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This page contains information about Rules and Policies, GSNZ Awards and Prizes, the President's and Hochstetter lectureships, Annual Conference awards, GSNZ policies, GSNZ Code of Ethics etc.

Rules & Policies

1. The name of the Society shall be the Geoscience Society of New Zealand Incorporated, hereinafter called the Society.

2. Objects:

The objects of the Society shall be:

(a) To encourage the advancement of geosciences.
(b) To serve as a means of facilitating communication and cooperation among members, and with other bodies.
(c) To investigate and report on matters of general interest to New Zealand geoscientists.
(d) To serve as a channel for the expression of the views of New Zealand geoscientists.
(e) To hold and sponsor conferences and other scientific meetings and meetings of Subcommittees, local Branches and Special Interest Groups.
(f) To encourage and give recognition to high standards of geoscientific research in New Zealand.
(g) To seek the preservation of important geoscientific sites.
(h) To encourage the highest standards of professional competence and ethical conduct in the practice of the geosciences in New Zealand.

3. Membership

(a) Membership of the Society shall be open to all those interested in the geosciences. Members shall be elected by a simple majority vote of the Committee. Membership shall be of two classes.
   (i) Ordinary Members, who may be individuals or corporate bodies.
   (ii) Honorary Members. The Committee may elect as an Honorary Member, any Ordinary Member of the Society who has given especially meritorious service to the Society and/or its predecessors, and to the advancement of the geosciences, except that, at most, one Honorary Member shall be elected in any one year. Honorary members shall not be required to pay a subscription.
Each member, on election, shall be given notice thereof and be supplied with a copy of the Rules of the Society.
All members shall be equally entitled to receive notices and newsletters of the Society and to attend and vote at meetings of the Society. All individual Ordinary Members and Honorary Members shall be equally entitled to stand for positions as Officers or members of the Committee of the Society.
(b) The first subscription of a candidate for membership shall be forwarded to the Secretary with his or her application. The election of a member shall not take effect until the subscription has been received.
(c) Any member of the Society may resign by giving notice in writing to the Secretary and paying all subscriptions due, providing that any member giving such notice within two months from the beginning of the financial year shall not be liable to pay the subscription for that year.
(d) Any Ordinary member whose annual subscription is more than two years in arrears shall be removed from membership of the Society and may be readmitted by resolution of the Committee on payment of all arrears.
(e) Application for election to the Society, or continued membership thereof, shall signify acceptance of the standards of professional responsibility and ethical behaviour set out in the Code of Ethics.
(f) A member of the Society may have his or her membership of the Society terminated by resolution of the Committee. The Committee shall hear complaints about the misconduct of a member and shall, if the complaints are found to be true and of sufficient gravity, have power to terminate that membership either by inviting the member to resign or by directing the member to do so. Misconduct shall be considered to be any action by a member which is a violation of the Society's Rules or is harmful or defamatory to the Society as a whole.
The member shall be notified of any proposal to terminate the membership, and shall be given not less than 14 days notice of the intention to consider the matter at any meeting of the Committee.
An appeal may be lodged within 14 days of the notification of the result of the proposal. The appeal shall be considered by the Immediate Past President or his or her nominee and two persons, one chosen by the Committee and one chosen by the appellant, who shall not be members of the Committee. Their decision shall be final and binding on both parties.
Notices shall be sent by registered post to the member's address as recorded in the membership records of the Society.
(g) Every person shall, upon ceasing to be a member of the Society, forfeit all right to any claim upon the Society and its property and funds.

4. Officers and Committee
(a) The Officers of the Society shall consist of:
   (i) President;
   (ii) Vice-President;
   (iii) Secretary; and
   (iv) Treasurer
(b) The Committee shall consist of the following:
   (i) The Officers.
   (ii) The Immediate Past President.
   (iii) Five members elected by the Annual General Meeting.
   (iv) Any member appointed under Rules 5(c), 5(d) or 5(e).
(c) Candidates for positions as Officers or members of the Committee shall be individual members of the Society, and shall be nominated:
   (i) By prior resolution of a Branch of the Society, conveyed to the Secretary in writing, or
   (ii) By any two members in writing, or
   (iii) In person by members attending the Annual General Meeting.
Every candidate shall, before election, have signified to his or her nominator, his or her acceptance of nomination.
(d) The President, Vice-President, Secretary, Treasurer, and five members of the Committee shall be elected by successive ballots in that order at the Annual General Meeting.
(e) All members of the Committee shall be eligible for immediate re-election, except that neither the President nor Vice-President shall be eligible for a third successive term.
(f) The Committee shall take office immediately after the close of the Annual General Meeting at which they are elected and shall have full control of the management of the Society except where otherwise provided in these Rules. The Committee shall cease in office at the close of the subsequent Annual General Meeting.
(g) Notwithstanding anything else in section 4,
   (i) The Officers of the Society shall include a Vice President representing the Geological Sciences and a Vice President representing the Geophysical Sciences.
   (ii) Where the term "Vice President" appears elsewhere in the Rules it shall be replaced by "Vice Presidents".
   (iii) Where the term "Immediate Past President" appears elsewhere in the Rules it shall be replaced by "Immediate Past Presidents".
   (iv) This clause (g) shall terminate four years from its inception.

5. Duties and Power of Committee
(a) Meetings of the Committee shall be called by the Secretary on the instructions of the President or within 14 days following receipt of a requisition signed by not fewer than four members of the Committee.
(b) At any meeting of the Committee six shall form a quorum.
(c) The Committee shall have power to appoint up to two co-opted members, who shall hold office until the close of the Annual General Meeting following their co-option.
(d) If, following the annual election and appointments under rule 4(a), a Branch of the Society having at least 20 financial members of the Society has no member on the Committee, the Secretary shall invite that Branch to appoint a member to the Committee. The Branch shall, in due course, notify the Secretary of the name of the person so appointed, who shall thereupon become a full member of the Committee.
(e) The Committee shall have power to appoint a Newsletter Editor, a Website Editor, a Publicity Officer, and a Student Representative who may or may not be co-opted to the Committee.
(f) The Committee shall have power to appoint members of the Society to fill any casual vacancies.
(g) The Committee may delegate any of its powers and duties to Subcommittees and Special Interest Groups, and may rescind that delegation at any time.
(h) If a person ceases to be a Committee Member, a Subcommittee or Special Interest Group convenor, or Branch office holder, that person must within one month give to the Committee all Society documents and property.
(i) All communication involving an opinion, statement of policy, or the adoption of a public stance emanating from a Subcommittee, Branch, Special Interest Group or individual member, intending to represent the views of the Society, must be seen prior to dispatch by the President, or, in his or her absence, by an officer of the Society, who will decide whether or not full Committee approval is required.
(j) The Committee shall write and maintain a code of ethics for the Society.
(k) The Committee shall maintain records and archives of the Society's activities.

6. Subscriptions and Finance
(a) No member of the Society shall derive any private pecuniary profit from Society funds. Where services are rendered to the Society, members may receive reasonable payment for those services.
(b) The Society's financial year shall begin on the first of April.
(c) The annual subscriptions and penalties for late payment shall be decided at a General Meeting and listed in each Newsletter.
(d) All subscriptions after the first shall become due and payable on the first day of each financial year.
(e) In exceptional circumstances the Committee may, by resolution, remit the payment of an annual subscription or part thereof.
(f) The control and investment of the funds of the Society shall be wholly within the power of the Committee, which may open and operate accounts at any bank or banks as it deems fit. The signatories of any such accounts shall be the President, Treasurer and any three members of the Committee appointed by the Committee for that purpose; cheques and withdrawal warrants shall be signed by any two of the signatories.
(g) The Treasurer shall keep a correct account of all funds received and expended by the Society, and shall prepare at the end of the financial year a balance sheet and statement of accounts for that year (see also "Financial management" below).
(h) The accounts of the Society shall be audited at the end of each financial year by an auditor, who shall hold professional qualifications in accountancy. The auditor shall be appointed or confirmed each year at the Annual General Meeting.
(i) The Society shall have the power to borrow money only with the prior approval of an Annual or Special General Meeting.
(j) The Society may establish a trust or trusts to manage any assets or monies donated or bequeathed to the Society, and accrued revenue therefrom, that have specific obligations placed on their use or disbursement.
(k) While a Member Body, the Society shall pay annually to the Royal Society of New Zealand a membership fee as prescribed by the Rules of the Royal Society of New Zealand, or such greater sum as the Committee may decide.

