Constitution and Rules

 
Constitution and Rules of The New Zealand Institute of Physics (Incorporated)

(as amended in October 2016 and ratified by members on 30 November 2016)

 

1. NAME

The name of the body shall be “The New Zealand Institute of Physics (Incorporated)”.

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2. DEFINITIONS

In these rules
“NZIP” means “The New Zealand Institute of Physics (Incorporated)”
“The Council” means “The Council of the New Zealand Institute of Physics (Incorporated)”
“NZIPES” means the “New Zealand Institute of Physics (incorporated) Education Section”
“Branch” means a local section of NZIP established by Council
“Year” shall mean financial year of NZIP as defined in Rule 14.

 

3. OBJECTS

The objects shall be:

(a) To promote the advancement and dissemination of a knowledge of physics, pure and applied, and the elevation of the profession of Physics.

(b) To promote, encourage, guide and cooperate in the education and training of those who wish to be or are practising as physicists or as assistants to physicists or are interested in physics or in subjects connected therewith.

(c) To support the teaching of physics in schools.

(d) To hold meetings of members of NZIP either independently or jointly with other bodies, for the delivery of lectures, the reading of papers, and the holding of discussions on pure and applied physics and cognate subjects. NZIP may form Branches to hold local meetings in any district in New Zealand.

(e) Doing such other lawful things as are incidental or conducive to the attainment of the above objects.

 

4. NZIPES

(a) The Education Section shall have as its objects the attainment of object (c) of rule 3 and all such other activities as are incidental or conducive to object (c); it shall consist of all members of NZIP who elect to belong to it.

(b) The affairs of the Education Section shall be managed by a Committee elected by Corporate Members of NZIP at an Annual General Meeting of NZIP. The Committee shall consist of a Chair, Secretary, Treasurer, and other Corporate Members. The Chair, Secretary and Treasurer must be Corporate Members of NZIP.

(c) Council of NZIP shall make an annual subvention to the Education Section based upon the membership of the Section and the activities proposed, if required or appropriate.

(d) The Committee shall keep accounts separately from the general accounts of NZIP; it shall cause to be kept proper accounts of NZIP funds allocated to it and all income and expenditure associated with its activities; it shall arrange for the proper keeping and banking of monies held by the Education Section; and it shall maintain an account with a Trading or Savings Bank that is operated upon the signature of any two of the Officers of the Section.

(e) The Committee shall arrange for the regular audit of accounts and for the annual submission to the Treasurer of NZIP within two months of the end of the financial year of audited statements of Receipts and Payments and an audited Balance Sheet.

 

5. MEMBERSHIP

Membership applications must be considered by Council. There shall be the following classes of Corporate Members:

(i) Fellow

(ii) Member

(iii) Retired.

In addition there shall be Non-corporate Student Members.

The New Zealand Institute of Physics may from time to time admit suitable candidates for either Membership or Fellowship to recognise their achievements or commitment to our science.

Corporate Members

(i) Fellow

Every candidate for admission or transfer to the grade of Fellow of the NZIP shall be proposed and supported by two existing Fellows of the NZIP. A list of current Fellows of the NZIP can be obtained from the Secretary of the NZIP. Fellowship applications are to be considered by a committee of Fellows of the NZIP.

A candidate applying for admission or transfer to the grade of Fellow shall have a degree or equivalent qualification in physics, science or engineering containing a substantial proportion of physics. Degrees shall be accredited by the NZIP or be of an equivalent standard. The candidate shall satisfy the Fellowship Committee that they have made important achievements in an area related to the application of physics. These may be demonstrated by meeting some of the criteria listed below. The criteria are grouped by employment sector but many will have relevance to more than one sector and to areas of physics outside the specified sectors:

Physicist in Industry

  • technological innovation contributing to improvements in business performance
  • superior responsibility in terms of management of significant budgetary, staff or facilities resource
  • project management at senior level
  • patents, and other recognition of inventiveness
  • successful creation of own business in technology-based, manufacturing or service sector
  • authorship (individual or joint) of written or verbal reports, not necessarily in the public domain, which demonstrate original thinking and significant contributions to physics or application of physics

Physicist in Higher Education

  • original research, as opposed to following established procedures or methods, published in refereed journals
  • superior responsibility in terms of management of significant budgetary, staff or facilities resource, normally at the level of Professor, Reader or position of similar responsibility
  • substantial introduction of new courses or teaching methods in higher education
  • success in obtaining research grants
  • acting as External Examiner

Physicist in Secondary Education

  • involvement in curriculum initiatives at regional or national level
  • contributions to teacher training or mentoring
  • resource writing or publications for regional or national use
  • advising and inspecting schools
  • outstanding classroom practitioner
  • consultancy work

All sectors

  • effective service on various national or international committees as evidence of national or international reputation
  • commitment to Continuing Professional Development (CPD)

(ii) Member

All candidates for admission to the grade of Member shall demonstrate to Council that their training and interest in physics will allow them to contribute usefully to the affairs of NZIP and to benefit from their association with NZIP.

