Constitution

STANZ Constitution 2023

The SCIENCE TECHNICIANS’ ASSOCIATION OF NEW ZEALAND INCORPORATED is a national
association which represents the professional interests of all Science Technicians in education.
1. Name
(a) The name of the association shall be the “SCIENCE TECHNICIANS’ ASSOCIATION OF NEW
ZEALAND INCORPORATED’’.
(b) The recognised contraction for the name of this association is STANZ.
(c) The Association may change the name of the Association in accordance with the Incorporated
Societies Act.
2. Objectives
(a) To identify and promote the ongoing professional development of Science Technicians
throughout New Zealand.
(b) To encourage and promote links with the wider science and technology community.
(c) To provide information and advice to Science Technicians on resources, methods and systems.
(d) To provide professional stimulation of Science Technicians through opportunities for sharing
professional ideas and opinions.
(e) To collect, analyse and disseminate information about Science Technicians in New Zealand and
overseas schools.
(f) To endorse guidelines for Science Technician qualifications, role descriptions, professional
development and support, resource requirements, deployment ratios, career structure and
progression.
(g) To consult, advise, and advocate with science and educational professionals, education unions,
the Ministry of Education, Government agencies and other organisations on matters
concerning Science Technicians.
(h) To promote safe work practices and environments as required by WorkSafe New Zealand
legislation and relevant regulatory documents.
(i) To facilitate the running of any STANZ conference. These shall be hosted by regional groups.
(j) STANZ does not have the purpose of making a profit for any member and this Constitution
prohibits the distribution of property in any form to any member.
3. Compliance with Incorporated Societies Act
This Constitution must comply with the Incorporated Societies Act.
(a) Contact Officer
(i) A member of the Executive must be selected to be the Contact Officer who the Registrar
can contact when needed.
(ii) The Contact Officer will be nominated and appointed by majority vote of the Executive
Committee.
(iii) Notice of a change of Contact Officer must be made within twenty working days of a
Contact Officer leaving this position.

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4. Registered Office
The Association must have a registered office in New Zealand. The Association may change the
registered address at any time and register the new registered office and the date of the change
with the Registrar.
5. Executive Officer Conduct
(a) An Executive officer must exercise their power on the committee for the proper purpose of
running the organisation.
(b) Officers must comply with the Incorporated Societies Act and the Constitution.
(c) Officers have a duty to disclose a conflict of interest when they may derive a financial benefit
from an activity the Association is funding.
(d) The committee must keep and maintain an Interests Register of disclosures made by Officers
concerning conflicts of interest. This register is to be made available to any member on
request.
(e) The Association must not distribute profits or financial benefits to individual members.
(f) The Association may provide a member with incidental benefits (for example, trophies,
(g) prizes, or discounts on products or services) in accordance with the purposes of the society.
6. Membership
(a) There shall be three categories of membership:
(i) Ordinary members: A person is eligible to apply to join STANZ if they work in or have an
interest in practical science education. Applicants must apply for membership on the
membership form on the Association’s website. Approval of membership is at the
discretion of the Membership Committee.
(ii) Associate members: Associate members may be approved as above, but without voting
rights.
(iii) Life members: The Executive may invite people whose service to Science Technician
education is deemed worthy to become Life Members of STANZ. This membership will
be ratified at a General Meeting of the Association.

(b) Resignation of membership:
(i) A member may resign by giving notice to the Secretary.
(ii) The return of two consecutive emails via Undeliverable: Mail Delivery Failure by an
email delivery system sent from the Executive to a member’s registered email address
will also be deemed a resignation.

(d) Exclusion of membership: Subject to clause 6(f), The Executive reserves the right to exclude a
member without necessarily giving a reason. Rights of members: The Executive is the
governing body of this Association. Members may act only through the Executive.
(e) The Association must keep a Database of its members containing their name, contact details
and date of joining.
(f) Complaints and grievances:
A grievance or complaint is to be made and processed in accordance with the dispute
resolution provisions outlined in clause 22.
(i) Each member, by accepting membership acknowledges that they have entered a
voluntary membership organisation, where the majority may wish to be as free of
unwanted continued association as the minority may wish to be free of unwanted
subordination to that majority.

