Rules of the New Zealand Society of Procedural Phlebology
The Society
1. 0 Name
1.1 The name of the society is the New Zealand Society of Procedural
Phlebology (NZSPP).
1.2 The Society is constituted by resolution dated 10th July 2016.
2.0 Registered Office
2.1 The Registered Office of the Society is 811 Heretaunga St. East,
Parkvale, Hastings 4122
3.0 Purposes of Society
3.1 The purposes of the Society are to:
a. Represent Procedural Phlebologists in New Zealand.
b. Promote knowledge and understanding of Procedural Phlebology amongst the medical and health professions and general public.
c. Provide peer review for procedural phlebologists.
d. Provide credentialing and quality assurance services for our members and third parties including but not limited to the medical council,
professional colleges and insurance companies.
e. Do anything necessary or helpful to the above purposes.
3.2 Pecuniary gain is not a purpose of the Society.
Management of the Society
4.0 Managing Committee
4.1 The Society shall have a managing committee (“the Committee”), comprising the following persons:
a. The Chair/President;
b. The Secretary;
c. The Treasurer; and
d. Such other Members as the Society shall decide.
4.2 Only Full Members of the Society may be Committee Members.
4.3 There shall be a minimum of three Committee Members.
5.0 Appointment of Committee Members
5.1 At a Society Meeting, the Full Members may decide by majority vote:
a. How large the Committee will be;
b. Who shall be the Chair/President, Secretary, and Treasurer;
c. Whether any Committee Member may hold more than one position as an officer;
d. The term of appointment for committee members is two years.
6.0 Cessation of Committee Membership
6.1 Persons cease to be Committee Members when:
a. They resign by giving written notice to the Committee.
b. They are removed by majority vote of the Full Members of the Society at a Society Meeting.
c. Their two year Term expires.
6.2 If a person ceases to be a Committee Member, that person must within one month give to the Committee all Society documents
and property.
7.0 Nomination of Committee Members
7.1 Nominations for members of the Committee shall be called for at least 28 days before an Annual General Meeting. Each candidate shall be
proposed and seconded in writing by Members and the completed nomination delivered to the Secretary. Nominations shall close at 5pm
on the fifth day before the Annual General Meeting. [See also rule 21.4(b)] All retiring members of the Committee shall be eligible for
re-election.
7.2 If the position of any Officer becomes vacant between Annual General Meetings, the Committee may appoint another Committee Member
to fill that vacancy until the next Annual General Meeting.
7.3 If the position of any Committee Member becomes vacant between Annual General Meetings, the Committee may appoint another Society
Full Member to fill that vacancy until the next Annual General Meeting.
7.4 If any Committee Member is absent from three consecutive meetings without leave of absence the Chair/President may declare that
person’s position to be vacant.
8.0 Role of the Committee
8.1 Subject to the rules of the Society (“The Rules”), the role of the Committee is to:
a. Administer, manage, and control the Society;
b. Carry out the purposes of the Society, and Use Money or Other Assets to do that;
c. Manage the Society’s financial affairs, including approving the annual financial statements for presentation to the Members at the
Annual General Meetings;
d. Set accounting policies in line with generally accepted accounting practice
e. Delegate responsibility and co-opt members where necessary
f. Ensure that all Members follow the Rules;
g. Decide how a person becomes a Member, and how a person stops being a Member;
h. Decide the times and dates for Meetings, and set the agenda for Meetings;
i. Decide the procedures for dealing with complaints;
j. Set Membership fees, including subscriptions and levies;
k. Make regulations.
8.2 The Committee has all of the powers of the Society, unless the Committee’s power is limited by these Rules, or by a majority decision of
the Full Members of the Society.
8.3 All decisions of the Committee shall be by a majority vote. In the event of an equal vote, the Chair/President shall have a casting vote,
that is, a second vote but only if the committee comprises of more than three members.
8.4 Decisions of the Committee bind the Society, unless the Committee’s power is limited by these Rules or by a majority decision of the Full
Members of the Society.
9.0 Roles of Committee Members
9.1 The Chair/President is responsible for:
a. Ensuring that the Rules are followed;
b. Convening Meetings and establishing whether or not a quorum (half of the Committee) is present;
c. Chairing Meetings, deciding who may speak and when;
d. Overseeing the operation of the Society;
e. Providing a report on the operations of the Society at each Annual General Meeting.
