The name of the Authority is the Advertising Standards Authority Incorporated, hereinafter referred to as the Authority.
In these Rules and any Regulations made hereunder unless the context otherwise requires:
(a) "The Authority" means the Advertising Standards Authority Incorporated.
(b) "The Act" means "The Incorporated Societies Act 1908" and its amendments.
(c) “The Management Committee” means the Management Committee appointed pursuant to Rule 10.
(d) "The Codes" means the Codes of Practice as promulgated by the Advertising Standards Authority.
(e) "Member" means a member organisation and /or their representative on the Authority.
(f) "ASCB" means the Advertising Standards Complaints Board.
(g) "ASCAB" means the Advertising Standards Complaints Appeal Board.
The objects of the Authority are:
(a) To seek to maintain at all times proper and generally acceptable standards in advertising and any other activity regulated by the Codes of Practice;
(b) To establish and promote an effective system of voluntary self-regulation;
(c) To encourage the media, advertising agencies, advertisers and others to voluntarily co-operate in the process of self-regulation;
(d) To promulgate Codes which the Members undertake to uphold;
(e) To establish (in accordance with the Rules and Procedures set out in the First and Second Schedules to these rules) and fund the ASCB which shall:
(i) Determine complaints received which may be in breach of the Codes;
(ii) Advise the Authority on interpretation of the Codes and possible improvements to the Codes;
(iii) Report to the Authority on any relevant matter of concern.
(f) To establish (in accordance with the Rules and Procedures set out in the Third and Fourth Schedules to these rules) and fund the ASCAB which shall determine certain Appeals from Decisions of the ASCB;
(g) To publish the Codes authorised by the Authority and the Annual Report of the Authority and any other information or opinion;
(h) To set fees to be charged to complainants when complaints are accepted by the ASCB for determination; or to both parties when a reference is accepted for arbitration or mediation; and
(i) In general to do all such other or further acts and things relating to the particular objects above mentioned or otherwise which may from time to time be necessary or expedient for the benefit and protection of Members so far as the same are permitted by the laws of New Zealand to corporations organised under the Act.
The Authority shall have power to do all such lawful acts and things as are incidental or conducive to its objects or any of them and without in any way limiting the generality of the foregoing the following powers shall be included:
(a) To purchase, take on lease or in exchange, hire or otherwise acquire any real or personal property and any rights or privileges which the Authority may think necessary or convenient;
(b) To raise money by subscription, levies or otherwise and to grant any rights and privileges to subscribers and to such Members as from time to time be deemed necessary;
(c) To borrow or raise or secure the payment of money in such manner as the Authority may think fit and to mortgage, pledge and/or charge in any manner all or any of its property, rights, interests and assets;
(d) To enter into any contracts, agreements or arrangement with any person, firm, syndicate, corporation or company which the Authority may deem conducive to its objects or any or all of them.
(e) To invest, lend or deal with the moneys of the Authority not immediately required for carrying out its objects upon such securities and in such manner as may from time to time be determined by the Authority;
(f) To make, amend or rescind Rules, Regulations, standards of practice, by-laws or standing orders not inconsistent with those Rules pertaining to the carrying out of all or any of the objects of the Authority, the discipline and control of its Members, the management of its affairs and the observance of its Rules and Regulations;
(g) In the case of any breach or non-observance of its Rules or Regulations or the non-payment of any such subscription or levy to impose fines or suspend any Member for such time as it sees fit or to expel any Member;
(h) To provide suitable premises for meetings and carrying on the work of and for the purpose of carrying into effect the objects of the Authority and to employ and dismiss employees and agents;
(i) To do any act or anything which appear to the Authority to be incidental or conducive towards carrying into effect or attainment of the objects of the Authority.
(a) The following shall be eligible for membership of the Authority subject to the qualifications set out in Clause (b) below.
(i) Any media proprietor or organisation representing media proprietors.
(ii) Any communications agency or organisation representing communication agencies.
(iii) Any advertiser or organisation representing advertisers.
(iv) Any organisation representing an industry sector.
