Cook Islands Land Owners Incorporation Regulations 1972

THE COOK IG1,AN DS LAND OWNERS INCORPORATION REGULATIONS 1972 GEORGE JAJ1ES .BROCKLEHUHST, High CommiHione.,: Hy t he Chief Judge of t !J e I\;i gh Court, Jil!ES ALISTER rRJSD ORDER IN EXECUTIVE COUNCIL At Avarua, Rarotonga this 25th day of October, 1972 Present: HIS EXCELLENCY THE HIGH COMMISSIONER BY THE CHIEF JUDGE OF THE HIGH COURT IR EXECUTIVE COUNCIL 1972/5 PURSUANT to the Land (Fac i litAtion of Dealings) Act 1970, His Excellency the High Commi s Bioner, acting by and with the advice and consent of t he Execut i. v•! Council, hereby make• the following r ~gul at i ons. ANALYSIS Preliminary 1. Title and c·omm encement 8. 2. Interpret a t ion 9. Commi tt ee of Mnnnr;en, rmt 10 . ~- Election of &1emb'ars to 11. Committee of Man ag em ent 12. ~. Membership of Commit te e 1 ~ . may be increased 5. Meeting 6. Elect i cn of a Chairman 11.1, . 7. Mode of c .alli nt5 a Meeting· 15 ; Ac ting Chairman Voting Recording of ·Min utes Secretary Office Records Register of Incorporated Owners Register to show certain particular• · · · Further particular■ required :er1c.-&c 2 16. 17 •. 18. 19. 20. 21. 22. 2~. 24. Cool!: Islands Le.:1d Owners Incorporation Regulation• 1972 · Register tu be correct at all times Auditor to audit accounts and check Regist~r · Register to be open to inspection General Meetings of Incorporated 0w'1e~ g Annual Gener.al Meetinp; •Special Notice of Meet:ing Chairman Postponement of Meeting Adjournment 0f th~, meeting fo:r absence of quorum or for any other reasons, etc. 2,-;), 26. 27. 28. 29. 30, :31. Chairman may ad,journ·. meeting. Persons entitled to. attend or vote Dccls.ratfon of a Reeolu tion Votin~ by poll Recford of Mimites !n,xi~s · ·. Representation by a prox;r or truatee Who may act aA proxy holder · Mtscellaneoul 1 Seal of the ody Corporate Irregularity of procedures at nny Meeting · REGULATIONS P.reJ,i mimn::y 1. Title and commencement - (1) 'J'heae regulations ll8J" be cited as the Cook islands Land Owne1· a Incorporation · Regulations 1972, . · · . · (2) Those regulat ions shall come i,nto force on the d~ after the date of.their notification in the Gazette. . . ' 2. Inte!:pretntion •· In thdnc r~15ulotion0, un.less the context otherwise re1uires "The Ac:t" means t-be Land (l<'acili tat ion of Deelings) Act 1970: "Court" r.1eans the Land• Conrt: "Committee" 11!l11.ns a Com..'llit;ten of manage..; ment duly appointed for a body · corpo1.·ate under .Pa.rt l of. tho Act. Commi tt~e of Manegemon 1t 3. Election of ruemhorci to com:nit:tee of management (1) The election of pers ,nG 1.o fill vacancies in the committee shall be conducted at the annuril geueral meeti1:g unless the Court in any partic\Llnr cac;e 0:-det·a t he holding of a Hpecial g ·eneral JQeetinr, for this purpose, or unless the committee decides to submit the filling of ll. vacency to a sp~cial general meeting convened for ~hat; or any either purpose. · (2) :k,11dn11Uona for ,,r1y such election shall be made in writing signed by the r,er:,on making the nolllination 11.nd accepted by the pernou no mi.nnte<l and Btmll be lodged et the r egistered office o.t the inc<npo,,~t.i.on. . · · · (3) No .nominations s hFJll be received later than · .~ clear days before the ti.mr; fb:nJ for .t he meeting. · . . ' {If) If the r.un '.>f'r f'Jf eli.:;i'blc J:,•H·sono so nominated does not exc<:led thn m1mh~r 0f m•~-nb•!r :-: to · be elE'c ·tcd, the chairman of· the meeti t)f'; nb al.l c1,,clrre the persons nominated to be elected. · . ( 5) If the nurr.ber of elici bl e · persons . so nominJted exceeds the nu.mQcr requir ~•l to b<: e loctE>d, · the chairman shall .