Rules of NZACDITT Incorporated
Note that this version of the rules includes the changes that were passed at the Special General Meeting held on Thursday 18th November 2010, membership voting by secure online forms on 16 May, 2016 and 17 December, 2016.
1.1 The name of the society is New Zealand Association for Computing, Digital and Information Technology Teachers Incorporated ("the Society").
1.2 The Society is constituted by resolution dated 30 March, 2009.
2.0 Registered Office
2.1 The Registered Office of the Society is Burnside High School, Greers Road, Christchurch, 8053
3.0 Purposes of Society
3.1 The purposes of the Society are to:
(a) Strengthen, encourage and improve the teaching of a broad range of Computing, Digital and Information Technologies in New Zealand schools.
(b) Promote, advance, support and guide teachers of a broad range of Computing, Digital and Information Technologies (herein after referred to as “the subject”) in New Zealand schools.
(c) Facilitate, negotiate and foster links/consultation between teachers/educators and government institutions on any matters relating to the subject.
(d) Assist in the development, maintenance and review of the subject guidelines.
(e) Promote the education, professional development and up-skilling of its members.
(f) Assist teachers of the subject to keep up to date with current practice, and tertiary and industry developments.
(f) Promote and advance the profile/image of the subject to students, government and educational institutions, IT professionals/organizations, industry and the public.
(g) Affiliate with or become a member of any organization considered to be in the interest of the society.
(h) 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 Executive Committee
4.1 The Society shall have an Executive Committee (“the Committee”), comprising the following persons: (a) The President;
(b) The Secretary;
(c) The Treasurer; and
(d) Other Members as the Society shall decide with no less than three and no more than six.
(e) Immediate Past President as a co-opted member of the committee
(f) PPTA ICT Advisory Group Representative
4.2 Only Ordinary Members of the Society that are currently registered teachers may be committee members.
4.3 A committee member may co-opt other members of the society for assistance to fulfill a specific purpose.
5.0 Appointment of Committee Members
5.1 At a Society Meeting, the Members may decide by majority vote:
(a) How large the Committee will be;
(b) Who shall have the title of President, Secretary, and Treasurer;
(c) Whether any Committee Member may have more than one title;
(d) How long each person will be a Committee Member (‘the Term’).
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 Society at a Society Meeting.
(c) Their 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 14 days before a Special 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 Special General Meeting. The Secretary shall post all nominations on a suitable notice board or electronic equivalent at least two days before the Special General Meeting. All retiring members of the Committee shall be eligible for re- election.
7.2 If the position of any Committee Member becomes vacant between Society Meetings, the Committee may appoint another Committee Member to fill that vacancy until the next Society Meeting.
7.3 If any Committee Member is absent from three consecutive meetings without leave of absence the President may declare that person’s position to be vacant.
7.4 At each election of the committee at least half the committee needs to be re-elected each year and at least one quarter may not be re-elected to allow for continuity.
7.5 The term of office for elected committee members be a maximum of three years, not including any term as President, if re-elected, with the proviso of a possible fourth year in special circumstances.
7.6 Committee members may be re-elected after a year's break.
7.7 The president will be elected by members of the Society and the Secretary and Treasurer will be elected by the incoming committee.
7.8 The term of office for President will be 2 years.
7.9 The committee will be elected at a Special General meeting held within three months prior to the end of the financial year.
8.0 Role of the Committee
8.1 Subject to the rules of the Society (“The Rules”), the role of the Committee is to: Administer, manage, and control the Society; Carry out the purposes of the Society, and Use Money or Other Assets to do that; Manage the Society’s bank accounts; Ensure that all Members follow the Rules; Decide how a person becomes a Member, and how a person stops being a Member; Decide the times and dates for Meetings, and set the agenda for Meetings; Decide the procedures for dealing with complaints; Set Membership fees, including subscriptions and levies; 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 Society.
8.3 Decisions of the Committee bind the Society, unless the Committee’s power is limited by these Rules or by a majority decision of the Society.
9.0 Roles of Committee Members
9.1 The President’s role is to:
(a) Ensure that the Rules are followed;
(b) Convene Meetings;
(c) Chair Meetings, deciding who may speak and when;
(d) Oversee the operation of the Society;
(e) Give a report on the operation of the Society at each Annual General Meeting;
(f) Advise the Registrar of Incorporated Societies of any alteration to the Rules.
9.2 The Secretary’s role is to:
(a) Record the minutes of Meetings;
(b) Keep the Register of Members;
(c) Hold the Society's records, documents, and books;
(d) Receive and reply to correspondence as required by the Committee;
(e) Retain the common seal of the Society.
