Nominations of TPOTI Executive members 2015
The nomination period for the TPOTI Executive committee closed 3pm Sunday 12th July. Paul Roozendaal the Waka Ama Development Officer at Sport Waikato agreed to oversee the process and has supplied the below email confirming the nominations received. Please note that the nominations listed in red were received outside of the official nomination period and therefore are ineligible.
Executive Committee Nominations
Process
The following process will be implement and followed for the 2015 Nomination of the TPOTI Executive Officers - President, Vice President, Treasurer, and Secretary.
APPENDICES
1. The Executive Committee – roles and job descriptions
2. Nomination form
APPENDIX ONE
THE EXECUTIVE COMMITTEE
Executive committee duties are based on providing organizational direction and advising the regional committee on decisions and business matters ranging from strategy planning, policy, risk and providing central planning of the regional events.
The executive meets more frequently than the regional committee, and moves more nimbly. Appointed by the regional committee, the executive has the authority to act on its behalf, although such authority does have limitations based on the committee’s defined purpose. With regard to investment and strategic planning decisions, the executive might not take action itself, but instead report on the results of research and make recommendations.
Executive committee members can be appointed to support special projects and oversee other, ad-hoc committees, comprising of member club representatives. The member appointed in this role provides leadership to these other committees, making sure objectives are met. This leader receives and reviews status reports and then provides updates to the executive committee, serving as a conduit between the ad-hoc committees.
An executive committee can be called upon to oversee policy. Policy development can involve several committee members providing oversight to various ad-hoc committees, the members of which do the legwork in gathering legal and other requirements and drafting policy documentation. It will be the committee’s responsibility to ensure that all tasks are completed to first establish the policies and then roll them out effectively across the organization.
SPECIFIC ROLES AND RESPONSIBILITIES
The Regional Executive Committee is the representative voice of the clubs and members of Te Puku o Te Ika (TPOTI). The Regional Executive Committee is responsible for the management and administration of TPOTI and it shall be guided in all its activities by the Constitution of the organisation.
TPOTI REPRESENTATION
The Regional Executive Committee are collectively the representatives of the regional organisation and may from time to time call on other members to represent the interests of the organisation to external interests that include both Government and non‐government organisations. In all representative duties the Regional Executive Committee will endeavour to ensure that TPOTI’s representative is suitably skilled to undertake the task; understands the expectations of the role and has the appropriate support to do so.
MEETINGS AND TRAVEL REQUIREMENTS
The Regional Executive Committee is required by policy to meet not less than four times a year. In considering meeting times the Committee will take cognisance of:
• Regional Committee meetings
• NKOA meetings
• Annual General Meeting.
It is worthy to note, that while TPOTI hopes to meet all reasonable financial expenditure of its Regional Executive Committee members, this is not always possible and from time to time Regional Executive Committee members will be asked to meet their own costs. All positions on the Regional Executive Committee are elected annually.
JOB DESCRIPTIONS
The following job descriptions present a generic view of the duties of each office of the Regional Executive Committee. All officers of the Regional Executive Committee of TPOTI are expected to support the work of their colleagues and therefore of the organisation as a whole.
President
The President is the elected leader and vision driver of TPOTI. A number of skills and experience will support the President in the execution of his/her responsibilities.
The foremost responsibility of the President is to Chair TPOTIs meetings: all Regional Executive Committee meetings, Council meetings and the Annual General Meeting (as well as any other meeting deemed necessary by the Regional Executive Committee).
Knowledge of meeting procedures, the organisations’ constitution, policies, opinions and structure will be important. The President is TPOTI’s first representative to both Government and nongovernment organisations.
The President with the Regional Executive Committee is responsible for ensuring that the organisations’ affairs are managed and meet compliance and accountability requirements (this will include all contracts, financial affairs, Memorandum’s of Understanding, and all kinds of agreements with other parties).
It is essential that the President work closely with the Secretary to ensure that business is completed promptly and appropriately.
Vice President
Like the President, the Vice President (VP) is a public example of the organisation.
As well as deputising at meetings in the absence of the President, the VP should be as familiar as the President with policy and procedural matters of the organisation. In the unlikely or unforeseen event of the President’s resignation or death, the VP is required to take over the position until such time as the Regional Executive Committee decides that an election is required.
Secretary
It is important for the Secretary to keep the President well informed. He / She needs to be totally open and honest with the President as well as with the other members of the Regional Executive Committee.
The Secretary is the memory of the Executive and as such she should bear in mind the responsibilities before, during and after meetings.
In particular:
Treasurer
Any organisation that handles money needs a Treasurer. The Treasurer is the conscience of the organisation. The Treasurer keeps the financial records, takes care of the book‐keeping.
Duties:
In particular:
Process
The following process will be implement and followed for the 2015 Nomination of the TPOTI Executive Officers - President, Vice President, Treasurer, and Secretary.
- Nominations open Tuesday 30th June 2015
- Nominations to be submitted on the nomination form that is appended to this document. They must be fully completed when submitted including the nominee signature as confirmation that they agree to be nominated for that position
- Nominees to provide a brief bio – 200 words maximum *optional*
- Nominations close Sunday 12th July 2015, 3pm
- All nominations to be returned by email to [email protected] and cc’d to [email protected] (Regional Waka Ama development officer) who will oversee the process of nominations.
- As nominations are received they will be posted on the TPOTI website
- Financial affiliated clubs will vote through their club representatives at the AGM 19th July 2015. One vote per club for each office position.
- Absent clubs may vote through a proxy and must be identified to TPOTI prior to the start of the hui
- Voting will be done by way of secret ballot at the midday break between the regional TPOTI hui and the AGM
- Ballot results will be presented 19 July
APPENDICES
1. The Executive Committee – roles and job descriptions
2. Nomination form
APPENDIX ONE
THE EXECUTIVE COMMITTEE
Executive committee duties are based on providing organizational direction and advising the regional committee on decisions and business matters ranging from strategy planning, policy, risk and providing central planning of the regional events.
