Table Tennis Tauranga

The Club

Our Policies and Procedures

Table Tennis Tauranga

Below is information about our policies and procedures, we follow the rules of the International Table Tennis Federation (click here to access handbook). To the right you'll see a current list of our committee members. For more information, please contact us.


Table Tennis Tauranga has worked hard to establish a good discipline record. This is due to the work of the club and the individuals who make up the club. The club is committed to maintaining and improving this record. This Policy and associated Procedures covers all activity associated with the club and external activity that could affect the club. This includes on court discipline and other times when representing the club. It also applies to external cases that have the potential to have an impact on the club. The club will take concerns about members’ behaviour seriously. Members who behave in an inappropriate manner will be subject to the procedures detailed below Principles This policy is based on the principles of • Obeying the rules of Table Tennis • Developing skill, teamwork and self-respect in players and volunteers • Fair play between all • Mutual respect for all those people involved • Fostering a team and family sprit within the club Code of Conduct Table Tennis Tauranga expects all those involved in the club to uphold the principles above. The club has adopted Codes of Conduct to guide members’ behaviour. These Codes of Conduct are available from the Secretary and the Website.  Procedures To ensure consistency in dealing with members’ discipline the club will follow set procedures detailed below. Discipline Committee The Management committee will appoint a Chairperson and two (2) members of a Club Discipline Committee at the time of need. The quorum for any discipline matters shall be two (2) members of this committee. The Club Discipline Committee will operate under the following guidelines • The committee need not meet to make a decision but can communication via phone or email • All decisions must be reported to the Club Management Committee at an appropriate meeting. • The Chairperson will ensure no member of the Discipline Committee, including themselves, has a conflict of interest with the matter at hand. • Ensure confidentiality is maintained, particularly in relation to child protection cases To ensure consistency the procedure detailed below should be followed. • Any complaints or discipline matters should be reported in writing to the Management Committee. Complaints and Discipline Policy - 2 - • The President shall maintain accurate records of each and every matter that arises (Appendix 1). • The Chairperson of the Discipline Committee will inform the person, in writing, against whom the complaint has been made, within seven days. • The Discipline Committee should proceed to investigate the matter to their satisfaction within a period of two weeks. • The Committee can interview any parties involved as necessary. • The Committee will discuss the matter and impose appropriate sanctions. To maintain consistency the committee should refer to previous matters in deciding what sanctions to impose. • The Chair will inform the member concerned of these sanctions in writing. The chair will also inform the Management Committee and appropriate team captain (as required). This will be completed no later than four weeks after the incident. • Any matters that the Chair of the Discipline committee feels could be a criminal offence shall be reported to the Police. • All written records will be kept for a minimum of one year, at which they will be destroyed in confidence. Appeals The person has the right to appeal to the Management Committee against the imposition of suspensions. The Management Committee will meet to hear any appeal. Any decision by the Club Management Committee is deemed final and binding. Appendix 1 Information to be recorded in any discipline procedure Individuals Name If Match Incident, Details of Match Date of Incident Brief Description of the Incident Investigation activities undertaken Discipline Panel Decision Discipline Panel Members Date of Decision Supporting documents attached

Table Tennis Tauranga Incorporated 1 Club Constitution CONSTITUTION OF TABLE TENNIS TAURANGA INC.

1.0 NAME: The name of the Club is Table Tennis Tauranga (Inc.) hereinafter referred to as the “Club”

2.0 OBJECTIVES: The objectives of the Club are:- 2.1 To promote the sport of table tennis in Tauranga. 2.2 To organise and manage a facility for the playing of table tennis in Tauranga 2.3 To provide a playing environment that develops and caters to the needs and values of the members. 2.4 To affiliate with a recognized Association. 2.5 To maintain and uphold the laws of playing table tennis in NZ. 2.6 To do whatsoever for the benefit of club members which may contribute to the achievements of their competitive Table Tennis goals, at the discretion of the Management Committee.

3.0 ATTAINING OBJECTIVES The Club shall be empowered to do all things necessary which are incidental to and necessary for the attainment of the objectives of the Club.

4.0 PROPERTY OF THE CLUB The Club must apply all property and income of the club towards the promotion of the objectives or purposes of the club and no part of that property or income is to be paid or otherwise distributed, directly or indirectly, to members of the Club, except in good faith in the promotion of those objectives or purposes.