9.2 The Secretary is responsible for:
a. Recording the minutes of Meetings;
b. Keeping the Register of Members;
c. Holding the Society's records, documents, and books except those required for the Treasurer’s function;
d. Receiving and replying to correspondence as required by the Committee;
e. Forwarding the annual financial statements for the Society to the Registrar of Incorporated Societies upon their approval by the
Members at an Annual General Meeting.
f. Advising the Registrar of Incorporated Societies of any rule changes.
9.3 The Treasurer is responsible for:
a. Keeping proper accounting records of the Society’s financial transactions to allow the Society’s financial position to be readily
ascertained;
b. Preparing annual financial statements for presentation at each Annual General Meeting. These statements should be prepared in
accordance with the Societies’ accounting policies (see 8.1.d).
c. Providing a financial report at each Annual General Meeting;
d. Providing financial information to the Committee as the Committee determines.
10.0 Committee Meetings
10.1 Committee meetings may be held via video or telephone conference, or other formats as the Committee may decide;
10.2 No Committee Meeting may be held unless more than half of the Committee Members attend and a minimum of three Committee
members or their proxy is required;
10.3 The Chair/President shall chair Committee Meetings, or if the Chair/President is absent, the Committee shall elect a Committee Member
to chair that meeting;
10.4 Decisions of the Committee shall be by majority vote;
10.5 The Chair/President or person acting as Chair/President has a casting vote, that is, a second vote but only when the Committee Members
number more than three;
10.6 Only Committee Members present at a Committee Meeting may vote at that Committee Meeting unless voting by proxy.
10.7 Subject to these Rules, the Committee may regulate its own practices;
10.8 The Chair/President or his nominee shall adjourn the meeting if necessary.
10.9 Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon
requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the
Chair/President/ of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further
adjournments. The Chair/President may with the consent of any Society Meeting adjourn the same from time to time and from place to
place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the
adjournment took place.
Society Membership
11.0 Types of Members
11.1 Membership comprises of Associate and Full Membership.
a. Associate Membership shall be open to medical practitioners, sonographers and other health professionals with an interest in
Procedural Phlebology.
b. Full Membership shall be granted to only medical practitioners holding Vocational Registration, in a relevant specialty, with the New
Zealand Medical Council and may include but is not limited to Surgery, Radiology, General Practice and Dermatology.
Only Full Members have voting rights.
11.2 Members have the rights and responsibilities set out in these Rules.
12.0 Admission of Members
12.1 To become a Member, a person (“the Applicant”) must:
a. Apply in writing or by electronic form (e.g. Email), if the Rules, Bylaws or Committee requires this; and
b. Supply any other information the Committee requires including but not limited to a curriculum vitae and annual practicing certificate.
12.2 The Committee may interview the Applicant when it considers Membership applications.
12.3 The Committee shall have complete discretion when it decides whether or not to allow the Applicant become a Member.
The Committee shall advise the Applicant of its decision, and that decision shall be final.
13.0 The Register of Members
13.1 The Secretary shall keep a register of Members (“the Register”), which shall contain:
a. the names
b. the postal and email addresses
c. telephone numbers
d. membership status (Associate / Full)
e. procedural credentialing status of all Members, and the dates at which they became Members.
13.2 If a Member’s contact details change, that Member shall give the new postal or email address or telephone number to the Secretary.
13.3 Each Member shall provide such other details as the Committee requires.
13.4 Members shall have reasonable access to the Register of Members. The Register may be made public.
14.0 Cessation of Membership
14.1 Any Member may resign by giving written notice to the Secretary.
14.2 Membership terminated in the following way:
a. If, for any reason whatsoever, a majority of the full membership is of the view that a Member is breaching the Rules or acting in a
manner inconsistent with the purposes of the Society, the Committee may give written notice of this to the Member (“the Committee’s
Notice”). The Committee’s Notice must:
i. Explain how the Member is breaching the Rules or acting in a manner inconsistent with the purposes of the Society;
ii. State what the Member must do in order to remedy the situation; or state that the Member must write to the Committee giving
reasons why the Committee should not terminate the Member’s Membership.
iii. State that if, within 14 days of the Member receiving the Committee’s Notice, the Committee is not satisfied, the Committee may
in its absolute discretion immediately terminate the Member’s Membership.
iv. State that if the Committee terminates the Member’s Membership, the Member may appeal to the Society.
b. Fourteen days after the Member received the Committee’s Notice, the Committee may in its absolute discretion by majority vote
terminate the Member’s Membership by giving the Member written notice (“Termination Notice”), which takes immediate effect.
