27 November 2010- Constitution of the New Zealand Association of Tertiary Education Accommodation Professionals
1. Name
The name of the Association shall be the New Zealand Association of Tertiary Education Accommodation Professionals Incorporated.

2. Objects
The objects for which the Association is established are:
(i) To bring together in a professional association people who are primarily concerned with providing the best possible environment for students living at tertiary institutions.
(ii) To promote the benefits of the supportive academic and social environment provided by tertiary residential accommodation.
(iii) To nurture amongst Association members a commitment to provide their residents with a living environment that stimulates, supports and challenges students to gain maximum benefit from their time in tertiary residential accommodation.
(iv) To develop amongst Association members professional standards, peer review processes and an awareness of their legal and ethical responsibilities.
(v) To encourage membership participation in the activities of the Association through conferences, regular Chapter meetings and mutual support.
(vi) To encourage membership of New Zealand Association of Tertiary Education Accommodation by all professional staff who are primarily involved in the pastoral care and/or administration of residents in tertiary residential accommodation.
(vii) To seek to influence others involved in the tertiary sector to share in the objectives of the Association in their pursuit of providing students living in tertiary residential accommodation with the best possible environment.
(viii) To advance education, training and research in the provision of tertiary education accommodation throughout New Zealand
(ix) To provide members with resources, and opportunities to connect with people involved in tertiary education accommodation nationally and internationally.
(x) To promote the development of leadership and pastoral care skills and the exchange of knowledge through the hosting of regular conferences and professional development opportunities.
(xi) To use the funds of the Association to pay the costs and expenses of carrying out the objectives of the Association including the employment of staff from time to time as required by the Executive Committee.
(xii) To buy, lease, hire, grant any security interest in or otherwise dispose of any property, or to give guarantees, if necessary, to enable the Association to carry out its business.
(xiii) To accept donations, gifts and sponsorship for the benefit of the Association.
(xiv) To do all such things as are in the opinion of the Executive Committee incidental or conducive to achieving the above objectives, or to undertake any other activity which is not inconsistent with them.
All of the powers of the Association may be exercised by the Executive Committee, unless the Incorporated Societies Act 1908 or these Rules require them to be exercised by an Annual General Meeting or a Special Meeting.

3. Registered Office
The Registered Office shall be such place in New Zealand as the Executive Committee shall from time to time decide.

4. Common Seal
(i) The Common Seal of the Association shall be that adopted by the Executive Committee, who shall be responsible for it.
(ii) Whenever the Common Seal of the Association is used it must be countersigned by any two members of the Executive Committee.

5. Membership
(i) Membership of the Association shall be open to professional staff primarily involved in the administration and/or pastoral care of residents in tertiary student accommodation.
(ii) Application for membership shall be made in writing to the President of the Association and will be confirmed or declined by the Executive Committee.
(iii) Membership is contingent on acceptance by the Executive Committee and payment of the annual membership fee.
(iv) The Executive Committee may recommend to the Annual General Meeting of the Association that life membership be conferred on individuals for outstanding service to the Association. This would normally be considered after 15 years’ membership. Such life members will not have voting rights at any meetings of the Association.
(v) The Secretary of the Association shall keep a roll of members and distribute this to all members annually.
(vi) A member of the Association may resign by giving notice in writing to the Secretary of such resignation.
(vii) If the Executive Committee believes that a member of the Association has failed to comply with the objectives of the Association, or is guilty of conduct unbecoming of a member or prejudicial to the interest of the Association, it may resolve to either:
(a) expel the member from the Association;
(b) suspend the member from membership of the Association for a specified period.
(viii) The Executive Committee must follow the principles of natural justice in considering and/or determining any possible suspension or expulsion of a member.

