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Logo is available on the IWNZ website www.innerwheel.org.nz or the IIW website www.internationalinnerwheel.org.

INNER WHEEL NEW ZEALAND INC.

NATIONAL GOVERNING BODY RESOURCE MANUAL

A General Guide for the NGB Executive JULY 2020

This Manual serves as a Guide only and is to be used in conjunction with the Club Resource Manual, the District Resource Manual and the IWNZ History Manual

All these manuals are available on the IWNZ website.

It may be useful to hold hardcopies of the contents page of each manual to be aware of what each contains

Please advise IWNZ Vice President and IWNZ Secretary of any corrections required To this or any of the manuals

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NATIONAL RESOURCE MANUAL – CONTENTS

This Manual serves as a Guide only and is to be used in conjunction with the Club, District and History Manuals

Click on #Page? to go to that page. 1. Cover Sheet 2. Contents 3-4. #Page3 Duties and Responsibilities of the National Representative 5-6. #Page5 Guidelines for IWNZ President 7. #Page7 Timetable for IWNZ President’s Communication with Members 8. #Page8 Communications Distribution List 9. #Page9 IWNZ Presidents Reimbursement 10. #Page10 National Changeover in a Conference year 11. #Page11 Inner Wheel New Zealand Presidential History 12. #Page12 Guidelines for IWNZ Vice President 13. #Page13 IWNZ Vice President Reimbursement 14-15. #Page14 IIW and the UN 16. #Page16 Guideline for the Meeting with Incoming NGB Officers 17-20. #Page17 Diary Guidelines for IWNZ Secretary 21-22. #Page21 IWNZ Secretary Guidelines for NGB Meetings 23-24. #Page23 IWNZ Secretary Timeframe for National Conference 25-26. #Page25 Flow Chart for Charities Commission and Incorporated Society and the AGM 27. #Page27 Certificate of Incorporation 28. #Page28 IRD Exemption Certificate 29-30. #Page29 Guidelines for IWNZ Treasurer 31. #Page31 Ordering IIW Directories 32. #Page32 Reimbursement of costs to NGB Executive and Members 33. #Page33 Guidelines for Immediate Past President 34. #Page34 Guidelines for Membership Committee 35. #Page35 Guidelines for Editor 36-37. #Page36 Guidelines for Publicist 38-39. #Page38 Guidelines for Webmaster 40. #Page40 Duties of a National Governing Body Member/District Chairman 41. #Page41 Duties of a Constitution Chairman 42. #Page42 Constitution Committee responsibilities for National Conference 43. #Page43 Guidelines for the preparation of the IWNZ Rulebook 44-45. #Page44 Guidelines for Nomination to IWNZ NGB 46. #Page46 Nomination form to be completed 47. #Page47 Margarette Golding Award Guide for submitting 48-49. #Page48 Guidelines for Planning a Visit of the IIW President 50. #Page50 Club Charter Guide 51-54. #Page51 Club Charter Application Form 55-68. #Page55 IWNZ & District Archive information

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DUTIES & RESPONSIBILITIES OF THE NATIONAL REPRESENTATIVE

Whilst serving as National Representative the National Representative must NOT hold any other elected or appointed IW Office, except where the role is combined with that of National President.

1. It is essential to be fluent in the Official language, i.e. must be able to read, speak and understand the English language.

2. The National Representative or Deputy should endeavour to attend one District meeting per year for

each District in a country with no National Body, in order to approve the Minutes. In a country with no National Governing Body, the National Representative is not an elected member of the District Executive Committee, she plays no part in the running of the District.

3. Translate or have translated into English the complete National Governing Body Minutes [or District

Minutes if your country has no National Body] and send copies to International Inner Wheel Headquarters. These Minutes must be forwarded to Headquarters within 6 weeks of any Meeting.

4. Translate IIW Governing Body Minutes and any other relevant information into the National

Language and send to each Club and each District Secretary (each Club and each District will receive the Governing Body Minutes in English).

5. Information sent from Headquarters, e.g. Executive Committee Minutes should be summarised in

her own words and passed to all members within her country. It is essential to ensure that Association/National Governing Bodies are kept informed of all the information received from International Inner Wheel.

6. Must notify the International Inner Wheel Administrator of any item they wish to be considered for

inclusion on the agenda of a Governing Body Meeting not later than 30 days before Governing Body Meeting. (The dates of the meeting are listed in the front of the IIW Directory)

7. Reports: All National Representatives shall submit one Report to IIW Headquarters. The report is to be a

general survey of work undertaken by Members, covering activities and projects implementing the Presidential Theme and relating to the UN Committees on which Inner Wheel is represented (Rights of the Child, Family, Status of Women, Ageing, Narcotic Drugs and the current IIW Social Project).

The Report must, on the front page, give the following information:

a. Country Number of Districts Number of Clubs Number of Members b. Extension: New Clubs Formed and Clubs Disbanded c. Approximate amount raised in £GBP by all the charitable endeavours of the IW membership

for the year and number of approximate beneficiaries. Conversion rates can be found on a variety of sites on the internet.

The report must not exceed 500 words in total and must be received at IIW Headquarters no later than 31st May annually (it can be emailed). (These Reports are circulated to Members of the Governing Body).

8. The National Representative must ensure that the names of the members of her incoming National

Governing Body, National Representative and her elected Deputy for the coming year have been entered on to the IIW database no later than 30th April each year, and

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9. Must check with all District Secretaries to confirm that all necessary updates on to the database have been completed by the due date. Failure to comply with the above means that Clubs are not entered into the International Inner Wheel Directory and will not receive any Voting papers.

NB. Under iiw.nz.nationalrepresent@gmail.com you have access to all NZ Club information. NOTE: In IWNZ the IIW Database is the responsibility of the IWNZ Secretary who ensures it is updated. 10. International Inner Wheel Directory: Check the entries for your country in the International Inner Wheel Directory immediately upon

receipt for accuracy and omissions. Ensure corrections and omissions are rectified immediately by filling in the database. It is from this information that mailing labels are produced and e-mail messages are sent.

11. Sign Charters and pass these on to the District concerned. District Chairman may sign below The

National Representative. 12. When invited to a Charter Presentation, The National Representative must bring greetings from the

President of International Inner Wheel. 13. The National Representative must be responsible for the care of the International Inner Wheel

President and for all arrangements connected with the visit to her country. The National Representative should be aware that, when the International Inner Wheel President is invited to visit a country, all her accommodation and travel must be paid for by that country from the agreed point of entry until her departure.

14. If planning a visit by the IIW President, any Club, District or National Governing Body must apply to

Headquarters for the Guidelines which are available. The guidelines are to be strictly followed. 15. Margarette Golding Award: The National Representative will sign and submit all applications from her country for the above

Award to Headquarters, to be received 14 days before an Executive Committee Meeting (the dates are listed in the International Inner Wheel Directory).

16. The National Representative must keep her Deputy fully informed. 17. Internet: All Websites MUST link to the IIW Website. It is the responsibility of The National Representative

to regularly check the accuracy of all information from her Country on Inner Wheel home pages or similar as created by Internet users.

18. Reports can be typed, Emailed or posted.

(Taken from the IIW website – dated February 2016)

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GUIDELINES FOR THE IWNZ PRESIDENT

Prior to taking office - the incoming IWNZ President should decide on a venue for the August National Governing Body meeting. This is not necessarily in the hometown of the IWNZ President but in the most central place for all attending members and with travel costs being taken into consideration. She should liaise with her Secretary and ask her to send out a notice informing the incoming NGB members of where and when the NGB Meeting will be held and ask them to obtain the cheapest travel arrangements they can. Travel arrangement information should be sent back to both the IWNZ Secretary and IWNZ Treasurer. JULY Liaise with the IWNZ Secretary and start preparations for the NGB Meeting. Email District Chairmen and let them know the content you require for their report to the NGB Meeting. Suggest one page with précis (bullet points) for the Minutes Write report for Governing Body Meeting and prepare list of relevant correspondence. Prepare agenda with IWNZ Secretary. Liaise with IWNZ Treasurer. Ensure that IWNZ Secretary has sent out all relevant forms for Nominations for National Governing Body. AUGUST Preside over National Governing Body Meeting. Following the meeting attend to any matters arising and proofread minutes of meeting. After NGB Meeting write IWNZ President’s Communicator and send to IWNZ Secretary for distribution. Send: Thank you letters to any Clubs who have hosted any of the meals or helped with the meeting. When received, send a copy of the IIW Executive Minutes to NGB Members & Constitution Chairman and include any relevant material in your Communicator. IWNZ President’s Spring “Communicator” to the IWNZ Secretary for distribution. OCTOBER Have report written for delivering at District Meetings – include items of interest and comment on Club and District activities and newsletters. Encourage Clubs to support the current IIW Project and give any interesting information received from IIW. Attend District Meetings – following these write thank you letters as appropriate. Inner Wheel Australia Conference if attending Send: IWNZ President Half-Year Report to NGB Members, District Secretaries for distribution to District Executive and to each Club. (This report is given at District Meetings and emailed to The District Secretary after presentation for circulation). NOVEMBER IWNZ President’s Christmas mail. Personal choice as to who Christmas Greetings are sent to but should include the IIW President. Christmas Mail to include International Inner Wheel Day greetings also. JANUARY Check that all Clubs have received IIW voting papers – if not, let Clubs know they can be downloaded from the IIW website www.internationalinnerwheel.org . If this is IIW Convention year make sure that all Clubs have received their proposal booklets and also forms for appointing proxies if they have no one attending. Ask Constitution Chairman to review proposals (and amendments) for IIW Convention and write some guidelines for NGB Meeting and Clubs, if there appear to be any proposals that may need more explanation.

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FEBRUARY Start preparing for March National Governing Body Meeting Liaise with IWNZ Secretary regarding agendas and arrangements for the meeting. Write Report for NGB Meeting. When the IIW Theme for the following year is advised, send to IWNZ Vice President for her to announce at her Training Days MARCH National Governing Body Meeting as for August. After NGB Meeting write IWNZ President’s Communicator and send to IWNZ Secretary for distribution. Return: To IIW the form listing the Members holding Office for the following year. It may now be on the IIW website and accessed through iiw.nz.nationalrepresent@gmail.com Remind (Via IWNZ Secretary): District Secretaries to send in information for the National Representatives Report by 31st May under the headings of the United Nations which are now on the Service Records. APRIL Write article for Inner Link magazine Discuss Inner Link content with National Editor Send: President’s “Autumn Communicator’’ following the March National Governing Body Meeting. To include the results of International Inner Wheel Elections – delay Communicator until these are received. Send IWNZ Vice President IIW theme for coming year and also IIW Election results. MAY Proofread Inner Link. Immediate Past President to also proofread Inner Link. Write Annual Report for District Meetings. Write National Representative’s report and send to IIW by 31st May – this information is taken from the Service Records due to IWNZ Secretary by 31st May. JUNE Prepare IWNZ President’s folders for handing to Incoming President. Where necessary remove files and send for archiving. Send: President’s Annual Report for District Meetings. Copies sent to those as before. Attend District Meetings and present National Governing Body Badges to outgoing and incoming members who were unable to attend National Changeover. Thank you letters where appropriate regarding your term of office. Throughout the year liaise with the Webmaster regarding the IWNZ website and encourage Districts to keep their pages up to date. Review IWNZ Facebook page at least weekly to ensure any messages are answered. The Constitution Chairman needs to be appointed every 2 years (see Constitution Chairman role). Liaise with IWNZ Secretary to ensure that Districts are reminded of the date deadlines for nominations for both IIW and National elections. Liaise with IWNZ Secretary to ensure proposals for both IIW Convention and IWNZ Conference are meeting deadlines required.

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TIMETABLE FOR PRESIDENT’S COMMUNICATIONS WITH MEMBERS August:

• “Communicator” (after August National Governing Body Meeting)

• Include Inner Wheel New Zealand Day greetings in “Communicator” September:

• Half yearly report to District Meetings (Oct /Nov)

• Thank you to those who hosted for District Meeting November:

• Christmas Greetings and Greetings for International Inner Wheel Day (10th January) to All Clubs, Districts and National Governing Body members

April:

• “Communicator” (after March National Governing Body Meeting) to include results of the IIW Elections

• Write article for Inner Link Magazine May:

• National Representative report for International Inner Wheel due by 31st May taken from Service Records due with IWNZ Secretary 31st May. This includes activities of what Clubs and Districts have done under the headings of the United Nations Committees and the IIW President’s theme information

June:

• Annual Report for District Meetings

• Thank you letters following District Meetings

• In Conference year thank you letters to all those on Conference Committee and District who hosted Conference

Additional during the year Send a short reply to Newsletter Editors if Newsletter sent by email Send a Report for all Clubs and Districts following:

• International Convention

• Australian Conference if attended by you or by a nominate attendee.

