Waitakere Chinese Association Incorporated

Chapter 1: Name

1.1 Association Name

• Chinese Name: 新奥华人社团联合会
• English Name: Waitakere Chinese Association
• 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 Waitakere Chinese Association 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.