Constitution 协会章程

Chinese Association of West Auckland Constitution:

Chapter 1: Name

1.1 Association Name

• Chinese Name: 奥克兰西区华人协会

• English Name: Chinese Association of West Auckland

• Hereinafter referred to as “the Association”

Chapter 2: Registered Office and Legal Status

2.1 Registered Office

• The Association is incorporated under the Incorporated Societies Act 2022 of New Zealand, with its registered address at:

26A Keegan Drive, Massey, Auckland, New Zealand.

2.2 Legal Status

• The Association is an independently incorporated legal entity with the capacity to bear legal responsibilities.

Chapter 3: Purpose and Objectives

3.1 Purpose

• To unite and serve the Chinese community in West Auckland;

• To promote Chinese culture, education, welfare, and social integration;

• To enhance intercultural exchange and understanding with all ethnic communities in New Zealand;

• Organise cultural, educational, sports, public welfare, and social activities.

3.2 Non-profit Nature

• The Association is a non-profit organisation. All income and assets must be used solely to achieve its objectives and not be distributed to any member or board member.

• Funds may be used for operations, project development, and lawful expenses of the Association.

Chapter 4: Membership

4.1 Eligibility

• Any individual aged 18 or above who supports the Association’s purpose and is approved by the Board may become a member upon applying.

4.2 Categories of Membership

• General Members

• Honorary Members (conferred by the Board)

4.3 Members’ Rights

• Participate in Association activities;

• General members can vote, be elected, and vote on resolutions.

4.4 Members’ Obligations

• Abide by the Constitution and resolutions;

• Actively participate in the Association's various activities and events.

• Pay membership fees (or activity fees) as required.

4.5 Withdrawal and Expulsion

• Members may resign by written notice.

• Members who seriously violate the Constitution or damage the Association’s reputation may be expelled with a two-thirds majority vote of the Board.

• Expelled members may appeal in writing within 21 days. The Board must review and respond within a reasonable time.

• The expulsion will be suspended during the appeal process.

Chapter 5: Organisational Structure

5.1 Composition of the Board

The Association establishes a Board as the highest executive body, composed of:

• President (1)

• Chairperson (1)

• Executive President (1)

• Vice Presidents (2)

• Secretary-General (1)

• Treasurer (1)

• Additional general Board members as needed

5.2 Term and Re-election

• Each term lasts five years;

• A maximum of three consecutive terms may be served (up to 15 years total).

5.3 Subordinate Bodies

• The Board may establish subcommittees or affiliated bodies under its leadership;

• These bodies may not independently enter into contracts or make significant commitments.

Chapter 6: Board Responsibilities

6.1 President

• Leads the overall work of the Association;

• Convenes and chairs meetings;

• Represents the Association internally and externally.

6.2 Chairperson

• Oversees Board operations and strategic planning;

• Supervises implementation of resolutions;

• Acts on behalf of the President when the President is absent.

6.3 Executive President

• Responsible for administration and event execution;

• Coordinates internal affairs;

• Acts in the absence of both the President and the Chairperson.

6.4 Vice Presidents

• Assist the top three officers;

• Act in order of seniority when others are absent.

6.5 Secretary-General

• Manages documents, meeting records, administration, and member management.

6.6 Treasurer

• Manages income and expenses, prepares financial reports and budgets;

• Assists with audits and ensures financial transparency.

6.7 Conflict of Interest

• Board members must declare any conflicts of interest in writing.

• They may not vote on related matters;

• All conflicts must be documented.

Chapter 7: Meetings

7.1 Annual General Meeting (AGM)

• Held once a year;

• Members must be notified at least 14 days in advance;

• Review reports, financial reports, election matters, and amendments to the association's constitution.

7.2 Special General Meeting (SGM)

• May be convened by Board decision or written request by one-third of members;

• May only address matters stated in the notice.

7.3 Board Meetings

• Held regularly, either in person or online;

• A quorum requires more than half of the Board members;

• Resolutions require a simple majority (more than half) to pass.

7.4 Voting Mechanism

• One vote per member;

• Unless otherwise specified, all resolutions are passed with a majority of those present.

• In a tie, the meeting chair has the casting vote.

Chapter 8: Financial Management

8.1 Financial Year

• April 1 to March 31 of the following year.

8.2 Fund Management

• All funds must be deposited into the Association’s bank account.

• Expenditures must be approved jointly by the President and Treasurer or an authorised Board member.

8.3 Financial Reports

• The Treasurer must submit an annual financial report.

• Independent audits may be conducted by a registered accountant when necessary.

Chapter 9: Dispute Resolution

• Internal disputes should first be mediated by the Board or a mediation group;

• If unresolved, members may seek independent arbitration;

• Arbitration will follow the Incorporated Societies Act 2022 and the Arbitration Act 1996.

Chapter 10: Amendments to the Constitution

• Amendments must be discussed at a general meeting;

• Require approval by at least two-thirds of attending members;

• Must be submitted to the Registrar to take effect.

Chapter 11: Dissolution of the Association

• At least two-thirds must approve dissolution of the members present at a general meeting;

• After liquidation, assets must be donated to a New Zealand non-profit organisation with similar objectives;

• Dissolution must follow New Zealand laws and regulations.

Chapter 12: Supplementary Provisions

12.1 Matters Not Covered

• Shall be decided by the Board and reported to the general meeting for record.

12.2 Resolution Principle

• Unless otherwise specified (e.g. two-thirds majority required), all decisions are valid if passed by a simple majority of attendees.

12.3 Right of Interpretation

• The Board reserves the right to interpret this Constitution, subject to legal compliance.

Chapter 13: Adoption Statement

• This Constitution was adopted at the Founding Meeting of the Chinese Association of West Auckland on 25 January 2025;

• It shall come into effect upon successful re-registration under law;

• The Association commits to fully complying with the Incorporated Societies Act 2022 of New Zealand.