Constitution of the Royal Numismatic Society of New Zealand Incorporated
Introductory rules
- Name
The name of the society is Royal Numismatic Society of New Zealand Incorporated (in this Constitution referred to as the ‘Society’). - Charitable status
The Society is not and does not intend to be registered as a charitable entity under the Charities Act 2005. - Definitions
In this Constitution, unless the context requires otherwise, the following words and phrases have the following meanings:
'Act’ means the Incorporated Societies Act 2022 or any Act which replaces it (including amendments to it from time to time), and any regulations made under the Act or under any Act which replaces it.
‘Committee’ means any Committee set up by the Council and does not have the meaning of Committee in the Act
‘Council’ means the Society’s governing body and has the functions and meaning of Committee in the Act.
‘Working Days’ mean Monday to Friday where such days are not public holidays as defined in the Legislation Act 2019.
‘Annual General Meeting’ means a meeting of the Members of the Society held once per year which, among other things, will receive and consider reports on the Society’s activities and finances.
‘President’ means the Officer responsible for chairing General Meetings and Council meetings, and who provides leadership for the Society.
‘Constitution’ means the rules in this document.
‘General Meeting’ means either an Annual General Meeting, Special General Meeting or regular monthly meeting of the Members of the Society.
‘Interested Member’ means a Member who is interested in a matter for any of the reasons set out in section 62 of the Act.
‘Interests Register’ means the register of interests of Officers, kept under this Constitution and as required by section 73 of the Act.
‘Matter’ means—
1. the Society’s performance of its activities or exercise of its powers; or
2. an arrangement, agreement, or contract (a transaction) made or entered into, or proposed to be entered into, by the Society.
‘Member’ means a person who has consented to become a Member of the Society and has been properly admitted to the Society who has not ceased to be a Member of the Society.
‘Notice’ to Members includes any notice given by email, post, or courier.
‘Officer’ means a natural person who is:
• a member of the Council, or
• occupying a position in the Society that allows them to exercise significant influence over the management or administration of the Society, including any Chief Executive or Treasurer.
‘Register of Members’ means the register of Members kept under this Constitution as required by section 79 of the Act.
‘Secretary’ means the Officer responsible for the matters specifically noted in this Constitution.
‘Special General Meeting’ means a meeting of the Members, other than an Annual General Meeting, called for a specific purpose or purposes.
‘Vice President’ means any of the Officers elected or appointed to deputise in the absence of the President. - Purposes
4.1 The primary purposes of the Society are —
To encourage the study of numismatics and related historical subjects and to promote the advancement of numismatic knowledge;
4.2 For the achievement of these purposes the Society shall be able -
a. To arrange and conduct meetings for members and non-members;
b. To assist members and students in the study and acquisition of numismatic specimens – coins, medals, tokens, seals, paper money, cheques, bills, scrip, native currencies and kindred objects;
c. To edit and publish books, papers or journals on numismatic matters;
d. To strike commemorative and other medals;
e. To sell or otherwise dispose of numismatic material for members and non-members;
f. To promote, support or conduct numismatic exhibitions;
g. To form and maintain a library of numismatic literature and a collection of New Zealand and other numismatic items of particular interest to members;
h. To purchase, lease or otherwise acquire land and buildings or any interest in land and buildings or investments or bank deposits for or incidental or ancillary to the objects or purposes of the Society;
i. To borrow money at interest where such borrowing is expedient to achievement of the purposes of the Society;
j. To do all such things as are incidental or conducive to the attainment of the above objects and purposes of the Society. - Act and Regulations
Nothing in this Constitution authorises the Society to do anything which contravenes or is inconsistent with the Act, any regulations made under the Act, or any other legislation. - Restrictions on society powers
6.1 The Society must not operate for the purpose of, or with the effect of—
(a) distributing, any gain, profit, surplus, dividend, or other similar financial benefit to any of its Members (whether in money or in kind); or
(b) having capital that is divided into shares or stock held by its Members; or
(c) holding, property in which its members have a disposable interest (whether directly, or in the form of shares or stock in the capital of the society or otherwise).
6.2 The Society will not operate for the financial gain of Members simply if the Society—
(a) engages in trade,
(b) pays a Member for matters that are incidental to the purposes of the Society, and the Member is a not-for-profit entity,
(c) distributes funds to a Member to further the purposes of the Society, and the Member—
(i) is a not-for-profit entity, and
(ii) is affiliated or closely related to the Society, and
(iii) has the same, or substantially the same, purposes as those of the Society.
(d) reimburses a Member for reasonable expenses legitimately incurred on behalf of the Society or while pursuing the Society’s purposes,
(e) provides benefits to members of the public or of a class of the public and those persons include Members or their families,
(f) provides benefits to Members or their families to alleviate hardship,
(g) provides educational scholarships or grants to Members or their families,
(h) pays a Member a salary or wages or other payments for services to the Society on arm’s length terms (terms reasonable in the circumstances if the parties were connected or related only by the transaction in question, each acting independently, and each acting in its own best interests; or are terms less favourable to the Member than those terms and the payment for services, or other transaction, does not include any share of a gain, profit, or surplus, percentage of revenue, or other reward in connection with any gain, profit, surplus, or revenue of the Society),
(i) provides a Member with incidental benefits (for example, trophies, prizes, or discounts on products or services) in accordance with the purposes of the Society.
(j) on removal of the Society from the Register of Incorporated Societies having its surplus assets distributed under subpart 5 of Part 5 of the Act to a Member that is a not-for-profit entity. - Registered office
7.1 The registered office of the Society shall be at such place in New Zealand as the Council from time to time determines.
7.2 Changes to the registered office shall be notified to the Registrar of Incorporated Societies—
(a) at least 5 working days before the change of address for the registered office is due to take effect, and
(b) in a form and as required by the Act. - Contact person
8.1 The Council shall appoint at least 1 but no more than 3 contact person(s) whom the Registrar of Incorporated Societies can contact when needed.
8.2 The Society’s contact persons must be:
(a) At least 18 years of age, and
(b) Ordinarily resident in New Zealand.
8.3 Each contact person’s name shall be provided to the Registrar of Incorporated Societies, along with their contact details, including:
(a) a physical address or an electronic address, and a telephone number.
8.4 Any change in that contact person or that person’s name or contact details shall be advised to the Registrar of Incorporated Societies within 20 Working Days of that change occurring, or the Society becoming aware of the change.
Members - Classes of membership
The Society may maintain different classes of membership and the method by which Members are admitted to different classes of membership may differ. - Becoming a member: process
10.1 Any person or corporate body interested in numismatics may apply to be a Member of the Society. Every applicant for membership must consent in writing to becoming a Member and must complete and sign the prescribed form or electronic application accepting nomination and undertaking to be bound by the Constitution of the Society.
