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Welcome to the New Zealand Pool Industry Association Incorporated Executive Committee!
Here following is a breakdown of the jobs we expect you to perform while a committee or subcommittee member. We are aware that this is a voluntary role, and thank you for your assistance.
Please try to accomplish the tasks set down for your respective committee member roles and remember that the President should always be included in your mission and development of ideas, so a regular Report to him is strongly recommended.
The Exec Committee is comprised of Nominated and Accepted Members recuited from General Membership. Formed as a Democratic Body the Executive will decide on all contentious issues of business and monitor the Rules and Regulations and Constitution of the Guild. A Majority vote will decide any issue, which must be adopted by all Members. The President may cast a deciding vote in the case of a tie in voting. In the event of a close tie, the disadvantged side may request the President allow a postponment of the vote so that reconsideration of the arguements may be made. Only one postponement is allowed, and the postponement will expire within 30 days
CHIEF EXECUTIVE OFFICER
SENIOR EXECUTIVE OFFICER IF CEO NOT AVAILABLE
Chair General Meetings: Rostered on a regular basis; at least three per year plus one Annual General Meeting where possible. Due to the nature of the industry, it is often frustrating when members do not show up for meetings supposedly due to the demands of their jobs.
Try to make the meetings a convenient time for all. We have tried Breakfast meetings - they didn't work. Most will want the meetings to be mid-week, 6:00 or 7:00 start depending on season.
Out of towners require forward planning and often an overnight stay.
This costs their attendance more than local members, so a Travel Subsidy of $250 may be in order.
Chairing Meeting:
1. Properly control meetings in a semi-formal but efficient manner.
2. Do not allow cross-talk, as everyone at the meeting has the right to hear what is being said, so it must be said through the Chair. Make notes on comments for future reference. 3. 3. Don't encourage alcohol to be consumer during the meeting.
4. Do not allow smoking in the meeting room.[Ammended Nov 2012]
All Subcommittee Chairmen will report to the President on a regular basis - monthly or more to ensure that you are up to date on what is - or is not - developing at subcommittee level.
SENIOR EXECUTIVE OFFICER IF FINANCE EXEC NOT AVAILABLE
Invoicing/Disbursements: Always check with Exec Committee before making any disbursements of Funds. Send out Invoicing for any Disputes Committee work being undertakes, pay the invoices presented by Disputes Committe members for their activities. Pay the web development and Internet charges as they fall due. Pay Media Advertising invoices as they fall due
Membership Fees: Ensure that the "Next Year's" 30th June fees are invoiced as soon as possible after the first of July, and payments collected and banked.
Electronic Banking should be maintained so that the Exec Committee can monitor the balances available. When print or other Media advertising is done, be sure that sufficient funds are available before committing to any advertising campaign.
Chase up late payers. Members Credit Card numbers may be used so Fees can be met promptly.
Advise Database Manager if Membership lapses due to non -payment of fees.
All fees for the current year must be in by December 30. Fees not paid by then may mean termination of Membershjip. Advise them of this. Give no more than the end of the following January. Lapsed Membership mean they must re-apply for Membership from scratch.
Reports: After the AGM , prepare a 12 month forward Budget (Source and Application of Funds) for the Exec committee. Prepare a current financial report for each the three convened General Meetings. Prepare an Annual Account for the AGM. A simple P&L report wqith an opening & closing balance is sufficient for this purpose. Ensure that the requirements of the Incorporated Society laws are met including the production and sending to the Govt of of an Annual Statement as required (this can be done on-line)
SECRETARY
Produce Agendas for meetings as required or instructed by the Exec, remind President and membership by consecutive emails when meetings are due. Produce an annual or semi-annual Newsletter and email out to Membership. Mail out donated periodicals (such as the TRENDS Magazine) as they are received.
Minutes of Meetings: Take comprehensive and legible notes at meetings and type up and distribute the Minutes of meetings to Membership promptly (preferrably within two weeks of meeting) These Minutes must be filed as a Record of the Guild's meetings.
MEMBERSHIP EXECUTIVE
New Members: Approach or contact by email as many qualifying pool builders, trade and associated trades as possible to join as Builder Members and all categories of Associate Memberships.
Builder and Associate members fee is $386.50. Trade Members are asked to donate $1,050.00 and may nominate a voting Member to attend meetings. (This does not disqualify an individual from their organisation joining personally as an Associate for the reduced non-voting or non- dinner priveledge Staff Fee of $105)
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Present a Progress Report to each General Meeting and a Summary Report to the Annual General Meeting.
Applications for Membership: Applications being received must be copied to the Exec Committee, and whoever is maintaining the Guild web pages, so that their name can be added to the New Applicant List as required by the Constitution.
When the vetting process has been completed, the result must also be conveyed to the web maintenance person so that a final determination of Membership can be updated on the web.
DISPUTES EXECUTIVE
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f and as when Disputes are received through the general mail or by email, these will be handed to you as the Disputes Committee Chairman for action. You are then able to request any two other members (or up to five maximum) to assist you in resolving the case.
This should avoid the problem of involving a dispute against a Guild member being heard by himself. The parties to the Dispute shall be sent a copy of the Determination.
Determinations should be passed on to the Secretary for typing up on a Guild letterhead, and conveyed to the complaintant after being checked by the Exec. Details of these Resolutions are not to be discussed outside of Committee, or made public at any meetings at which General Membership is presentIn the event that fault is found against a Member of the Guild, they must accept the finding and perform as directed.
An appeal may be lodged at which the Member at fault may plead mitigating circumstances which may be taken into account and added to a revised Disputes Report. Failue to comply with a direction from the Disputes Committee may result in the Membership in the Guild being revoked with a minimum stand-down period of Five Years after which they may re-apply for Membership.
In some cases the fee of $1000 or $500 deposit (and $150 per day each attendee has been mentioned to complaintants where site visits are needed) is often enough for the matter to be settled without our further intervention.
FUNDRAISING
Fundraising is a new role established from 2002 onwards.
Any suggestions will be appreciated. (It has been proposed that the Guild build a swimming pool - members contributing time & materials to be repaid at cost, the profits being made available to the Guild for its advertising and other purposes). Update 2012: This idea did never eventuate, so other fund-raising avenues may be explored, including advertising on the Web Page.
EXECUTIVE ASSISTANTS
STANDARDS: Elected Chair by popular vote. |
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P.O. Box 17 060 Greenland, Auckland 1546
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