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COMMUNICATIONS DISTRIBUTION LIST Use email for as many of the following as possible COMMUNICATOR - Sent by IWNZ Secretary National Governing Body Executive 5 District Chairmen 4 Past Board Members/Directors/Presidents IWNZ 20 (Shirley Barr Smith no longer a member/Shirley Hope now a Member at Large) District Secretaries for Distribution to clubs 4 Constitution Chairman (if applicable) 1 Editor 1 Publicist 1 Webmaster 1 IIW Board Director (if applicable) 1 Conference Co-ordinator 1 Conference Secretary 1 International Inner Wheel 1 Members at Large 5

IIW Executive Minutes Précis parts of interest and send to: National Governing Body members 5 District Chairmen 4 Constitution Chairman 1 District Secretaries 4 Past Board Members/Directors/Presidents IWNZ 20 Current Board Director (if applicable) 1

National Governing Body Minutes – sent by IWNZ Secretary once approved by President National Governing Body 5 District Chairmen (they can issue to clubs as requested) 4 Constitution Chairman 1 Editor 1 Publicist 1 Webmaster 1 Past Board Members/Directors/Presidents IWNZ 20 (Shirley Barr Smith no longer a member/Shirley Hope now a Member at Large) Current Board Director (if applicable) 1 IIW (email) 1

Conference Proposals – sent by IWNZ Secretary once approved by President/Constitution Chairman National Governing Body 5 District Chairmen 4 District Secretaries - to send to Clubs 4 Past Board Members/Directors/ Presidents IWNZ 20 (Shirley Barr Smith no longer a member/Shirley Hope now a Member at Large) Constitution Chairman 1 Editor 1 Publicist 1 Webmaster 1

Inner Link Magazine is sent out by the IWNZ Editor – a copy is available for every paid up member, including Members at Large. A copy of everything should be kept for the Archives.

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INNER WHEEL NEW ZEALAND INC. PRESIDENT REIMBURSEMENT

1. Airfares to: National Governing Body Meetings District Meetings – 2 per District each year Charter Presentations Margarette Golding Award Presentations

Airfares should be booked as soon as practicable in order to take advantage of cheap fares. Travel will be paid for at the cheapest rate to include airport parking if applicable.

Make sure that you check with the District Chairman or Club as to the time they expect you to arrive and depart.

2. Car Mileage: All of the above, if held away from home city/town. Mileage includes travel to and from the airport and airport parking if applicable.

3. Accommodation and meals at National Governing Body Meetings are covered as per other National Executive Members.

4. The IWNZ President is entitled to $1,200 per year (see NGB Resolutions book page 25) to attend either the Inner Wheel Australia Conference or the International Inner Wheel Convention. Note that the President pays for everything over and above this allowance – i.e. accommodation, registration, meals, travel etc.

5. Birthday cards, condolence cards, flowers etc for Clubs and members should be claimed back on expenses. Postage should also be claimed.

6. The IWNZ President’s registration and accommodation for the IWNZ Biennial Conference is paid by the IWNZ Conference Committee. The President makes and pays for her own travel arrangements etc. The President’s Reception/Cocktail Party (if held) at the Biennial Conference is paid by National Governing Body, the budget set by the NGB is $800 (See NGB Resolutions Book page 9)

7. If the IWNZ President travels with the IIW President following the IWNZ Conference she may claim the mileage for driving the IIW President. All other personal costs such as accommodation and meals are borne by IWNZ President.

8. District Meetings, Training Days etc. The IWNZ President does not pay for her lunch or morning and afternoon teas at these meetings - this is covered by the District. Some Districts will pay dinner costs for President but do not expect this, you need to enquire!

Whilst Districts and Clubs are expected to provide the IWNZ President with home hosting, there are some incidences where meetings are held away from where there is a Club. All costs should be met by the District or Club e.g. accommodation and meals or shared with the President by prior arrangement. Enquire beforehand as to what is expected!

9. Charter Functions and Margarette Golding Award dinners should be covered by the Club or District. Travel paid for by IWNZ.

10. Toll calls, postage, paper, ink cartridge reimbursements over and above the $55 given for incidental costs should be claimed via expenses

11. Gifts and roses to members of your National Governing Body and others are borne by the IWNZ President.

12. Thank you gifts and cards for home hosting etc are paid for by the IWNZ President.

Visit of IWNZ President to Districts – see District Manual

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IWNZ INC. NATIONAL CHANGEOVER IN A NON-CONFERENCE YEAR Since the adoption of a one-year Presidency for IWNZ, a National Changeover has been organised by the outgoing President in the non-conference year. Those attending a non-conference year changeover are responsible for their own travel, accommodation and meal costs. This should be taken into account when planning venues and menus. Currently there is no IWNZ budget for any incidental costs incurred in relation to the Non-conference Year Changeover therefore consideration should be given to the following:-

• The National Changeover has usually been a formal dinner but may be any type of function containing the changeover hosted by the outgoing President

• Shall be held at a suitable venue and location that is easily accessible to those attending, in the outgoing President’s own district (in consultation with the outgoing District Chairman) or another suitable place and venue. The venue hire will be a cost of IWNZ.

• Be organised to take place in the evening of the same day as the outgoing National President’s District Meeting or on another suitable date.

• The outgoing President should decide on the evening’s program and arrange any entertainment etc. in consultation with members of the NGB and/or the District Executive.

The outgoing President shall personally invite:-

• All Past IWNZ Presidents, National Representatives, Board Members and Board Directors

• Current IIW Board Directors

• Members of the National Governing Body

• Members of the incoming National Governing Body

• An invitation should also be extended to all District Executives as well as any members of IWNZ who chose to attend (this can be done via the IWNZ Secretary’s Network)

• Invitations should also include partners

Most contact details for Inner Wheel members are to be found in the IWNZ Directory and the IWNZ Secretary can assist you with locating others.

Invitation’s may be extended to other dignitaries in the District i.e. Rotary District Governor, heads of any agencies IWNZ is supporting, at the discretion of the President. An invitation may also be extended to members of Inner Wheel Australia through their National Governing Body as a courtesy or if an IWANZ event is planned to be held at the same time as the Changeover. NOTE: The Vice President’s travel costs will be reimbursed.

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To be completed at the end of President’s year. Send one copy to the IWNZ Secretary for filing and one copy to Webmaster for posting on website

Inner Wheel New Zealand Inc. Presidential History

President: Year:

IIW Theme:

Governing Body Office Holders: Past President: Vice President: Secretary: Treasurer:

Council Members (District Chairmen): District NZ291: District NZ293: District NZ294 District NZ297: District NZ298:

Associate Members: Chairman Constitution Committee: Membership Chairman: Editor: Publicist: Webmaster:

IWNZ Inc. Biennial Conference Year:

Venue: Theme:

Key Guests and speakers:

•

Significant Proposals passed:

•

President’s Goals:

•

President’s Achievements:

•

Highlights of the year:

•

Significant Events:

•

Please attach any photographs here (use separate page) PLEASE NOTE: A Word version of this form can be obtained from the IWNZ Secretary

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GUIDELINES FOR IWNZ VICE PRESIDENT This is your year for listening and learning and supporting the National President. If you are going to be President at the time of the National Biennial Conference the current President will keep you informed and discuss with you all arrangements being made for Conference. Any questions or suggestions you have are to be made through the current IWNZ President. You will be sent copies of all Conference Meeting Minutes, plus a copy of the Conference Blueprint. Throughout the year

• Responsible for communication with the District ISO’s

• Responsible, with the IWNZ Secretary, for maintaining and updating the Resource Manuals

• Attend District Training Days.

• Email updated version of Resource Manuals to incoming District Chairmen for distribution to Club Presidents. (The latest Resource manuals are on IWNZ Website for downloading)

• Consider dates for August NGB Meeting and March meeting after 7th March (after voting is completed)

July

• Prepare a Report for the August NGB Meeting covering the United Nations – taken from the IIW Executive Minutes sent to IWNZ President.

• Also include a report on interesting matters arising from the IIW Executive minutes.

• Liaise with the National President re the National Governing Body Meeting.

August

• Attend National Governing Body Meeting. November

• Send letter to Incoming District Chairmen inviting them to the March NGB Meeting. Ask them to bring to the meeting dates for their planned District Meeting, Rose Days and AGM.

February

• Prepare a Report for the March NGB Meeting covering the United Nations and also a report on interesting matters from the IIW Executive minutes.

• Liaise with IWNZ President re the March NGB Meeting.

• With IWNZ Secretary ensure that all Resource Manuals are up to date.

• Ask all incoming District Chairmen to prepare a list of dates for their year so that these can be discussed at the NGB Meeting to avoid clashes.

• President will advise the Theme for the following year when received from IIW. Announce at your Training Days

March (immediately after the NGB Meeting prior to taking office as IWNZ President)

• In conjunction with incoming IWNZ Secretary prepare mail out for August Meeting.

• Book venue for NGB Meeting. Advise members attending to look for travel special deals. Both of these to be included in mail out.

• Prepare Report for District Training Days

• Thank you to incoming District Chairman and Club for hosting Training Day April

• Discuss with IWNZ Treasurer the buying of a small gift to thank outgoing IWNZ President for her year of office.

• Receive IIW Theme for year from IWNZ President and inform incoming District Chairmen so that they can plan using this.

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• In Conference year prepare speeches for National Council Changeover and liaise with IWNZ President re arrangements for Conference and duties you have been allocated by the IWNZ President at Conference.

June

• Attend your own District Changeover only. IWNZ President attends all District Changeovers as part of her farewell and thank you to the current District Chairmen and does not need to be overshadowed by the incoming IWNZ President.

• In non-Conference year attend the National Changeover which is organized by the outgoing IWNZ President and is normally held in her home District. Encourage all your incoming Council members to attend the Changeover.

IWNZ VICE PRESIDENT REIMBURSEMENT

1. Airfares to: National Governing Body Meetings District Assemblies/Training Day National Governing Body Changeover when held outside of Conference year Airfares should be booked as soon as practicable in order to take advantage of cheap fares. Travel

will be paid for at the cheapest rate to include airport parking if applicable. 2. Car Mileage: All of the above, if held away from home city/town Mileage includes travel to and from the airport and airport parking if applicable. 3. Accommodation and meals at National Governing Body Meetings are covered as per other National

Executive Members. 4. Districts should offer home hosting when the Vice President is attending a District ROSE Day and

the District pays for any registration or meal at the ROSE Day. 5. Registration for IWNZ National Conference is paid for by IWNZ – all other costs and extras are

payable by the Vice President. 6. The VP is the executive Link with the Publicist re the Production of the Directory 7. It is your responsibility to buy a small gift (about $50) for the outgoing IWNZ President to be

presented at the National Changeover. This is from all members of IWNZ and is reimbursed by the IWNZ Treasurer.

8. Gifts and roses to members of your incoming NGB members and others are borne by the IWNZ Vice

President. 9. Thank you gifts and cards for home hosting etc. are paid for by the IWNZ Vice President.

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INTERNATIONAL INNER WHEEL and THE UNITED NATIONS WHAT IS THE STATUS OF IIW AT THE UNITED NATIONS? ECOSOC: The Economic and Social Status is one of the six main organs of the UN. There are three categories established in the ECOSOC resolution 1996/31: 1. General Consultative Status is for large International Organisations whose area of work covers most

of the issues on the ECOSOC agenda. 2. Special Consultative Status is for NGOs, that have a special competence in a few fields of ECOSOC’s

activities. 3. Inclusion ‘on the Roster’ is for NGO’s whose competence enables them to make occasional and

useful contributions to the work of the UN and who are available for consultation on request.

International Inner Wheel is a Non-Governmental Organisation ‘on the Roster’

WHAT DOES ‘ON THE ROSTER’ STATUS REQUIRE OF I.I.W. REPRESENTATIVES AT THE UN? (excerpts from the NGLS Handbook- Consultative Status with ECOSOC-Pages 6, 7, &8.) I.I.W. Representatives:

• may be present at such meetings concerned with matters within their field of competence. • may be invited to submit written statements. • may also be heard by the commissions or subsidiary organs on the recommendation of the UN

Secretary-General and at the request of the commission or another subsidiary organ. No provision is made for N.G.O’s ‘On the Roster’ to address ECOSOC. The Secretary-General may request organisations in General, Special and Roster Status to carry out studies or prepare papers. WHAT DOES ‘ON THE ROSTER’ STATUS REQUIRE OF IIW MEMBERS? Nothing more than is done already. Reports from the IIW Representatives are forwarded to our UN representatives. Under the terms of the I.I.W. Constitution, we cannot impose membership of any other bodies and their terms of reference on our membership; that is, affiliation with another organisation such as the UN is not possible. WHAT WOULD BE THE NEXT SUITABLE STATUS FOR IIW? General Consultative Status. WHAT DOES GENERAL CONSULTATIVE STATUS REQUIRE OF IIW REPRESENTATIVES AT THE UN?

