to stand for the election to the

Executive Committee/Board of the Uptown Business Association

at the Annual General Meeting to be held on 30 October 2024

To be considered for election please complete this nomination no later than 5pm, 23 October 2024.

Nominations may be called from the floor at the AGM if there are insufficient nominations received by this date. Up to 9 positions are available.

The role of the Board is to provide good leadership to ensure the organisation performs and achieves its objectives. The Executive Committee or Board is also required to set the purpose or vision and long-term goals of the organisation, the strategy to achieve the vision, monitoring the implementation of the strategy and encouraging professional standards.

The roles have legislated responsibilities, such as the Incorporated Societies Act 2022 requirement to submit annual financial statements to the Registrar of Incorporated Societies, and the requirement to file an annual return including financial statements with the Companies Office. In addition to legislative requirements, there are requirements set out in the constitution/trust deed/rules of the organisation.

The Executive Committee/Board may delegate responsibilities to the manager however the board remains responsible for oversight of management.

The core functions of the Executive Committee/board include:

• Articulation of organisational values
• Setting strategic direction – evidenced by a strategic plan which includes resource implications, accountabilities and timeframes. This may include reviewing an existing plan and also the development of an annual business plan
• Monitoring of management and organisational performance against that strategy -mainly through board reporting
• Recruiting and evaluating the CEO or manager, including clearly defining the role of and performance measures for the CEO or manager – evidenced by an agreed position description and performance agreement
• Being accountable to stakeholders/shareholders – evidenced by robust transparent processes, regular reporting and strong relationships with stakeholders/shareholders
• Ensuring sound financial reporting and practices, including adherence to a delegations framework – evidenced by timely financial reporting and unqualified accounts
• Ensuring the organisation operates to an appropriate policy framework
• Ensuring risk is managed – evidenced by regular reports to the board on implementation of a board approved risk plan
• Planning the workload of the board – the work of the board is set out in a board work plan
• Regular board evaluation

Individual board members as individuals must:

• Maintain awareness of the organisation and the environment in which it operates
• Contribute to the work of the board including setting strategy, approving budgets and major organisational decisions, CEO appointment and evaluation
• Consistently prepare for, attend and contribute in board and committee meetings
• Review minutes in a timely manner
• Exercise independent judgment within a team environment
• Build an atmosphere of trust and collegiality that assists in consensus decision-making
• Participate where required in stakeholder activities
• Participate in board evaluation and undertake ongoing professional development
• Maintain high personal conduct standards
• Maintaining and observing confidentiality
• Declaring conflicts of interest

 

• Sign the following “Duties and Obligations” form.

This document (the Duties and Obligations of Committee Members) expresses the Association's recognition of its responsibility to its members, its employees and its committee members. It guides committee members in the performance of their responsibilities and expresses the basic tenets of professional conduct. The document calls for an unswerving commitment to honourable behaviour in the discharge of their responsibilities with integrity, objectivity, due professional care, and a genuine interest in serving the business community of Uptown.

During the continuance of the term of UBA Committee membership, Committee Members commit themselves to;

• Disclosing any self-interest to The Executive in any transactions, projects, or activities of the Committee prior to the matter being transacted or commenced. These shall be retained in the Committee Members Register of Interests.
• Not absenting themselves from, or not being prompt for, the scheduled and notified meetings without registering their apology with the UBA office before the commencement of the meeting.
• Professional behaviour and attitude in all dealings with all employees or contractors, members and other committee members.
• Using best endeavours to promote, develop and extend Uptown!s interests and reputation and doing nothing to its detriment.
• Avoiding sexual harassment of any sort whilst standing as a committee member of the Association.
• Adhering to the regulations provided under the Privacy Act at all times. Members should respect the confidentiality of information acquired in the course of their election and should not disclose such information to a third party without specific authority or unless there is a legal or professional duty to disclose.
• Behaving in an ethical, honest and sincere manner in their work.
• Conducting themselves in a manner consistent with the good reputation of the Association and refrain from any conduct that might bring discredit to the Association.
• Only the Chair has the authority to instruct the UBA Staff or contractors.
• Members should abide by Committee decisions and present a united front even if your own views are different.

COMPLAINT PROCEDURES

In the event where there exists any dissatisfaction in a committee member(s) or employee(s) (contractor!s) performance of their duties, the committee member will adhere to the following procedure;

• Present the matter, in writing, to the Chair
• The Chair will refer the matter to the Committee for investigation and, where necessary, take remedial action. The outcome of this process will be reported back to all parties.
• In the event that the complainant is unhappy with the outcome of the investigation, the Committee member may appeal to the Auckland Council Economic Development office.
• In dealing with any matters raised against employees/contractors, the Executive will conduct themselves in accordance with the terms of appropriate Employment Law, and existing employment contracts.