association procedure handbook 2015 - cdanz procedure handbook... · procedure handbook for the...

Association Procedure Handbook

2015

Procedure Handbook for the Career Development Association of New Zealand 2015

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CONTENTS PAGE

1 Document purpose ......................................................................................................................... 4

2 Introduction to CDANZ ................................................................................................................... 5

Our Vision ............................................................................................................................................ 5 Our Purpose ........................................................................................................................................ 5 Our Constitution ................................................................................................................................. 5

3 Executive Committee Membership ................................................................................................ 7

Past Presidents .................................................................................................................................... 7 Current Executive ................................................................................................................................ 7 Job descriptions .................................................................................................................................. 8 Term of office ...................................................................................................................................... 8 Co-opting Executive Members ............................................................................................................ 8 Executive Meeting Administration ..................................................................................................... 8 Executive email protocols ................................................................................................................... 9 Executive log-ins ................................................................................................................................. 9 Departing Executive Members ............................................................................................................ 9 Annual General Meeting ................................................................................................................... 10

4 Association Membership .............................................................................................................. 11

Branches ............................................................................................................................................ 11 Application for Membership ............................................................................................................. 11 Annual Subscription Renewal ........................................................................................................... 11 Benefits of Membership ................................................................................................................... 11 On-hold Procedure ............................................................................................................................ 12 Professional Indemnity Insurance..................................................................................................... 12 Honorary, Life and Fellow Members................................................................................................. 12 Alumni membership .......................................................................................................................... 12 Membership Fee Changes................................................................................................................. 13

5 Professional Standards ................................................................................................................. 14

Code of Ethics.................................................................................................................................... 14 Complaints Procedure ....................................................................................................................... 14 Member Disciplinary and Dismissal processes ................................................................................. 14

6 Professional Learning and Development ...................................................................................... 15

Conferences and Symposium ............................................................................................................ 15 Branch events coordinated nationally .............................................................................................. 15 Professional Supervision ................................................................................................................... 15 Library Services ................................................................................................................................. 15 Research Funds ................................................................................................................................. 15

7 External relationships and partnerships ....................................................................................... 17

Key stakeholders ............................................................................................................................... 17 Relationship agreements .................................................................................................................. 17 Advocacy ........................................................................................................................................... 17

8 Finance and administration .......................................................................................................... 18

Chartered Accounts .......................................................................................................................... 18


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Budget ............................................................................................................................................... 18 Capitation .......................................................................................................................................... 18 Website contract ............................................................................................................................... 18 Exec Expenses ................................................................................................................................... 18 Bank and Xero ................................................................................................................................... 19 Digital storage ................................................................................................................................... 19

9 Communications, Marketing and Advertising .............................................................................. 20

Contacting CDANZ ............................................................................................................................. 20 Marketing and brand identity ........................................................................................................... 20 Advertising ........................................................................................................................................ 20 Surveying members .......................................................................................................................... 20 Waiata ............................................................................................................................................... 20


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1 Document purpose The purpose of the Association Procedure Handbook (the Handbook) is to document all the operational and procedural decisions made by the Executive to ensure consistency and continuity as the Committee changes. The Handbook is to be read in conjunction with the Constitution of the Career Development Association of New Zealand (the Constitution). The Handbook and Constitution are key documents for the induction of new position holders on the Executive. Note that there is also a Branch Manual with information specific to the Branch position holders. The Handbook, Constitution and Branch Manual are revised annually to take into account the result of AGM remits and decisions made by the Executive commitment in the intervening period. The approved final versions are available to members on the CDANZ website.


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2 Introduction to CDANZ The Career Practitioners Association of New Zealand (CPANZ) was formed at the beginning of 1997 with the aim of drawing together the diverse range of people working in the careers and related fields under a unified professional vision. A remit to change the name to the Career Development Association of New Zealand (CDANZ) was passed at the 2008 AGM. The Association recognises that the process of career development occurs in many settings including education, industry, commerce, government and the professions. One of the principle aims of the Association is to promote and develop professional standards and best practice in career development in New Zealand. To achieve this, CDANZ assists the development of its members as professionals and supports research activities. CDANZ also functions as a national voice for members, providing comment where policy and practice impact on issues of concern to the career profession. CDANZ maintains active links with its international counterparts and supports professional collegiality at all levels.