• Our representatives would have further rights such as:

• the right to place an item on the agenda of ECOSOC.

• to sit as observers at the public meeting of ECOSOC (which means to have the privilege of a chair).

• to submit brief written statements which can be published and circulated to the council or subsidiary body.

• to give an oral presentation during an ECOSOC session. WHAT DOES GENERAL CONSULTATIVE STATUS REQUIRE OF IIW MEMBERS? NGO’s in Consultative Status with ECOSOC must submit a report on their activities every four years to the committee on NGOs. IIW National Representative’s reports stating the work being done at club, district and national levels are received each year at headquarters and copies are given to our UN Representatives.

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WHAT DO IIW UN REPRESENTATIVES SEE AS THEIR RESPONSIBILITY TO IIW?

• To co-operate with other N.G.O’s to work out written statements.

• To report to the International Vice President on: committee activities conferences statements answering questions concerning our UN. commitment.

• To read the UN report of IIW and report about the work of our organisation to our NGO committee.

• To give speeches about the work of the UN and our engagement with ECOSOC, if asked by a Club.

The IIW Representatives through their reports to International Inner Wheel provide a valuable source of information after their attendance at sessions, covering the RIGHTS of the CHILD: STATUS OF WOMEN; AGEING; THE FAMILY; and NARCOTIC DRUGS.

THE ROLE, AIMS, STRUCTURE AND ACTVITIES OF THE UNITED NATIONS FOR PEACE The United Nations was established after the Second World war to maintain

international peace and security. It works to bring about the settlement of international disputes by peaceful means in conformity with the principles of justice and international law.

ORGANISATION The United Nations is the only universal organisation that has ever existed. THE ONLY UNIVERSAL It is often misunderstood by the general Public, which frequently has many ORGANISATION preconceived ideas about it and does not always see it in its role as a forum

for discussion enabling all countries in the world to communicate through ideas, not force.

A MECHANISM The extended network of international and regional inter-governmental FOR CHANGE organisations forming part of activities, covering virtually all areas of human

endeavour. ALTHOUGH 3O% OF The United Nations is a tangible way for the international community to THE ACTIVITIES work for peace and progress peoples and, through negotiations and CONCERN co-operation, solve an ever-growing number of global problems the PEACE KEEPING, 70% settlement of which transcends the limits of national borders. IS DEVOTED TO THE ECOMOMIC, SOCIAL AND HUMANITARIAN FIELDS. PEACE, DEVELOPMENT, Through a continuum of world conferences, the UN are promoting DEMOCRACY AND HUMAN international consensus on new global issues, such as, disarmament, RIGHTS. environment, population, social development, migration and the

advancement of women.

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GUIDELINES FOR THE MEETING OF INCOMING MEMBERS OF THE IWNZ NATIONAL GOVERNING BODY

Traditionally time has been allocated prior to the start of the March NGB Meeting for the IWNZ Vice President to meet with the Incoming District Chairmen and Vice President Elect who have been invited to attend the NGB meeting as observers. This meeting gives the IWNZ Vice President time to:-

• Introduce herself (as not all incoming DC’s may have meet her already) and outline her plans and goals for the upcoming Inner Wheel year.

• Introduce the IIW Presidents theme for the year (if known).

• Allow the incoming DC’s to introduce themselves and talk briefly about the goals they have set for their Districts.

• Give the DC’s and Vice President Elect outlines of their duties as they take up their new roles (available online in the District and National Resource manuals).

• Make DC’s aware of requirements for your visit to their District (in District Manual Page 9)

• Provide the DC’s with dates and venue of the NGB Meetings to be held in their year.

• Ask the DC’s to come with their planned dates for their Sep/Oct/Nov District Meetings, March ROSE Days and June District Meetings/AGM’s/Changeovers to avoid clashes with dates for District meetings to be held in that year.

• Inform them of any other important events that will occur during that year.

• Discuss how planning for their ROSE Days is progressing (if they have not already been held).

• Depending on time available it may be possible to hold a short skill development or team building exercise.

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DIARY GUIDELINES FOR IWNZ SECRETARY (This page is for a May Conference – if the Conference is held earlier be aware of the 10 months before rule in Proposals and General Motions Rule) THROUGHOUT THE YEAR

• Be responsible for the IWNZ Archives, keeping them up to date and relevant.

• Keep in regular contact with IWNZ President for planning of National Governing Body meetings and IWNZ Conference Business Session.

• Communicate with Members at Large – forward Inner Link Magazine and Conference Minutes.

• Encourage Districts to forward their newsletters and encourage attendance at District Meetings. Send: A monthly newsletter to District Secretaries and cc to District Chairmen. Copies of emails to IWNZ President of any information sent out. Any Constitutional Material (IIW Convention Proposals and Amendments) to Constitution Chairman

JULY Reminder: To follow these Diary Guidelines. In your first newsletter remind District Secretaries to follow their Guidelines in the District Resource Manual and ask that they remind Club Secretaries to follow their guidelines in Club Resource Manual. Make all aware of the History Manual. Club, District and History Manuals are available on IWNZ Website. Receive: By July 10th IIW Executive and Board Director nominations from District Secretaries (as passed at June District Meetings). District Secretaries will have received official nomination forms from IIW (approx. April also on IIW Website) which must be correctly and fully filled in. Should a National vote be required Send out to Club Secretaries: Voting papers for IIW Executive and Board Director after 10th July. Pick a return date to give time for result, or one nominee for each/any position to reach the Returning Officer by 10th Sept. Send: Letter to District Secretaries with a reminder to send District Meeting and AGM Minutes to the IWNZ President, Vice President, Secretary and others as requested by the IWNZ President. Send: to District Secretaries, IWNZ nomination form for the positions of IWNZ President/National Representative and Vice President/Deputy National Representative, Treasurer and Secretary and rulebook eligibility requirements. List of those eligible is in The Red Book pages 31-33 And ask: District Secretaries to call for nominations from the Clubs to be sent back to the District Secretary by the 30th September in time for their District Meeting. If an election is necessary, this is to he held at the October District meeting. IWNZ Secretary/National Governing Body is to be advised of the result by 10th November. Ensure: the material on website has been updated for current year. Prepare: Material for National Governing Body Meeting with President. Send: Agenda/arrangements for meeting to National Governing Body Executive and Members.

POST CONFERENCE Confirm with IWNZ President that Conference Proposals AND the relevant section of the Minutes of IWNZ Conference have been forwarded to IIW for Ratification at their next meeting of either the IIW Executive or the IIW Governing Body. Send: To all Past Board Members/Directors, NGB Members, District Secretaries, Club Secretaries - to advise Club Secretaries notification of ratification by IIW of Proposals passed at Conference. If no letter received from IIW ask National President if ratification has been noted in the minutes she has received from IIW.

EXTRA IN CONFERENCE YEAR 10 months prior Receive: From Districts by July 10th Proposals passed at District Meetings in June for presenting at National Conference. These to be collated and sent to Constitution Chairman for her to check prior to being discussed at first National Governing Body Meeting.

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AUGUST Check: That the District AGM/District Meeting Minutes & reports from District Secretaries have been received by the IWNZ President, Vice President and Secretary. Ensure that Members at Large receive the IIW Magazine & IWNZ Inner Link magazines Send: IWNZ President’s Spring “Communicator” to National Governing Body members, Past Presidents/Board Directors, District Secretaries for distribution, by email, to Clubs, District Executives and Members at large. NATIONAL GOVERNING BODY MEETING Send: (By email attachment) Minutes and Statement of accounts to NGB Members, Send: (by email attachment) the Minutes to Past Board Members/Directors, District Chairmen, (for distribution to Clubs that request them) and to IIW (Reports to be summarized in Minutes).

SEPTEMBER Receive: By 10th September result of vote for IIW and Board Director if held. Send: Send any alterations and amendments to the current National Directory to District Secretaries and District Chairmen. Also send to all National Governing Body Members and IWNZ Past Presidents and Past IIW Board Members/Directors. Forward: Nominations to IIW Headquarters before 30th September deadline. (check required return date on voting forms) EXTRA IN CONFERENCE YEAR 8 months prior

Collate: With Constitution Chairman collate the passed proposals into book form and then Send: Conference Proposals approved at NGB Meeting to District Secretaries to send to Clubs for amendments. Clubs are to send Amendments to Constitution Chairman to be received by 10th November.

OCTOBER EXTRA IN CONFERENCE YEAR 7 months prior Remind: Clubs, via District Secretaries, to send Amendments to Proposals to be received by the Constitution Chairman by November 10th. Send: Letter to advise of Conference Meeting (usually held afternoon prior to start of Conference) for Present and Immediate Past DC’s which will cover Duties and Responsibilities at Conference.

NOVEMBER Receive: Nominations by 10th November from District Secretaries for NGB Executive. Arrange: Returning Officer for NGB Elections in consultation with IWNZ President. Prepare relevant information/details of vote if required. Send: List of Nominations and voting papers to Clubs. (Note: NGB Members DO NOT have a vote. each Club has only 1 vote). (Voting, if required, is due to Returning Officer by March 7th. Envelopes must have Club name on them.) Send: List of nominees to Returning Officer. And/or send: Letter to successful candidates if elected unopposed. Notify: NGB Members, Past Board Members, Clubs (via District), of results if no National Election is required. EXTRA IN CONFERENCE YEAR 6 months prior November 10th - Final date to receive Amendments to Proposals from Clubs and Districts. Draft: 1. Proposals and Amendments booklet with Constitution Chairman/President. 2. President’s Conference Biennial Business Agenda

DECEMBER EXTRA IN CONFERENCE YEAR 5 months prior Remind: District Secretaries that Proposals for the next Conference will be required before the next District Meeting Receive: From Constitution Chairman new list of proposals and amendments

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JANUARY Remind: Clubs, through District Secretaries, to complete Voting forms for IIW Officers etc. to be received by IIW by 31st March Send: To National Governing Body Members asking for reports and items for the Agenda for March Meeting and advise date and venue etc. if not already arranged (30 days prior).

FEBRUARY Remind: District Secretaries to order a Past District Chairman’s Badge. Prepare: Agenda for NGB Meeting with President. Send: Agenda to National Governing Body Members and observers two weeks prior to the Meeting. (Include Incoming Members) who will be invited by VP to attend as non-speaking (or participating) Observers. EXTRA IN CONFERENCE YEAR 3 months prior Send: Conference Agenda Proposals and Amendments, Minutes of previous Conference, Voting Delegate Form and any other Notices pertaining to Conference, to Past Board Members/Directors, NGB Members, District Secretaries, Club Secretaries and Members at Large by email where possible. (Note Agenda must be sent at least I calendar month and 1 week prior to Conference) Send: 1 week later By email to District Secretaries asking for them to check that all their Clubs have received all the forms EXTRA IN YEAR PRIOR TO CONFERENCE 15 months prior Notify: District Secretaries to call for Proposals from Clubs giving them a date for return so they can be circulated to clubs. Remind Clubs that any proposals need to be sent first to the Constitution Chairman for checking before being presented to District.

MARCH Inform: Nominees by personal letter whether they were successful or otherwise in the NGB elections (if required). Notify: NGB Members, Past Board Members, Clubs (via District), results of NGB Elections if held. Remind: District Secretaries to advise Clubs to consider nominations for IIW and Board Director and send a list of people eligible (See History Manual for those eligible in NZ). These are to be accepted at the June District Meeting. Completed forms (which are available on the IIW website in May) to be sent to IWNZ Secretary by July 10th.

Remind: District Secretaries to forward National Directory details to IWNZ Secretary as well as IWNZ Publicist in order to update IIW Database. Remind: District Secretaries to remind clubs that Service Records will be due in on 31st May. NATIONAL GOVERNING BODY MEETING Send: Minutes to all as listed in August. EXTRA IN YEAR PRIOR TO CONFERENCE 14 months prior Remind: District Secretaries to call for Proposals from Clubs giving them a date for return and then circulate to clubs

APRIL Update: IIW Database from Directory information by 1st May EXTRA IN CONFERENCE YEAR 1 month prior Send: Reminder of Meeting held prior to Conference, to those who were sent letters in October. Prepare: for Conference and/or Convention. Ensure: Voting Delegate forms have been received and prepare list of these for Minutes and for signing on collection of Voting Papers prior to Business Session.

