Constitution

1.

Name

1.1

The name of the Society shall be Technical Communicators Association of New Zealand Incorporated hereinafter referred to as the "Association".

2.

Objectives

2.1

To maintain the Association as an incorporated society for the benefit of people who are involved in the field of technical communication, paper-based and/or online information in the following ways:

  • 2.1.1 actively developing any form of technical communication to inform, educate, or train
  • 2.1.2 actively involved in information design
  • 2.1.3 actively involved in editing, proof reading, and quality assurance activities
  • 2.1.4 studying to become a technical communicator
  • 2.1.5 teaching those who want to develop skills and knowledge in the field
  • 2.1.6 managing or supervising people in any of the above activities.
2.2

To provide a forum for technical communicators within New Zealand.

2.3

To promote recognition and appreciation of Technical Communication as a professional discipline within New Zealand to industry, commerce and government.

2.4

To promote technical communication as a course of study, or as part of a course that involves an element of technical communication, within tertiary institutions within New Zealand.

2.5

To develop skills and knowledge in technical communication for business or academic reasons; but excluding marketing, public relations and journalism.

Back to top

3.

Office

3.1

The registered office and postal address of the Association shall be such address that the National Committee may from time to time decide.

4.

Membership

4.1

There are various types of membership as decided by the National Committee from time to time, where each member is a voting member except as defined in Rule 5.5.2.

4.2

Eligibility for membership is determined through application by email or post, or through the website to the Membership Secretary.

4.3

Any member will cease to be a member when:

  • 4.3.1 they tender their resignation from the Association in writing by email or by post to the Membership Secretary.
  • 4.3.2 they are in three months default of paying their membership subscription, dated from the invoice date.
4.4

Subscriptions will be determined at the annual general meeting on the recommendation of the outgoing committee.

4.5

In the event of any member acting in a manner that is injurious to the character or interests of the Association, the National Committee shall hold an inquiry into the matter. Having completed the inquiry, the National Committee, if they find the member to be at fault, may:

  • 4.5.1 reprimand or censure the member.
  • 4.5.2 suspend the member for a period not exceeding six calendar months. The member will have the right to appeal to the National Committee.
  • 4.5.3 call upon the member to resign his or her membership. If such member, after being called upon, refuses or neglects to forward a written resignation within seven days, it shall be the duty of the National Committee to call a Special General Meeting under Rule 5 to consider whether the member should be expelled.
  • 4.5.4 the member shall be entitled to place before the meeting such relevant evidence (whether of member or non-member) as they shall desire. The member shall be entitled to address the Meeting before the issue is considered and determined by the Meeting.
  • 4.5.5 in every case where a resolution for expulsion shall be moved, such resolution shall be put before the Meeting before any amendment.

5.

Annual General and Special General Meetings

5.1

The date, time and place of the Annual General Meeting or a Special General Meeting shall be notified to all members at their last known contact address at least 30 days prior to the Meeting. Each Annual General Meeting shall be held no later than fifteen (15) months after the previous Annual General Meeting.

5.2

At the Annual General Meeting a National Executive and a National Committee shall be elected as provided in Rule 6.1.

5.3

The National Committee is to ensure that the rules, aims and objectives of the Association as established are implemented.

5.4

The quorum for an Annual Meeting or Special General Meeting shall be 10% of the voting members as defined in rule 4.1, represented in person, by proxy, or using any electronic or postal voting method available.

5.5

Each voting member shall have one vote, and resolutions will be decided by a simple majority vote.

  • 5.5.1 Voting shall be by voice, show of hands, or by ballot using any electronic or postal voting method available.
  • 5.5.2 Corporate members will have voting rights of the equivalent of three individual voting members.
5.6

The instrument appointing a proxy shall be current for the meeting to which it refers and in writing under the hand of the member and deposited with the Secretary not less than two hours prior to the commencement time of the meeting to which it refers. No person shall hold proxies totalling more than 5% of the membership.

6.

National Executive

6.1

The National Executive shall be:

  • 6.1.1 comprised of the President, Vice President, Secretary, and Treasurer
  • 6.1.2 elected by the voting members present at the Annual General Meeting, by proxy, or by using any electronic or postal voting method available.
6.2

In the event of one or more vacancies in membership of the National Executive (for whatever reason) during their term of office, the members of the National Committee may appoint a replacement National Executive member from the National Committee.

7.