5.0 POWERS OF THE CLUB: 5.1 To acquire, hold, deal with, and dispose of any real or personal property; 5.2 To open and operate bank accounts; 5.3 To invest its money – (i) in any security in which trust moneys may be invested; or (ii) in any other manner authorised by the Management Committee; 5.4 To borrow money upon such terms and conditions as the Club thinks fit; 5.5 To give such security for the discharge of liabilities incurred by the Club as the Club thinks fit; 5.6 To appoint agents and employees to transact any business of the Club on its behalf for reward or otherwise; 5.7 To raise money by subscriptions, levies, donations or otherwise in accordance with the objectives of the Club. Table Tennis Tauranga Incorporated 2 Club Constitution 5.8 To print and publish any information by any media including newsletters, newspapers, articles or leaflets for promotion of the Club; 5.9 To provide gifts and prizes in accordance with the objectives of the Club; 5.10 To organise social events for Members and the promotion of the Club; and 5.11 To enter into any other contract the Club considers necessary or desirable.

6.0 MEMBERSHIP: 6.1 Membership shall be open to any person who wishes to further the interests of the Club. 6.2 Any person seeking membership shall make application to the Management Committee, and the Management Committee shall determine whether the application is successful or not. 6.3 Each person admitted to membership shall be; 6.3.1 Bound by the Constitution and By-laws of the Club. 6.3.2 Liable for such fees and subscriptions as may be fixed by the Club. 6.3.3 Entitled to all advantages and privileges of membership. 6.4 Membership Categories: 6.4.1 ORDINARY MEMBER & SENIOR (65+) Any person who is a financial member of the Club is entitled to hold any office and enjoy the privileges of the Club. 6.4.2 SOCIAL MEMBER Persons other than ordinary members who are interested in promoting the Club, but who do not wish to participate in the playing activities of the Club, may become a Social Member. 6.4.3 JUNIOR MEMBER Any person under the age of 18 years may become a Junior Member. Junior Members shall have no voting rights nor be entitled to hold any office. 6.4.4 LIFE MEMBERSHIP The Management Committee may elect any member who has given outstanding service to the Club as a Life Member. Any member may nominate a person to the Management Committee for consideration for Life Membership. 6.4.5 PATRON The Club may, at its discretion, elect a patron/s or vice patron/s of the Club for such period as may be deemed necessary. Such patron/s or vice patron/s shall not be eligible to vote unless they are current members of the Club under another category of membership. 6.5 The Management Committee shall appoint a member of the Management Committee to maintain an up to date register of members of the Club. 6.6 A member may at any reasonable time inspect the records and documents of the Club.

7.0 SUBSCRIPTIONS: 7.1 To be paid in accord with the various Membership categories.

8.0 TERMINATION OF MEMBERSHIP 8.1 Any person’s membership may be terminated by the following events; 8.1.1 Resignation Table Tennis Tauranga Incorporated 3 Club Constitution 8.1.2 Expulsion 8.1.3 If a Member’s annual membership fee remains unpaid two (2) months after falling due; 8.2 The Management Committee shall have the power to suspend or expel any member of the Club for: 8.2.1 Any of the events in Item 8.1 8.2.2 False or inaccurate statements made in the member’s application for membership of the Club, 8.2.3 A breach of any rule, regulation or by-law of the Club and 8.2.4 Any act detrimental to the Club, after having undertaken due inquiry. 8.3 Any member who is expelled, suspended or has their membership terminated, shall have the right to appeal against their suspension or expulsion by presenting their case to the Management Committee, and the decision at the Management Committee Meeting shall be final. 8.4 Any member who has had their membership terminated may re-join after a timeframe set at the discretion of the committee.

9.0 MANAGEMENT COMMITTEE 9.1 Management of the Club shall be vested in the Management Committee elected by the members at the Annual General Meeting and consisting of; 9.1.1 President 9.1.2 Secretary 9.1.3 Treasurer 9.1.4 Up to 6 (six) other Committee members 9.1.5 Club or Team delegates 9.2 No person shall hold more than one position on the Management Committee at any one time. A person shall cease to be a member of the Management Committee at the conclusion of the Annual General Meeting that follows his/her election and he/she will be eligible for re-election. 9.3 A quorum of the Management Committee shall be half of its members plus one. 9.4 If the President is unable to attend, then a chairperson nominated by the meeting shall chair that meeting. 9.5 A member of the Management committee may lose his or her seat on the committee for either of the following; • Absence from three or more meetings without leave of absence. • Found not to be a financial member.

