EOLC Society Rules

RULES OF THE END-OF-LIFE CHOICE SOCIETY OF NEW ZEALAND INC.
(Incorporating all amendments to 26 June 2021))

NAME

End-Of-Life-Choice Society of New Zealand Incorporated

AIMS AND OBJECTS

To change the law to enable adults with a terminal illness or irreversible condition that makes their life unbearable, to have the right to choose how and when to die and to have medical assistance to accomplish that.
To provide informantion about and the opportunities for open and frank discussion on the legal rights of people to obtain assistance in ending their lives, and the legal alternatives that are available to such an action, when they suffer from, or may in the future suffer from, an incurable disease or condition which they find unbearable.
To provide all the assistance, sympathy and support that may legally be given in any aspects of assisted dying to persons faced with the prospect of suffering from an incurable disease or condition which makes, or may in future make, their lives unbearable and to give the same assistance, sympathy and support to their relatives, friends and helpers.
To provide venues and opportunities for debate and discussion on all aspects of the legal rights of people to obtain assistance to end their lives, and the alternatives to that, when a person is faced with an incurable and unbearable disease or condition.

POWERS

PUBLISH literature, papers, circulars or magazines, promote lectures, hold exhibitions and generally advertise and make known the objects, aims and work of the Society.
PURCHASE, hire, accept as a gift or lease or otherwise acquire any real or personal property.
SELL, exchange, or otherwise deal with all and any of the real or personal property of the Society
DO all or any of the matters hereby authorised alone or in conjunction with other interested parties.
BECOME a member of any other society, association or corporate body having the same or similar objects in view.
DO all such other things and acts as may be thought incidental or conducive to the attainment of any of the above objects.

ADMISSION OF MEMBERS

Any person or body corporate may apply to become a member of the Society.
An applicant will become a member upon the Society accepting their application and receiving the applicable subscription fee.
The Society may refuse membership to any person without giving a reason.

MEMBERSHIP

Ordinary Members:

Life Members:

Honorary Life Members:

Couple Ordinary Member

Couple Life Member

SUBSCRIPTIONS

FINANCIAL YEAR

TERMINATION OF MEMBERSHIP

RESIGNATIONS. Members wishing to leave the Society are asked to send a written resignation to the National Membership Secretary. Resignation shall take effect from receipt of the resignation, whereupon the member resigning shall cease to be a member and shall forfeit all rights and interest in the property of the Society.
BY NON-PAYMENT OF SUBSCRIPTION. Any member who is more than twelve months in arrears may, at the direction of the National Committee, be removed from membership of the Society.
REMOVAL OF MEMBERSHIP. Members who, by their actions bring the Society into disrepute, may have their membership terminated. The member will have the right to be heard verbally or in writing by the National Committee. Action on this will be taken by the National Committee after due consideration.

MEMBERS HAVE NO RIGHT TO THE PROPERTY OF THE SOCIETY

ALTERATION OF RULES

These rules may be altered, added to or rescinded by a resolution passed by a two-thirds majority of those voting in a postal vote held according to the rules for such a ballot (Clause 18 and Appendix A). The number of those voting must be not less than 15% of the membership entitled to vote at an Annual General Meeting.
Notice of every such alteration approved by the Annual General Meeting of the Society shall forthwith be delivered to the Registrar in accordance with the requirements of the Act.

ANNUAL GENERAL MEETING

The Annual General Meeting shall be held in June each year at a date, time and place fixed by the National Committee, and sequentially rotated between geographical regions who are able and willing to host such meetings, or conducted via video conference, for the following purposes:

To receive a report, balance sheet and statement of accounts for the preceding financial year.
To confirm the election of officers and members of the National Committee for the ensuing year.
To appoint a independent Chartered Accountant to conduct a Review of the Society's accounts for the ensuing financial year in accordance with the Review Engagement Standards issued by the New Zealand Institute of Chartered Accountants.
To decide on any resolution which may be duly submitted to the meeting.
To set the members' subscriptions for the ensuing year.

