SISS Constitution
The Constitution of the South Island Shearing Sports Incorporated
Introduction
1. Name
The name shall be the South Island Shearing Sports Society Incorporated (hereinafter referred to as “the Society”).
2. Interpretation/Definitions
In these rules unless the context otherwise requires:
- Words importing the masculine gender include the feminine.
- Words importing persons include firms, corporations, partnerships, and societies.
- 'Secretary' means any person appointed to perform the duties of secretary of the Society.
- 'Year' means the period ending on the date fixed as marking the end of the Society's financial year.
- 'Region' means an association of member competitions having geographical proximity to each other as approved by the Society at the Annual General Meeting. Making four within the South Island.
- ‘Officer’ means a person who is a member of the Committee of the Society, or any other person occupying a position in the Society that allows them to exercise significant influence over the management or administration of the Society (for example, the Treasurer). An officer must not be an undischarged bankrupt, have been convicted of a serious dishonesty offence in the last seven years, be subject to a property order, or otherwise disqualified under the Incorporated Societies Act 2022.”
Purpose
3. Objects and Powers
The objects and powers of the Society are:
- To co-ordinate, encourage and assist the activities of members having as part of their objects the holding of shearing, wool handling or pressing competitions within the South Island of New Zealand, (to be known as a competition).
- To initiate and distribute the holding of shearing, wool handling or pressing competitions by members and the fixing and co-ordination of the dates and places of such competitions.
- To promote the art and skill of sheep shearing, wool handling, and pressing.
- To promote and encourage interest in wool.
- To act as controlling body for the South Island of New Zealand in the selection and sending of individual competitors and/or teams of competitors in any part of the world.
- To be part of Shearing Sport NZ who coordinate Rules and National Activities throughout NZ and teams etc. for World Competitions
- To undertake and execute any trusts that may seem to the Society to be conducive to its objects.
- To invest any moneys of the Society not required for immediate use in such investments and in such manner as may seem desirable, with power from time to time to vary such investments.
- To promote or initiate any service or organisation for the benefit of the farming community or of persons associated with the production, shearing, handling or use of wool.
- To affiliate, co-operate, or join with, or subscribe to the funds of any company, society, corporation, body or organisation for the purpose of furthering the objects and interests of the Society or its members.
- To do all things incidental to or conducive to carrying out the above objects.
- To make by-laws or regulations for the carrying out of the above objects.
The Society must not operate for the purpose of, or with the effect of, making a pecuniary gain to its members. Any income, benefit, or advantage must be applied to advancing the charitable and non-profit purposes of the Society. No member, or any person associated with a member, shall derive any personal financial benefit from the Society except where that benefit is incidental to the legitimate purposes of the Society.
Membership
4. Membership
Membership shall be open to committees and societies having as part of their objects the holding of shearing, wool handling and/or pressing competitions, South Island Agricultural and Pastoral Associations, and such other corporations, organisations and bodies as the society may elect to membership.
Applicants for membership shall be proposed by a member of the Society and seconded by another, after the applicant has run their shearing, wool handling or pressing competition for one year.
(a) Members shall be affiliated shearing and wool handling contest societies.
(b) No person or organisation may become a member of the Society unless that person or organisation has consented in writing to be a member. The Society shall maintain a register of members that records the full name, contact details, and the date on which each member joined or ceased to be a member. The Society must at all times have at least 10 members.
(c) Members have the right to attend, speak, and vote at general meetings of their region, to receive information about the Society’s activities, and to participate in elections.
(d) “Members must comply with the Rules of the Society, pay all subscriptions or levies when due, and act in a manner consistent with the purposes of the Society.”
Honorary / Life Membership
5. Honorary or Life Membership
Honorary membership or life membership may be bestowed by the Society upon persons deemed entitled thereto. Such membership shall carry rights as determined by Council, but not the right to vote. Honorary members are free from payment of subscriptions. These memberships shall only be conferred for significant services to the Society.
Honorary and Life Members must also provide written consent to become members, and their details shall be entered into the register of members. Honorary and Life Members are subject to the same record-keeping requirements as all members.
