The
Rules
Last changed:
30 June 1999
1.
Procedure at General Meetings
(a) General Meetings shall be under the direction
of one or more facilitators who shall be appointed at the start of the meeting.
(b) The agenda for General Meetings shall be
arranged by the National Co-ordinating Group in consultation with the officers
of the SCM Aotearoa and the National Administrator
(c) The Maori, Tau iwi, and Women’s and Men’s
caucuses shall meet at an appropriate time during the General Meeting.
2.
A Process for Choosing the Officers of SCM Aotearoa
(a)
Job Descriptions are to be distributed to local groups two months prior
to the Annual General Meeting.
(b)
Individuals interested in any positions are to be nominated by their
local groups. Names and information about each nominee are to be circulated
to all units of SCM Aotearoa. Late
nominations will be considered if there are none, or very few, nominations for
particular positions.
(c)
Consensus decision on who will take up the positions are made at the AGM.
(i)
Each nominee is invited to speak to the meeting.
They may nominate some one else to represent them.
(ii) If the nominee
is present at the meeting they must leave the meeting while the consensus
decision is being made about the position they want. (They may of course be
present when the meeting chooses the person for any position they are not
nominated for, or for any other business.)
(ii)
When decisions are being made about positions on the NCG, attention is to
be given to racial and gender balance as well as regional representation.
4.
National Co-ordinating Group
(a) Each member of the National Co-ordinating
Group may have a proxy who is to be appointed in the same way as any other
officer. This proxy may stand in
for the member at any meeting where the member is absent.
(b) Should a member of the National Co-ordinating
Group resign, the proxy may replace them without an election.
Otherwise a postal election must be held.
(c) A person would normally hold a position on
the National Co-ordinating Group for no more than three years.
(d) The quorum for the National Co-ordinating
Group shall be 60% of its members.
(e) The National Co-ordinating Group shall have
the power to co-opt further members as it sees fit.
5.
Job Descriptions
(a) Members of
the National Co-ordinating Group
Description is
-to attend National Co-ordinating Group meetings
-to consult with the wider movement when necessary.
(b) Regional
Representatives
Description is
-to attend National Co-ordinating Group meetings
-to consult with their region about NCG decisions.
[The job description below has been revised.
Please see the new description here.]
(c) Paid National Administrator
Description is
1
Position
1.1
National Administrator of the Student Christian Movement of Aotearoa.
1.2
To be based in Auckland, Hamilton, Wellington, Christchurch or Dunedin.
2
Responsibilities
2.1 Maintaining
the day to day administration of Student Christian Movement of Aotearoa (SCMA).
This will include: acting as petty cash treasurer; collecting and sorting
correspondence (internal and external); responding to mail; maintaining the
national files.
2.2 Working
with the National Co-ordinating Group (NCG) and National Co-ordinators to ensure
the efficient, continuing functioning of the movement.
2.3
Maintaining communication between SCMA and local SCM units (including
affiliation)
2.4 Maintaining
communication with the World Student Christian Federation Asia-Pacific regional
office in Hong Kong and the Inter-Regional office in Geneva (including
affiliation)
2.5
Acting as minute secretary to the National Co-ordinating Group of SCMA.
2.6
Being the contact point for SCMA with other groups, internationally and
nationally.
2.7
Attend AGMs, conferences and other national meetings as required, record
and distribute minutes.
2.8
Keep SCMA within its constitutional requirements.
2.9
Share information, facilitate communication in the movement, produce the
monthly newsletter.
3
Functional Relationships
3.1
The National Administrator is employed by the National Co-ordinating
Group (National Executive) on behalf of the Student Christian Movement of
Aotearoa.
3.2
The employee is responsible to the NCG.
(The 2000 AGM will be asked to consider adding “The normal process of
accountability is through supervision”)
3.3
The employee will submit a report to the NCG meeting each month and a
report to the AGM of SCMA.
4
Supervision
4.1 The
National Administrator will have a supervision group appointed by the NCG.
The group will include; a
senior friend (former member) of SCMA and the local NCG representative or an
ordinary member of the movement. The
employee will meet with this group monthly.
5
Skills; Clerical and
Communications
5.1
Self motivation, able to work on own, working within a budget, working
appropriately in an organisation with well-established patterms and culture.
Able to use computer.
5.2
Have good communication skills.
5.3
Good public relation skills, written and verbal.
5.4
Be able to complete tasks within given time fromes.
