exhibitions in order to promote the benefits of clay-work to the wider community
(c) be beneficial to the community by promoting activities with other bodies and individuals affiliated with pottery in the community
(d) arrange for and have lectures, classes and workshops delivered upon all subjects connected with clay-work that are accessible to all members of the community
(e) advance education by sharing resources, tutors and or facilities with other organisations and schools
(f) provide, wherever possible, short term residency and use of the Society’s facilities
(g) encourage the uptake of pottery by people of all ages and abilities in order to promote a healthy community, including mental and physical rehabilitation
4. Powers of the Society
The Society shall be given the widest possible powers to do all things which may be necessary in pursuance of and limited to the Society’s objects as described in Clause 3 above and in particular:
(a) To provide, lease, or otherwise hire and maintain premises for the use of the Society and to make the same available to other persons on whatsoever terms the Society may deem proper, and to conform with all aspects of the Deed of Lease with The Hamilton City Council, or any other Lessor.
(b) To purchase, sell, exchange, maintain, improve, lease, hire, mortgage, dispose of, manage, control, invest, reserve, or otherwise deal with and turn to account any real or personal property of the Society.
(c) To borrow or raise money by such means and upon such conditions as the Society may deem proper.
(d) To assist any charity or charitable purpose by such financial or other means as the Society may deem proper.
(e) To employ and engage staff, agents, tutors, instructors, examiners and such other persons as may be necessary to foster the objects of the Society.
(f) To appoint trustees of all or any of the funds or property of the Society and to vest such funds or property in such trustees as the Society may deem proper.
(g) To engage in prosecution, defend, and otherwise take any legal proceedings on behalf of the Society or any of its affiliated bodies and for that purpose to expend such moneys and employ such solicitors, counsel and other advisers as the Society may deem necessary.
(h) To edit, print, publish, purchase and distribute magazines, posters, newspapers, books, pamphlets, and other literature pertaining to the objects of, or promotion of, the Society, and may include the establishment of a website.
(i) To purchase or hire equipment to assist the effective working of the Society.
(j) To join with or affiliate with any person or other organisation having similar objects.
(k) To apply for and acquire any licences or permits deemed necessary by the Society.
(l) To open and operate trading and savings bank accounts.
5. Financial year
(a) Until otherwise resolved in a general meeting, the financial year of the Society shall be from 1st April to 31st March.
(b) The Committee is responsible for ensuring proper books of account are kept and accurate financial statements are presented to the Committee monthly. Additionally, the committee has the responsibility to ensure audited or reviewed financial statements for the current year are laid before the AGM.
6. Bank accounts and financial procedures
(a) The Society shall maintain at least one account with a trustee or trading bank in a manner which provides the best stewardship of Society funds, the operation of which shall be through the signature of the President, Secretary, Treasurer, and up to two other nominated Committee members. Any two the nominated signatories shall sign cheques or bills and any one shall endorse.
(b) No person shall be a signatory to any cheque or bill which may be payable to that person.
(c) In the event of Online Banking being adopted, the operation of such shall be through the passwords of the President, Secretary, Treasurer, Administrator, and up to two other nominated Committee members, any two of whom shall authorise payments/transfers.
(d) The Committee may from time to time invest moneys in such forms of investment as are authorised for investment of trust moneys.
(e) Tax Returns: The Society shall cause to prepare or file with the Inland Revenue Department all necessary tax accounts, returns, reports, declarations, notices, certificates, reconciliations and other information as required to be prepared or filed so as to allow the Association to obtain and retain tax exempt status for taxation purposes. Such tax returns shall include any liability for PAYE, Kiwi Saver, and GST as applicable.
7. Registered office
In accordance with Section 18 of the Act the Society shall have a registered office which shall be the Workshop and Clubrooms of the Society, and to maintain a postal address to which communications may be addressed.
8. Membership
There shall be two categories of membership:
(a) Ordinary Membership - any person is eligible for membership who undertakes to conform to the rules and by-laws of the Society and otherwise comply with its requirements and shall, upon payment of the annual subscription to the Treasurer be enrolled as a member.
(b) Life Membership - any member of the Society may on the recommendation of the Committee be appointed a life member at the annual general meeting in recognition of services rendered to the Society. Life members shall have the same rights of voting and holding office as ordinary members but shall not be required to pay subscriptions.
9. Register of members
The Society shall keep a register of members which shall record the full names and addresses of all members, with the date on which they became a member, and the category of their membership, except where this would breach confidentiality.