Termination of Membership
6. Termination of Membership
Any member may resign by written notice to the Secretary. Membership may also be terminated by 70% majority of Council, or if subscriptions/levies remain unpaid for two years after due date. Membership will automatically terminate if a member holds or publicly notifies a competition without approval of the Society. Before terminating a member’s membership, the Council must give written notice of the proposed termination, the reasons for it, and the member’s right to provide a written or oral response within 14 days. After considering the response (if any), the Council must decide and notify the member in writing of its decision, with reasons.
No termination of membership shall relieve outstanding subs, levies or fees due before termination.
Disputes Resolution
7. Disputes Resolution
7.1 Meanings of dispute and complaint
1. A dispute is a disagreement or conflict involving the Society and/or its Members, in relation to specific allegations set out below;
2. The disagreement or conflict may be between any of the following persons—
a. 2 or more Members
b. 1 or more Members and the Society
c. 1 or more Members and 1 or more Officers
d. 2 or more Officers
e. 1 or more Officers and the Society
f. 1 or more Members or Officers and the Society.
3. The disagreement or conflict relates to any of the following allegations—
a. a Member or an Officer has engaged in misconduct
b. a Member or an Officer has breached, or is likely to breach, a duty under the Society's Constitution or bylaws or the Act
c. the Society has breached, or is likely to breach, a duty under the Society's Constitution or bylaws or the Act
d. a Member's rights or interests as a Member have been damaged or Member's rights or interests generally have been damaged.
Disputes Resolution (contd)
4. A Member or an Officer may make a complaint by giving to the Committee (or a complaints subcommittee) a notice in writing that—
a. states that the Member or Officer is starting a procedure for resolving a dispute in accordance with the Society's Constitution; and
b. sets out the allegation(s) to which the dispute relates and whom the allegation or allegations is or are against; and
c. sets out any other information or allegations reasonably required by the Society.
5. The Society may make a complaint involving an allegation against a Member or an Officer by giving to the Member or Officer a notice in writing that—
a. states that the Society is starting a procedure for resolving a dispute in accordance with the Society's Constitution; and
b. sets out the allegation to which the dispute relates.
6. The information setting out the allegations must be sufficiently detailed to ensure that a person against whom an allegation or allegations is made is fairly advised of the allegation or allegations concerning them, with sufficient details given to enable that person to prepare a response.
7. A complaint may be made in any other reasonable manner permitted by the Society's Constitution, including by competitors or members of the public. In the event that the complainant(s) is not a member, the Committee will follow as closely as is practical, the process that would apply if the complainant(s) was a member, but will have discretion to amend process (while following the principles of Clause 16) where considered necessary or appropriate by them.
a. Competitors disputes, or other matters relating to, or arising from competition, may not be brought under Clause 7 where there are other appropriate processes available.
8. All Members (including the Committee) are obliged to cooperate to resolve disputes efficiently, fairly, and with minimum disruption to the Society's activities.
9. The complainant raising a dispute, and the Committee, must consider and discuss whether a dispute may best be resolved through informal discussions, mediation, arbitration, or a tikanga-based practice. Where mediation or arbitration is agreed on, the parties will sign a suitable mediation or arbitration agreement.
Complaints process
7.2 How a complaint is made
1. A Member or an Officer may make a complaint by giving to the Committee (or a
complaints subcommittee) a notice in writing that—
a. states that the Member or Officer is starting a procedure for resolving a dispute in accordance with the Society’s Constitution; and
b. sets out the allegation or allegations to which the dispute relates and whom
the allegation is against; and
c. sets out any other information reasonably required by the Society.
2. The Society may make a complaint involving an allegation or allegations against a Member or an Officer by giving to the Member or Officer a notice in writing that—
a. states that the Society is starting a procedure for resolving a dispute in accordance with the Society’s Constitution; and
b. sets out the allegation to which the dispute relates.
3. The information given under subclause (1.b) or (2.b) must be sufficient to ensure that a person against whom an allegation is made is fairly advised of the allegation or allegations concerning them, with sufficient details given to enable that person to prepare a response.
