Te Rōpū Whakahau | Māori in Libraries and Information
 
Waiho i te toipoto,
kaua i te toiroa
   

site last updated
11 July 2012

Constitution of Te Rōpū Whakahau Incorporated

Māori in Libraries and Information Management

  1. Name
  2. Interpretation
  3. Mission Statement
  4. Goals
  5. Powers
  6. Organisation
  7. Registered Office
  8. Duties of Officers
  9. Membership
  10. Subscriptions and Fee
  11. Withdrawal of Membership
  12. General Operations
  13. Voting
  14. Quorums
  15. Amendments to the Constitution
  16. Review Engagement
  17. Minutes
  18. Common Seal
  19. Liquidation
  20. Indemnity

1. Name

The name of the organisation is Te Rōpū Whakahau: Māori in Libraries and Information Management.

2. Interpretation

In this constitution, unless the context requires otherwise:

3. Mission Statement & Vision Statement

3.1   Mission:
"To encourage and support Māori engaged in librarianship and information management; to advocate kaitiakitanga of taonga within libraries and information institutions"

3.2   Vision:
"Waiho i te toipoto, kaua i te toiroa = Let us keep close together, not wide apart"

4. Goals

4.1   Ensure that the Treaty of Waitangi is promoted in library and information work.

4.2   Promote libraries and information services to Māori clients.

4.3   Encourage Māori professional development in:

4.4   To support the increase of qualified Māori library and information workers.

4.5   To work in partnership with the Library and Information Association New Zealand Aotearoa Te Rau Herenga o Aotearoa.

5. Powers

Te Rōpū Whakahau shall have the widest possible powers to do all things that may be necessary to achieve the goals of Te Rōpū Whakahau including the power:

5.1   To employ staff and engage agents and appoint representatives;

5.2   To edit, print, publish, distribute magazines, posters, newspapers, books, pamphlets, and other literature;

5.3   To promote branches/regions, sub-sections and special interest groups within Te Rōpū Whakahau at such places and localities as may from time to time be established by the members, and to assist such branches/regions, etc., either financially or otherwise as from time to time may be decided;

5.4   To present awards and honours;

5.5   To hold meetings, seminars or conferences;

5.6   To apply for and acquire any licences or permits necessary by Te Rōpū Whakahau;

5.7   To open and operate trading and savings bank accounts. The signatures of such accounts shall be as decided from time to time by the executive committee, but shall be no fewer than two.

5.8   To acquire by purchase, take on lease, or otherwise acquire any real or personal property as required to carry out the objects of Te Rōpū Whakahau;

5.9   To sell, exchange, maintain, improve, lease, hire, mortgage, dispose of, manage, control, invest, reserve, or otherwise deal with and turn to account any real or personal property of Te Rōpū Whakahau as required solely toward the promotion of the objects of Te Rōpū Whakahau;

5.10   To borrow or raise money by any means and upon such conditions as Te Rōpū Whakahau may deem fit as required solely towards the promotion of the goals of Te Rōpū Whakahau.

5.11   To assist any charity or charitable purpose in Aotearoa by such financial or other means as Te Rōpū Whakahau may deem fit.

5.12   To appoint trustees of all or any of the funds or property of Te Rōpū Whakahau and to vest such funds or property in such trustees.

5.13   To engage in prosecution, defend and otherwise take legal action or legal proceedings on behalf of Te Rōpū Whakahau or any of its affiliated bodies and for that purpose to expend such monies and employ such solicitors, counsel and other advisers as Te Rōpū Whakahau may deem necessary.

6. Organisation

6.1   Te Rōpū Whakahau will consist of Māori library and information workers, Ngā Kaiwhakahau, regional rōpū, kaumatua and kuia.

6.2   The affairs of Te Rōpū Whakahau shall be managed by Ngā Kaiwhakahau which shall consist of three officers: President, Secretary, Treasurer; and 4-6 other members; and which collectively shall have the authority to exercise all the powers of the association on behalf of its members.