10. Cessation of membership
Membership shall cease in any of the following circumstances:
(a) By written resignation to the Secretary. Such resignations shall take effect from the meeting after the resignation is received. Any member resigning shall be liable for such subscriptions as are payable to the end of the financial year in which he or she has resigned.
(b) The Secretary shall purge the roll of any member who may be in arrears of subscription payments for 12 months or more. Such purging shall not free a member from arrears of subscriptions or from the liability to pay the dues for the financial year, or any antecedent liability.
(c) When any member in the opinion of the Committee has been guilty of conduct which makes it undesirable for that member to continue to be a member, the Committee, by a two thirds majority may resolve to cancel such membership provided that at least forty-two days notice of the proposed expulsion be given to the member concerned. The member may appeal through the provision outlined in Clause 11 (d).
(d) On the death of a member.
(e) Where a member is convicted of a criminal offence which may bring discredit to the Society.
(f) Where a member is investigated by the Disciplinary and Personal Grievance Committee and such a Committee makes recommendation to the Society as outlined in Clause 16 of this constitution.
11. Meetings
(a) The Society shall hold an annual general meeting once a year not later than three months after the end of the financial year, and notice of such annual general meeting shall be given to all members at least twenty-one (21) clear days prior to the date of the meeting.
Such notice shall be in writing and shall specify the date, time, place, and business of the annual general meeting, which shall be
1. The Annual Report of the President
2. The audited or reviewed Financial Statements for the year
3. Election of Officers and Committee
4. Appointment of Auditor
5. Appointment of Honorary positions if appropriate such as Solicitor or other
6. Any other business for which appropriate notice has been given
(b) Notices of motion for consideration by the annual general meeting shall be in the hands of the Secretary not less than fourteen (14) days prior to the date of the annual general meeting.
(c) Members shall be given not less than seven (7) days notice of notices of motion for consideration at such annual general meeting.
(d) A general meeting may be called at any time on the decision of a majority of the committee or at the request of seven (7) financial members of the Society, in writing stating the purpose for which the general meeting is required. Upon receipt of the request, the Secretary shall convene a general meeting giving fourteen (14) days notice to all members and specifying the purpose of the meeting.
(e) At all general meetings or meetings of the Committee, the President shall preside but in the event of the President being unable to attend the Vice-President shall preside, but in the event of the Vice-President also being unable to attend, persons then present shall elect from their number a President for that meeting and such Presidents whilst so acting shall have all the powers of the President.
(f) A majority at all general meetings or meetings of the Committee shall be a minimum of 75% for special resolutions affecting any rules of the Society and over 50% for all other general business, of those present and eligible to vote.
12. Voting
(a) All financial and life members shall have equal voting rights.
(b) At any general meeting a resolution put to the vote of the meeting shall be decided, in the first instance on the voices, and in the case of the decision being in doubt, by a show of hands, unless a secret ballot is requested.
(c) Unless a secret ballot is requested, a declaration of the President that a resolution has been carried or lost, shall be conclusive evidence of the fact without proof of the number or portion of the votes recorded in favour of or against a resolution.
(d) If a secret ballot is requested, it shall be taken in such a manner as the President directs and the result of the ballot shall be deemed to be the decision of the meeting at which the ballot was requested. Scrutineers shall be appointed, and ballot papers shall be destroyed by the scrutineers upon declaration of the result.
(e) In the case of an equality of votes whether on a show of hands or on a secret ballot, the President may exercise a casting vote.
(f) Proxies: A financial member may appoint, in writing, any other financial member as a proxy to attend and vote on their behalf. Notice of proxy must be received by the Secretary not less than 48 hours before the commencement of the meeting, and the determination of acceptance of a proxy rests with the President.
13. Quorum
(a) At any general meeting a quorum shall be the lesser of one third of the total number of members or twelve (12) members.
(b) If no quorum is present, the meeting shall be adjourned to a date not less than seven (7) days or more than seventeen (17) days thereafter, and the members present at any such adjourned meeting shall constitute a quorum. Notice of such adjourned meeting shall be given to members, not later than forty-eight (48) hours from the commencing time of the original meeting.
14. Committee and officers
(a) The Committee shall consist of not more than twelve (12) nor less than six (6) financial members including the following officers:
President
Vice President (to be elected by the Committee at their first meeting)
Secretary
Treasurer
Up to 8 (or 9 – see note) ordinary members
Note: The offices of Secretary and Treasurer, may if the annual general meeting so decides, be held by one (1) person.
