Volume 57 1948 > Volume 57, No. 2 > Rules of The Polynesian Society (Incorporated), p 188-202
RULES OF THE POLYNESIAN SOCIETY (INCORPORATED)
1. The name of the Society is “The Polynesian Society (Incorporated).”
2. The Registered Office of the Society shall be at Room Number 36 Druid's Chambers, Woodward Street, in the City of Wellington, or at such other place as the Council may from time to time determine.
OBJECTS AND POWERS
3. The objects for which the Society is established are:—
4. In furtherance of the foregoing objects the Society may exercise all or any of the following powers:—
5. The Society shall consist of Ordinary Members, Honorary Members and Corresponding Members.
6. Every proposal for the election of a member shall be made in writing setting out the full name, occupation and address of the candidate, signed by a member of the Society and a member of the Council as proposer and seconder and also by the person seeking membership.
7. An ordinary member may be elected:—
8. The Secretary shall send to each newly elected ordinary member notice of his election together with a copy of the Rules of the Society; but no election of a member shall be complete, neither shall his name be printed in any list of members nor shall he be entitled to exercise any of the privileges of a member, until he shall have paid his annual subscription or compounded for the same as hereinafter - 191 provided, or unless he has been exempted therefrom under paragraph 21 hereof; and unless these payments be made within three calendar months after the receipt of notice of election, such election shall be void; but this period may be extended by the Council in special cases.
9. Honorary and corresponding members may be elected at any General Meeting on the recommendation of the Council.
An Honorary Member shall be chosen from those who have distinguished themselves in promoting the objects for which the Society was established.
A Corresponding Member shall be elected from those who are likely to become useful as agents of the Society in furthering any of its objects.
Every Honorary and Corresponding Member shall be entitled to receive the Journal of the Society and to attend its meetings, but shall not be entitled to vote nor be liable to pay any subscription.
10. There shall be a Register of Members containing in respect of each member his full name, his full postal address (as set out in the proposal for election and as changed from time to time by notice from the member to the Secretary) his occupation, the date of his election and any other particulars directed by the Council to be inserted in the Register.
11. Any member may withdraw from the Society by notice in writing to the Society; but he shall be liable for his annual subscription for the year in which he signifies his wish to withdraw and any arrears of subscription due to that date.
12. If any member makes default in payment of any subscription due by him to the Society for six months after the same has become due (whether previous notice of the same has been given to him or not) the Council may after causing one month's notice in that behalf to be sent to him resolve that he cease to be a member and on the passing of such a resolution his membership shall be deemed to be terminated but this rule shall not be construed so as to compel the Council to remove the name of any member who is so in arrears.
13. If any member is guilty whether in New Zealand or elsewhere of conduct which in the opinion of the Council is derogatory of or prejudicial to the interests of the Society the Council may after enquiry as hereinafter provided resolve that he be expelled from the Society.
14. When proceeding to inquire into the conduct of any member the Council shall cause to be sent to such member not less than one month's notice of the place hour and date of the proposed inquiry specifying the ground of complaint. The time and place for inquiry may at any time on notice to the member be postponed or altered and such inquiry may from time to time be adjourned. At such inquiry the member shall be entitled to be heard with such witnesses as he may produce, and may be represented by counsel and counsel may be present to advise the Council in the conduct of the inquiry.
15. On the termination of membership whether by death resignation or otherwise the member and his estate shall cease to have any right or claim upon the Society or to its property or funds but shall - 192 remain liable for any subscriptions or other sums due to the Society at the time when he ceased to be a member and any such sum may be recovered by the Society in any Court of competent jurisdiction.
16. Save as hereinafter provided each Ordinary Member shall pay a subscription of one pound five shillings in respect of each financial year, such subscription to be payable within three months after the commencement of that year or within three months after the member shall have received notification of his election.
17. No member shall be entitled to speak or vote at any meeting or receive any of the benefits or exercise any of the privileges of membership if any subscription payable by him is for the time being unpaid.
18. Any member not being a body corporate may compound for all future annual subscriptions by payment of the sum of Fifteen pounds (£15) provided that in the case of members who have continuously been members of the Society for not less than ten years the life membership subscription shall be the sum of ten pounds (£10).