7. General Meetings
(a) The Society shall hold at least one General Meeting in each financial year. At one such meeting there shall be a business session, which shall constitute the Annual General Meeting of the Society. At this session the business shall include:
   (i) Receipt of an annual report, balance sheet and statement of accounts for the preceding financial year from the Committee.
   (ii) Election of the Officers and Committee and appointment of an auditor for the ensuing year.
(b) A Special General Meeting shall be held at any time by resolution of the Committee or within six weeks of receipt by the Secretary of a requisition signed by at least 20 members specifying the purpose for which the meeting is to be called.
(c) Notice and an agenda of each Annual or Special General Meeting shall be sent to each member at least 14 days before that meeting. At any General Meeting no motion not included in the notice calling the meeting may be proposed, discussed, or put to vote except by consent of two thirds of the members present; however, the meeting may amend any notified motion by simple majority.
(d) The annual report, balance sheet and statement of accounts for each financial year shall be sent to all members at least 14 days before the next Annual General Meeting.
(e) At any Annual or Special General Meeting 30 members shall constitute a quorum.
(f) At any Annual or Special General Meeting or Committee Meeting the chair shall be taken by the President or, if the President is absent, by the Vice- President, or in his or her absence, by a member elected by the meeting.
(g) At any meeting voting shall be on the voices or by show of hands or by ballot at the discretion of the Chairman, provided that, if any member shall so demand, voting shall be by ballot. Each member shall be entitled to one vote. The Chairman shall have both a deliberative and a casting vote.
(h) Votes at an Annual or Special General Meeting may be given either personally or, if decided by the Committee, by proxy. Written notice of an appointed proxy shall be prepared and signed by the appointer on a form authorised by the Committee. Proxies may only be assigned by and to financial members of the Society. Proxies shall be accepted as valid if received by the Secretary 24 hours prior to the meeting. However, proxies given by hand can be delivered to the Secretary prior to the meeting.
(i) The time and place of each Special or Annual General Meeting of the Society shall be decided by the Committee.

8. Rules
(a) Rules and bylaws of the Society shall be published from time to time in the Newsletter. Copies are available from the Secretary on request.
(b) The decision of the Committee as to the interpretation of these rules shall be final and binding on all parties except at any Annual or Special General Meeting when the Chairman of the meeting shall make such rulings as may be necessary.
(c) Alteration to Rules:
   (i) Any alteration, addition or rescission in these Rules shall be made only at an Annual or Special General Meeting
   (ii) Notice of the proposed alteration, addition or rescission shall be posted to every member at least 14 days prior to any such general meeting.
   (iii) The meeting may amend any such proposals.
   (iv) No resolution shall effect any alteration of these rules unless assented to by a two thirds majority of those voting at the meeting.
   (v) Any alteration of the Rules cannot affect the objectives of the Society, unless assented to by a two thirds majority of those voting at the meeting.

9. Bylaws

The Committee may make such bylaws not inconsistent with these rules as it may deem necessary.

10. Branches:

(a) Subject to the consent of the Committee, members of the Society not fewer than 10 in number may form a branch for the purpose of holding local meetings in fulfilment of the objects of the Society. Each branch shall elect a chairman and committee and such other officers as it may deem fit.

(b) Any member of the Society who expresses a desire to join a branch shall be accepted as a member of that branch.

(c) Each branch may frame rules for its own guidance not inconsistent with the rules of the Society.

(d) An annual grant towards the running costs of a branch shall be available on submission to the Treasurer of the branch balance sheet for the previous financial year. The basic grant will be a lump sum, plus an amount determined by the number of financial Society members in the branch on the last day of that financial year. Additional grants may also be paid at the discretion of the Committee.

(e) All branches shall, not later than September 15 each year, submit to the Committee a report on the current year's activities.

11. Special Interest Groups:

(a) Subject to the consent of the National Committee, any ten or more members of the Society with an interest in a specific field of earth science may form a special interest group for the purpose of encouraging scientific research and communication. Each group will elect a convenor together with any other officers that it sees fit.

(b) Groups may be sponsored by the Society alone, or jointly in conjunction with other professional associations or societies.

(c) Any financial member of the Society who requests to join a special interest group shall be accepted as a member of the group. Group membership is limited to Society members and the members of any other association jointly sponsoring that group.

(d) Any group may, if it wishes, adopt bylaws provided that they are not inconsistent with the rules and bylaws of the Society.

(e) A group may be dissolved at any time by resolution of the national Committee of the Society.

(f) A small annual grant towards the running costs of a group may be made available by the Treasurer on submission of an Annual Report and brief Financial Report for the previous financial year. This will be the sole financial obligation of the Society towards the special interest groups.

(g) A group may itself levy a membership subscription to its members should the level and scope of activities so require.

12. Common Seal:

The common seal of the Society shall be in the custody of the Secretary who shall in pursuance of a resolution of the Committee to that effect, affix the same to all instruments requiring the same.

13. Winding up:

In the event of the dissolution of the Society any remaining assets of the Society after payment of all liabilities shall be disposed of to an organisation having similar aims and objectives as shall be decided at the latest Annual or Special General Meeting. Failing any such decision, the remaining assets shall become the property of the Royal Society of New Zealand, or its successor.

GSNZ Bylaws

Updated 11/04/2011

AWARDS and NOMINATIONS SUBCOMMITTEE

1. The National Committee (hereafter "the Committee") of the Geoscience Society of New Zealand ("the Society") shall set up an Awards and Nominations Subcommittee each year to consider candidates for awards made by the Society from funds that are invested in the Geoscience Society of New Zealand Awards Trust (S.J. Hastie Scholarship, Hornibrook Award, Pullar-Vucetich Prize, Harold Wellman Prize, Wellman Research Award, Alan Mason Historical Studies Fund, Jim Ansell Geophysics Scholarship, New Zealand Geophysics Prize and any other awards vested in the Trust), and from funds existing or nominally within the Society's General Funds (McKay Hammer Award, The Hochstetter Lecture Award, the Kingma Award, GeoEducation Grants, Grants for Student Travel to the Annual Conference, New Zealand SAGE Scholarship and The Young Researcher Travel Grant), as well as nominations for external awards, including (but not exclusively) Science & Technology Medals, Fellowships of the Royal Society of New Zealand, Hutton and Hamilton Medals.

2. The Convener of the Subcommittee shall be the Vice-President. The Subcommittee shall comprise five people who should cover a variety of Geosciences and organisations, and who shall come from at least three different centres. At least two members of the Subcommittee shall change each year, and no individual shall serve for more than three years (with the exception of the Convenor). The Subcommittee may co-opt additional members or seek advice as it sees fit.

3. The Subcommittee shall consider nominations for the different awards and make written recommendations to the Committee who will make the final decision on each award or external nomination. The Convenor shall report on progress to each meeting of the Committee of the Society. (Note that the award of the Harold Wellman Prize is solely the prerogative of the President, and that the nominations for the award of the S.J. Hastie Scholarships are made by each of the Universities' Geoscience departments).

4. The Subcommittee shall advertise widely within the New Zealand Geoscience community, calling for nominations, where appropriate, for the various awards, and take a proactive role in seeking nominations for external awards. In its deliberations, the Subcommittee need not be confined to only those nominations received.

5. In order to avoid concerns of conflict of interest, a member of the Subcommittee shall withdraw from discussions of an award/nomination if they or a member of their immediate household is being considered. If the awardee/nomination of a close colleague or supervised student is being considered, the relationship shall be declared to the Subcommittee. Any potential conflict of interest shall be noted in the written report of the recommendations to the Committee of the Society.

6. The Subcommittee may commend unsuccessful candidates for any of the awards to the next year's Subcommittee for their consideration in that next year.

7. All discussions regarding nominations and awards shall remain confidential to the Subcommittee and the Committee of the Society. The only person who may make any announcement or advise successful candidates shall be the President or their nominee.

