The rules of the Royal Numismatic Society of New Zealand (Incorporated)
The name of the Society shall be “Royal Numismatic Society of New Zealand (Incorporated)”.
(a) To encourage the study of numismatics and related historical subjects and to promote the advancement of numismatic knowledge;
(b) To arrange and conduct meetings for members and non-members;
(c) 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;
(d) To edit and publish books, papers or journals on numismatics;
(e) To strike commemorative and other medals;
(f) To sell or otherwise dispose of numismatic material for members and non-members;
(g) To promote, support or conduct numismatic exhibitions;
(h) To form and maintain a library of numismatic literature and a reference collection of New Zealand and other numismatic items;
(i) To purchase, lease or otherwise acquire land and buildings or any interest in land and buildings for or incidental or ancillary to the objects or purposes of the Society;
(j) To do all such things as are incidental or conducive to the attainment of the above objects.
(a) SUBSCRIPTION MEMBERS
Any person or corporate body interested in numismatics shall be entitled to apply for membership of the Society. Applicants for membership must sign the prescribed form accepting nomination and an undertaking to be bound by the Rules of the Society. They must be proposed and seconded by members of the Society or be approved by the Council. Election shall be by a three-fourths majority of members present at any General Meeting.
(b) LIFE MEMBERS
(i) Subscription members who paid a composite life subscription prior to 1975.
(ii) Members recommended by the Council for outstanding services to the Society or for any other reason deemed sufficient by the Council and elected by a three-fourths majority of members present at any General Meeting. Such Life Members shall have all the privileges of the Society but shall not be liable for payment of any subscription.
- FINANCIAL YEAR
The financial year of the Society shall be from the first day of April to the end of the following March.
The annual subscription of the Society shall be fixed each year at the Annual General Meeting. Subscriptions shall be due and payable in advance on the first day of August in each year, provided that any member elected within the latter half of the financial year shall be charged one-half of the subscription for the year. If any member fails to pay any subscription within twelve calendar months from the due date then the Council may resolve that the name of the defaulting member be removed from the roll of members without prejudice to the Society’s rights to recover any subscription or other monies then due and owing by such member.
- CESSATION OF MEMBERSHIP
A member of the Society shall cease to be a member:
(a) By forwarding a notice of resignation in writing to the Secretary before the end of the financial year, otherwise the member shall be liable for a further year’s subscription;
(b) By non-payment of subscription as provided in Rule 5;
(c) By expulsion for misconduct as provided in Rule 7.
Any member of the Society who commits any act, which in the opinion of the Council is of a discreditable nature in so far as the affairs of the Society are concerned, may have his or her rights and privileges in the Society qualified or suspended immediately by the Council and may be expelled from the Society by a three-fourths vote of the Council, provided, however, that such a member shall have the right to appear in person before the Council for the purpose of explaining his or her conduct and shall have the further right of appeal to the first General Meeting held after the expiration of twenty-one days from such qualification, suspension or expulsion - due notice of such appeal having been given to members. Such cessation of membership shall be without prejudice to the Society’s rights to recover any subscription or other monies then due and owing by such member.
The Officers of the Society shall be:
(c) Vice-Presidents (The number to be determined by the Society from time to time.)
(e) Assistant Secretary
(h) Keeper of Collections
(k) Five elected members of Council
(l) One Council member elected by each Branch according to Rule 31.
Members assembled in 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.
- ELECTION OF OFFICERS
The officers of the Society shall be elected at the Annual General Meeting and shall hold office until the next Annual General Meeting following their election when they shall retire but shall be eligible for re-election. No officers shall be re-elected without their prior consent and, except for the offices of Patron, President, Vice- Presidents and Auditor, no officers shall be elected without their assurance of ability to attend Council Meetings. With the exception of the Patron and Auditor, officers shall be financial members and shall be nominated by two financial members. Such nominations, in writing, must be lodged with the Secretary thirty days before the date appointed for the Annual General Meeting. Notice of all nominations received shall be sent to all members by the Secretary with the notice of the Annual General Meeting. Financial members may vote by post in the event of nominations received thirty days before the Annual General Meeting exceeding the offices to be filled. The postal vote shall be on the ballot form sent with the notice of the Annual General Meeting. Ballot forms, marked “Royal Numismatic Society Election” on the outside of the envelope, shall be returned to the Secretary or such other officer as the Council may direct. If a postal vote shows, in respect of any office, a greater number of names of candidates than the number required in respect of such office then such vote in respect of such office shall be invalid. In the absence of nominations in advance, the Annual General Meeting shall elect the officers not so nominated. In addition, each Branch of the Society shall be entitled to elect one general Council member according to Rule 31.