(b) A Manager (if appointed) shall be a member of the Committee ex officio, ie not subject to election, and not able to vote, but their appointment may be reviewed by the annual general meeting or a general meeting providing that due notice of the intention to review has been given in accordance with Clause 11 (b), (c) and (d).
(c) The election of officers and committee members other than the Manager shall take place at the annual general meeting. Voting shall be in accordance with the rules set out in Clause 12, provided that, if there is more than one nomination for any office, or more nominations for the Committee than there are vacancies, a secret ballot may be held.
(d) Nominations for the Committee shall be lodged in the hands of the Secretary at least fourteen (14) clear days before the annual general meeting. If the number of nominations so lodged is less than the number of vacancies, then the annual general meeting may by ordinary resolution authorise the chairman of such meeting to accept such further nominations from the meeting as may be necessary to fill the vacancies.
(e) With the exception of the President, The elected Officers and Committee members shall hold office for a one (1) year term expiring at the annual general meeting following that at which the appointment was made.
(f) THAT a person elected as president hold that position for two years with the right of renewal of two years at the annual general meeting. In the event no member wishes to stand for election to the office of president in the ensuing year the current president may be appointed for a further period as defined and approved by members in a General Meeting. Such period may not exceed two years and the president must then automatically step down.
(g) The offices of President, Secretary and/or Treasurer may, by resolution of the members of the general meeting, receive an honorarium.
(h) The Committee shall meet at such times and places as it considers expedient and shall have a quorum of five (5)
(i) If a committee member fails to attend three (3) consecutive meetings without accepted cause, or otherwise fails to perform required duties, that office may by a two-thirds majority of the Committee be declared vacant and the vacancy filled as provided in Clause 15 (d).
(j) The Secretary shall keep minutes of all meetings of the Society including but not limited to Annual General Meetings, General Meetings, and Committee Meetings.
15. Powers of the committee
(a) With the exception of specific resolutions passed at general meetings of the Society the management of the property and the investment of the funds shall be conducted by the Committee.
(b) The Committee may exercise any power vested in the Society and not required by these rules to be exercised by the Society in general meeting.
(c) The Committee shall present to the annual general meeting a full report of its activities and the business done during its year of office and any matters of interest or importance to the Society which transpired during the period of said report. The Treasurer shall present to the annual general meeting audited or reviewed financial statements and a balance sheet as at the end of the previous financial year of the Society prepared in accordance with good accounting practice.
(d) The Committee shall have power to co-opt members to fill any vacancies that may occur on the Committee to serve for a period expiring at the next annual general meeting.
(e) The Committee shall for the purposes of better administration of these rules have the power to promulgate such regulations and/or protocols as may be necessary and while such regulations or protocols are not deemed to be part of these rules, breach of such regulations or protocols may make a person liable to expulsion from the Society as provided for in Clause 10 (c). Such regulations or protocols may be subject to review by a general meeting of the Society.
(f) The Committee shall have power to appoint and to instruct delegates or representatives to bodies with which the Society is affiliated or which have provision for representation of the Society at their meetings.
(g) The Committee may appoint sub-committees to undertake specific tasks and in so appointing, the Committee shall stipulate the scope and powers of such committees.
(h) The Committee shall organise and control any courses deemed suitable for the benefit of its members, including courses as may be available from other institutions such as Polytechnics, and may engage suitable persons on such terms as it deems fit to tutor or manage such courses.
(i) The Committee shall insure against loss or damage by any cause whatsoever any insurable property owned or leased by the Society or in which the Society has an interest as the Committee may from time to time think fit, and shall maintain Public Liability Insurance cover as required by Clause 6.3 of Deed of Lease with The Hamilton City Council.
(j) The Society may affiliate, merge, or amalgamate with, or grant affiliation to, any other body or association having objects altogether or in part similar to those of the Society.
(k) The Committee shall develop, agree upon and implement the methods and systems of teaching designed to achieve the objects of the Society and shall supervise the day to day running of the Workshop and Studios, making such payments as may be reasonably incidental thereto including the reimbursement and payment of any tutors or guest speakers whose services the Committee may consider it necessary or appropriate to engage.
(l) Terms of engagement, and conditions of employment for any person employed by the Society under Section 4(e), shall be determined and managed by a subcommittee comprising the President, Secretary, and one other committee person appointed by the committee, at a meeting of the committee.