10.2 Every application shall provide in writing the applicant’s name and contact details (namely, physical and postal address, email address if any, and a telephone number).
10.3 Any applicant that is a body corporate shall provide the Council, in writing, with the name and contact details of the person who is the organisation’s authorised representative, and that person shall be deemed to be the organisation’s proxy for the purposes of voting at General Meetings.
10.4 The application must be proposed and seconded by Members of the Society at any General Meeting and election shall be by a 75% majority of members present.
10.5 An application may be approved by the Council where no General Meeting is imminent.
10.6 The Society may accept or decline an application for membership at its sole discretion.
10.7 The Society must advise the applicant of the decision, normally through the Officer designated to manage membership processes.
10.8 The signed written consent of every Member to become a Member shall be retained in the Society’s membership records. - Members' obligations and rights
11.1 Every Member shall promptly advise the Society in writing of any changes to their contact details.
11.2 Members shall promote the interests and purposes of the Society and shall do nothing to bring the Society into disrepute.
11.3 A Member is only entitled to exercise the rights of membership (including attending and voting at General Meetings, accessing or using the Society’s premises, facilities, equipment and other property, and participating in Society activities) if all subscriptions and any other fees have been paid to the Society by their respective due dates, but no Member is liable for an obligation of the Society by reason only of being a Member.
11.4 The Council may decide what access or use Members may have of or to any premises, facilities, equipment or other property owned, occupied or otherwise used by the Society, and to participate in Society activities, including any conditions of and fees for such access, use or involvement. - Ceasing to be a member
12.1 A Member ceases to be a Member—
(a) On death (or if a body corporate on liquidation or deregistration, or if a partnership on dissolution of the partnership), or
(b) By signed written notice of resignation to the Council or to the Secretary, or
(c) On termination of a Member’s membership following a dispute resolution process under this Constitution, or
(d) By resolution of the Council where—
(i) The Member has failed to pay a subscription, levy or other amount due to the Society within 12 calendar months of the due date for payment.
(ii) Following due process the Council has determined that the Member has brought the Society into disrepute.
12.2 A Member ceases to be a Member with effect from—
(a) the date of receipt of the Member’s notice of resignation by the Council (or any subsequent date stated in the notice of resignation), or
(b) the date of termination of the Member’s membership under this Constitution, or
(c) the date of death of the Member (or if a body corporate from the date of its liquidation or deregistration, or if a partnership from the date of its dissolution), or
(d) the date specified in a resolution of the Council.
12.3 When a Member’s membership has been terminated by a resolution of the Council the Council shall promptly notify the former Member in writing. - Obligations once membership has ceased
13.1 A Member who has ceased to be a Member under this Constitution—
(a) shall cease to be entitled to any of the rights of a Society Member.
(b) remains liable to pay all subscriptions and other fees due up to the Society’s next balance date,
(c) shall cease to hold himself or herself out as a Member of the Society,
(d) shall return to the Society all material provided to Members by the Society (including any membership certificate, badges, handbooks and manuals).
13.2 A former Member may apply for re-admission in the manner prescribed for new applicants.
13.3 Where a former Member’s membership was terminated following a disciplinary or dispute resolution process, the application may proceed only on the recommendation of the Council. - Subscriptions and fees
14.1 The annual subscription and any other fees for membership for a current or future financial year shall be set by resolution of an Annual General Meeting.
14.2 Subscriptions shall be due and payable in advance on the first day of April in each year, provided that any member elected from the first day of September of the financial year shall be charged one-half of the subscription for the year.
14.3 Any Member failing to pay the annual subscription (including any periodic payment), any levy, or any capitation fees, within 12 calendar months of the date the same was due for payment shall be considered as unfinancial and shall (without being released from the obligation of payment) have no membership rights and shall not be entitled to participate in any Society activity or to access or use the Society’s premises, facilities, equipment and other property until all the arrears are paid. - Life Members
15.1 A Life Member is a person who either-
(a) paid a composite life subscription prior to 1975, or
(b) was a member of the Manawatu Numismatic Society at the time it amalgamated with the Society, or
(c) is recommended by the Council for outstanding services to the Society or for any other reason deemed sufficient by the Council and elected by a 75% majority of members present at any General Meeting, or
(d) has attained 50 years of continuous membership or reached 80 years of age and who has been a member for at least ten years at that time.
15.2 A Life Member shall have all the rights and privileges of a Member and shall be subject to all the same duties as a Member except those of paying subscriptions and levies. - Fellows
16.1 A Member of the Society who has done outstanding original research which has been published for the benefit of numismatics or who has performed meritorious service for the Society or for the advancement of numismatics may be elected a Fellow of the Society.
16.2 A Fellow shall be nominated in writing with a supporting submission by a Member of the Society and the nomination shall be considered by the Recognition Committee established by the Council and recommended to the Council for approval before being proposed for election and shall be elected by a 75% majority of members present at any General Meeting of the Society.
16.3 The number of Fellows elected in any financial year of the Society shall not exceed three percent of the number of Members of the Society.
16.4 A Fellow shall be entitled to use the distinctive letters “FRNSNZ” so long as he or she is a member of the Society. - Honorary Fellows
17.1 A non-member who has rendered outstanding service to the Society or to the science of numismatics may be elected an Honorary Fellow.
17.2 The number at the time of election of an Honorary Fellow shall not exceed three percent of the then members of the Society.
17.3 An Honorary Fellow shall be elected in the same manner as a Fellow and shall be entitled to all the privileges of the Society but shall not be entitled to vote at meetings or take part in the management of the Society.
17.4 Honorary Fellows shall not be liable for payment of any subscription.
General meetings - Notice and voting for all general meetings
18.1 The Council shall give all Members at least 3 Working Days’ written Notice of any General Meeting and of the business to be conducted at that General Meeting.
18.2 That Notice will be addressed to the Member at the email notified to the Society and recorded in the Society’s register of members. The General Meeting and its business will not be invalidated simply because one or more Members do not receive the Notice of the General Meeting.
18.3 Only financial Members may attend, speak and vote at General Meetings.
18.4 A Member is entitled to exercise one vote on any motion at a General Meeting in person or by proxy or through the authorised representative of a body corporate as notified to the Council.
18.5 A signed original written proxy or emailed, signed original copy in favour of some individual entitled to be present at the meeting must be received by, or handed to, the Secretary for the Council at least 24 hours before the commencement of the General Meeting.
18.6 Voting at a General Meeting shall be by voices or by show of hands or, on demand of the President or of 2 or more Members present, by secret ballot.
