Constitution and rules of the society

Rule 1

The name of the Society shall be “The New Zealand Society for Parasitology Incorporated” with the initials N.Z.S.P.

Rule 2

The objects of the Society shall be:

2.1 To promote the advancement of parasitology.

2.2 To encourage the dissemination of information and new developments in parasitology.

2.3 To maintain liaison with other scientific societies.

2.4 To do all other things as deemed proper by a simple majority of Members of the Society.

Rule 3 Membership

3.1 Foundation Members Persons included in the “Membership lists” circulated prior to the inaugural meeting (21.8.72) are to be known as Foundation Members.

3.2 Ordinary Members
Any person within or without New Zealand, whose profession, study or interest involves them in work of a parasitology nature shall be eligible for election as a Member of the Society.

3.3 Honorary Life Members
Any person who has given meritorious service to parasitology in New Zealand or to the Society may be elected as an Honorary Life Member at any annual or special general meeting. Honorary Life Members shall pay no subscription and shall be entitled to all privileges of Ordinary Members.

3.4 Corporate Members
Corporate membership shall be open to companies satisfying the objects of the Society as set out in Rule 2, Sections 2.1 to 2.4.

Corporate membership shall confer the right of the company to send one representative, additional to any Ordinary Members or Honorary Members to attend any meeting of the Society. The company or its representative shall be entitled to all privileges of Ordinary Members, except that of office bearer. In addition, Corporate Members shall have the right, as determined by the Executive, to display a limited amount of advertising literature, samples or equipment at Scientific Meetings.

Rule 4 Election of Members

4.1 Ordinary Members and Corporate Members
All candidates for election to the Society shall be proposed and seconded by Ordinary Members, Honorary Members or Corporate Members. Written nominations, signed by the candidate, proposer and seconder, shall be forwarded to the Secretary who will in turn refer the applications to the other members of the Executive. A candidate shall be deemed to be elected if three-quarters of the Executive have voted for the candidate’s election. The decision of the Executive will be communicated to the candidate by the Secretary, and payment of subscription shall be considered as evidence of acceptance of membership in the Society.

4.2 Honorary Life Members
Written nominations for Honorary Life Membership, signed by proposer and seconder, who shall be Ordinary or Honorary Life Members, shall be forwarded to the Secretary who will refer them to the other members of the Executive. If, in the opinion of three-quarters of the Executive, the nominee adequately fulfils the eligibility requirements the nomination will be submitted to a secret ballot at an Annual General or Special General Meeting. A four-fifths majority shall be required for election.

Rule 5 Subscriptions

5.1 The annual subscription for membership shall be determined at the Annual General Meeting.

5.2 Annual subscriptions shall become due and payable on the first day of July in each year (which is the date on which the Society’s financial year begins).

5.3 Upon retirement, or at any time thereafter, an Ordinary Member on good standing aged 60 years or more may pay five times the current annual subscription as a final payment entitling him or her to all the privileges of Ordinary Membership for life.

Rule 6 Termination of Membership

6.1 Membership of the Society may be terminated by a written resignation. Notice to this effect must be given to the Secretary prior to 30th November, otherwise the member shall be liable for the subscription for the year beginning on the first day of July of that year.

6.2 If any Member fails to pay their subscription for 2 consecutive years the Executive may by resolution remove such Member’s name from the list of Members and such Member shall thereupon cease to be a Member of the Society; provided always that the Executive may reinstate any such Member if the Member pays all sums due.

Rule 7 Executive

The Executive shall consist of four members, being the President, Vice-President, Secretary and Treasurer.

Rule 8 Functions of the Executive

The Executive shall:

8.1 Organise and co-ordinate all Society activities.

8.2 Maintain liaison with other scientific societies and speak on behalf of the Society.

8.3 Organise the Annual General Meeting, at least one scientific meeting and such other meetings as they may decide upon.

8.4 Consider all applications for membership.

8.5 The Executive shall have power to co-opt members.

Rule 9 General Meetings

9.1 Annual General Meetings:

9.1.1 The Annual General Meeting of the Society shall be held as soon as possible after the 31st July and not later than 31st October. The exact date shall be decided by the Executive.

9.1.2 Notice of the Annual General Meeting shall be given to members in writing at least 2 months in advance.

9.1.3 For the Annual General Meeting, one third of the total financial Ordinary Members, Honorary Life Members and Corporate Members shall form a quorum.

9.1.4 At such Annual General Meetings a printed or type-written report and duly audited balance sheet and income and expenditure account for the preceding financial year shall be presented. A copy of such report and balance sheet and income and expenditure account shall be forwarded to each member of the Society at least 21 days prior to such an Annual General Meeting.

9.1.5 The minutes or a report of all Annual General Meetings shall be circulated to all members of the Society. If a report is circulated, a copy of the minutes shall be available to any member on application to the Secretary.

