NZCS Constitution

Update as of 07 January 2004
The committee felt at its last meeting that this was an opportune time to review the constitution and to that effect Abed Kader has been charged with heading up a small group to look at this issue.

If you have any strong viewsfeel free to initiate a discussion on the members forum section.

Thanks to Dr Peter Bethwaite (a former President of the NZSC) who managed to retrieve the formerly lost 'Page 2' from his archives!
CJW

Page 1

CONSTITUTION OF THE NEW ZEALAND SOCIETY OF CYTOLOGY

Statement Of Objectives

1. To promote the effective use of cytology in medical diagnosis;
2. To foster the high standards of cytological practice in New Zealand;
3. To encourage research endeavours in cytology;
4. To represent the special interests of cytology to appropriate governmental and non-governmental associations;
5. To foster ongoing education in cytology through the provision of regular educational opportunities for the membership;
6. To foster an interest in the training, status, and conditions of employment of cytologists;
7. To establish liaisons with other appropriate organisations within New Zealand and in other countries.

Membership

There will be three classes of membership, namely:

(a)Ordinary Membership

Membership of the Society will be available to those persons who are actively engaged in the practice of cytology and who have:

• Appropriate qualifications (medical, or medical laboratory science) and who have had two years or greater experience in medical cytology or;
• Who have worked for two years or longer in the field of medical cytology and whose record of service is recognised by the by the Executive of the Society as appropriate.

Full members shall have the right to vote at meetings of the society provided their current membership fees have been paid.

(b) Associate Membership

This shall be available to:

• Trainees employed in the practice of medical cytology;
• Medical and scientific workers associated with but not actively engaged inthe practice of cytology;
• Qualified and non-qualified cytologists who are no longer actively engaged in the practice of medical cytology.

Associate members may take part in all scientific, educational and social activities of the Society and May attend general meetings of the Society, and take part in discussions at such meetings but shall have no vote in the affairs of the Society.

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(c) Honorary Membership

The Executive may grant honorary membership to the Society from time to time to approved persons who have made a significant contribution to medical cytology.

Honorary members shall pay no annual membership fees and have no vote in the affairs of, nor be eligible to hold office in, the Society.

Admission to Membership

Persons desirous of becoming members of the Society shall complete the appropriate application form and submit this to the executive committee. New members will be ratified at the next Annual General Meeting.

Subscriptions

Subscriptions are payable annually, the rate determined at the Annual General Meeting.

Status of Membership

Membership of the Society shall not be taken as an indication of the professional competence or standing of any member.

Cessation of Membership

A person ceases to be a member of the Society if that person

1. dies or;
2. resigns from membership of the Society or;
3. has membership of the Society terminated or;
4. fails to renew membership of the society.

A member who has paid all amounts payable may resign from membership of the Society by giving notice in writing to the Secretary.

Any member whose annual membership fee remains unpaid for a period of 24 months shall be deemed to have ceased to be a member of the Society and their name will be removed from the register of members. A member thus defaulting in payment of annual membership fees, may at the discretion of the executive, and on payment of all outstanding dues, be reinstated as a member.

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Powers and Duties of the Executive Committee

The executive committee will be responsible for the conduct of the affairs of the Society. The executive committee shall keep a record of its proceeings and make appropriate reports to the members at the Annual General Meeting.

The executive committee shall meet at a minimum of three times per calendar year, these meetings may be convened by teleconference.

The membership of the executive shall comprise:

• President
• Vice President
• Secretary/Treasurer
• A committee of no less than three members and no more than five members.

All ordinary members of the Society are eligible to serve on the executive committee after one full year of membership of the the Society.

Election of Office Bearers

Nominations for positions on the executive should be forwarded to the Secretary/Treasurer prior to the Annual General Meeting.

Role of the President

The President shall be responsible for the general oversight of the activities of the Society, be responsible for instigating executive meetings, chair appropriate executive meetings and be responsible for all communications for and on behalf of the Society to outside organisations and bodies.

The President is appointed for a term of two years. The person may be removed from the office of President on a two-thirds majority vote of executive members, or a two-thirds majority vote of the general membership at the Annual General Meeting.

If the President is removed from office or resigns, these functions become the responsibility of the Vice President until the next Annual General Meeting of the Society.

Role of the Vice President

The Vice President acts to deputise for the President at times or in situations where this responsibility is delegated by the President.

The Vice President shall be elected for a term of two years.

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Duties of the Secretary/Treasurer

The Secretary/Treasurer shall keep minutes of executive committee and Annual General Meetings. The Secretary/Treasurer shall be responsible for the collection and receipt of all monies payable to the Society and supervise all payments authorised by the executive committee. The Secretary/Treasurer shall present a balance sheet and financial statement to each Annual General Meeting.

The Secretary/Treasurer is appointed for a term of two years.

Committee Members

The Committee Members' term is 12 months.

General Meetings of the Society

The Society shall at least once in each calendar year, convene an Annual General Meeting of its members The Annual General Meeting of the Society shall be convened on such a date, at such a place and time as the executive -committee thinks fit.

In addition to any other business which may be transacted at the Annual General Meeting, the business of an Annual General Meeting shall be:

• To confirm the minutes of the last proceding Annual General Meeting and of any General Meeting held since that meeting.
• To receive from the executive committee reports on activities of the Society during the proceeding financial year.
• To elect the executive.
• To receive and consider the Statement of Accounts.

The Secretary will forward to all members notice of the Annual General Meeting at least 30 days before the date fixed for the meeting.

The executive committee may, whenever it thinks fit convene a general meeting of the Society.

The Society shall, on the request in writing by not less than 10% of the total members of the Society entitled to vote convene a general mMeting of the Society.

No item of business shaft be transacted at the general meeting unless a quorum of members entitled to vote is present during the time of the meeting. Fifteen members present in person. or by proxy, being entitled to vote at a general meeting constitute a quorum for the transaction of business at a Society general meeting.

Constitution

The constitution of the Society may be amended from time to the upon a 75% majority vote at an Annual General Meeting.

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Winding Up of the Society

The Society may be wound up voluntarily if the Society has, by special resolution of the voting members resolved that it be wound up.

On winding up of the Society, the assets shall not be paid to, or distributed amongst the members of the Society but shall be given or transferred to another organisation having purposes similar to the purposes of the Society and prohibiting the distribution of its assets and income among its members, such an organisation would be determined by special resolution of the voting members at the time at which the resolution to wind up the Society is passed.