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(ii) Each member acknowledges that their proper course when in serious disagreement,
with the position of a majority of the members that cannot be resolved by respectful
dissent, is to recognise that they should resign their membership, to enable the majority
position to prevail.
(iii) Each member acknowledges that they have joined an organisation dependent on the
time and contributions of volunteer members. Defects in a process for termination of
membership or any other actions of the Executive that do not result in a member being
treated unfairly having regard to this clause do not render the decision unjustifiable.
(iv) There may be temptations to a member to undermine an Association position which
conflicts with the interests of the member, including by embroiling the Association in
disputes. Such processes may frustrate the legitimate expectations of the majority and
waste their contributions. Accordingly, a member who challenges an Executive decision
under this clause may be liable to reimburse all reasonable costs the Association may
incur in defending against the challenge.
7. Affiliation with Other Organisations
The Executive of the Association shall be empowered to affiliate the Association with such other
bodies as it may, from time to time, deem fit.
8. The Executive
Prior to the Annual General Meeting (AGM) the members shall elect a National Executive
Committee comprising up to seven elected members. The Executive Committee chaired by the
President shall have power to act on behalf of the Association subject to the terms of this
constitution and to any resolutions passed by majority vote.
(a) Nomination of the Executive
(i) Candidates for election to the Executive must be nominated and seconded in writing by
members of the Association.
(ii) Names of candidates, together with appropriate information concerning their
candidature shall, wherever possible, be circulated via email to all members at least 2
weeks in advance of the elections. The non-receipt by any member shall not invalidate
the election process.
(b) Election of the Executive
(i) All elected positions are for a term of 1 year.
(ii) Each of these positions shall be elected by members via electronic ballot.
(iii) To be elected the member must be one of the seven highest polling nominees.
(iv) Should a member of the Executive be unable to complete the term for which they were
elected, the Executive will have the power to co-opt a substitute for the balance of the
time. The co-opted substitute Executive member has the same rights and opportunities
as an elected Executive member and can vote on Executive issues.
(v) If deemed necessary, the elected committee may co-opt further members to the
Executive but cannot exceed the number of Executive members outlined in this section.
(vi) The Executive can remove a member of the Executive Committee from office by passing
a vote of no confidence in that member.
(c) Election of Executive Officers
(i) The newly elected committee members select the Office holders of the Executive.
(ii) These positions are for a term of 1 year.
(d) A Vice President will be selected with the expectation of assuming the role of President at the
end of their elected term.

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(e) Meetings of the Executive
(i) The Executive shall have at least two meetings a year.
(ii) General business may be conducted via electronic methods.
(iii) A quorum of at least five members of the Executive must be present at meetings.
(iv) A resolution may be passed by a simple majority of the Executive Committee members.
In the event of a tie, the President will have the casting vote.
(f) If the President is unable to continue in their position or fulfil a particular duty, then the Vice
President will fill the role until the President can resume their role or a new President is
elected by the Executive Committee.
(g) The Association may indemnify an Officer within the guidelines of the Incorporated Societies
Act.
(h) Every person commits an offence who is on the Executive and who dishonestly uses their
position to obtain privilege, service, monetary advantage or benefit directly or indirectly for
themselves or another member.
(i) Every officer, member, or employee of this society commits an offence who, with intent to
defraud or deceive a person, destroys, parts with, mutilates, alters, or falsifies any register,
record, or document required by the Incorporated Societies Act or by our Constitution.
(j) Every officer, member, or employee of this society commits an offence who, with intent,
makes a false entry in any register, record, or document required by the Incorporated Societies
Act or by our Constitution.
(k) Former officers remain liable for past acts, omissions, and decisions. Despite vacating office, a
person who held office remains liable under the provisions of this Act the Incorporated
Societies Act that impose liabilities on officers in relation to acts and omissions and decisions
made while that person was an officer.
9. Observers
Observers who are not members may attend Executive meetings after approval from the President
of the Association. Observers may only have speaking rights by invitation of the President.
10. Executive Officer
The Executive may appoint an Executive Officer to manage the affairs of the Association on such
terms and conditions as they see fit.
11. Attorneys
The Association may appoint an attorney within the guidelines of the Incorporated Societies Act
and subject to the Association’s Constitution.
12. National Conference
(a) Regional groups will host a national conference. At the Conference General meeting the
Executive shall appoint a member responsible for forming the organising committee for the
next Conference. The Conference ideally should not be held twice in the same region within a
six-year period.
(b) The member from the region in which the conference is held shall function as organiser, host
and promoter with an advance of funds from STANZ authorised by the Executive.