Our Vision The vision for CDANZ is:

Excellence in career development across diverse fields of practice through sustainability, professionalism, and advocacy - for all New Zealanders. See the CDANZ website for Our Vision and mission outlined in full.

Our Purpose The Purpose of the Association is outlined in the Constitution. See the Constitution on the CDANZ website.

Our Constitution The Constitution was ratified in January 1997 at the Inaugural General Meeting. It was incorporated in June 1997 under the Incorporated Societies Amendment Act (1976). A Constitution outlines the rules of the association - those that must be included in the rules of a society and additional clauses covering issues that are specific to the administration of a particular society that are consistent with the Incorporated Societies Act 1908 or general law (see www.societies.govt.nz). The CDANZ Constitution is altered following each AGM to reflect Remits that were passed. Note that a remit was passed at the 14th AGM 2011 that changes to the rules of the Association that sit outside of the Constitution – Code of Ethics, Code of Conduct and membership criteria – will be subject to a remit process via the AGM.

http://www.societies.govt.nz/


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The CDANZ Society Number if 856958. The instructions are available on the Companies Office website (www.societies.govt.nz ) – see Change of Rules. You can either change the constitution rules online or by sending in a form. The process for updating the Constitution is:

Alter the Constitution highlighting changes in bold; 3 Executive Committee members need to sign this document; scan and file;

Complete the Certificate – Alteration of rules (IS2); scan and file;

Go to File a society’s rule change online – complete all required fields and insert the above documents as instructed;

Once notified that the changes have been approved, send a final version (with bold highlights changes) for publishing on the CDANZ website.

http://www.societies.govt.nz/


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3 Executive Committee Membership The management of the Association is administered through the National Executive Committee. The Constitution lists the following positions:

President

Vice President(s)

Secretary

Treasurer

Committee Members (6) Executive Committee Members are elected to these positions at the Annual General Meeting.

Past Presidents The terms of the past Presidents in chronological order are:

1. Felicity McLennan 2. Dale Furbish 3. Lee Brodie 4. Russell Booth 5. Glenys Kerr 6. Kathy Jones 7. Megan Smith 8. Ivan Hodgetts

Current Executive The current Executive and their terms are:

Name Current Position Term

Kaye Avery President Appointed for 1st term at 14th AGM 2011

Val O’Reilly Vice President Appointed for 1st term at 15th AGM 2013

Sam Young Appointed for 1st term at 14th AGM 2011 Appointed for 2nd term at 17th AGM 2014

Julie Thomas Secretary Appointed for 1st term at 15th AGM 2012

Shane Heasley Treasurer Appointed for 1st term at 16th AGM 2013

Jean Ottley Appointed for 1st term at 17th AGM 2014

Gabrielle O’Connell Appointed for 1st term at 17th AGM 2014

Andrew Tui Co-opted July 2015


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Job descriptions Executive Committee Member job descriptions outline the core functions of the Executive. Updating of job descriptions may be done at any time to reflect changes in direction, goals or opportunities. Some Executive Members may take on more than one role, to provide cover for portfolios and special interest areas of relevance to Association. There is no formal performance review process for volunteers on the Executive Committee. The expectation is that Committee members use self-reflection and collegial feedback/support approach to sustaining productivity in the role. Those in paid positions or contracted to the Association report to the President, with the review process agreed with the President. There are currently two paid part-time positions of Administrator and National Development Manager (NDM). The Administrator job description was updated in 2014 and a new job description created for the NDM in 2014. See the CDANZ website (Executive log-in) for Executive Job Descriptions.

Term of office At the 2012 AGM a remit was passed extending the period for holding office from two to three years. At the end of three years, members are eligible for re-election for a further three years. To ensure the Executive Committee does not lose significant expertise in any one year, the term of office for up to two members of the Executive Committee in any one year who have reached the maximum of two terms of office, can be extended by an additional term of one year. A further remit was passed that a past Executive Committee Member who has stood down for at least one term can stand for re-election.

Co-opting Executive Members The Constitution allows for the Executive Committee to o-opt two members of the Executive. Co-opted members are deemed to be full members of the Executive. In September 2014 the motion was passed “That CDANZ Executive, in the first instance, call for expressions of interest in off-Executive roles, and shoulder tap where required.”