19. Rescinded as from 1st April, 1946.
20. The following shall be exempt from payment of the annual subscription:—
21. The Council is empowered to remit the whole or any portion of the annual subscription in a limited number of cases where it may be desired to elect to the Society or to cause to continue in the membership of the Society persons who are distinguished for their services to Ethnology or for any other sufficient reason.
22. The Society may take proceedings in any Court of competent jurisdiction to recover sums of money due to it whether by a member or otherwise and whether by way of arrears of subscriptions or otherwise howsoever.
23. The Officers of the Society shall be the following:—
24. The Offices of Honorary Secretary, Honorary Treasurer, Editor or any of them, may be held by the same person.
25. The Officers of the Society shall be elected at the Annual General Meeting of the Society and shall hold office until the next ensuing Annual General Meeting when they shall retire but may be re-elected.
26. The President shall preside at all meetings of the Society or Council at which he is present. In his absence the Chairman shall be elected from among the members of the Council who may be present.
27. The Honorary Secretary shall issue all notices of meetings, and shall in person or by deputy be present at, and shall record minutes of, the proceedings of all meetings of the Society and of the Council and of any Committee to which the powers of the Council may have been delegated; and such minutes shall be presented for confirmation at the next Annual Meeting of the Society or at the next or the same meeting of the Council or the Committee as the case may be.
28. It shall be the duty of the Secretary to make entries in the Register of Members, to conduct the correspondence of the Society as directed by the Council, to report to the Council all correspondence and notices received by him, to file and keep the records of the Society and to prepare and send to the members notifications of their election and all notices required by the Rules or directed by the Council to be so sent. He shall carry out all resolutions and generally attend to the affairs of the Society.
29. The Council may from time to time appoint any person to act as Secretary of the Society on such terms as the Council may think fit to discharge under the supervision of the Honorary Secretary such duties as are laid down in the Rules and such other duties as the Council may require.
30. The Register of Members and the Minutes of General Meetings shall be open to inspection by any member at any reasonable time and the other records of the Society shall be open to inspection by any member of the Council at any reasonable time.
31. The Honorary Treasurer shall cause proper books of accounts to be kept; and shall as soon as possible but not later than two months after the end of each financial year present to the Council for submission to the Annual General Meeting a statement of the income and expenditure for that year and a statement of the assets and liabilities of the Society at the end of that year, both duly audited.
32. The Honorary Treasurer shall forward annually to the Registrar of Incorporated Societies the statements required by Section 23 of “The Incorporated Societies Act, 1908” or the corresponding section or sections in any Act amending the same or in substitution therefor, and shall cause a copy of each such statement so furnished to be presented to the Council.
33. There shall be an Auditor of the Society who may or may not be a member of the Society but who shall not be a member of the Council.- 194
34. The Auditor shall be elected annually at the Annual General Meeting and shall (except in the case of casual vacancy caused by death, resignation, absence from New Zealand, illness or incapacity to act) hold office until he has audited the accounts of the Society for the financial year in which he was elected.
35. In the case of any casual vacancy the Council may appoint an Auditor.
36. The management of the affairs of the Society shall be vested in a Council consisting of the President, Honorary Secretary, Honorary Treasurer, and eight other members, at least four of whom shall be persons ordinarily resident in Wellington.
37. The members of the Council shall be elected if necessary by ballot at the Annual General Meeting of the Society.
38. At the first Annual General Meeting after the coming into operation of these Rules and at every succeeding Annual General Meeting three members of the Council shall retire from office. A retiring member shall retain office until the dissolution or adjournment of the meeting at which his successor is elected.
39. The three first members to retire shall unless the members agree among themselves, be determined by lot; in every subsequent year the three members who have been longest in office shall retire. As between two or more who have been in office an equal length of time, the member to retire shall, in default of agreement between them, be determined by lot. The length of time a member has been in office shall be computed from his last election where he has previously vacated office.
40. A retiring member of the Council may be re-elected.
41. If at any General Meeting at which an election of members of the Council ought to take place the places of the retiring members are not filled up the retiring members or such of them as have not had their places filled up shall, if willing, continue in office until the next Annual General Meeting and so on from year to year until their places are filled up.
42. Any member of the Council may enter into contracts with the Society and retain for his own use the profits made under any such contract provided that he shall not vote at any meeting of the Council on a matter affecting any such contract.