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MAY Remind: District Secretaries to accept and adopt nominations for IIW Executive and Board Director at their June District Meeting. Forms are sent direct to Districts from IIW. Remind : District Secretaries that Club Service Records need to be in by 31st May. Service Records should also include any donations to be made in June (the financial year). See page on Charities Return Guidelines EXTRA IN YEAR PRIOR TO CONFERENCE 12 months prior Remind: District Secretaries that they should have received and circulated all proposals for the National Conference. POST CONFERENCE Send: Conference Minutes to NGB Members both incoming and outgoing) Past Board Members/Directors, Districts, Clubs, (1 copy to IIW (as an attachment) Send: Proposals passed at Conference to Constitution Chairman prior to sending to IIW for ratification by 30th August Send: Minutes of the IWNZ Conference to IIW along with any Proposals passed and the relevant Minutes to gain ratification by IIW.

JUNE Remind: District Secretaries: That IIW nomination forms should be completed and sent to the IWNZ Secretary by 10th July. In the year prior to Conference, all proposals for presentation to Conference and passed at District Meetings, should be sent to the IWNZ Secretary as soon as possible. Remind: President/Vice President (whoever is relevant) to set and advise a date for the August NGB Meeting and call for Agenda items from incoming NGB Members. Update lists of current year Office Holders or Past Office Holders in History Resource Manual . IIW (New Zealand only); . National Governing Body . District Update: . Pamphlets – check that Membership at Large on website is updated for new IW year . Resource Manuals NOTE To save time and money, correspondence is sent electronically whenever possible with formal letters sent as attachments. WORD seems to be the most compatible format, however, send documents which are not be altered in PDF format.

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IWNZ SECRETARY GUIDELINES FOR NATIONAL GOVERNING BODY MEETINGS

Be in constant contact with the IWNZ President preparing for the next meeting. Preparation for the AUGUST MEETING In April Send a letter to Clubs, after consultation with IWNZ President, to provide Dinner on Saturday (if required) In early June Remind IWNZ President to email all Members who are required to give reports, giving them a deadline of 3 weeks before the meeting to be with the IWNZ Secretary. Work up Agenda with IWNZ President - check Resolution book for annual/biennial reviews Send out Invitation/Meeting Format to all those attending Two/three weeks prior Make up place names in need Email out in batches: Agenda Contact details of those attending Reports that can be issued beforehand Check that everyone attending has a copy of the previous meetings minutes AFTER THE MEETING Prepare Minutes from notes taken during the meeting. Send draft to IWNZ President for her consent before sending out to

• All National Governing Body Members

• IIW – (needs to be at IIW 4 weeks prior to their next meeting) • All Past IIW Board Members and IWNZ Past Presidents

Preparation for the MARCH MEETING In November Check that VP has sent a letter to the Incoming NGB Members inviting them to attend the meeting at their own cost or by arrangement with their District. Send a letter to Clubs, after consultation with IWNZ President, to provide Dinner on Saturday (if required) In Early January Remind President to email all Members who are required to give reports giving them a deadline of 3 weeks before the meeting to be with the Secretary. Work up Agenda with IWNZ President - check Resolutions book for annual/biennial reviews Send out Invitation/Meeting Format to all those attending Two/three weeks before Make up place names in need Email out in batches Agenda Contact details of those attending Reports that can be issued beforehand Check that everyone attending has a copy of the previous meetings minutes

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AFTER THE MEETING Prepare Minutes from notes taken during the meeting. Send draft to IWNZ President for her consent before sending out to

• All National Governing Body Members

• IIW – (needs to be at IIW 4 weeks prior to their next meeting)

• All Past IIW Board Members, IWNZ Past Presidents Send out any letters required or other matters needing attention if required from the meeting.

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IWNZ SECRETARY TIME FRAME FOR NATIONAL CONFERENCE BEFORE CONFERENCE 24 months

• Check the Draft Time Frame for National Conference Proposals and work up Diary Work Sheet applicable to the date of the next Conference.

• You need to take into consideration the District Meeting times to ensure that any Proposals from Clubs can be voted on at the District meeting prior to the 10 months before time frame as stated in the IWNZ Inc. By-Laws (Red Book) on Page 44 under 3c. of Proposal & General Motion Procedures.

Six months before June District Meetings (17 months before Conference when held in May)

• Send A reminder to the District Secretaries advising that Proposals for the next IWNZ Conference are required to be called for prior to their next District meeting.

Four months before June District Meetings (15 months before Conference when held in May)

• Remind District Secretary to call for Proposals from Clubs giving a date for them to be returned, and subsequently circulate to all clubs.

One month before June District Meeting (12 months before Conference when held in May)

• Remind District Secretaries that they should have now received and circulated Proposals from Clubs for voting on at their District Meeting.

TIME FRAME FROM 10 MONTHS BEFORE CONFERENCE WHEN HELD EARLY MAY JULY

• Proposals considered by District Committees and those approved are to be sent to IWNZ Secretary by 10th July for forwarding to Constitution Chairman to check prior to Council Meeting

• Send out Business Session Blueprint to new NGB AUGUST

• Proposals discussed and ratified at the National Governing Body Meeting

• Proposals are circulated to Districts Secretaries

SEPTEMBER

• District Secretaries send out proposals to clubs and call for any amendments to be sent to the Constitution Chairman by 10th November

NOVEMBER

• 10th November deadline for amendments to proposals to be sent to Constitution Chairman (these are discussed at the next National Governing Body Meeting if possible)

DECEMBER

• Constitution Chairman forwards new list of Proposals, Amendments and General Motions to the IWNZ for compilation into booklet

FEBRUARY Send out to all Clubs, Districts, National Governing Body and all Past National Representatives and Past Board Members –

• Notice of Meeting and Guidelines

• Appropriate Voting Delegate Registration form (to be returned 1 month prior to Conference)

• Proposals and Amendments to the By-Laws and General Motions with Meeting Voting Instructions form (advise that no amendments will be taken from the floor if no amendments after initial proposals have been circulated)

• Copy of the last Conference Minutes.

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At least 2 months before prepare:-

• Delegate registration list for signature of delegate collecting voting slips on registration days.

• Prepare and print voting slips – a different colour for each proposal/general motion. (Have at least one spare form for each voting group)

• Collate above in District and Club order plus National Governing Body and Past National Representatives/Past Board Members.

• Prepare Business Session Agenda in conjunction with IWNZ President and IWNZ IPP 1 month before

• Have all voting delegate registration forms returned to IWNZ Secretary. Chase up in need.

• Obtain an up to date list of those attending Conference and prepare Roll Call list for Business Session.

• Email out Agenda for all Conference attendees NATIONAL CONFERENCE You are responsible for issuing the voting slips at Registration time.

• Have forms ready for issue and get Delegate to sign for them on collection. It is suggested you have an assistant as there are times that you need to be absent from your Registration desk.

• At this time, you will also need to check whether any Clubs have any additions or alterations to those listed as delegate and Observers.

• Prepare minutes so that the Minute Secretary only has to insert what actually happens at the Business Meeting

• You are involved with the Business Session Meeting and need to check voting delegate seating arrangements prior to the meeting

After Conference

• Minutes need to be prepared, circulated and then confirmed at the next National Governing Body Meeting.

• Any proposals passed need to be sent in letter form to IIW (along with a copy of the Minutes) for ratification at the next IIW Executive/Board Meeting.

• Once the proposals are ratified by IIW amendments to Rule books need to be communicated (you may need to check IIW Website for the posting of the Board Minutes to see that ratification has happened).

• Send letters of thanks to the host District and the Conference Committee thanking them for their conference efforts.

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FLOW CHART FOR CHARITIES COMMISSION, INCORPORATED SOCIETIES, AND THE AGM

31ST MAY HOPEFULLY ALL SERVICE RECORDS HAVE BEEN RETURNED END JULY CHARITIES COMMISSION RETURN This is completed online after the end of July (must be completed within 6 months of the end of the Financial year) Secretary to

• using information put together from the Club History Sheets and Service Records - amalgamate into one spreadsheet, total up columns and pass information to Treasurer

Treasurer to input

• Information from Secretary to be used in Part 1 and Service Records to be included as an addendum

• Financial information from previous year (to June 30th) to be input

• Copy of Annual Return Summary to be obtained Please ensure that a copy of the Annual Return Summary completed online is obtained to be circulated at the AGM MARCH ANNUAL GENERAL MEETING (held in March before the NGB Meeting) At least 1 month before meeting and no later than 2 weeks prior Send a Notice of Meeting to all NGB, District Secretaries & Chairmen, Past IWNZ Presidents This notice is to be passed on to all Clubs Suggested wording: Inner Wheel New Zealand Inc. wishes to advise members that the Annual General Meeting of Inner Wheel New Zealand Inc. is to be held at 2.00 pm, on the Friday before the March NGB Meeting at the same venue PLEASE ADVISE INNER WHEEL NEW ZEALAND Inc. SECRETARY (secretary@iwnz.org.nz) IF YOU PROPOSE ATTENDING THIS MEETING PLEASE. (for seating and Minute purposes) The purpose of this Annual General Meeting is to accept the IWNZ Inc.

• Financial Accounts for year ending …. 20. – 20.

• Performance Report submitted to the Charities Commission …. (date) This meeting is required as part of the Incorporation and Charities Commission legal requirements. There will be representation of all Districts at this meeting, as it is being held prior to the National Governing Body Meeting to which the current and outgoing District Chairmen are attending. Agenda of Annual General Meeting of IWNZ INCORPORATED Welcome: by IWNZ Inc. President MINUTES: Minutes of the INNER WHEEL NEW ZEALAND INC. MEETING previous years Finance:

• Performance Report for year ending 30th June as submitted online to the Charities Commission in November previous year

• Reviewed Accounts to 30th June previous year

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General Business:

• Appointment of Trustees (incoming officers) to 30th June (following year) ▪ President ▪ Vice President ▪ Secretary ▪ Treasurer ▪ Immediate Past President

• Appointment of Reviewer of IWNZ Inc. for accounts current IW year.

• Setting of Membership levy to IWNZ Inc (current IWNZ Levy which changes only at Conference time) payable by all club members be $13.00

• Brief report to be given by IPP (on the information gathered from the Service Records used for her IIW report in June of the previous year)

AFTER THE ANNUAL GENERAL MEETING Charities Commission CC52602 (less than 3 months before 1st July) - Forms are available on the Charities Commission website

• Update details form for a Charitable Entity (need date of birth info)

• Officer details

• Update Contact details in need

OTHER UPDATES REQUIRED IWNZ Treasurer needs to advise IRD of changes of personnel and contact details at Changeover time. Obtain information at AGM

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GUIDELINES FOR IWNZ TREASURER Information you may require is also in the Club & District Resource Manuals THROUGHOUT THE YEAR Usual Treasurer Duties — receiving money, banking, receipts, paying accounts. JULY Send: Letter to District Treasurers enclosing:

• Information Guide Sheet for District Treasurers (a reminder)

• Form for District Treasurers for IIW Capitation & National Council Levies for all paid up members in the District to be returned to IWNZ Treasurer by 30th September together with cheque for payment of fees

• Form for Club Membership payment and analysis which District Treasurer requests to be returned to her.

• Members at Large annual subscription are the responsibility of the IWNZ Treasurer. Prepare: Cash Book and complete Draft Financial Statements for previous year ended 30th June Financial Report for the NGB meeting. Budget for Financial year. Draft Financial Statements for previous year to National Governing Body It is your responsibility to get someone to be an Honorary Reviewer. A small gift is usually given to the value of $250.00 (as per Resolutions Book) Send: To Members at Large invoice for Annual Subscription when payment received Receive: IWNZ Directories copies of Invoices from Publicist AUGUST Present: At National Governing Body Meeting

• Financial Report for the meeting, including cheques for payment of travel etc

• Budget for Financial year.

• Draft Financial Statements for previous year to National Governing Body

• Cheque signatories to be confirmed and changed if necessary.

• Appoint an Honorary Auditor at this meeting. Remind: District Treasurers to remind Club Treasurers that the NGB Levy is due to National Treasurer by 30th September. Follow up: Any unpaid District invoices for IWNZ Directory. SEPTEMBER Receive: All fees from the four District Treasurers should be sent to you by 30th September. Set up & Maintain: A register of Club Receipts of Membership Numbers A 2 year register of District Membership Numbers for Morna Wood Trophy presented at the National Conference. Time span runs from 1st July following National Conference to 30th April previous to Conference. OCTOBER Send: Bank Draft and Forms for Capitation Fees to International Inner Wheel by 31st October. Only send those that you have received.