9.3 The Treasurer’s role is to:
(a) Collect and receive all payments made to the Society. These payments must be banked within seven days after the Treasurer receives them;
(b) Keep a true and accurate record in the Society’s account book, so that the Society’s financial situation can be clearly understood at any point in time;
(c) Give a financial report and statement of accounts (including an Income and Expenditure Account and Balance Sheet) at each Annual General Meeting, and more often if either the Committee or a majority of the Society decides this in a Meeting.
(d) Forward the annual financial statements for the Society to the Registrar of Incorporated Societies upon approval by the Members at an Annual General Meeting.
10.0 Types of Members
10.1 A Member is either an Ordinary Member, a Student Member, an Associate Member or a life Member, but not an Honorary Member.
10.1.1 An Ordinary member is defined as any educator at a school or tertiary institution who is directly involved in teaching Computing, Digital or Information Technology; or a teacher of some other subject who uses ICT or Digital Technology or Computing in teaching.
10.1.2 A Student Member is anyone who is studying to become a teacher and has applied for membership of the Association.
10.1.3 Associate members are any other person who has paid and joined the Association.
10.1.4 A Life Member is a person who is acknowledged as a longstanding Member of the Society. A Life Member has all the rights and responsibilities of an Ordinary Member (including the right to vote), but does not have to pay fees, subscriptions, or levies.
10.1.5 An Honorary Member is a person who is acknowledged as providing or having provided important services to the Society. An Honorary Member has none of the rights or privileges of a Member.
10.2 A Member has the rights and responsibilities set out in these Rules.
11.0 Admission of Members
11.1 To become a Member, a person (“the Applicant”) must: (a) Complete an application form, if the Committee requires this; and (b) Supply any other information the Committee requires.
11.2 The Committee may interview the Applicant when it considers Membership applications.
11.3 The Committee shall have complete discretion when it decides whether or not to let the Applicant become an Member. The Committee shall advise the Applicant of its decision, and that decision shall be final.
11.4 A Member may become a Life Member only if: (a) The Committee recommends that the Society should appoint the Member as a Life Member; and (b) The Society passes a resolution appointing the Member as a Life Member by a two- thirds majority of those Members present and voting. Members participating in a meeting by means of communication technology are regarded as being present.
12.0 The Register of Members
12.1 The Secretary shall keep a register of Members (“the Register”), which shall contain the names, the addresses and telephone numbers of all Members, and the dates at which they became Members.
12.2 If a Member’s address or telephone number changes, that Member shall give the new address or telephone number to the Secretary.
12.3 Each Member shall provide such other details as the Committee requires.
12.4 The Register will be updated at least annually.
13.0 Cessation of Membership
13.1 Any Member may resign by giving written notice to the Secretary.
13.2 A Member may have his or her Membership terminated in the following way:
(a) If, for any reason whatsoever, the Committee 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) 14 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 the next Society Meeting. 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 decide whether to let the termination stand, or whether to reinstate the Member. The Society’s decision will be final.
14.0 Re-admission of former Members
14.1 Any former Member who has resigned may apply for re-admission in the same way as a new applicant, but if the former Member's membership was terminated by the Committee or the Society, the Applicant shall not be readmitted without the approval of the Committee by majority vote.
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 Society.
17.0 Joining Fees, Subscriptions and Levies
17.1 The Society shall decide by majority vote at a Society Meeting:
(a) What a Member must pay to join the Society (“Joining Fee”); and
(b) What a Member must pay in order to stay a Member (“Subscription”) and how often this must be paid.
17.2 If any Member does not pay a Subscription or levy by the date set by the Committee or the Society, that Member shall have a further period of seven days to pay the Subscription or levy. After the seven day period, the Member shall (without being released from the obligation of payment) have no Membership rights and shall not be entitled to participate in any Society activity until all the arrears are paid, and the Member’s Membership shall be suspended until all arrears are paid in full.
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 authorized by Majority vote at any Society Meeting.
19.0 Financial Year
19.1 The financial year of the Society begins on 1 January of every year and ends on 31 December of that year.
20.1 Any Payment made by the Society above a value of twenty dollars must be by Cheque or electronic payment.
20.2 All Cheques must be signed by the President, and countersigned by one other Committee Member; or a payment schedule signed by the President and countersigned by one other committee member approving the payment of money with online banking.
21.0 Arranging a Statement of Expenditure and Income
21.1 The Committee shall, as soon as practicable after the end of the financial year of the Society, arrange for the Society’s accounts for that financial year to be reviewed and presented in Statements of Income and Expenditure by an Accountant, who must not be a Member of the Society.
21.2 The Committee must make the Statements of Income and Expenditure available to members on request.
Conduct of meetings
22.0 Society Meetings
22.1 A Society Meeting is either an Annual General Meeting or a Special General Meeting.
22.2 The Annual General Meeting will be held annually. To ensure that current financial reports are presented to members the Annual General Meeting must be within three months of the end of the financial year. The Committee shall determine when and where the Society shall meet.