5.5
Be flexible - will have to work some evenings and weekends, will have to
work at different locations e.g. conference venues.
6
Trial Period
6.1
There will be a trial period of three months, after that thime if the
employee is funcitioning adequately the appointment will be confirmed, if not
employment will be terminated.
Unpaid
National Administrator:
Description is
-to receive mail and pass it on the relevant person(s) or groups.
-to hold a file with copies of all important SCM documents.
-to attend National Co-ordinating Group meetings with observer status only.
-to record and distribute the minutes of National Co-ordinating Group meetings
and General meetings of SCM Aotearoa.
(d) Treasurer
Description is constitutional definition plus:
-to be responsible for financial operations of SCM Aotearoa
-to provide the SCMA with a financial report at the end of each year
-to provide the SCMA with an income and expenditure statement
-to be responsible for SCMA investments
-to pay the 1% of annual budget fee to WSCF
-to ensure that an external audit by a chartered accountant is done.
(e) Movement
Animator
Description is to animate, motivate, nurture, and build the movement through:
-contact and communication with the local units
-initiating programmes
-resource and information sharing
-being responsible for publicity for SCM
-personal support and correspondence.
(f) Tauiwi Co-ordinator
Description is:
-to promote bi-culturalism in SCM Aotearoa
-to foster SCM links with Maori people and groups
-to initiate a Treaty of Waitangi education programme for SCM Aotearoa.
(g) Men’s Co-ordinator
Description is:
-to co-ordinate programmes for the men’s caucuses
-to collect and distribute resources on gender issues and men’s issues, such
as films pamphlets, periodicals, workshops etc.
-to be a support person for men’s caucuses and co-ordinators
-to prepare and distribute a regular news sheet on men’s issues to be sent out
to the men’s caucuses, also containing information on men’s caucus
activities
-to evaluate men’s caucuses.
(h) Women’s
Co-ordinator
Description is:
-to collate resources from a wide range of areas for women’s caucuses
-to communicate with local caucuses in a regular news/information sheet
-to be an animator and support person for local co-ordinators
-to act as support for the women in SCM Aotearoa
-to share resources and dialogue with local women’s co-ordinators
-to do evangelism for SCM women’s caucuses.
(i) Senior Friends Co-ordinator
Description is
-to communicate with local Senior Friends Groups
-to be an animator and support person for local co-ordinators
-to do evangelism for SCM Senior Friends groups
-to collect and distribute resources to Senior Friends Groups.
6.
National Co-ordinating Group Meetings
(a) The National Co-ordinating Group shall
determine the times, places and manner of its meetings.
(b) Decisions at
National Co-ordinating Group meetings shall be by consensus.
(c) Full records shall be kept of all meetings
and decisions made by the National Co-ordinating Group, and copies shall be sent
to all affiliated groups. Copies
shall be made available to all subscribing members who request a copy.
7.
Working Group
(a) If appointed the:
Maori co-ordinator;
Tau Iwi co-ordinator;
Women's co-ordinator;
Men's co-ordinator;
Senior Friends co-ordinator;
Movement Animator;
and the individual or a representative of the group, responsibile for the
Publication of Akonga;
shall be members of the Working Group.
(b) Decisions at
Working Group meetings shall be by consensus.
If a consensus cannot be reached the matter shall be referred to the
National Co-ordinating Group.
(c) Minutes of
Working Group meetings shall be made available to the National Co-ordinating
Group.
(d) Members of the
Working Group must report to the NCG every two months
8.
Office
(a) There shall be a national office that shall
be the responsibility of the NCG.
(b) The Office shall be staffed by personnel
appointed by the National Co-ordinating Group.
(c) The Office Staff shall be responsible to the
National Co-ordinating Group for the day-to-day running of the affairs of SCM
Aotearoa.
9.
Subscriptions
(a) The annual subscription of SCM Aotearoa shall
be set by a General Meeting of the SCM Aotearoa.
(b) The annual subscription constitutes
subscription for one calendar year.
(c) The annual subscription shall be paid at
least one month prior to the Annual General Meeting of the SCM Aotearoa.
10.
Title
Stationery and
the common Seal bearing the former
title New Zealand Student Christian Movement, or NZSCM shall be held to refer to
SCM Aotearoa.
11.
Expenses
An expense
claim must be given to the administrator within four months of the expense being
incurred. However in special circumstances the NCG will consider a late request.
The NCG has the ability to refuse a request.
END
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