18.7 Unless otherwise required by this Constitution, all questions shall be decided by a simple majority of those in attendance in person or by proxy and voting at a General Meeting or voting by remote ballot. - Quorum at meetings
19.1 No General Meeting may be held unless at least 5 eligible financial Members attend throughout the meeting and this will constitute a quorum.
19.2 If, within half an hour after the time appointed for a meeting a quorum is not present, the meeting – if convened upon request of Members – shall be dissolved. In any other case it shall stand adjourned to a day, time and place determined by the President of the Society, and if at such adjourned meeting a quorum is not present those Members present in person or by proxy shall be deemed to constitute a sufficient quorum.
19.3 Any decisions made when a quorum is not present are not valid.
19.4 Written resolutions may not be passed in lieu of a General Meeting. - Proceedings of general meetings
20.1 General Meetings may be held at one or more venues by Members present in person and/or using any real-time audio, audio and visual, or electronic communication that gives each Member a reasonable opportunity to participate.
20.2 All General Meetings shall be chaired by the President. If the President is absent, a Vice-President shall chair that meeting.
20.3 Any person chairing a General Meeting has a deliberative and, in the event of a tied vote, a casting vote.
20.4 Any person chairing a General Meeting may —
(a) With the consent of a simple majority of Members present at any General Meeting adjourn the General Meeting from time to time and from place to place but no business shall be transacted at any adjourned General Meeting other than the business left unfinished at the meeting from which the adjournment took place.
(b) Direct that any person not entitled to be present at the General Meeting, or obstructing the business of the General Meeting, or behaving in a disorderly manner, or being abusive, or failing to abide by the directions of the President be removed from the General Meeting.
(c) In the absence of a quorum or in the case of emergency, adjourn the General Meeting or declare it closed.
20.5 The Council may propose motions for the Society to vote on (‘Council Motions’), which shall be notified to Members with the notice of the General Meeting.
20.6 A Member may request that a motion be voted on (‘Member’s Motion’) at a General Meeting, by giving notice to the Secretary or Council at least 10 Working Days before that meeting. The Member may also provide information in support of the motion (‘Member’s Information’). If notice of the motion is given to the Secretary or Council before written Notice of the General Meeting is given to Members, notice of the motion shall be provided to Members with the written Notice of the General Meeting.
20.7 A Member may move a motion to be voted on from the floor of a General Meeting whether in person or online or by proxy.
20.8 Members of the Society may bring visitors to any General Meeting provided they are first introduced to the President at or before the meeting. The President may permit visitors to take part in any discussion, but Visitors shall not have the right to vote.
20.9 The Society must keep minutes of all General Meetings. - Annual General Meetings: when held
21.1 The Annual General Meeting shall be held on the last Wednesday in May or on such other date in each year as the Council may determine at a location and/or using any electronic communication determined by the Council and consistent with any requirements in the Act, and the Constitution relating to the procedure to be followed at General Meetings shall apply.
21.2 The Annual General Meeting must in any case be held no later than the earlier of the following—
(a) 6 months after the balance date of the Society
(b) 15 months after the previous annual meeting. - Annual General Meetings: business
22.1 The business of an Annual General Meeting shall be to—
(a) confirm the minutes of the last Annual General Meeting and any Special General Meeting(s) held since the last Annual General Meeting,
(b) adopt the annual report on the operations and affairs of the Society,
(c) adopt the Council’s report on the finances of the Society, and the annual financial statements,
(d) set any subscriptions for the current and future financial year,
(e) elect Officers
(f) consider any motions of which prior notice has been given to Members with notice of the Meeting, and
(g) consider any general business.
22.2 The Council must at each Annual General Meeting present the following information—
(a) an annual report on the operation and affairs of the Society during the most recently completed accounting period,
(b) the annual financial statements for that period, and
(c) notice of any disclosures of conflicts of interest made by Officers during that period (including a summary of the matters, or types of matters, to which those disclosures relate). - Special General Meetings
23.1 A Special General Meeting may be called at any time by the Council by resolution.
23.2 The Council must call a Special General Meeting if it receives a written request signed by at least 10 percent of Members.
23.3 Any resolution or written request must state the business that the Special General Meeting is to deal with.
23.4 The rules in this Constitution relating to the procedure to be followed at General Meetings shall apply to a Special General Meeting, and a Special General Meeting shall only consider and deal with the business specified in the Council’s resolution or the written request by Members for the Meeting.
Council - Council composition
24.1 The Council will consist of the President, Vice-Presidents, Secretary, Assistant Secretary, Treasurer, Editor, Keeper of Collections, Librarian, five elected members and one representative from each Branch, and will include a minimum of 8 members.
24.2 All the Officers on the Council must be either:
(a) Members of the Society, or
(b) representatives of bodies corporate that are Members of the Society. - Functions of the Council
From the end of each Annual General Meeting until the end of the next, the Society shall be managed by, or under the direction or supervision of, the Council in accordance with the Incorporated Societies Act 2022, any Regulations made under that Act, and this Constitution. - Powers of the Council
26.1 The Council has all the powers necessary for managing - and for directing and supervising the management of - the operation and affairs of the Society, subject to such modifications, exceptions, or limitations as are contained in the Act or in this Constitution.
26.2 The Council may only borrow or raise money by the issue of debentures or bonds or on mortgage or on any other security over or charged on all or any of the property and/or rights of the Society or without any such security and upon such terms as the Council shall think fit provided that such Council proposal shall be approved by a 75% majority of the financial members present at a Special General Meeting.
26.3 The Council may appoint Assistants to any Officer, but such Assistants shall not be members of the Council by virtue of such appointment.
26.4 The Council may acquire and dispose of land and buildings or any interest in land and buildings for the objects or purposes of the Society either by purchase, sale or lease provided that such proposed purchase, sale or lease shall be approved by a 75% majority of the financial members present at a Special General Meeting. - Committees
27.1 The Council may appoint Committees consisting of such persons (whether or not Members of the Society) and for such purposes as it thinks fit. Unless otherwise resolved by the Council—
(a) the quorum of every Committee is half the members of the Committee but not less than 2,
(b) no Committee shall have power to co-opt additional members without Council approval.
(c) a Committee must not commit the Society to any financial expenditure without express authority from the Council, and
(d) a Committee must not further delegate any of its powers. - General matters: Council
28.1 The Council and any Committee may act by resolution approved during a conference call using audio and/or audio-visual technology or through a written ballot conducted by email, electronic voting system, or post, and any such resolution shall be recorded in the minutes of the next Council or Committee meeting.
