The Board has been working for some months on a revised Upper Clutha A&P Society Constitution, with the aim of modernising the document, ensuring it reflects how the Society operates today, and providing a strong foundation for the years ahead.
We are now pleased to share the Proposed New Constitution with our members.
The proposed changes do not alter the purpose of the Society. Rather, they modernise the wording, remove outdated clauses, improve clarity and ensure the Constitution aligns with how the Society operates in practice.
One particularly important change relates to how members vote in future Board elections.
When the Society adopted its Board governance model in 2018, the Constitution was not updated to formally allow all members to vote online in Board elections. The proposed new Constitution addresses this, ensuring every member has the opportunity to vote, whether or not they can attend the AGM.
Without approval of the new Constitution, voting in future Board elections will be restricted to members physically attending the AGM, typically just 20–30 people. This would mean the majority of our membership would no longer have the opportunity to vote on who governs the Society.
For this reason, the Board is holding a Special General Meeting to seek members’ approval of the proposed new Constitution. Approval requires a two-thirds majority of members attending and voting at the meeting.
Ahead of the Special General Meeting, we will also be holding a Members Drop-In Session, providing an opportunity for anyone with questions or concerns about the proposed changes to speak directly with Board members in an informal setting.
We encourage all members to take the time to review the proposed Constitution, attend the Drop-In Session if they have any questions, and importantly, attend the Special General Meeting to exercise their vote and help shape the future of the Society.
Informal Members Drop In Session
Monday, 19 October 2026 | 5.00pm
Show Office
If you have any questions or concerns about the proposed changes, we encourage you to come along and speak with Board members at an informal drop-in session.
This is an opportunity to discuss the proposed changes, ask questions and seek clarification ahead of the formal Special General Meeting on 22 October. No voting or formal decisions will take place at the drop-in session.
Refreshments will be provided and no RSVP is required.
Special General Meeting
Thursday, 22 October 2026 | 5.00pm
Upper Clutha Rugby Club
Members are formally invited to attend the Special General Meeting, where the proposed Constitution will be considered and put to members for approval.
Who can attend: All members who have paid their membership for the current year or immediately preceding membership year.
Please note, the proposed Constitution is the only matter to be discussed at the Special General Meeting.
The resolution to be put to the meeting will be:
“That members adopt the proposed amendments to the Constitution as circulated to members in the Notice of Meeting dated 9 October 2026.”
Refreshments and canapés will be provided, and we’ll also take the opportunity to celebrate another very successful year for the Society.
No RSVP is required.
Documents For Members
- Members are encouraged to read through the following documents ahead of the meetings:
- Marked-Up 2024 Constitution – showing the proposed changes
- Proposed New Constitution – a clean copy for easier reading
- Accompanying Notes of Explanation – providing further context around the proposed changes
We encourage members with any questions or concerns to join us on Monday, 19 October for the informal drop-in session, ahead of the formal Special General Meeting on Thursday, 22 October.
We look forward to seeing you there.