The management and control of the Society shall be vested in a Council which shall consist of the President, Vice-Presidents, Secretary, Assistant Secretary, Treasurer, Editor, five elected members and one representative from each Branch. In the event of the death, resignation, suspension, absence or removal from office of any Officer of the Society, the Council may appoint a financial member of the Society to fill the vacancy until the next Annual General Meeting provided that in the event of the death, resignation, suspension, absence or removal from office of a Council member elected by a Branch of the Society, such Branch may elect a financial member to fill the vacancy subject to compliance to Rule 31. The Council shall have the power on a three-fourths majority of those present at a Council meeting, to suspend any Officer of the Society after which such Officer shall cease to have power to act for the Society in any manner and must hand over forthwith to some other person duly appointed by the Council all the Society’s property and possessions which may be in his or her keeping at the time. When considered necessary the Council shall have power to appoint assistants to any Officer, but such assistants shall not be members of the Council by virtue of such appointment. Any matters not covered by these Rules shall be determined by the Council as it thinks fit.
The Secretary shall keep correct minutes of all meetings, conduct correspondence and prepare such reports and returns as may be required by the Council. The Secretary shall furnish all statutory returns and shall at all times carry out the instructions of Council. The Secretary shall issue notices for all meetings and prepare and circulate the agenda for these. At Council meetings all correspondence, both inward and outward, shall be read and laid on the table for the perusal of members. In the absence of the Secretary the Assistant Secretary shall perform the duties of the Secretary.
The Treasurer shall keep true and correct accounts and books showing the financial affairs of the Society. All monies shall be paid to the Treasurer who shall pay the same to the credit of the Society into such bank or banks as the Council may direct. All payments out of the funds of the Society shall be made after securing authorisation at any Council Meeting or General Meeting of the Society. Cheques shall be signed by the Treasurer and countersigned by the Secretary or such other officers or members as the Council shall authorise. The Treasurer shall 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. The Treasurer shall 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 Editor shall edit all publications of the Society as directed by the Council and in conformity with the
provisions of Rule 32.
- KEEPER OF COLLECTIONS
The Keeper of Collections shall be responsible for maintaining the Society’s collections and for keeping a
register of all items. Such register shall number each item, give sufficient description for identification and state the grade of the item. The collections shall be kept at the National Museum, Wellington or at such place as the Council may direct.
The Librarian shall be responsible for maintaining the Society’s Library and for keeping an index of the books, pamphlets, journals and magazines. The Library shall be kept at Turnbull House, Wellington or at such other place as the Council may direct.
The Auditor shall audit the Treasurer’s books and accounts and certify as to their accuracy. The books and accounts of the Society shall be audited at least once in each twelve months and shall be available for full and free inspection by the Auditor at any time. It shall be the duty of the officers and Council members to supply to the Auditor all the information concerning the affairs of the Society as may be required.
- EXPERT COMMITTEE
The Council may set up a Committee of Experts for the purpose of giving considered opinions on coins, tokens, medals, banknotes and other numismatic material submitted to it. All such submissions and opinions shall be made and given in accordance with the appropriate Bylaws.
The Annual General Meeting shall be held on the last Tuesday in May or on such other date in each year as the Council may determine. The President shall submit to the Annual General Meeting a report of proceedings during the preceding year.
Ordinary General Meetings shall be held on the last Tuesday in each month from February to November inclusive in each year at such place as the Council may decide or at other times and places, but at least twice during each financial year of the Society, as the Council may determine. A notice in writing shall be sent by the Secretary to each member whose last known address is a place within a radius of forty kilometres from the meeting place, not less than seven clear days before the meeting.
A Special General Meeting shall be called by the President or the Secretary at any time on a requisition in writing duly setting out the purpose of the meeting and signed by at least ten financial members of the Society. Unless otherwise provided in these Rules a notice in writing shall be sent by the Secretary to each member, not less than seven clear days before any General Meeting. The non-receipt of any such notice shall not invalidate the proceedings of any meeting.
Council Meetings shall be held as required. A notice in writing shall be sent by the Secretary to each member of the Council, not less than three clear days before the meeting. The President or any three members of the Council may convene a special Council meeting subject to notice as above being given.
At all meetings the President, if present, shall take the chair. If the President is unavailable then any Vice- President shall take the chair, and in the absence of any of these Officers the meeting shall appoint a chairman for that meeting or for all meetings of the current year up to and including the next Annual General Meeting. The Chairman shall, whenever available, preside at all meetings of the Society in the absence of the President or any Vice-President until the expiry of such term, or earlier death, resignation or replacement of the Chairman by the Society or Council.
Any member unable to attend the Annual or any Special General Meeting may appoint any other member as his or her proxy for the given meeting. Notice of such appointment of proxy must be in writing and delivered to the Secretary at least twenty-four hours before the time specified for the meeting.