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(c) The accounts of the national conference shall be kept separate from the accounts of STANZ.
The organising committee must provide comprehensive accounts to STANZ after the
conference. Any profit or loss will be received or borne by STANZ. No conference shall be
permitted to run if the projected budget shows a loss without approval from the Executive.
(d) The recognised name of the national conference is ConSTANZ.
13. Meetings
(a) The Secretary shall give all members at least 14 days Written Notice (by email) of the business
to be conducted at any Association General Meeting.
(b) The General Meeting and its business will not be invalidated simply because one or more
members do not receive the Notice.
(c) An Annual General Meeting (AGM) will be held each year no later than 6 months after the end
of the Association’s financial year.
(d)Minutes will be kept of each meeting.
(e) The Association must present the following information:
(i) A financial report on the affairs of the Association.
(ii) Financial statements for the most recently completed accounting period.
(iii) Disclosures made by Officers in the Interests Register concerning any conflict of interest.
(f) At every AGM, members are welcome, and the meeting will be presided over by the President.
(g) Motions and items for discussion at the AGM must be submitted in writing to the Secretary of
STANZ at least 6 weeks before the AGM to allow for publication with the agenda.
(h) Remits from the AGM that are passed shall bind the Executive to an appropriate course of
action.
(i) The Executive may call Special General Meetings. The Executive must call a Special General
Meeting if the Secretary receives a written request signed by at least 10% of the members.
(j) No General Meeting may be held unless at least 5% of eligible members attend either in
person or electronically or represented by proxy. This will constitute a quorum.
14. Provision of Information to Member
(a) A member may, at any time, make a written request to the Association for either or both of
the following:
(i) The financial statements of the Association as presented at the most recent AGM.
(ii) The minutes of the most recent AGM and Executive meeting.
(iii) The above documents must be provided to the member without charge within a
reasonable time.
(b) A member may at any time make a written request to the Association for information held by
the Association. The Association can provide the information requested within a reasonable
time or provide a reason for refusing the request.

15. Endowments and Grants
The Executive is empowered to seek grants and endowments to foster the objectives of the
Association.
16. Standing Committees
The Executive may appoint any Standing Committees that are necessary to assist the Association’s
activities.

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17. Representatives of the Association
(a) Representatives of the STANZ Association for specific activities such as membership on
outside organisations will be appointed by the Executive.
(b) Each representative shall present a report of their activities to the Executive as requested.
18. Finances
(a) The financial year of the Association shall end on the last day of December each year.
(b) The annual accounts of the association shall be reviewed by an appropriately qualified
person who is appointed by the Executive.
(c) The Executive shall decide the membership subscription for the coming financial year and
announce any changes at least 3 months before they come into effect in the new financial
year.
(d) The income and property of the Association, however acquired, shall be applied solely
towards the promotion of the objects of the Association, and no portion of it shall be sold or
transferred directly or indirectly by way of dividend, bonus or otherwise, subject to the
provision of clause 21 below, and the Association shall have power to borrow money for the
purpose of assisting the objects of the Association.
(e) The banking accounts of the Association shall be operated by signatories of the Association
who will be nominated and affirmed at a meeting of the Executive. Any two of these
signatories shall be required for all transactions.
(f) The Executive must ensure a record of all transactions is kept.
(g) The Executive must ensure that, within 6 months of the end of the accounting period, the
financial statements are:
(i) completed, dated, and signed by two members of the Executive committee.
(ii) given to the Registrar for registration.
(h) Surplus funds can be invested only in term bank deposits.
(i) No member of STANZ 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 shall be reasonable and relative to that which would be paid in
an arm’s length transaction open market value.

