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About us — rules

Rules of New Zealand Botanical Society Incorporated

As first drafted in 1988, with subsequent ammendments in the same year.

1. Name
The name of the society will be the New Zealand Botanical Society Incorporated.

2. Interpretation
In these rules, unless a contrary intention appears, 'Society' means New Zealand Botanical Society Incorporated; 'Committee' means the Committee for the time being appointed under these Rules; 'Year' means the financial year of the Society which extends from the 1st January to 31st December in any year; 'Regional Botanical Societies' means any Botanical Society existing for the time being in a region of New Zealand; 'Newsletter' means the New Zealand Botanical Society Newsletter; 'Resolution' means a resolution passed by a majority of those present or voting at a General or Committee meeting; 'Ballot' means a postal ballot conducted according to these rules; 'Act' means The Incorporated Societies Act 1908.

3. Objects
(a) To encourage the study of botany, particularly that of New Zealand.

(b) To disseminate knowledge about, and encourage interest in, the flora of New Zealand.

(c) To publish a regular Newsletter available to all members.

(d) To organise occasional meetings to foster the objects of the Society.

(e) To make statements on matters of national botanical interest and concern.

(f) To provide an organisation through which regional botanical societies can comment on botanical issues.

(g) To encourage the conservation of the indigenous New Zealand flora and vegetation.

(h) To publish and issue such publications as may from time to time further the objects of the Society.

(i) To own, lease as lessee or lessor, or administer such land or other property as the Society thinks fit.

(j) To affiliate with any other society or organisation having botanical interests if it is considered to assist in carrying out any of the above objects.

4. Membership
(a) Any interested person or organisation may join the Society. There will be three classes of membership:

(i) Ordinary: any person may become an ordinary member on payment of the annual subscription for an ordinary member.
(ii) Institutional: any organisation wishing to receive the Newsletter may become an institutional member on payment of the annual subscription for an institutional member.
(iii) Student: any full-time student at a recognised educational institution may become a student member on payment of the annual subscription for a student member.

(b) Any member may resign their membership by giving to the Secretary written notice to that effect provided that it will be a condition precedent of such resignations that all subscriptions and levies owing up to the date of their resignation will have been paid by the member unless otherwise
decided by resolution of the committee.

(c) The Committee will have the power to refuse or cancel membership.

(d) The Secretary will keep a register of members in accordance with Section 22 of The Act.

5. Subscriptions
The annual subscription for all classes of membership will be set by the Committee from time to time.

6. Officers and Committee
(a) The Officers of the Society will consist of a

President
Secretary
Treasurer

but the offices of Secretary and Treasurer may be combined.

(b) The Committee of the Society will consist of the Officers, 3 elected members, and a Newsletter Editor who will be appointed by the Committee.

(c) The Committee will have the power to coopt additional members to achieve regional representation.

(d) Vacancies arising in any Office or in the Committee will be filled by the Committee and members so appointed will remain in office until the first election thereafter.

(e) Meetings will be held from time to time as called by the President or Secretary, or when requested by any two members of the Committee. Meetings may be by conference telephone. A quorum for Committee meetings will consist of three members.

(f) Statements on behalf of the Society can only be made with the Committee's authorisation.

(g) The Common Seal of the Society will be kept by the Secretary, and used only on the resolution of the Committee.

7. Election of Officers and Committee
(a) Elections will be held annually by postal ballot.

(b) Nominations will open on 1 September in any year and close on 20 November in that same year, and will be made in writing to the Secretary. Nominations will be signed by the Proposer and the Seconder, and by the Nominee to indicate their acceptance of nomination.

(c) The Secretary will circulate ballot papers to all members for a postal ballot allowing 14 clear days for return of ballot papers to the Secretary.

(d) The Committee will appoint two independent scrutineers to count the ballot.

8. Control and use of funds
(a) The financial year of the Society will be from 1 January to 31 December.

(b) The Committee will control and invest all funds at its discretion and will provide an annual financial statement to be published in the Newsletter.

(c) The Society may borrow money only on the resolution of the membership.

9. General Meetings and Postal Ballots
(a) General Meetings or Postal Ballots of the Society may be called by the Committee giving 14 clear days written notice to all members.

(b) A Special Postal Ballot will be called by the Secretary within 3 months after the receipt by the Secretary of a request in writing signed by at least 15 financial members requesting the calling of a Special Postal Ballot.

10. Voting
(a) At all General Meetings every financial member present will have one vote and in the case of equality the Chair will have a second or casting vote. A quorum at any General Meeting will be 15 financial members.

(b) The mode of voting on all questions at General Meetings will be by voice or show of hands, or if the Chair or any three members so require, by ballot. A simple majority is required to pass a resolution, excepting the Alteration of the Rules of the Society which requires a two-thirds majority.

(c) In all Postal Ballots every financial member will have one vote and in the case of equality the President will have a second or casting vote.

(d) In all Postal Ballots a simple majority is required to pass a resolution, excepting the Alteration of the Rules of the Society which require a two-thirds majority.

(e) The Committee will appoint two independent scrutineers to count all Postal Ballots.

11. Alteration of Rules
These Rules may be altered, added to, rescinded or otherwise amended by a resolution passed by a majority of not less than two-thirds of those present, entitled to vote and voting at a General Meeting of the Society called in accordance with these Rules, or by a resolution passed by a majority of not less than two-thirds of those members responding to a postal ballot conducted in accordance with these Rules. In either case, 14 clear days notice of any proposal to alter, add to, rescind or amend must be
given to all members.

12. Winding Up
If a resolution to wind up the Society is passed in a Postal Ballot the Society will cease to exist and its affairs be wound up pursuant to Section 24 of the Act or any Sections or Acts amending it or passed in substitution of it. After payment of all the Society's liabilities its property will be divided amongst such associations, societies, institutions or organisations as have similar objects to this Society in such a manner and in such proportions as will be determined by the Committee.

 
 
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