(b) There shall be two classes of Members as determined by the Authority:
(i) Association members are Full Members and pay a subscription based on a formula determined by the Authority. Membership and representation of Full Members shall be determined by the Authority.
(ii) Individual members are Associate Members and pay a subscription determined by the Authority.
(c) The Authority shall determine the membership classification of each applicant, provided that where a national organisation is a current Member representing media proprietors, advertising agencies, advertisers or an industry sector and an applicant is eligible for membership of that organisation, such applicant shall only be eligible for individual membership.
(d) The Authority shall be entitled to decline any application for membership if in the opinion of the Authority that applicant is unable to fulfil the objects of the Authority as set out in Clause 3 of these Rules.
Any Member may resign upon giving six months written notice of such intention and on the payment of all subscriptions, levies or other moneys due under these rules up to the date of resignation taking effect. Any Member so resigning shall have no claim upon any of the funds or assets of the Authority.
A Member shall cease to be a member of the Authority if and when a resolution to that effect, of which one month's notice in writing shall have been given to all Members including the Member affected is carried at a General Meeting of the Authority.
Without limiting the circumstances under which such a resolution could be put to the Authority, such a resolution shall be put where:
(i) The Member affected is six months in arrears of any subscription or other moneys due to the Authority; or
(ii) The Member concerned becomes bankrupt, passes into liquidation or otherwise ceases to exist.
(a) The annual subscription to be paid by Members shall be related to the Classification of Membership and formula as notified by the Authority to each Member of the Authority prior to the Annual General Meeting, or such other amount as may be determined at any Annual General Meeting;
(b) Each subscription shall be payable either in one sum in the first quarter of the year or in two sums, one half in the first quarter of the year, the other half in the third quarter of that financial year.
(a) In addition to the annual subscription, the Authority may from time to time determine to make a special levy upon giving Members notice in accordance with Clause 15 of the meeting at which it is proposed to consider the making of such a levy and such notice shall specify the amount of the proposed levy to be payable by each Member and the method of calculation adopted in assessing the proportionate part of the levy which it is considered should be payable by each particular Member.
(b) Any meeting called to determine to make a special levy shall be held in accordance with the requirements of these rules relating to Annual General Meetings.
(c) In the event of the Authority approving of a levy after such notice in particulars as aforesaid, Members shall be advised by a notice in writing of the amount of the levy payable by each Member and shall be given at least thirty days within which to make payment of the same.
10. MANAGEMENT COMMITTEE
(a) The management of the affairs of the Authority and the administration of its funds shall be vested in the Management Committee who shall have the responsibility to ensure the affairs of the Authority are properly managed and appropriate financial controls are implemented. The Management Committee may exercise all powers vested in the Authority with the exception of the powers required by these rules to be exercised by General Meeting.
(b) The Management Committee shall have five members who shall be Representatives of Members as advised to the Annual General Meeting or a General Meeting called for that purpose.
(c) The Management Committee shall be as follows:
(i) One Representative nominated by the Association of New Zealand Advertisers.
(ii) One Representative nominated by Communications Agencies Association.
(iii) One Representative nominated by the New Zealand Marketing Association.
(iv) Two Representatives nominated by the media members.
(v) Two of the members must be the Authority Chairman and the Authority Deputy Chairman.
(vi) The ASA Chief Executive is the Secretary to the Management Committee.
(d) The Management Committee may in its absolute discretion delegate to other committees of the Authority all or any of the powers and functions of the Management Committee for any period but not beyond the next Annual General Meeting and to revoke any power so delegated.
(e) The Management Committee may co-opt one Member onto the Committee for specific purposes and for any period but not beyond the date of the Annual General meeting
(f) Any Authority Member may attend a meeting of the Management Committee as an observer but shall not have the power to vote.
(g) All decisions and resolutions of the Management Committee must be passed unanimously by those members present at the meeting.
(h) The quorum for meetings of the Management Committee is three Representatives.
(i) The Management Committee shall hold a minimum of six meetings in each year.
(j) At each General Meeting of the Authority the Management Committee shall submit a report of their activities since the previous General Meeting.
