SUGGESTED BYLAWS FOR THE NEW ZEALAND WINDSURFING ASSOCIATION INC.
An annual budget is to be prepared each year for approval by the National Committee at the Committee meeting held in conjunction with the Annual General Meeting.
The budget will outline the anticipated income and the anticipated expenditure of the Association over the ensuing year.
The items of income and expenditure will be divided into the same general categories as are used in the annual accounts, but where required for the purposes of prudent financial management, the budget will go into greater detail than the accounts.
A draft budget will be prepared by the Secretary and the Treasurer, with input from the other members of the National Committee as required, and will be circulated to the members of the National Committee for their consideration and comment, with the Notice of the AGM.
At the National Committee meeting held in conjunction with the AGM, the draft budget will either be approved, or referred back to the Secretary for modification, subsequent review, and ultimate approval by the Committee at another meeting convened as soon as possible after the AGM.
No expenditure which is in excess of the amounts for the relevant items approved in the budget will be permitted without the express prior approval of the National Committee.
The National Committee may overrule any proposed expenditure or modify a previously approved budget at any time, notwithstanding the earlier approval of the budget by the Committee.
Annual accounts are to be prepared each year in accordance with the requirements of the Incorporated Societies Act 1908 and the NZWAs Constitution, for approval at the AGM.
The annual accounts are to be prepared (and audited if required by the terms of the Constitution) as soon as possible after the end of the Associations financial year, and circulated to the NZWA members with the Notice of the AGM.
At the AGM, the accounts will either be approved, or referred back to the Treasurer for modification, subsequent review, and ultimate approval by the NZWA members at their next meeting.
Any auditor of the Associations accounts must be suitably qualified and be reasonably independent of the members of the National Committee.
The auditor will be instructed by the Treasurer but will report directly to the President.
All cheques or other drawings of the NZWA must be signed by any two of the Secretary, Treasurer, President or Vice-President.
Cheque signatory forms are to be updated, if required, after the election of officers at the AGM.
All NZWA expenditure must conform with the currently approved budget or a specific departure from the budget expressly approved in advance by the National Committee.
The Treasurer is to maintain a running record of expenditure against each budgeted item and submit this to the National Committee at its monthly management meetings.
Except where reasonably justifiable, no creditors of the Association are to be paid without adequate supporting documentation such as an invoice, a letter of authorisation or a written agreement.
There is to be no expenditure on any one item of over $100 unless the expenditure has been specifically provided for in the current approved budget or expressly approved by the National Committee in advance.
5. Bank Accounts
Any NZWA funds which are not likely to be drawn upon for some time are to be placed in an interest-bearing deposit account with a registered bank.
Separate bank accounts are to be maintained for specific grants which are to be applied for specific purposes, such as those provided from time to time by the Hillary Commission and the New Zealand Water Safety Council.
There is to be no cross-subsidisation between these accounts ie. a clear distinction between different funds earmarked for different purposes is to be maintained at all times.
6. National Committee Meetings
Meetings of the Committee are to be held monthly, or more frequently if required.
Until the Committee or the Association decides otherwise the meetings are to be held at the offices of Yachting New Zealand at Auckland.
Meetings are to be chaired by the President or in his/her absence by any one of the other officers present.
A standard agenda is to be drawn up and followed at each meeting.
A specific agenda for the next meeting, based on the standard agenda, is to be circulated to all Committee members in advance of the meeting together with the draft minutes of the last meeting and any important documents to be considered beforehand.
Items to be reviewed at each meeting include:
All incoming and outgoing correspondence, faxes and e-mail since the last meeting;
Any publications, advertisements, promotional literature or official communications due to be released;
The most recent bank statements;
All cheque and bank deposit books; and
The Treasurers reconciliation of actual income and expenditure with budgeted income and expenditure.
The Secretary will take brief minutes of the discussions and decisions made at each meeting and the minutes will be approved at the next meeting.
The draft minutes from each meeting will be circulated in advance of the next meeting to give those who were present an opportunity to comment on them before the final version is approved.
7. Incurring Obligations
Only the Secretary and the Treasurer can incur financial obligations (eg. ordering goods and services, obtaining credit or borrowing money) on behalf of the Association, unless the National Committee expressly authorises someone else to do so.
Only the Secretary, Treasurer, President and Vice-President can incur non-financial obligations (eg. obligations to do something other than pay money) on behalf of the Association, unless the National Committee expressly authorises someone else to do so.
No order or arrangement which will require the Association to pay money can be placed, unless it is in accordance with the currently approved budget or a specific departure from the budget expressly approved in advance by the National Committee.
Before placing an order, the Secretary, Treasurer or authorised person must be satisfied on reasonable grounds that the Association will have sufficient funds to meet the obligation when the time comes, and that those funds will be available for that purpose.
No obligation can be incurred by anyone on behalf of the NZWA unless that person genuinely believes on reasonable grounds that the Association will be able to comply with the obligation when the time comes, and that it is for the benefit of the Association.
No-one can incur an obligation on behalf of the Association which is inconsistent with the NZWAs objects or powers, or beyond the authority of that person to incur, or is inconsistent with a current ruling of the Association or the Committee.
All written contracts, agreements or commitments which are intended to bind the NZWA must be signed on its behalf by at least two officers of the Association.
8. Legal Compliance
Summaries of all material contracts (eg. leases, loan documents, guarantees, hire purchase arrangements, capital asset sale or purchase agreements, or funding agreements) are to be circulated to all National Committee members for their information.
All Committee members must familiarise themselves with the NZWAs Constitution.
All Committee members must make a reasonable effort to familiarise themselves and comply with, all statutes, regulations and other laws affecting the NZWA.
All Committee members must make a reasonable effort to prepare for and attend all Committee and General Meetings and to contribute their knowledge and expertise on all appropriate matters.