Complaints Process (c0ntd)
Right to be Heard
7.3 Person who makes complaint has right to be heard
1. A Member or an Officer who makes a complaint has a right to be heard before the complaint is resolved or any outcome is determined.
2. If the Society makes a complaint—
a. the Society has a right to be heard before the complaint is resolved or any outcome is determined; and
b. an Officer may exercise that right on behalf of the Society.
3. Without limiting the manner in which the Member, Officer, or Society may be given the right to be heard, they must be taken to have been given the right if—
a. they have a reasonable opportunity to be heard in writing or at an oral hearing (if one is held); and
b. an oral hearing is held if the decision maker considers that an oral hearing is needed to ensure an adequate hearing; and
c. an oral hearing (if any) is held before the decision maker; and
d. the Member’s, Officer’s, or Society’s written or verbal statement or submissions (if any) are considered by the decision maker.
7.4 Person who is subject of complaint has right to be heard
1. This clause applies if a complaint involves an allegation that a Member, an Officer, or the Society (the ‘respondent’)—
a. has engaged in misconduct; or
b. has breached, or is likely to breach, a duty under the Society’s Constitution or bylaws or this Act; or
c. has damaged the rights or interests of a Member or the rights or interests of Members generally.
2. The respondent has a right to be heard before the complaint is resolved or any outcome is determined.
3. If the respondent is the Society, an Officer may exercise the right on behalf of the Society.
4. Without limiting the manner in which a respondent may be given a right to be heard, a respondent must be taken to have been given the right if—
a. the respondent is fairly advised of all allegations concerning the respondent, with sufficient details and time given to enable the respondent to prepare a response; and
b. the respondent has a reasonable opportunity to be heard in writing or at an oral hearing (if one is held); and
c. an oral hearing is held if the decision maker considers that an oral hearing is needed to ensure an adequate hearing; and
d. an oral hearing (if any) is held before the decision maker; and e. the respondent’s written statement or submissions (if any) are considered by the decision maker.
Complaint Investigation
7.5 Investigating and determining dispute
1. The Society must, as soon as is reasonably practicable after receiving or becoming aware of a complaint made in accordance with its Constitution, ensure that the dispute is investigated and determined.
2. Disputes must be dealt with under the Constitution in a fair, efficient, and effective manner and in accordance with the provisions of the Act.
7.6 Society may decide not to proceed further with complaint
1. Despite the ‘Investigating and determining dispute’ rule above, the Society may decide not to proceed further with a complaint if—
a. the complaint is considered to be trivial; or
b. the complaint does not appear to disclose or involve any allegation of the following kind:
c. that a Member or an Officer has engaged in material misconduct:
d. that a Member, an Officer, or the Society has materially breached, or is likely to materially breach, a duty under the Society’s Constitution or bylaws or the Act:
e. that a Member’s rights or interests or Members’ rights or interests generally have been materially damaged:
f. the complaint appears to be without foundation or there is no apparent evidence to support it; or
g. the person who makes the complaint has an insignificant interest in the matter;
or
h. the conduct, incident, event, or issue giving rise to the complaint has already been investigated and dealt with under the Constitution; or
i. there has been an undue delay in making the complaint.
j. The complaint is more properly heard through another proper process.
7.7 Society may refer complaint
1. The Society may refer a complaint to—
a. a subcommittee or an external person to investigate and report; or
b. a subcommittee, an arbitral tribunal, or an external person to investigate and make a decision.
2. The Society may, with the consent of all parties to a complaint, refer the complaint to
any type of consensual dispute resolution (for example, mediation, facilitation, or a tikanga-based practice).
Complaints - Decision Makers
7.8 Decision makers
1. A person may not act as a decision maker in relation to a complaint if 2 or more
members of the Committee or a complaints subcommittee consider that there are
reasonable grounds to believe that the person may not be–
a. impartial; or
b. able to consider the matter without a predetermined view.
7.9 Local Level Disputes
Any dispute or conflict on a local level by Competitors or Public will be dealt with by the
Competition Organisers as soon as possible/at the time, as per SSNZ rules in directory.
