Rules of Procedure
(First adopted February 1993. Revised February 1994, February 1995, October 2010, July 2012)
I — INTRODUCTION
1. Australian and New Zealand Industrial and Applied Mathematics, herein to be referred to as ANZIAM, is a Division of the Australian Mathematical Society Incorporated.
II — NAME
2. The name of the society is NEW ZEALAND BRANCH OF ANZIAM INCORPORATED, hereinafter to be referred to as the Branch.
III — OBJECTS
3. The objects of the Branch shall be:
- a. The promotion and extension of industrial and applied mathematics;
- b. The promotion and extension of mathematics wherever appropriate; and in particular the interaction between mathematicians and workers in fields where mathematics is relevant;
- c. The promotion and extension of the widest possible exchange of ideas and information concerning industrial and applied mathematics;
- d. The promotion of regional mathematical activities within New Zealand; and
- e. The promotion of international links.
4. In furtherance of the above objects, the Branch may:
- a. Sponsor an Applied Mathematics Lecture at the annual New Zealand Mathematical Society Colloquium;
- b. Facilitate and/or organise the ANZIAM Conference when appropriate;
- c. Hold or participate in the holding of conferences, meetings, seminars, debates, lectures or other events;
- d. Encourage research and investigation into industrial and applied mathematics by the award of grants, prizes or scholarships, by the giving of donations, by the collection, collation, publication or distribution of information of service or interest to Members, or by any other means, including the publication of journals;
- e. Encourage mathematical education, and foster and stimulate the extension and development and application thereof, by any appropriate means;
- f. Sponsor joint activities with other bodies concerned with fields where mathematics is relevant;
- g. Sponsor joint activities with other mathematicians; and
- h. Do any act reasonably incidental to or ancillary to the objects of the Branch.
IV — MEMBERSHIP
5. Membership of the Branch shall consist of Members who complete an application form in the format prescribed from time to time by the Executive Committee, who are accepted for membership by the Executive Committee and who pay an annual fee to ANZIAM, the amount thereof being fixed from time to time by ANZIAM, and who are also Members of the Australian Mathematical Society Incorporated or the New Zealand Mathematical Society Incorporated. Membership will cease if the annual fee has not been paid by the end of the year.
V — OFFICERS AND EXECUTIVE COMMITTEE
6. The Officers of the Branch shall be the Chair, a Secretary and a Treasurer all of whom shall be elected by the Members of the Branch according to these Rules.
7. The Executive Committee shall consist of:
- a. The Officers of the Branch.
- b. Not more than five further elected Members, called Ordinary Members of the Executive Committee.
- c. The Chair of ANZIAM or his or her nominee from the membership of ANZIAM who shall be an ex-officio member of the Executive Committee.
8. All elected members of the Executive Committee shall be Members of the Branch.
9. The Executive Committee shall manage the business of the Branch and shall act to further the objects of the Branch.
10. The Chair or a member nominated by the Chair shall preside at all meetings of the Executive Committee. Half of the Executive Committee shall constitute a quorum. The Chair shall prepare the annual report on the activities of the Branch.
11. The Secretary shall keep a record of the activities of the Branch and the Executive Committee, shall be responsible for the conduct of Ballots (as defined in paragraph 24), and shall do all such things for the use and services of the Branch as appertain to the office of Secretary. The Secretary shall annually submit the Chair and Treasurer reports to the Executive Committee of ANZIAM.
12. The Treasurer shall collect and receive all funds on account of the Branch and shall deposit the same in an interest–bearing Society Account established in the name of the Branch. Payments from this Account shall be made with the authority of the Treasurer and one other person nominated by the Committee. All investment of funds must be approved by the Executive Committee of the Branch. The Treasurer shall keep true accounts of the sums of money received and expended by the Branch, shall annually prepare a financial statement and submit it to the Register of Incorporated Societies once it has been approved at the Branch Annual General Meeting. The annual financial statement shall be made available to any Member of the Branch on request. Borrowing money is not allowed.
VI — PERSONAL BENEFIT
13. All members of the Executive Committee shall act in an honorary capacity. No member of the Executive Committee or the Branch may receive personal benefit from the Branch’s activities.