THE GEOSCIENCE SOCIETY OF NEW ZEALAND AWARDS TRUST

Preamble

1. The Geoscience Society of New Zealand Awards Trust ("the Awards Trust") was set up by Trust Deed dated 20th day of November 2003, with a set of rules dated 28th day of November 2002, prior to 1 April 2010 when the New Zealand Geophysical Society amalgamated with the Geological Society of New Zealand to form the Geoscience Society of New Zealand. The Trust's By-laws were adjusted in March 2011, and ratified by the Committee on 8 April 2011, to mirror the creation of the new organisation, and to specifically include two new awards from the ex-New Zealand Geophysical Society, namely, the Jim Ansell Scholarship and the New Zealand Geophysics Prize, that will also be administered by the Trust.

2. The Awards Trust was set up to administer the funds of the various declared Awards and provide the awardees, as confirmed by the Committee of the Society, with the appropriate monetary or other award, as defined where appropriate by the individual Award funds, or as recommended by the Committee.

3. As at the set up date (or the date indicated in parentheses below), the individual declared Award Funds are:

The S.J Hastie Scholarship Fund (which incorporated the previously named Student Research awards)
The Hornibrook Award
The Pullar Prize (since 2008, the Pullar-Vucetich Prize)
The Harold Wellman Prize
The Wellman Research Award
The Alan Mason Historical Studies Fund
The Jim Ansell Geophysics Scholarship (from 2010)
The New Zealand Geophysics Prize (from 2010)
S H Wilson Prize (from 2013)
Werner F Giggenbach Prize

4. Other Award funds may from time to time be included in the Geoscience Society of New Zealand Awards Trust.

5. The essential duties of the Trustees of the Awards Trust are: to prudently invest the Award Trust funds, to confirm that the rules or conditions for each individual award have been met, and to release the appropriate amount of funds to meet the awards as recommended by the Committee of the Society.

General Rules

1. The Awards shall be made to New Zealand residents to support research in the Geosciences.

2. The Awards shall be administered by the Geoscience Society of New Zealand (Inc.), which may from time to time establish a set of By-Laws to govern the awarding of particular named Awards, provided that any such By-laws are consistent with the Rules of the Geoscience Society of New Zealand (Inc.) Award Trust and with the conditions set by the original donor of the funds for the Award.

3. Only income from the Awards Trust fund may be used when making the awards, which shall consist for the most part of an appropriate monetary sum, or such other award as provided for in the individual Award rules (e.g. books for the Pullar-Vucetich and NZ Geophysics prizes). Awards shall be announced if possible at the Annual General Meeting or Annual Conference of the Geoscience Society of New Zealand.

4. The Awards Trust funds shall be administered separately from the other finances of the Society.

5. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

6. In the event of the Awards Trust fund being terminated, the proceeds of the Awards Trust fund shall be given to an approved charitable organisation with similar aims and objectives to be used for the same purpose.


THE AWARDS TRUST FUND'S AWARDS

The S.J. Hastie Scholarship Fund

1. The late S.J.Hastie left a bequest to the then Geological, now Geoscience Society of New Zealand to set up a fund (hereafter referred to as ‘the Fund") to provide educational scholarships to be awarded to New Zealand residents to pursue research in New Zealand Geosciences.

2. The Fund and award of scholarships shall be administered by the Geoscience Society of New Zealand (Inc.), as part of the Geoscience Society of New Zealand Awards Trust, but separate accounts shall be kept for the S.J. Hastie Scholarship Fund.

3. The Fund shall be invested prudently, and each year at least one third of the interest shall be reinvested in the Fund. The other two thirds may be used for awarding scholarships. Any remaining interest shall be reinvested in the Fund.

4. Each award shall consist of an inscribed certificate and such monetary sum as the Committee of the Society shall from time to time decide. If possible the awards shall be presented at the Annual General Meeting, or Annual Conference, of the Society.

5. The scholarships shall be primarily to assist with research expenses of Honours and Masters students, and shall normally be awarded at the time that research work is about to commence.

6. One award per year shall be offered to each of Auckland, Waikato, Massey, Victoria, Canterbury and Otago universities.

7. The award winners shall be selected by the Geoscience teaching staff of the eligible universities, using a previously agreed selection process that shall include evaluation of written research proposals. All awards shall be made on the written recommendation of the heads of the relevant departments to the Convenor of the Awards Subcommittee, and shall be subject to ratification by the Committee of the Society. In the event that no suitable candidate is available at any of these universities, no award shall be made to that university in that year.

8. Each award shall be given to the Geosciences student who, in the opinion of staff of the university, is most deserving of the distinction, taking into account proven academic and research ability, and the likelihood of significant expenses accruing during practical work. [Note that under paragraph 1, a nominee must be a New Zealand resident who is planning to undertake research in New Zealand Geoscience].

9. A Head of Department from any New Zealand university not included in paragraph 6 above, may forward a recommendation for the nomination of a suitable student to the Convenor of the Awards Subcommittee (together with supporting information), and this nomination shall be considered by the Awards Subcommittee.

10. The staff at each eligible university department shall decide whether the award may be held in conjunction with other awards or funding.

11. Half the scholarship money shall be paid at the time the award is made. The other half shall be paid not earlier than five months later on application from the winner of the scholarship, supported by a letter from his/her supervisor certifying that satisfactory progress has been made; the application shall include a one page summary of the research for publication in the Geoscience Society of New Zealand Newsletter. Any unclaimed monies shall be reinvested in the Fund.

12. In the event of the Fund being terminated, the proceeds of the Fund shall be given to an approved charitable organisation with similar aims and objectives, to be used for the same purpose.

13. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

The Hornibrook Award

1. There shall be an award known as the Hornibrook Award, to commemorate the micropaleontological and stratigraphic research of Dr N. de B. Hornibrook (1921-1994).

2. The award shall consist of an inscribed certificate and such monetary sum as the Committee of the Society shall from time to time decide. Only income from the Hornibrook Award Fund may be used, and no more than two thirds of the accumulated income received for the period since the previous award may be allocated to the current award, the balance to be reinvested.

3. The award shall be made to a student enrolled for postgraduate research at a tertiary institution in New Zealand.

4. To be eligible for the award, a student shall demonstrate a high standard of competence and ability to carry out research, with a focus on methods of stratigraphic correlation judged to be relevant to New Zealand and the South-west Pacific region.

5. The availability of the award shall be advertised, at the discretion of the Committee of the Society, in tertiary institutions and in the Society Newsletter.

6. Applications shall be called for not more than once a year, and not necessarily every year. The Hornibrook Award shall not be awarded more than once to any one person.

7. The Awards Subcommittee shall recommend a candidate to the Committee of the Society for ratification.

8. The Hornibrook Award shall be administered separately from the other finances of the Society and from the other awards in the Awards Trust.

9. Conferring of a Hornibrook Award shall be announced, and if possible presented, at the Annual General Meeting, or Annual Conference, of the Society.

10. In the event of the Hornibrook Award fund being terminated, the proceeds of the fund will be given to an approved charitable organisation with similar aims and objectives to be used for the same purpose.

11. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

The Pullar-Vucetich Prize

1. To commemorate the pioneering work of William Alexander (Alan) Pullar (1912-1982) and Colin George Vucetich (1918-2007) in the study of volcanic ash layers and their use in dating past geological events and landscapes (tephrochronology), the Society has instituted an award known as the Pullar-Vucetich Prize ("the Prize"). Initial funds for this prize were donated by family and colleagues of Alan Pullar and Colin Vucetich for this specific purpose.

2. The prize shall be awarded to the author or authors of the most meritorious contribution to tephrochronology research in the New Zealand region published in the previous three years. Tephrochronology research shall be deemed to include its applications in any field of science, such as archaeology, geomorphology, oceanography, paleobotany, petrology, soil science, stratigraphy, and/or neotectonics, wherein tephra studies are used to elucidate past events.

3. The Prize shall consist of an inscribed certificate together with a book or books with suitably inscribed bookplates, the total value of which shall be determined from time to time by the Committee of the Society. A monetary amount may be substituted where, in the opinion of the Committee of the Society, it would be impractical to award a book prize.

4. The funds of the Pullar-Vucetich Prize shall be accounted for in the Geoscience Society of New Zealand Awards Trust and administered separately from other funds in the Awards Trust.

5. The Prize shall not be awarded more frequently than once every two years, nor more than once to any one person. No prize shall be awarded if, in the opinion of the Awards Subcommittee, no suitable contribution has been published.

6. The award shall be announced, and if possible presented, at the Annual General Meeting, or Annual Conference, of the Society.

7. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

The Harold Wellman Prize

1. To acknowledge the contribution made to geology by the discoverer(s) of important fossils found within New Zealand, the Society has established a prize award initially funded by private endowment.

2. The award shall be known as the Harold Wellman Prize ("the Prize"), in recognition of this outstanding discoverer of New Zealand fossils and his appreciation of the important role of fossil evidence in the resolution of New Zealand geology.

3. The Harold Wellman Prize shall be awarded entirely at the discretion of the President of the Society, who may be assisted by relevant experts of her/his choosing.

4. The Prize shall be awarded in recognition of the recent discovery of important fossil material within New Zealand; to qualify for the award, the fossil discovery must have been recorded in the New Zealand Fossil Record File.

5. The Prize shall include an inscribed certificate, but apart from the strictures implicit in paragraphs 1 to 4, the nature of the Prize, its value, the frequency with which it is awarded and the process of selecting the prize winner shall remain deliberately unspecified in keeping with the express wishes of the benefactor(s) and the spirit with which this prize has been established.

6. Notwithstanding Clause 5 (above), the Committee of the Society shall from time to time determine the value of the award.

7. The Prize shall, if possible, be announced and presented at a General Meeting, or Annual Conference, of the Society.

8. An account of each rewarded fossil discovery and its significance shall be written for the Society Newsletter.

9. The Harold Wellman Prize fund shall be administered within the Geoscience Society of New Zealand Awards Trust separately from other Awards Trust funds and from other finances of the Society.

10. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

Wellman Research Award

1. To commemorate the contribution to New Zealand geology by Harold Wellman, the Society has established an award for the purpose of assisting quality New Zealand research in Geoscience, especially by younger scientists. The capital sum for this award was presented to the Society by Joan and Harold Wellman in 1998.

2. A Deed of Gift between the Society and the Wellman family, dated 29th October 1998, sets out an agreement for the conditions of the Award. Any changes to the By-laws concerning the Wellman Research Award must be in accordance with this Deed of Gift.

3. The capital for the Wellman Research Award shall be invested prudently, and the interest earned shall be used as follows: at least one third shall be added to the capital sum, with the intention that the capital sum shall increase annually; up to two thirds may be available for a Research Award.

4. Applications shall be called for not more than once a year, and not necessarily every year, as decided by the Committee of the Society. Any interest that accumulates as a result of no award being made may, at the discretion of the Committee, be available for a Research Award in the following year, or may be added to the Capital sum.

5. The Committee shall advertise the availability of the Research Award in the Geoscience Society of New Zealand Newsletter.

6. An application for the Harold Wellman Research Award shall be a proposal to undertake specific research on any Geoscience topic (including a topic that already has existing funding, provided that a specific objective is identified in the application).

7. The decision on making the Research Award shall be based on the calibre of the applicant and on the merits of the proposed research, with preference being given to younger scientists.

8. Selection of the successful applicant shall be made by the President of the Society after consulting such other persons as he/she feels appropriate. The decision is to be subject to the endorsement by the Committee. The Research Award may not be made to the President, a close colleague of the President, or any person who works in the specific research area of the President.

9. Apart from the conditions in paragraphs 5 to 8 (above), the selection process is to remain deliberately unspecified, in keeping with the express wishes of Harold Wellman.

10. The recipient of the Research Award will be expected to publish the results of the research in an appropriate scientific journal, and to publish a summary of the research findings in the Society's Newsletter.

11. The funds for the Harold Wellman Research Award shall be included in the Geoscience Society of New Zealand Awards Trust, but shall be accounted for and reported on separately from all other funds within the Trust.

12. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

Alan Mason Historical Studies Fund

1. In 2000-01, the Geoscience Society of New Zealand established a fund to assist research on the history of Geoscience within New Zealand. It is named the Alan Mason Historical Studies Fund to mark the contribution that Alan Mason has made to the history of New Zealand Geoscience.

2. The capital for the Fund shall be invested prudently, and the interest shall be used as follows: at least one third shall be added to the capital sum, with the intention that the capital sum shall increase annually; up to two thirds shall be available to make an award or awards, the recipient(s) to be selected as set out in the following clauses.

3. Applications shall be called for not more than once a year, and not necessarily every year, as decided by the Committee of the Society. Initially, the Committee may decide to let the interest accumulate and build up the capital sum.

4. The Committee shall advertise the availability of the award in the the Geoscience Society of New Zealand Newsletter, and wherever else may seem appropriate. [Initially it is assumed that the award(s) will be relatively modest, and likely to cover some of the expenses of undertaking historical research or a contribution to publication costs].

5. An application for the award shall be in the form of a proposal related to the history of Geoscience in New Zealand.

6. The decision on the making of the award(s) shall be based on the merit of the proposal(s) submitted, which shall include the historical importance of the proposed work to be undertaken and/or published.

7. Selection of the successful applicant(s) shall be made by the Awards Subcommittee of the Society, and shall include advice from the Convenor of the Historical Studies Group within the Society. The decision shall be subject to approval by the Committee of the Society.

8. The recipient(s) of an award shall be expected to publish the results of the research in an appropriate journal, and to publish a summary in the newsletter of the Society.

9. The funds for the Alan Mason Historical Studies awards shall be included in the Geoscience Society of New Zealand Awards Trust, but shall be accounted for and reported on separately from other Awards Trust funds.

10. (a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.

Jim Ansell Geophysics Scholarship

1. The Jim Ansell Geophysics Scholarship ("the Scholarship") shall be awarded as a memorial to Professor J.H. Ansell (1942-1993), honouring his enthusiastic commitment to the educational development of students of geophysics.
2. The Scholarship shall be awarded by the Committee of the Geoscience Society of New Zealand (Inc.) to the applicant whose subsequent career, in the opinion of the Committee, is the most likely to advance geophysics in New Zealand.
To be eligible for the Scholarship, an applicant:
(a) must have completed undergraduate qualifications sufficient for postgraduate study in geophysics; and
(b) must have arranged to undertake a postgraduate degree at a New Zealand university embodying geophysical study of relevance to New Zealand; and
(c) must have either completed or arranged to complete a significant amount of degree study in New Zealand.
Except in exceptional circumstances, an award shall not be made more than once to the same person.
3. Nomination of an applicant must be made, either by the applicant or on the applicant's behalf, to the Awards Subcommittee of the Society by mid-September each year. The nomination must be accompanied by evidence of merit and a statement of the arrangements that have been made for further study.
4. Each year, the Committee of the Society shall convene an Awards Subcommittee to evaluate the applicants for the Scholarship. The Awards Subcommittee may seek further nominations, and shall, after considering the merits of the applicants, recommend to the Committee of the Society which eligible applicant is the most likely to advance geophysics in his or her subsequent career. The Committee shall then decide the winning applicant upon advice from the Awards Subcommittee. The members of the Awards Subcommittee shall not themselves be eligible for the Scholarship.
5. The Scholarship will normally be awarded annually and the winner announced at the Annual General Meeting, or Annual Conference, of the Society; but if, in the opinion of the Committee, no applicant has sufficient merit, the Scholarship shall not be awarded.
6. The funds for the Jim Ansell Geophysics Scholarship shall be included in the Geoscience Society of New Zealand Awards Trust, but shall be accounted for and reported on separately from all other funds within the Trust. The Awards Trust shall endeavour to maintain the purchasing power of the fund. The award shall consist of a sum of money drawn from the interest on the Fund and will be paid after the winner has registered for their arranged studies.

