PONZ Constitution 2025

Last update: 28 April, 2026

1. Name

The name of the Organisation (“the Organisation”) is the Psychosocial Oncology of New Zealand (“PONZ”) Incorporated Society

2. Administration

Subject to the matters set out below the Organisation and its property shall be administered and managed in accordance with this constitution by the members of the Executive Committee constituted by clause 6 of this constitution (“the Executive Committee”)

3. Background Statement

Three out of four families are affected by cancer each year, and many more are touched by allied diseases. However, the psychosocial dimension, while the most universal, remains the most under-recognised and untreated dimension of care for patients with cancer and allied diseases.

Virtually all patients and their families experience distress varying from the predictable worries and fears to more serious forms of distress impacting on treatment and quality of life. Studies show that one third of cancer patients experience severe emotional problems. The mission of PONZ is to establish a multi-disciplinary professional organisation whose mission is to promote the psychosocial and physical needs of patients with cancer and allied diseases and aim to support their families at all stages of disease and survivorship through practical supports and resources, counselling, clinical care education, research and advocacy.

4. Objectives

The Organisation’s objectives are:

1. Promote visibility for the integration of psychosocial support as a core component of all cancer treatment.
2. Foster national and international collaboration on psycho-oncology practice, research, and development (including hosting the PONZ Conference).
3. Develop service recommendations across all stages of cancer care, based on evidence-based national and international best practices.
4. Ensure patient and whānau involvement in shaping oncology services and addressing psychosocial and physical needs.
5. Encourage assessment of psychosocial and informational needs through the entire cancer continuum (from high suspicion or diagnosis of cancer to post-treatment)
6. Connect people to share ideas and ongoing research and evaluation of outcomes in psycho-oncology care.
7. Advocate for multidisciplinary psycho-oncology education programs for healthcare professionals working in oncology.
8. Support the ongoing development and review of national guidelines to deliver respectful, ethical and culturally appropriate care for cancer patients and their whānau.
9. Enhance education in psychosocial oncology for all health care professionals delivering services in cancer care.

5. Powers

1. To raise or borrow money required for the objects of the Society by means of subscriptions, donations, bequests, events, campaigns, partnerships or other fundraising activities;
2. To acquire whether by purchase, hire or lease real and personal property for the purposes of the Society and to dispose of property no longer required;
3. To invest and lend monies of the Society upon such investments as are from time to time authorised by the law for the investments of trust funds;
4. To do all such other things that in the opinion of the Executive Committee are necessary or desirable for attaining all or any of the foregoing objects of the Society;
5. In constructing the foregoing objects, the construction of any clause shall not be limited or restricted by reference to any other clauses;
6. The Society and its affairs and activities shall not be conducted for the profit of its members or any of them and no part of the income or assets of the Society shall inure for the benefit of any officer of the Society or any member, excepting grants to members for research or other academic purposes;
7. No member of the Executive Committee or any person associated with it shall use their position to influence or determine any personal benefit, in accordance with current tax and governance regulations.

6. Membership

1. Individuals wishing to join the Society may do so if they have an interest in psychosocial oncology and subscribe to the Constitution of PONZ; Associate/Affiliate members include non-health professionals, family/whanau and those who may have/have not had a cancer. Members are defined as health professionals.
2. Every candidate for membership shall be proposed in writing (in the form set out in Appendix I to these rules) to the Secretary/ Treasurer of the Executive Committee by one member and seconded by another member of the Society and may be elected to membership by a majority of two-thirds of those present and voting at a meeting of the Executive Committee. Both the proposer and seconder shall be members of more than one year’s standing.
3. The Secretary/ Treasurer shall send to all newly elected members written notice of their election, and upon payment of the appropriate entry fee and first subscription, the person shall become a member of the Society.
4. A register showing the names and addresses of all members, and date at which they became members, and the date at which past members ceased to be members shall be kept by the Secretary/ Treasurer.

7. Subscription

Upon admission to membership, a member shall pay to the Society shall pay to the Society an annual membership fee, the amount of which will be set annually by the executive committee. If any alteration of the fee is contemplated notice of such a proposed alteration shall be given with the notice of the General Meeting. In special circumstances the Executive Committee shall have power to remit the subscription in whole or in part.