19. Common Seal
A common seal of the Association shall be held in the custody of the Treasurer and shall not be
affixed to any document except by resolution of the Executive. The seal shall be attested by any
two of the Executive.
20. Winding up
(a) If upon winding up or dissolution of the Association, or its activities being suspended for a
period of three years, there remains after the satisfaction of all its debts and liabilities any
property whatsoever, the same shall not be paid or distributed among the members of the
Association but shall be given or transferred to:
(i) the New Zealand Association of Science Educators; or
(ii) another organisation or body with similar objectives to the Association, or another
charitable purpose, within New Zealand.

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(b) Removal from Register
The Association will be removed from the register when a notice signed by the Registrar
stating that the Association is removed from the register is registered under the Incorporated
Societies Act.

21. Amendment of the Constitution
The Association may amend the Constitution to provide a framework to operate the Association in
a lawful way to promote high quality governance and recognise that the members have the primary
responsibility to hold the Association to account.
Amendments to the Constitution may be approved by a simple majority vote of members:
(a) approved at a General Meeting either in person, by proxy, by post or electronically, or
(b) by a postal or electronic voting procedure to be determined by the Executive.
(c) Every amendment to the Constitution must be signed by at least three members of the
Association.
(d) A copy of the amendment of the Constitution must be given to the Registrar within twenty
working days after the amendment is approved at the General meeting.
(e) The copy of the amendment must be accompanied by a certification by an Executive member
that:
(i) the amendment was made in accordance with the Constitution.
(ii) the Constitution, as amended, continues to comply with the Incorporated Societies Act.
(f) No addition to or alteration of the objects, personal benefit clause or the winding up clause
shall be made which affect the tax-exempt status/not-for-profit status of the Association. 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.

22. Dispute Resolution
Overview
(a) Section 39 of the Incorporated Societies Act 2022 requires the procedures in the
Association’s Constitution relating to disputes to be consistent with the rules of natural
justice, and Schedule 2 of the 2022 Act provides that the procedures in Association’s
Constitution will be consistent with the rules of natural justice if those procedures consist of:
(i) the procedures in Schedule 2 of the 2022 Act; and
(ii) any additional procedures decided upon by the Executive that are compatible with those
procedures.
(b) Accordingly, the procedures below comprise the procedures in Schedule 2 of the 2022 Act. If
that schedule is amended this clause 22 shall be deemed to be amended accordingly unless

the Executive resolves otherwise. The Association may, in this Constitution or through By-
law, provide additional procedures relating to disputes that are consistent with these

procedures.
How a complaint is made
(c) A Member or an Executive Member may make a complaint through an official form located
on the association webpage, or by otherwise giving to the Executive a notice in writing that:
(i) states that the Member or Executive Member is starting a procedure for resolving a
dispute in accordance with the Constitution; and
(ii) sets out the allegation to which the dispute relates and whom the allegation is against;
and

