EVANZ Constitution

ENTERTAINMENT VENUES ASSOCIATION OF NEW ZEALAND INCORPORATED

REVISED CONSTITUTION ADOPTED AT A.G.M. - 10/10/1999

RULES AND BY LAWS

1.           NAME 

(a) The name of the Society shall be the Entertainment Venues Association of New Zealand Incorporated, hereafter called ‘EVANZ’. 

(b) EVANZ shall be incorporated under the provision of the Incorporated Societies Act 1908. 

2.           REGISTERED OFFICE

The registered office of EVANZ shall be at the address of the Secretary and any change thereof shall be accordingly notified to the Registrar in the manner provided in the Incorporated Societies Act 1908. 

3.           OBJECTS 

The objects of EVANZ are as follows: 

(a) To provide a forum for the exchange of information and views of members relating to the management of entertainment venues. 

(b) To inform and encourage promoters to use the network of venues. 

(c) To encourage the promotion of events by its own members. 

(d) To foster the education and development of its participant members. 

(e) To encourage professional standards and venue management practices. 

(f) To provide opportunities for global networking with other venue management organisations. 

(g) To undertake any actions or initiatives which are in the interests of its members. 

4.           MEMBERSHIP

4a    Full Membership

Full membership shall be invited from venue organisations in New Zealand which have a primary role in providing public entertainment, performing arts, conference and convention facilities, exhibition halls, or indoor and outdoor sporting amenities. Membership of EVANZ is held by venue organisations represented by that organisation’s senior management. Membership of EVANZ is held by venue organisations represented by that organisation’s senior management.

4b     Associate Membership

Associate Membership is available to organisations which in the majority view of member representatives will provide enhanced opportunities to foster business opportunities, develop joint initiatives, or which may generally be considered to add value to the EVANZ organisation within its Business Plan objectives.

Associate Membership subscriptions are to be set at the rate of $150.00 + GST p.a. or such other value as may from time to time be determined at an Annual General Meeting.

Associate Membership applications to be handled as per clause 8.

Associate members shall be invited to attend one meeting each year (Annual General Meeting) for specified day(s) and applicable registration fee, unless otherwise agreed to in advance by a consensus of the full member representatives. 

5.           PRIVILEGES OF MEMBERS

5a   Full Membership

All member venues have the right to designate their management representatives to: 

(a) Attend meetings of EVANZ and to contribute to EVANZ.

(b) Receive official bulletins from the Secretariat. 

(c) Have their names listed as an official EVANZ member delegate.

(d) Vote on By Law changes.

5b   Associate Membership

All associate members have the right to designate their management representative to:

(a)  Attend meetings of EVANZ as set out in Clause 4b

(b)  Receive official bulletins from the Secretariat

(c)  Have their names listed as an official EVANZ associate member delegate including the Association Website

(d)  Have one associate member (co-opted) onto the EVANZ Executive to represent their members interests.  Each year this person is elected by the Associate Members during the Annual General Meeting.

(e)                    Associate Members do not have Association voting rights 

 6.           RESPONSIBILITIES OF MEMBERSHIP REPRESENTATIVES 

(a) To consider carefully the information received from the Secretariat.

(b) To hold as privileged all information marked confidential by the Secretariat. 

(c) To assist EVANZ in promoting its objects. 

(d) To work closely with fellow EVANZ members.

(e) To follow all rules and regulations as set forth by the By Laws and not to exceed the authorisation given by members in general meeting.

(f) To pay promptly all dues and fees as determined by EVANZ at the Annual General Meeting.  EVANZ may cancel any membership for non-payment of dues within 90 days. 

(g) To foster the good reputation of the Entertainment Venues Association of New Zealand. 

(h) To make every endeavour to attend meetings on a regular basis. 

7.           MEMBERSHIP CESSATION

 (a) Membership shall be cancelled if a member fails to make payment of their annual membership subscription to the secretary within 90 days and provided that the subscription invoice has been mailed to the last recorded address and that not less than 30 days has elapsed from the date of mailing of a further account rendered advice.

