Dear Waikato Hockey Members,

You are invited to attend a Special General Meeting (SGM) of the Waikato Hockey Association to consider and vote on the adoption of our new Constitution, aligned with the requirements of the Incorporated Societies Act 2022.

________________________________________

Special General Meeting Details
Date: 8th October 2025
Time: 6.00pm
Location: Gallagher Hockey Centre Board Room

Purpose: To consider and vote on the adoption of the final draft Constitution of the Waikato Hockey Association Incorporated, as required for re-registration under the Incorporated Societies Act 2022 by April 2026.

Feedback Time Frame: 10 days from today September 1st 2025, Any feedback and/or comments will need to be received by 5.00pm on 10th September 2025 to whaboard@waikatohockey.org.nz
________________________________________
Attached Documents
• Proposed Final Constitution: WHA Constitution August 2025
• Agenda: SGM Agenda October 2025
________________________________________
Summary of Key Changes
• Affiliated Junior Member replaces Affiliated School Member Clause 9 – Membership (specifically definitions of Affiliated Members).
• Updated wording: Affiliated Junior Member now includes clubs with junior teams, schools, and homeschool groups.
• Voting at Division AGMs now based on number of teams registered. Clause 14.9 Voting Entitlements at Division AGM.
• Changed from “one vote per member” to “votes based on the number of teams registered (up to 6 votes).
• Division Committee sizes increased from 7 to 10 members. Clause 13.2 (Divisions/Management Committees). Previously capped at 7 now allows up to 10 members.
• Clarifications on proxy voting, quorum, and electronic attendance. Clause 15 Meetings.
• Proxy voting clarified. Quorum numbers defined more clearly. Clause 15.6 Electronic Attendance. Explicitly allows members to attend meetings electronically.
• Umpires/Officiating Clause amended and updated. Clause 18 – Umpires and Officials Rewritten/expanded for clarity on appointment, powers, and responsibilities.
• The word “Artificial” removed from Clause 7.1(g)). Previously referred to “Artificial Turf facilities”; now simply “Turf facilities”.
If you have any questions or require clarification prior to the meeting, please contact me.
We encourage all eligible voting members to attend and take part in this important step for the future of Waikato Hockey.

Ngā mihi nui,

Robyn Polley
Chair
Waikato Hockey Association Board