(a) The officers of the Authority shall be a Chairman and a Deputy Chairman. The Chairman and Deputy Chairman of the Authority shall hold the same positions on the Management Committee. There shall also be a Chief Executive and Secretary; one person may hold both positions.
(b) The Chairman and Deputy Chairman of the Authority shall be elected at the Annual General Meeting in each year. The Chief Executive and Secretary shall be appointed by the Authority.
(c) Candidates for election to the offices of Chairman and Deputy Chairman of the Authority shall be proposed and seconded in writing by separate Members. A Member cannot nominate or second it’s Representative. Such nominations shall be in the hands of the Secretary not less than fourteen (14) days before the Annual General Meeting and shall be signed by the Representatives of the sponsoring Members;
(d) The name of the candidates for office shall be circulated prior to the Annual General Meeting;
(e) Officers shall hold office until the conclusion of the meeting at which their successors are elected.
(a) The ASCB shall consist of nine (9) persons plus alternate members. The Authority shall appoint members including any alternate members of the ASCB in the following manner:
(i) An Appointments Panel shall be established to recommend public member appointees to the Authority. The Panel to consist of the Chairman and Deputy Chairman of the Authority, the Chairman of the ASCB and an independent person. The Panel is to make unanimous recommendations to the Authority about the appointment or reappointment of public members.
(ii) The Chairman of the ASCB, who shall be a member representing the public and who is not connected with the media or advertising industry shall be appointed by the Authority, following a recommendation from the appointments panel. Before making the appointment the Authority shall confer with the Minister of Broadcasting, the Minister of Consumer Affairs and any other Minister or person the Authority considers appropriate.
(iii) Four members representing the public who are not connected with the media or advertising industry and who are appointed by the Authority following recommendations from the Appointments Panel. Before making the appointments the Authority shall confer with the Minister of Broadcasting, the Minister of Consumer Affairs and any other Minister or person the Authority considers appropriate.
(iv) Four members representing the Authority.
(b) The Rules and Procedures of the Complaints Board shall be as determined by the Authority and included as the First and Second Schedules to these Rules.
(a) The Appeal Board shall consist of three (3) persons plus alternate members. The Authority shall appoint members of the Appeal Board in the following manner:
(i) An Appointments Panel shall be established to recommend public member appointees to the Authority. The Panel to consist of the Chairman and Deputy Chairman of the Authority, the Chairman of the Complaints Board and an independent person. The Panel is to make unanimous recommendations to the Authority about the appointment or reappointment of public members.
(ii) The Chairman of the ASCAB, who shall be a member representing the public and who is not connected with the media or advertising industry shall be appointed by the Authority following a recommendation from the Appointments Panel. Before making the appointment the Authority shall confer with the Minister of Broadcasting, the Minister of Consumer Affairs and any other Minister or person the Authority considers appropriate.
(iii) One member representing the public who is not connected with the media or advertising industry shall be appointed by the Authority, following a recommendation from the Appointments Panel. Before making the appointment the Authority shall confer with the Minister of Broadcasting, the Minister of Consumer Affairs and any other Minister or person the Authority considers appropriate.
(iv) One member representing the Authority.
(b) The Rules and Procedures of the Complaints Board shall be as determined by the Authority and included as the Third and Fourth Schedules to these Rules.
(a) The Authority shall hold at least three General Meetings in each year, one being an Annual General Meeting.
(b) Meetings of the Authority shall determine the policy of the Authority and will receive from the Management Committee reports on the management of the Authority and administration of its funds.
(c) Meetings of the Authority shall be held at such time as the Authority may determine.
(d) The Chairman and Deputy Chairman or any two Members of the Authority may direct the calling of a meeting by a request in writing to the Secretary. At least seven (7) days notice in writing shall be given to each Member in respect of each Authority meeting unless there shall be special circumstances.
(e) A resolution in writing signed by all Members shall be as effective as if it had been passed at a duly convened meeting.
(f) Voting at meetings of the Authority shall be on the basis of one vote per Member.
(g) The quorum for a meeting shall be not less than 60% of all Members.
(h) The Members shall have the power to elect new officers in the event that a casual vacancy occurs in the offices of Chairman or Deputy Chairman of the Authority but any officers appointed in this manner shall hold office only until the next Annual General Meeting at which an election for the officers takes place.