(b) Membership may be terminated or suspended if on the recommendation of the Executive and with a two thirds majority of the members attending the next constituted meeting of the society, it is deemed that the member has acted in a manner which has caused serious disrepute to the society and its objectives.

(c) Upon cessation of membership, all rights and privileges conferred by EVANZ shall be immediately withdrawn.    

8.           MEMBERSHIP APPLICATIONS 

The procedure for handling applications for membership to be as follows: 

(a) Applications be received in writing to the Secretary in the first instance per the membership brochure form. 

(b) A subscription account and membership questionnaire be mailed to the prospective member requiring relevant details of venue, size, seating capacity, location, management names, predominant activities etc. 

(c) The Executive Committee may approve a new application for membership subject to a 14 day period for member objection. 

(d) At the next EVANZ meeting, new membership applications shall be confirmed. 

(e) Membership list to be re-compiled prior to each 6 monthly meeting.    

9.           MULTIPLE MEMBERSHIPS

Multiple membership is defined as a single organisation which is responsible for the management of two or more (but not more than 5) venues that qualify for membership per clause 4. Such multiple membership of EVANZ shall be offered at an optional discounted annual subscription fee to be determined at the Annual General Meeting based on a pro rata percentage of the single member subscription e.g. initially set as being, first venue @ 100%, second venue @ 50%, third venue @ 25% and fourth and fifth venue also @ 25%. 

10.         RESIGNATION OF MEMBER

(a) Any member may resign upon giving written notice to EVANZ.

(b) The Society shall not be bound to refund all or any portion of the last subscription paid. 

11.         MANAGEMENT OF EVANZ 

Notwithstanding that the affairs of EVANZ shall be conducted by the total membership, an Executive Committee will be elected at the EVANZ Annual General Meeting which shall be responsible for operating the day to day administrative business of EVANZ.

The Executive Committee shall be elected at the Annual General Meeting and comprise the following officers: 

(a) A President who shall be elected for a term up to 2 years.

(b) Two Vice Presidents who shall be elected in alternate years for up to 2 year terms, excepting that in inaugurating this constitutional requirement, a 3 year term may be adopted to provide for an ongoing cyclical election procedure.

(c) A Secretary/Treasurer.

(d) The immediate past president for a term of up to two years

(e) Any other officer positions that may be decided upon by EVANZ at its Annual General Meeting providing such position is supported by at least 20 members who shall be in the majority. 

The Executive Committee may at any time co-opt individual members to assist the Executive in a specific task or responsibility or to fill any casual officer vacancy which may occur prior to the next Annual General Meeting. 

12.         NOMINATIONS FOR OFFICERS 

(a) Nominations for vacant elective officer positions of EVANZ shall be made in writing to the Secretary not less than 14 days prior to the date set for the next Annual General Meeting.  Due notice of nomination received shall be advised to all members. 

(b) Only if insufficient nominations are received prior to 14 days in advance of the Annual General Meeting, shall nominations be accepted from the floor of the meeting. 

13.         ADMINISTRATION

(a) The financial year end is 30 September annually.

(b)    (i) All funds received by EVANZ shall be banked regularly in such bank accounts  determined by EVANZ from time to time.

        (ii) All payments made by EVANZ shall be by cheque or recognised bank authority drawn on that Account and all such payments shall be approved by EVANZ from time to time.

 (c) The authority to manage the financial affairs of the Society shall be vested with the Executive, including authority to operate bank accounts in the name of the Society and the responsible investment of surplus funds.

(d) The Secretary/Treasurer shall ensure proper and full books of account are maintained, available for inspection of EVANZ as required. Annual audited accounts shall be prepared setting out the financial position of EVANZ and shall be presented for adoption at the Annual General Meeting of the EVANZ.

