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 official documentation for local council directories
  • Have an official record of Literacy Forum NZ
  • Have official documentation for conferences 
  • Have official documentation for awards and scholarships

PURPOSE:

To define procedures for the presentation and storage of official documents which are relevant 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 hold a copy of current documentation:
    • By-laws or constitution
    • Details of office holders
    • Minutes of Annual Meeting
    • Current financial report.
    • Forum editor’s report to Annual Meeting
  4. The NZLA treasurer will hold hard copies of all financial records including audited performance reports and signed meeting minutes for the previous seven years.

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

Reviewed June 2021