Documentation

Rationale

The NZLA executive needs to establish and maintain standard documentation procedures to:

  • Conform to legal requirements of the Incorporated Societies Act, and
  • Have documentation for:
    • local council office holders
    • Literacy Forum NZ
    • conferences
    • awards and scholarships.

Purposes

To define procedures for the presentation and storage of documents essential to the structure and administration of NZLA.

Guidelines

  1. Immediately after the Annual Meeting the NZLA will complete an annual return for Charities Commission and make the relevant payment to the Charities Commission to maintain current status. This is required in order to maintain registration as an Incorporated Society
  2. A copy of the NZLA constitution needs to be readily available as this may be required by Government Departments, Inland Revenue, or a bank, for tax exemption or sponsorship purposes.
  3. The NZLA secretary will be responsible for ensuring a copy of current documentation is on the shared drive:
    • Constitution and policies
    • Details of office holders
    • Minutes of Exec meetings 
    • minutes of Annual Meeting
    • current financial report. 
  4. The NZLA secretary will be responsible for ensuring a copy of the Exec Meeting minutes, Annual Meeting minutes and annual Performance Report are stored in a separate place, such as Dropbox.
  5. The NZLA treasurer will hold hard and/or digital copies of all financial records for the previous seven years, including performance reports. 

These guidelines form the basis of expectations for all local councils.

Reviewed June 2024 

Next review date 2027