· 1:1all upon the meeting t c. cl er.t from tho piirsons nominated ,th••· 1972/5 Cook Inl ,mos Land 0wne1•a .tneorporotipn. · · Regulation~ 1972 • number required, and tl1e secretary wi tll or without aom&, perso~ or -persons appointed by ,the chuirDIWl an~ approved . by the JD.ectinl) shall count the votel3 cast for each persoJi nominated and roport tiw re:;ulte to the chairman. . (6) Unlcas u poll is demanded UDder subsection(6) o! se.ction -35 or the Act, each per1;1on present in per1;1on or b7 proxy and. entitled to vote shall be entitled. to ono ballot · paper only. . : . ,. , . ; (7) Each voter sJ1all record his votes in writing. (8) The chairman ab,.111 ricclare thon e persons (beioe; not .more than tne number or persons required to be electeci) who bovo recl·i ved the hir,hent number or votes to be elected. . . , . (9) If the m.i.m~er of e.lie;ible persons so uominated is less than the mw.ber reCJ.uired to be elocted, the chairman shall declare the persons nominated to bo el~cted aru! shall invite nominations from the Jl\Cetint; to fill . the remaining vac;anciea. It. the 11wnber of-el.i.cible persons nominated !roa the meeting does not exceed the numher of remaining vaoanciee the chairman shall declare thq persons so 11ominatcd to be elected, .UDd if the number so '10.llli11ated oxceeds the numper o! remaining vacencies an election 3hall bo conducted in accorda nce with the foregoinp; provisions of thio reljulntion. +'fo person nominated from the mcetinr; shall be eligible tor election unless he acc~pts the 11onti.oation. (10) A list o.t' the pe1·.Eons olected shall forthwith be prepared by tho chairmru1 and si~ncd by him. After havi?)8 the list countersil~n~d by aome pereou present at the meeting the chairman. shall then causE:: it to be forwarded to the Registrar, and, where nocc::.s.1ry, ohall cause an application . to . be · made .to . the Court in the nrune of the lncorporation tor the appointment or thH peraons so e l.ected • . 4 • . . l"lemberahi. ) of ccmmi t,~e iaay be increased - A gene ral meeting o 1.ncorpor·.tt;,; o~mPr:; tia;y at 1my time rooolve that application be made to the Cuurt; to detcrmiuP. pursuant to subsection (2) of section 28 of t!c Act that tho momber ·ship or the com1Uittce be increased ton number of memb0re (not more tho.n eleve11) npccificd · in the resolution. . 5. f'le~ting - Subjoct to t;h~ px-oviflione of the. Act and o:t.' the.es l'C(:;Ulntions and sub,i£:ct to fin:;/ condi tioru; imposed by rP.solution of a r:cncrliJ. 1,1e~ting of incorpor.'.ltcd owners, the members of F.1 committee of munar;emcnt; may meet together for .the d~spatch or business, ad,journ, and other wise regulate their mP.et;inc;s HS the.; think .fit. A quorum shall be deemed to exist if a majority or the members for the time being in o!I'i.cc ar~ present; Provided .that ix, no circum:itan..:es :1hnl l a quo.rum be less than th~ec members. 6. i~loction of n Clwir:am1 - i..t the firDt meeting after their appointment the mc:r..:Jers of tll.o committee shall elect one o! their numbf?r to uc c:i.eirman, mid 1:hnll uctermine the·· . period for which he! is to hold office. · 7. Node of c :,llin~§ctin~ ·- All meetings of the · oommi:t;tee shall be caffi.i oy tne c <:1-il'm ui, bu.t any two members m~.