Dear Members,

Firstly, my apologies its taken so long to schedule this meeting – no doubt you’re wondering what’s been going on since our meeting on the 10th of May, where it was decided by majority vote that we would change our name to the “Canterbury Archers’ Society”.  This would mean that upon our successful application to the Companies Office of the Ministry of Economic Development we will become the “Canterbury Archers’ Society Incorporated”.

This has obviously required a lot of reading and learning about the process of becoming Incorporated and our obligations once we are.
We’ve finally sorted out what needs doing and now need your help!

To become an incorporated society we need to agree on a set of rules.  These rules are to specify:
•    How people become members of the society and stop being members of the society
•    How the society can change its rules
•    How meetings are called and held and how voting will take place
•    How office holders within the society will be appointed
•    How the society’s funds will be controlled and invested
•    The powers (if any) that the society has to borrow money
•    How any property of the society will be distributed in the event the society is wound-up.

At our meeting on the 10th of May and at our AGM on the 8th of April we briefly discussed this, and decided that the original Canterbury Bowhunters Society rules would be a good starting point.  We’ve also reviewed the rules for the Pine Ridge Archers Incorporated, and have integrated some of their rules into our own.

You should have received in the post or your email a copy of the rules we have come up with.  Please get in touch with me if you have not yet received them.
Note that these are intended as an adequate set of rules to get us up and running and hopefully cover everything presently needed; we are able to make changes as necessary as set out in section 9 of the rules.

To complete our application we are holding a meeting at 7:30pm on Tuesday the 26th of August 2008 at Aimtru Archery (34 Mowbray St, Christchurch).

Items on the agenda are:
1.    Complete our application to the Companies Office
This involves a majority of members agreeing to the proposed rules and signing the application.

2.    Decide on the number of Executive Committee Members we should have, and vote more in if so required

3.    Time for general discussion


In order for our application to be considered, we need at least 15 members to sign the application, so please make the effort to attend if you’re able.

Should you have concerns about any of the contents of the proposed rules document please get in touch as soon as possible.

Regards,
Steve.