Executive Meeting Administration Currently there are 5-6 Executive Committee meetings annually, one of which is attached to the AGM (usually in the October-November period). The majority are two day meetings held in Wellington or Auckland on a Friday/Saturday or Sunday/Monday. There are also monthly brief (approximately 1.5 hour) meetings between each two day meeting. These are on an agreed evening and held on Google Hangout or Skype. As per the Constitution, a quorum is no less than half numbers of members of the Committee plus one. It was agreed by the Executive that 1 of the 4 Constitutional office holders must be present (President, Vice-President, Treasurer, Secretary). Dates are set well in advance and Committee members are expected to book their own flights and accommodation as early as possible to reduce costs. Note that for the majority of overnight meetings


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accommodation is booked for the Executive. However, when this is not the case, the Executive approved the motion “That an Executive Committee Member can claim up to $150 per night for accommodation. To be reviewed annually.” (September 2014) Committee members are responsible for loading Agenda items, reports and documents onto Google Drive one week before the meeting. The following reports are produced by and for the Executive:

Executive meeting reports and minutes

Annual branch reports – 30 days before the CDANZ AGM

AGM Minutes

Executive email protocols The National Executive (NEC) agreed to the following protocol at the October 2015 Face to Face - this is to assist with the management of information, and ensure we avoid email overload. 1) Email to only those that need to consider the item (e.g. if it is a membership matter email

Gabrielle as MO, and Shane as a MC member); those Exec's contacted will forward to additional NEC members if necessary.

2) cc: all emails to [email protected] which will serve as a repository and record of our conversations - Members of the Exec can go through this account to review any information they need, and follow conversation threads as necessary.

3) To assist with managing threads of conversation, please put the main theme in capitals, followed by the action or sub theme required in lowercase (e.g. SYMPOSIUM Venue - decision required). Subjects should be updated / changed as the conversation evolves.

4) As above, please indicate if a decision is required. 5) Use Urgent or Important email priority only if action is required on the same day. 6) Email communications should be brief, with our regular reports providing an update on key

information.

OR IN SHORT FORM Send only to those who need to know Copy [email protected] for all those that may want to know Keep subject lines concise and clear with key word in CAPS, then actions in lower case

Executive log-ins The Executive has several confidential log-ins, the details of which are provided by one of the formal office holders on the Executive:

Google Drive to share working documents

Xero to access account details

Lil Reggie to view event registrations

Survey Monkey to create and review surveys

Membership database to view member details

Kiwibank account to view statements (only the President or Treasurer can administer the account).

Departing Executive Members

mailto:[email protected]

mailto:[email protected]


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In February 2014 the Executive passed the motion “That Executive formally and publically acknowledges departing Executive members (when leave at full term or outside of full term”. An agreement is made by Executive on the appropriate budget for a gift. Annual General Meeting Some key information for organising the AGM: 1) Timeline: Annual General Meetings are held by Branches in the period prior the national AGM.

Two months before the national AGM a call is made to Professional Members for nominations onto the Exec and for remits. One month prior to the event a voting pack is distributed to Professional Members allowing those not attending to do a postal vote or arrange a proxy vote.

2) Scrutineers: Two scrutineers are pre-arranged to attend the AGM and count the votes. Past payments have been $50 for 2 hours of time.

3) Branch Chairs breakfast: A Branch Chairs breakfast is attached to the AGM, with flight costs (or mileage at 77 cents per kilometre) covered for the Branch Chair or a delegated member of the Branch Committee. Accommodation is not covered.

4) Rights to vote: The Constitution requires that for Professional Members to vote at the AGM they need to be in good standing. In May 2015 the Exec agreed that Member in good standing, for the purposes of voting at the National AGM must:

i. Be a fully paid Member, with no fees in arrears at the time of the AGM. Membership fees paid, must be received by the Association no later than 7 working days before the AGM.

ii. Have submitted a Professional Development Return acceptable to the Membership Committee, or where a return has not been submitted, must not be any more than 1 calendar month overdue. Outstanding PD forms, must be received by the Association no later than 7 working days before the AGM.

iii. Members whose renewal date falls on the month of the AGM shall be treated as being in good standing provided that there are no outstanding fees from the previous membership period, nor PD requirements.