6. Meetings
(i) The Association must hold an annual general meeting of its members in each calendar year.
(ii) The notice of the annual general meeting, along with a draft agenda, shall be circulated to all members at least two months before the meeting date.
The agenda of the Annual General Meeting must include the following items:
 Confirmation of the minutes of the last Annual General Meeting and any general meeting held since that meeting.
 Reception of reports on the activities of the Association during the last year.
 Reception from the Treasurer of audited financial statements for the previous financial year.
 Election of Officers of the Association President, Vice President, Secretary, Treasurer
 Appointment of an Auditor
 Approval of Honorariums to be paid
 Any special business of which two months notice has been given.
(iii) The Executive Committee may call a special general meeting or a meeting of more than one Chapter. At least one month’s notice shall be given for such meetings.
(iv) All financial members are entitled to vote at general meetings.
(v) A financial member may vote by validated proxy at any general meeting. (A validated proxy is one that is signed by a financial member requesting another specified financial member to vote in a specified way at the meeting).
(vi) The constitution or rules of the Association shall not be changed unless there is a two-thirds majority vote of the members present at an annual general meeting.
(vii) The quorum for all general meetings is, at least one member from each Chapter is present or has submitted a valid proxy.
(viii) The President (and in the President’s absence, the Vice President) will preside as Chairperson at the Annual General Meeting. In the absence of the President and Vice President the members present shall elect a Chairperson for the meeting.
(ix) Local Chapters should hold at least twice yearly meetings open to all the members in the Chapter.

7. Executive Committee
(i) The Association is to be managed by an Executive Committee except in those matters that are required to be exercised by an Annual General Meeting.
(ii) The Executive Committee shall consist of up to two elected representatives from each Chapter, and from these a
President, Vice-President, Secretary and Treasurer will be elected at the AGM. The offices of Secretary and Treasurer may be combined.
(iii) In the event that no member of the Executive Committee is willing to stand for election to the position of Treasurer or Secretary, the Executive Committee may appoint a member of the organisation to fill the role. Such appointee(s) shall be ex officio member(s) of the Executive Committee and will not have voting rights at meetings.
(iv) Chapters shall be located in the following six areas:
Auckland
Waikato
Manawatu
Wellington
Canterbury
Otago.
Members outside of these areas shall decide the most appropriate Chapter to join.
(v) The Executive Committee shall have the power to co-opt other members if the need arises.
(vi) The quorum for an Executive Committee meeting shall consist of more than half of the members identified in 7 (ii).

8. Finance
(i) The Executive Committee shall determine each year the membership subscription. Subscriptions are for the calendar year and are due by the 31 March in that year. New members who join during the year will be charged a subscription based on the number of months left in the calendar year x one twelfth of the yearly subscription. The financial year of the Association shall be the calendar year.
(ii) Charges for Association Conferences and meetings are to be levied by the hosting Chapter and approved by the Executive Committee.
(iii) In the event of the Association being wound up by a resolution passed by a two thirds majority of votes at a general meeting, any property remaining after the settlement of the Association’s debts and liabilities shall be given or transferred to another organisation that has purposes similar to those of the Association.
(iv) All payments must be approved by at least two authorized signatories. The signatories shall be any two of the President, Vice President, Secretary, Treasurer and a member of NZATEAP within the same chapter as the Treasurer and approved by the Executive.
(v) The Treasurer shall retain all financial records and submit a report to each Executive Committee meeting and an audited annual report to the Annual General Meeting.
(vi) All expenditure must be approved by the Executive Committee and details recorded in the minutes.
(vii) A preliminary budget for the following financial year shall be submitted by the Treasurer to the final meeting of the current financial year of the Executive Committee.
(viii) The Association shall have a Research and Study Fund available for members. The regulations for the funds will be approved by the Annual General Meeting of the Association.
(ix) Any application for the funds shall be approved by the Executive Committee prior to the study or research taking place.
(x) The President, Secretary, Treasurer and Survey Convenor shall be paid an Honorarium each year at a sum set by the Executive Committee and approved at the Annual General Meeting.

9. Amendments To The Constitution
(i) The Constitution of the Association may be amended or replaced at any General Meeting provided that the necessary notice is given and two-thirds of those present support the amendment.
(ii) No amendment shall allow the income or funds of the Association to be used or made available to be used for the private pecuniary gain of any member.