7. Stewardship:
(a) Any income, benefit or advantage shall be applied to the charitable purposes of the Awards Trust funds;

(b) No member of the Geoscience Society of New Zealand (Inc.) or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit or advantage whatsoever;

(c) Any income paid shall be reasonable and relative to that which would be paid in an arm's length transaction (being an open market value);

(d) The provisions of subclauses (a)-(c) above shall not be removed from this document and shall be included and implied in any document replacing this document.
8. Every winner of the Jim Ansell Geophysics Scholarship shall use the monies or benefits awarded from the Scholarship to pursue geophysical studies of relevance to New Zealand

The New Zealand Geophysics Prize

1. The award shall be known as "The New Zealand Geophysics Prize".
2. The prize shall be awarded by the Committee of the Geoscience Society of New Zealand (Inc.) to the author or authors of the most meritorious eligible publication in the field of geophysics.
3. The prize will normally be awarded annually, but no award shall be made if, in the opinion of the Committee, no suitable contribution has been published.
4. To be eligible for the prize a publication must meet the following conditions:

(a) The publication shall describe research in the field of geophysics that has been either carried out in New Zealand, or carried out principally by a New Zealander, temporarily overseas, or pertains to the New Zealand region; and

(b) The publication must have been published in the current or previous two calendar years.
5. Any publication that is considered to be of particular merit may be submitted by the author or any other nominator for consideration by sending three copies to the Awards Subcommittee chairperson of the Geoscience Society of New Zealand (Inc.) by mid- September each year.
6. Each year, the Committee of the Society shall convene an Awards Subcommittee to evaluate the applicants for the New Zealand Geophysics Prize. The Awards Subcommittee may seek further nominations, and shall, after considering the merits of the applicants, recommend to the Committee of the Society which eligible nomination shall be awarded the prize for the most meritorious publication on New Zealand geophysics. The members of the Awards Subcommittee shall not themselves be eligible for the prize, and ordinarily will be chosen so as not to include any author of a paper under consideration. The Awards Subcommittee shall, after evaluation of the papers submitted to them, recommend to the Committee of the Society which publication, if any, merits the prize.
7. The prize shall normally consist of a suitably inscribed book. In the case of papers written by more than one author, the prize will normally be jointly awarded to all authors.
8. The prize shall, if possible, be presented at the Annual General Meeting, or the Annual Conference, of the Society.

S H Wilson Prize

1. The S H Wilson prize will be awarded for a lifetime of service in New Zealand geochemistry.

2. The prize will be awarded no more frequently than once every 4 years.

3. The prize will be judged by vote of the Geochemistry Special Interest Group (GSIG) of the GSNZ and ratified by the GSNZ Awards Subcommittee in accordance with the GSNZ rules.

4. Nominations will be called for at the same time and in the same manner as the GSNZ awards.

5. Should a GSIG member have a conflict of interest related to the nominees for this award they will remove themselves from the decision-making process. Additional committee members can be co-opted to the committee from the GSIG membership by consensus for decisions relating to medal selection should this be required for effective decision-making.

6. The recipient will be older than 60, be resident in New Zealand and have contributed to New Zealand geochemistry throughout a minimum of a 20 year period.

7. The prize will be a certificate and a medal.

The Werner F Giggenbach Prize for Geochemistry

1. The Werner F Giggenbach prize will be awarded to the young New Zealand-based Geochemist of the year.

2. The prize will be awarded to the first author of the most outstanding publication in the field of Geochemistry for the calendar year preceding the year in which the award is made. The recipient must either be full-time employed or post-doctoral researcher in New Zealand or a full-time student at a New Zealand university at the time of publication.

3. The prize will be awarded at the annual GSNZ Conference.

4. The prize will be recommended by vote of the Geochemical Special Interest Group Committee and ratified by the GSNZ Awards Committee in accordance with the GSNZ rules. At the discretion of the GSNZ Committee a decision might be made not to make an award for a calendar year if no suitable candidates are identified.

5. Nominations will be called for at the same time and in the same manner as the GSNZ awards.

6. The recipient will be 38 years old or less at the time of publication.

7. Should a GSIG committee member be have a conflict of interest related to the nominees for this award they will remove themselves from the decision-making process. Additional committee members can be co-opted to the committee from the GSIG membership by consensus for decisions relating to medal selection should this be required for effective decision-making.

8. The value of the award will be half of the interest earned by the trust fund set aside for the Werner F Giggenbach Award in that calendar year. The other half of the interest will be re-invested in the prize pool to ensure the prize can continue and grow.

9. The prize will be the financial award, a certificate and a medal.

SOCIETY AWARDS OUTSIDE OF THE GEOSCIENCE SOCIETY OF NEW ZEALAND AWARDS TRUST

Preamble

There are at present seven awards or grants made by the Society that are funded from within the Society's General Funds. These are:

The McKay Hammer Award

The Hochstetter Lecturer

Honorary Membership

The Kingma Award

GeoEducation Grants

Student Grants towards Annual Conference Travel.

The Young Researcher Travel Grant (from 2009)

The New Zealand SAGE Scholarship (from 2010)

The McKay Hammer Award

1. To commemorate the outstanding ability and contributions to New Zealand geology of Alexander McKay, and to recognise meritorious contemporary work, the Society shall make an annual award to be known as the McKay Hammer Award.

2. A geological hammer formerly owned by Alexander McKay, and from which the award is named, shall be deposited by the Society with GNS Science Ltd, the direct descendant of the New Zealand Geological Survey, for safe keeping and display.

3. The award shall be made to the author(s) of the most meritorious New Zealand contribution to Geoscience published in the previous three calendar years. For the purpose of the award, "a New Zealand contribution" is any contribution by a New Zealand-based author. The award shall be for one or more publications that have not already formed the basis for a previous McKay Hammer award.

4. Each award shall consist of an inscribed certificate and a good quality geological hammer, suitably inscribed, which shall remain the property of the winner.

5. No award shall be made if, in the opinion of the Awards Subcommittee or the Committee of the Society, no suitable contribution has been published within the specified time frame.

6. The Award shall, if possible, be presented or announced at the Annual General Meeting, or Annual Conference, of the Society.

The Hochstetter Lecturer

1. To commemorate the pioneering and wide-ranging contributions to New Zealand geology of Ferdinand Ritter von Hochstetter (1829-1884), and to inform research scientists and students of developments in New Zealand Geoscience, the Society shall select an annual Hochstetter Lecturer.

2. The Hochstetter Lecture shall be delivered to each branch of the Society by a New Zealand-based earth scientist who is undertaking, or has recently completed, a major and as yet unpublished study, and who has a reputation as a good, informative speaker.

3. Emphasis shall be on the dissemination of new concepts or techniques, and/or of important new information which modifies existing interpretations. The topic should be of interest to both a professional and amateur audience.

4. The lecturer shall be encouraged to present one or more support lectures at each centre with a university Geoscience department, as well as any other activity which he/she considers appropriate.

5. The Hochstetter Lecturer shall arrange a programme with branches and supply the Committee of the Society with a copy of the proposed itinerary for approval.

6. Receipts for all actual and reasonable expenses shall be retained by the recipient of the award and forwarded to the Treasurer of the Society for reimbursement.

7. The Lectureship shall, if possible, be announced at the Annual General Meeting, or Annual Conference, of the Society.

Honorary Membership

1. The GSNZ Honorary Member Award will be awarded to an outstanding individual who has contributed significantly to the success of the GSNZ and/or its predecessors and to the advancement of the geosciences in New Zealand.

2. Only one Honorary Member shall be elected in any one year.

3. The prize will be judged by vote by the GSNZ National Committee and ratified by the GSNZ Awards Subcommittee in accordance with the GSNZ rules.

4. Nominations will be called for at the same time and in the same manner as the GSNZ awards. At the discretion of the GSNZ National Committee a decision might be made not to make an award for a calendar year if no suitable candidates are identified.

5. Should a GSNZ committee member have a conflict of interest related to the nominees for this award they will remove themselves from the decision-making process. Additional members can be co-opted to the committee from the GSNZ membership by consensus for decisions relating to this life membership should this be required for effective decision-making.

6. The recipient shall receive a certificate, a suitably inscribed award and life membership of the GSNZ, with annual subscriptions paid for by the GSNZ until the passing of the recipient.

The Kingma Award

1. The Society shall, on behalf of the Kingma family, make an annual award to be known as the Kingma Award, to commemorate Dr J. T. (Ko) Kingma, Chief Sedimentologist of the New Zealand Geological Survey from 1961 to 1974, and to recognise the important contributions made by technicians in the Geosciences in New Zealand. Although at the initiation of the Award, the available funds were donated by the Kingma family, these have long been expended. With the agreement of the Kingma family, the Society decided to continue the Award from within its own funds.

2. The award shall consist of an inscribed certificate and a sum of money from the Society's Income & Expenditure account as set from time to time by the Committee of the Society.

3. A geological compass, formally owned by Dr Kingma and mounted on a kauri plaque shall be deposited by the Society in the Geology Department of Canterbury University for safe keeping and display. The names of winners shall be inscribed on the kauri plaque.

4. The award shall be made to the outstanding New Zealand Geoscience technician of that year, with the qualification that no person shall be eligible to receive the award more than once.