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4 Association Membership At the 2008 AGM there was a significant change in criteria for membership ratified following a period of consultation. The rationale for the changes was the professionalising of the career development industry. At the 2011 AGM there was further ratifications to remove Subscriber and Affiliate membership categories, add the new membership category of Member, and re-designate Life Membership as Fellow. The Proof of Eligibility form and process were introduced to implement this change. At the 2014 AGM remits were passed to change Member to Subscriber, have separate membership categories for Life and Fellow, and to add a new membership category of Student.

Branches There is a national spread of membership, with local branches active in eleven regional areas:

Auckland

Bay of Plenty

Canterbury/ Westland

Gisborne/Hawkes Bay

Manawatu

Nelson/Marlborough

Northland

Otago/Southland

Taranaki/King Country

Waikato

Wellington

Application for Membership See the CDANZ website for the current membership categories, membership criteria, and for the application process and forms.

Annual Subscription Renewal At the 2011 AGM two remits were passed regarding the annual subscription: that the professional development hours per annum for Professional Members be reduced from 50 to 30 hours; and that a percentage of PD Diaries of Associate and Professional Members be audited annually, approaches consistent with other national professional associations. The Executive has set this at 10%. In February 2014 the Executive passed a motion “That we no longer send out paper renewal forms after 1 April; that Exec supports the move to online survey based renewals and changes to the renewal form”. In 2015 a new database (CiviCRM) and web form for PD Renewal are being introduced.

Benefits of Membership See the CDANZ website for benefits of membership. Note that the benefit of being listed in the Directory on the CDANZ website was clarified in 2012. Only professional members receive this membership benefit.


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On-hold Procedure In September 2014 the Executive agreed to the following procedure: On Hold Period Fee Pathway A Pathway B Pathway C

1 year $85.00 + GST

Member provides PD return prior to going on hold, therefore no PD will be due when re-activating.

Member does not provide PD return prior to going on hold and so must provide PD a year later when they want to reactivate Professional Membership.

Member changes to ‘member’ level membership for a year and must provide PD a year later when they want to reactivate Prof membership.

Re-joining Fee’s (for re-joining Professional and Associate Members)

Condition Fee Rational

Professional Member, who has changed to Member Level, and has held Member Level for more than 12 months, but less than 5 years.

$85.00 + GST

Administrator reports the admin is minimal as she has not had to remove them from database or re-enter their details. Encourages continuous membership.

Re-joining after 5 years

$115.00 Full re-application with membership and admin fee.

Professional Indemnity Insurance

CDANZ encourages its members to hold Professional Indemnity Insurance. The cover provided by Crombie Lockwood (formally ACMALHLERS) for some years has been renegotiated in November 2014 and will be reviewed in November 2015. The contact person is Gina McLaughlan, 04 381 8198. The revised renewal rates including GST are:

Limit of Indemnity $250,000 $500,000 $1,000,000

Annual Premium $333.50 $414.00 $563.50

Honorary, Life and Fellow Members Honorary, Life and Fellow Memberships have been conferred as follows:

Lester Oakes, Honorary Member (awarded at the 2010 AGM)

Dale Furbish, Fellow (awarded at the 2010 AGM)

Felicity Tetley-Jones, Fellow

Sue Mortlock, Life (Motion passed by Executive, May 2015) See the CDANZ website for membership criteria and processes.

Alumni membership


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In May 2015 the Executive agreed to develop an Alumni database mailing list for exiting Professional Members and Fellows to stay connected in the sector e.g., in retirement. This is to acknowledge gratitude for their years of support.

Membership Fee Changes Changes membership fees do not require a Constitutional Remit. Members will be formally notified of changes through the annual Treasurer Report which is moved and seconded at the AGM.

5 Professional Standards The Career Development Association of New Zealand was formed with the aim of promoting professional standards of career practice.

Code of Ethics The Code of Ethics expresses ethical principles of importance and sets guidelines for professional conduct in order to safeguard:

the consumers of career services, and

the integrity of the profession Note that in 2012 the Executive has commenced a review of the Code of Ethics, funding a national Ethics Roadshow and report on the level of changes needed. In 2015 a project to complete the review of the Code of Ethics is underway. See the CDANZ website for the current Code of Ethics.

Complaints Procedure The Complaints Procedure has been updated in 2015. See the CDANZ website for the current Complaints Procedure.