Not less than three weeks before the Annual General Meeting, a notice thereof shall be sent to every member by letter addressed to their last known place of abode, or by email.
Members of the Society can bring an issue to a General Meeting by given seven (7) days notice of it in writing to the National Secretary.

GENERAL MEETING

PROCEDURES OF MEETINGS.

QUORUM

MODE OF VOTING

The mode of voting on all questions (other than elections and changes to the Rules) at all General Meetings shall be by the voices or, if the chair or any other member shall require, by a show of hands.
POSTAL VOTING
Voting for the election of Officers, members of the National Committee AND OR amendment to the Rules will be conducted by postal voting according to Appendix A:Provision for the conduct of Postal Voting.

OFFICERS

A President
A National Secretary
National Membership Secretary
A National Treasurer
The immediate Past President, for a period of one year from the time of vacating the office of President
Vice-President

TENURE

A term of not more than eight consecutive years may be served by any member elected or appointed to the National Committee, provided that any President may not in any event hold the position of President for more than four consecutive years.
Any member standing down from the National Committee under Rule 16(i) shall not be eligible to serve on the National Committee in any capacity for a period of two years thereafter.

NATIONAL COMMITTEE

NOMINATIONS FOR ANNUAL ELECTIONS OF OFFICERS

Nominations for all elections as Officers of the Society and the National Committee (as defined in Rules 15 and 17) will be called for at least six weeks prior to the proposed date of the Annual General Meeting. Nominations will be in writing, signed by the nominee and endorsed by two members of the Society. The Secretary must receive these at least 22 working days before the date on which the AGM is to be held.
If the number of nominations for the Officers and/or National Committee is equal to the number of vacancies, the President and National Secretary shall declare the nominees elected.
In the event that insufficient nominations for any vacancy are received in the postal ballot, all those nominated will be declared elected.
If after the postal voting there are still insufficient nominations for any vacancy, nominations will be called for from the floor of the AGM.
Refer Appendix A for the procedure for holding postal ballots.

MEETINGS OF THE NATIONAL COMMITTEE

The National Committee shall determine its own procedure.
Notice of every such meeting shall be given by the National Secretary to each member of the National Committee at least seven days prior to the meeting. The quorum for the National Committee shall be not less than half of the members.

ABSENCE FROM MEETINGS BY NATIONAL COMMITTEE MEMBERS

CASUAL VACANCIES ON NATIONAL COMMITTEE

POWERS OF THE NATIONAL COMMITTEE

The National Committee shall generally conduct the affairs of the Society, collect all subscriptions, keep usual and proper books of account properly posted up, and other records of the business of the Society and prepare and submit to the Annual General Meeting a report, consolidated national balance sheet and statement of accounts for the preceding year and a budget for the forthcoming year.
The National Committee may appoint sub-committees of one or more to carry out any particular duties. Such sub-committee(s) shall have the power to co-opt persons to assist in the discharge of their duties. Such persons may or may not be members of the Society
The National Committee shall have the power to appoint staff on a paid basis.

A resolution in writing supported and signed by the majority of National Committee members and accecpted as being valid by the National Secretary under paragraph (d) below, will constitute a valid resolution.
The approval and signatures in respect of the resolution may be on more than one piece of writing and may be given by email or other electronic means.
A resolution sent by electronic means by a National Committed member and on which the member has recorded his or her name will be deemed to have been signed by the member if the message is sent from an address that is recognised by the National Secretary as being an electronic address used by the National Committee member.
Before accepting a written resolution as being valid the National Secretary may make such enquiries as seem appropriate in order to be satisfied that the signatures or electronic messages have been signed or sent by each applicable National Committee member.