16. Disciplinary and personal grievance matters
(a) A Disciplinary and Personal Grievance Committee shall be appointed by the Committee and shall consist of not less than three people of whom not less than two shall be Members of the Society. At its discretion the Committee may appoint one Member of a Disciplinary and Personal Grievance Committee from outside the Society. Disputes and Personal Grievances shall be as defined by the Employment Relations Act 2000.
(b) The purpose of such a Committee shall be to receive in writing any personal grievance or allegation of sexual or racial harassment or conduct unbefitting a member, or allegation a member has willfully committed a breach of the Rules of the Society. Upon receiving such a complaint the Secretary shall convene the Disciplinary and Personal Committee within seven days.
(c) Such a Committee shall ensure that the Member in question is given every reasonable opportunity to put his or her case and shall ensure that in all other respects the requirements of natural justice are met. The Disciplinary and Personal Grievance Committee may make recommendations to the Society in respect of its findings, and the Society shall be bound to implement any recommendation made by the Committee provided it is satisfied that the requirements of this Constitution and of natural justice have been met.
(d) Upon receiving the recommendation of the Disciplinary and Personal Grievance Committee, the Society shall give notice of the recommendation to the Member. If the Disciplinary and Personal Grievance Committee recommends that the Member be suspended or expelled from membership, such suspension or exclusion shall be effective from the date of notice to such Member.
(e) Sexual or racial harassment or abuse either verbal or physical, against any Member by another Member, is inexcusable and may result in a Disciplinary and Personal Grievance hearing against the accused, and may lead to cessation of membership of the Society as provided for in Clause 10 of these Rules.
17. Auditor
The Accounts of the Society shall be audited or reviewed by an independent auditor to be appointed each year at the annual general meeting. At the annual general meeting an audit fee may be decided upon.
18. Pecuniary gain
No member of the Society shall receive or obtain any pecuniary gain (except in the form of reasonable salary or honorarium) from the property or operations of the Society provided that this rule shall not prevent the payment of such
19. Alteration to rules
Subject to Section 21 of the Act these rules may be altered only by a resolution of members in general provided notice of the intention to move such resolution has been given to the Secretary and by the Secretary to members in accordance with the provisions of Clause 11 (a), (b) and (c) or (d), provided also that the resolution has been put at the general meeting and carried by 75% of those present and entitled to vote at the general meeting and provided that rule changes are approved by the Companies Office.
20. The common seal
(a) The common seal shall be kept by the Secretary at the registered office of the Society.
(b) The common seal shall not be fixed to a document, instrument, deed, writing, paper, or other thing unless pursuant to a resolution of the Committee and in the presence of two members of the Committee who shall sign the said document, instrument, deed, writing, paper or other thing as witnesses. Each fixture of the common seal shall require a separate motion of the Committee.
21. Subscriptions and fees
(a) The subscription payable by members shall be that amount fixed by the AGM of the Society, and shall become overdue one month after the date of the AGM.
(b) Fees shall be those set by the Committee for the use of WSP facilities, materials, leasing of rooms, kiln firings or other requirements as may from time-to-time be determined by the Committee.
22. Liquidation
If at a meeting a majority of those present and entitled to vote shall pass a resolution that a liquidator be appointed for the Society, a further extra-ordinary general meeting shall be held not earlier than thirty (30) days after the day of the meeting at which such resolution was passed, to confirm or reject such resolution. If the resolution shall be confirmed by a majority of those present and entitled to vote at such further extra- ordinary meeting, the Society shall be liquidated and, after payment of all costs, debts, and liabilities of the Society, any remaining assets shall not be paid to or distributed among the members of the Society, but shall be given to or transferred to some other approved charitable organisation or body having objects similar to the objects of this Society, or for some other charitable purpose within New Zealand.
23. Indemnity
Every officer or employee of the Society shall be indemnified out of the funds of the Society to pay all costs, losses and expenses which any such officer or employee may incur or become liable for by reason of any contract entered into or thing done by them as an officer or employee of the Society or in anyway discharging his or her duty including travelling, and reasonable out of pocket expenses, provided such expenses have approved by the Society in advance.
24. Interpretation of the rules
A substantial compliance with these rules whether as to form, time, number or any other matter shall in all cases be good and sufficient and no regulation, resolution, decision, election, appointment, notice or other matter or thing shall be invalidated by reason only of a failure to comply exactly with these rules.