5. Eligibility shall be restricted to technicians employed in New Zealand in the field of Geoscience, and who have been so employed for at least two years, and who have shown marked ability in their field of employment, and who have made a notable contribution to the work of their institution, field team, etc.

6. The Award shall be advertised by, and applications for the Award forwarded to the Convenor of the Awards Subcommittee of the Society. Candidates either may nominate themselves for consideration by providing a detailed curriculum vitae with two referees' reports, or may be nominated and seconded by two persons who will be responsible for providing detailed supportive references.

7. No award shall be made if in the opinion of the Committee of the Society no candidate of sufficient merit has applied or has been nominated.

8. The award shall if possible be presented or announced at the Annual General Meeting, or Annual Conference, of the Society.

GeoEducation Grants

1. The Geoscience Society of New Zealand has set up a separate fund within the General Funds Income and Expenditure account called the GeoEducation Fund.

2. Available funds are derived entirely from donations, and therefore the amount of any grant shall be determined from time to time by the Committee of the Society.

3. The GeoEducation Fund shall be administered separately from other General Funds within the Income and Expenditure Account.

4. The primary criterion for any grant is that the money shall be applied to enhance and promote education in the broader field of the Geosciences, not only to academics, but also to schools and the wider public at large.

5. Applications for funding for a project or event should forward a written statement to the Committee of the Society, detailing the scope of the project or event, the source(s) and amount of any other funds sought for or obtained, an outline budget, and the importance of the project or event in terms of Clause 4 (above).

6. No time limits for applications or the frequency of grants are specified. Such limits may be determined from time to time by the Committee of the Society.

7. Examples of projects or events that may be funded, but not restricted to these, are: publications aimed at the wider public, tutorial events such as lectures, symposia, and field excursions, and educational seminars to promote and define Geoscience subjects to be taught in schools.

Student Grants towards Annual Conference Travel

1. The Committee of the Society shall, where possible, make available funds to subsidise the costs within New Zealand of selected students travelling to and presenting oral papers or posters at the Annual Conference of the Society.

2. As the available funds are derived from donations and Annual Conference profits, which shall be held in the Conference Account of the Society's General Funds, the amount available will vary according to budget circumstances. Accordingly, the Committee will from time to time set the amount to be transferred to the convenor(s) of the Annual Conference.

3. The amount of the Grant shall be entered into the budget for the Annual Conference, and may be topped-up from within the income of the Conference where the Convenor(s) deem it appropriate. Any unallocated money from the Travel grant shall be returned to the Conference Account of the General Funds of the Society.

4. The requirements for eligibility are:

a. that the applicant is a full time student or has completed a degree or diploma in the 12 months prior to the Annual Conference;
b. that the applicant is presenting one or more papers and/or posters at the Conference;
c. that the applicant was not a full time staff member of any Geoscience institution while completing the research on which the paper or poster is based; and
d. that the applicant is a financial member of the Society.

5. Applications for a travel grant shall take the form of a brief request in writing to accompany the Abstract(s).

6. Recipients will be selected on the scientific merits of the submitted Abstract(s). No Grant need be made in any given year.

7. The relative size of individual grants will be made by the Organising Committee of the Annual Conference, in proportion to reasonable costs of travel to the Conference venue from different locations in New Zealand; grants for overseas or non New Zealand resident individuals shall not be considered, unless the Organising Committee deem the proposed paper or poster to be of particular importance to the development of the Geosciences in New Zealand.

8. All applicants for Student Travel Grants shall be informed of the decision of the Organising Committee within fourteen days of the closing date for submission of abstracts; actual payment of grants will be made at Conference registration.

Subsidiary Student Support Grants to the Annual Conference

1. Because profits from the Annual Conference are returned to the Society's General Funds Conference Account, the Committee may, from time to time, assign some of these funds back to an Annual Conference in order to subsidise student attendance at any of the Conference events, such as the dinner, or for any other purpose connected to the Annual Conference as deemed appropriate by the Committee.

2. The amount of the subsidy shall be prudently determined from time to time by the Committee, taking into consideration the available funds and any trends of increase or decrease in the General Funds Conference account.

3. The amount allocated shall be entered into the budget of the Annual Conference, and any money not used shall become part of the profit (if any) of the Annual Conference and returned to the General Funds Conference account.

The Young Researcher Travel Grant

1. The Young Researcher Travel Grant was set up by the Committee of the Society on the 11th June 2009, to provide funds for a young scientist to attend their first international overseas conference. The funds for this purpose are to be derived from the profits of the Society's Annual Conference that have been deposited in the Conference Account of the Society's General Funds.

2. The purpose of grant is to fund (fully or in part) New Zealand early career Geoscience researchers and PhD students to attend and present a talk or poster at their first international conference. The grant will fund, or contribute to funding of registration, travel and accommodation costs.

3. The value of a grant shall be a maximum of $5000 in any one year and to any one applicant. Because the available funds will be dependant on profits from the Annual Conferences, the grant will be awarded at the discretion of the GSNZ Committee who shall from time to time, set the value of the Grant for any one year. The decision of the GSNZ Committee is final.

4. There is no set date for submission of applications, which will be accepted and considered at any time in the year. This is to allow for the fact that conferences occur all year round, and that considerable planning far ahead of time is involved with attending overseas conferences. Completed applications shall be sent to the GSNZ Administrator for forwarding to the Convenor of the Awards Subcommittee who shall make recommendations to the Committee for ratification.

5. To be eligible to apply for the grant, applicants must either:

a) Be currently undertaking, or have recently completed their PhD on an Geoscience topic at a New Zealand University or Research Institute;
OR
b) Be currently employed in a post-doctoral, lecturer/researcher or similar position in the field of Geosciences at a New Zealand University or Research Institute, AND
i. be under the age of 35 years
OR
ii. have completed their PhD within the last 5 years

6. Applicants must be New Zealand residents.

7. Applicants must be current members of the Geoscience Society of New Zealand.

8. An ‘International conference‘ is defined as an internationally recognised Geoscience conference or meeting, held overseas from New Zealand.

9. Applicants may have attended previous international meetings, but must not have presented a talk or poster at them.

10. Successful applicants are required to submit a report on the conference to the Society's Awards subcommittee within 3 months of the attendance at the conference. This report shall be published in the GSNZ newsletter.

11. An application shall consist of:

a. A completed application form (available from the Society's website);
b. A budget that:
i. Itemises all costs of conference attendance;
ii. Clearly denotes what the Society's funds sought will cover;
iii. Clearly lists all other sources of funding being sought or available to the applicant (e.g. departmental/company support, grants offered by the conference organisers etc);
c. A copy of the applicant's CV, including work history, publications etc;
d. A copy of the abstract of the paper/poster that the applicant plans to present;
e. A covering letter outlining details of the conference (including location and dates), and why attendance at this conference is important to the applicant (this may include new career opportunities, enhancement of New Zealand Geoscience internationally etc); and
f. One referee report endorsing the applicant's attendance at this particular conference.

New Zealand SAGE Award
1. The Scholarship shall be known as the New Zealand SAGE Scholarship.
2. The Scholarship shall be awarded by the Committee of the Geoscience Society of New Zealand (Inc.) to the applicant who is most likely to benefit from attendance at the SAGE program, and to advance practical aspects of geophysics in his or her subsequent career. These two factors shall in general be given equal weighting in evaluating applications.
3. To be eligible for the Scholarship, an applicant:
(a) must have completed undergraduate qualifications sufficient for post-graduate study in geophysics; and
(b) must have arranged to undertake a postgraduate degree at a New Zealand university embodying geophysical study of relevance to New Zealand; and
(c) must have either completed or arranged to complete a significant amount of degree study in New Zealand.