43. A member elected to the Council shall cease to be a member thereof and a casual vacancy shall be created in any of the following cases:—
44. The Council may from time to time elect any person to fill any casual vacancy in the officers or members of the Council or may at its discretion call a special general meeting for the purpose of filling such vacancy.
45. The Council may exercise all the powers of the Society except such as are by the Rules required to be exercised by the Society in General Meeting.
46. At meetings of the Council four members shall form a quorum.
47. The Council shall meet at least once every three months at such time or place as it shall decide.
48. The Secretary shall call a Special Meeting when required upon the requisition of the President or of three members of the Council.
49. The Council may from time to time make by-laws not inconsistent with these Rules for the conduct of its meetings and for regulating any of the affairs of the Society.
50. The Council may from time to time delegate to a committee of one or more of its members any of the powers conferred upon it by these Rules except the powers of electing and expelling members.
51. The continuing members of the Council may act notwithstanding any vacancy in their body.
52. The Council shall present to the Annual General Meeting a Report of the activities of the Society during the preceding financial year.
PROPERTY OF THE SOCIETY
53. All real and personal property from time to time owned by the Society shall be held and disposed of in the corporate name of the Society which as such may sue and be sued and may recover any moneys due to the Society whether by a member or not.
54. There shall be an Annual General Meeting of members to be held at Wellington as soon as possible after the first day of April in each year, the precise time and place of meeting to be fixed from time to time by the Council.
55. The routine of the business at the Annual General Meeting shall be as follows:—
56. A Special General Meeting shall be called by direction of the Council or on the written requisition of twenty members of the Society setting out the purpose for which the meeting is to be held. Such meeting shall be held at a place and time to be fixed by the Council being not less than one month nor more than three months after the date of such direction by the Council or the receipt by the Secretary of such requisition as aforesaid. No business shall be entertained at a Special General Meeting except that for which the meeting was called and matters arising therefrom.
57. At least three week's notice of the time and place of every Annual or Special General Metting and of the business to be entertained thereat shall be given to every member of the Society resident in New Zealand.
58. At every General Meeting ten members personally present shall form a quorum. If within fifteen minutes from the time appointed for the meeting a quorum be not present the meeting if an Annual General Meeting shall stand adjourned for one week to the same hour and place; and if a Special General Meeting the same shall lapse without prejudice to the calling of another meeting for the same purpose.
59. An ordinary meeting for the reading and discussion of papers may be called from time to time by the Secretary by direction of the Council and notice shall be given at least one week before the date of the meeting either by notice in writing addressed to the members or by advertisement in some newspaper circulating in the district in which the headquarters of the Society are for the time being situated.
60. Every question submitted to a meeting shall be decided in the first instance by a show of hands and in the case of an equality the Chairman shall, both on a show of hands and at the poll have a casting vote in addition to the vote which he may have as a member.
61. At any General Meeting unless a poll is demanded by the Chairman or by at least five members of the Society, a declaration by the Chairman that a resolution has been carried by a particular majority, or lost or not carried by a particular majority, and an entry to that effect in the Minute Book of the Society shall be conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour of or against such resolution.
62. If a poll be demanded as aforesaid it shall be taken in such manner and at such time and place as the chairman of the meeting may direct and either at once or, except as hereinafter prescribed, after an interval or adjournment or otherwise and the result of the poll shall be deemed to be the resolution of the meeting at which the poll was demanded. The demand for a poll may be withdrawn.
63. The Chairman may with the consent of the meeting adjourn the same from time to time and from place to place but no business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.- 197
64. Any poll duly demanded on the election of a Chairman of a meeting or on any question of adjournment shall be taken at the meeting and without adjournment.
65. On a show of hands every member present shall have one vote and upon a poll every member present in person or by proxy shall have one vote for himself and in respect of every proxy held by him.
66. Votes may be given either personally or by proxy in such form as the Council shall decide and a copy of the form of proxy shall be sent to any member who makes application to the Secretary for the same. Every proxy must be in the hands of the Secretary not later than the day prior to the day of the meeting at which it is desired to use such proxy.
67. All moneys received by the Honorary Treasurer or any other person on behalf of the Society shall immediately be lodged in the Society's bank account in the name of the Society in the same specie as received and all disbursements and drawings therefrom (except Secretary's petty expenses) shall be made by cheque drawn on the Society's bank account after payment has been authorised by a resolution of the Council.