The Termination Notice must state that the Member may appeal to the Society at the next Meeting by giving written notice to the
Secretary (“Member’s Notice”) within 14 days of the Member’s receipt of the Termination Notice.
c. If the Member gives the Member’s Notice to the Secretary, the Member will have the right to be fairly heard at a Society Meeting held
within the following 28 days. If the Member chooses, the Member may provide the Secretary with a written explanation of the events
as the Member sees them (“the Member’s Explanation”), and the Member may require the Secretary to give the Member’s Explanation
to every other Member within 7 days of the Secretary receiving the Member’s Explanation. If the Member is not satisfied that the other
Society Members have had sufficient time to consider the Member’s Explanation, the Member may defer his or her right to be heard
until the following Society Meeting.
d. When the Member is heard at a Society Meeting, the Society may question the Member and the Committee Members.
e. The Society shall then by majority vote, of the Full Members, decide whether to let the termination stand, or whether to reinstate the
Member. The Society’s decision will be final.
15.0 Obligations of Members
15.1 All Members (and Committee Members) shall promote the purposes of the Society and shall do nothing to bring the Society into
disrepute.
Money and other assets of the Society
16.0 Use of Money and Other Assets
16.1 The Society may only Use Money and Other Assets if:
a. It is for a purpose of the Society;
b. It is not for the sole personal or individual benefit of any Member; and
c. That Use has been approved by either the Committee or by majority vote of the Full Members.
17.0 Joining Fees, Subscriptions and Levies
17.1 If any Member does not pay a Subscription or levy by the date set by the Committee or the Society, the Secretary will give written notice
that, unless the arrears are paid by a nominated date, the Membership will be terminated. After that date, the Member shall (without
being released from the obligation of payment of any sums due to the Society) have no Membership rights and shall not be entitled to
participate in any Society activity.
18.0 Additional Powers
18.1 The Society may:
a. Employ people for the purposes of the Society;
b. Exercise any power a trustee might exercise;
c. Invest in any investment that a trustee might invest in;
d. Borrow money and provide security for that if authorised by Majority vote, of the Full Members, at any Society Meeting.
19.0 Financial Year
19.1 The financial year of the Society begins on 1st April of every year and ends on 31st March of the next year.
20.0 Assurance on the Financial Statements
20.1 No review or audit of the annual financial statements is required unless a review or audit is requested by 5% of the Members at any
properly convened Society Meeting.
Conduct of Meetings
21. 0 Society Meetings
21.1 A Society Meeting is either an Annual General Meeting or a Special General Meeting.
21.2 The Annual General Meeting shall be held once every year no later than five months after the Society’s balance date.
The Committee shall determine when and where the Society shall meet within those dates.
21.3 Special General Meetings may be called by the Committee. The Committee must call a Special General Meeting if the Secretary receives
a written request signed by at least 10% of the Members.
21.4 The Secretary shall:
a. Give all Members at least 14 days Written Notice of the business to be conducted at any Society Meeting
b. Additionally, the Secretary will provide, appropriate:
i. A copy of the Chair/President’s Report on the Society’s operations and of the Annual Financial Statements as approved by the
Committee,
ii. A list of Nominees for the Committee, and information about those Nominees if it has been provided. (The Secretary must not
provide Members with information exceeding one side of an A4 sheet of paper per Nominee)
iii. Notice of any motions and the Committee’s recommendations about those motions.
iv. If the Secretary has sent a notice to all Members in good faith, the Meeting and its business will not be invalidated simply because
one or more Members do not receive the notice.
21.5 All Members may attend but only Full Members may vote at Society Meetings.
21.6 No Society Meeting may be held unless at least 60 % of eligible Members attend. (This will constitute a quorum.)
21.7 All Society Meetings shall be Chaired by the Chair/President. If the Chair/President is absent, the Society shall elect another Committee
Member to Chair that meeting but that person will not have a casting vote.
21.8 On any given motion at a Society Meeting, the Chair/President shall in good faith determine whether to vote by:
a. Voices, b. Show of hands or c. Secret ballot.
However, if any Member demands a secret ballot before a vote by voices or show of hands has begun, voting must be by secret ballot.
If a secret ballot is held, the Chair/President will have a casting, that is, second vote.
