For Branches, Clubs, and Areas of the New Zealand Pony Clubs Association
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.
Special General Meetings to adopt the NZPCA Constitution
Special General Meetings held for the purpose of considering and adopting the NZPCA Constitution must be run under each entity’s current constitution. Until a new constitution is formally adopted, the existing constitution remains the governing document for notice periods, quorum, attendance, and voting rights.
Current constitutions in force
Branch Constitution
Adopted 2016
Applies to all Branch AGMs and SGMs, including SGMs considering adoption of the NZPCA Constitution
https://www.nzpca.org/asset/downloadasset?id=601c7853-4c1b-4569-8a93-8d7c44960099
At a Branch AGM or SGM, all Branch members who are eighteen years of age and older, and who are a Riding Member, an Adult Member, or a Life Member, are entitled to attend and vote.
Club Constitution
Adopted 2016
Applies to all Club AGMs and SGMs, including SGMs considering adoption of the NZPCA Constitution
https://www.nzpca.org/asset/downloadasset?id=d9de7f13-0e91-4840-b6dc-dc390e1243a2
If the Club has Branches, all eligible members who are eighteen years of age and older may attend, but only appointed Branch Delegates can vote at a Club AGM or SGM.
If the Club does not have Branches, all Club members who are eighteen years of age and older, and who are a Riding Member, an Adult Member, or a Life Member, are entitled to attend and vote at a Club AGM or SGM.
Area Constitution
Adopted 2021
Applies to all Area AGMs and SGMs, including SGMs considering adoption of the NZPCA Constitution
https://www.nzpca.org/asset/downloadasset?id=57b8e091-ba23-4507-8728-2bc1dfbc9b42
At an Area AGM or SGM, all eligible members who are eighteen years of age and older may attend, but only appointed Club Delegates can vote.
Each Club that is of good standing, and is represented by its delegate or delegates attending, is entitled to one vote, and only the duly appointed Club Delegates present can cast that Club vote.
Quorum for an AGM or SGM under the current Branch, Club and Area constitutions
This is based on the current constitutions provided from the New Zealand Pony Clubs Association website.
Branch (Annual General Meeting or Special General Meeting)
• A quorum for any Branch meeting (including an AGM or an SGM) is seven (7) members eligible to attend and vote (Riding Members, Adult Members or Life Members aged 18 years or older).
Club (Annual General Meeting or Special General Meeting)
• For a Club with Branches, the quorum for any Club meeting (including AGM or SGM) is 50% plus one (50% +1) of those eligible to attend and vote (appointed Branch Delegates).
• For a Club without Branches, the quorum for any Club meeting (including AGM or SGM) is seven (7) members eligible to attend and vote (Riding Members, Adult Members or Life Members aged 18 years or older).
Area (Annual General Meeting or Special General Meeting)
• A quorum for any Area meeting (including AGM or SGM) is more than 50% of the Clubs which comprise the Area that have a delegate attending (in person or virtually).
These quorum requirements apply equally to Annual General Meetings and Special General Meetings under the current constitutions in force prior to any adoption of a new constitution.
Key clarification
• An SGM to adopt the NZPCA Constitution does not override current constitutions
• Notice, quorum, attendance, and voting must follow the existing Branch, Club, or Area constitution
• Only once the required resolution is passed does the new NZPCA Constitution take effect for that entity
This ensures meetings are valid, decisions are lawful, and the transition to the NZPCA Constitution is properly and consistently managed across all levels of the organisation.
NZPCA Constitution Adoption Checklist
Before the SGM
☐ Committee confirms intention to adopt the new Constitution
☐ SGM Notice circulated to members at least 16 days in advance
☐ New Constitution attached to the Notice
☐ Motions prepared (three standard motions – see below)
☐ Venue, date, and quorum confirmed
During the SGM
☐ Attendance recorded (present and apologies)
☐ Chair explains purpose:
“This Special General Meeting has been called to consider adoption of the new Constitution under the Incorporated Societies Act 2022.”
☐ Work through motions in order (record mover, seconder, and votes)
☐ Voting recorded:
– Motion 1 (Special Resolution) → two-thirds majority required
– Motions 2 & 3 (Ordinary Resolutions) → simple majority required
☐ Chair announces results of each motion
☐ Decide who the officers will be (your society’s committee plus any other officers it may need)
☐ Ensure all chosen officers:
• Consent in writing to be an officer, and
• Certify they are not disqualified
☐ Decide who the contact person will be (minimum 1, maximum 3) – contact details are for the Registrar’s use only
☐ Meeting closed and time recorded
After the SGM
☐ Secretary completes and signs minutes including all resolutions and results
☐ Step 5: Send the adopted Constitution and signed minutes to the NZPCA Chief Executive for Board review and approval
Standard SGM Motions
Motion 1 – Adoption of New Constitution
That [Name] Pony Club [Branch/Club/Area] adopts the new Constitution for [Branches/Clubs/Areas], as circulated to members, in accordance with the Incorporated Societies Act 2022.
- Mover: __________ Seconder: __________ Result: [Carried / Not Carried]
Motion 2 – Authority to Re-register
That the Executive Committee or nominated person is authorised to apply to the Registrar of Incorporated Societies to re-register [Name] Pony Club [Branch/Club/Area] under the Incorporated Societies Act 2022, using the Constitution adopted under Motion 1.
- Mover: __________ Seconder: __________ Result: [Carried / Not Carried]
Motion 3 – Authority for Minor Amendments
That the Executive Committee or nominated person is authorised to make any minor or technical changes to the Constitution if required by the Registrar of Incorporated Societies, provided those changes do not materially alter the intent or substance of the Constitution.
- Mover: __________ Seconder: __________ Result: [Carried / Not Carried]
Reregistration information and tools | Incorporated Societies
Template IS22-CCO - Officer consent and certificate
Template - Letter of authorisation for incorporated society
Admin Login