Except as is provide by Rule 33, voting on motions at any meeting shall be by voices or a show of hands and shall be determined by a majority of votes. However, any question shall be submitted to a ballot on the demand of three members, provided always that no member shall be permitted to vote whose subscription is in arrears. The Chairman of any meeting shall have a deliberative vote and in the event of any equality of votes shall also have a casting vote.
At all meetings five shall be a quorum.
The Secretary shall forward copies of the minutes to the President and the Editor. These copies are to be
retained by these Officers for security purposes.
Members of the Society may bring Visitors to any General Meeting provided they are first introduced to the President or Chairman at or before the meeting. The Chairman may permit visitors to take part in any discussion but Visitors shall not have the right to vote.
The Library shall consist of numismatic and related literature belonging to the Society and shall be under the control of the Librarian. Members shall be allowed to use the library subject to compliance with the appropriate.
Any 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. A Fellow shall be nominated by a three-fourths majority of members present at any General Meeting of the Society and shall be elected at the next General Meeting by a three-fourths majority of members present.
Only members of the Society who have had five years or more continuous membership of the Society shall be eligible for election provided also that the number of Fellows elected in any financial year of the Society shall not exceed three percent of the members of the Society.
A Fellow shall be entitled to use the distinctive letters “F.R.N.S.N.Z.” so long as he or she is a member of the Society.
(b) HONORARY FELLOWS:
These shall comprise non-members who have rendered outstanding service to the Society or to the science of numismatics. The number at the time of election of an Honorary Fellow shall not exceed three percent of the then members of the Society. 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. Honorary Fellows shall not be liable for payment of any subscription.
The Society shall have a common seal which shall be kept in the custody of the Secretary who shall affix it in the presence of the President and the Treasurer to such documents as the Council may direct. Sealed documents shall be signed by the President and the Secretary or the Treasurer.
The surplus funds of the Society may be invested by the Council in such securities as are approved by the Council. All such investments shall be in the name of the Society. All interest and dividends from such investments shall go to augment the funds of the Society.
- SALE AND PURCHASE OF LAND AND BUILDINGS
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 three-fourths majority of the financial members present at a Special General Meeting.
- BORROWING POWERS
The Council may 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 three-fourths majority of the financial members present at a Special General Meeting.
- 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 the President, the Secretary and the Treasurer may incur the necessary expenses for postage, stationary, activities and reports in line with decisions of the Council, subject to later reimbursement by the Society.
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 the Bylaws relating to Rules for Branches. All members of Branches must be financial members of the Society. 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. 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 three-fourths 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.
- PUBLICATIONS AND REPORTS
The Editor shall prepare and issue, at least annually, bulletins or reports which shall be sent to all members and to certain cultural bodies or institutions and to secretaries of kindred societies as may be determined by the Council. Such reports or publications shall contain summaries of decisions of meetings and copies, in whole or in abstract, of papers read before such meetings, as well as reports of items exhibited and other matters of general numismatic interest. Such reports shall be approved by the Council before publication. The Council may issue printed bulletins or reports of the Society in periodical or other form and may issue memoranda or other publications of a numismatic or historical nature as aids to classical education and the extension of public interest in the science of numismatics.
- WINDING UP
In the event of it being considered advisable to terminate the Society a Special General Meeting shall be called. A notice in writing shall be sent by the Secretary to each financial member of the Society not less than twenty eight clear days before the meeting. A ballot paper shall accompany each notice convening the meeting. A member unable to attend the meeting may vote by returning the ballot paper to the Secretary at least twenty four hours before the time specified for the meeting. Any resolution to terminate the Society shall not be valid unless carried by a three-fourths majority of those voting. Before distribution of the assets of the Society following any winding up all debts to the Society shall be paid and any balance of the Society’s funds and other assets shall be disposed of, divided or reserved, in such a manner and for such purposes as the Society may think fit, provided however that members are precluded from receiving any surplus funds or assets in the event of the Society winding up.
- ALTERATION OF RULES
These. Rules may be altered, added to or rescinded or otherwise varied or amended by a resolution passed by a three-fourths majority of financial members present at a Special General Meeting and confirmed at another General Meeting held not more than three calendar months and not less than one calendar month thereafter by a simple majority of the financial members present. Notice to members of such Special General Meeting shall set forth the purport of the proposed alteration.
The Council may make such Bylaws or Regulations not inconsistent with these Rules.
Rules for branches
Rules of the _________________________________ Branch of the Royal Numismatic Society of New Zealand, Incorporated.
This Branch shall be called the “_________________ Branch of the Royal Numismatic Society of New Zealand, Incorporated”, hereinafter referred to as the ‘Branch’.
Members of the Society who reside in the district of _______________ shall ipso facto be members of the Branch, hereinafter referred to as ‘members’.
(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.
(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 Rules of the Society and these Rules.
(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.
(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 Rules 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.
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.
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.
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.
Any matters not covered by or in these Rules 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.
- 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.
- 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.
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.