Constitution of the Professional Historians' Association of New Zealand/Aotearoa incorporated
The name of the association shall be the Professional Historians' Association of New Zealand/Aotearoa Incorporated, hereinafter referred to as 'the Association', or as 'PHANZA'.
The aims of the Association are:
- to promote the interests of professional historians;
- to encourage professional standards in the practice of history, including the adoption of an accepted code of practice;
- to represent professional historians in public discussions;
- to provide advice and information on the employment of professional historians;
- to facilitate communication and exchange of information among professional historians;
- to engage in relevant activities beneficial to members.
- Membership shall be open to those with a research-based honours degree in history (or a related discipline) from a recognised tertiary institution; or to those who have relevant research or publication experience.
- Membership shall be by application to the Association which will determine membership.
- Membership may be terminated at any time by written notice to the Secretary.
- Membership will be deemed to have lapsed by resolution of the Executive Committee if a member's annual subscription is unpaid within six months of the beginning of the financial year.
- The Association reserves the right to suspend or terminate membership.
- Honorary membership may be conferred by decision of an Annual or Extraordinary General Meeting of the Association.
- Life membership may be conferred by decision of an Annual or Extraordinary General Meeting of the Association.
4. Annual fees
- The annual membership fee shall be determined by resolution of the Annual General Meeting.
- Any individual, society or institution may subscribe to the Association's publications.
- Any group of five or more members of the Association who share some affinity such as origin, locality or interest may form a branch of the Association subject to ratification by the Executive Committee.
- Each branch shall be at liberty to make its own rules subject to the provisions of this constitution.
- Members of branches must be financial members of the national association.
- Each branch shall have power to levy its members for branch activities.
- Branches shall have no automatic right to the funds of the Association.
6. Executive Committee
- An Executive Committee (hereinafter referred to as the Committee) shall be constituted to manage the affairs of the Association.
- The Committee shall consist of a President, Secretary and Treasurer, and four other members, from whom the Committee will elect a newsletter editor or editors.
- The Committee shall be elected at an Annual General Meeting and shall have the power to appoint a member to fill any vacancy on the Committee.
- At least three Committee meetings shall be held each year.
- A meeting of the Committee may be called at any time by the President on the requisition of ny two Committee members.
- The President shall preside at all Committee and Annual General Meetings but in the event of the absence of the President any other committee member may be elected.
- The quorum shall be three.
- The Committee shall have powers to co-opt up to three additional members as it deems fit.
7. Annual General Meeting
An Annual General Meeting shall be held at a date and place decided by the Committee.
The business shall comprise a report, a financial statement, the election of officers, and such other matters as may properly be put before the meeting.
Notice and agenda of the meeting shall be circulated to members at least one month beforehand.
Nominations for office shall be accepted up to the time of and from the meeting.
The quorum for the Annual General Meeting shall be ten financial members.
8. Extraordinary General Meeting
The Committee may at any time convene an Extraordinary General Meeting and shall do so within one calendar month of a request to the Secretary in writing, specifying the proposed business and signed by fifteen financial members.
9. Method of voting
The election of the Committee shall be by recorded vote or by secret ballot but other voting at all meetings shall be by show of hands and any motion shall be deemed to be carried by majority vote. If the result is questioned a recorded vote shall be taken. There shall be provision made for postal or proxy voting.
10. Constitution and rules
- The Committee may at its discretion make Rules concerning the conduct of members and the activities of the Association. These must be ratified by a simple majority at a General Meeting.
- The Constitution and Rules may be altered, added to, or rescinded by resolution at the Annual General Meeting, or at an Extraordinary General Meeting. Any such motion to alter, add to or rescind shall be notified to the Secretary no less than two months before the meeting and must be set out on the Agenda for the meeting concerned.
- An amendment to the Constitution may be made by a two-thirds majority of financial members attending the Annual General Meeting or an Extraordinary General Meeting provided that no amendment shall be permitted if it in any way affects the non-profit status of the Association.
11. Control of funds
- The Treasurer shall be authorised to receive money and issue receipts.
- All expenditure shall be authorised by the Committee provided that there shall be no distribution, whether by way of money, property, or otherwise, howsoever, to any member of the Association.
- The Committee shall have authority to operate a bank account or accounts and to invest funds in any Authorised Trustee Investment as shall be decided.
- Any two of the Treasurer, President or Secretary shall be given signing authority to operate the Association's bank accounts and investments.
- The Association shall have the power to borrow money only with the express approval of a General Meeting.
- The financial year of the Association shall run from 1 July of each year to the following 30 June.
An Auditor, who shall not be a member of the Committee, shall be elected at the Annual General Meeting. A vacancy incurring to the office of Auditor during the year shall be filled by the Committee.
13. Financial statements
An audited statement of Income and Expenditure, a Balance Sheet and a report from the Committee shall be made available to members at the Annual General Meeting.
14. Common seal
The Secretary shall have control of the Common Seal of the Association and shall use it only on official Association documents.
15. Winding up
In the event of the winding up of the Association, its funds shall be disposed of in accordance with the directions of the Annual General Meeting or failing such directions, be donated to the New Zealand Historical Association.