21.9 The business of an Annual General Meeting shall be:
a. Receiving any minutes of the previous Society’s Meeting(s);
b. The Chair/President’s report on the business of the Society;
c. The Treasurer’s report on the finances of the Society, and the Annual Financial Statements;
d. Election of Committee Members;
e. Motions to be considered;
f. General business.
21.10 The Chair/President or his nominee shall adjourn the meeting if necessary.
21.11 Adjourned Meetings: If within half an hour after the time appointed for a meeting a quorum is not present the meeting, if convened upon
requisition of members, shall be dissolved; in any other case it shall stand adjourned to a day, time and place determined by the
Chair/President of the Society, and if at such adjourned meeting a quorum is not present the meeting shall be dissolved without further
adjournments. The Chair/President may with the consent of any Society Meeting adjourn the same from time to time and from place to
place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the
adjournment took place.
22.0 Motions at Society Meetings
22.1 Any Member may request that a motion be voted on (“Member’s Motion”) at a particular Society Meeting, by giving written notice to the
Secretary at least 28 days before that meeting. The Member may also provide information in support of the motion (“Member’s
Information”). The Committee may in its absolute discretion decide whether or not the Society will vote on the motion. However, if
the Member’s Motion is signed by at least 20 % of eligible Members:
a. It must be voted on at the Society Meeting chosen by the Member; and
b. The Secretary must give the Member’s Information to all Members at least 14 days before the Society Meeting chosen by the Member;
or
c. If the Secretary fails to do this, the Member has the right to raise the motion at the following Society Meeting.
22.2 The Committee may also decide to put forward motions for the Society to vote on (“Committee Motions”) which shall be suitably notified.
Common Seal
23.0 Common seal
23.1 The Committee shall provide a common seal for the Society and may from time to time replace it with a new one.
23.2 The Secretary shall have custody of the common seal, which shall only be used by the authority of the Committee. Every document to
which the common seal is affixed shall be signed by the President and countersigned by the Secretary or a member of the Committee.
Altering the Rules
24.0 Altering the Rules
24.1 The Society may alter or replace these Rules at a Society Meeting by a resolution passed by a two-thirds majority of those Members
present and voting.
24.2 Any proposed motion to amend or replace these Rules shall be signed by at least 20 % of eligible Members and given in writing to the
Secretary at least 28 days before the Society Meeting at which the motion is to be considered, and accompanied by a written explanation
of the reasons for the proposal.
24.3 At least 14 days before the General Meeting at which any Rule change is to be considered the Secretary shall give to all Members written
notice of the proposed motion, the reasons for the proposal, and any recommendations the Committee has.
24.4 When a Rule change is approved by a General Meeting no Rule change shall take effect until the Secretary has filed the changes with the
Registrar of Incorporated Societies.
Bylaws
25.0 Bylaws to govern the Society
25.1 The Committee may from time-to-time make, alter or rescind bylaws for the general management of the society, so long as these are not
repugnant to these rules or to the provisions of law. All such bylaws shall be binding on members of the Society. A copy of the bylaws
for the time being, shall be available for inspection by any member on request to the Secretary.
Winding up
26.0 Winding up
26.1 If the Society is wound up:
a. The Society’s debts, costs and liabilities shall be paid;
b. Surplus Money and Other Assets of the Society may be disposed of:
i. By resolution; or
ii. According to the provisions in the Incorporated Societies Act 1908; but
c. No distribution may be made to any Member;
d. The surplus Money and Other Assets shall be distributed to: [see S.27 of the Act]
i. The Cancer Society of New Zealand.
Definitions
27.0 Definitions and Miscellaneous matters
27.1 In these Rules:
a. “Majority vote” means a vote made by more than half of the Full Members who are present at a Meeting and who are entitled to vote
and voting at that Meeting upon a resolution put to that Meeting.
b. “Money or Other Assets” means any real or personal property or any interest therein, owned or controlled to any extent by the Society.
c. “Society Meeting” means any Annual General Meeting, or any Special General Meeting, but not a Committee Meeting.
d. “Use Money or Other Assets” means to use, handle, invest, transfer, give, apply, expend, dispose of, or in any other way deal
with, Money or Other Assets.
e. “Written Notice” means communication by post, electronic means (including email, and website posting), or advertisement in
periodicals, or a combination of these methods.
f. It is assumed that
i. Where a masculine is used, the feminine is included
ii. Where the singular is used, plural forms of the noun are also inferred
iii. Headings are a matter of reference and not a part of the rules
g. Matters not covered in these rules shall be decided upon by the Committee.
