President

Desirable Attributes

  • Leadership
  • Strong shoulders, Thick skin
  • Diplomacy
  • Sense of humour
  • Organisational ability and/or great delegation skill
  • Good understanding of MEDANZ aims and objectives

The role of President of MEDANZ has grown in significance over the years as the Association has developed and grown.  You’re the fulcrum and leader of a committee of diverse people with wide ranging opinions and passions. Your leadership style will set the tone of the group and how well the team works together to achieve goals, as well as add value to MEDANZ membership.

 

Responsibilities

  • Ensure the MEDANZ Constitution is upheld
  • Ensure all legal responsibilities of an Association are met.
  1. Financial records must be submitted to the Companies office on a yearly basis, together with any constitutional changes which have occurred at AGM. Best submitted after AGM at end of financial year.
  2. IRD Tax authority must be held by Associations current Treasurer but can only be authorised to change by outgoing holder of the Tax Authority. President must ensure this is completed prior to Treasurer leaving their role.
  3. Sign off and authorise new signatories for bank accounts before leaving President position. MEDANZ Bank accounts must have at least two current executives as signatories.
  4. Ensure Treasurer has authorised change of contacts for all financial transactions/ payments and requirements, such as DPS (Direct Payment Solutions).
  5. Ensure passwords are changed to committee information zones such as email and SkyDrive whenever a member of Committee resigns.
  6. Ensure MEDANZ complies with the requirement of "legal deposit" - where 2 copies of the newsletter are put in the National Library upon their release to membership.
  • Provide Committee with information that will enable them to function in their role fully and within legal requirements that may be a part of their role.
  • Expand knowledge and resource of the Association so each committee can build on the experience of those that came before them.
  • Lever the full resource and passion of committee and listen carefully to direction expressed by membership, action appropriately when required.
  • Keep an eye on the future and a foot in the past

Vice President

The Vice President assists the President in their duties and fills in for them when they are unavailable, e.g. for Chairing committee meetings.

Should the president resign or have to leave their position throughout the year the Vice President will assume the full Presidential responsibilities until an SGM can be held or until the next AGM.

Secretary

It is important that the Secretary is able to have frequent online access as the majority of this position is responding to emails from members and forwarding emails to committee, Librarian and Newsletter Editor.  The expectation is that MEDANZ respond to any member inquiry within 48 hours of receipt of an email.

Main duties:

  • Attend committee meetings and take minutes; distribute to committee members as soon as possible after meeting; amend as necessary and send final version for approval prior to next committee meeting
  • Bank cheques individually referenced with name, member number (if appropriate) and reason for deposit at earliest opportunity.
  • If receiving hard copy posted mail, either store an electronic version in the correspondence folder on the SkyDrive, or, where applicable, submit the information via the relevant MEDANZ online form on behalf of the member (for example membership forms, festival registrations).
  • Store ‘screenprints’ of emails received by committee in the relevant folder on the SkyDrive.
  • Supply Secretary report to each committee meeting, including a summary of correspondence received and sent.
  • Advise Membership Secretary of any bounced emails or returned mail so addresses can be updated.
  • Liaise with Mailbox centre as required or directed by committee
  • Ensure forwarding address has been updated prior to leaving role as Secretary.
  • Contribute to decision making as an Executive committee member
  • Submit MEDANZ Constitution to Companies office should amendments occur at an AGM.

Treasurer

The Treasurer is responsible for the MEDANZ finances including accounting for all income and expenditure and day to day management of financial transactions.

It is an ongoing job with occasional bigger workloads coming up close to festival and around membership deadlines.

Main jobs include:

  • Kepping MEDANZ accounts documents up to date
  • Banking incoming funds (if not done by Secretary)
  • Ensuring any payments due to be made by MEDANZ are actioned in a timely fashion
  • Producing annual financial statements for AGMs
  • Liaising with auditors for financial audits (as required)

 Skills:

  • Proficiency with Excel
  • Understanding of basic accounting and financial reporting principals
  • Attention to detail

Membership Secretary

The person overseeing the MEDANZ membership list can be either an ordinary committee member or can also occupy an executive position (Secretary, president, vice president or treasurer) if they have enough time and energy to invest.

It is partially an ongoing job with occasional bigger workloads coming up close to festival and around newsletter deadlines.

Main jobs include:

  • Updating the members spreadsheet when membership forms are received
  • Producing/updating yearly backups and related analysis of membership list (quite straightforward)
  • Producing full membership lists when requested by members (done using existing mail merges)
  • Producing all relevant info for newsletter mail outs including: labels, people due for renewal, new members and membership cards (done using existing mail merges).
  • Checking up on details about members as requested by them or the committee.

 Skills:

  • Reasonable proficiency with Word and data entry in Excel is essential. You do NOT need to know how to create/code mail merges but you need to understand what they do and how to use them. The latter is easy to learn if you are familiar with formatting documents in Word in general.
  • Other general computing skills – such as being very familiar with organising data, files and folders – will make this job much easier but are not essential.

General Committee Member

General Committee members assist in the overall running of the organisation. In addition general committee members often assist the executive members with their duties and work on specific projects the organisation may be involved in.

General committee members all have a vote on issues discussed at committee meetings, such as funding approvals etc.

Festival Sub-Committee

The organisation and day to day operation of the annual MEDANZ festival is managed via a sub-committee.

This sub-committee is led by a MEDANZ committee member who acts as the Head of the subcommittee and other regular members interested in running and co-ordinating the Festival. Although sub-committee members can be from anywhere in New Zealand usually the city hosting festival will have a number of members 'on the ground' involved in the subcommittee as many planning tasks must be undertaken locally.

Festival sub-committee is responsible for

  • managing the Festival budget in liaison with the MEDANZ committee
  • organising the venue for Festival
  • organising the day to day logistics for running festival (identifying local facilities etc)
  • coordinating the call for tutors and performers for festival
  • recommending overseas host teachers to MEDANZ committee for approval
  • coordinating all timetabling for Festival, including selection of tutors and tutor contracts
  • organising the Festival Hafla and Show
  • reporting regularly to MEDANZ committee and ensuring MEDANZ committee financial sign off are in place where required

MEDANZ Archive guardian

The Guardian holds the MEDANZ Archive, which includes historical MEDANZ video footage and documents. The Guardian does not need to be a Committee member.

Responsibilities:

  • Storage of the physical library which includes DVDs, photos, and copies of MEDANZ documents 
  • Keep the archive inventory up to date
  • Make archive items available if requested
  • Notify committee of any problems with damage to items