68. The Society's bank account shall be at the Bank of New South Wales, Wellington, or at such other bank in New Zealand as the Council may from time to time appoint.
69. The Society's bank account may be operated on and cheques and other negotiable or transferable instruments may be made and signed on behalf of the Society by the Secretary and Treasurer.
Cheques and other negotiable instruments may be endorsed on behalf of the Society by the Secretary or Treasurer.
Should either the Secretary or the Treasurer be incapacitated through illness or otherwise the Council shall have the power to authorise another of its members to perform all or any of the acts in this rule directed to be performed by the officer so incapacitated.
70. The Council may from time to time by resolution direct the opening of further or additional accounts in the name of the Society at the Bank referred to in Rule 68 or at any other bank or Company authorised by these Rules, for any purpose specified in such resolution. Such resolution shall also indicate the manner in which such account shall be operated on. Unless otherwise provided in such resolution every such account or accounts shall be operated on as provided by Rule 69.
71. A fund to be called the Capital Account shall be set up and into this fund shall be paid all moneys paid to the Society by way of Life Membership subscriptions. At the end of each financial year the interest earned by the Capital Account for the preceding year shall be paid or transferred to the General Account of the Society.
72. All securities of the Society shall be kept in such custody as the Council may from time to time direct.- 198
73. The Council shall have power, if authorised by a resolution passed by a two-thirds majority at any General Meeting of the Society, to borrow or raise money, and secure payment of the same or to secure the payment of any money owing by the Society or the satisfaction or performance of any obligation or liability incurred or undertaken by the Society in such manner as the Society shall by such resolution as aforesaid determine and in particular by the issue of debentures or by mortgage or charge or lien upon the whole of any part of the Society's property or assets (whether present or future).
74. The members of the Society at an Annual General Meeting may by resolution passed by a two-thirds majority authorise the Council to borrow or raise money for the purpose of meeting any unforeseen expenditure which may arise during the then current financial year. Such resolution shall state the limit up to which the Council shall have power to borrow or raise money in pursuance thereof and shall specify the manner in which any such loan may be raised.
75. The Council may purchase, redeem or pay off any security or securities.
76. The Council shall provide a Common Seal bearing the name of the Society and may from time to time deface and replace such seal.
77. Such Common Seal shall be in the custody of the Council or of such person as it may appoint and shall not be affixed to any document except pursuant to a resolution of the Council or of a General Meeting and in the presence of at least two members of the Council who shall attest such affixation by signing their names to the document and any document so sealed and attested shall be deemed to be duly sealed and shall be binding on the Society. Notice of the date on which the seal was so affixed, and of the persons signing shall be reported at the subsequent meeting of the Council.
78. Any notice requisition or other document to be given or delivered to the Society or to the Council or to the Secretary shall be deemed to be so given or delivered if served upon the Secretary personally or sent by registered letter post addressed to the Society at its registered office for the time being or to the Secretary at that address and if so sent by post shall be deemed to be given or delivered at the time when it would reach its destination in the ordinary course of registered post.
79. Any notification notice or other document required to be given or delivered to any member shall be deemed to be so given or delivered if in writing signed by the Secretary (or in the case of notices convening meetings or other notices of a circular nature bearing the name of the Secretary printed or otherwise affixed thereto) and either served personally or sent by ordinary post (but in the case - 199 of notices under Rules 12 and 14 by registered post) to such member at the address set out in his proposal for membership or any address from time to time notified by the member to the Secretary in substitution therefor or at the last place of business or abode of the member known to the Secretary and every such document so sent by post shall be deemed to be given or delivered at the time when it would reach its destination in the ordinary course of post or of registered post as the case may be.
80. The Council may from time to time make by-laws not inconsistent with these Rules for the management of the Library of the Society and for the admission of readers and the lending of books and periodicals; and every such by-law shall be notified to members of the Society by inserting the same in the next succeeding issue of the Journal of the Society.
81. The Council shall cause to be placed in the Library at least two copies of every publication of the Society whether periodical or otherwise immediately after publication thereof.
82. The Council may from time to time make arrangements with any library, museum or other body in New Zealand for the delivery to such body of the Library of the Society or any part thereof for the purposes of safe storage or otherwise; but in no case shall any of the members of the Society be prevented from using and referring to the contents of the Library as a result of any such arrangement unless a resolution limiting the rights of members in this respect shall have been carried at a General Meeting of the Society.