9.2 Special General Meeting:

9.2.1 A Special General Meeting shall be called:

a) At any time by resolution of the Executive.
b) At the direction of an Annual General Meeting.
c) At any time on written requisition of ten or more members.

9.2.2 A Special General Meeting shall be called for a date not earlier than 20 days nor later than 40 days following receipt of a written requisition to hold such a meeting.

9.2.3 Each member shall be notified in writing at least 14 days before the date of the meeting of the motion or motions to be moved thereat or of the general business of the meeting.

9.2.4 For a Special General Meeting, one third of the total financial Ordinary Members, Honorary Life Members and Corporate Members shall form a quorum.

9.3 Prior to the commencement of an Annual General or Special General Meeting, a recording secretary may be appointed by the Executive to assist with the recording of the minutes.

9.4 Notices of Motion Required:
Notices of motion concerning a change in the rules of the Society must be given and circularised to members at least 14 days prior to an Annual General or Special General Meeting. Changes to the rules of the Society shall only be made if the motion is passed by at least two-thirds of those eligible to vote at the meeting.

9.5 Chairing Meetings:
The President, if present at any Annual General or Special General Meeting, shall take the chair at such a meeting and if the President is not present at such a meeting then the Vice-President shall take the chair, and if the Vice-President is not present the members present and entitled to vote shall elect a Chairperson.

9.6 Voting

9.6.1 At every Annual General and Special General Meeting, every financial Ordinary Member, Honorary Life Member and Corporate Member present shall have one vote.

9.6.2 The voting shall be on the voices, show of hands, or by ballot, at the discretion of the Chairperson (except as for Rule 4.2).

9.6.3 Any motion is deemed to be passed when more than 50% of those eligible to vote at the meeting are in favour, except as outlined in Rule 4.2 and Rule 9.4. In the event of an equality of votes the Chairperson shall have a casting vote.

Rule 10 Postal Ballots

10.1 Where a vote by members (except as for Rule 4.2) on an issue is required, and an Annual General Meeting is not imminent, or Special General Meeting impractical, the Executive may arrange a postal ballot.

10.2.1 Notices of Motion involving changes or additions to the constitution, should include a statement of the old rule and the amended or new rule approved by three-quarters of the Executive.

10.2.2 No addition to or alteration or recession of the rules shall be approved if it affects the non-profit aims, personal benefit clause or the winding up clause.

10.2.3 The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.

10.3 Voting

The ballot shall be invalid if the following pre-requisites are not fulfilled.

10.3.1 For constitutional changes ballot papers must be returned from at least 50% of the membership. The motion shall be deemed carried if at least two-thirds of the votes returned are in favour.

10.3.2 For non-constitutional matters, returns must be as for 10.3.1, except that the motion is deemed passed by a simple majority in favour.

10.3.3 Every financial Ordinary Member, Honorary Life Member and Corporate Member shall have one vote.

10.3.4 In the event of an equality of votes, those who did not vote will be re-circularised and asked to exercise their right by a given date, after which votes shall be recounted. Any further equality of votes shall result in the matter being deferred.

10.4 The President and one non-Executive Society Member shall act as scrutineers. The Secretary will be notified of the ballot result in a statement signed by the Scrutineers, and will inform the Members.

10.5 The ballot papers shall be retained and will be available for examination at the next Annual General Meeting.

Rule 11 Funds of the Society

11.1 Control: All money belonging to the Society shall be paid to the Treasurer who shall keep correct accounts, books and records showing the details of the financial affairs of the Society and shall pay into the Society’s account at such bank or banks as an Annual General Meeting may decide, all money received.
11.2 Payment of accounts: All accounts shall be paid by cheque signed by the Treasurer or one other member of the Executive.

11.3 The accounts of the Society shall be audited at the end of each financial year by an Honorary Auditor, who shall be a member of the New Zealand Society of Accountants.

11.4 Financial Year:
The financial year of the Society shall end on the 30th day of June.

11.5 Payments to members: No member of the organisation or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever. Any such income paid shall be reasonable and relative to that which would be paid in an arm’s length transaction (being the open market value). The provisions and effect of this clause shall not be removed from this document, and shall be included and implied into any document replacing this document.

Rule 12 The Common Seal

The Society shall have a Common Seal which shall be kept in the custody of the Secretary, and shall not be affixed to any document or instruction except pursuant to a resolution of the Executive, and in the presence of the Secretary and one other member of the Executive, who sign every deed or instrument to which the deed is fixed.

Rule 13 Visitors

Non-members of the Society may attend scientific or business meetings of the Society on the introduction of a Member and by invitation by the Chairperson of the meeting. They may be invited to speak but may not vote on any resolutions.

Rule 14 Publications

News sheets and other publications shall be issued at such times and in such form as the Society through the Executive may determine.

Rule 15 Winding Up

If upon winding up or dissolution of the organisation there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the organisation but shall be given or disposed of by gift to the Royal Society of New Zealand or to some other organisation or body having objects similar to the objects of the first organisation within New Zealand.