22.3 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 a quarter of the Members.
22.4 The Secretary shall give all Members at least 14 days written notice of:
(a) The business to be conducted at any Society Meeting;
(b) A copy of the Annual Report and Statement of Income and Expenditure, if the Society Meeting is an Annual General Meeting;
(c) 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).
(d) Notice of any motions and the Committee’s recommendations about those motions. If the Secretary has sent 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.
22.5 All Members may attend and vote at Society Meetings. Members participating in a meeting by means of communication technology are regarded as being present.
22.6 No Society Meeting may be held unless a minimum of 20 Members attend.
22.7 All Society Meetings shall be chaired by the President. If the President is absent, the Secretary shall chair the Society Meeting. If the Secretary is also absent, the Society shall elect another Committee Member to chair that meeting. Any person chairing a Society Meeting has a casting vote.
22.8 On any given motion at a Society Meeting, the President shall in good faith determine the method to vote. However, if any Member demands a secret ballot before a vote by an alternative method has begun, voting must be by secret ballot. If a secret ballot is held, the President will have a casting vote.
22.9 The business of an Annual General Meeting shall be:
(a) Any minutes of the previous Meeting(s);
(b) The President’s report on the business of the Society;
(c) The Treasurer’s report on the finances of the Society, and the Statement of Accounts;
(d) Election of Committee Members;
(e) Motions to be considered;
(f) General business; and
(g) Approval of plans for the balance of the current and next calendar years.
23.0 Motions at Society Meetings
23.1 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 a quarter of all 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 If the Secretary fails to do this, the Member has the right to raise the motion at the following Society Meeting.
23.2 The Committee may also decide to put forward motions for the Society to vote on (“Committee Motions”).
24.0 Committee Meetings
24.1 The Management Committee will meet at least five times every year. Meetings may be held in person or by other means of communicating as decided by the Management Committee from time to time.
24.2 The President shall chair Committee Meetings, or if the President is absent, the Secretary shall chair the Committee Meeting. If the Secretary is also absent, the Committee shall elect a Committee Member to chair that meeting.
24.3 Decisions of the Committee shall be by majority vote.
24.4 The President or person acting as President has a casting vote.
24.5 Only Committee Members present at a Committee Meeting may vote at that Committee Meeting.
24.6 Committee meetings require a quorum of at least half of its members including one or more of the President or secretary.
24.7 Subject to these Rules, the Committee may regulate its own practices.
Signing of documents
25.0 Signing of Documents
25.1 The Society shall have a common seal. A document shall be executed on behalf of the Society if:
(a) The common seal is attached to the document; and
(b) The document is witnessed by any one of the President, Secretary, or Treasurer, and countersigned by one other member of the Committee.
Altering the rules
26.0 Altering the Rules
26.1 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.
26.2 Any proposed motion to amend or replace these Rules shall be signed by at least 15 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.
26.3 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.
26.4 When a Rule change is approved by a General Meeting the Executive Committee shall cause to be filed with the Registrar of Incorporated Societies advice of the Rule changes in the required form. No Rule change shall take effect until this is done.
27.0 Winding up
27.1 If the Society is wound up: The Society’s debts, costs and liabilities shall be paid; 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 No distribution may be made to any Member; The surplus Money and Other Assets shall be distributed to an organization with similar aims in education.
28.1 In these Rules:
(a) “Cheque” means a personal cheque or a bank cheque.
(b) “Committee” means the Committee of the Society.
(c) “Committee Meeting” means a meeting of the Committee.
(d) “Committee Member” means any Member who is on the Committee.
(e) “Majority vote” means a vote made by more than half of the 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.
(f) “Meeting” means any Annual General Meeting, any Special General Meeting, and any Committee Meeting.
(g) “Money or Other Assets” means any real or personal property or any interest therein, owned or controlled to any extent by the Society.
(h) “member” is defined as any educator at a school or tertiary institution who is directly involved in teaching Computing, Digital or Information Technology; or a teacher of some other subject who uses ICT or Digital Technology or Computing in teaching, or a student teacher, or someone who has applied to join the association and paid the membership fee.
(i) “Payment” means any transfer of legal tender by cash, electronic transfer, bank cheque, or any other means of paying legal tender, and includes payment by personal cheque.
(j) “Rules” means these rules, being the rules of the Society.
(k) “Society Meeting” means any Annual General Meeting, or any Special General Meeting, but not a Committee Meeting.
(l) “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.
(m) “Written Notice” means hand-written, printed or electronic communication of words or a combination of these methods.
This page was published on 5 Feb 2020.