2025 Constitution Update

Introduction and Overview• Topics Covered: Introduction to the constitutional process, key dates, milestones, and the future direction of our organization.

Introduction and Overview• Topics Covered: Introduction to the constitutional process, key dates, milestones, and the future direction of our organization.​​​​​​​

Introduction and Overview• Topics Covered: Introduction to the constitutional process, key dates, milestones, and the future direction of our organization.

Webinar One Summary: 1 April 2025

Introduction and Webinar Purpose:

• The webinar, hosted by the staff and board of the New Zealand Pony Club, marked the first in a series aimed at reviewing the organisation's constitution. The importance of participant feedback was stressed to ensure the success of this process.

Constitution Review:

• The ongoing review of the constitution, necessitated by changes in the Incorporated Societies Act, presents both a need for compliance and an opportunity to reevaluate the organisation’s structure and governance.

Constitutional Impact:

• The new legislation affects community groups, requiring updates to constitutions to maintain compliance and offering a chance to improve governance structures.

Constitutional Framework:

• The constitution serves as a critical framework for the organisation, outlining governance and member interaction, with a focus on future effectiveness and compliance.

Volunteer Challenges Video Presentation:

• A video was presented to highlight the challenges faced by volunteers, emphasising the need for a sustainable support model for them.

Document Hierarchy:

• The hierarchy of governing documents was discussed, emphasising the necessity to update all related documents to ensure consistency and compliance across the organisation.

Timeline and Milestones:

• Key milestones for the constitutional update were outlined, including an AGM for voting, the release of updated templates, and the final adoption scheduled for April 2026.

Constitutional Changes:

• Proposed changes include reducing organisational layers, modifying national officer roles, and introducing a clearer dispute process to streamline operations and enhance dispute resolution.

Membership Structure:

• Changes to the membership structure aim to reduce layers and refocus on grassroots activities, ensuring the organisation supports local member involvement effectively.

Cluster Formation:

• Clusters are proposed as a new administrative layer to streamline administration and support local activities, with feedback sought on their configuration and alignment with member needs.

Disputes Process:

• A new disputes process based on natural justice was discussed, emphasising the need for clear procedures and the role of the board in appointing qualified individuals for dispute resolution.

Consultation and Feedback:

• The importance of consultation and member feedback during the review process was highlighted, with a schedule for further area-specific webinars and a final board meeting outlined.

Support and Resources:

• Available support and resources for members during the transition to the new structure were discussed, focusing on providing clear guidelines and assistance.

Funding and Grants:

• Concerns about the impact of structural changes on funding and grants were addressed, ensuring that existing agreements remain valid and the new structure does not hinder grant applications.

Follow-up Tasks:

• Participants were encouraged to send feedback, attend webinars, participate in the AGM for constitution voting, continue grant applications, and review potential impacts on lease agreements with councils due to constitutional changes.