1.0 DATE 14 February 1992 Amended: 24th October 2006
2.0 BACKGROUND FACTS:
2.1 A community group known as the Cambridge Tree Trust has been set up in Cambridge for the purpose of undertaking environmental community works in Cambridge.
2.2 The Trust has taken over and widened the role of Keep Cambridge Beautiful, which became a part of the Keep New Zealand Beautiful Society Inc.
2.3 The members and trustees of the Cambridge Tree Trust (the Trust) now wish to record the objects and purposes of the Trust and the manner in which Trust Property is to be administered.
2.4 Set out below is the definition of the trusts upon which the property is held and the objects and .purposes governing the management and control of the Trust Property.
3.0 OPERATIVE PART:
3.1 The Trust shall hold all Trust Property upon trust for and on behalf of the following objects and purposes in New Zealand and shall operate under the name of The Cambridge Tree Trust.
3.1.1 Primary Objects:
(a) The planting, establishment, protection, development of, and public respect for, trees and plantations of trees and other plant communities within and beyond the greater Cambridge area but in any case within New Zealand
(b) To encourage, foster and develop public and private interest in the planting and development of trees which enhances Cambridge's image as the Town of Trees and beautifies the rural landscape so as to raise the awareness of the role of trees in the environment.
(c) To acquire areas in which a diversity of tree and plant species can be established, fostered and maintained, with appropriate releasing, pruning and weed and pest control.
(d) To encourage and undertake the restoration of and enhancement of degraded or destroyed New Zealand indigenous habitats and plant communities (including wetlands and lowland forests), and to support the protection of New Zealand's remaining indigenous plant community.
(e) To educate the public of New Zealand in general and residents in the Cambridge area in particular on the need for conservation and further restoration of New Zealand's indigenous flora and fauna and natural ecosystems and to encourage public support for and involvement in such protective and restorative works as are designed to advance the same.
(f) To increase the public protection of New Zealand's natural resources including the preservation and enjoyment of National Parks, scenic reserves and flora and fauna reserves in their natural state.
(g) To undertake tree planting programmes, and to enlist public support for the same.
(h) To encourage Local Bodies in the Cambridge area and beyond to undertake active planting programmes and to set aside areas for further tree and planting development.
(i) To encourage the use of existing public walkways and to support and encourage the development of new walkways throughout the Cambridge region and appropriate planting activity in association therewith.
(j) To assist and co-operate with persons and organisations beyond the membership of this Trust but sharing aims and objectives similar to those set out above.
3.1.2 Secondary Objects
With a view to the attainment of the Primary Objects to exercise all or part of the following powers and authorities:
(a) To promote, conduct and engage in programmes and activities calculated to the advancement of such objects.
(b) To purchase, to take on lease or in exchange, hire or otherwise acquire any real or personal property and any rights or privileges which the Trust may think necessary or convenient for the promotion of its objects and to construct, maintain and alter any buildings or erections necessary or convenient to the work of the Trust.
(c) To enlist the support of Government departments, public bodies, charitable trusts, educational, ecological and health authorities, professional associations or councils whose activities wholly or partly are considered to be conducive to or supportive of the objects of the Trust and to affiliate or associate with any such organisation or body and to ensure that provision is made from time to time for the adequate representation of the Trust on any such body or organisation.
(d) To solicit donations, gifts, legacies and bequests, whether of money, plants, material or property and whether for any particular purpose or generally to further the aims of the Trust as the controlling committee may in its sole and absolute discretion think fit.
(e) To promote or subscribe to any projects whatsoever, the result of which may be anticipated to be of special benefit to the objects and aims of the Trust.
(f) To invest monies of the Trust not immediately required upon such securities as may from time to time by the controlling committee be determined.
(g) To raise or borrow money in such manner as the Trust may think fit, and in particular by way of mortgage or debenture security upon all or any of the properties of the Trust.
(h) To acquire any rights or privileges which the Trust may regard as necessary or convenient for the purposes thereof and to make donations for promoting its interest.