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NOVEMBER Remind: District Treasurers to Contact Clubs re subs received and complete Form for Capitation fees for new Members and continuing Members (paid between 31st August and 31st December) to be returned to IWNZ Treasurer by 31st January. JANUARY Send: Send out Order form to Districts and Clubs for both the International Inner Wheel and IWNZ Directories. Payment for IIW Directory is to be sent back to IIW by March with the order numbers. NOTE that Clubs and Districts may receive an order form direct from IIW. On no account should their orders be sent direct to International. All orders must be collated through the IWNZ Treasurer. (IIW Never send an order form to the IWNZ Treasurer, ask your club for a copy to get the price). Keep in contact with Publicist with the IWNZ Directory order numbers FEBRUARY Prepare: For National Governing Body Meeting (same as for August meeting) Fees to be set for following year. Check: Stock and order if necessary from IW Club of Riccarton for 4 Past National Council Bars — and any other bars or badges required for Changeover. (The retiring Past President is entitled to a Past National Representative badge and a Past National Governing Body Bar when she leaves NGB. Other retiring Executive Members receive their appropriate bar. MARCH Advise: District Treasurers of fees payable for IIW Capitation and National Governing Body Levies per member for the following year as set at the March National Governing Body Meeting. Do this as soon as you can after the March meeting but definitely by end of April as per the By-Laws. Send: Bank draft or Telegraphic Transfer for IIW Directories ordered to IIW Headquarters. Ratify: Annual audited accounts for previous year at the National Governing Body Meeting. APRIL Remind: District Treasurers to ask Clubs to send them any further Capitation Fees received. New Members 1st January to 31st March pay at half rate. District Treasurers to collate fees and send form to IWNZ Treasurer by 15th May. Prepare: In a Conference Year prepare a set of Draft Financial Statements as at the date one (1) month prior to the Conference date for presentation at the Business Session. MAY Send: Draft or Telegraphic transfer for further fees received to International Inner Wheel. These are the main tasks associated with being IWNZ Treasurer. There will also be extra duties during Conference Year as well as any other financial projects which National Governing Body may decide to do.

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ORDER FORMS FOR INNER WHEEL NEW ZEALAND DIRECTORY JANUARY Send: Order forms for IWNZ DIRECTORY and the IIW DIRECTORY to District and Clubs when Publicist sends the forms for Directory Information. These are to be returned by 10th March. Follow up in need MAY/JUNE Payment for the IWNZ Directories is to be made by Clubs to their District Treasurer. District Treasurers are to send payment to IWNZ Treasurer. Copy of the total District Invoice must be sent to IWNZ Treasurer by the Publicist when collating the orders.

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REIMBURSMENT OF COSTS TO NATIONAL GOVERNING BODY EXECUTIVE AND MEMBERS

All members of the National Governing Body are reimbursed their travel costs to NGB Meetings at the most reasonable airfare available or at the going rate for mileage. Mileage rate should be an agenda item for review at the March NGB Meeting. National Executive accommodation is paid by IWNZ to a maximum of $90.00 per night again to be reviewed at the March NGB meeting annually. District Chairmen are reimbursed by their District. All attendees at the NGB meeting have their morning and afternoon teas paid for by IWNZ. Breakfast is paid for by the attendees unless included in the accommodation rate. Friday and Saturday night dinners and Saturday and Sunday lunch are paid for by each attendee. Drinks and nibbles before dinner are also paid for by attendees. The IWNZ Vice President, Treasurer, Constitution Chairman, Editor, Publicist and Webmaster have their IWNZ Conference base registration fee paid by IWNZ. The IWNZ Secretary has her base registration and accommodation fees paid by IWNZ. Note: the IWNZ President and Immediate Past President, in office at the time of Conference, have their registration and accommodation costs paid for by the Conference Committee. The IWNZ President, Secretary and Treasurer are given a $55 allowance to cover stationary items. This to be reviewed annually at the March NGB Meeting IWNZ pay for a small gift (about $50) for the outgoing IWNZ President to be given at National Changeover. For other reimbursements refer to the IWNZ President and Vice President reimbursement pages in this manual. NOTE:- If IWNZ Conferences have optional dinners and paid events these should be paid for by IWNZ NGB members

SEE IN DISTRICT MANUAL FOR DUTIES OF NATIONAL GOVERNING BODY MEMBER/DISTRICT CHAIRMAN

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GUIDELINES FOR IMMEDIATE PAST PRESIDENT 1. The Immediate Past President is the Chairman of the IWNZ Membership Committee and

membership should be her main focus throughout the year .

2. She also holds the National photograph albums and updates them for her year of office as IWNZ President.

3. The Past President attends the National Governing Body meetings and is entitled to travel,

accommodation and meals as per National Executive members. 4. The Past President’s registration is paid for by IWNZ for her to attend the National Conference. 5. A copy of the Inner Link magazine is to be sent to her by the IWNZ Editor for proof reading before

being printed. 6. The Past President is there to help and advise the IWNZ President on matters that she may be

unclear about from preceding years. 7. The Past President will give a report on her year as President to the National Conference if

Conference falls in her year as Past President. 8. In Conference year the Past President in conjunction with the IWNZ President and IWNZ Secretary

is responsible for handling the voting procedure at the Conference Business Session. (See Conference Business Session Blueprint for duties)

9. If Conference falls in her year as Past President she will co-host with the President any Cocktail

Party that may be held at the Conference and members of her National Governing Body are included in the invitation list.

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GUIDELINES FOR DUTIES OF THE MEMBERSHIP COMMITTEE

The Membership Committee shall be ex-officio to the National Governing Body. The Chairman of the Membership Committee shall be the IWNZ Immediate Past President of the National Governing Body. The IWNZ President, Vice President and the four serving District Membership Officers shall be members of this committee. The purpose of the Membership Committee is:

• To co-ordinate Membership nationally

• To encourage Membership, extension and retention of membership in existing Clubs

• To give support and assistance in the formation of new Inner Wheel Clubs

• To be of assistance to Clubs who may be in danger of disbanding

• To support the idea of District Link Clubs, Sister Clubs and inter-District and International Links

• To enhance the profile of Inner Wheel The Membership Chairman will ensure that all pamphlets and leaflets published by IWNZ which assist Clubs and Districts in the work of Membership are kept updated in partnership with IWNZ Publicist. All pamphlets and leaflets for Membership work are to be available on the IWNZ website. If any are updated, copies are to be emailed/sent to the IWNZ President, Vice President and Secretaries for their records. The National Representative will have available any Membership material received from International Inner Wheel. The Membership Committee will not hold formal meetings but contact will be made by email, telephone, Skype, Google Meet or Zoom when necessary. In the first instance contact should be made with the IWNZ President. The National Membership Chairman will prepare a report from information she has obtained from each District Membership Officer for the meetings of the National Governing Body.

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GUIDELINES FOR IWNZ EDITOR Duties:

• To prepare and publish the National Magazine ‘Inner Link’ with approval of the IWNZ President. The format and size of the magazine shall be approved by the National Governing Body. In a New Zealand Conference year an additional section shall be added to include a report of the conference.

• To contact printers for at a minimum of 2 quotes for printing the ‘Inner Link’ and then present a budget and quotes to the March NGB Meeting after discussing first with the IWNZ Treasurer.

• Liaise and consult with the Webmaster to provide information for the website.

• To produce a report to the National Governing Body prior to their meetings and be prepared to attend if called upon.

• Liaise with District Editors regarding Club Newsletters and who they should be sent to.

• To keep a record of Bereavements in order to create a Power Point for the IWNZ Biennial Conference. The National Magazine ‘Inner Link’ The IWNZ Editor is responsible for the National Magazine “Inner Link” which is produced for distribution prior to Clubs and Districts Annual Meetings. It should contain:-

• An article by the National President

• A profile of the incoming President.

• Honoured Active Members as recorded from each District for that year

• Short report from each District Chairman

• News from each District

• Short profile on Incoming District Chairman/National Executive if new

• A current photograph of the National Governing Body Members

• Reports on National Conference and IIW Convention when held

• Other articles for inclusion should be discussed with the IWNZ President In a National Conference year, the ‘Inner Link’ is to be larger to incorporate reports on the Conference. The ‘Inner Link’ magazine is to be ready for distribution in time for the first District Changeover Meeting. (Usually late May) A proof of the ‘Inner Link’ should be sent to the IWNZ President and Past President for proofing prior to printing. The IWNZ Treasurer is to be contacted in late April for number of copies required for all members of Inner Wheel New Zealand (including Members at Large) Copies of ‘Inner Link’ should also be sent to: International Inner Wheel President International Inner Wheel Editor IWNZ President, Vice President, Past President, Secretary, Treasurer and all the NGB members. Copies for Members at Large should be sent to the IWNZ Secretary for forwarding on. It may be sent to other countries and to Rotary personnel at the Editor’s discretion in consultation with the IWNZ President. Send one copy to the IWNZ Archivists. The Editor is to carry out any tasks required by the IWNZ President but is particularly responsible for articles for the International Magazine/Website.

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GUIDELINES FOR IWNZ PUBLICIST

Duties:

• To prepare and publish the IWNZ Directory

• To contact printers for at a minimum of 2 quotes for printing the IWNZ Directory and then present a budget and quotes to the March NGB Meeting after discussing first with the IWNZ Treasurer.

• To prepare and revise Inner Wheel information leaflets and other material to keep it up to date and relevant in conjunction with the NGB

• To provide information to and consult with the Webmaster and Editor.

• To prepare a report for the National Governing Body prior to their meeting and be prepared to attend if called upon.

• In conjunction with the IWNZ Webmaster ensure that the National Directory is kept up to date with alterations and amendments

An electronic folder with relevant information and instruction will be sent to you by the previous Publicist once she has sent out the Directory she has compiled. IWNZ DIRECTORY TIME FRAME July

• In conjunction with the IWNZ Secretary ensure that the Members at Large brochure on IWNZ Website has been updated for the new IW year.

• Send any alterations and amendments to the current National Directory that have been sent in by District Secretaries and Clubs to IWNZ Secretary for her to distribute.

August

• Send any alterations and amendments to the current National Directory that have been sent in by District Secretaries and Clubs to IWNZ Secretary for her to distribute.

• Send amended copy of the Directory to the IWNZ Webmaster to publish September

• Prepare all mail out material for next year’s IWNZ Directory November

• Send letter to District Secretaries asking them to remind their Clubs that Office Holders need to be elected at their February Meetings in time for the Directory information.

January

• In early January send out to all District Secretaries the National Directory forms that need to be attended to by both NGB, District and Clubs.

• NOTE these are to be returned to the Publicist via the District Secretary email attachment only. These forms are not to be altered or forms from previous years used.

• Obtain quotes from Printers for 300 and 350 copies. February

• Prepare a Report for National Governing Body Meeting giving the quotes obtained for the printing of the IWNZ Directory for distribution at the end of May/June.

• Remind District Secretaries of the deadline to have Directory forms back no later than 15th March (preferably as soon as possible after the clubs’ February meetings)

March

• Present quotes at March National Governing Body Meeting.

• Two proof-readers required. Appointed at the March NGB Meeting

• Immediately following NGB meeting write to Printer confirming quote for National Directory.

• Discuss with Printer the timeframes for publishing the Directory

• As the returns come in check them and enter on computer. Contact District Secretary for missing returns.

• Send IWNZ Secretary copies of the names and contact details of incoming District and Club Executives so she can update the IIW database.

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April

• International Inner Wheel Theme and information of IIW positions available mid-month. (If not heard by middle of month contact National Representative).

• Send all National Directory information to the Printer – remind them of deadline.

• Arrange with 2 others to proofread Directory before final publication. May

• Proof from Printer – check and send back corrections

• Ensure that the Directory is ready for distribution by the first District Changeover.

• Put Club Directories into Club bundles according to orders and courier to the District Treasurer. Advise District Treasurer and District Chairman of this by email.

• Send to each District Treasurer a list of the Directory invoices for the Clubs in their District. The District Treasurer is to collect money from Clubs for Directories and forward a cheque for the total to the IWNZ Treasurer by 20th August.

• Send IWNZ Treasurer a copy of all the Invoices.

• Request IWNZ Treasurer to send invoices to advertisers. June

• Distribute Directories at District Meetings and post complimentary copies as listed below.