(iii) Retired Member

All candidates for admission to the grade of Retired Member shall be a former Corporate Member of NZIP who has retired from active professional practice and wishes to change their membership type.

The Corporate grades of Fellow and Member may be indicated by the use of the authorised abbreviations FNZIP and MNZIP.

Noncorporate Student Members

Every candidate for admission to the grade of Student shall be a student with a major interest in physics, pure or applied. No one can remain as a Student Member for more than five years.

 

6. OFFICERS AND COUNCIL

(a) The affairs of NZIP shall be managed by a Council elected by the Corporate Members of NZIP. The Council shall consist of a President, the Immediate Past President, a Vice-President, an Honorary Secretary, an Honorary Treasurer, one member of NZIP representing each Branch, and the Chair of the Education Section. Normally the President, Honorary Secretary and Honorary Treasurer will be domiciled in the same Branch.

(b) The Officers and Ordinary Members of the Council shall be Corporate Members of NZIP.

(c) The President, Vice-President and Secretary shall be elected for a term of one year and shall be eligible for immediate re-election to the same office, but neither shall hold his office for more than three consecutive years.

(d) Ordinary Council Members shall be elected annually at an Annual General Meeting of the Branch that they represent and shall be eligible for immediate re-election, but shall not serve as Ordinary Members for more than five consecutive years. In the absence of such election the Council shall co-opt an Ordinary Member to represent that Branch on the advice of the existing or previous Branch Committee.

(e) The Council shall have power to co-opt other Corporate Members of NZIP to serve on the Council until the next Annual General Meeting.

(f) Casual vacancies among the Officers or Members of the Council shall be filled by the Council. The name of the person selected to fill any casual vacancy shall be announced at the next General Meeting of NZIP and such persons shall retain office until the next Annual General Meeting of NZIP when they shall be eligible for re-election.

(g) At a meeting of the Council four shall constitute a quorum.

(h) The Council may appoint an Executive to act for the Council in any matter of urgency and in any matters referred to it by the Council of NZIP.

(i) The Council shall cause to be kept a proper Minute Book in which is recorded the deliberations and resolutions of the Council. Minutes of meetings of an Executive need not be kept, but action taken by the Executive shall be confirmed at a subsequent meeting of the full Council.

(j) The Council shall cause to be kept proper accounts of the finance of NZIP and shall arrange for the proper keeping and banking of monies held by NZIP.

(k) The Council shall arrange for the regular audit of accounts and for the annual submission to NZIP of audited statements of Receipts and Payments and an audited Balance Sheet.

 

7. GENERAL MEETINGS

(a) A General Meeting shall be held annually to elect Officers of the Council, to receive a report on the previous Year’s activities and to transact any other business.

(b) Nominations for the Officers of Council shall be invited by the Council prior to the Annual General Meeting. The nominations shall be notified in writing to each member of NZIP with the notice of the meeting. If insufficient nominations are received nominations from the floor shall be accepted at an Annual General Meeting.

(c) Notwithstanding paragraph 7(a) provision may be made at any General Meeting that future elections may be held by postal ballot until the provision is revoked at a subsequent General Meeting.

(d) An Extraordinary General Meeting shall be convened at any time by the Honorary Secretary on the instructions of the Council or on receipt of a written request signed by at least ten Corporate Members of NZIP, stating the business to be transacted. In default, the signatories to the request or any other ten or more Corporate Members may themselves convene an Extraordinary General Meeting for such purposes as shall have been specified in the request, and for these purposes only, to be held on such a day and at such a place as the persons convening the same may determine. At an Extraordinary General Meeting the only business shall be that for which the Meeting was called.

(e) At least fourteen days notice shall be given of the Annual General Meeting and twenty-one days notice of an Extraordinary General Meeting, stating the business to be transacted.

(f) At General Meetings, five Corporate Members shall constitute a quorum. The meeting shall be adjourned if a quorum is not available within 30 minutes.

(g) Every member shall have one vote, and in case of equality of votes, the Chair shall have a Chair or casting vote. Voting shall be by voice, but if any member so desires, the Chair shall call for a show of hands or a ballot. Where there is voting by ballot the meeting shall appoint two or more persons as scrutineers; the scrutineers shall not have a vote.