ASSISTANT OFFICERS

COMMON SEAL

ATTESTATION OF DOCUMENTS

INVESTMENT OF FUNDS

DUTIES OF OFFICERS

The President shall:

chair or appoint the chair of all meetings of the Society in accordance with Rule 12
chair meetings of the National Committee at which the President is present or, subject to the approval of the meeting, appoint any other person to chair all or part of the meeting. The appointed chairperson, if not a member of the National Committee, will have no right to vote
be the governance and operational leader of the Society
be the public face and the spokesperson for the Society
provide leadership and vision for the Society and the National Committee
exercise an oversight in respect of (i) the Society's membership groups and networks, (ii) the Society's external relationships, (iii) the functioning of the National Committee and sub-committees, and (iv) any paid employees of the Society
regularly report to the National Committee and to keep it fully informed of all matters of consequence known to the President relating to the activities of the Society or relating to the aims and objects of the Society. Provided that where information has been given to the President in confidence, the President is entitled to respect that confidence
be subject, in respect of matters falling within the authority of the National Committee, to its control and direction given by way of a resolution passed at a duly convened meeting of its members at which there is a quorum of at least half of its members. Subject to such a resolution the President may, without first obtaining the prior approval of the National Committee, exercise the powers that would normally be expected to be exercised by a person who is the operational leader of an incorporated society, and
account by way of a written report to each Annual General Meeting of the Society held while he or she is in office, for the performance of the Society and the National Committee's stewardship of the Society during the prior financial year
produce a newsletter for issue at such dates as may be determined by the National Committee.

The duties of the Vice-President shall be:

the Vice-President supports and assists the President to fulfil their responsibilities for the governance and success of the Society. This could mean chairing meetings at short notice
the Vice-President should be closely aware of the President's activities and responsibilities and at times might need to work with the President to help them undetstand concerns and alternative points of view within the Society
the Vice-President works with the President to strengthen the End-of-Life Choice Society in New Zealand.

The National Secretary is responsible for:

keeping minutes of all Annual General Meetings of the Society and all meetings of the National Committee
keeping members of the National Committee informed propmptly of any matters relating to the Society
providing such information as may be requested from time to time by any member
assisting the President by collating and editing articles for the newsletter
advising the Registrar of Incorporated Societies of any change to the Rules of the Society or any change in the location of the Registered Office of EOLC NZ
completing such other secretarial duties as the National Committee may determine.

The National Membership Secretary is responsible for:

maintaining a complete roll of the members
maintaining accuracy in details of members on the database
aiding Regional Contacts in membership lists and postal lists relating to their particular needs and their requests
working in conjunction with National Committee members according to Policy Documents on Membership Processes.

The National Treasurer is responsible for:

the collection of all money due to the Society and making all payments authorised by the National Committee
keeping accurate books and accounts of the financial affairs of the Society including full details of receipts and expediture
operating and maintaining a current bank account in the name of the Society
providing the AGM with a duly audited national consolidated income and expenditure account and balance sheet
the preparation of an Annual Budget
completing such other duties as the National Committee may determine from time to time

BANKING ACCOUNTS

All money and other payments received by the Society must be paid into a bank account approved by the National Committee for that purpose.
Authorities to withdraw money from a bank account must be sigbed by 2 of the 3 persons authorised to do so by the National Committee.
Money held in any bank account operated by the Society may be paid out by electronic means, provided that the payment is an authorised electronic payment.
An authorised electronic payment is one where 2 of the persons authorised to sign payments drawn against a bank account have each independently verified to the bank, by electronic means or otherwise, that the payment has been authorised by the Society.