8. Payment of Subscription

All annual subscriptions shall be payable by the first day of April each year.

9. Default in Payment of Subscription

If any member fails to pay their annual subscriptions within two months after the due date notice shall be sent to them, calling their attention thereto. If the subscription is not paid within one month after such notice the committee may remove the defaulter from membership of the Society, but if at any time they shall give a satisfactory explanation to the Executive Committee, upon payment of all arrears, they may be re-admitted to membership without payment of any entrance fee.

10. Charge for Special Privileges

The Executive Committee may make a charge to members using property of the Society or privilege in respect of that user.

11. Resignation

Any member may resign their membership by giving the Secretary/ Treasurer notice in writing to that effect. Any member of the Society who fails to send in their resignation within three months following the end of a financial year, shall be liable for the current year’s subscription.

12. Disciplinary Action

The Executive Committee may by resolution suspend or expel a member from the Society where the Executive Committee is of the opinion that a member of the Society has persistently refused or neglected to comply with the provisions of these Rules or has persistently and wilfully acted in a manner prejudicial to the interest of the Society, provided that, before expelling such an offender, the Executive Committee shall call upon the offender for an explanation of his or her conduct, and shall hear what he or she may wish to say in defence. Expulsion of such a member will not abrogate the rights of the Society in the legal process.

13. Members Liabilities

The liability of a member of the Society to contribute towards the payment of the debts and liabilities of the Society or the cost, charges and expenses of the winding up of the Society is limited to the amount, if any, unpaid by the member in respect of membership of the Society as required by Rule 5.

14. Executive Committee

1. The entire management of the Society and its property shall be vested with an Executive Committee consisting of a President, Vice President, Secretary, Treasurer and additional to the maximum of twelve (12). The Executive Committee shall have the power to co-opt such other persons as the Executive Committee considers appropriate.
2. The office of the President may be held by one person for not more than two consecutive years, but after being out of such office for one year, such a person shall be eligible for re-election as President. The minimum term of appointment for all members of the executive committee (including President and Vice President) will be two years, except for the Convenor of the next Annual Meeting who will be appointed for one year, and the following year will continue appointment for one more year as the Convenor of the last Annual Meeting.
3. The members of the Executive Committee shall be elected at either the Annual General Meeting or executive committee meeting by nomination and ballot. The Executive Committee shall have power to fill a casual vacancy on the Executive Committee;
4. The Executive Committee shall annually appoint a Convenor to organize the annual conference and shall have the power to remove the Convenor if the Convenor is not adequately discharging their responsibilities pursuant to rule 22.
5. In appointing the Executive Committee, consideration should be given to diversity in expertise, representation of varied aspects of psychosocial care, and expertise in cultural knowledge.
6. There will be a selection process for future committee members with the expectation that any new member will agree to be responsible, available to attend required meetings, and engage in tasks and responsibilities to ensure the sustainability and development of PONZ. Executive committee members must attend TBD meetings or provide appropriate notice if unable to attend. Failure to do so will result in that Executive Committee member’s resignation.
7. If an Executive Committee member chooses to resign, appropriate notice is required.

15. Meetings of the Executive Committee

1. A meeting of the Executive Committee may be called at any time by the President. Notice of the meeting shall be dispatched by the Secretary / Treasurer within seven days of the receipt by the Secretary/ Treasurer of a requisition signed by the President or by three members of the Executive Committee. Meetings may be in person or online.
2. If any member of the Executive Committee fails to attend without receiving prior leave of absence from the Executive Committee, either three consecutive meetings of the Executive Committee, or a total of four meetings, the Executive Committee may remove them from office and replace them.
3. Where possible, the executive committee will attempt to meet twice annually face-to-face. Expenses incurred for these meetings, the executive committee will decide on any reasonable expenses needed for reimbursement (e.g. accommodation, Koha, overnight expenses, food, room rental) as approved by treasurer.

16. Quorum

1. At each meeting of the Executive Committee a quorum shall consist of either four (4) members or 50% of the current Executive Committee, whichever is greater, including either the President or Vice President. If neither the President nor Vice President is available, they may appoint another Executive Committee member to chair. If no appointment is made, the meeting may be rescheduled with reasonable notice.
2. All members including co-opted members present at the meeting shall have the right to cast one vote, and the Chairperson shall have a deliberative and casting vote. The President, if present, shall be the Chairperson; if the President is not present the meeting shall be chaired by the Vice President. If neither the President or Vice President are available to chair the meeting, they should appoint an alternative executive committee member to chair or provide sufficient notice of meeting cancellation or rescheduling where possible.