National Committee

7.1

The National Committee shall comprise the National Executive and a minimum of a further six [6] representatives. Each representative shall be elected by the voting members present at the Annual General Meeting or by proxy, or by using any electronic or postal voting method available.

7.2

The representatives elected pursuant to Rule 7.1 shall hold office for a minimum term of two years with the right to be re-elected at the end of that period.

7.3

Each member of the National Committee shall have one vote.

7.4

The National Committee shall appoint a Branch Coordinator for each centre of Association activity, a National Publicity Officer, and a National Events Coordinator.

7.5

The National Committee shall have the power to co-opt on to the Committee for a specified period of time, any member who it considers would be of assistance in carrying out the Association's aims and objectives. Co-options of this nature should be as required. Co-opted members will have full speaking and voting rights for the period of their tenure.

7.6

Any member of the National Committee who absents themselves from three (3) consecutive meetings without the Committee's prior consent shall, at the Committees option cease to be a member of the Committee.

7.7

In the event of one vacancy in membership of the National Committee (for whatever reason), the remaining members may appoint a replacement National Committee member.

7.8

In the event of more than one vacancy occurring simultaneously (for whatever reason) on the National Executive or National Committee nine (9) months or more, prior to an Annual General Meeting, nominations will be called for and the positions filled by ballot using any electronic or postal voting method available.

8.

National Committee Meeting

8.1

The National Committee shall:

  • 8.1.1 hold at least three meetings per year to deal with the business of the Association and advance its aims and objectives
  • 8.1.2 at its discretion choose a location for each meeting taking into consideration specific areas requiring input at the time
  • 8.1.3 produce a set of minutes following each meeting
  • 8.1.4 produce a financial statement of accounts, which shall be presented and approved at each National Committee meeting.
8.2

The quorum for National Committee meetings shall be six [6] persons present, and resolutions will be decided by a simple majority vote. The Chair will have a casting vote.

9.

Financial

9.1

The funds of the Association shall only be used for and applied to the aims, purposes and objectives of the Association.

9.2

Any funds held by the National Committee of the Association shall be deposited in the approved bank account in the name of the Association. There shall be four signatories, the President, Vice President, Treasurer, and Secretary. All instruments must be signed by two signatories; one of which must be the President or Treasurer.

9.3

Notwithstanding Rule 9.2 the National Committee may nominate one member of the National Executive, usually the Treasurer, to undertake banking transactions through the Internet. However, no payments from, or transfers between, the Associations various bank accounts may be made without the prior approval of the National Committee.

9.4

The financial year shall be 1 July to 30 June of the following year.

9.5

The National Committee shall produce a set of annual accounts to be reviewed every second year by a person competent to do so. The accounts shall be presented at the Annual General Meeting along with the results of any review.

9.6

The National Committee shall be responsible for ensuring that all statutory returns are filed with the appropriate authorities.

9.7

The National Committee shall approve any money paid directly to any member, individual or organisation from the funds of the Association. These monies may be:

  • 9.7.1 reasonable and proper remuneration to any member, individual or organisation for services actually rendered
  • 9.7.2 reimbursement of out-of-pocket expenses incurred in the course of rendering such services
  • 9.7.3 reimbursement of payments made on behalf of the Association, with the prior approval of the National Committee.

10.

Dissolution

10.1

The Association may be dissolved by the passing of a resolution to the effect by seventy five percent [75%] of members eligible to vote at a Special Meeting called for that purpose. The Secretary shall give all members at least sixty days prior written notice of that meeting.

10.2

One further meeting shall be called within fourteen days of the Special Meeting to confirm the decision and dispose of the assets.

10.3

Upon the winding up of the Association all surplus assets (after payment of all costs, debts and liabilities) shall be distributed to the financial members of TechCommNZ as agreed by members present at the meeting for the passing of the dissolution resolution.

11.

Changes to the Constitution

11.1

No part of this Constitution shall be altered or repealed nor shall any new clause be added without the consent of sixty percent [60%] of the voting members, represented in person or by proxy, or by using any electronic or postal voting method available, at any Annual General Meeting or a Special Meeting called for such purpose.

11.2

At least two months prior written notice of such alterations, repeal, or additions shall have been given to each member by the Secretary in writing at their last known contact address.

11.3

No rule shall be valid until accepted by the Registrar of Incorporated Societies and shall be valid and effective if, and only if, it affects or does not detract from the overall purposes for which the Association was established.

Constitution revised December 2009