VII — MEETINGS
14. The Executive Committee of the Branch shall organise as it sees fit such meetings, conferences and seminars in furtherance of the objects of the Branch.
15. The Branch Annual General Meeting shall be during the Annual New Zealand Mathematical Society Colloquium. All Members of the Branch should be notified at least 14 days prior to the meeting. If there shall be no New Zealand Mathematical Society Colloquium in any calendar year or more than one such Colloquium, the Executive Committee of the Branch shall determine the timing of all actions which are required in these Rules to depend on that Colloquium, notwithstanding anything contained in these rules.
16. Where fees are to be charged to cover expenses involved in the organisation and conduct of such meetings, conferences, seminars and other events, Members of the Branch may pay a discounted fee as determined by the Executive Committee.
VIII — BALLOTS AND ELECTIONS
17. Vacant positions on the Executive Committee of the Branch shall be filled annually by a Ballot (as defined in paragraph 24).
18. The term of service for all members of the Executive Committee shall be three years with the position(s) declared vacant at the time of the Branch Annual General Meeting held in that third year of service.
19. The Chair shall not be eligible for election for consecutive terms of service.
20. Such elections abovementioned shall be by a Ballot (as defined in paragraph 24). If the Secretary is unable to act as the Returning Officer for the Ballot, then the Returning Officer will be appointed by the Executive Committee.
21. The Returning Officer shall give written notice of the call for nominations for positions on the Executive Committee. This notification shall be given at the same time as the last notice for the Branch Annual General Meeting, as covered by Rule 15.
22. Nominations for any or all of the Officers and other positions to be filled may be made by any two Members who are entitled to vote at the ensuing election, provided that the persons nominated are entitled to vote at the ensuing election.
23. If only one person has been nominated for any of the Officers of the Branch that person shall be declared elected unopposed. Likewise, if five or fewer persons have been validly nominated for ordinary membership of the Executive Committee (see Rule 7b) they shall be declared elected unopposed. In the event of a contested position the Returning Officer shall conduct a Ballot (as defined in paragraph 24), to be held at or before the Branch Annual General Meeting of the current year.
24. A Ballot shall be a vote at a Branch meeting at which a minimum of 15 Members are present, or an electronic vote by Members of the Branch or a postal vote by Members of the Branch. For electronic and postal Ballots at least 15 votes must be received.
25. Each Member who is entitled to vote shall have just one vote in respect of each office and each seat to be filled.
26. The Member who received the highest number of votes for each single office shall be declared elected, and those Members who receive the highest numbers of votes for Ordinary Members of the Executive Committee, shall be declared elected.
27. Persons elected as Officers or Ordinary Members of the Executive Committee shall normally take up their respective positions immediately after the Branch Annual General Meeting.
28. The Executive Committee shall decide whether to fill casual vacancies on the Committee should they occur. Such vacancies shall be filled by appointment by the Committee or by a Ballot (as defined in paragraph 24) subject to the provisions of Paragraph 7. Any vacancy among the Officers other than by the normal expiration of a term of office shall be filled by an appointment by the Executive Committee. The Officer thus appointed shall hold office until the next Annual General Meeting.
29. If all positions on the Executive Committee remain vacant by December 31 of any year, the Executive Committee of ANZIAM shall intervene and take whatever action it deems appropriate.
IX– COMMON SEAL
30. The common seal of the Branch shall be held by the Secretary and authorised to be used only at the discretion of the Executive Committee of the Branch. Every document to which the common seal is affixed shall be signed by the Chair and countersigned by the Secretary or a member of the Executive Committee.
X — AMENDMENT TO RULES
31. Any question concerning an alteration of this set of Rules shall be decided by a two-third majority in a special Postal or Electronic Ballot of all Members of the Branch. All decisions made as the result of this Ballot shall be subject to approval by ANZIAM. No addition to or alteration of the Personal Benefit Rule 13 or the Winding up Rule 32 shall be approved without the approval of New Zealand Inland Revenue.
XI — WINDING UP
32. If upon the winding up or dissolution of the Branch there remains after the satisfaction of all its debts and liabilities any property whatsoever, the same shall not be paid to or distributed among the Members of the Branch but shall be given or transferred to some other charitable organisation or body having objects similar to those of the Branch, within New Zealand.