PUBLICATIONS AND PAPERS
83. Every paper to be read before the Society, or to be published in the Journal, must first be approved by the Council, and having been so approved shall become the property of the Society. A paper by a non-member may, subject to the same conditions, be received through a member.
84. It shall not be necessary in every case that a paper be read before the Society before being published, but at the discretion of the Council it may be published at once in the Journal of the Society.
85. There shall be an official “Journal of the Polynesian Society” which shall be published periodically as nearly as may be quarterly and which shall contain such papers as have received the approval of the Council together with short abstracts of the proceedings. The Council shall be at liberty at its discretion to publish a summary or extracts of any such paper as it may think suitable. Each member shall be entitled to a copy of the Journal which will be sent post free to all members whose addresses are known.
86. The previous publication of any article dealing with a subject within the scope of the objects of the Society shall not debar the Council from printing the same in the Journal.
87. The author of a paper printed in the Journal may be supplied free with twenty extra copies of his paper.- 200
88. The Council may by resolution delegate to the Editor or Editors all or any of the powers conferred upon the Council by paragraphs 83 to 85 (inclusive) hereof.
89. The Council may direct that any portion or portions of the Journal be reprinted either to be sold singly or so that they may afterwards be bound up in volumes.
90. The Council may, on the receipt of a satisfactory report from the Editors direct the publication of any manuscript notwithstanding that the same may not have previously appeared in the Journal.
91. The Council may from time to time determine and revise the prices to be charged for extra copies of the Journal, for extracts therefrom and for other publications of the Society and may allow special discounts to members of the Society or to booksellers.
92. The Council may enter into negotiations with societies or institutions of any kind throughout the world with a view to the exchange of the Society's publications. A list of institutions to which publications of the Society are so forwarded shall be published once annually in the Journal.
ALTERATION OF RULES
93. Any alteration of these rules whether by revocation or amendment or adoption of new rules may be made by resolution of two-thirds of the members present personally or by proxy at a General Meeting of the Society.
94. Notice of any proposed alteration of rules shall be given to the Secretary signed by the member proposing the same at least one month before the date of the meeting at which the same is to be considered and notice shall be given by the Secretary to every member of the Society resident in New Zealand at least three weeks prior to the date of such meeting.
95. Any proposed alteration or amendment may be amended by the meeting and passed in a modified form.
96. The Society shall, in accordance with Section 21 of “The Incorporated Societies Act, 1908,” notify every such alteration to the Registrar of Incorporated Societies.
97. Every alteration shall come into force on the date when notice of the registration thereof by the Registrar of Incorporated Societies is received by the Secretary or on such later date as may be decided at the meeting at which the alteration was adopted.
98. The Society may be dissolved by the resolution of two-thirds of the members present personally or by proxy at a Special General Meeting called for that purpose and confirmed by a majority at a subsequent General Meeting called for that purpose not earlier than thirty days nor more than four months after the date on which the resolution so to be confirmed was passed.
99. Such resolution shall provide for realizing the assets of the Society and discharging its liabilities, and for applying any surplus - 201 in furtherance of the objects of the Society in such manner as the meeting may decide and for transferring to new trustees any property held by the Society on trust.
100. No dissolution shall take final effect until all assets belonging to the Society beneficially or on trust shall have been realised, disposed of or transferred as directed by the Society.
101. Unless otherwise resolved the Library of the Society shall upon dissolution be presented to the Alexander Turnbull Library at Wellington and the funds of the Society shall in such event be paid over to the governing body of the Alexander Turnbull Library as an endowment for the upkeep and extension of the Library so presented.
102. A Notice of any resolution for dissolution shall immediately thereafter be sent to the Registrar of Incorporated Societies.
103. In these Rules unless there be something in the context inconsistent therewith:—
PRICE LIST OF BACK NUMBERS OF THE JOURNAL.
Prices are subject to alteration as stock is reduced. A concession is extended where any number is purchased. The letter M means an instalment of a memoir issued with the Journal. The Index should be used as an approach to back issues.
Address all correspondence to the Hon. Secretary, Polynesian Society, c/o Alexander Turnbull Library, Wellington. C.1.