[This version incorporates changes approved by the AGM, September 2025]

Rules & Regulations

1. NAME
   This document represents the rules and regulations of the “Canterbury Interfaith Society Incorporated”. Which is referred to as “The Society” in this document. The abbreviation of the Society name shall be “CIS”.
2. STATEMENT OF PURPOSE
   The Society is a volunteer non-profit association of people representing the diversity of religious/ and spiritual communities and individuals in the Waitaha (Canterbury) area in Aotearoa (New Zealand).
   The Society exists to promote religious literacy, understanding and diversity through dialogue, interaction and events to enhance the common shared values within the wider community.
3. OBJECTIVES
   The objectives for which the Society is established are specified below, and how it shall operate within Aotearoa (New Zealand).
   1. To provide a forum for its members to consult and discuss matters of interfaith concern.
   2. To promote understanding and respect for each other’s religious beliefs among the diverse religious communities.
   3. To promote cooperative relations among the diverse religious communities.
   4. To promote the elimination of religious discrimination, racism and other forms of prejudice
   5. To promote a more just, informed and accepting society.
   6. Liaise and consult with the media, local and national government bodies and other community groups and organisations, on matters relevant to the Society.
   7. To conduct and perform all such acts and deeds as are incidental and conducive to the attainments of the Statement of Purpose and aligned with the objectives of the Society
   8. The Society shall elect an Executive Committee of Chair, Vice Chair, Secretary and Treasurer to oversee the legal, governance and executive requirements of the Society with a minimum of 3 persons.
   9. The Society will actively engage in outreach steps to represent a diverse range of religious groups pursuant to the membership policy.
4. LIMITATION
   In carrying out or performing the objectives and in all aspects of the administration of the Society the following limitations of action, speech and conduct generally shall apply:
   1. Avoidance of polemics. Disrespectful arguments and/or debates over controversial differences between and among religious communities, and traditions represented in the Society, shall not be translated into the business of the Society.
   2. Avoidance of proselytism. Attempts to use Society involvement to convert members of one religion to another are in consistent with the objectives of the Society.
   3. Political neutrality. The Society shall not be aligned with any political party.
   4. Public Relations. Only the Chair of the Executive Committee and /or other persons authorised by the Executive Committee shall be empowered to make public statements on behalf of the Executive Committee or the Society.
   5. No endorsements will be given by the Society on behalf of faith communities
   6. Criminal Offences that target egregious conduct of an Incorporated Society includes
      • Making false statements
      • Fraudulent use or destruction of property
      • Falsification of documents
      • Defrauding of creditors
      • Improper use of ‘Incorporated’, ‘Inc’, or the Te reo version ‘Manatope’
      • Breaching of a banning order
5. MEMBERSHIP OF THE SOCIETY
   1. The Society shall be open to voluntary membership by persons who are over the age of 18, of good character, and who agrees with the purpose and goals of the Society and pays the current membership fee.
   2. Application for membership shall be accompanied by an executive invitation to join.
   3. Application for membership of the Society shall be interpreted and understood to indicate that the applicant endorses the Statement of purpose, objectives and limitations of the Society and consents to a Police check should the executive committee seek one.
   4. Membership fees for the upcoming year shall be set by the Executive committee no later than 3 months prior to AGM, allowing ample time for members to pay prior to the AGM in September / end of the financial year.
   5. The Executive Committee shall keep a register of all members of the Society, which will be maintained by the secretary or an appointed executive member, containing the following information
      • name
      • date they joined the Society
      • contact details
      • religious affiliation (if applicable)
   6. Any member of the Society may resign by notice in writing to the Executive Committee
   7. The Executive committee shall have power to terminate membership by majority vote if
      • The paid members conduct has been inconsistent with or detrimental to the Purposes and the interests of the Society.
      • Bringing the Society into disrepute Provided that the Executive committee shall first notify the member concerned of the grounds for such intention. The individual shall then have 14 days to reply/dispute the decision.
   8. The member may request a review of their membership termination, during the 14 days. The executive shall allow opportunity to present their evidence, for the Executive to further review.
   9. Decision shall be by majority vote by the executive committee.
   10. No Executive member who has any direct or indirect conflict of interest, shall participate in or vote on, or attempt to influence the Executive Committees decision.
   11. Where necessary, due to conflict as stated above, members of good standing may be appointed temporarily to the Executive committee for the purpose solely of the membership review.
   12. The Society reserves the right to remove any unruly person from the venue where the Society meets, or at an organised event.
   13. Minimum number of registered members is 10.
6. AFFILIATION TO THE SOCIETY
   The Society shall consider an application of affiliation from outside organisations with the Society to indicate the requesting organisations understanding of endorsing the Statement of Purpose, Objectives and Limitations of the Canterbury Interfaith Society.
7. EXECUTIVE COMMITTEE
   1. The committee shall consist of a Chair, vice chair, secretary and treasurer pertaining to committee requirements.
   2. The quorum of the executive Committee meetings shall be 3 (three)
   3. The executive Committee shall meet at least every 4 months,(3 times a year) to oversee the committee’s obligations.
   4. The registered office of the Executive Committee shall be at the residence or office of the secretary, or such other place as may be determined by the Executive officers.
   5. An executive Committee member must be an active member and regularly attend Society meetings and events.
   6. Any member may make a suggestion to the secretary, for the Executive Committee verbally or in writing, and it will be put on the agenda for the Executive Committee meeting.
   7. Any member making a suggestion for business shall be offered time to speak to the matter at an Executive Committee meeting.
   8. A member(s) of the executive committee will be appointed as the contact person for the society’s registrar.
8. Duties of the Executive Committee
   The Executive Committee duties shall include
   • Act in good faith and in the best interests of the society
   • Exercise powers for proper purposes only
   • Comply with the Act and the constitution
   • Exercise reasonable care and diligence
   • Not create a substantial risk of serious loss to creditors
   • Not incur an obligation the officer doesn’t reasonably believe the society can perform.