(e) The Secretary/Treasurer shall be responsible for maintaining a full and detailed record of all income and expenditure pertaining to the society and for receipting all monies collected from members.

14.         MEETINGS

(a) An Annual General Meeting of the EVANZ shall be held not later than December each year at which meeting the President and the Secretary/Treasurer shall present an annual report on the activities of EVANZ, together with a financial statement reporting on the funds of EVANZ.

(b) Not less than twenty-one clear days notice shall be given in writing of the Annual General Meeting to all members, along with the Annual Report and Financial Statement.

(c) Nominations for any office may be accepted at the Annual General Meeting, should there not be a sufficient number received as in (11b).

(d) Meetings of EVANZ shall be held at least twice each year (unless agreed by consensus at the previous AGM), one of which will be the Annual General Meeting.

(e) A special General Meeting of EVANZ may be called at any time, provided that twenty-eight (28) clear days notice in writing has been given to the Secretary, and that such meeting is called by at least four (4) full members.

(f) A quorum for a General Meeting or an ordinary meeting of EVANZ shall be a minimum of twelve (12) full members.

(g) The President or their nominee shall chair all meetings.

(h) The President or Vice President shall be responsible to present to the media any matters of policy or EVANZ view points.

(i) The President shall be responsible to see that policy as decided by EVANZ is carried out in the most expeditious manner.

(j) The President shall report to EVANZ annually.

(k) On any matters of EVANZ where voting is being held, the President shall have a casting and deliberative vote.

(l) All voting, unless resolved otherwise, shall be by show of hands.

(m) Each member may only have one vote at an EVANZ meeting.

(n) The Secretary shall record and keep minutes of all meetings of EVANZ.

15.         REPRESENTATION AT MEETINGS

Each member venue shall be entitled to have two management attendees at any meeting providing meeting fees are paid for each attending member.  Additional attendees may be permitted subject to the approval of the President.  Only one vote may be cast per full financial member.

16.         MEETING ATTENDANCE FEES

The fee for meeting attendees shall be set in advance for each meeting by the Executive (together with the programme) and in consultation with the host member, having regard to the budgeted cost of that meeting.  As far as possible such fees shall cover all cost associated with conducting that meeting.

17.         APPOINTMENTS

(a) EVANZ may at its discretion appoint any person as patron, or vice patron for such period as it deems fit.

(b) EVANZ or the Executive Committee shall have power to appoint such legal representatives as it deems necessary for any purpose concerning the affairs of EVANZ.

(c) EVANZ shall have power to appoint any officer to manage or supervise the affairs of EVANZ from time to time, as it deems necessary and on such terms as it may determine.

(d) An auditor shall be appointed by the members at each Annual General Meeting.

18.         OUTSTANDING SERVICE AWARD

Individual representatives of member venues may, by majority consent of the members attending a constituted EVANZ meeting, be eligible to receive the Outstanding Service Award. Such honour shall be reserved for bestowal on a past or current delage member of EVANZ who in the view of the membership has made an exemplary and dedicated contribution to the success and development of the organisation over a period of several years and is deserving of such special acknowledgement.

19.         COMMON SEAL

The Common Seal of EVANZ shall be kept in the custody of the Secretary.  Where the Common Seal is required to be affixed to any document, writing or other instrument, it shall be affixed thereto pursuant to a resolution of EVANZ, in the presence of two persons being any two of the President and a member of the Executive who shall sign the document or instrument to which the seal is affixed.

20.         AMENDMENTS

(a) Notice of any proposed amendments to the Constitution must be given to the Secretary of EVANZ in writing, not less than sixty (60) days prior to the Annual General Meeting or special General Meeting called for the purpose of considering the proposed amendment.

(b) Notice of any proposed amendments to the Constitution shall be circulated in writing to all members, not less than twenty one (21) days prior to the Annual General Meeting or special General Meeting called for the purpose of considering the proposed amendment.

