Board members meet roughly monthly, sometimes less. Typically, they meet on a Tuesday at 5.30pm in person or online. The Manager also attends the meeting as well as a representative from the Whau Local Board.
Board reports are sent to members a week prior to the meeting and should be read beforehand, so that decisions can be made quickly on the night.
Decision making is in line with:
The annual Business Plan found in the Annual Report.
The Rules or Constitution of the Society, and
The BID Policy requirements of Council.
If inclined and agreed, board members may also join subcommittees for additional specialised work. Currently we have two subcommittees to cover maintenance and governance issues.
The chairperson leads the board, facilitates board meetings, and is the key person to oversee the work of the Manager.
The chairperson is primarily concerned with issues of governance, while it is the role of the manager to action the roll-out of the Business Plan determined at the AGM each year.
Aside from the requirements of the constitution, the chairperson can determine the scope of this role, for example whether he or she also sits on a subcommittee; how often to meet with the Manager; how much time to spend on advocacy and building stakeholders relationships, etc.
The treasurer oversees the financial processes including, but not limited to:
Book-keeping using Xero online software – processing weekly payments and invoices.
GST and all other IRD requirements.
Providing and talking to financial reports at each board meeting
Preparing end-of-year accounts with the accountant
Overseeing the preparation of the annual audit, which he or she speaks to at the AGM, and
Ensures the board is mindful of adhering to its Fraud and Financial policies.
The Treasurer must be familiar with all documentation related to the finances of the organisation.
The secretary ensures regulatory compliance requirements are maintained, for example with the Societies Office, etc. The secretary must be au fait with the above documents.
Act as the insurance officer for the organisation ensuring all insurance requirements are met and policies up to date and accessible.
The Chairperson, Treasurer and Secretary are signatories for the association.