STANZ Constitution 2019
The SCIENCE TECHNICIANS’ ASSOCIATION OF NEW ZEALAND INCORPORATED is a national association which represents the professional interests of all science technicians in education.
(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.
(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 be available to consult with 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 legislation and relevant regulatory documents.
(i) To run the biennial conference of STANZ. This shall be hosted by regional groups.
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 20 working days of a Contact Officer leaving this position.
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
- An Executive officer must exercise their power on the committee for the proper purpose of running the organisation.
- 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, prizes, or discounts on products or services) in accordance with the purposes of the society.
(a) There shall be two 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 Sign Up form on the Associations official website. Approval of membership is at the discretion of an approved Executive member tasked with this responsibility.
ii. 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.
(c) Exclusion of membership: The Executive reserves the right to exclude a member without necessarily giving a reason.
(d) 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 on the official form located on the Associations website.
A member’s grievance relating to their rights and interests as members, or a complaint concerning the misconduct or discipline of other member(s), will be referred to the Executive. An Executive member will be appointed to hear the member’s grievance or complaint and to manage the process of communicating with the Executive.
7. Affiliation with Other Organizations
(a) 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 General Meeting held in Conference years the members shall elect a National Executive Committee comprising up to seven elected members. The non-elected Immediate Past President retains a position on the executive with voting rights. The Office holders of the Executive (except Immediate Past President) are selected by the elected committee 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 2 years.
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. All officer positions except the Immediate Past President are elected by the Executive. These positions are for a term of 2 years.
ii. Every second year (after conference) a new President is elected for a four year term consisting of two years as President and two years as Immediate Past President.
(d) Meetings of the Executive
The Executive shall have at least two face-to-face meetings a year. General business may be carried out via electronic methods. A quorum of at least 5 members of the Executive must be present at face-to-face meetings.
(e) If the President is unable to continue in their position or fulfil a particular duty then the Past President will fill the role until the President can resume their role or a new President is elected.
(f) The Association may indemnify an Officer within the guidelines of the Incorporated Societies Act.
(g) Every person commits an offence who is on the Executive and who dishonestly uses their position to directly or indirectly obtain privilege, service, monetary advantage or benefit for themselves or another member or Executive member.
(h) 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.
(i) 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..
(j) Former officers remain liable for past acts, omissions, and decisions. Despite vacating office as an officer, a person who held office as an officer remains liable under the provisions of this Act that impose liabilities on officers in relation to acts and omissions and decisions made while that person was an officer.
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.
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) A national conference shall be held biennially. At the Conference General meeting the Executive shall appoint a Member responsible for forming the organising committee for the conference to be held in two years time. 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 act as organiser, host and promoter with an advance of funds from STANZ authorised by the Executive.
(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. Annual General Meeting (AGM)
- An AGM will be held each year no later than 6 months after the end of the Association’s financial year. Minutes will be kept of each meeting.
(b) The Association must present the following information
- A financial report on the affairs of the Association
- Financial statements for the most recently completed accounting period.
- Disclosures made by Officers in the Interests Register concerning any conflict of interest.
(c) At every AGM members will be welcome and the meeting will be presided over by the President.
(d) 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.
(e) Remits from the AGM that are passed shall bind the Executive to an appropriate course of action.
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 anytime 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
(a) The Executive is empowered to seek grants and endowments to foster the objectives of the Association.
16. Standing Committees
(a) The Executive may appoint any Standing Committees that are necessary to assist the Association’s activities.
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.
The financial year of the Association shall end on the last day of December each year.
(a) The annual accounts of the association shall be reviewed by an appropriately qualified person who is appointed by the Executive.
(b) 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.
(c) 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 20 below, and the Association shall have power to borrow money for the purpose of assisting the objects of the Association.
(d) 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.
(e) The Executive must ensure a record of all transactions is kept.
(f) 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 2 members of the Executive committee.
ii. given to the Registrar for registration.
(g) Surplus funds can be invested only in term bank deposits.
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
- In the event of the Association being wound up, dissolved, or its activities being suspended for a period exceeding one year and there remaining after the satisfaction of all debts and liabilities, any property whatsoever, the same shall be given or transferred to the Royal Society of New Zealand.
(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
(a)The Association may Amend the Constitution to
i.provide a framework to operate the Association in a lawful way.
ii.promote high quality governance
iii.recognise that the members have the primary responsibility to hold the Association to account.
(b) Every amendment to the Constitution must be:
i. approved at a General Meeting by a majority vote of members participating and voting at that meeting.
ii. signed by at least 3 members of the Association.
(c) A copy of the amendment of the Constitution must be given to the Registrar within 20 working days after the amendment is approved at the General meeting.
(d) The copy of the amendment must be accompanied by a certification by an Executive member certifying that:
i. the amendment was made in accordance with the Constitution
ii. the Constitution, as amended, continues to comply with the Incorporated Societies Act.