| NZSS Constitution

[Fully amended February 1991]

1. Name:

The name of the Society shall be the New Zealand Speleological Society Incorporated.

2. Interpretation:

In this constitution, unless stated otherwise, "Society" means the New Zealand Speleological Society, and "Council" means the Executive Council of this Society. Mention of members and any officer or officers shall refer to members and officers of the Society, and not of any Group unless specifically stated. "Group" means a constituent Group according to clause 5.

3. Objects:

The objects of the Society are:

Firstly:

To be the national speleological body.
To conserve caves and karst.
To represent the interests of its members.
To explore and study caves.

Secondly:

To collect and disseminate (where appropriate) information in respect to caves, karst and caving.
To advocate conservation and awareness to cave owners and managers.
To negotiate access to caves.
To promote safe cave use.
To operate cave search and rescue.
To encourage cave users to join the Society.
To monitor the effects of cave use.

Thirdly:

To educate and train cave users.
To develop and assess equipment and techniques.
To liaise with other caving and non-caving groups and agencies.

4. Membership and Subscriptions:

(a) Any person may become a member upon paying the current membership subscription, subject to the applicant being considered a suitable person by the Council. All new members shall be informed of the existence of local groups, if any.

(b) The annual membership subscription shall be set by Council from time to time, but shall be set for the succeeding financial year at least four months before the Annual General Meeting of the Society. The new rates shall not affect subscriptions already paid in advance. This subscription shall provide for the supply of the Bulletin and Tomo Times, but not for other publications or use of facilities for which special levies may be made by the Society or respective Group.

(c) A second member or subsequent members of a family may elect to pay a lesser Family Membership subscription (set by Council as per clause 4b) and not receive the Bulletin or Tomo Times.

(d) A new member's first membership subscription shall cover the period from the date of receipt of payment until the end of the current financial year which shall be 31st August, except that an applicant paying during the months of July or August may stipulate that their subscription is to take effect as from 1st September for the succeeding twelve months. For new members only, a half year subscription equal to two thirds of the current annual membership subscription can be paid from March 1st and shall cover the period from the date of receipt of payment until the end of the financial year.

(e) A Life Membership subscription shall be ten times the current annual subscription at the time of application. This subscription shall generally provide for the issue of Bulletins for a period of ten years, at the discretion of the Council.

(f) Honorary Membership, for any period inclusive of Life Membership, may be conferred upon a member by the Council in recognition of meritorious achievement in accordance with the objects of the Society. Honorary Membership exempts the member from payment of subscription, but the corresponding issue of Bulletins and other publications shall be at the pleasure of the Council.

(g) Individuals or organisations may pay a Publications Subscription (set by Council as per clause 4b) and receive the Bulletin without having to join the Society.

5. Groups:

(a) A number of not less than five members in any part of New Zealand, who desire to associate themselves together as a Group with a view to conducting more effectively their common speleological interests, may request recognition by the Council as a constituent Group within the Society: such an application shall be examined by the Council at its subsequent meeting. The Group shall satisfy the Council that it has its own properly elected officers, and rules, not contrary to this constitution, and in general that its business is conducted in a competent manner. All members of a constituent Group must be members of the Society.

(b) A Group will derive from its members, subscriptions and levies necessary for equipment and the functions of the Group. Any constituent Group may register as an incorporated society if its members so desire.

(c) The financial year for a constituent Group must end between one and three months before the 31st August, the Society's financial year end, in order to facilitate timely payment of subscriptions to the Society for the succeeding year.

6. Cessation of Memberships:

(a) Any member may resign by giving notice in writing.

(b) Any member whose membership subscription is more than five months in arrears may be deemed to have resigned and may not vote at any meeting.

(c) No member, through simple failure to notify, shall be liable for the subscription for any financial year in which he/she has taken no part in activities or received no publication or other benefits.

(d) The Council may expel from membership, or reprimand, any member who is guilty of disregard of the rights of others or of the objects of the Society, or has otherwise behaved, in the opinion of the Council, in a manner unfitting to a member of the Society, provided that before the expulsion he/she shall be given the opportunity to make an explanation of his/her conduct to the Council.

(e) Persons who have relinquished membership may not display a Society badge or use the NZSS membership card.

7. Council and Officers:

(a) The Council of the Society shall consist of a President, Secretary, Business Co-ordinator, Search and Rescue Co-ordinator, Conservation Co-ordinator, Research Co-ordinator, Training and Safety Co-ordinator, Membership Co-ordinator (member services) and Publications Co-ordinator.

(b) The Council shall from amongst its members appoint a Vice-President who shall come from the other Island to that of the President.

(c) The Council shall have the power to co-opt persons from the Society's membership to serve as Society officers outside of Council, and to remove such persons from serving as Society officers outside of Council.