-:at any time roqu::.rt= ~he :!iwi rman to summon a meeting. Not less ' t;h:;;u three ctn,Y:;' 11•:., ~i.:,. or Uil,f muct.i.11L, shall be givt1nt.o ,evor,t member or t•r.: <"'.OhHni1;tee. a. · Actir: · Cll,~.i r .1: :,1., - If at ,viy 1,11.:etine; the oh.airman is not present c1.t tn" ,;;--:-;-,.. nppcd r!t l'.d for holdin(; the so.me, 4 IJook J s .l. i,nd s L;:,nd Own era .1 ncoporati on H<.'f",U la l;i ons '1 ':)'/2 '1.972/5 the memb,,rs p reaenl; s i ,aU cl10oc1e one of their ritll!lber to be chairma n, ,,,.d the pe r sc n s o chos en shall have !lJld may ,exercise at t h e uw;; t in : , ; : J l ~li 0 p owers of the 'chairman. 9 . Votiw< - ,tue:.,ti on s :1risin£; a t any meeting shall be decided by c1 nw i ori t y of t iw m,.n,,b ers present, but three members at l e:u;t s!J11i. l c oncu r i n every ac t of the committee. In the case of ur, equal.it;; of votes , the chairma n shall, in . addit ion.to h.i s d elib e rd:i ve vote, have ri c a sting vote. 10. Le cord:i.ng or rn:i. nut '; £ - l'iinutes o f the proceedings of the commit Ler-; shaJl lw recordetl in a minute book; and the minutes of any rne e L.i.n,; silc•iJ L,,, r e :\tl uncl confirmed at t}le ,next suc c eeding mc e tinr.:; . , 11. Secreta ry - 'J 'ue comm i.t t c e mcy opr,oint a secret'ary, who shall b P p aid irncl, ren,1.u1pp1tion as the co111ruittee thinks fit. The ct1air1J1c1n or :iny member of th<: committee shall be elig'ible for GppointmeJJt us secretary • . 12. Office - ~'he tommiitce chull appoint any place it thinks fit :.Js tlle offi.c11 ,Jf t :10 locly corpo rate, and may from time to timf' rerr,,)v,, ti. i f; o ff'.Ci) to some: ot;ller place. The committee sliall Hotif,y tlie tle ;; i:, t; rar of the Cou"t of the address of t he 0L'ic 0. :,r;d. o [ ·111y c '.wnc;e in the address there of. 13. Ee cord s - •r:10 b :> 1,kt, an,J r e cords of thP, body corpo rate a nd of t; l:e cornmi 'c tee skil 1 be J:,.>p t in the custody of the chairman er- i.;uc :1 o t her p0rscin ar; ~he committee niay appoint, and shall be open to i; ,spcc Lion hy the owne rs at the · of·fiee of the b ody corpora t e :il.7 : t l l ; ·, ; ci s(, n:.1blc times. '.Phe Court or a Juel.Ge there o f nny J:i :--.: c :. u,, ~ ru · o;;ne:" or i,onteone on his belw.lf shall oe pen;,iLt,,d ,o t, ,,; c! copies of any account or account s of the committee . · Rc.,Gb~ )):!£ oroora t cd Owners 14. He Fist 2r to s how t: f~r t 11in particulars - The collllllittee slrnll keep or · c nuse to be ke pt a register showing in respect of each block ol' lnncl suhj ec t to the order of incorporation (a) (b) (c) (d.) The names and ,;oxe ~: of t;he equitable owners; If any ownf:r is unuer disc.,bility, the nature of the d isab Llit.y :u1:i U:c, n = e of auy trustee appointed in rc;,p s ct o r :,is interent; 'I'he reli., ti v e int en st::; of the equitable owners in tuu~ land; The .p l n.cc of r ,, sidcnr;c n: the equitallle o-wners so far as the :1dclre ssen are known to the committee. 15. Further· ;:rarticulnr: ; i•~~i.fz! - ( '1) Where two or more ureasoT7:an( held uno,"r r;e nc,,·nt e t itl es are subject to the order of incorpori:l't; i on , ~l: e rccio ter shall further disclose - · (a) (b) Tl1e ; tc;grce;0.t , vol;i tlit, I"' ~1e rs exerci::;able .at a general mcetinF; oi' tl"' in.co .rpcral, cd o,,mers by the equitable owne r s un der ;my on e ti tJc; and l'h e vet in~.:; po·,,;e,.' ,3xc rc; L:;0.b l ,,, at a c;eneral meeting of L?ie i nco 1·,· or"t 1.·c c wi1c; ·s b y eac h individual·· incorr,orated. owner. · 1972/5 Cook Isl(:nds Land Owners Incoporation ' He5ulati6ns 1972 (2) The particul:1r0 r~ oUJ Ted to be d isc l osed by this regulation s hall 1.Jt· de termi r .r,d. pursuant to the provi~! ons of sect fon 35 of ~he Ac !,. 5 16. Register to be correct a t; all times - The Commit ~e e shall ensw.•e tlw,t the, 'In:l'or!r, :1 tion cunt ~dned Tn the regis·l;e;:: is at all times c orrect , ,ahl for this purpo:,e the Registrar ·or the Court, on application, shaJ. l forward to the secretary or .to the offi ce of tile body corJ ora te 1 a copy of any ·order ,of the Coµrt af fe eti.n . .; ti1e equitable title to any l and subject t o the or der of in.corporation. 17. Aud :L to:::- t c ,..ud it · accounts and check Her;ister - · · The audito r duly appoin !;d :: o ~rnth t the accounts of the pod;y corporate s ha l. LI as a 1,2 rc of ld. 3 aud i t I check and examino · the rcgiste T and t ,v,. p c1r tj cul ~n; en tered therein· in accord-· ance with regul a tio:r.s ;,1~ 8'1'1 25 h e reof, and shall, i f he deems it neces s::c;.•y, 0pper ·l. to rii s report on the annual acco unts any coll'.ments on t he f c•r:in and contents o.f the r eGister and on t he Gystem o (' ke ep in; ; the register. 1 8 . Rep;i:-; t -~r t o b e open to \ iirnpection - The register shall, withou t c,1u:::-1:~e , be open to inspection by an incor porated oi-m er at the' offic ,.; o .:· the b ody corporate e.t all reasonable t i n;c:.: . ~~'; Lin~ s•f Incorpora ted Owners 19. Annua l Gc ns l'c1l Le et L !.].i. - An annual general meeting of the i ncorpon, t ed o -.m c r ..; shu 1 L t,e ,w ld witll:i.n s i.x. months after the t ern1ination •Ji' th·~ fi nancial year of the body corporate a t · a time hnd. pl,ic: e t o 1: e .fix0d by t he commit.tee, having regard to t he conver. .i•mce o f the maj ority of the 'owners. 'i'o e8ch such :.umual gci terol meeti :1g the audited statement o f ,1ccou1,t1: f'ul' the J a ,.,t prcc udint,; financial ;i•ear shall be submitted by tile con:uictee and the statement shall be considered by the me ~ting in ~dditi on to any other business tha t may pro pcr 1y Ile brought forward. 20. .Spe ci al - ('I) A s11ccio l genoral meeting of the incorporated o,men; may 1w c n:-.ven2d a1; b.P::J time by the committee and shollte so convened.;. Ui:,on a u.irc;eti<JJJ. b,y- t he Court; or Upon a r cq«is :i t i on iu wri ting si{:)ncd by not less t r t.L'l t ,;Tc e o .l' the incorporated own,:rs ~ ( 2 ) Any rEq u ·.i. si. t Lo n foi: tbe calling of a special general meeting shall state the p'.111-'c, :.e for which t cie meeting is required and s i)all b e 1:oerved on t De chairmen or the secretary of the co;n.mitteo, who i111eJ. l l .,y tile sa me before the committee. (3) On r eceipt c,f any 1 equi s i tion or direction by the Court for the callins o f ;J :;pecitll general meeting, the coDllllittee shall fix a t :r me c1:1d place there.for nnd convene . a general meeting accoiv.l i.,.,gl~,. 21. !Totice.,,2.£. lk ,:.t ' ~i: - Nu t.ice of the time and place ·at which aa:y ~en eral l~<' e t;:t, .; ' o ,: 1;::!' incor'fOru l; ed owner a ia to be held shall be e; i v en in smell n:a .. miin· and· such period before the date of · th(; meeting ;;.s :frw.U be directed by the Registrar of the Court as most prr,c t.:.c:a]. and convenient in the circum~tancea 6 Cook Islands Land Owners Incorporation P~[';ulutions 1972 1972/5. but it shall n. ,t be 00 ;:•snary for the committee to send written notice to ir11:ui·1-orc:~Pd owners. ,. 22." 0hairman - At evf.,ry meeting of the incorporated owners the -; ,hu.Truan oJ the eon•mi ttee, if present·, shall preside, or, in his ubsence, the meeting shall appoint one . of the incorporated owners prt,scnt to be chairman of the meeting. · .