Table of Contents

• Does the new structure require a change to the rules or the Act?
• What proportion of Councillors will be elected by Māori?
• Why reduce the size of Council if it means that some membership groups may no longer have a representative on Council?
• Will there be sufficient diversity on Council?
• What skills and experience are included in the matrix?
• Won’t the changes be time-consuming and interfere with the Society’s ability to conduct its core activities?
• What is the mechanism for electing Councillors and how will the skills matrix be applied during the election process?
• When and how will these changes be implemented?
• Will there be a new committee comprising the elected points of contact for each membership group?

Does the new structure require a change to the rules or the Act?

No changes will be made to the Society’s Act, which entrusts the Council with its procedures for electing and appointing its Councillors.  The Society’s Governance Charter requires a minor change (constituent organisations and early career researchers will no longer directly elect Councillors). Some operational changes to the Society’s Rules will be required. 

What proportion of Councillors will be elected by Māori?

The Council will retain the two Councillors elected by the Māori Electoral College, and the overall size of the Council will be reduced to eight Councillors (in years when there is no President-elect).   

The skills matrix which will guide all appointments to Council also includes Māori cultural background, experience in kaupapa Māori research or a Māori-led business, and understanding of te ao Māori, tikanga, and Mātauranga Māori.   

Why reduce the size of Council if it means that some membership groups may no longer have a representative on Council?

The primary duty of Councillors is to the governance of the organisation, not to represent their membership groups. The Council is the Society’s fiduciary governing body, and Councillors have legal accountability for that.  

The change in structure will allow all membership groups, including Companions, to vote for Councillors. Allowing all membership groups to elect a  dedicated Councillor would have increased the size of Council still further. 

Role conflicts for Councillors will also be minimised by the changes to process.  Each membership group will elect two points of contact (separate to Councillors) for communication with the Society.   

Will there be sufficient diversity on Council?

The Society’s long-term strategy prioritises activities to “Increase diversity including in our staff, the Academy, and our Membership, and champion diversity and inclusivity across our network.” The Society actively monitors and reports on equity, diversity, and inclusion. All appointments to Council will be aligned with the Society’s strategy and policy to increase equity, diversity, and inclusion. The Council may also co-opt an additional Councillor if required to provide additional diversity on Council.  

What skills and experience are included in the matrix?

The matrix includes a range of skills: governance, compliance issues, risk assessment, and management; strategic thinking; financial literacy; diversity, cultural safety, and unconscious bias; confidentiality; Māori cultural background including understanding of te ao Māori, mātauranga Māori, and tikanga; research, scholarship and innovation; professional standards and ethics; legal expertise; employment expertise; media, public relations, or communications expertise.  

The matrix also includes a range of experience: Membership of the Society and familiarity with its long-term strategy and priorities; governance; teamwork; research-sector experience; education sector experience; kaupapa Māori research or a Māori-led business; business environment; and government-relations experience.   

It is expected that each Councillor will contribute a number of these attributes.

Won’t the changes be time-consuming and interfere with the Society’s ability to conduct its core activities?

The changes will be made incrementally as Councillors reach the end of their tenure and so will involve minimal additional time.  Overall, the changes are designed to enhance the efficiency of decision-making, and to achieve the long-term vision and purpose of the Society. Once implemented, they will actually be time-saving.   

What is the mechanism for electing Councillors and how will the skills matrix be applied during the election process?

With the exception of the President (and President-elect) and the two ex-officio members (Chair and Deputy Chair of the Academy Executive Committee), all elections to Council will be made using the following process:  

• Council (or a subcommittee) will review the skills matrix and prepare a role description.
  
• Council will call for nominations from the membership.  
  
• The nominations will be considered by Council (or a subcommittee). In the case of elections by the Māori Electoral College, the Council subcommittee shall include, but is not limited to, the Māori Electoral College’s two Councillors.
  
• The Council may approve all nominations, produce a short-list, or seek additional nominations from the membership (in which case the above process will be repeated) to reach an approved slate of candidates.
  
• Members of the appropriate membership group will be invited to elect a Councillor from the approved candidates.

When and how will these changes be implemented?

Changes to the Governance Charter and Rules will be finalised in time to enable the new structure and processes to be implemented from 1 July 2025, at the start of the 2025/26 Financial Year.  

All current Councillors will continue in their roles, unless their tenure is scheduled to end on 30 June 2025.  

The first election under the new structure will be for the general membership group.  A call for nominations is expected to be made in April 2025.  

Will there be a new committee comprising the elected points of contact for each membership group?

The role of the two elected points of contact for each membership group will be to enhance communications with the Society. Each membership group will now have 6-monthly meetings with the Society, chaired by one of the points of contact. The Council has agreed there is no need to form a new committee from these elected points of contact.