(d) Any member of the Society may attend any Council meeting for the purpose of observing or making representations to the Council. Such persons shall have speaking rights but not voting rights.

(e) The Council may from time to time invite representatives of outside organisations e.g. Department of Conservation, Search and Rescue, etc. to attend and speak at Council meetings.

8. Election of Officers:

(a) The President of the Society shall be elected by a majority of a postal vote (as per clause 9) to all members.

(b) The maximum continuous term for which any person may be President is three years.

(c) The rest of the Council of the Society shall be elected by Group delegates at the Annual General Meeting of the Society. Constituent Groups shall chose delegates from among their own members. The size of each Group shall determine how many delegates each Group can nominate to take part in the voting of Council members:

A Group of 6 to 11 members - 1 delegate
A Group of 12 to 35 members - 2 delegates
A Group of 36 or more members - 3 delegates.

(e) The Council may co-opt persons from the Society's membership to serve as Council members to replace those who resign before the Annual General Meeting.

9. Voting:

(a) Notification of the date of the Annual General Meeting shall be sent out to all members at least six weeks prior to the date of such meeting, calling for nominations for President. Nomination papers must be signed by the proposer and the seconder, the nomination consented to by the candidate, and be received by the Secretary not later than four weeks prior to the Annual General Meeting.

(b) If more than one nomination is received before the closing date, one voting paper, together with the agenda of business proposed for that meeting, shall be mailed to each member at his/her most recent address as recorded by the Society's current membership list, not less than two weeks prior to the date of the meeting. Such voting papers shall require that one name be selected for President. Correctly marked voting papers must be in the hands of the Secretary prior to the appointment of the scrutineers at the Annual General Meeting.

(d) If there are no nominations by the closing date, written nominations received by the Secretary after the advertised closing date will be considered along with nominations called for at the Annual General Meeting. Voting for President shall then take place at the Annual General Meeting.

(e) In the event of no nominations being received for positions on Council, the retiring Council members shall be held to be re-elected, provided that prior to the Annual General Meeting they have agreed to act.

(f) In the event that a General Meeting of the Society for the election or removal of officers does not achieve a quorum of members (as per clause 11d), then the officers shall remain the same until such time as a properly convened meeting with a quorum of members is held.

(g) Aside from the election of Council (clause 8c), voting on any motion or resolution at any General Meeting of the Society, including the Annual General Meeting, shall be on the basis of one member, one vote, whether in person or by proxy.

10. Duties of Council and Officers:

(a) The Council shall take an active part in furthering the objects of the Society, and co-ordinate constituent Groups. The Council shall decide all matters of policy subject to the directions given by the membership in General Meetings. The Council shall meet at intervals not greater than four months, at a time and place to be decided from time to time. A majority of the Council shall constitute a quorum at such meetings.

(b) The President shall chair all meetings. In his/her absence all Presidential duties will be assumed by the Vice-President, or in his/her absence by direction of the Council.

(c) The Secretary shall keep correct minutes of all meetings, co-ordinate all correspondence, and forward to the Registrar of Incorporated Societies such notices and returns as the Registrar shall from time to time require.

(d) The Business Co-ordinator shall keep proper books of accounts and furnish to the Annual General Meeting a duly audited set of final accounts.

11. General Meetings:

(a) The Annual General Meeting shall be held during the month of October of each year, the notice of the date and agenda being circulated as herein before described (clause 9a).

(b) The Council may at any time, and shall within ten days after the receipt of a requisition signed by at least ten members and specifying the resolutions to be considered thereat, convene a Special General Meeting for any specific purpose.

(d) A quorum at any General Meeting of the Society shall be not less than ten percent of the current membership of the Society who are resident in New Zealand at the time the meeting is held, whether in person or by proxy.

12. Finances:

(a) All funds shall be deposited in a bank account to the credit of the Society, except for imprest accounts. Imprest accounts must be authorised by Council as being necessary to enable Council members and other officers to carry out Society business properly and efficiently.

(b) Withdrawals from the Society's bank account shall be signed by the Business Co-ordinator.

13. Common Seal:

(a) The Common Seal of the Society shall be held by the Secretary and shall be affixed only by decision of the Council, and in the presence of one of two other officers authorised in that connection by the Council.

14. Winding Up:

(a) In the event of the winding up of the Society, any property remaining after satisfying outstanding liabilities shall not be distributed among the members, but shall be given to the Waitomo Museum of Caves or other such body as the Council may decide.

15. Alteration of Rules:

(a) The rules of the Society may be altered, added to, or rescinded by a two-thirds majority in favour of the change taken from a count of all replies received within one month of mailing a postal voting paper to all members resident in New Zealand at the time of mailing.

(b) One voting paper shall be mailed to each member at his/her most recent address as recorded by the Society's current membership list.

NZSS Constitution

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