Mantrailing Aotearoa Incorporated Constitution.

1. Name

1.1 The name of the Society shall be:

Mantrailing Aotearoa Incorporated ("the Society").

2. Purpose

2.1 The Society exists to:

1. Promote and develop mantrailing, tracking, scent work, and related canine activities throughout New Zealand;
2. Provide education, structured training, mentoring, and support to handlers, dogs, tracklayers, trainers, and officials at all levels;
3. Encourage safe, ethical, humane, and effective training practices;
4. Lead by example in demonstrating ethical and humane handler practices, advocating for dog welfare and responsible dog ownership;
5. Facilitate training sessions, workshops, assessments, seminars, demonstrations, and competitions;
6. Develop and maintain operational standards, in accordance with the GAK9 tracking accreditation systems and its progression pathways;
7. Promote positive public awareness of mantrailing and scent work activities;
8. Encourage sportsmanship, inclusiveness, and mutual respect among members;
9. Protect and advance the interests, reputation, and intellectual property of the Society.

2.2 The Society shall operate exclusively as a not-for-profit organisation.

2.3 No income, benefit, or advantage shall be distributed to any member except where specifically authorised as reimbursement of approved expenses.

3. Powers of the Society

The Society may:

1. Organise training activities, events, workshops, assessments, and demonstrations;
2. Collect subscriptions, training fees, and other lawful income;
3. Purchase, lease, own, maintain, and dispose of property and equipment;
4. Enter contracts, agreements, sponsorship arrangements, and partnerships;
5. Apply for grants and funding;
6. Develop policies, rules, standards, and operational procedures;
7. Employ or engage contractors where necessary;
8. Do all lawful things necessary to further its purposes.

4. Membership

4.1 Membership Classes

The Society shall have the following classes of membership:

Full Member

• Voting rights.
• Eligible for election to office.

Associate Member

• Non-voting.
• May participate in Society activities.

Supporting Member

• Supports the objectives of the Society.
• Non-voting.

Life Member

• Awarded by Special Resolution.
• Full voting rights.
• Exempt from annual subscriptions unless determined otherwise.

4.2 Admission

Applicants must:

1. Apply in the approved form;
2. Agree to comply with this Constitution and Society policies as outlined in the Society's current SOP Handbook;
3. Pay any applicable fees.

Membership commences upon approval by the Committee.

4.3 Member Obligations

Members shall:

1. Comply with all Society rules and policies;
2. Conduct themselves respectfully;
3. Prioritise dog welfare;
4. Maintain control of their dogs;
5. Follow instructions from authorised officials;
6. Protect the reputation of the Society.

5. Termination of Membership

Membership may cease by:

1. Resignation;
2. Death;
3. Non-payment of fees;
4. Expulsion following disciplinary procedures.

6. Governance

The Society shall be governed by a Committee.

6.1 Officers

The Society shall have no fewer than three Officers.

The Executive Officers shall be:

• Chairperson
• Vice Chairperson
• Secretary
• Treasurer

The Committee may additionally appoint:

• Training Director
• Animal Welfare Officer
• Safety Officer
• Events Coordinator

6.2 Officer Duties

7. Officer Duties Under Law

Every Officer shall:

1. Act in good faith and in the best interests of the Society;
2. Exercise powers for proper purposes;
3. Comply with this Constitution;
4. Exercise reasonable care and diligence;
5. Avoid reckless conduct;
6. Avoid creating substantial risk of serious loss to the Society;
7. Not commit the Society to obligations it cannot reasonably meet.

8. Conflicts of Interest

8.1 Register

The Society shall maintain a Conflict of Interest Register.

8.2 Disclosure

Any Officer or Committee Member with an actual, potential, or perceived conflict shall:

1. Declare the conflict immediately;
2. Have the declaration recorded;
3. Abstain from voting on the matter.

9. Committee Powers

The Committee may:

1. Manage Society affairs;
2. Establish training standards;
3. Approve expenditure;
4. Create policies and operational rules;
5. Suspend or remove members;
6. Protect Society intellectual property;
7. Take action necessary to protect the Society's reputation and welfare standards.

10. Meetings

Annual General Meeting

An AGM shall be held annually.

Business shall include:

• Officer elections;
• Financial reports;
• Constitutional matters;
• Strategic planning.

Special General Meetings

May be called by:

• Committee resolution; or
• Written request from at least 10% of Full Members.

Electronic Meetings

Meetings may be held:

• In person;
• Online.

Members attending electronically shall be deemed present.

Digital recording of meetings may take place for transcription purposes.

11. Quorum

Committee Meetings

• Majority of current Committee Members.

General Meetings

• 30% of Full Members or 5 members, whichever is greater.
• If a quorum is not met, the meeting may be adjourned and reconvened later. Those present at the reconvened meeting will constitute a quorum.

12. Voting

Voting may occur:

• Electronically;
• By digital method via www.mantrailingaotearoa.co.nz.

Each Full Member shall have one vote.

13. Financial Management

The Society:

1. Operates on a not-for-profit basis;
2. Must maintain proper financial records;
3. Must operate a bank account;
4. Must have at least two authorised signatories;
5. Shall present annual financial reports.

14. Training, Safety and Welfare

The Committee may establish rules covering:

• Equipment standards;
• Handler conduct;
• Dog welfare;
• Risk management;
• Training protocols;
• Event safety requirements.

The Society may refuse participation where safety or welfare concerns exist.

15. Policies

The Committee may adopt and amend policies including:

• Operational SOP Handbook;
• Animal Welfare Policy;
• Health and Safety Policy;
• Equipment Policy;
• Reactive Dog Policy;
• Complaints Policy;
• Social Media Policy;
• Trainer Accreditation Policy;
• Privacy Policy.

All members must comply with approved policies.

16. Intellectual Property

All Society intellectual property remains the property of the Society.

This includes:

• Logos;
• Branding;
• SOP manuals;
• Forms and templates;
• Publications.

No member may reproduce or commercially exploit Society intellectual property without written approval.

17. Complaints, Disputes and Discipline

Complaints must be submitted in writing or expressed via email.

Complaints and concerns are welcomed at www.mantrailingaotearoa.co.nz using the mailer function at the bottom of the homepage.

The Society shall ensure:

1. Natural justice;
2. Fair process;
3. Opportunity to respond;
4. Impartial decision-making.

Possible outcomes:

• No action;
• Education;
• Warning;
• Suspension;
• Expulsion.

18. Emergency Suspension

The Committee may immediately suspend a member where:

1. Public safety is at risk;
2. Dog welfare is at risk;
3. Serious misconduct is alleged;
4. The reputation of the Society is threatened.

Suspension remains in force until review.

19. Insurance

The Society may obtain:

• Public liability insurance;
• Association liability insurance;
• Volunteer protection insurance;
• Event insurance.

20. Contact Person

The Society shall appoint between one and three Contact Persons as required by law.

21. Rule Changes

This Constitution may only be amended by Special Resolution passed by a two-thirds majority of eligible votes cast at a General Meeting.

22. Winding Up

Upon winding up:

1. All debts shall be paid;
2. Remaining assets shall be transferred to a New Zealand not-for-profit organisation with similar purposes;
3. No member shall personally benefit.

23. Interpretation

Where any provision of this Constitution conflicts with New Zealand legislation, the legislation shall prevail and the remaining provisions shall continue in force.

24. Adoption

This Constitution was adopted by resolution of the members of Mantrailing Aotearoa Incorporated on: