The name of the Society shall be The New Zealand Plant Protection Society (Incorporated) hereinafter called the Society.
The objects of the Society shall be:
1. To pool and exchange information on the biology of weeds, vertebrate and invertebrate pests, pathogens and beneficial organisms and methods for modifying their effects.
2. To hold an annual conference and publish a scientific journal.
3. To administer trust funds for the furtherance of plant protection science, education and extension in New Zealand.
4. To affiliate with similar societies throughout the world.
1. Ordinary membership is available to any person interested in the Society’s objectives, who applies for it, and is approved by the Executive.
2. Associate membership is available to students and retired members.
3. Sustaining membership is available to Corporate organisations.
4. Life members are elected at the Annual Meeting or Special General Meeting on the recommendation of the Executive.
4. MODE IN WHICH PERSONS BECOME MEMBERS:
1. ORDINARY MEMBERS: The Executive Committee may elect any person as an ordinary member.
2. ASSOCIATE AND STUDENT MEMBERS: The Executive Committee may elect any person who is a bone fide student, an ordinary member who is retired, or such other members that the committee may decide, to be an associate or student member. Subscription for an associate or student member will be at the discretion of the committee. Associate and student members will be entitled to all the privileges that ordinary members receive.
3. SUSTAINING MEMBERS: The Executive Committee may elect to membership any organisation whose objectives are similar to that of the Society.
4. LIFE MEMBERS: Any member who has given outstanding service to the Society may be elected as a Life Member at any annual or special general meeting. Nominations for Life membership can only be made at an annual or special general meeting by the Executive Committee. Members must submit a recommendation for nomination in writing for consideration by the Executive Committee at least 30 days prior to an annual or special general meeting.
5. MODE IN WHICH PERSONS CEASE TO BE MEMBERS:
1. Any member of the Society may resign by giving notice in writing to the Secretary.
2. Any member whose subscription is more than two years in arrears shall be removed from membership. Re-admission will be permitted after consideration by the Executive Committee and payment of overdue subscriptions.
6. OFFICERS OF THE SOCIETY:
The officers of the Society shall be:
and shall be elected at the annual meeting. Officers shall take office at the termination of the annual meeting in which they are elected and hold office until the termination of the next annual meeting. Newly appointed officers shall take office at the same time. The Executive Committee shall have the authority to contract the services of one or more of the Secretary, Treasurer and Editor. Suitably qualified candidates for these positions must become full members of the society upon acceptance. Contracted personnel shall be ratified by the members at the following AGM.
7. EXECUTIVE COMMITTEE:
The Executive Committee shall consist of:
1. The President
2. The Vice-President
3. The Secretary
4. The Treasurer
5. The Immediate Past President
6. The Editor
7. Six other members
The Executive Committee shall have the authority to co-opt up to three members. Co-opted personnel shall be members of the Society.
8. ELECTION OF EXECUTIVE COMMITTEE:
The members of the Executive Committee shall be elected at the annual meeting in the same manner and for the same time as are the officers.
9. POWERS OF THE EXECUTIVE COMMITTEE:
The Executive Committee shall have all the powers of the Society provided that these powers do not conflict with these rules or with legal responsibilities.
10. DELEGATION OF POWERS BY EXECUTIVE COMMITTEE:
The Executive Committee may delegate its powers and duties to sub-committees consisting of such member or members as it may resolve and may grant to any such sub-committee the power to co-opt other persons whether members or not.
11. EXECUTIVE COMMITTEE – QUORUM:
At any meeting of the Executive Committee six shall form a quorum.
12. ANNUAL MEETING:
1. An annual meeting shall be held each year at a time and place decided by the Executive Committee.
2. At least 14 days notice shall be given to all members of the time and place of the annual meeting.
3 At each annual meeting an audited balance sheet and income and expenditure account shall be presented.
4. At the annual (or any special general) meeting a quorum shall consist of 15 members.
At all meetings voting shall be on the voices or by show of hands at the discretion of the chairman provided that, if any member shall so demand, voting shall be by ballot. The chairman shall have a deliberative and a casting vote. Except where otherwise stated, a simple majority shall be sufficient to carry a motion.
14. SPECIAL GENERAL MEETINGS:
A special general meeting may be held at any time by resolution of the Executive Committee or on receipt by the Secretary of a requisition signed by at least 10 members specifying the purpose for which the meeting is to be called. At least 10 days notice shall be given to all members of the time and place of such meeting.
All funds of the Society shall be paid to the Treasurer who shall keep correct accounts showing the details of the Society’s financial affairs and shall disburse moneys of the Society under the authority of the Executive Committee.
All funds of the Society shall be paid into the Society’s bank account as may be decided from time to time by the Executive Committee for that purpose.
17. BANK ACCOUNTS:
The Society’s bank accounts shall be operated by the President, Treasurer and any two other members of the Society or other persons appointed by the Executive Committee for that purpose. Cheques and withdrawal warrants shall be signed by any two of the signatories.
18. FINANCIAL YEAR:
The financial year of the Society shall end on 30 April in each year or such other date that may be decided from time to time by the Executive Committee.
An audit of the Society’s revenue and expenditure must be undertaken each year by an authorised person or company and presented to the Society at the AGM by the Treasurer.
The annual subscription is due from the beginning of the financial year (1 May) and will be any such sum as may be decided at any committee meeting. It shall include privileges as appropriate for the type of membership. Ordinary membership will include a copy of the NZPP Journal of that year’s membership. No subscription shall be required from Life Members. Non-members may be admitted to conferences at a fee which may be decided by the Executive Committee.
21. COMMON SEAL:
The common seal shall be kept in the custody of the Secretary and shall be affixed to documents only by the direction of the Executive Committee in the presence of the Secretary and any one member of the Executive Committee.
22. ALTERATION OF RULES:
The rules of the Society may be altered, rescinded, or added to at any annual or special general meeting provided two thirds of the members present vote accordingly, and provided that at least 14 days notice of intention is sent to members. No addition to alteration or rescission of the rules shall be approved if it affects the aim/ objects, payments to members, pecuniary profit clause or the winding up clause.
23. POWER TO BORROW FUNDS:
The Society shall have power to borrow money.
24. PAYMENT TO MEMBERS:
Notwithstanding anything expressed or implied in these rules, the activities of the Society shall not be carried on for the personal pecuniary profit or benefit of any member or individual. No member or person associated with a member of the Society shall derive any income, benefit or advantage from the Society where they can materially influence the payment of the income, benefit or advantage. Except where that income, benefit or advantage is derived from:
(a) Professional services to the Society rendered in the course of business and charged at no greater rate than current market rates; or
(b) Interest on money lent at no greater than current market rates;
AND all members who may be interested or concerned directly or indirectly shall disclose the nature and extent of their interest to the Committee.
25. DISTRIBUTION OF ASSETS:
In the event of the winding up of this Society the funds and the property of the Society shall be distributed to any other body or organisation having the same or similar objects as those of the Society, or to such charitable organisations or such charitable purposes as shall be decided by members in the General Meeting. No individual member shall receive any personal pecuniary profit or benefit from the winding up. No addition to, or alteration of, this clause can be made without the approval of the Inland Revenue Department.