Except in exceptional circumstances, an award shall not be made more than once to the same person.
4. The Society will call for applications to the SAGE Scholarship late in the year preceding the award. Nomination of an applicant must be made, either by the applicant or on the applicant's behalf, to the Awards Subcommittee chairperson by 1 February each year. The nomination must be accompanied by evidence of merit and a statement of the arrangements that have been made for further study.
5. In early February each year, the Awards Subcommittee chairperson shall convene a SAGE Subcommittee to evaluate the SAGE applications. The SAGE Subcommittee may also seek nominations for the Scholarship. The SAGE Subcommittee shall, after considering the merits of the applicants, recommend to the Committee which of the eligible applicants is most likely to benefit from attendance at the SAGE program, and to advance practical aspects of geophysics in his or her career. The Committee shall then decide the winning applicant. Members of the SAGE Subcommittee shall not be eligible for the Scholarship.
6. The scholarship will normally be awarded annually and the winner announced in March of each year; but if, in the opinion of the Committee, no applicant has sufficient merit, the scholarship shall not be awarded.
7. The Scholarship shall be funded by sponsorship donations received from institutional stakeholders and from the Geoscience Society of New Zealand General Account.
8. The value of the Scholarship shall be decided annually by the Committee, reflecting the funds available and the costs involved in attending SAGE, and shall be included on the notice calling for applicants.
9. If the Scholarship is not awarded, any sponsorship donations shall be held over for the next SAGE Scholarship award in the following year.
10. If in any year, sponsorship donations exceed the amount that Committee awards for the Scholarship, then the surplus shall be either held over for the next SAGE Scholarship award in the following year, or, with the permission of the sponsoring institutions, deposited in accounts for other Geoscience Society of New Zealand awards.

ANNUAL CONFERENCE AWARDS

Student Paper and Student Poster Awards

1. There shall be awards to be known as the Geoscience Society of New Zealand Student Paper and Student Poster Awards.

2. The Awards shall be funded from within the budget for the Annual Conference.

3. The Annual Conference Organising Committee shall appoint a Convenor who shall co-opt a judging panel with a membership wide enough to encompass the main thematic papers and posters presented at the Conference. At least one member of the judging panel shall attend each student presentation. The judging panel shall take into account both the content and presentation of each paper or poster.

4. The Awards shall consist of an inscribed certificate, and such equal monetary sum as the Organising Committee of the Annual Conference shall from time to time decide. All papers including joint papers or posters presented solely by students shall be eligible for consideration, and no formal statement of entry shall be required or sought.

5. The Awards shall be made to the students judged to have presented at the Annual Conference, the best paper and/or poster based on his or her own Geoscience research. If no paper or poster is adjudged to be of sufficient merit, no award shall be made in that category.

6. One or two supplementary awards of no more than one third of the value of the primary award may be made, at the discretion of the judging panel, to other students deemed to have presented a paper or poster to a standard close to that of the primary recipients of the Awards.

7. No primary recipient of the Student Paper or Student Poster award shall be eligible for a subsequent Student Paper or Poster award. Recipients of a supplementary award shall be eligible for the primary award at a later conference, provided that the paper or poster presented at that Conference is substantially different from that for which the earlier supplementary award was made.

8. Requirements for eligibility are that the candidate:

a. is a full time or part time student or has completed a degree or diploma in the 12 months prior to the Conference;
b. is presenting one or more papers or posters at the conference;
c. was not a full-time staff member of any Geoscience institution while completing the research on which the paper or poster is based;
d. is not a full-time member of the lecturing staff of a tertiary institution who is also enrolled as a student; and
e. is a financial member of the Society.

9. In cases of joint authorship, eligibility for an award requires that the major part of the Geoscience research being presented by an eligible student be his or her own work.

10. The eligibility of all individual candidates shall be decided by the judging panel, whose decision is final.

11. Where possible, the Awards shall be presented or announced by the President of the Society, or their nominee, at the closing session of the Annual Conference.

MISCELLANEOUS

President's Lecture Tour

1. The President's Lecture Tour has been instituted in order to promote better communication within the Society, particularly between the Committee and the Society's constituent branches.

2. The lecture tour shall be undertaken during the term in which the President is first elected to office and shall be delivered to all Branches of the Society. The lecture tour shall not be repeated in the event of a President being elected for a second term. The choice of lecture subject shall be a matter for the President, although the topic should normally be on current Geoscience issues or a review of some field of Geoscience research.

3. Branches shall be visited consecutively by arrangement with the Chairperson or Secretary of each Branch. Travel expenses shall be met by the Society except where a group that is not a Branch requests the lecture be given to them. In this case, expenses shall be met by that group, but may be waived by the Committee if it is deemed important for communication and promotion of Geoscience research to the wider community.

4. The title and abstract of the President's lecture, and if possible, details of the lecture tour itinerary shall be announced in the first Society Newsletter published after the election of the President.

Hector Day

1. In recognition of the contribution of past earth scientists to Geoscience in New Zealand, and to encourage social interaction between their modern counterparts, the Geoscience Society of New Zealand shall, through its Branches, establish and organise an annual national Geosciences day.

2. The day shall be known as Hector Day, in honour of Sir James Hector, and should be held as near as possible to the 16th March, Hector's birthday.

3. Activities organised shall be at the discretion of individual Branches, with the recommendation that informal, non-academic gatherings be favoured. These may consist of, for example, barbeques, picnics, sports, tours or social field trips.

4. Participation of as many local people involved in the Geosciences as possible, whether they be members of the Society or not, should be encouraged.

Legacy Fund

At the meeting of the Committee of the Society on 30th September 2008, it was resolved to set up a "Legacy Fund" as an interest-bearing Savings Account for the increase and protection of excess Capital Assets and for any future legacy or donations given for non-specific purposes. This was endorsed by the Annual General meeting of the Society on 25th November 2008. The funds would be allowed to accumulate until such time as the Committee should resolve to use them for a particular purpose.

The By-law to set out the mechanics of the transfers and the use of the accumulated funds has still to be formulated.

GSNZ Policies

During 2001 the National Committee of the Geological Society agreed to record a number of policy decisions that have been made over the years for the guidance of members. These policies are not rules or bylaws, but they record agreed practices that have been endorsed at a meeting of  the National Committee. They can be changed by a decision of a future committee. They are placed on the GSNZ web site so that the information is freely available. 

Publications
Branch Grants
Other Grants
External communication
Liability
Support for funding applications/endorsement
Financial management
Field trip safety and Roadside stop appendix

Publications
approved 19 September 2001

1. All manuscripts submitted as GSNZ Publications must be formally approved by the National Committee before acceptance for publication. This will cover agreement that the material is suitable for publication by the Society, that it has been or will be adequately reviewed, that funds are available to cover the cost of publication, and that the sale price is at least sufficient to cover administration and postage costs as well as any contribution needed to cover the costs of production.

2. The National Committee shall appoint a nominee to follow the manuscript through to publication, and to check and approve the proofs in conjunction with the author.

3. The National Committee delegates approval for publication of regular publications such as conference abstracts and field trip guides to the President, provided that s/he is satisfied that the quality is satisfactory and that the sale price is reasonable.

4. The GSNZ Administrator is responsible for allocating series numbers (e.g. Guidebooks or Miscellaneous Publications) and ISBN numbers after the approval steps above have been undertaken.

5. The GSNZ Administrator is responsible for sending copies to Legal Deposit and for sending out Standing Orders.

6. Once a publication has been printed, the person responsible must send sufficient copies to the Administrator so that (s)he has enough copies for legal deposit, standing orders, and ongoing sales.

Branch Grants
approved 19 September 2001

1. The National Committee may make grants to GSNZ branches to assist with the running of the branch, the cost of field trips, an award at a local science fair, and a student prize. 

2. The size of the grant depends on the number of GSNZ members living in the branch area at the end of the previous financial year. It is calculated as follows:

(a) $50 + $2 per financial member (up to a maximum of 100 members);
(b) $60 student prize (provided a student prize evening is held and prizes given);
(c) $50 science fair prize (provided a prize of at least $50 is offered to the local science fair)

3. After a branch has held its AGM, the branch treasurer or organiser should send a copy of the financial statement for the preceding year to the GSNZ Administrator. (S)he will forward it to the Treasurer, who will calculate the grant.

4. The student prize and science fair prize must appear in the branch financial statement, together with the name(s) of the recipient(s) for those moneys to be included in the branch grant.

5. Each branch may apply for a grant only once in a financial year. The best time is before 31 March.

6. The award of a branch grant is on the condition that GSNZ members will not be charged an additional branch subscription.

Other Grants
approved 19 September 2001

1. Special Interest Groups and Subcommittees may apply for grants to refund expenses or for special activities.

2. All applications must be approved by the National Committee before any expenditure is incurred.

3. Only in exceptional circumstances will a grant exceeding $200 be made.

External communication
approved 19 September 2001

1. The only person designated to speak on behalf of the Society (including issuing press statements) is the President. She/he or the National Committee may delegate other individuals to speak on particular topics, but this delegation should be for a finite period, and may be withdrawn.