Member Disciplinary and Dismissal processes In 2012 a Remit was passed to change the wording in the Constitution to include “disciplinary” processes for members. Once a disciplinary or dismissal process is completed all locally or personally held records should be destroyed, with one master set held securely on behalf of the Executive.

6 Professional Learning and Development The Association organises professional learning and development for members at the Branch and national level.

Conferences and Symposium CDANZ last hosted an independent national conference in 2009. In light of the availability of other career related conferences and the costs associated with organising national conferences, the Executive agreed to focus efforts on the Careers Research and Leading Practice Symposium. In February 2014 the motion was passed “That the Symposium be the premium national event for CDANZ.” The Careers Research and Leading Practice Symposium is co-hosted in different locations to make attendance more affordable for members. See the CDANZ website for information on National Events.

Branch events coordinated nationally The Executive agreed to coordinate 3 events for Branches per annum. The recent examples are: the Dave Turner workshops, the Tristram Hooley workshops and the Supervision workshops run by

Robyn Bailey.

Professional Supervision Professional supervision, although not a formal requirement for membership, is acknowledged in the professional development annual renewal process as a structured activity. Association members available to offer professional supervision can list their details on the CDANZ website.

See the CDANZ website for the Professional Supervision form and contacts.

Library Services Careers New Zealand has an annual contract with Ministry of Education Library Services to manage a careers catalogue/collection. Under this contract Library Services has offered to provide CDANZ Members access to the Library. See CDANZ website for Members’ Benefits.

Research Funds Two research funds are available to Professional members. The Research Dissemination Fund is to foster the dissemination of completed research findings, which will be of benefit to CDANZ members generally. The Research Recognition Fund is to actively encourage members to contribute to our understanding of career development by supporting research activity. The amount available for the funds is determined as part of the annual budget, and communicated on the website. In 2015 the amount available was:

Research Dissemination Fund – four grants of $1,000


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Research Recognition Fund - $2,000. See the CDANZ website for the application forms and processes for applying.


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7 External relationships and partnerships Building and maintaining a strong network of external relationships and developing partnerships to advance career development is a key role of the Executive.

Key stakeholders An initial stakeholder database was developed by a Co-op student on behalf of the Executive in 2015.

Relationship agreements CDANZ has the following relationships in development and/or agreements in place (alphabetical):

Organisation Current status

ACC Liaison relationship in place

APCDA Organisational membership, with Sam Young as NZ Country Director

ASENZ MoU signed in 2013

Careers NZ MoU signed in 2015

CATE MoU signed in 2015

CDAA MoU signed in 2014

EEO Trust CDANZ holds a national annual membership and offers discounted membership to members

NZATD MoU signed in 2013

HRINZ Formal agreement in progress

ICCDPP CDANZ member of the NZ Country team, USA 2015

IAEVG Annual membership cancelled Feb 2013; continued cancellation reconfirmed in January 2015.

Ministry of Education Library Services

Via the annual contractual agreement between CNZ and MoE Library Services

Advocacy Advocacy opportunities are sought out by the Executive, with a policy and procedure pending. Examples of how this is done is through responding to government consultation processes, meeting with government/public sector officials and through raising the profile of career development at events and through the media. In 2015 the Executive has collaborated with the Work Research Institute and Careers NZ to convene the National Career Development Forum. The Executive are participants on several tertiary qualifications advisory groups.


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8 Finance and administration

Chartered Accounts The annual financial chartered accounts were until 2012 prepared by the CDANZ Finance Officer and checked by an external auditor. In 2013 we have moved to Xero accounting software, with a Letter of Engagement with Enspiral Accounting to prepare annual accounts, tax returns and GST returns. Financial records It is a legal requirement for the Association to keep 7 years of financial records. The Xero system has records from February 2013, and source documents from October 2007 to January 2013 scanned and uploaded onto Google Drive. Source documents include accounts receivable (outwards invoices), accounts payable (inwards invoices), bank statements and payments records. Also uploaded are copies of financial statements from 2007 to 2009, as prepared by the accountant.

Budget The actual and projected budget for the Association is tabled and discussed at Executive meetings.

Capitation

Each year branches receive a set dollar amount per branch member from the annual subscriptions to support branch events. This must be calculated at the end of the financial year, based on the following formula:

Branches must present an audited statement of annual income and expenditure from the just-ended financial year to the Executive committee not less than 60 days before the AGM of the association to receive their capitation.