• Advise each District Secretary the date that any Directory alterations and amendments need to be sent to IWNZ Secretary by (usually 31st July)

Send Complimentary Copies to: IWNZ Executive: President, Vice President, Immediate Past President & Secretary - 2 copies each Treasurer, Editor, Publicist, Webmaster & Constitution Chairman – 1 copy each Past National Presidents: Cecile Pierce, Beth McNeil, Pat Caves, Suzanne Whitty, Jean Currie, Almond Royds, Carole Young, Marion Patchett, Annabelle Valentine, Colleen Payne, Dorothy Booth, Carole Haigh, Lyn Jensen, Hazel Hunter, Di Patchett, Joanne Gaudin, Christina King, Darlene Westrupp Past International Presidents: Alison Dowson (Beth McNeil and Carole Young are included in Past National Presidents list) Conference Committee – 2 copies International Inner Wheel IIW President, IIW Vice President & IIW Administrator – 1 copy each Australia Incoming President of IW Australia 1 copy Incoming National Representative of IW Australia 1 copy Members at Large Send copies to IWNZ Treasurer who send out when she receives their payment for the coming year. Archives Send one copy to the IWNZ Archivist. Send all extra copies to the IWNZ Treasurer.

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GUIDELINES FOR IWNZ WEBMASTER Duties: To produce an up to date and well maintained Website. To prepare a report for the National Governing Body prior to their meetings and be prepared to attend if called upon. The content of the report for each meeting will be decided by the IWNZ President but should include numbers of visitors to the website. To keep the Website updated on a regular basis, deleting information when space is required. Ensure that all material uploaded to the IWNZ website or IWNZ Facebook page is proofread and edited for correct grammar and spelling. To liaise with the IWNZ Editor with regard to news items, obituaries and Honoured Active information from Districts and Clubs Newsletters should be sent out by email in .pdf format with the club and month in the subject line. Once newsletters are placed on the website, emails containing these should be filed in email under the appropriate Districts. To reduce the size of the website, newsletters older than 3 months should be deleted accordingly. Previous years email can be archived under each District. Obituaries are placed on the website as they are received, the most recent at the top. A heading of the name and club should be in bold, followed by a news item about the person and a photo if supplied. At the March NGB Meeting remind District Chairmen to make sure Honoured Active Members are current and obtain updated lists of these from the Clubs in their District. Keep information updated on the Facebook Page. Access to loading to Facebook can be granted to the current IWNZ President, Vice President and nominated District person. Additional duties In a Conference Year Ensure there is always a link on the IWNZ website to direct viewers to the Conference website iwnzconference.org.nz Ensure that during the Conference information of events held during the duration of Conference are uploaded to the IWNZ website during the Conference. This information could be obtained from the IWNZ Conference website or requested from the Conference Committee. Calendar Guide for Webmaster Throughout the year Keep the website updated on a regular basis or as deemed necessary by the Webmaster. Advertise all upcoming events, IWNZ Conferences, IIW Conventions etc. on the Website and Facebook as appropriate. Before July each year

• Receive photographs of the incoming NGB - usually taken at the March NGB Meeting

• Receive the new International Theme and Logo along with the IIW President from the National Representative.

• Receive an introductory letter/report from the incoming IWNZ President for the website

• Receive updated Manuals, forms and pamphlets from IWNZ Secretary for insertion on Website in July July 1st July put the above live on the website Liaise with the IWNZ Secretary and IWNZ Publicist to ensure that all pamphlets and manuals on website are the current copies and updated for current IW year.

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August Advise at the NGB Meeting of any changes made to the passwords for IWNZ website September 1st September is NZ Inner Wheel Day, insert information and photos as received from clubs who have celebrated in some way and load to Website and Facebook January 10th January International Inner Wheel Day, get information and photos from Clubs who have celebrated in some way and load to the Website and Facebook June If relinquishing this position pass over the passwords relevant to the position to the incoming officer.

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DUTIES OF AN NGB COUNCIL MEMBER/DISTRICT CHAIRMAN The District Chairman represents her District on the National Governing Body of Inner Wheel New Zealand as a Governing Body Council Member and is entitled to one vote.

She is expected to attend all meetings of the National Governing Body during her term of office. IWNZ will reimburse for travel to and from the NGB meeting. (Members are expected to find the cheapest means of travel available.) Morning and afternoon tea during the day(s) of the NGB meeting are met by IWNZ. All other expenses are to be paid for either personally or by her District.

In the event of the Council member being unable to attend a National Governing Body meeting the First Vice Chairman of the District Executive Committee shall attend and be entitled to vote for the Governing Body member. Reimbursement expenses apply as for the District Chairman.

The District Chairman will provide a report on her District at each of the meetings she attends and will also give a resume of her year as District Chairman at the National Conference. Guidelines for these reports will be sent out prior to the meetings/conference.

The District Chairman is responsible to the District Committee and must relay decisions of the National Governing Body to the District Executive and/or members at the appropriate time. She must abide by the decisions made by the National Governing Body.

All correspondence relating to the decisions made by the National Governing Body must go through the IWNZ Secretary.

When speaking as District Chairman, the NGB Council member must be aware that she is part of the National Governing Body in matters pertaining to the National Council. It is not permissible for a District Chairman to speak or enter into correspondence on behalf of the National Governing Body unless previously instructed to do so.

A District Chairman presides over the District Meetings and the District Executive Meetings. She is the host to the IWNZ President/National Representative or the International Inner Wheel President on any visits made to her District. (Note – International Inner Wheel Board Directors do not take precedence over the IWNZ President in New Zealand only the IIW President)

The District Chairman receives the Charter for a New Club from the National Representative and presents it to the new Club on the occasion of the Charter function.

She is responsible at all times for the wellbeing of her District and must maintain good relations with the members of the Executive at all times and put the well-being of her District first.

A report on the general business of the District to the President of Inner Wheel New Zealand Inc. should be sent after every District Executive and District meeting if the President has not been present. Minutes of all meetings with reports must be forwarded to the IWNZ President and the IWNZ Secretary.

The District Chairman is responsible for sending her monthly newsletter directly to all National Governing Body Members.

If there is any movement regarding membership – new Clubs in the offing or Clubs in trouble, she should immediately inform both the IWNZ President and IWNZ Membership Chairman.

National Governing Body members must remember that they present the views and wishes of their members and not their own view.

When voting at the IWNZ National Conference she must use her National Governing Body members vote to vote in favour of any Proposal put forward by the National Governing Body. Be aware of what is required when a visit by the IWNZ President to your District occurs. NOTE: See District Manual - The visit of the National President to Districts

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DUTIES OF THE CONSTITUTION COMMITTEE CHAIRMAN To be nominated and elected by the National Governing Body biennially and may serve for a minimum of two years and a maximum of four consecutive years. QUALIFICATIONS It is recommended that the Constitution Chairman has held one of the following Offices:

• International Inner Wheel Board Member/Director

• President of Inner Wheel New Zealand Inc.

• National Representative COMMITTEE MEMBERS The IWNZ President, Immediate Past President, Vice President and one serving IWNZ Council Member, elected by the National Governing Body annually at the first NGB Meeting of the Inner Wheel year. DUTIES The Constitution Committee shall be ex-officio to the National Governing Body, its purpose being to consider whether all Proposals and Amendments submitted by Districts and Clubs are constitutionally correct. The Constitution Chairman shall have all proposals for both IWNZ National Conference and IIW Conventions sent to her for perusal prior to the IWNZ National Governing Body Meetings so that she can make recommendations to the NGB Meeting. The Constitution Committee will not hold meetings; contact will be made by email, telephone, Skype, Google Meet or Zoom when necessary. Districts or Clubs should submit their Proposals or Amendments to the Constitution Committee before they are presented at District or Club level to ensure that they do not require correction at a later date. Districts must send all Proposals, General Motions and Amendments to the Constitution Chairman for administrative checking and suitability of wording before forwarding to the IWNZ Secretary. The Constitution Committee is impartial regarding the content of Proposals and Amendments and will check to make sure that they do not contravene the International Inner Wheel Constitution, National By-laws, and District or Club rules and are grammatically correct. The Constitution Committee may check all credentials given by nominees for National Executive Committee, Board Director and IIW Executive Committee before they are sent to Clubs for voting on or submitted to International Inner Wheel.

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CONSTITITION COMMITTEE RESPONSIBILTIES FOR NATIONAL CONFERENCE

The Constitution Chairman shall review all Proposals and Amendments that have been submitted for the Business Session of the National Conference to make sure that they are constitutionally correct before they are sent out to the District and Clubs. The Constitution Chairman should work closely with the IWNZ President regarding the correct order for Proposals before circulation. When all Amendments have been received the correct order should be decided for the Business Session of any Ratifications, Proposals and Amendments, Recommendations and General Motions. The Constitution Chairman should check the format for the Voting Delegate Form before it is sent out. The Constitution Chairman should assist with the voting arrangements and be seated near the President at the Business Session in case any consultation is required. Following the National Conference, the Constitution Chairman should liaise with the IWNZ Secretary to ensure that any Proposals or Amendments that have been carried are forwarded to International Inner Wheel for ratification by IIW at either an Executive or Board Meeting. Once ratification has been received from IIW all Districts and Clubs must be advised. The Constitution Committee with the National Governing Body is empowered to adjust the numbering to the By-laws and District and Club Rules following a Conference, and to add or delete from the Handbook section as considered appropriate. The Constitution Committee should ensure that any items that are not resolved satisfactorily and need further attention are carried forward to the next National Conference. See Page 50 of the Club Manual

IWNZ GUIDELINE - HOW TO SUBMIT A PROPOSAL/AMENDMENT

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GUIDELINES FOR THE PREPARATION OF A NEW EDITION OF THE INNER WHEEL NEW ZEALAND INC. RULE BOOK (Red Book)

• The updating of the IWNZ Inc. Rule book is the responsibility of the IWNZ Constitution

Chairman. This will be done when required by the IWNZ Governing Body.

• The Book comprises 5 sections: The IIW Constitution, IWNZ Inc. By-Laws, District Rules, Club Rules and Handbook.

• Obtain editable Word and PDF copies of the previous edition from the IWNZ Secretary. This will not include the section on the IIW Constitution (see below).

• The IIW Constitution is available on the IIW website. The current PDF version may be copied and saved by the Constitution Chairman into her files and sent to the publisher for inclusion in the updated edition. The Constitution cannot be changed or altered in any way. Note that the sections of the IIW Constitution relating to Clubs and Districts with no National Governing Body are irrelevant.

• Changes to the IWNZ Inc. By-Laws, District and Club Rules may only be made after their adoption at IWNZ National Conference is ratified by IIW Executive.

• Notification of this will be forwarded to the IWNZ Constitution Chairman by the IWNZ Secretary.

• Within each of the sections - IWNZ Inc. By-Laws, District, Club Rules and Handbook - the required changes are made to the previous Word or rtf copy. It is useful to show any words to be deleted in red and replacement or additional words in blue.

• When completed, save the modified version as a PDF file indicating the number of the modified version of the file (e.g. the first Version is (1)). It is important that the version distributed for comment is a PDF version only. This ensures that an editable version is not available to anyone except the Constitution Chairman. The PDF version is distributed to members of the Constitution Committee for comments. These can be made by using the `Add Note’ feature of the program.

• Suggested changes or omissions noted by the Constitution Committee should be made in the Version (1) Word or rtf file and then saved as Version (2). When all changes have been made, the final PDF version should be forwarded to the printer.

• The printer will return a PDF copy of the revised Rule Book for scrutiny. Any further comments/required changes are made as “Notes” on the script. The printer should be asked to return the final version for scrutiny prior to approval to print.

• When the new edition of the Rule Book is printed send an editable and associated PDF file of the IWNZ Inc. By-Laws, District, Club Rules and Handbook sections to the IWNZ Secretary for filing ready for the next review.

• Send a PDF copy of the new By-Laws to the IWNZ Webmaster for inclusion on the website

• Following the printing of an addendum, or a new edition of IWNZ Inc. By-Laws, District, Club Rules and Handbook, both an electronic and a hard copy should be forwarded to the Administrator, IIW Headquarters.