2. Apart from discharge of their duties by Officers of the Society, all email communications to the membership or to other organisations must be authorised by the President.


Liability
approved 19 September 2001

1. The Geological Society will try to avoid any situation where the Society may be liable for a financial or legal liability (e.g. for costs in appealing an issue).

2. In order to avoid possible liability, the Society will normally aim to provide supporting or background information rather than appear in legal hearings in its own right.

3. Any situation where liability is possible must be referred to the National Committee for approval before any action is taken.


Financial management
approved June 2010

1. All cheques issued by the Society must be signed by at least two nominated signatories. Normally one of these will be the Treasurer.

2. The funds held by the Society shall be invested prudently and conservatively. The aim shall be to preserve the capital value of any funds held (bearing in mind inflation), and to prudently increase their value through interest.

3. The capital of the GSNZ Award Fund shall be invested so that at least one third of the interest is reinvested each year to increase the value of the fund, and the remainder of the interest is available for making awards. No part of the capital sum shall be withdrawn without the agreement of the AGM.

4.The Society uses Mind Your Own Business  Accounting ("MYOB") v.18 for both General Funds and the Awards Trust, to record all financial activities of the Society - Income, Expenditure, Assets, Liabilities (including GST) and Equity, and Transfers between bank accounts. Balance Sheets and Profit and Loss statements can be prepared directly from the MYOB Reports, and Jobs can be set up to track specific items such as donations to award funds, or income from, and costs of goods sold (COGS) for specific publications.

The following timely activities are necessary to maintain good accounting practise:

On a day-to-day or week-to-week basis, income and expenditure items must be entered into MYOB, recording cheques written, payments made, and deposits, direct debits and credits. Each item must be allocated to its appropriate account in the "Chart of Accounts" (this is the accountant's name for what non-accountants might call ‘categories'), to an appropriate Job (if such exists), and each item must be debited or credited to its appropriate bank (Asset) account. Invoices received and receipts for reimbursement should be paid in a timely fashion, and along with invoices written should be promptly filed.

On a monthly basis, bank statements must be reconciled with deposits received and expenses paid, including direct credits, credit card receipts and direct debits, many of which will have to be entered in MYOB before the reconciliation process can take place. Reconciliation should take into account batch files of banking prepared by the Society's Administrator. Timely liaison with the Administrator is a most important part of this process.

On a monthly basis, prepare a Trial Balance for the preceding month in order to check that all inputs and outputs are correct, and that the Year-to-Date values are sensible.

At six-monthly intervals, in October and April, prepare the GST returns to Inland Revenue Department, for the General Funds and the Annual Conference accounts.

For each Committee meeting, prepare a Trial Balance, a Balance Sheet and a Profit and Loss statement for the consolidated accounts to date, and a list of Transaction Payments from the General Ledger, made since the previous meeting, for retrospective approval. Job and Account Transaction lists and a Reconciliation report should also be prepared.

There are several other activities that take place on an ‘as-required' basis. These include, but not exclusively: prepare, record and post Invoices for Publication Sales; bank moneys received (mostly from Publication Sales); pay receipted expenses and invoices received; review Branch Grant applications and pay Grants; respond to questions from the Administrator, members and Branches; review Award reports and pass on to the Newsletter Editor; issue payment cheques for annual Awards; send letters to Westpac re movements of funds for Awards from Term Deposits and Savings accounts; transfer funds from Savings accounts to Cheque accounts; pay overseas accounts/invoices; organise Bank signatories; report to Committee on designated items; participate in the Amalgamation meetings with the New Zealand Geophysical Society, particularly with respect to finances, Rules and Policies.

Prepare and distribute to the Committee and the Auditor the draft Annual Accounts to 31st March and liaise with the Auditor to finalise them. This is the single biggest job to do, and can take up to a month to prepare the draft accounts to a state ready to send to the Auditor, after which there are meetings with the Auditor to clarify specific items in the accounts, so that the balance sheet ("Overall Position") is in balance.

If possible, the audited accounts should be sent to the Newsletter Editor for inclusion in the pre-Conference issue of the Newsletter. If the audited accounts are not completed in time for the print deadline, the draft accounts should be sent to the Editor, and copies of the audited accounts should be made available at the Society's AGM.

Addendum: The treasurer is responsible for sending copies of the annual accounts to the Registrar of Incorporated Societies, the Charities Commission and Statistics NZ, along with annual reports of financial activity.

Support for funding applications or endorsement
approved 26 November 2001

1. GSNZ will generally not support applications for funding or for official endorsement by individuals or organisations. This has been agreed as a general policy in order to maintain the independence of the Society. The only exception is when a project has been initiated within the Society, or is clearly part of GSNZ policy.

2. GSNZ will generally not provide financial support for conferences or workshops apart from those organised by the Society. This is because we have limited funding, and there are simply too many meetings for the Society to support. However, subject to the agreement of the National Committee, we may provide indirect assistance, for example with advertising or publicity.

3. GSNZ will not designate individuals as official representatives of the Society at meetings/conferences unless they are undertaking tasks that are of direct benefit to the Society, and that this is agreed in advance by the National Committee.

Geoscience Society of New Zealand Code of Ethics

1. General Principles:

1.1: The practice of the geosciences requires professional morality, responsibility, and knowledge on the part of the practitioner.

1.2: Every member of the Society shall be guided by the highest standards of ethics, personal honour, and professional conduct; and shall not claim to be competent in fields in which his or her experience or training is inadequate.

2. Relation of Members to the Public:

2.1: A member's responsibility to the public shall be paramount, and he or she shall avoid and discourage sensational, exaggerated and unwarranted statements.

2.2: A member shall not knowingly permit the publication of his or her reports, maps, or other documents, for any unsound or illegitimate undertaking.

2.3: A member having or expecting to have beneficial interest in a property, company, licence or patent on which he or she reports must state in his or her report the existence of such.

2.4: A member shall not give a professional opinion, write papers or reports, or give legal testimony, without being as thoroughly informed as might reasonably be expected, considering the purpose for which the opinion, paper, report or testimony is desired; and the degree of completeness of information upon which it is based should be made clear.

2.5: A member shall, in the course of his or her field or laboratory work, take reasonable steps to safeguard the health and safety of people.

2.6: A member shall not issue a false statement or false information even though directed to do so by employer or client.

2.7: A member shall have regard to the effect of his or her activities on the natural environment, communities and cultures.

3. Relation of Members to Employer or Client:

3.1: A member shall protect, to the fullest extent possible, the interest of his or her employer or client so far as is consistent with the public welfare and his or her professional obligations and ethics.

3.2: A member who finds that his or her obligations to his or her employer or client conflict with his or her professional obligations or ethics shall endeavour to have such objectionable conditions corrected.

3.3: A member shall offer to disclose to his or her prospective employer or client the existence of any mineral or other interest which he or she holds, either directly or indirectly, having a pertinent bearing on such employment.

3.4: A member shall not use, directly or indirectly, any employer's or client's confidential information in any way that is competitive, adverse or detrimental to the interest of employer or client.

3.5: A member retained by one client shall not accept, without that client's written consent, an engagement by another if the interests of the two are in any manner conflicting.

3.6: A member who has made an investigation for any employer or client shall not seek to profit economically from the information gained, unless written permission to do so is granted, or until it is clear that there can no longer be conflict of interest with the original employer or client.

3.7: A member shall not divulge information given him or her in confidence.

3.8: A member shall engage, or advise his or her employer or client to engage, and co-operate with, other experts and specialists whenever the employer's or client's interests would be best served by such service.

3.9: A member shall not accept a concealed fee for referring a client or employer to a specialist or for recommending geological services other than his or her own.

4. Relation of Members to Other Scientists:

4.1: A member shall not falsely or maliciously attempt to injure the reputation or activities of another scientist.

4.2: A member shall freely give credit for work done by others to whom the credit is due and shall refrain from plagiarism in oral and written communications, and not knowingly accept credit rightfully due to another scientist.

4.3: A member shall endeavour to co-operate with others in the profession and encourage the ethical dissemination of scientific knowledge.

4.4: A member having knowledge of unethical practices of another scientist shall avoid association with that scientist in professional work.


Ethics last amended September 2009