(i) Members shall appoint a maximum of two Representatives to the Authority at each Annual General Meeting and the Representatives shall hold office on the Authority until the conclusion of the Annual General Meeting following the meeting at which they were appointed.
(j) Members of the Authority shall be able to replace their Representatives at any time between Annual General Meetings.
(a) Each member shall be entitled to one vote and any Member may require a ballot to be held. All resolutions require to be carried by at least two thirds of the total votes cast for or against such resolutions.
(b) Voting shall be held at such times as the Chairman may determine and voting papers shall be supplied to Members when a ballot is held.
(c) Any Member may appoint another Member as a proxy to exercise that Member's rights, including the right to vote at any meeting; the instrument appointing a proxy shall be in writing signed by the appointer and shall be in the hands of the Secretary before the meeting at which it is to be used.
(d) Unless a ballot is required as aforesaid, a declaration by the Chairman of the Authority that a resolution on a show of hands has been carried or carried unanimously or by a certain majority or lost and an entry to that effect in the Authority's minute book shall be conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour or against the resolution.
(e) The quorum for an Annual General Meeting shall not be less than 60% of all Representatives. No business shall be transacted at an Annual General Meeting of the Authority unless a quorum is present.
(f) The Chairman of the Authority, and failing him/her the Deputy Chairman of the Authority, shall be the Chairman at all meetings of the Authority. In the absence of both the Chairman and the Deputy Chairman, and provided a quorum is present, the Members present shall elect one of their number as meeting Chairman.
(a) Not less than 21 days notice in writing of each General Meeting and Annual General Meeting shall be given to each Member.
(b) The accidental omission to give notice of a meeting or the non receipt of a notice of meeting by any Member entitled to receive notice shall not invalidate the proceedings of that meeting.
These Rules and the Schedules to the Rules may be altered, added to or rescinded at any General Meeting subject to the following conditions:
(a) Notice of any proposed alteration or addition to or rescission of the Rules or Schedules or any of them shall be posted to each Member entitled to receive notices under these Rules not less than twenty-eight (28) days prior to the date of the meeting at which such alteration, addition, rescission is to be considered.
(b) The meeting may amend any such proposals.
(c) No resolution at any such meeting shall effect any alteration, addition to or rescission of the Rules or Schedules or any of them unless it is carried by at least two thirds of the total votes cast for or against such resolution.
(d) No alteration shall be inconsistent with the purposes for which the Authority is constituted.
The Authority shall keep a Register of its Members containing the names, and addresses of the Members, the dates at which they became Members; the Authority from time to time when required by the Registrar of Incorporated Societies so to do under Section 22 of the said Act shall send to him/her a list of the names and addresses of Members accompanied by a statutory declaration verifying that list and made by the Chairman and Secretary of the Authority.
In accordance with Section 18 of the said Act, the Authority shall have a registered office to which all communication may be addressed and the notice of the situation of that office and of any change therein shall be given to the Registrar as provided by that section.
No Officer, Representative, or Member of the Authority, or person appointed to the Management Committee or any sub-committee shall be liable for the acts, receipts, neglects or defaults of any other person authorised to act on behalf of the Authority or for any loss occasioned by any error of the judgement or oversight on his/her part, or for any other loss, damage or misfortune whatever which shall happen in the execution of duties on the authority of the Authority unless the same happens through his/her own wilful default or dishonesty.
The Secretary shall have custody of the Common Seal of the Authority and such Seal shall not be affixed to any instrument except by authority of the Authority and in the presence of the Chairman or Deputy Chairman of the Authority.
The Secretary shall:
(a) Notify Members of the Authority of each Annual General Meeting of the Authority and give all such notices as may be required by these Rules.
(b) Notify Members of the Authority of each meeting of the Authority and Board of Directors and give all such notices as may be required by these Rules.
(c) Keep a register of Members herein before mentioned.
(d) Keep a record of all proceedings of all meetings and of the attendance of Officers and Members of the Authority at such meetings.
