Constitution Resources

Timelines - What's Coming Up and Structuring Your Transition

Submission Form - Restructure Process

Notify NZPCA of Intended Structure

As part of the NZPCA restructure process, all Clubs, Branches, and Areas are required to complete this form.

This applies whether you are:

• Proposing a change to your structure, constitution, or name, or

• Confirming that you will continue in your current form without changes.

Each existing entity (Branch, Club, or Area) must complete one form per entity.

Step 1 – Discussions and Decisions

Who: Branch Members and Club DelegatesHold a Committee Meeting or Special General Meeting (SGM) to discuss and decide your intended structure. This is an opportunity to work through your options, ensure your members are informed, and record a clear decision.📺 Resource: Your Role in the Transition – NZPCA Webinar Series #3Recording of Webinar - YouTube 

Step 2 – Notify NZPCA of Intended Structure (Compulsory for ALL)

Who: Club President, Secretary, or Treasurer

Deadline: 15 December 2025

➡️ This step is required for every Branch, Club, and Area – whether you are:

• Making a structural change,

• Retaining your current structure,

The notification provides NZPCA with an official record of your intention, which allows us to allocate the correct templates, wording for resolutions, and transition support. Without this, your group cannot move forward to Step 3.

Please complete the form here:👉 Transition Notification Form

This is a short, online form designed to capture your decision quickly and simply.

Step 3 – NZPCA Approves Intended Structure

Who: NZPCA

Deadline: 15 January 2026

Once your form is submitted, NZPCA will review and confirm your intended structure. You will then be sent the relevant constitution files tailored to your needs.

Step 4 – Hold an SGM to Approve the New Constitution

Who: Committee

Deadline: 20 February 2026

An SGM must be held to approve the new constitution. NZPCA will provide the exact wording for three resolutions, so that each committee is working consistently across the country.

Step 5 – Submit Constitution to NZPCA for Approval

Who: Club President, Secretary, or Treasurer

Deadline: 1 March 2026

Once your SGM passes the resolutions, submit the new constitution to NZPCA for approval. This step ensures compliance and consistency before documents are lodged with the Registrar.

Step 6 – Submit Approved Documentation to Registrar

Who: Authorised Person with the Registrar

Deadline: 1 April 2026

Upload the approved constitution and complete the re-registration process with the Registrar. This finalises your group’s compliance under the Incorporated Societies Act.

Templates for Decision Making

As part of the NZPCA restructure process, each Branch, Club, and Area will need to make formal decisions about their future structure, constitution, and alignment. To support this, a set of Decision-Making Templates has been developed.

Constitutions

Closing (Winding Up) Process for Branches, Clubs and Areas

Use this process if your Club/Branch is ceasing to exist — meaning you will no longer use the name, bank accounts, or operate as this group going forward. If your group is continuing under a new structure (e.g., merging into another Club/Branch), then you should use the Merging Process instead.

Merging Process for Branches, Clubs and Areas

​​​​​​​Use this process if your Club/Branch is not ceasing to exist but instead is joining with another Club/Branch under one name and structure.

This is for when you will continue as Pony Club members, but your group will now operate under a new or existing entity.

 If you are no longer using the name, bank accounts, or operating as this group at all, then you should use the Closing Process instead.

Special General Meeting Adoption Pack

​​​​​​​This pack provides everything your Branch, Club, or Area needs to run a Special General Meeting (SGM) to adopt the new Constitution under the Incorporated Societies Act 2022.