In attendance:  Ruth Miller, Bernie Russell, Terry Jackson, Richard Vivian
The meeting commenced at 4:00pm.

Helen Wallbrink provided feedback from her daughter-in-law who is a constitutional lawyer.  A summary of the main points:

• The document was wordier than it needed to be;
• More sub-headings would assist reading;
• It should start with the main points of importance and flow from there - the document is intended for the club's members and if members can't understand it, it doesn't meet its primary objective.

After some discussion on the above points, Helen then left the meeting.

2.  The committee agreed that simplification was a worthy objective, as was the objective of the document being simple enough to be read and understood by members, although agreed that the primary objective which must not be compromised was for the document to legally and accurately embody the principles of the operation of the club.

3.  It was agreed that Bernie would insert appropriate additional sub-headings and take any obvious opportunities for simplification, and we should make it clear that any suggestions for additional simplification would be welcome when we request independent legal advice regardin the document.

4.  The committee reviewed feedback received.  The following changes were agreed to be made:

1. Additional principle to be included that the Board must always conduct themselves with honesty and integrity and must never bring the club or its members into disrepute or act in any way that would lower the reputation of the club within the community;
2. Additional principle to be included that the club, recognising the importance of its staff, must be a responsible employer and exercise an appropriate duty-of-care;
3. Amendment to principle 3 (a) to encourage participation in the games of...
4. That at each AGM the Board must report on Board expenditure in regard to its directors (including entertainment, reimbursement of sundry expenses, travel, honoraria, and any other payment made to a Board member in relation their role on the Board), for the previous financial year;
5. Remove all specific payments for entertainment, clothing etc. from Board expenditure (para 55);
6. Set allowable capital budget to $200,000 as at the date of incorporation, indexed to current CPI at each AGM.  Figure to be published at each AGM, even if a vote for an increased capital budget isn't required.
7. Seek advice on the suggestion to include a liquidity requirement to cover accumulated staff entitlements, specifically accumulated leave (will need appropriate legal and financial input to the wording).  This is especially important to protect the amounts paid to TBCC by MIBC to cover accumulated entitlements for existing staff.
8. Remove double joining fee requirement for juniors (14 (a) iii 3);
9. Amend Rule 33 to clarify that suspension means suspension of voting rights also;
10. Amend paragraph 34 to give Board discretion not to remove a member from the register;
11. Amend 14 (d) 2 to give the Board discretion to appoint any staff as honorary members as they see fit.
12. Amend paragraph 22 to be "Any authorised person" ...
13. Amend 70 (c) to remove requirement for audited sub-clubs' financials to appear in annual report.
14. Delete 70 (d).
15. Clarify Rule 63 (Core Land) so that it's clear that core land applies to the date of transfer of assets from MIBC, and that changes can be made in accordance with the Act.
16. Significant changes to the play of the golf course, bowling greens or tennis courts to include requirement to consult with relevant members as well as sub-clubs.

The meeting closed at 5:45pm.

Bernie Russell
Chair, Constitution Sub-Committee