(e) Keep a record of the number of Members voting at the election of candidates for the positions of Chairman and Deputy Chairman of the Authority and of the result of such voting.
(f) Do other acts in relation to the affairs of the Authority as from time to time may be directed by the Authority or the Management Committee.
(a) The Authority shall cause to be kept proper books of account in which shall be kept full, true and complete accounts of the affairs, assets and transactions of the Authority.
(b) At the close of each financial year and at such other times as the Authority may elect, an income and expenditure account and a statement of assets and liabilities of the Authority shall be prepared and shall be examined and the correctness thereof ascertained by the auditor of the Authority if one is appointed.
(c) The Authority shall deliver annually to the Registrar of Incorporated Societies (pursuant to Section 23 of the said Act), in such form and at such times as the Registrar requires a statement containing the following transactions:
(i) The income and expenditure of the Authority during the Authority's last financial year;
(ii) The assets and liabilities of the Authority at the close of the said year;
(iii) All mortgages, charges and securities of any description affecting any of the property of the Authority at the close of the said year; and the said statement shall be accompanied by a certificate signed by the Secretary or in his/her absence some other officer of the Authority to the effect that the statement has been submitted to and approved by the Representatives of the Members of the Authority at a General Meeting.
(a) If the Authority shall appoint an auditor then the remuneration of the auditor shall be fixed by the Authority and the appointment shall be governed by this clause.
(b) If any casual vacancy occurs in the office of any auditor appointed by the Authority, the Authority shall appoint an auditor to carry on the duties of the auditor until the next Annual General Meeting.
(c) Every auditor shall be supplied with a copy of the accounts and statements aforesaid and it shall be his/her duty thoroughly to examine the same in detail with the books, accounts and vouchers relating thereto.
(d) Every auditor shall have a list delivered to him/her of all books kept by the Authority and shall at all reasonable times have access to the books and documents of the Authority and may in investigating such accounts examine the Authority or any other officers of the Authority who shall at all times render assistance to such auditor.
(e) The auditor shall make a report to the Members of the Authority upon the accounts and statements aforesaid and in every such report he/she shall state whether in his/her opinion the same is or are full and fair accounts and statements containing the particulars required by the Rules of the Authority and properly drawn up so as to exhibit a true and fair view of the Authority's affairs and such report shall be read together with the report of the Authority at the Annual General Meeting.
The property and funds of the Authority shall be applied solely towards the promotion of the objects of the Authority and in such manner and such amounts as the Authority shall from time to time resolve. All moneys received by or on behalf of the Authority shall be paid into a bank account with such bank as the Authority shall appoint. All cheques shall be signed by two persons appointed by the Management Committee for that purpose.
(a) Every notice to be given to any Member pursuant to any of these Rules shall be deemed to be sufficiently given to and served on him/her if posted or delivered to him/her at his/her address in the Authority's register of Members.
(b) Any notice if given or served by post shall be deemed to have been given or served 24 hours after the letter containing the same is posted and in providing such service it shall be sufficient to prove that the letter containing the notice was properly addressed and put into the post.
(a) The Authority may be wound up voluntarily if the Authority at a General Meeting of Members passes a resolution requiring the Authority so to be wound up and the resolution is confirmed at a subsequent General Meeting called together for that purpose and held not earlier than thirty (30) days after the date on which the resolution so to be confirmed was passed.
(b) If upon the winding up or the dissolution of the Authority there remains after the satisfaction of all costs and its debts and liabilities any property or assets whatsoever the same shall be paid or distributed in New Zealand to some other institution or institutions having objects similar to the Authority. Such distribution must be approved at the meeting called for the purpose of winding up the Authority.
Failing such determination, the distribution of assets will be determined by the Registrar of Incorporated Societies of New Zealand.
A substantial compliance with this constitution whether as to form, time, number or as to any other matter shall in all cases be good and sufficient and no rule, resolution, decision, election, appointment, notice of other matter or thing shall be invalidated by reason only of a failure to comply exactly with these Rules.
Advertising Standards Authority New Zealand, PO Box 10-675, Wellington 6143. PH (04) 472 7852 FAX (04) 471 1785 Email firstname.lastname@example.org