28.2 Other than as prescribed by the Act or this Constitution, the Council or any Committee may regulate its proceedings as it thinks fit.
Council meetings - Council meetings: procedure
29.1 The quorum for Council meetings is at least 5 members of the Council.
29.2 A meeting of the Council may be held either—
(a) by a number of the members of the Council who constitute a quorum, being assembled at the place, date and time appointed for the meeting; or
(b) by means of a combination of in person, audio, or audio and visual, communication by which all members of the Council participating and constituting a quorum can simultaneously hear each other throughout the meeting.
29.3 A resolution of the Council is passed at any meeting of the Council if a majority of the votes cast on it are in favour of the resolution.
29.4 Every Officer on the Council shall have one vote.
29.5 The President of the Society shall normally chair the Council. If at a meeting of the Council, the President is not present, the members of the Council present may choose one of their number to be Chair of the meeting. The Chair does have a casting vote in the event of a tied vote on any resolution of the Council.
29.6 Except as otherwise provided in this Constitution, the Council may regulate its own procedure. - Council meetings: frequency
30.1 The Council shall meet as required at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the President or Secretary.
30.2 The Secretary, or other Council member nominated by the Council, shall give to all Council members not less than 3 Working Days’ notice of Council meetings, but in cases of urgency a shorter period of notice shall suffice.
Officers - Specific Roles of Officers
31.1 The Officers of the Society shall be:
a. President - responsible for chairing General Meetings and Council meetings, and who provides leadership for the Society.
b. Vice-Presidents (the number to be determined by the Society from time to time) - elected or appointed to deputise in the absence of the President.
c. Secretary - who shall keep correct minutes of all meetings which may include arranging for others to take minutes, conduct correspondence and prepare such reports and returns as may be required by the Council, furnish all statutory returns and carry out the instructions of Council, issue notices for all meetings and prepare and circulate the agenda for these, and at Council meetings report all inward and outward correspondence.
d. Treasurer – who shall keep true and correct accounts and books showing the financial affairs of the Society, receive all monies and pay the same to the credit of the society into such bank or banks as the Council may direct, make payments in accordance with any Council policies or decisions if countersigned by the Secretary or such other Officers or members as the Council shall authorize, submit to the Annual General Meeting a balance sheet of the assets and liabilities of the Society and a statement of income and expenditure together with the report of the Auditor and any other reports required by law, keep a register of members, send annual subscription accounts to members, and, if requested by Council, produce a list of members who are twelve months or more in arrears with their subscriptions. The Treasurer may arrange for another Member, with the approval of Council, to assist in these functions.
e. Editor – who shall edit the Journal of the Society and report to the Council.
f. Keeper of Collections – who shall be responsible for maintaining the Society’s collections (to be kept at such place as the Council may direct)
and for keeping a register of all items that shall number each item, give sufficient description for identification and state the grade of the item.
g. Librarian – who shall be responsible for maintaining the Society’s Library (at such place as the Council may direct) and for keeping an index of the books, pamphlets, journals and magazines therein.
h. Auditor – who shall audit the Treasurer’s books and accounts and certify as to their accuracy at least once in each twelve months.
i. Five elected members of Council
j. One Council member elected by each Branch - Patron
32.1 The Council may invite the Governor-General to be Patron of the Society in continuation of long-established practice. If a Governor-General does not accept the role, the Society may elect another person as Patron at its annual meeting.
32.2 The Patron will not be an Officer of the Society. - Qualifications of officers
33.1 Every Officer must be a natural person who—
(a) has consented in writing to be an officer of the Society, and
(b) certifies that they are not disqualified from being elected or appointed or otherwise holding office as an Officer of the Society.
33.2 To be validly elected or appointed, Officers must not be disqualified under section 47(3) of the Act from being appointed or holding office as an Officer of the Society, namely—
(a) a person who is under 16 years of age
(b) a person who is an undischarged bankrupt
(c) a person who is prohibited from being a director or promoter of, or being concerned or taking part in the management of, an incorporated or unincorporated body under the Companies Act 1993, the Financial Markets Conduct Act 2013, or the Takeovers Act 1993, or any other similar legislation
(d) A person who is disqualified from being a member of the governing body of a charitable entity under the Charities Act 2005
(e) a person who has been convicted of any of the following, and has been sentenced for the offence, within the last 7 years—
1. an offence under subpart 6 of Part 4 of the Act
2. a crime involving dishonesty (within the meaning of section 2(1) of the Crimes Act 1961)
3. an offence under section 143B of the Tax Administration Act 1994
4. an offence, in a country other than New Zealand, that is substantially similar to an offence specified in subparagraphs (1) to (3)
5. a money laundering offence or an offence relating to the financing of terrorism, whether in New Zealand or elsewhere
(f) a person subject to:
1. a banning order under subpart 7 of Part 4 of the Act, or
2. an order under section 108 of the Credit Contracts and Consumer Finance Act 2003, or
3. a forfeiture order under the Criminal Proceeds (Recovery) Act 2009, or
4. a property order made under the Protection of Personal and Property Rights Act 1988, or whose property is managed by a trustee corporation under section 32 of that Act.
(g) a person who is subject to an order that is substantially similar to an order referred to in paragraph (6) under a law of a country, State, or territory outside New Zealand that is a country, State, or territory prescribed by the regulations (if any) of the Act.
33.3 Prior to election or appointment as an Officer a person must—
(a) consent in writing to be an Officer, and
(b) certify in writing that they are not disqualified from being elected or appointed as an Officer either by this Constitution or the Act.
33.4 Only a natural person may be an Officer and each certificate shall be retained in the Society’s records. - Officers' duties
34.1 At all times each Officer:
(a) shall act in good faith and in what he or she believes to be the best interests of the Society,
(b) must exercise all powers for a proper purpose,
(c) must not act, or agree to the Society acting, in a manner that contravenes the Act or this Constitution,
(d) when exercising powers or performing duties as an Officer, must exercise the care and diligence that a reasonable person with the same responsibilities would exercise in the same circumstances taking into account, but without limitation:
(i) the nature of the Society,
(ii) the nature of the decision, and
(iii) the position of the Officer and the nature of the responsibilities undertaken by him or her
(e) must not agree to the activities of the Society being carried on in a manner likely to create a substantial risk of serious loss to the Society or to the Society’s creditors, or cause or allow the activities of the Society to be carried
on in a manner likely to create a substantial risk of serious loss to the Society or to the Society’s creditors, and
(f) must not agree to the Society incurring an obligation unless he or she believes at that time on reasonable grounds that the Society will be able to perform the obligation when it is required to do so. - Election or appointment of officers
35.1 Officers shall be elected during Annual General Meetings. However, if a vacancy in the position of any Officer occurs between Annual General Meetings, that vacancy shall be filled by resolution of the Council (and any such appointee must, before appointment, supply a signed consent to appointment and a certificate that the nominee is not disqualified from being appointed or holding office as an Officer (as described in the ‘Qualification of Officers’ rule above). Any such appointment must be ratified at the next Annual General Meeting.