(c) Any such amendment shall have no effect unless the resolution proposing the change shall be carried by at least two third (²/₃) majority of those present at the meeting and entitled to vote.

21.         DISSOLUTION

(a) EVANZ may be dissolved if at any special General Meeting called for that purpose not earlier than thirty (30) days after the date of the meeting resolving dissolution such dissolution is confirmed by a resolution to that effect is carried by a simple majority of those present and entitled to vote.

(b) Such dissolution shall not take effect unless a subsequent special General Meeting called for that purpose, not earlier than thirty (30) days after the date of the meeting resolving dissolution; such dissolution is confirmed by a simple majority of those present and entitled to vote.

(c) Such dissolution shall date from the time of such confirmation.

(d) Upon dissolution all assets and property in the name of EVANZ shall be disposed by way of grant to such cause or causes as may be directed by those members present and voting on the dissolution of EVANZ at the meetings held for such purpose.

POLICY ADDENDUM

VMA Attendance Grant

It was agreed (AGM 1996) that the following policy and process be adopted for providing an EVANZ grant annually for 2 member delegates to attend the Venue Managers Association Convention & Trade Show (usually held in Australia in April - May each year).

• At each annual EVANZ members meeting held in conjunction with the AGM, a ballot is to be conducted from which 3 venue names are to be drawn.
• Member venues must be current financial members to be eligible for inclusion in the ballot. The member delegate must also attend 2 full days of the AGM programme.
• The first 2 venue names drawn from the ballot become the 2 successful winners in qualifying for the annual EVANZ grant. The third name drawn becomes the standby reserve in the event that one of the 2 successful awardees is unable to attend.
• The 2 successful awardees (venue members) are entitled to nominate an individual venue staff member (expected to be a person with a relevant management role) who is to attend and to take up the EVANZ grant. Successful member venues are required to advise the EVANZ Secretary not less than 1 month in advance of that years VMA Convention, of their nominated attendee.
• The EVANZ grant ballot to commence for attendance at the 1997 VMA Convention & Trade Show and thereafter to be conducted on the final day of each end of year EVANZ meeting preceding the next VMA Convention.
• Any member venue who is successful in uplifting an EVANZ grant is required to stand down for 3 subsequent years before again becoming eligible for entry into the annual ballot. The standby reserve member is not excluded from entry into the following years ballot except if that member actually becomes a substitute awardee/attendee.
• A successful awardee is not able to transfer their award to another member venue or to reserve the EVANZ grant for a subsequent year.
• The EVANZ grant provides for reimbursement funding of VMA Convention registration fees including functions (at the fees set for VMA members and taking account of pertaining currency exchange) and the cost of an economy return air fare to the convention destination from the venue members home town/city.
• The EVANZ grant does not include costs such as accommodation, meals and refreshments not provided for within the VMA registration, taxis, or out of pocket expenses incurred by the attendee.
• Within 3 months of their delegate returning from the VMA Convention, the member shall submit to the Secretary the relevant claim for reimbursement of costs. Such claim shall include copies of:

VMA registration form and attendance costs.
Air travel costs invoice and departure tax receipts.

• The successful awardees may be requested to attend the following EVANZ meeting to provide a 10 minute presentation recounting their experience and impressions.

Updated 9/5/00

CLD

THE EDGE EXCHANGE SCHOLARSHIP

Provided by the management of "The Edge" (Auckland) this scholarship grant is extended to EVANZ members annually:

• 2 scholarship awards to be provided annually.
• All travel and accommodation arrangements and costs borne by "The Edge".
• Appropriate letters and certificates to be awarded by The Edge to winning recipients.
• All member venues represented at the EVANZ mid year meeting (March/April) annually are eligible to enter the ballot on the same rules as pertain to the annual VMA Convention & Trade Show grant.
• All arrangements, funding, timetabling are to be undertaken by the management of The Edge.

Commenced 30/3/00 - Inaugural ballot