New Plymouth Club Activity Group Rules

1 July 2024

New Plymouth Club Activity Group Rules

1. The New Plymouth Club Inc. will only recognise Activity Groups (AG) which elect a committee at an Annual General Meeting of the said AG and has a MINIMUM subscription levy of $10.00 and have a minimum of 15 financial members of both the AG and the NP Club. Any such AG must have the approval of the Club Executive Committee.

1. Each AG will provide a list of its financial members together with their NP Club membership numbers and date of Activity Group subscription payment, to the Club Secretary no later than 28 June and 28 December each year.

1. To obtain the Executive Committee’s approval any potential AG must demonstrate the financial benefits to the Club as a whole (generally increased turnover in 1908 and/or Gaming area) and clearly demonstrate why it cannot be a section of an existing AG.

1. The date of the said AG’s Annual General Meeting is to be displayed on the Club’s General and Sports Notice Board for all of the New Plymouth Club members to see – a minimum of one calendar month before the said Annual General Meeting.

1. Following the AG’s Annual General Meeting, the AG is to advise the New Plymouth Club Secretary in writing, the names of the elected committee and the person who is to be the AG’s sole representative for dealing with the Club Office, no later than one calendar month after this meeting.

1. All monies raised by the AG must be banked with the New Plymouth Club.

1. All AGs must maintain a book of Income and Expenditure. If any AG has more than 1 section, and separate accounting is required by the AG for each section, this must be coordinated and signed off against the monthly financial statement for the entire AG as supplied by the New Plymouth Club Secretary.

1. AGs will NOT undertake their activities in the area of the Club known as 1908, ie the bar & eatery areas. They will carry out their activities in the areas and on the days and at the times mutually agreed with the management of the Club. When an AG is meeting socially for a meal and/or drinks (with no other activity involved) then obviously they will meet in 1908 with no facility charge.

1. AGs cannot bring food and drinks (water excepted) into the Club for consumption. The only times food can be brought into and consumed in the Club is when the eatery is closed, and the time coincides with a meal time 8-9:30 am; noon-2 pm; 5:30-7 pm, and 9 pm -10 pm. Then on those occasion,s any food that is brought into the Club must be safe for consumption and cannot be stored in any of the Club’s chiller or refrigerated areas.

1. Where an AG is granted hosting rights for an official Clubs NZ Inc., Sports Tournament, a tournament organizing committee will be convened and must include at least two Club Executive Committee members. The organizing committee will be made known to the Executive Committee and a separate tournament code and account will be initiated by the Club Secretary. A minimum fee of $250.00 will be levied against the tournament to cover stationery and/or printing requirements. If all above is met and every effort is made by the Tournament Committee to ensure the tournament at least breaks even, and if a surplus is achieved, then this will be shared equally by the Club and the AG involved. If a loss is incurred, it will be underwritten by the Club.

1. Raffles - One per AG on Thursday nights, unlimited by host AG on AG nights and club tournaments.

1. Grants – Grants are made, at the discretion of the Executive Committee, to AGs on application to attend recognized events where the AG is going to pitch to host that event here at the NP Club, and that proposed pitch has been approved by the Executive Committee.

Also Grants will be made, at the discretion of the Executive Committee, to AGs on application to support the hosting of recognized events.

In addition, Grants may be made at the discretion of the Executive Committee, to AGs to attend recognized events being held in the South Island. This is to acknowledge the additional costs of attending such events and to encourage representation of the NP Club.

Recognized events are those that the Executive Committee believes will bring a significant increase in turnover to 1908 and/or the gaming machines, such as Clubs NZ tournaments, visiting Over 60s groups, etc.

1. Applications for Grants must be made on the designated forms at least two months before the event or hosting pitch.

1. The Club has motor vehicle insurance in place which includes rental vehicles used by AGs. Any accident damage will be covered by the club Insurance, but the Insurance Excess will be met by the AG concerned.

Note:

The New Plymouth Club Executive Committee reserves the right to amend any conditions relating to the AG Rules. In the event of any dispute, the executive committee will have the right to final decision-making.