35.2 A candidate’s written nomination, accompanied by the written consent of the nominee with a certificate that the nominee is not disqualified from being appointed or holding office as an Officer (as described in the ‘Qualification of Officers’ rule above) shall be received by the Society at least 20 Working Days before the date of the Annual General Meeting. If there are insufficient valid nominations received, further nominations may be received from the floor at the Annual General Meeting.
35.3 Votes shall be cast in such a manner as the person chairing the meeting determines. In the event of any vote being tied, the Chair may call for a second vote. If a tie remains, the tie shall be resolved by the incoming Council (excluding those in respect of whom the votes are tied).
35.4 Two Members (who are not nominees) or non-Members appointed by the President shall act as scrutineers for the counting of the votes and destruction of any voting papers if a vote is conducted by ballot papers.
35.5 The failure for any reason of any financial Member to receive such Notice of the general meeting shall not invalidate the election.
35.6 In addition to Officers elected under the foregoing provisions of this rule, the Council may appoint other Officers for a specific purpose, or for a limited period, or generally until the next Annual General Meeting. Unless otherwise specified by the Council any person so appointed shall have full speaking and voting rights as an Officer of the Society. Any such appointee must, before appointment, supply a signed consent to appointment and a certificate that the nominee is not disqualified from being appointed or holding office as an Officer (as described in the ‘Qualification of Officers’ rule above).
35.7 Members assembled at an Annual General Meeting shall have the power to dispense with any Office for the time being if they consider it advisable and may combine any of the above offices except those of Secretary and Treasurer. - Term
The term of office for all Officers elected to the Council shall be one year, expiring at the end of the Annual General Meeting in the year corresponding with the last year of each Officer’s term of office. - Removal of officers
37.1 An Officer shall be removed as an Officer by resolution of the Council or the Society where in the opinion of the Council or the Society —
(a) The Officer elected to the Council has been absent from 4 Council meetings without leave of absence from the Council.
(b) The Officer has brought the Society into disrepute.
(c) The Officer has failed to disclose a conflict of interest.
(d) The Officer has not paid the required subscription for more than 12 calendar months.
(e) The Council passes a vote of no confidence in the Officer.
37.2 Removal from office shall be with effect from the date specified in a resolution of the Council or Society. - Ceasing to hold office
38.1 An Officer ceases to hold office when they resign (by notice in writing to the Council), are removed, die, or otherwise vacate office in accordance with the Act.
38.2 Each Officer shall within 5 Working Days of submitting a resignation or ceasing to hold office, deliver to the Council all books, papers and other property of the Society held by such former Officer. - Conflicts of interest
39.1 An Officer or member of a Committee who is an Interested Member in respect of any Matter being considered by the Society, must disclose details of the nature and extent of the interest (including any monetary value of the interest if it can be quantified)—
(a) to the Council and or Committee and
(b) in an Interests Register kept by the Council.
39.2 Disclosure must be made as soon as practicable after the Officer or member of a Committee becomes aware that they are interested in the Matter.
39.3 An Officer or member of a Committee who is an Interested Member regarding a Matter—
(a) must not vote or take part in the decision of the Council and/or Committee relating to the Matter unless all members of the Council who are not interested in the Matter consent; and
(b) must not sign any document relating to the entry into a transaction or the initiation of the Matter unless all members of the Council who are not interested in the Matter consent; but
(c) may take part in any discussion of the Council and/or Committee relating to the Matter and be present at the time of the decision of the Council and/or Committee (unless the Council and/or Committee decides otherwise).
39.4 However, an Officer or member of a Committee who is prevented from voting on a Matter may still be counted for the purpose of determining whether there is a quorum at any meeting at which the Matter is considered.
39.5 Where 50 per cent or more of Officers are prevented from voting on a Matter because they are interested in that Matter, a Special General Meeting must be called to consider and determine the Matter, unless all non-interested Officers agree otherwise.
39.6 Where 50 per cent or more of the members of a Committee are prevented from voting on a Matter because they are interested in that Matter, the Council shall consider and determine the Matter.
Records - Register of Members
40.1 The Society shall keep an up-to-date Register of Members.
40.2 For each current Member, the information contained in the Register of Members shall include —
(a) Their name, and
(b) The date on which they became a Member (if there is no record of the date they joined, this date will be recorded as ‘Unknown’), and
(c) Their contact details, including —
(i) A physical address
(ii) An email address
(iii) A telephone number.
40.3 The register will also include for each Member —
(a) A postal address if different from the physical address
(b) Whether the Member is financial or unfinancial
40.4 Every current Member shall promptly advise the Society of any change to the Member’s contact details.
40.5 The Society shall also keep a record of the former Members of the Society. For each Member who ceased to be a Member within at least the previous 7 years, the Society will record:
(a) The former Member's name, and
(b) The date the former Member ceased to be a Member. - Interests Register
41.1 The Council shall at all times maintain an up-to-date register of the interests disclosed by Officers and by members of any Committee. - Access to information for members
42.1 A Member may at any time make a written request to the Society for information held by the Society.
42.2 The request must specify the information sought in sufficient detail to enable the information to be identified.
42.3 The Society must, within a reasonable time after receiving a request —
(a) Acknowledge the request
(b) provide the information, or
(c) agree to provide the information within a specified period, or
(d) agree to provide the information within a specified period if the Member pays a reasonable charge to the Society (which must be specified and explained) to meet the cost of providing the information, or
(e) refuse to provide the information, specifying the reasons for the refusal.
42.4 Without limiting the reasons for which the Society may refuse to provide the information, the Society may refuse to provide the information if —
(a) withholding the information is necessary to protect the privacy of natural persons, including that of deceased natural persons, or
(b) the disclosure of the information would, or would be likely to, prejudice the commercial position of the Society or of any of its Members, or
(c) the disclosure of the information would, or would be likely to, prejudice the financial or commercial position of any other person, whether or not that person supplied the information to the Society, or
(d) the information is not relevant to the operation or affairs of the society, or
(e) withholding the information is necessary to maintain legal professional privilege, or
(f) the disclosure of the information would, or would be likely to, breach an enactment, or
(g) the burden to the Society in responding to the request is substantially disproportionate to any benefit that the Member (or any other person) will or may receive from the disclosure of the information, or
(h) the request for the information is frivolous or vexatious, or
(i) the request seeks information about a dispute or complaint which is or has been the subject of the procedures for resolving such matters under this Constitution and the Act.