6.3   Ngā Kaiwhakahau, including officers, will be elected by a majority vote of the members present at the Annual General Meeting.

6.4   Ngā Kaiwhakahau members can also be elected by a special general meeting and/or postal vote where there is a quorum.

6.5   Officers can only be elected if they have been a paid up member for at least one year prior to election.

6.6   Ngā Kaiwhakahau shall meet at least three times per year.

7. Registered Office

The registered office of Te Rōpū Whakahau shall be at such place(s) as Ngā Kaiwhakahau shall from time to time decide.

8. Duties of Officers

When representing Te Rōpū Whakahau all Ngā Kaiwhakahau members will actively promote the mission and goals of Te Rōpū Whakahau.

8.1   President
The role of the President is to convene and chair meetings of the executive committee and general meetings of Te Rōpū Whakahau, to represent the leadership of Te Rōpū Whakahau at official occasions and in promotional situations and to produce an annual report to members at the annual general meeting.

8.2   Treasurer
To be responsible for all financial matters including banking and the payment of accounts, to maintain a database of financial members and to present an annual audited financial statement of Te Rōpū Whakahau's accounts to the Annual General Meeting. A financial report will also be presented at Ngā Kaiwhakahau meetings.

8.3   Secretary
To compile minutes of Ngā Kaiwhakahau meetings and general meetings and to assist with Te Rōpū Whakahau communications.

9. Membership

9.1   Any Māori person or Māori organisation working or interested in libraries and the information industry shall be eligible for membership of Te Rōpū Whakahau on completion of an application form and payment of an annual subscription fee and subsequent approval of Ngā Kaiwhakahau.
There are four categories of membership:

9.1.1   Personal membership is available to any peson of Māori descent upon payment of a subscription fee and approval by Ngā Kaiwhakahau. A personal member may have voting rights, the right to attend the annual general meeting, may receive newsletters, invitations to Te Rōpū Whakahau events and preferential access to Te Rōpū Whakahau products and services.

9.1.2   Institutional membership is available to any Māori group, Māori organisation or Māori institution upon payment of a subscription fee and approval by Ngā Kaiwhakahau. Institutional membership may have voting rights (equivalent to a personal vote), the right to send a representative to the annual general meeting and may receive newsletters, invitations to special events and preferential access to Te Rōpū Whakahau products and services.

9.1.3   Associate membership is available to any individual, group or institution upon payment of a subscription fee and approval by Ngā Kaiwhakahau. An associate member may receive newsletters, invitations to special events and preferential access to Te Rōpū Whakahau products and services. Associated membership does not include voting rights or the right to attend the annual general meeting.

9.1.4   Honorary membership may be offered by Ngā Kaiwhakahau to kaumatua and any person who has given distinguished service to Te Rōpū Whakahau. An honorary member will have full personal membership rights and will not be required to pay a subscription fee.

9.2   Ngā Kaiwhakahau shall have at their discretion the power to approve applications for membership of Te Rōpū Whakahau. Officers of Te Rōpū Whakahau have the power to approve membership on behalf of Ngā Kaiwhakahau.

10. Subscriptions and Fees

10.1   The subscription fee(s) will be determined at the annual general meeting.

10.2   The subscription fee(s) are payable at the beginning of each financial year.

10.3   The subscription fee(s) shall be paid in advance, and be due from the first day of each financial year.

11. Withdrawal of Membership

11.1   A member can resign at any time from Te Rōpū Whakahau by writing to any member of Ngā Kaiwhakahau. The subscription fee(s) will be forfeited.

11.2   Ngā Kaiwhakahau have the power to suspend members for behaviour which is considered to have seriously discredited Te Rōpū Whakahau.

11.3   At a general meeting personal members have the power to expel members by majority vote for behaviour which is considered to have seriously discredited Te Rōpū Whakahau.

11.4   If a subscription has not been paid within two months of the due date, Ngā Kaiwhakahau may suspend membership. If the subscription is not paid within a further two months, Ngā Kaiwhakahau may withdraw membership.