10.0 POWERS OF THE MANAGEMENT COMMITTEE 10.1 The Management Committee shall carry out the day-to-day running of the Club and shall have the power to: 10.1.1 Administer the finances, appoint bankers, and direct the opening of banking accounts for specific purposes and to transfer funds from one account to another, and to close any such account; 10.1.2 Fix the manner in which such banking accounts shall be operated upon, including the approval of all payments. Table Tennis Tauranga Incorporated 4 Club Constitution 10.1.3 Fix fees and subscriptions payable by members and decide such levies, fines and charges as is deemed necessary and advisable, and to enforce payment thereof; 10.1.4 Adjudicate on all matters brought before it which in any way affect the Club. 10.1.5 Take minutes of all proceedings at meetings of the Committee and General Meetings of members; 10.1.6 Make, amend and rescind rulings and By-laws; 10.1.7 Have the power to form and appoint any sub committee/s as required for specific purposes; 10.1.8 May at their discretion employ a person or persons to carry out certain duties required by the Club, at salaries or remunerations for such period of time as may be deemed necessary. 10.1.9 Should a vacancy occur on the Management Committee during the season, the Management Committee shall appoint a successor until the next Annual General Meeting. 10.1.10 Appoint an officer/s or agent of the Management Committee to have custody of the Club’s records, documents and securities.

11.0 AUDITOR 11.1 The Annual General Meeting may elect or appoint an Auditor or a qualified Accountant. 11.2 If appointed the Auditor/Accountant shall audit/review all the books and accounts of the Club annually, and have the power to call for all books, papers, accounts, receipts etc. of the Club and report thereon to the Annual General Meeting.

12.0 GENERAL MEETINGS: 12.1 Annual General Meeting 12.1.1 The Annual General Meeting of the Club must be held within two months of the end of the club’s financial year. 12.1.2 The Secretary shall give at least fourteen (14) days notice of the date of the Annual General Meeting to members. 12.1.3 All financial members may attend the Annual General Meeting. 12.1.4 The quorum at the Annual General Meeting shall be a minimum of 10% of members. If, at the end of 30 minutes after the time appointed in the notice for the opening of the Meeting, there be no quorum the meeting shall adjourn for one week. If at such following meeting there is no quorum those members present shall be competent to discharge the business of the meeting. 12.1.5 The agenda for an Annual General Meeting shall be; • Opening of Meeting • Apologies • Confirmation of Minutes of previous Annual General Meeting • Presentation of Annual Report • Adoption of Annual Report • Presentation of Treasurer’s statement • Election of New Management Committee and appointment of Auditor Table Tennis Tauranga Incorporated 5 Club Constitution • Election of Life Members • Determination of Annual Membership Fee • Urgent general business • Closure 12.2 General Meetings 12.2.1 General Meetings may be called by the Management Committee or at the request of the President and Secretary or on the written request of 10% of members of the Club. 12.2.2 The Secretary shall give at least seven (7) days notice, in writing, of the date of the General Meeting to the members. Notice of General Meetings shall set out clearly the business for which the meeting has been called. No other business shall be dealt with at that General Meeting. 12.2.3 The quorum at the General Meeting shall be a minimum of 10% of members.

13.0 VOTING 13.1 Voting powers at the Annual General Meeting and General Meetings: 13.1.1 The President shall be entitled to a deliberate vote and, in the event of a tied vote; the President shall exercise a casting vote. 13.1.2 Each individual financial member present shall have one (1) vote. 13.2 Voting powers at Management Committee Meetings; 13.2.1 The President shall be entitled to a deliberate vote, and, in the event of a tied vote, the President shall exercise a casting vote. 13.2.2 Each individual committee member present shall have one (1) vote.

14.0 FINANCE: 14.1 All funds of the Club shall be deposited into the Club’s accounts at such bank or recognised financial institution as the Management Committee may determine. 14.2 All accounts due by the Club shall be paid by cheque, direct payment, etc after having being passed for payment at the Management Committee Meeting and when immediate payment is necessary, account/s shall be paid and the action endorsed at the next Management Committee Meeting. 14.3 The Treasurer shall table a statement showing the financial position of the Club at each Management Committee Meeting. 14.4 A statement of Income and Expenditure, Assets and Liabilities shall be submitted to the Annual General Meeting. If the accounts have been audited the auditor’s report shall be attached to such financial report. 14.5 The financial year of the Club shall commence on November 1st each year. The accounts, books and all financial records of the Club may be audited each year. 14.6 The signatories to the Club’s account/s will be two (2) of the three (3) persons authorised by the Management Committee. 14.7 All property and income of the Club will apply solely to the promotion of the objectives of the Club and no part of that property or income shall be paid or otherwise distributed, directly, or indirectly, to members, except in good faith in the promotion of these objectives. Table Tennis Tauranga Incorporated 6 Club Constitution

15.0 COMMON SEAL (A rubber stamp on which is engraved the Club’s name) The common seal of the Club shall be kept in the care of the Secretary or other person determined by the Committee. The seal shall not be used or affixed to any deed or document except pursuant to a resolution of the Management Committee and in the presence of at least the President and two members of the Committee, both of whom shall subscribe their names as witnesses.