The executive meets more frequently than the regional committee, and moves more nimbly. Appointed by the regional committee, the executive has the authority to act on its behalf, although such authority does have limitations based on the committee’s defined purpose. With regard to investment and strategic planning decisions, the executive might not take action itself, but instead report on the results of research and make recommendations.
Executive committee members can be appointed to support special projects and oversee other, ad-hoc committees, comprising of member club representatives. The member appointed in this role provides leadership to these other committees, making sure objectives are met. This leader receives and reviews status reports and then provides updates to the executive committee, serving as a conduit between the ad-hoc committees.
An executive committee can be called upon to oversee policy. Policy development can involve several committee members providing oversight to various ad-hoc committees, the members of which do the legwork in gathering legal and other requirements and drafting policy documentation. It will be the committee’s responsibility to ensure that all tasks are completed to first establish the policies and then roll them out effectively across the organization.
SPECIFIC ROLES AND RESPONSIBILITIES
The Regional Executive Committee is the representative voice of the clubs and members of Te Puku o Te Ika (TPOTI). The Regional Executive Committee is responsible for the management and administration of TPOTI and it shall be guided in all its activities by the Constitution of the organisation.
TPOTI REPRESENTATION
The Regional Executive Committee are collectively the representatives of the regional organisation and may from time to time call on other members to represent the interests of the organisation to external interests that include both Government and non‐government organisations. In all representative duties the Regional Executive Committee will endeavour to ensure that TPOTI’s representative is suitably skilled to undertake the task; understands the expectations of the role and has the appropriate support to do so.
MEETINGS AND TRAVEL REQUIREMENTS
The Regional Executive Committee is required by policy to meet not less than four times a year. In considering meeting times the Committee will take cognisance of:
• Regional Committee meetings
• NKOA meetings
• Annual General Meeting.
It is worthy to note, that while TPOTI hopes to meet all reasonable financial expenditure of its Regional Executive Committee members, this is not always possible and from time to time Regional Executive Committee members will be asked to meet their own costs. All positions on the Regional Executive Committee are elected annually.
JOB DESCRIPTIONS
The following job descriptions present a generic view of the duties of each office of the Regional Executive Committee. All officers of the Regional Executive Committee of TPOTI are expected to support the work of their colleagues and therefore of the organisation as a whole.
President
The President is the elected leader and vision driver of TPOTI. A number of skills and experience will support the President in the execution of his/her responsibilities.
The foremost responsibility of the President is to Chair TPOTIs meetings: all Regional Executive Committee meetings, Council meetings and the Annual General Meeting (as well as any other meeting deemed necessary by the Regional Executive Committee).
Knowledge of meeting procedures, the organisations’ constitution, policies, opinions and structure will be important. The President is TPOTI’s first representative to both Government and nongovernment organisations.
The President with the Regional Executive Committee is responsible for ensuring that the organisations’ affairs are managed and meet compliance and accountability requirements (this will include all contracts, financial affairs, Memorandum’s of Understanding, and all kinds of agreements with other parties).
It is essential that the President work closely with the Secretary to ensure that business is completed promptly and appropriately.
Vice President
Like the President, the Vice President (VP) is a public example of the organisation.
As well as deputising at meetings in the absence of the President, the VP should be as familiar as the President with policy and procedural matters of the organisation. In the unlikely or unforeseen event of the President’s resignation or death, the VP is required to take over the position until such time as the Regional Executive Committee decides that an election is required.
Secretary
It is important for the Secretary to keep the President well informed. He / She needs to be totally open and honest with the President as well as with the other members of the Regional Executive Committee.
The Secretary is the memory of the Executive and as such she should bear in mind the responsibilities before, during and after meetings.
In particular:
- Plans, attends and minutes (including setting the agenda) Regional Executive Committee and in consultation with the Regional President
- Write up and distribute minutes within identified timeframe
- Note points of action for follow up in minutes
- Chief communications officer internally and externally i.e. answer all correspondence as approved by meetings; receive and acknowledge all incoming correspondence
- Maintain policy and procedure manual
- Advise change of office bearers to all relevant organisations
- Maintain a list and summary of all inward and outward correspondence
- Redirecting relevant correspondence to other members of the executive
- Preparation of, writing reports and making submissions
- Distribution of discussion papers to the clubs for discussion and feedback.
- Reports on the progress of TPOTI submissions.
Treasurer
Any organisation that handles money needs a Treasurer. The Treasurer is the conscience of the organisation. The Treasurer keeps the financial records, takes care of the book‐keeping.
Duties:
- Record all monies and transactions in an itemised cashbook - Xero
- Reconcile cashbook against bank statements
- Payments to be authorised co‐jointly with any two of Exec Committee
- Send out annual renewal of affiliation accounts to all clubs
- Liaise with qualified accountant/auditor as approved by the Regional Executive Committee for the purpose of creating the end of year financial statements. Statements to be submitted for review / audit as soon as possible after the end of the financial year – the audited accounts will be included in the Annual Report of TPOTI and will be presented to the AGM of TPOTI).
- Interim income and expenditure report is to be prepared for each meeting
- All IRD returns are to be prepared and dispatched before due date.
- Prepare funding applications on behalf of TPOTI.
In particular:
- Ensure that regional body affiliations/subscriptions are paid annually
- Keep financial archives for a minimum of seven years as required by IRD
- Attend all regular meetings, Regional Executive Committee, AGM
- Seek approval for payments and reimbursements
- Payment/receipting of all accounts and monies received
- Participate on sub committees as necessary
- Registrations and subscriptions