Management (Council)
8. Management (Council)
The governing body of the Society shall be the Council.
The Council shall comprise of:
- One Chairman- The Chairman has no vote unless a regional delegate plus casting vote.
- Immediate Past Chairman (no vote unless a regional delegate).
- Two elected delegates from each region.
- One National delegate from each region.
- One shearers delegate from each region.
- One wool handling delegate from each region.
- A total of five elected delegates.
- Life Members (ex officio, no vote).
-Council members hold office until the following AGM.
-The Chairman is elected annually.
-Delegates are elected at regional meetings including any replacement delegates.
If any Officer position becomes vacant between Annual General Meetings, the Council may appoint another person who is eligible to fill that position until the next Annual General Meeting.
Every Officer of the Society must certify that they are eligible to be an Officer under the Incorporated Societies Act 2022. Officers must disclose any conflicts of interest in relation to matters being considered by the Council, and any such disclosures must be recorded in the register of interests maintained by the Society.
The council shall appoint a secretary and/or treasurer and may employ such other persons it thinks fit and shall determine the rights, remuneration and duties associated therewith in each respective case.
Regions
9. Regions
a) Regions will be made up of up to 4 representatives from each affiliated Shearing &
Woolhandling Competition Group within their designated area.
b) At regional level a Chairman and Secretary will be appointed.
c) Chairman should be one of the competition representatives with deliberate and if
necessary, Casting Vote.
d) Representatives must qualify as per definition of officers in "No.2" of this document.
e) Each region elects five (5) competition representatives, of which one to be National
Delegate, one shearer's representative and one woolhandling representative to S.I.S.S Inc.
f) Written remits must be sent to the South Island Council Secretary at least 5 days before
the AGM of the South Island.
g) Regions may make rules/regulations, fees etc to manage their competitions.
Indemnity of Officers
10. Indemnity of Officers
No Officer shall be liable for the acts or defaults of any other Officer, or for any loss
occasioned by any error of judgment or oversight, or for any other act done in good faith in
the execution of their duties. The Society shall indemnify its Officers against any liability
incurred through the proper and reasonable performance of their duties.
Duties & Powers of Council
11. Duties and Powers of Council
Council controls the business of the Society, may create by-laws, manage competitions,
decide disputes, suspend members for misconduct, borrow or raise funds, and act as
guarantor.
Council may also appoint sub-committees.
Council may create officer positions (Chairman, Vice Chairman, etc.) and determine
appointment method and duties.
Any matter that may arise in connection with the society or its activities for which there is
no provision or insufficient provision made in this constitution and any questions as to the
interpretation of this constitution shall be dealt with and determined by the council whose
decision shall be conclusive and binding upon all members.
No member or group of members shall make any public or press statement
purporting to be made on behalf of the society or any section of the society except by or
with prior authority of the chairman of the council or his appointed deputy or acting
chairman.
The council shall appoint a secretary and/or treasurer and may employ such other
persons it thinks fit and shall determine the rights, remuneration and duties associated
therewith in each respective case.
Acting for a Council, General Meeting
12. Acting for a Council, General Meeting
Regional delegates, National delegates, shearers and wool handler's delegates shall all have
one vote each.
a) The Chairman shall have a deliberate vote if a regional delegate and also a casting vote.
b) The Secretary and/or Treasurer shall have no voting power at any meetings unless a
nominated delegate.
c) Proxy votes will be accepted if tabled in writing with the chairman 30 minutes prior to
the start of the meeting.
d) Honorary members or Life members shall have no vote at the meetings of the society, but may vote as an individual if elected to the council or any sub-committee.
e) Chairman shall clarify voting rights of all delegates.
f) National delegates must attend the South Island meeting before attending National
meeting.
g) Council controls the business of the Society, may create by-laws, manage competitions,
decide disputes, suspend members for misconduct, borrow or raise funds, and act as
guarantor.
h) Council may also appoint sub-committees.
i) Council may create officer positions (Chairman, Vice Chairman, etc.) and determine
appointment method and duties.
j) Appoint a Secretary and/or Treasurer
k) Officers must exercise their powers in good faith and in the best interests of the Society,
and with the degree of care and diligence that a reasonable person with the same
responsibilities would exercise in the same circumstances.