16.0 ALTERATIONS TO THE CONSTITUTION AND BY-LAWS: 16.1 No alteration, repeal or addition shall be made to the Constitution except at the Annual General Meeting, or General Meeting, called for that purpose and notice of all motions to alter, repeal or add to the Constitution shall be given to members fourteen (14) days prior to the Annual General Meeting, or seven (7) days prior to a General Meeting called for such purpose. 16.2 The Secretary shall forward such notices of motion to each Management Committee member at least fourteen (14) days prior to the Annual General Meeting or seven (7) days prior to a General Meeting. 16.3 Alterations to the By-laws can be made only at Management Committee Meetings provided notice of the proposed alteration/s has been duly notified to Committee Members. 16.4 Such motions, or any part thereof, shall be of no effect unless passed by a seventy five percent (75%) majority (Special Resolution) of those present and entitled to a vote at the Annual General Meeting, General Meeting or Management Committee Meeting, as the case may be. 16.5 When a General Meeting approves a Rule change no Rule change shall take effect until the Secretary has filed the changes with the Registrar of Incorporated Societies.

17.0 DISSOLUTION If, on the winding up of the Club, any property of the Club remains after satisfaction of the debts and liabilities of the Club and the costs, charges and expenses of that winding up, that property shall be distributed to (a) Another incorporated club having objectives similar to those of the Club; or (b) For charitable or benevolent purposes, which incorporated Club or purposes, as the case requires, shall be determined by resolution of the members.

Table Tennis Tauranga Health & Safety

TABLE TENNIS TAURANGA HEALTH & SAFETY TABLE SETTING UP The Management committee would like to inform all members that two people are required when setting up and putting down a table especially those who are new to it. You must be shown correctly first how it is done. The Butterfly table weighs 140kgs and can cause considerable damage if it falls on you. BALL BARRIERS The blue barriers that divide the playing areas can be a hazard if they are not used correctly. Please ensure when you access the playing area you move one end of the barrier to make an opening, walk through and then move the barrier to once again close the gap. If you are tall enough and confident to clearly step over you may do so. DO NOT JUMP OVER THE BARRIERS as you may end up tripping or damaging the barrier. DAMAGING A BARRIER BY WRECKLESS CAUSE If an individual has damaged a barrier by any wreckless cause such as jumping over, foolishly running around or any such behavior they will be liable for the replacement of such a barrier.

Table Tennis Tauranga Code of Conduct Parents

Parents I will: • encourage my child to play within the rules and respect officials’ and coaches’ decisions • teach my child to respect the efforts of their opponents • remember that children learn best by example so I will applaud good plays/performances by both my child’s team and their opponents • give positive comments that motivate and encourage continued effort • support my child’s efforts and performance • thank the coaches, officials and other volunteers who give their time to conduct the event for my child • help when asked by a coach or official • respect the rights, dignity and worth of all people involved in the game, regardless of their gender, ability or cultural background. Anti social behaviour will not be tolerated. I will not: • pressure my child in any way – I know that this is their game not mine • I will not arrive at the venue intoxicated or drink alcohol at junior matches • use bad language, nor will I harass players, coaches, officials or other spectators • criticise or ridicule my child’s performance after the game.

Table Tennis Tauranga Code of Conduct Players

CODE OF CONDUCT Tips for players I will: • Always play by the rules • Never argue with an official. If I disagree with a decision I will inform the captain, coach or manager during a break or after the competition • Control my temper. I understand that verbal abuse of officials and other players or deliberately distracting or provoking an opponent is not acceptable or permitted behavior in any sport • Work equally hard for myself and my team • Be a good sport and applaud all good plays whether they are made by my team or the opposition • Treat all players in my sport, as I like to be treated. I will not bully or take unfair advantage of another competitor • Cooperate with my coach, team mates and opponents • Display modesty in victory and graciousness in defeat • Participate for my own enjoyment and benefit, not just to please parents and coaches • Respect the rights, dignity and worth of all participants regardless of their gender, ability, cultural background or religion • Thank the opposition and officials at the end of the game • Comply with anti-doping policies. Anti social behavior will not be tolerated. I will not: • Arrive at the venue or play sport while intoxicated



Committee 2019

President Paul Henderson
Treasurer Peter Strachan
Secretary Pauline Wilkinson
Roy North, Colin Smith, Andrea White