42.5 If the Society requires the Member to pay a charge for the information, the Member may withdraw the request, and must be treated as having done so unless, within 10 Working Days after receiving notification of the charge, the Member informs the Society —
(a) that the Member will pay the charge; or
(b) that the Member considers the charge to be unreasonable.
42.6 Nothing in this rule limits Information Privacy Principle 6 of the Privacy Act 2020 relating to access to personal information.
Finances - Control and management
43.1 The funds and property of the Society shall be—
(a) controlled, invested and disposed of by the Council, subject to this Constitution, and
(b) devoted solely to the promotion of the purposes of the Society.
43.2 The Council shall maintain bank accounts in the name of the Society.
43.3 All money received on account of the Society shall be banked within 20 Working Days of receipt.
43.4 All accounts paid or for payment shall be paid only in accordance with Council policies and decisions submitted and the Treasurer will advise the Council of payments made at its meetings. Advice may be at an aggregated level and any member of Council may ask for more detail.
43.5 The Council must ensure that there are kept at all times accounting records that—
(a) correctly record the transactions of the Society, and
(b) allow the Society to produce financial statements that comply with the requirements of the Act, and
(c) would enable the financial statements to be readily and properly audited (if required under any legislation or the Society's Constitution).
43.6 The Council must establish and maintain a satisfactory system of control of the Society's accounting records.
43.7 The accounting records must be kept in written form or in a form or manner that is easily accessible and convertible into written form. And the accounting records must be kept for the current accounting period and for the last 7 completed accounting periods of the Society. - Balance date
The Society's financial year shall commence on 1 April of each year and end on 31 March (the latter date being the Society’s balance date). - Indemnity of Officers
No Officer, Council member or ordinary member of the Society shall incur any expense or liability in the name of the Society unless the same has been authorised by the Council except that Council Members may incur the necessary expenses for postage, information technology, rent of premises, advertising, printing, stationery, activities and reports in line with decisions of the Council, subject to later reimbursement by the Society.
Branch Provisions - Branches
46.1 With the approval of the Council, Branches of the Society may be formed in any part of New Zealand. Proceedings of such Branches shall be conducted in the manner set out in any Bylaws relating to Rules for Branches. All members of Branches must be financial members of the Society or of the British Orders and Medals Research Society, of which the Society’s Orders and Medals Research Society Branch is also acknowledged to be a Branch, although formally part of the Society. In the event of a conflict of the rules of the British Orders and Medals Research Society and the Constitution or Bylaws of the Society, the Society’s Constitution and Bylaws shall prevail.
46.2 Branches may fix such additional local subscriptions as Branch members may decide, provided they do not exceed fifty percent of the current subscription for members of the Society.
46.3 Each Branch approved by the Council shall be entitled to elect one financial member of the Society to the Council. Such Council member may be a resident of the district where the branch is formed or a resident of the Wellington region. Any Council member so elected by a Branch shall retire at the next Annual General Meeting but shall be eligible for re-election. The Council shall have the power to disband any Branch of the Society if, in the
opinion of a 75% majority of the Council members present at a Council meeting, such course is advisable in the interests of the Society. In such an event, the Council member, if any, who was elected by such Branch shall cease to be a Council member.
Dispute resolution - Meanings of dispute and complaint
47.1 A dispute is a disagreement or conflict involving the Society and/or its Members in relation to specific allegations.
47.2 The disagreement or conflict may be between any of the following persons—
(a) 2 or more Members
(b) 1 or more Members and the Society
(c) 1 or more Members and 1 or more Officers
(d) 2 or more Officers
(e) 1 or more Officers and the Society
(f) 1 or more Members or Officers and the Society.
47.3 The disagreement or conflict relates to any of the following allegations—
(a) a Member or an Officer has engaged in misconduct
(b) a Member or an Officer has breached, or is likely to breach, a duty under the Society's Constitution or bylaws or the Act
(c) the Society has breached, or is likely to breach, a duty under the Society's Constitution or bylaws or the Act
(d) a Member's rights or interests as a Member have been damaged or Member's rights or interests generally have been damaged.
47.4 A Member or an Officer may make a complaint by giving to the Council (or a complaints Committee) a notice in writing that—
(a) states that the Member or Officer is starting a procedure for resolving a dispute in accordance with the Society's Constitution; and
(b) sets out the allegation(s) to which the dispute relates and whom the allegation or allegations is or are against; and
(c) sets out any other information or allegations reasonably required by the Society.
47.5 The Society may make a complaint involving an allegation against a Member or an Officer by giving to the Member or Officer a notice in writing that—
(a) states that the Society is starting a procedure for resolving a dispute in accordance with the Society's Constitution; and
(b) sets out the allegation to which the dispute relates.
47 .6 The information setting out the allegations must be sufficiently detailed to ensure that a person against whom an allegation or allegations is made is fairly advised of the allegation or allegations concerning them, with sufficient details given to enable that person to prepare a response.
47.7 A complaint may be made in any other reasonable manner permitted by the Society's Constitution.
47.8 All Members (including the Council) are obliged to cooperate to resolve disputes efficiently, fairly, and with minimum disruption to the Society's activities.
47.9 The complainant raising a dispute, and the Council, must consider and discuss whether a dispute may best be resolved through informal discussions, mediation, or arbitration. Where mediation or arbitration is agreed on, the parties will sign a suitable mediation or arbitration agreement. - How complaint is made
48.1 A Member or an Officer may make a complaint by giving to the Council (or a complaints Committee) a notice in writing that—
(a) states that the Member or Officer is starting a procedure for resolving a dispute in accordance with the Society’s Constitution; and
(b) sets out the allegation or allegations to which the dispute relates and whom the allegation is against; and
(c) sets out any other information reasonably required by the Society.
48.2 The Society may make a complaint involving an allegation or allegations against a Member or an Officer by giving to the Member or Officer a notice in writing that—
1. states that the Society is starting a procedure for resolving a dispute in accordance with the Society’s Constitution; and
2. sets out the allegation to which the dispute relates.
48.3 The information given under subclause (1b.) or (2b.) must be sufficient to ensure that a person against whom an allegation is made is fairly advised of the allegation or allegations concerning them, with sufficient details given to enable that person to prepare a response.
48.4 A complaint may be made in any other reasonable manner permitted by the Society’s Constitution. - Person who makes complaint has right to be heard
49.1 A Member or an Officer who makes a complaint has a right to be heard before the complaint is resolved or any outcome is determined.