Special Meetings of Council
13. Special Meetings of Council
The council shall meet as often as it shall deem necessary to transact the business in hand,
but shall within 21 days after the requisition in writing, signed by at least three national
delegates, (which requisition shall state the business to be transacted at such meeting),
convene a special general meeting. Meetings shall be called by the secretary at the request
of the chairman or acting chairman.
Annual General Meetings
14. Annual General Meetings
- Held prior to the National meeting each year. Annual report and financial statements
presented. Notice of remits must be provided 5 days prior to AGM date. Proxy votes are
accepted if tabled in writing with the Chairman 30 minutes before the meeting.
- Notice of Meetings: 21 clear days’ notice by post, advertisement, or electronic mail. Notices
for Special General Meetings must specify business.
- Quorum: Minimum 12 delegates present.
-The Society may pass a written resolution in lieu of holding a general meeting if the
resolution is signed or otherwise approved in writing (including by electronic
communication) by not less than 75% of all delegates entitled to vote.
- Voting at general meetings may be conducted in person, by proxy, by postal vote, or by
electronic means as determined by the Council.
- Special general meetings cannot be held when any competitions are running.
Common Seal
-The requirement for a common seal was removed by the 2022 Act.
Finance
16. Finance
- The Financial year shall be 1st April to 31st March in the following year.
- Subscriptions/levies and funds shall be paid to the Secretary/Treasurer and banked.
- Bank accounts to be operated by three members of Council. The signatures of any two of the Chairman, Vice-Chairman, Secretary and/or Treasurer are required.
- Electronic banking is permitted with Council approval.
- An independent reviewer shall be appointed annually.
-The Society must prepare annual financial statements in accordance with the requirements of the Incorporated Societies Act 2022 and applicable accounting standards. The financial statements must be filed with the Registrar of Incorporated Societies each year.
- If the Society is required by law to have its accounts reviewed or audited, a reviewer or auditor shall be appointed at each Annual General Meeting.
17. Remuneration
Council determines remuneration for officers, employees and reviewers.
18. Control of Funds
Funds are under the absolute control of Council and invested as approved.
19. Subscriptions/Levies
Annual subscriptions/levies payable by members shall be set at each AGM. Council may provide rebates or concessions.
Winding Up
20. Winding Up
In the event of the winding up or dissolution of the Society, after payment of all debts and liabilities, any surplus assets shall be distributed to one or more not-for-profit organisations within New Zealand with similar objects to this Society, as determined by a resolution of the members in a general meeting. No surplus assets may be distributed to any member or individual of the Society.
Registered Office
21. Registered Office
The Society shall at all times have at least one Contact Person, as required by the Incorporated Societies Act 2022, who is the person to whom communications from the Registrar may be sent. The Contact Person must be at least 18 years old and ordinarily resident in New Zealand. The Contact Person’s name and contact details, usually the Secretary, shall be notified to the Registrar and updated as necessary.
Alteration of Rules
22. Alteration of Rules
Rules may be altered at an AGM or special general meeting. 21 clear days’ written notice of proposed alterations must be given.
No amendment may be made to these Rules that would alter the non-profit character of the Society, permit the Society to operate for the pecuniary gain of any member, or affect the winding-up clause requiring distribution of assets to a not-for-profit organisation.
The Society may, by resolution passed by at least 75% of the delegates present and entitled to vote at a General Meeting (whether Annual or Special), adopt a new constitution or amend the existing constitution. Written notice of the proposed constitution or amendments must be given to all members at least 21 clear days before the meeting.
Conflict of Interest
23. Conflict of Interest Procedure
Where an Officer has a conflict of interest in relation to a matter being considered by the Council, the Officer must declare the nature and extent of the interest, and must not vote on or take part in the decision on that matter. The disclosure must be recorded in the register of interests as kept by the secretary.
Adopted
18th February 2026
Society Number: 2115044
Signed by:
Paul Harris - Chairman
Ant Frew - Vice Chairman
Sarah Hewson - Secretary