3.2 Management and Control
3.2.1 TRUST BOARD
The general direction and control of the affairs of the Trust shall be vested in a Trust Board comprising not more than four nor less than two trustees who shall each be appointed by ordinary resolution by members of the Trust passed at a meeting to be held in September in each year they are required. Each trustee appointed shall hold office for an initial term of two years. The trustees shall be eligible for reappointment for a further successive term of two years and thereafter for such successive terms to be determined by an ordinary resolution passed at the September meeting. Other Trust members shall also be eligible for appointment in the same manner of the September meeting. The Trustees may at a meeting called for the purpose and by a majority vote fill any casual vacancy in the office of membership of the Trust Board as may arise from time to time by death, resignation or other vacancy of office by any member of the Trust Board.
3.2.2 The Trust Board
The Trust Board shall meet at least twice a year at a time to be agreed between the Trust Board members and if agreement cannot be reached then at a time to be dictated by the Chairman of the Management Committee.
3.2.3 At the bi-annual meetings of the Trust Board, where there are three or fewer trustees of the Trust Board, two members shall constitute a quorum. Where there are four trustees three members shall constitute a quorum. All decisions of the Trust Board shall be by a majority decision.
3.2.4 MANAGEMENT COMMITTEE:
The general management, policy and implementation of policy shall be vested in a Management Committee.
(a) The Management Committee shall consist of not less than five nor more than ten persons who shall be appointed for that purpose at a meeting called for that purpose during the month of September in each year and which may include any member of the Trust Board. There may be eleven members if a manager is appointed.
(b) The management committee shall have power to appoint its own chairperson from time to time to preside at all meetings of the Management Committee.
(c) Any casual vacancy which may occur on the Management Committee from time to time may be filled by an appointment by or from the Trust Board.
(d) The members of the Management Committee shall hold office for a period of one year and shall meet on the first Thursday of each month or at such other times as may be agreed by the majority of members of the Management Committee. Notice shall be given to each member of ,the Management Committee of the times and places where meetings are to be held.
(e) The responsibility of the Management Committee shall be to attend to the general day to day management decisions delegated to the Management Committee by the Trust Board, and to make recommendations to the Trust Board from time to time as to matters of overall policy with regard to the administration of the Trust and a fulfilment of its goals and objects.
(f) Decisions of the Management Committee shall be determined by a majority of persons present in voting from time to time at meetings duly convened of the Management Committee.
(g) Five members of the Management Committee present at meetings shall constitute a quorum for the purposes of business of the Management Committee.
(h) The Management Committee shall operate under the general direction and control of the Trust Board. The Management Committee shall further be entitled, but subject to the overall approval of the Trust Board to employ persons in the operation of the affairs of the Trust and to define their duties and responsibilities, to fix their salaries and emoluments, and also to enter into such negotiations, contracts and agreements in the name and on behalf of the Trust as the Management Committee shall consider expedient for the purposes of the Trust, and may make, with the prior approval of the Trust Board, rules, regulations and bi-laws for the operation of the Trust.
(i) The Management Committee may appoint any person or persons whether a member or members of the Trust or not to be sub-committees of the Management Committee and to report to the Management Committee on all matters which are delegated thereto by a resolution of the Management Committee.
The Trust Board may appoint a Chief Executive Officer for the overall administration of the Trust who shall be designated the Manager and who shall be appointed a member of the Management Committee. Terms of appointment, remuneration, term of office and role shall be as the Trust Board shall determine. The Manager shall report directly to the Management Committee on all matters of the areas delegated to him.
3.2.6 The Secretary
Members of the Management Committee will by a majority vote appoint a Secretary for the Trust who may also act as Treasurer provided however that the Management Committee may also appoint a separate person to act as Treasurer of the Trust. The Secretary and/or Treasurer shall hold office for a term of one year and shall be appointed or reappointed each year at the September meeting by a majority decision.
3.3 Membership of the Trust
Members of the Trust shall be those persons who agree with the objects of the Trust set out herein and who shall pay a membership fee from time to time prescribed by the Management Committee.
3.3.1 Those persons desiring to be a member shall send their names to the Secretary with the appropriate membership fee, as determined by the Management Committee, and shall become a member on election by the Management Committee.