REGISTERED OFFICE

COPIES OF RULES TO BE SUPPLIED TO EACH MEMBER

DISSOLUTION

DISTRIBUTION OF SURPLUS ASSETS

On the winding-up of the Society, all surplus assets after payment of all costs, debts and liabilities shall be distributed among such organisations or associations carrying on work similar to that of this Society as the members of the Society shall determine at a Special General Meeting called for that purpose.
NO addition to or alteration or recession of the Rules shall be approved if it affects the non-profit aims, personal benefit clause or the winding-up clause. The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document

MEMBERS NOT TO DERIVE ADVANTAGE

Professional services to the organisation rendered in the course of business, charged at no greater rate than current market rates; or
Interest on money lent at no greater rate than current market rates;
Reimbursements of actual and reasonable expenses incurred by members on the Society's business and approved in principle by the National Committee beforehand

NOTICE OF MEETINGS

The Society may give notice of a meeting to members by posting the notice to them at their last address known to the Society.
Where a member has agreed to receive notices of meetings electronically and has provided an electronic address to the Society for that purpose the notice may be sent to that member at that address by electronic means.
Where a notice of a meeting is posted or sent electronically to a member it will be deemed to have been received by the member on the day after the date of posting or electronic transmission of the notice.
If the Society inadvertently fails to properly send a notice of meeting to any members, that failure will not affect the validity of the meeting or of any resolutions passed at it
If the National Committee so resolves, the Society may elect not to sent a notice of meeting to members whose subscriptions are overdue by 6 months or such longer period as the National Committee in its resolution prescribes.
The Society on receiving a written notice of change of address, including an electronic address, shall amend its records accordingly within one month of receiving the notice.

APPENDIX A TO RULES OF THE END-OF-LIFE CHOICE SOCIETY NZ Inc.

Provision for the conduct of Postal Voting

Voting by postal ballot for National Officers and Committee Members or for Alterations to the Rules

Directions for elections of officers

according to Clause 18

write

If the name of the voter does not also appear printed legibly on the outside flap of the Free Post envelope.
If the numbers of candidates whose names have not been struck out is greater than the number of vacancies to be filled.
If the envelope containing the voting paper is delivered after the closing of the ballot.

Procedure for postal ballot of PROPOSED CHANGE TO THE RULES

The National Secretary will post to each member of the Society (at the member's last known address) and at least three weeks prior to the General Meeting to approve these changes, a notice which sets out the proposed alterations, additions or ammendments and a relevant Voting Paper. Each specific change to the rules shall be clearly defined on the voting paper, with a statement "I approve this change" or "I do NOT approve this change" and the instruction for the member to delete the statement which does NOT apply to him/her.
Explanations of the reason for each rule change shall be included in the information sent to each member. A Free Post envelope addressed to the Electoral Officer will be enclosed.
The voting paper must be enclosed in the Free Post envelope supplied. The person voting will firmly seal the envelope and clearly write his/her name and address on the reverse of the envelope. This is to ensure that the person voting is eligible to vote and also to prevent the possibility of multiple voting.
The voting paper must be received by the Secretary not later than the date specified in the ballot, which shall be a business day not less than 4 days prior to the AGM. A voting paper will be informal in any of the following cases:
1. If the name of the voter does not appear printed legibly on the outside flap of the envelope.
2. If the envelope containing the voting paper is delivered after the closing of the ballot
The Secretary will appoint at least three tellers who are members of the Society but not candidates for office. An independent scrutineer will also be appointed by the Secretary.
At a time fixed between the date for closing the ballot and the commencement of the Annual General Meeting, the names on the outside of the posted envelopes will be checked against the register of financial members. If the name is valid, the exterior envelope will be opened and the envelope containing the voting paper opened and counted by the tellers in the presence of the independent scrutineer and the votes recorded for each Rule change.
Copies of every such alteration approved by the General Meeting of the Society shall forthwith be delivered to the Registrar in accordance with the requirements of the Act.

EOLC Society Rules

RULES OF THE END-OF-LIFE CHOICE SOCIETY OF NEW ZEALAND INC. (Incorporating all amendments to 26 June 2021))

APPENDIX A TO RULES OF THE END-OF-LIFE CHOICE SOCIETY NZ Inc.

Provision for the conduct of Postal Voting

RULES OF THE END-OF-LIFE CHOICE SOCIETY OF NEW ZEALAND INC.
(Incorporating all amendments to 26 June 2021))