   As broadly modelled on directors’ duties in the companies act 1993.

9. ELECTION of the Executive Committee
   1. Only current paid members of the Society shall be eligible to nominate, elect, vote and be elected to the Executive Committee.
   2. At each Annual General Meeting of the Society, all members of the Executive Committee shall retire. However, they are eligible for immediate re-election.
   3. Nominations for positions on the Executive Committee may be made by written nomination, signed by a current paid member and endorsed with the consent of the nominee and given to the secretary at least fourteen (14) days prior to the annual general meeting (AGM).
   4. Election of each officer shall be via majority vote of registered members. Electronic votes via email or CIS webform will be accepted in advance of the AGM, if a member cannot be present at the AGM.
10. MEETINGS of the Society
    1. The meetings are open to anyone who has interest in our purpose.
    2. At least 14 days’ notice of a meeting of the Society shall be given to all the members stating the time, venue and business for consideration.
    3. A quorum for a meeting of the Society will be at least 6 members.
    4. The ANNUAL GENERAL MEETING (AGM) shall be held in September after the end of the financial year annually.
    5. The business to be transacted at the Annual General Meeting shall include.
       1. Annual reports from the Chair and Treasurer
       2. Remits or proposals for consideration
       3. Election of the Executive Committee
    6. A SPECIAL GENERAL meeting (SGM) may be called by the Executive Committee or by a written request made by at least 6 members and delivered to the Secretary. When a meeting has been called by written request, it shall be called within 30 days of the secretary receiving that request.
    7. A Special General meeting will only consider business related to the reason for which it was called, as notified to the members.
11. Annual Return
    1. An annual return will be completed annually, including financial statements within 6mths of the AGM.
    2. At such time key information will be reviewed, updated and confirmed to ensure the CIS is operating legally
       NB. records may be kept in Te Reo Maori or English.
12. COMMON SEAL
    The Society shall adopt a common seal, which will be held by the Secretary. The seal shall only be used with the authority of the Executive Committee. Every document to which the Common Seal is affixed shall be signed by two members of the Executive Committee.
13. FINANCES/ASSETS
    The funds of the Society shall be controlled by the Executive Committee and administered by the Treasurer. The following general guidelines shall apply:
    1. All money of the Society will be deposited safely in a non-interest earning account, in a New Zealand based bank.
    2. All withdrawals will require 2 signatures.
    3. The Society shall not borrow any money.
    4. Any grant applications for the Society must only be made based on a resolution of the Executive Committee.
    5. Upon dissolution of the Society any remaining funds or assets owned by the Society shall be donated to a not for profit (or Charitable) group whose aim and purpose align or are the same as CIS’s within Aotearoa, New Zealand.
14. AMENDMENTS to the rules and regulations (constitution)
    No amendment, addition or alteration to the rules and regulations (constitution) shall be valid unless:
    1. A proposal for such an addition or alteration is submitted to a Special General Meeting/ Annual General Meeting of the Society with at least 14 days’ notice of the amendment.
    2. The proposal is agreed by consensus or failing that by a majority vote of the members present at the Special General Meeting/Annual General Meeting.
    3. The amendment, addition or alteration will become effective after registration with the Registrar of Incorporated Societies.

[This version incorporates changes approved by the AGM, September 2025]