49.2 If the Society makes a complaint—
(a) the Society has a right to be heard before the complaint is resolved or any outcome is determined; and
(b) an Officer may exercise that right on behalf of the Society.
49.3 Without limiting the manner in which the Member, Officer, or Society may be given the right to be heard, they must be taken to have been given the right if—
(a) they have a reasonable opportunity to be heard in writing or at an oral hearing (if one is held); and
(b) an oral hearing is held if the decision maker considers that an oral hearing is needed to ensure an adequate hearing; and
(c) an oral hearing (if any) is held before the decision maker; and
(d) the Member’s, Officer’s, or Society’s written or verbal statement or submissions (if any) are considered by the decision maker. - Person who is subject of complaint has right to be heard
50.1 This clause applies if a complaint involves an allegation that a Member, an Officer, or the Society (the ‘respondent’)—
(a) has engaged in misconduct; or
(b) has breached, or is likely to breach, a duty under the Society’s Constitution or bylaws or this Act; or
(c) has damaged the rights or interests of a Member or the rights or interests of Members generally.
50.2 The respondent has a right to be heard before the complaint is resolved or any outcome is determined.
50.3 If the respondent is the Society, an Officer may exercise the right on behalf of the Society.
50.4 Without limiting the manner in which a respondent may be given a right to be heard, a respondent must be taken to have been given the right if—
(a) the respondent is fairly advised of all allegations concerning the respondent, with sufficient details and time given to enable the respondent to prepare a response; and
(b) the respondent has a reasonable opportunity to be heard in writing or at an oral hearing (if one is held); and
(c) an oral hearing is held if the decision maker considers that an oral hearing is needed to ensure an adequate hearing; and
(d) an oral hearing (if any) is held before the decision maker; and
(e) the respondent’s written statement or submissions (if any) are considered by the decision maker. - Investigating and determining dispute
51.1 The Society must, as soon as is reasonably practicable after receiving or becoming aware of a complaint made in accordance with its Constitution, ensure that the dispute is investigated and determined.
51.2 Disputes must be dealt with under the Constitution in a fair, efficient, and effective manner and in accordance with the provisions of the Act. - Society may decide not to proceed further with complaint
52.1 Despite the ‘Investigating and determining dispute’ rule above, the Society may decide not to proceed further with a complaint if—
(a) the complaint is considered to be trivial; or
(b) the complaint does not appear to disclose or involve any allegation of the following kind:
(i) that a Member or an Officer has engaged in material misconduct:
(ii) that a Member, an Officer, or the Society has materially breached, or is likely to materially breach, a duty under the Society’s Constitution or bylaws or the Act:
(iii) that a Member’s rights or interests or Members’ rights or interests generally have been materially damaged:
(c) the complaint appears to be without foundation or there is no apparent evidence to support it; or
(d) the person who makes the complaint has an insignificant interest in the matter; or
(e) the conduct, incident, event, or issue giving rise to the complaint has already been investigated and dealt with under the Constitution; or
(f) there has been an undue delay in making the complaint. - Society may refer complaint
53.1 The Society may refer a complaint to—
(a) a Committee or an external person to investigate and report; or
(b) a Committee, an arbitral tribunal, or an external person to investigate and make a decision.
53.2 The Society may, with the consent of all parties to a complaint, refer the complaint to any type of consensual dispute resolution (for example, mediation or facilitation. - Decision makers
54.1 A person may not act as a decision maker in relation to a complaint if 2 or more members of the Council or a complaints Committee consider that there are reasonable grounds to believe that the person may not be—
(a) impartial; or
(b) able to consider the matter without a predetermined view.
Liquidation and removal from the register - Resolving to put society into liquidation
55.1 The Society may be liquidated in accordance with the provisions of Part 5 of the Act.
55.2 The Council shall give 20 Working Days written Notice to all Members of the proposed resolution to put the Society into liquidation.
55.3 The Council shall also give written Notice to all Members of the General Meeting at which any such proposed resolution is to be considered. The Notice shall include all information as required by section 228(4) of the Act.
55.4 Any resolution to put the Society into liquidation must be passed by a 75% majority of all Members present and voting - Resolving to apply for removal from the register
56.1 The Society may be removed from the Register of Incorporated Societies in accordance with the provisions of Part 5 of the Act.
56.2 The Council shall give 20 Working Days written Notice to all Members of the proposed resolution to remove the Society from the Register of Incorporated Societies.
56.3 The Council shall also give written Notice to all Members of the General Meeting at which any such proposed resolution is to be considered. The Notice shall include all information as required by section 228(4) of the Act.
56.4 Any resolution to remove the Society from the Register of Incorporated Societies must be passed by a 75% majority of all Members present and voting. - Surplus assets
57.1 If the Society is liquidated or removed from the Register of Incorporated Societies, no distribution shall be made to any Member.
57.2 On the liquidation or removal from the Register of Incorporated Societies of the Society, its surplus assets — after payment of all debts, costs and liabilities — shall be vested in the Nikau Foundation, subject to its agreement, for the benefit of Numismatics in New Zealand or abroad; in any other New Zealand non-profit organisation concerned with numismatics, or otherwise as a 75% majority of members consider appropriate in any other non-profit entity in New Zealand.
57.3 However, in any resolution under this rule, the Society may approve a different distribution to a different not-for-profit entity from that specified above, so long as the Society complies with this Constitution and the Act in all other respects.
Alterations to the constitution - Amending this constitution
58.1 All amendments must be made in accordance with this Constitution. Any minor or technical amendments shall be notified to Members as required by section 31 of the Act.
58.2 The Society may amend or replace this Constitution at a General Meeting by a resolution passed by a 75% majority of those Members present and voting.
58.3 That amendment may be approved by a resolution passed in lieu of a meeting but only if authorised by this Constitution.
58.4 Any proposed resolution to amend or replace this Constitution shall be signed by at least 5 per cent of eligible Members and given in writing to the Council at least 20 Working Days before the General Meeting at which the resolution is to be considered and accompanied by a written explanation of the reasons for the proposal.
58.5 At least 20 Working Days before the General Meeting at which any amendment is to be considered the Council shall give to all Members notice of the proposed resolution, the reasons for the proposal, and any recommendations the Council has.
58.6 When an amendment is approved by a General Meeting it shall be notified to the Registrar of Incorporated Societies in the form and manner specified in the Act for registration, and shall take effect from the date of registration.
Other - Common seal
59.1 The Society will have a common seal that must be kept in the custody of the Secretary. 59.2 The common seal may be affixed to any document:
(a) by resolution of the Council, and must be countersigned by 2 Officers or
(b) by such other means as the Council may resolve from time to time. - Bylaws
The Council from time to time may make and amend bylaws, and policies for the conduct and control of Society activities and codes of conduct applicable to Members, but no such bylaws, policies or codes of conduct applicable to Members shall be inconsistent with this Constitution, the Act, regulations made under the Act, or any other legislation.