- 23 •. l'ostpone;uen:; · of m,-1ting - At any time before· the •time .fix(,dfor the h0Ia:G10;0 any such meeting the chairman of the collll1ittee l!IFJJ po,,tpone the meeting to some o ther tµie, or may apyoint some other place of meeting, as he may deem expedient, and notfot? of any such altered time or place 1shal1 be duly given. · 24. Ad;iournment; of th0 IDP:E.!illfli for absence of ~rarum or for wi;y- other :i:-e,;..son, etc. - (1) If at e time and plr.cn appoint<"d for such meetiing or within one hour thereaft;er, tbe:t·e iB not a quorum present, or if for any other re1:1.s0n t;he :nf eti rig cannot be held, it shall stand adjourned from day to ilay at the'. s.ame time and place for not longer thD.11 i'onrt;ceu duys t,:il] a -quorum is present. If on the exp:'.rat;ion of fourteen c13./S there has not been a quorum present the meet Lnc, :;h,il1 lay sc. (2) Wllere an.;1 annu'.ll general meeting Japses as afore said ·the certifiE'd baJ nncc 1{heet and statement hereinbe£ore referred to shnll forti,,,iit;h b•) ~~·,msmitted by the chairman to the Regisl;r;1.r. · 25. .Qhy ~fil!.ll!§Y ~J~'.!!.,.!!!£e¼in3. - The chairman. m9,7, with the consent of~tlw meovins, a journ an;y meeting. from tiu to time ru1a from pL,cc, tv :i:;la :e. 26. I'er:Jo11s e.'.11:;i tl cd b) c: l!teud or vote - No pe:clson claiming to be ,mti tL:tl 1,0 rrny shnre of the interest of a deceased incorporated owner in t 1w assets of the body· corporate ohall be tnt;i tletl 1;o a·:·tend or vote at an;y meetinfj until and 1mlesn a successio:1 order in respect of b,is interest· has been made by tile Cr.Ul't in '1is favour. 27. ~-1ti <J..1'l 2.L1. r,)solution - Unless a poll ie demanded b;y ntJt "le:.is th·s11. two :i.ncorporated owners, a declara tion by the chairr.ian that a resolution has. been carried, and an entry to that effect in tile minute book of the body ~orpo . rate, r:hall be Ruff·idont ev5.detrne of the fact, without proof of the nwnber o.i.• p1vportion o.:: ti..11'! votes recorded in favour o.f or against the resolut1oa. 28. Vo ti:r.~ \?.')' .i25'J..:, •·· In HJC1 <3Vent of a poll being demanded by two 0r ,l!()J.'8 o,1rno 1.s, t;he chairman shall require each person prusrmt aJ.,; rnt.5.·t led to vote to declare that his vote is ce,st for or 1?:J.1 i 11::; t->e ,:-Pcolution before the· meeting, and the secretary ur- r·.::i,.10 JW.,'c'Cll. appointed by the chairman · and approved ll;y the m,,co !;ing sl1al.l. rf:Cl'rd the voting accordingly and shall compute, by 1'"11 er,·r,c•e t;o the register, the aggregate· value of votAs cest fo" a.rd ·Je,ainst the resolut1on and report the result bo -tlle cl-,"'i "r,,a:•. '.i.''.i,, chairman shall declare the resolution to be c,u •i.c;u o:: 1.(i l0 lost accordingly~ · 29. Reco1 d of ,.n-J.nur.,.,, - n,e 1>roc:eedings of every meeting · · of incorpore.te l ,nm,:rr; 1/ln cl 'Y' t'c-cnrdcd in a minute .book, whioh shall be Jwpt in tl1,, 1.1s 1·l'-!y of the chairman or secreta:riy ot ·the committee. :i!he ;.1in'J.t3s ,·,:· ,ivery meeti.ng shall be read and· confirmed at the n€':x.t nvccor-ding meeting. '· Cook Islands Lund· Owners· Incorporation ·ncgulations 1972 30. Representa1 ;io~ by a. prox.y or trustee - ::.ny incor porated owner who is a 1,e r co!l 1rnci8r disab:;.lity within the meaning of Sec tion 493 of the Cook Islands Act 1915 and tor whom a trust e,) ic in ofLLr:e und er l:'art XVII of that Act ma, be repres anted u.t any 11,,etin[ : by a trustee .who may attend, vote, and ,1<~t at an;y mh ,t i nc; , ei t lrn r personally or by proxy, in the same manner a nd on tlte ·same conditions aa if he were an incorporated owne r . 