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GUIDELINES FROM NATIONAL GOVERNING BODY Pertaining to nominations for the positions of

NATIONAL REPRESENTATIVE/IWNZ PRESIDENT

DEPUTY NATIONAL REPRESENTATIVE/IWNZ VICE-PRESIDENT IWNZ TREASURER IWNZ SECRETARY

Nomination forms for the above positions are sent to District Secretaries each year by the IWNZ Secretary In JULY each District Secretary ask Clubs to call for nominations for the following positions:

• National Representative/IWNZ President

• Deputy National Representative/IWNZ Vice President

• IWNZ Treasurer

• IWNZ Secretary Please refer to the International Inner Wheel Constitution (Blue Book) and Inner Wheel NZ By-laws Club and District Rules Handbook (Red Book)for eligibility criteria. Clubs then obtain their nominees consent on the Nomination form. This is sent to the District Secretary by your specified date. Each nomination must be accompanied by a passport size photograph (or email Jpg one) suitable for photocopying and a list of qualifications on the official form. Should there be more than one nominee for any position the District Secretary will send a list of these nominees to Clubs to conduct a vote, either at the October District Meeting or by post. Those elected become the District nominees. No more than one for each position. These nominations are returned to the IWNZ Secretary by 10th November. If a vote is required Ballot papers with nominations from all Districts will be sent to each Club by the IWNZ Secretary. Ballot papers to be forwarded to the (independent) Returning Officer no later than 7th March.

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INNER WHEEL NEW ZEALAND INC.

Guidelines pertaining to Nominations for National Governing Body 2021-2022

Due for return to IWNZ Secretary by 10th November 2019 Refer to Inner Wheel New Zealand By-laws and Handbook 2019 (Red Book) Page 31 for full details of eligibility and qualifications required for each position. No more than one nomination for each position from a District. District Nominations are to be returned to the District Secretary by 31st August 2020 then ratified at the District Meeting in October (if more than one nomination for a position in the District a vote is to be taken) President Inner Wheel New Zealand 2021-2022 Vice President Inner Wheel New Zealand 2021-2022 Qualification required - must have served as a Past District Chairman, Vice Chairman, Secretary or Treasurer and served as a member of a National Governing Body for at least one year at the time of nomination. Treasurer Inner Wheel New Zealand 2021-2022 Qualification required – must have served as a District Treasurer for at least one year at time of nomination Secretary Inner Wheel New Zealand 2021-2022 Qualification required – must have served as a Delegate to a District Committee or as a Club or District Secretary for position nominated.

A 250 word Mission Statement must accompany this form for use should an

election be required.

A passport sized photograph must also accompany the nomination

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Inner Wheel New Zealand Inc. Nomination for National Governing Body 2021 -2022

This Form must be returned to IWNZ Secretary by 10th November 2020 Address: 211 Plateau Road, Te Marua, Upper Hutt, 5018

NOMINATIONS ARE REQUIRED FOR: (Please tick position nominated for) National Representative/IWNZ President IWNZ Treasurer

Deputy National Representative/IWNZ Vice President IWNZ Secretary

Please check your IWNZ By-Laws District and Club Rules Handbook 2019 (Red Book) Page 23 to check for eligibility and qualifications

PERSONAL DETAILS: Name: Telephone:

Address: Mobile:

Fax:

Email:

Partners name:

Club: District: NZ29

Present Office/s held in Inner Wheel:

ELECTED PAST OFFICES HELD IN INNER WHEEL

Position IW Club of District Year

I ACCEPT THE NOMINATION AS FOR IWNZ 2021-2022

Signature of Nominee: Date:

The above nomination was approved at a Club Meeting held on:

Signature of Club President/Secretary:

The above nomination was approved at a District Meeting held on:

Signature of District Chairman/Secretary:

Note to Club / District Secretary: Each Club/District may elect ONE NOMINEE for each position. Use a separate form for each nominee.

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THE MARGARETTE GOLDING AWARD

From IIW Website It was decided at the Eleventh Convention in May 2000 that – “An Award be created in the Name of Margarette Golding for highly commendable personal service through Inner Wheel in the community” The award has been available since September 2001 and over 300 people have now received a Margarette Golding Award. CRITERIA The successful Margarette Golding Award recipients have generally been involved with a variety of charities or organisations for a very long time, often involving a great deal of commitment on a very regular basis. This work must be completely unconnected with Inner Wheel membership, Inner Wheel or Rotary fundraising activities. Alternatively, or in addition they must have made great personal sacrifices for the benefit of others. The awards are given to Inner Wheel members as well as members of the general public. The criteria for success are set high so that the award remains a truly significant marker of an individual’s commitment to others. (Taken from IIW Website) See Club Manual also for information.

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GUIDELINES FOR PLANNING A VISIT OF THE PRESIDENT OF INTERNATIONAL INNER WHEEL

(Issued by International Inner Wheel) The IWNZ National Representative is responsible for the visit of the International President and organises her itinerary and accommodation. She should try and accompany the IIW President during the length of her visit. The President’s travels can be long and demanding, usually involving visits to several countries. Her travels involve changes in time zones, climates and foods. The President must have some rest time to ensure her continued good health and a successful and enjoyable visit with you.

Arrival The President must be met at the airport and taken to her hotel. Please do not plan long receptions at the airport, visits with members or sightseeing tours en-route to the hotel. Please ensure the member(s) meeting the President carry a large placard displaying the name International Inner Wheel for ease of recognition.

Accommodation Comfortable accommodation with facilities for relaxing and working should be reserved. Please ask in advance if the President is prepared to be home hosted.

Security Security varies from place to place. Depending upon the locations and any unusual situations, appropriate and adequate security must be arranged for the President.

Food and Drinks During her travel, the President experiences frequent changes in the types of food and drink provided. A few special provisions can help avoid physical discomfort and distress. It would be appreciated if sealed bottled water is available at the hotel and at all meal functions. IIW will inform you of any dietary requirements for the President. VISIT OF THE PRESIDENT: 1. Activities should be planned to accommodate the following priorities:

• Meeting and talking with members. • Visiting Inner Wheel projects.

• Sightseeing (only if time permits) 2. Daily Schedule:

• On arrival, consideration to be given to the length of journey/jet lag, the President must be allowed to rest before participating in any event.

• Time should be allowed between any afternoon function and an evening function.

• All evening functions should be scheduled to end by 10.30pm. 3. Programme:

• The President will deliver her remarks in English and will usually speak for about 20 minutes. If interpreters are used to translate the President’s address and other comments, she may adapt her speaking time accordingly. The President’s speech should be clearly the highlight of any programme.

• At all official functions, the President will be the Chief Guest and may offer the toast to International Inner Wheel to which no reply is made.

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4. Travel:

• The President must travel by air on scheduled commercial flights only. Travel by private plane is not allowed.

• While the President’s travel is paid by International Inner Wheel, it is the responsibility of the Club/District/Association/Council to accept all expenses in their own country, including travel.

5. Invitations:

• Please plan your invitation well in advance to give the President time to organise her programme for the year. (As the IIW President is invited to attend the Biennial New Zealand Conference a letter/email should be sent as soon as she has been elected Vice President so that she can plan her schedule.)

6. Gifts:

• If your country wishes to present a small gift to the President as a reminder of her visit, it would be appreciated if the gift is small in size. It is not possible for the President to carry extra luggage, as on some trips she will be visiting several countries and large books, pictures, etc. are very heavy and regrettably cannot be accepted. If the President is visiting Clubs and Districts and they wish to give her a gift please remind them too keep it small and light.

VISIT OF THE INTERNATIONAL INNER WHEEL PRESIDENT Please complete this form and return it to The Administrator, International Inner Wheel HQ, to reach this office at least 30 days prior to the President’s arrival. Email is quite acceptable and also send a copy to the President. With this form, please also send a detailed programme of the President’s stay in your area for her reference. 1. Hotel: Name and address of hotel Telephone No: Facsimile No: 2. Arrival: Name, address, telephone and email of the person in charge of the welcoming delegation. 3. Programme: Please provide details as to the activities suggested and when the President is to appear on the

programme. Also, please indicate if you wish her to place emphasis on any particular aspect of Inner Wheel. Feel free to attach additional pages.

4. Dress: Considering each activity on the schedule and type of climate, please advise appropriate dress for

the President. If formal dress/evening dress is required for any function, please state.

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Charter Application Form

Please note this form can be downloaded from the IIW website www.internationalinnerwheel.org under For Members/Official Documents

1. The Charter Application form must be completed in full. 2. It is essential to complete the form applying the appropriate classification of

membership, as shown on the attached sheet. 3. Complete in typescript the details of the Club together with the Presidents and

Secretary’s names and addresses. 4. This form when signed by all members joining must be forwarded to International

Inner Wheel Headquarters. A photocopy will not be accepted. 5. It is usual to take the name of the corresponding Rotary Club which is sponsoring

the new Inner Wheel Club. A geographical name is acceptable if more than one Rotary Club or Inner Wheel Club is involved in the formation of the new Inner Wheel Club.

New Clubs are now being sponsored by Inner Wheel Clubs, many of these are, ‘New Generation Clubs’, where membership may consist of younger women who may not have a relationship to a Rotarian but who are eligible for membership through their relationship to an Inner Wheel member. Please note: New Clubs can now be formed inviting women to join who have no connection to Rotary or Inner Wheel. The minimum number of Active Members required to form a Club is 10

6. All correspondence will be sent to the Club Secretary. Alan Phillips Administrator

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The following are eligible to apply for membership:-

Active Membership: Active Membership may be retained or taken up by the following provided that they are over 18 years:

a) Women related to Rotarians/former Rotarians

b) Women related to Inner Wheel members/former Inner Wheel members

c) Women who have been invited to join – provided that a majority of the Club members agree.

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We, the undersigned on behalf of the Club, wish to apply for membership of International Inner Wheel and undertake to accept the International Inner Wheel Constitution and Byelaws. Inner Wheel Club of: Name of Sponsoring Rotary Club/s or Inner Wheel Club/s: ……………………………………………..………………………………………………………….. Country:………………………………….. Inner Wheel District No:……………………….. Number of Members:……………………. Date of Formation Meeting:…………………….. President:……………………………………..…………. Address:…………………………………………………………………………………………….. ………………………………………………………………………………………………………… Post Code:……………………..Tel No:………………..…………………. E-mail..................................................................................................................................... Secretary:………………………………………………… Address:…………………………….…………………….…………………………………………. ……………………………………………………………..………………………………………….. Post Code:………………Tel No:………………..………………… E-mail..................................................................................................................................... Any additional contact information that might be useful. ................................................................................................................................................

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To be completed by all persons Applying for membership

Insert appropriate

Letter (a – c as per page 51)

Rotarian’s Rotarian’s Name Club

If applicable

1) Name: (Print)……………………………….. ………. ………………………….. Signed:…………………………………………………………………….. 2) Name: (Print)………………………………… ………. …………………………. Signed:……………………………………………………………………. 3) Name: (Print)……………………………….. ………. …………………………. Signed:…………………………………………………………………… 4) Name: (Print)………………………………… ………. …………………………. Signed:…………………………………………………………………… 5) Name: (Print)………………………………… ………. …………………………… Signed:…………………………………………………………. 6) Name: (Print)…………………………………. ………. ………………………….. Signed:…………………………………………………………………… 7) Name: (Print)…………………………………. ………. ………………………….. Signed:…………………………………………………………………… 8) Name: (Print)…………………………………. ……… …………………………. Signed:……………………………………………………………………. 9) Name: (Print)…………………………. …….. ………. ………………………… Signed:…………………………………………………………………… 10) Name: (Print)……………………………….. ………. ………………………… Signed:…………………………………………………………………… 11) Name: (Print)………………………………… ………. ………………………… Signed:………………………………………………………………………

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To be completed by all persons Applying for membership

Insert appropriate

Letter (a – c as per page 51)

Rotarian’s Rotarian’s Name Club

If applicable

12) Name: (Print)………………………… ……. …….. …………………… Signed:………………………………………………… 13) Name: (Print)………………………. … ……… ………………………………. Signed:……………………………………………… 14) Name: (Print)………………………….. …….. . ………………………………. Signed:…………………………………………………………. 15) Name: (Print)…………………………… ………. ……………………………. Signed:…………………………………………………………. 16) Name: (Print)……………………….. ………. ………………………………. Signed:…………………………………………………………. 17) Name: (Print)……………………………. …….. ……………………………… Signed:…………………………………………………………. 18) Name: (Print)……………………………. ………. ……………………………. Signed:…………………………………………………………. 19) Name: (Print)……………………………. ………. …………………………….. Signed:…………………………………………………………. 20) Name (Print)……………………………. ………. …………………………….. Signed…………………………………………………………… When completed please return to: International Inner Wheel, Suite 2.3, My Buro, 20 Market Street Altrincham WA14 1PF United Kingdom. This original form, when completed, must be returned to International Inner Wheel Headquarters before a Charter can be prepared. July 2019

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IWNZ & DISTRICT’S ARCHIVES

National Council Online Security Ltd, Wellington Signatories Marion Patchett & Frances Burrus (NGB Meeting 3.2020) District NZ291 Security Firm, Auckland Updated May 2013 Online Security Services P O Box 12360 Auckland Tel: 09 580-4360 District NZ293 District NZ293 Disbanded on 31st June 2020 (Disbanded) The Chain and other regalia has been stored in the IWNZ Archives IWNZ Archive records show they have a letter stating The Whakatane Club records are in the Whakatane Museum . All other records have been destroyed District NZ294 Archive Security Ltd, Wellington District NZ297 Apparently only district records are kept at Brayshaw Park in Blenheim. The

Regalia from clubs that have disbanded are kept in the Westpac Bank in Sydenham Christchurch.