Certification
We the undersigned do hereby certify this Constitution to be that adopted by the Society in accordance with the Rules of the Society on 28th May 2025
David Galt FRNSNZ, President
Clint Libby, Vice President
Hamish MacMaster, Secretary
Dated this 28th day of May 2025.
Bylaws
Constitution for branches
Constitution of the _________________________________ Branch of the Royal Numismatic Society of New Zealand, Incorporated.
- NAME
This Branch shall be called the “_________________ Branch of the Royal Numismatic Society of New Zealand, Incorporated”, hereinafter referred to as the ‘Branch’. - MEMBERSHIP
Members of the Society who reside in the district of _______________ shall ipso facto be members of the Branch, hereinafter referred to as ‘members’. - FINANCE
(a) The financial year of the Branch shall end on the 31st Day of March each year.
(b) All monies received by or on behalf of the Branch shall forthwith be paid to the credit of the Branch in an account with a Bank or Savings Bank as may be fixed from time to time by the Branch.
(c) All cheques or orders for payment shall be signed or endorsed by two members of the committee of the Branch appointed from time to time to do so, one of whom shall be the Honorary Treasurer.
(d) The Branch may from time to time by resolution reimburse any of its officers for Branch expenditure.
(e) Upon the termination of each financial year the Honorary Treasurer shall furnish the Branch with the annual accounts duly audited. One copy of which shall be sent to the National Secretary of the Society, after adoption by the Annual General Meeting.
(f) The Branch shall not raise or borrow money without the approval of the Council of the Society. - OFFICERS
(a) At every Annual General Meeting of the Branch members shall elect a Chairman, Vice-chairman, Honorary Secretary, Honorary Treasurer, Honorary Auditor, and three general committee members. These officers shall constitute the Committee of the Branch.
(b) The Honorary Auditor may not necessarily be a member of the Society.
(c) The Committee of the Branch shall be responsible for the property and affairs of the Branch in accordance with the Constitution of the Society and this Constitution.
(d) All Officers shall retire at the next Annual General meeting held after their election but shall be eligible for re-election.
(e) The Committee of the Branch by resolution may fill any vacancy on the committee in the event of death, resignation, suspension or removal from office, until the next Annual General Meeting. - MEETINGS
(a) The Branch shall meet at least six times per annum and due notice shall be given all members of such meetings in accordance with the Constitution of the Society.
(b) The Annual General Meeting of the Branch shall be held in May of each year.
(c) Five members shall constitute a quorum at all Meetings of the Branch. - OFFICE
The headquarters of the Branch shall be _____________________or at such other place as may be determined from time to time by the Committee of the Branch with prior advice to the Council of the Society. - SUBSCRIPTIONS
The Branch may levy on its members a local subscription by resolution of the Annual General Meeting of the Branch, provided it does not exceed fifty per cent of the current subscription for Ordinary members of the Society. - PUBLICATIONS
The Branch may from time to time issue publications and reports with the prior approval of the Council of the Society with the concurrence of the Editor of the Society. - DISSOLUTION OF BRANCH
In the event of the Branch being wound up the surplus assets and funds after payment of all liabilities, shall be vested in the Council of the Society. - COUNCIL REPRESENTATIVES
The Chairman of the Branch shall ex officio be the Branch representative on the Council of the Society. In the event of the Chairman not being able to attend Council Meetings, the Committee of the Branch may appoint another Branch member or a member of the Society who resides in the Wellington area to represent the Branch. - JURISDICTION OF BRANCH
The Branch shall at no time involve itself in any policy or matter whatsoever which is outside the area in and over which it has jurisdiction unless requested or advised to do so by the Council of the Society. - COMMUNICATIONS BETWEEN THE BRANCH AND SOCIETY
(a) All communications and business from the Branch for submission to the Council shall be forwarded to the National Secretary of the Society by the Branch representative on the Council.
(b) All other communications to and from the Branch shall be addressed to or by the National Secretary of the Society.
(c) The Honorary Secretary of the Branch shall within fourteen days of every meeting of the Branch and the Committee of the Branch forward a copy of the minutes of the meeting concerned to the National Secretary of the Society. - CONSTITUTION
Any matters not covered by or in this Constitution shall be referred to the Council of the Society by the Committee of the Branch.
Sales of Numismatic items
The Society shall from time to time organise the sale of coins or other numismatic and related material for members or non-members by public or postal auction, tender, private treaty or other means as the Council shall direct.
A commission shall be deducted from sold lots, plus a Lotting Fee where necessary plus an Entry Fee on reserved lots which shall be deducted from any commission on sold lots. The rates per cent and application of these charges shall be as determined by Council.
Expert Committee
- Any person, whether a member or not, may submit coins or numismatic items to the Expert Committee of the Society for consideration and shall clearly state the exact information desired and supply any further information required by the Committee which is available to the applicant.
- All coins or numismatic material sent to the Expert Committee by mail shall be sent by Registered or Insured Post accompanied by the prescribed fee as hereinafter provided.
- The Expert Committee may decline to express any opinion upon a coin or other numismatic item submitted to it.
- Neither the Society nor the Committee accepts any responsibility either for loss or damage to coins or numismatic items submitted for consideration, or for any opinion or certificate given by the Committee.
- Fees for opinions with regard to each item submitted shall be as the Council may from time to time determine. The scale of fees and the prescribed guidelines for the Expert Committee will be published in the Numismatic Journal from time to time.
Library
- Members and non-members may peruse the books in the Library at times approved by the Librarian or Council. Members may take books away for perusal with the consent of the Librarian, for a period of one calendar month provided they sign for them.
- Members residing in New Zealand may be sent books from the Society’s Library for perusal with the approval of the Librarian, provided they pay postage both ways, (or Registered or Insured Postage if the Librarian sees fit) and return them within one calendar month of their receipt.
- Members may apply to the Librarian for an extension of time for a further calendar month provided they make application before the expiry of the first calendar month.
- Each member shall be entitled to have not more than two books away from the Library at any one time but the Librarian or Council shall decide which books or other numismatic material in the Society’s Library are for reference at the Library and not available for perusal elsewhere.
- Members shall take every care that books borrowed and perused are kept in good condition and shall be fully responsible for any damage to or loss of books borrowed.
General
All communications shall be addressed to the Officer concerned at Post Office Box 2023, Wellington. The addressing of Society correspondence to officers by name should be avoided.