3.3.2 The Trustees of the Trust may upon their own resolution or following a recommendation from the Management Committee, appoint any member of the Trust as an honorary life member. Such honorary life member shall have no obligation to pay an annual membership fee, but shall have the normal entitlements as a member.
3.4 Annual General Meeting
3.4.1 The Annual General Meeting of the Trust shall be held as soon as practicable in each year after the annual balance date adopted by the Trust from time to time. It shall be convened at such time and place as the Trust Board shall determine.
3.4.2 The business shall be
(a) To consider the annual report of both the Trust as provided by the Management Committee.
(b) To consider and adopt the annual balance sheet and the statement of the separate accounts.
(c) To appoint an auditor (if necessary) and to receive and consider such other business as may be brought as may be brought forward.
3.5 Special General Meeting
A special General Meeting may be convened at any time by virtue of a resolution of the Annual General Meeting of the Trust or upon demand in writing signed by not less than ten members of the Trust specifying the objects of the meeting. Such meetings shall be held as soon as possible after the passing of the resolution or the receipt of such demand by the Secretary but not later than thirty days thereafter.
3.6 Notice of Meetings
3.6.1 Notices of every Annual General Meeting may be sent by post to the members of the Trust at least ten days before the meeting advising date, time and place. In addition, the date, time and place may be advertised in the local newspaper.
3.6.2 Notices of a Special General Meeting specifying the nature of the meeting shall be sent to members at least seven days before the meeting advising date, time and place of the meeting.
3.7 Procedure at General Meetings
3.7.1 At all General Meetings of the Trust the Chairperson of the Management Committee shall act as Chairperson. In that person's absence a Chairperson shall be appointed by the meeting.
3.7.2 Every person who presides over the meeting shall have a deliberative vote and in the case of equality of votes shall have a casting vote. The Chairperson may declare a meeting adjourned providing that no new business shall be allowed at any subsequent resumption of that meeting without due notice of such new business having first been given to members. Every member present shall be entitled on every motion to vote. Non-financial members shall not vote. Proxy votes shall not be accepted.
3.8 Bank Account
A bank account shall be opened for the purpose of the Trust. All monies received shall be credited to that bank account unless otherwise expressly ordered by the Management Committee. All cheques shall be signed by the Secretary, (or Treasurer) and one other member of the Management Committee authorised by the Management Committee so to do.
3.9 Accounts (Amended 24th October 2006)
Accounts: Proper accounts showing all receipts and disbursements made on account of the Trust shall be kept by the Secretary/Treasurer. The annual financial statements are to be presented to an accountant who is a member of the Institute of Chartered Accountants of New Zealand to conduct a review, consisting primarily of enquiry, analysis and discussion. The statement of the accounts of the Trust shall be presented and tabled at the Annual General Meeting of the Trust.
3.10 Alterations to Constitution
The Rules and Constitution may be repealed or amended or added to by a two-thirds majority of members personally present and voting at an Annual General Meeting of the members of the Trust or a Special General Meeting specifically called for that purpose. Notice in writing of any proposed amendment shall have first been given to the Secretary of the Trust at least twenty-one days before the Annual General Meeting or Special General Meeting at which such amendments are to be presented for approval and the Secretary of the Trust Board shall have given notice of such proposed amendments to all members of the Trust not less than ten days before the date of the Annual General Meeting or Special General Meeting. Provided that it shall not be lawful for the members of this Trust to alter or amend the Rules herein so as to terminate or limit the primary objects of the Trust.
If at any time the Trust shall cease to exist then the Trust Property shall be held upon and subject to such charitable or other public purposes in New Zealand comparable to the public purposes of the Trust but immediately prior to ceasing to exist shall by resolution of not less than two-thirds of the members of the Trust Board determine or failing such resolution the assets of the Trust Board shall be transferred to such other body or trust or local authority for the continued fulfilment in New Zealand as near as possible of the objects and trusts set forth in this deed.
3.12 The members of the Trust may apply in due form to the Registrar of Incorporated Societies to become an incorporated society under the provisions of either the Incorporated Societies Act 1908 or the Charitable Trusts Act 1957 thereafter shall have perpetual succession and all the other rights and powers and authorities as set forth in either of those Acts.