17. Annual General Meeting

The Annual General Meeting of the Society shall be held at date to be determined at the prior Annual General Meeting, or by the Executive Committee.

18. Notice of Annual General Meetings

Notice of the Annual General Meeting must be emailed to every member of the Society, at least fourteen days before the time appointed for the meeting. This will include the time and place of such meeting (including meeting link if occurring online), and of the nature of any special business to be dealt with. Special business is other than matters arising from the minutes, accounts for payment and correspondence.

19. Other General Meetings

A General Meeting can be requested by the Executive Committee for any purpose, at any time. Requests shall be made with at least 21 days’ notice and include the purpose of the

proposed meeting.

20. Procedure at all Annual and General Meetings

At all General Meetings the Chair shall be taken by the President, or, if he or she is not present, by the Vice President. Every member shall have one vote, and in the case of equality of votes, the Chairperson shall have a second or casting vote. The quorum at any General Meeting shall be fifteen (15) members. Voting shall be by voice, but if any member so desired the Chairperson shall call a poll which shall be indicated by a show of hands, or, if the meeting desires, by ballot.

21. Alteration or Changes to Constitution

Any requests to change the Constitution need to be brought to a general meeting with at least 14 days’ notice. Changes can only be amended by a resolution passed by a majority (more than half) of those present and voting at this general meeting.

22. Regulations

The Society may from time to time by resolution in General Meeting make, amend and rescind regulations not consistent with these rules governing procedure at its meetings, the business of the Society and the conduct of its members.

23. Duties of Secretary

The Secretary shall keep and maintain accurate records containing full and correct minutes of all Executive Committee and general meetings and shall hand over as necessary.

24. Duties of Treasurer

The Treasurer shall keep all entries for accounts properly up to date and hand over as necessary. The Treasurer shall also keep accounts up to date for the Executive Committee. The Treasurer shall deal with all monies as directed by the Executive Committee.

25. Bank Account

The bank account shall be operated by the Treasurer and payments shall be (signed) authorised by any two of the President, Vice President and the Treasurer. For the purposes of any conferences a separate account may be held, and payments from this account shall be approved by any two of the President, Vice President and the Treasurer.

26. Financial Year

The financial year of the Society shall end on the thirty-first day of March or such other date as is fixed by the preceding Annual General Meeting in each year, to which date the accounts shall be balanced.

27. Financial Statements

A statement of Income and Expenditure and a Balance Sheet shall be prepared, and a copy shall be sent to each member of the Society with the notice calling the Annual General Meeting.

28. Change of Address

Members can request change of address at any time by notifying the Secretary in writing.

29. Honoraria

The Secretary/ Treasurer may be voted an honorarium at the close of each financial year, the amount to be decided upon by the Annual General Meeting.

30. Winding up

1. The Society may be wound up voluntarily if at two successive General Meetings of the Society, no more than two months apart, at least half of the members present and voting support a resolution requiring the Society to be wound up, provided that any such society receiving those assets must be approved by the Inland Revenue Department as being for charitable purposes.
2. In the event of the dissolution of PONZ, if there is remaining funds available (after satisfaction of all costs, debts and liabilities and property, assets, income or other funds), these shall not be paid or distributed among the members of the Society. Instead, these will be given or transferred to some other Society or Societies with objects similar to those of the Society and which Societies also prohibit distribution of its income and property among its members.
3. The Beneficiary associations shall be determined at or before the time of the dissolution by a simple majority of the members of the Society present and voting at the General Meeting.

31. Revenue

The Executive Committee shall have power to borrow and receive such amounts and, on such terms, as it thinks fit, and to give as security for the repayment of sums borrowed and interest thereon such security as the Executive Committee deems expedient.

32. Investing Powers

The Executive Committee shall have power to invest the funds of the Society in such investments as are allowed by the Trustee Act 2019 or any successor legislation, and as deemed appropriate by the Executive Committee