| 
1. Name
1.1 The name of this organisation shall be the New Zealand Map Society (N.Z.M.S.), hereafter referred to as the Society.
2. Purpose
2.1 The purposes of the Society shall be to:
(a) promote the development and effective use of map collections throughout New Zealand;
(b) promote high standards and improve the skills of persons working with map collections in New Zealand;
(c) promote communication between map producers, map keepers and users of maps;
(d) hold seminars, workshops and to encourage the publication of information relating to all aspects of maps and map keeping;
(e) maintain contact with like organisations overseas.
3. Membership
3.1 Any individual, institution or commercial organisation within New Zealand or overseas supporting the purpose of the Society, is eligible for membership.
3.2 Any individual who is deemed by the Society to have made an outstanding contribution to the Society may be elected a Life Member of the Society by a 75% majority vote of members at an Annual General Meeting. Life Members will have the same rights as an Ordinary Member but shall be exempt from the annual membership fee.
4. Finance
4.1 The annual membership fee shall be determined from time to time by the Annual General Meeting of the Society.
4.2 The financial year shall run from 1 January to 31 December of each year. Membership fees are due on 1 January of each year.
4.3 If the membership fee has not been paid by 31 December, the Member shall no longer be a Member of the Society.
4.4 The Treasurer shall submit a financial statement for the previous financial year to the first Annual General Meeting of the Society after the conclusion of that financial year and the financial statement shall be circulated to all Members.
5. Officers
5.1 The Officers of the Society shall be as follows:
President;
Secretary;
Treasurer;
Editor;
and two or more other Members of the Society.
They shall be known collectively as "the Committee". There shall be no less than six (6) members of the Committee.
5.2 The term of office shall be from time of appointment by the Annual General Meeting of the Society for a period not exceeding one year. At the end of one year in office an Officer may be re-elected. The Committee has the power to co-opt Members to fill positions on the Committee between Annual General Meetings should a Member or Members be no longer able to perform their Committee duties.
5.3 Nominations for Officers shall be called for at the Annual General Meeting of the Society.
6. Meetings
6.1 If possible the Committee shall meet from time to time to conduct Society business.
6.2 The Society shall hold Annual General Meetings and these should usually be part of a map seminar or workshop. The place of the Annual General Meeting and seminar shall be arranged by the Committee.
6.3 The Society shall attempt to hold General Meetings on an annual basis. Where this is impossible, the frequency shall be no less than every second year.
6.4 Meetings and business will be held using the most appropriate means, including correspondence and electronic formats as determined by Members of the Committee of the Society.
7. Quorum
7.1 Four (4) Members of the Committee shall constitute a quorum of the Committee.
7.2 Eight (8) Members of the Society at an Annual General Meeting shall constitute a quorum.
8. Voting
8.1 The simple majority vote shall be sufficient authority to transact business at a meeting of the Committee, or at the Annual General Meeting of the Society, or in a postal ballot of Society Members. The President shall have the casting vote.
9. Ballot
9.1 The Committee has the power to conduct a ballot of Society Members on important matters affecting the Society, which must be decided before the next Annual General Meeting.
10. Amendments to the Constitution
10.1 The Constitution of the Society may be amended by a simple majority vote of the membership of the Society at an Annual General Meeting.
10.2 Any proposed amendments to the Constitution must be submitted to the Secretary of the Society one (1) month before the Annual General Meeting of the Society. Proposed amendments must be in the form of a written motion and must be signed by the proposer and seconder.
11. Winding up the Society
11.1 In the event of the winding up or dissolution of the Society, the Committee shall dispose of its assets, unless directed otherwise by a special General meeting, to the Alexander Turnbull Library Endowment Trust (c/o Chief Librarian, Alexander Turnbull Library) for the purchase of cartographic records.
|