31. · Who may act· as r;iroxy holder provisions of s cctfon 3Y of the Ac E a nd this reculation, any incorporated owner and act at any meetinb b:,, proxy. (1) Subject to t~e to the provisions of may atterid, ·vote, , (2) No nerso:n oth e r than an inc orporated owner or the wife or hus band or sis~er or brother of unincorporated owner she.11 be qualified to act as a pro:x;y at any meeting, otherwise than as proxy of the trustee of a person under disability withi n trw me aninc; ,if /Jec tion .493 of the Cook Island s Act; 1915. ? (3) Ho persc, n Eltall ,'.Gt a s " proxy at any illeeting after the death of the person who has Given t he proxy. (4) An ins t r ument appolntin(; a proxy shall be in the form in the Schedule hereto and Bh'.111 be signed by the person making the appointment whose si ,;nature slla11 be witnessed by one of the persons set out i n +;,1Pt form . (5) .E.'very S,lch iiw trument sh.all be lodt5ed with . the chairman of t he m,1etinc; e1; uny time b e fore . a vote is given under it. rn scnllaneous 32. S0el of the b~ c2; f,! 2rate - (1) The name of the body corpora te, dth>J r 111 MgJish or haori, shall be engraved or impressed :i.n legibl e chaC'o.ctc rs on the seal of the body corporate. · (2) The seal shall bt! kept in the custody of the secret a~" of the colll.l!l.i tteB, or of tho chai rman if no secretary has been appcinted. 33. Irre5.:£~a.rit:1 oc' uroce<lure s at ·any meeting - No meeting of J.ncorporatcd own,,J:s and no :proceedings or elect ion at any sucll meetint: shell b e inva lid by 1·eason of any irregularity in the cuuur,ni.1 ,r; ,jr the cond uct of the meeting or .in the proc ,3edh15s n t the we etfng or by reason of .~ failure to comply with the directions containlild in the Act or in . these regulations, if it appears'that the meeting wa1 summoned and tho prciceedi nL :ll or election conducted in accordance with the princi.ples l aid down in the Act and in th~se regula- . tions and that the ir.ree;ul,n·ity or failure did not affect the :result of the proc •.ierJ i ng s or electi on • . 8 eook Islands Land Owners Incorporation Regul,tioRs ' 1972 §CH~:DlJ.LE :t-IEETING QF .ThCOI1POfcATED OWN.ERB APPOINTMENT OF PROXY Land (Facilitation of Dealings) Act 1970 Reg. 41 I, ••••.••••••••••••• ~ •• • , being an owner, or tr11stee for . . . . . . . . . . . .. . . . . . . . , ................. .. .. ' I an owner of the land called .•• •.• ••••• do h er eby appoint • .••••••••••••••••• o, of •.• ..•••....•... , ••....•.. , my pro:xy to attend and vote on m:y behalf at the meetinc of the ,incorporated owners of the I said land., to be hel d ,, t ..••.•••••••••••••• , on the ••••••• day of ••••••••••..• " • • ••• . • n ~xt, . and ::. t any adjournment thereof. As witne s s my hand, this ·• ••••••••• day of •• • ••••••••• 19 •• Witness to the si15natu1 e of the said ••••••••••••• .•••••• -'•. . . . . . . . . . . . . . . . . . . . . . . . . . . . . ......................... . Witness Signature of Owner Solicitor of the Supreme Court , Justice of the . Peace, Postmaster, Medical Officer Officiating Clergyman School Teache:,:, , Offica.- of the Department of Justice or Department of Survey , Resident Agent, Clerk-in-Chnrg·e. Registered Nuree G.H. Sawtell ~ctjJIB Clerk of the :E.xecutiye ·oouncil These regulations are administered · in the Juliltioe· Dep~ent. BY AUTHORITY: T. KAFI, r:ro'lernment Printer, Rarotonga, Cook Islands - 1972 .