 

8. BRANCHES

As appropriate, Council shall set up Branches. Local Branches will elect local Branch Committees consisting entirely of members of NZIP, such local committees to have at least three members, one of whom acts as the Branch Representative on the NZIP Council.

The NZIP Council shall review the Branches every three years. At that point, Council may decide to renew the establishment of a Branch without changes, renew the establishment of a branch with mandated changes, or disestablish the Branch.

 

9. MEMBERSHIP FEES

The fees for each class of membership shall be determined by resolution at the Annual General Meeting; in the absence of such resolution the fees shall remain unchanged. The notice calling an Annual General Meeting shall contain the recommendations of Council for fees for all membership classes. The membership fee of Retired Corporate Members shall be equal to that of Non-corporate Student Members.
Fees shall become due on the first day of the financial year of NZIP. If any member shall fail to pay the appropriate annual membership fee within two calendar months of the due date notice shall be sent to the member calling attention thereto. If such membership fee be not paid within three calendar months after the notice, the Council may terminate the membership but the member shall remain liable for all fees and debts due. The Council may waive the full or a fraction of this liability of the member in exceptional circumstances.

 

10. RESIGNATION AND EXPULSION

Any member may resign from membership by giving to the Honorary Secretary of NZIP notice in writing to that effect.
The Council may terminate the membership of or suspend from NZIP any member whose activities are deemed by it after suitable inquiry to be contrary to the objects of NZIP.

 

11. CHANGES IN THE RULES

(a) Any alterations or additions to these rules shall be made only by resolution at a General Meeting or Extraordinary General Meeting, followed by a postal ballot if required by subsection (c).

(b) The proposed alterations or additions shall be set out in full in the notice calling the meeting. The meeting may amend the proposals.

(c) Any resolution to change the rules that is supported by two thirds of the Corporate Members present and voting at the meeting shall

(i) be adopted if the number voting for it exceeds one fifth of the corporate membership of NZIP and if the resolution is substantially the same as that contained in the notice of meeting, or

(ii) be put to a postal ballot (hard-copy, physical mail or electronic mail) among all Corporate Members of NZIP if the requirements of (i) are not met.

Any resolution not supported by two-thirds of the Corporate Members present and voting at the meeting shall lapse.

(d) For a resolution to change the rules to be adopted by postal (hard-copy, physical mail or electronic mail) ballot, at least one tenth of the corporate membership of NZIP must cast a vote. In that case, a simple majority of the votes returned shall determine the results of a postal ballot. If fewer than one tenth of the corporate membership of the NZIP have cast a postal ballot by the close of the voting period, then the resolution may be put to a second postal ballot.

(e) When the Constitution and Rules of NZIP are silent, the ruling of the Council will stand.

 

12. BANK ACCOUNTS AND INVESTMENTS

The funds of the NZIP shall be lodged with a Trading or Savings Bank. If the Council so determines, any part of the funds of NZIP may be invested in the manner provided by the Trustee Act 1908 or any Act amending or replacing the same.

 

13. CONTROL OF FUNDS, CONTROL OF COMMON SEAL

(a) NZIP’s bank account shall be operated upon the signature of any two of the officers of NZIP.

(b) Accounts shall normally be approved for payment by the Honorary Treasurer and one other officer of NZIP. A schedule of all amounts so approved shall be submitted to the next meeting of the Council. Accounts may also be passed for payment by the Council.

(c) The Council shall have power to borrow such amounts and on such terms as it thinks fit, and to give as security therefor and interests thereon such security as the Council may determine.

(d) The Common Seal of the Institute shall be kept by the Secretary of the Institute and shall not be affixed to any documents except in the presence of an Officer of the Institute and by resolution passed by Council.

(e) The Council shall have power to determine the amount of and pay honoraria to Corporate Members who provide their services to the NZIP. No member or person associated with a member of the NZIP shall derive any income, benefit or advantage from the NZIP where they can materially influence the payment of the income, benefit or advantage except where that income, benefit or advantage is derived from:

(i) Professional services to the NZIP rendered in the course of business, charged at no greater rate than current market rates, or

(ii) Interest on money lent at no greater than current market rates.

 

14. FINANCIAL YEAR

The Financial Year of NZIP and all its Branches and Sections shall end on 31 December each year to which date the accounts shall be balanced.

 

15. WINDING UP

NZIP shall be wound up in accordance with the Incorporated Societies Act 1908 or any Act amending or replacing the same. Upon winding up the assets of the NZIP remaining after payment of all NZIP liabilities shall be disposed of in such manner as passed by resolution at the General Meeting convened for the purpose of winding up the NZIP. No member or person associated with a member of the NZIP shall participate in any surplus arising on winding up. An appeal shall lie from any such decision to the High Court at the suit of any person interested.

 
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