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(d) sets out any other information reasonably required by the Association.
(e) The Association may make a complaint involving an allegation against a Member or an
Executive Member by giving to the Member or Executive Member a notice in writing that:
(i) states that the Association is starting a procedure for resolving a dispute in accordance
with the Constitution; and
(ii) sets out the allegation to which the dispute relates.
(f) The information given under clause 22(c) or 22(d) must be enough to ensure that a person
against whom an allegation is made is fairly advised of the allegation concerning them, with
sufficient details given to enable them to prepare a response.
(g) A complaint may be made in any other reasonable manner permitted by the Constitution.
Person who makes a complaint has the right to be heard.
(h) A Member or an Executive Member who makes a complaint has a right to be heard before
the complaint is resolved or any outcome is determined.
(i) If the Association makes a complaint:
(i) the Association has a right to be heard before the complaint is resolved or any outcome
is determined; and
(ii) an Executive Member may exercise that right on behalf of the Association.
(j) Without limiting the manner in which the Member, Executive Member, or the Association
may be given the right to be heard, they must be taken to have been given the right if:
(i) they have a reasonable opportunity to be heard in writing or at an oral hearing (if one is
held); and
(ii) an oral hearing is held if the decision maker considers that an oral hearing is needed to
ensure an adequate hearing; and
(iii) an oral hearing (if any) is held before the decision maker; and
(iv) The decision maker considers the Member’s, Executive Member’s, or Group’s written
statement or submissions (if any).

Person who is the subject of a complaint has a right to be heard.
(k) This clause applies if a complaint involves an allegation that a Member, an Executive
Member, or the Association (the respondent):
(i) has engaged in misconduct; or
(ii) has breached, or is likely to breach, a duty under the Constitution or bylaws or the Act;
or
(iii) has damaged the rights or interests of a Member or the rights or interests of Members
generally.
(l) The respondent has a right to be heard before the complaint is resolved or any outcome is
determined.
(m) If the respondent is the Association, an Executive Member may exercise the right on behalf
of the society.
(n) Without limiting the manner in which a respondent may be given a right to be heard, a
respondent must be taken to have been given the right if:
(i) the respondent is fairly advised of all allegations concerning the respondent, with
sufficient details and time given to enable the respondent to prepare a response; and
(ii) the respondent has a reasonable opportunity to be heard in writing or at an oral hearing
(if one is held); and
(iii) an oral hearing is held if the decision maker considers that an oral hearing is needed to
ensure an adequate hearing; and

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(iv) an oral hearing (if any) is held before the decision maker; and
(v) The decision maker considers the respondent’s written statement or submissions (if
any).

Investigating and determining dispute
(o) The Association must, as soon as is reasonably practicable after receiving or becoming
aware of a complaint made in accordance with the Constitution, ensure that the dispute is
investigated and determined.
(p) Disputes must be dealt with under the Constitution in a fair, efficient, and effective manner.
Association may decide not to proceed further with a complaint.
(q) Despite clauses 22(n) and 22(o) above, the Association may decide not to proceed further
with a complaint if:
(i) the complaint is trivial; or
(ii) the complaint does not appear to disclose or involve any allegation of the following kind:
(iii) that a Member or an Executive Member has engaged in material misconduct.
(iv) that a Member, an Executive Member, or the Association has materially breached, or is
likely to materially breach, a duty under the Constitution or bylaws or the Act; or
(v) that an Executive’s rights or interests or Members’ rights or interests have been
materially damaged.
(vi) the complaint is without foundation or there is no apparent evidence to support it; or
(vii) the person who makes the complaint has an insignificant interest in the matter; or
(viii) the conduct, incident, event, or issue giving rise to the complaint has already been
investigated and dealt with under the Constitution; or
(ix) there has been an undue delay in making the complaint.

Association may refer a complaint.

(r) The Association may refer a complaint to:
(i) a subcommittee or an external person to investigate and report; or
(ii) a subcommittee, an arbitral tribunal, or an external person to investigate and decide.
(s) The Association may, with the consent of all parties to a complaint, refer the complaint to
any type of consensual dispute resolution (for example, mediation, facilitation, or a
tikanga-based practice).
Decision makers
(t) A person may not function as a decision maker in relation to a complaint if two or more
members of the Executive or a complaints subcommittee consider that there are
reasonable grounds to believe that the person may not be:
(i) impartial; or
(ii) able to consider the matter without a predetermined view.