12. General Operations

Te Rōpū Whakahau shall hold an annual general meeting once in every calendar year not being more than fifteen months after the holding of the preceding annual general meeting, and notice of an AGM shall be given in writing by an officer of Ngā Kaiwhakahau to all members at least one calendar month prior to the meeting.

13. Voting

13.1   All personal, institutional and honorary members shall be entitled to one vote each.

13.2   The president of Te Rōpū Whakahau shall be entitled to one vote as a member plus a casting vote.

13.3   At the annual general meeting a resolution put to the vote shall be decided by show of hands unless a poll is requested.

13.4   Any member wishing to vote at an annual general meeting, but unable to attend, shall be able to record proxy votes by authorising in writing another member to vote on their behalf in the following form or such form as Ngā Kaiwhakahau shall approve and which shall be handed to a member of Ngā Kaiwhakahau before the meeting:

I ....................................... being a member of Te Rōpū Whakahau hereby appoint ......................................... as my proxy to vote on my behalf at the annual general meeting of Te Rōpū Whakahau to be held on the ........ day of ............. 20..... or at any adjournment thereof.

Date ........................ Signature.......................................

13.5   There shall be no limit on the number of proxies a member may carry.

13.6   Proxy votes must be submitted on or before the day of the annual general meeting.

13.7   Late proxy votes will not be accepted.

14. Quorums

14.1   The quorum at any Ngā Kaiwhakahau meeting shall be no less than four members, of which one must be an officer.

14.2   The quorum at a general meeting for Te Rōpū Whakahau shall be thirty members who are present and entitled to vote.

15. Amendments to the Constitution

15.1   Amendments to the constitution require approval by a majority of at least 2/3 of the membership present at the annual general meeting.

15.2   Proposed changes to the constitution must be submitted to a member of Ngā Kaiwhakahau at least one calendar month before the date of the annual general meeting.

15.3   The executive committee shall ensure all members of Te Rōpū Whakahau receive copies of proposed changes no less than 14 days before the annual general meeting.

16. Review Engagement

16.1   The financial year for Te Rōpū Whakahau shall be from 1 July of one year to 30 June the following year.

16.2   A review engagement of the accounts of Te Rōpū Whakahau shall be undertaken by a registered member of the Institute of Chartered Accountants of New Zealand.

16.3   At the annual general meeting a financial statement of Te Rōpū Whakahau's accounts that has undergone a review engagement shall be presented by the treasurer, or in the treasurer's absence, by another Ngā Kaiwhakahau member.

17. Minutes

Minutes of the annual general meeting will be recorded and disseminated to the personal, institutional and honorary members.

18. Common Seal

18.1   The Common Seal of Te Rōpū Whakahau shall be held by the president.

18.2   The Common Seal of Te Rōpū Whakahau shall not be fixed to a document, instrument, deed, writing, paper, or other thing unless pursuant to a resolution of Ngā Kaiwhakahau and in the presence of two members of the executive committee who shall sign the said document, instrument, deed, writing, paper, or other thing as witnesses. Each fixture of the Common Seal shall require a separate resolution of the executive committee.

19. Liquidation

19.1   Te Rōpū Whakahau may be put into liquidation if the Society, at a general meeting of its members, passes a resolution appointing a liquidator and the resolution is confirmed at a subsequent general meeting called for that purpose and held not earlier then 30 days after the date on which the resolution to be confirmed was passed.

19.2   Upon liquidation, Te Rōpū Whakahau's assets, after all outstanding accounts have been paid, shall be transferred to some other organisation having similar objectives to the association as the members present at the special general meeting shall decide by majority vote.

20. Indemnity

Every officer or employee of Te Rōpū Whakahau shall be indemnified out of the funds of Te Rōpū Whakahau to pay all costs, losses and expenses which any such officer or employee may incur or become liable for by reason of any contract entered into or act or thing done by them as an officer or employee of Te Rōpū Whakahau or in any way discharging their duty, including travelling expenses, and reasonable out of pocket expenses.

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