The treasurer will advise branches as to the anticipated branch capitation payment as close to 01 April of the current financial year as is practicable.

Capitation will be calculated on the membership numbers and makeup as 31 March of the just-ended financial year.

Capitation is calculated by:

- If there are fewer than 60 Professional members: $15 per Professional member plus $10 per Associate member

- If there are more than 60 Professional members: $300 base fee plus $10 per Professional member and $7.50 per Associate member

Website contract The website contract was with Digital Stream Hamilton, and from 2013 is with Cerulean (for terms see Agreement on Google Drive i.e., commercially confidential).

Exec Expenses

1) Actual expenses – all actual expenses incurred to attend Executive meetings are reimbursed, this includes any accommodation, flights, car parking costs, taxis and food (no alcohol).


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Expense claims are submitted through Xero with receipts attached, with online approval needed by two Exec members. In October 2014 the Executive passed a motion “That Executive members claim on a monthly basis all expenses relating to CDANZ national work, including mileage.”

2) Extraordinary expenses – At a meeting in 2014 meeting it was agreed that the Executive may approve some extraordinary time expenses for Executive e.g., the recruitment of the National Development Manager.

3) President honoraria - The President receives an annual honoraria usually in October. Honoraria are treated as taxable earnings to the recipient and there's no GST involved. If the recipient is an employee then it's taxed at their PAYE rate. If a non-employee, then taxed at 33%. For more details: http://www.ird.govt.nz/payroll-employers/make-deductions/staff-benefits/special-benefits/emp-deductions-benefits-special-honoraria.html. For the record an alternative to paying an honorarium is to purchase something like petrol vouchers as a gift instead.

See the CDANZ website, Executive section, for travel & expense policy and forms

Bank and Xero In 2014the Executive changed banks from Westpac to Kiwibank. All Executive members are registered as signatories to have access to the accounts. An Executive decision was made in 2015 at $30k be held in a current account at any time, with the reminder held in term investments. Two Debit Cards are available for covering Executive member expenses. In 2015 the Executive introduced Xero accounting software, with an agreement to changed Branches to Xero on 1 April 2016.

Digital storage In January 2015 the Executive agreed to a digital storage project, to scan and store all documentation.

http://www.ird.govt.nz/payroll-employers/make-deductions/staff-benefits/special-benefits/emp-deductions-benefits-special-honoraria.html

http://www.ird.govt.nz/payroll-employers/make-deductions/staff-benefits/special-benefits/emp-deductions-benefits-special-honoraria.html

9 Communications, Marketing and Advertising Communications Communications, inward and outward facing, is a key role of the Executive. A Communications Policy was developed and approved in August 2012). Key vehicles for communicating with members and the public are:

CDANZ website – launch of redesigned site in October 2013; agreed in June 2014 that there be an annual budget for website maintenance

E-zine – a quarterly publication

Newsletter – a fortnightly electronic newsletter; agreed in September 2014 that two Exec members may approve the Newsletter

LinkedIn – CDANZ group to post discussions and connect with follow practitioners See the CDANZ website for the Communications Policy and Newsletter Formula Policy 2012.

Contacting CDANZ In 2015 the post office box and Telecom Answer Service for CDANZ have been cancelled. Contact can be made via email or skype.

Marketing and brand identity CDANZ has four marketing resources that CDANZ members can request via email. There are two promotional cards, a set of posters and a CDANZ banner. They are ideal for informing and raising the profile of CDANZ at events, expos or regional meetings. Logo and Brand Id guidelines were produced in 2011. Building brand recognition is critical to the sustainability of CDANZ. Branding profiling work and development of a social media strategy are underway in 2015. See CDANZ website for Marketing CDANZ and the CDANZ Brand ID Booklet.

Advertising

The Advertising Policy was updated in October 2014. The policy details CDANZ’s approach to advertising. It provides direction and guidance for decision making for charging members and non-members for advertising. See the CDANZ website for the Advertising Policy.

Surveying members In 2014 CDANZ agreed that the wide range of survey needs warranted an annual subscription to a Survey Monkey Account. In 2015 the Executive agreed to develop a policy and process around surveying members.

Waiata


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CDANZ commissioned a waiata, Te Wharenui He Mohiotanga, in 2011. See the CDANZ for the CDANZ Waiata.

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