District NZ298 Dunedin @ Hocken Library and Oamaru at North Otago Museum, Oamaru

Files and Information to be archived.

• Minutes (Club, District, NGB & Conference)

• Financials

• Annual Reports (Club President, District Chairman & IWNZ President

• Newsletters (Club, District and President’s Communicator)

• Photograph Albums (only if small as most are too big for storage boxes).

• Histories & Service Records (Club, District and IWNZ President’s Perspectives)

Regalia, Chains of Office and Charter of disbanded Clubs and Districts are to be sent to the IWNZ archivists to be stored in the IWNZ Archives.

Financial records held by National, District and Club Treasurers are to be kept (by law) for 7 years. It is up to each different entity to decide how they deal with these archives and how they are stored

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INNER WHEEL NEW ZEALAND ARCHIVES AS AT 29 OCTOBER 2019

CUSTOMER CODE: 0247 CUSTOMER BOX NO: IW1 CLIENT CODE: NRT ARCHIVE SECURITY BOX NO: C0001

CONTENTS

IWNZ Directories 1988 – 2018 and Rule Books (2004, 2007, 2011) List of Clubs in New Zealand since Inception - 1936 Inner-Link Magazines 1992-2017 (Need - 1997) National Governing Body Minutes 1990-2017 (Need – Aug'12; Feb'15); March'18 Incorporation and Charitable Status National Governing Body President’s Report to District Meetings 1981-2017 - (Need 2004,2006) Copies of Communicator 1999 – to September 2019 National Representative Reports to IIW for United Nations Representatives – 1992, 1995, 1997, 1998, 1999, 2000, 2001, 2002 United Nations Report to Districts and Clubs 2004 – 2011, 2014, 2016-17 Report by National President 2010-2011 Colleen Payne, to Clubs and Districts on Christchurch Earthquake, Pike River Mine Disaster, Australian Floods, Japan Tsunami Correspondence relating to:

• Dual Membership Issue - 2002

• Letter of protest written to Hon Phil Goff, Minister of Foreign Affairs re stoning of Nigerian Woman in 2002

• Advice from Whakatane Club that records are in the Whakatane Museum and District 293 Archives in Rotorua

District Magazines 291 1989-1992 293 1980-1981 294 Held in Box No. IW7 297 1983-1985 298 1974-1982

Heart House Project 1996-1998, Christchurch Earthquake and Pike River (2011), Bayly Trust

Charter for Aotea Auckland 2008, Otautahi Canterbury 2008, Napier 1936

Brag Sheets – 2015 -2016, 2016 –2017

Final Minutes of Disbanded Clubs.

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INNER WHEEL NEW ZEALAND ARCHIVES AS AT 29 OCTOBER 2019

CUSTOMER CODE: 0247 CUSTOMER BOX NO: IW2 CLIENT CODE: NRT ARCHIVE SECURITY BOX NO: C0002 CONTENTS Conference Information 1970-1994 NZ Conference Correspondence and Minutes 1990-2000 Conference Committee Minutes 1984 -2004 Nelson Conference May 2004 including photos on Disk Photo Albums (3) from IIW Convention Christchurch, May 2006 Photos –IWNZ Conference Napier 2012 – Dorothy Booth – planting tree to commemorate 75 years IW Napier. IWNZ Biennial Business Meeting Minutes 1992 – 2014 (Need 2016) National Council Minutes on Disk – August 2004, February 2005, August 2005, March 2006 in Photo Album Box IWNZ Conference May 2006 Christchurch on Disk IWNZ National Editors Photos 2005-2009 Photos – IIW NZ Group in Istanbul, Turkey April 2012 District 298 Biennial Conference Dunedin District 297 District Meeting 12 June 1982 Christchurch Book - Inner Wheel in New Zealand – printed 1980

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INNER WHEEL NEW ZEALAND ARCHIVES AS AT 29 OCTBER 2019

CUSTOMER CODE: 0247 CUSTOMER BOX NO: IW4 CLIENT CODE: NRT ARCHIVE SECURITY BOX NO: C0004 CHAINS FROM DISBANDED CLUBS Westport Te Puke Picton Hawera and photos Kaiapoi + Bell Hutt Nelson West + Bell Mana Christchurch East Katikati Christchurch South Porirua – less Medallion Wanaka Tokoroa Hokitika Tauranga Cromwell Dannevirke Greymouth Stratford Kaikoura Awapuni Roxburgh Fitzroy + Medallion Awapuni Hornby - Presidents' Bars, + Chain Christchurch + Bell & Miniature picture Richmond Nelson Taupo St. Kilda Kihikihi Capital Circle (Wgtn) Johnsonville (Photo only) Otumoetai Richmond Scarf worn at International Conventions by IWNZ Presidents 1992-1977

given IWNZ President Carol Haskett Selection of Banners - NZ293; IIW President 2012-2013 – Carole Young CHARTERS (Copy): Napier, Aotea Auckland, Otautahi Canterbury Need – Counties (NZ291), Waimea Nelson (NZ297), Manawatu Central Connection, Tauranga Central (NZ293 -2016) CLUB HISTORIES DNZ291 1990-2000 DNZ293 1976-2000 DNZ294 1998-2002 DNZ297 1971-2000 DNZ298 1973-2000 Annual Reports and Minutes History of Christchurch 1974 – 2016 – Donation – Estate Violet Blackgrove IWNZ Dedication to Morna Wood (History)

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INNER WHEEL NEW ZEALAND ARCHIVES AS AT 29 OCTOBER 2019

CUSTOMER CODE: 0247 CUSTOMER BOX NO: IW5 CLIENT CODE: NRT ARCHIVE SECURITY BOX NO: C0005 IWNZ Financial Records 2012 – 2013, 2013-2014, 2014-2015 PROJECTS: Canterbury Earthquake 2011 – 2013 Cyclone Pam 2015 Financial s for Conference 2012

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INNER WHEEL NEW ZEALAND ARCHIVES AS AT 29 OCTOBER 2019

CUSTOMER CODE: 0247 CUSTOMER BOX NO: IW7 CLIENT CODE: NRT ARCHIVE SECURITY BOX NO: C0007 District NZ294 ISO Projects (selection)

1988/99 – Pitt Island School thank you letters for planting of Apple Trees 1991 - Photo of Presentation of one of the computers presented to Otaki Health Camp 1991/92 - Fiji Rotahomes 1999/2000 - Beam of Hope – Laser Treatment for Eyes)

District Chairmans' Newsletters 1986 – 2002, (2002/2003 missing) June 2009, March 2010, Sept 2010, Oct 2010, May 2011; July 2017-September'19 District NZ294 Magazines 1982 – 2016, CD's of Oct 2006, 2007, 2008, June 2007, 2008, 2009, 2010 (x2) Club Histories 1990 – 2000, 2000-2010 District NZ 294 District Minutes, AGM Minutes and Financial Statements June 1991 – 2005, Oct 2009 – June 2010 Inner Wheel Club of Wellington Minute Book February 1982-May 2001 Stratford Minute Book 1977 – 2004 Awapuni Minute Books 2013 – 2016 Fitzroy Minute Books 2008 – 2016 Palmerston North - 40th Birthday NZ294 Past Office Holders 1981 - 2019

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DISTRICT NZ291 ARCHIVES

DISTRICT NZ 291 HELD AT: ONLINE SECURITY SERVICES33 BOTHA ROAD, PENROSE P O Box 12360, AUCKLAND Phone 09 580-4360 Archivist for District NZ291 Executive Meeting 26th May 2013 Moved that Hazel Hunter, Annabelle Valentine and Jenny Paterson be the 3 Inner Wheel members in an ongoing capacity who access these documents and that these members only be changed when required. M Whitmore/N Nielsen Last accessed 14 May 2013 by Hazel Hunter & Annabelle Valentine Box AFG 00001 Papatoetoe West, Charter, Chain, Bell, Minute Book, Correspondence Bank Statements. Dargaville: Chain, Badges, Bell, Banner, Photo Albums, Minutes Visitor Book, Newsletters, financial Records Cheque & Deposit Books. Destroyed 14.5.2013

Post Card Exchange Book 1993 – 94 I.I.W. Board Minutes 1991-92 Business minutes 1991 Diabetes Prevention Programme Moved to Box AFG 00015 14.5.2013

Box AFG 00002 Does not exist Box AFG 00003 Does not exist Box AFG 00004 Does not exist Box AFG 00005 Does not exist Box AFG 00006 IW Club Auckland Correspondence 1995 – 2002 ISO 1987 2002 removed 14.5.2013 Bulletins 1987 – 2002 (deposited14.5.13) Club Bulletins 2009 – 2012 Club minutes June 2001 June 2012 Club Committee minutes June 2002 –May 2012 Record of Club Office Holders from 14.10. 87 Record of all Club members from March 1988 Club Charter Box AFG 00007 I.W. Club Auckland Minutes 1987 – 97 1997 – 2002 Financial 1997 - 2002 Destroyed 14.5.2013 (Deposited in June 14th, 2011) AGM Minutes 2002-2010

Annual President’s Reports 2002-2010 Plus, other material non-specified.

(Deposited 14.5.13) Financial report to Committee July 2012 Final Audit accounts report July 2011 -2012 Number 1 account records 2007 -2012 Travel & Charity account records 2001 -2012 Presidents reports 1989 -1990 t0 June 2011 Deposit book No. 1 account 2011 -29012 Travel Account cheque book 2008 -2012 No. 1 account cheque book 2011 -2012 Charity account cheque book 2009 -2012

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Box AFG 00008 I.W.District NZ 291 Covers period 1989 – 1993 THIS BOX HAS BEEN DESTROYED BY DENISE BULLUS AND ONLINE NEED TO BE NOTIFIED Box AFG 00009 IW Club Mt Roskill Presidents Reports 1997 – 2005 Minutes 1994 – 2004 Box AFG 00010 IW Club Mt Roskill Financial Reports 1987-1995 1998 – 2004 (Deposited in June 14th, 2011) Financial Records: 2004-5, 2005-6, 2006-7, 2007-8, 2008-9 Box AFG 00011 Inner Wheel District NZ 291 District Correspondence 1989-1996 Box AGF 10012 Inner Wheel District NZ 291 Secretary Minutes 1989-2006 District Meeting Minutes 1989-2008 District Chairman’s Newsletters District Magazines Box AFG 100013 Inner Wheel District NZ291 Annual Reports -1996 – 2002 Box AFG 00014 (Deposited in Tuesday June 14th, 2011) Auckland East Club Minutes Nov. 1989 –June 1993

Committee Minutes 1990 – 1993 Collection of early reports and oddments 1990 -1999 Club Lists 1990 =1999 Club Newsletters 1997 -2001 Financial reports 2004-2005/2005-2006 Annual Reports Annual Financial reports, Club Lists President’s Reports 2000 -2010

(Deposited 14.5.13) Financial Annual Report 2008 -2009 Financial Annual Report 2009 -2010 Financial Annual Report 2010-2011 Auckland East Club minutes August 1993 – May 1997

Box AFG 00015 (Deposited in Tuesday June 14th, 2011) Inner Wheel District 291 District Magazines 1989-2009

District Editors meeting reports and correspondence July 1991-March 2010 District Editor Distribution lists 1989-2009 District Audited Accounts 1/7/07 – 30/6/008 District year end Results Bank statements and Reconciliation 2008-09 Proof of payment 2008-09

(Deposited 14.5.13) District Accounts 2009 -2010 District Accounts 2012 -2011 Record of District History 2008 -2009 District Club Histories 2010 -2011 Club and District histories 2010 – 2011 District reports to be filed with July 20008 Minutes Diabetics Prevention History (moved from box 000001) Newspaper Clippings NZ291 Magazines June 2002,May 2008, May 2009, October 2009 NZ291 Directories: 1995/1996, 1998/1999,2001/2002,2002/2003,2004/2005, 2008/2009,2011/2012 District Chairman’s Newsletters July 2008- June 2009 District Chairman’s Newsletters July 2009–June 2010 District Chairman’s Newsletters July 2012-June 2011 NZ291 Connections President Chat July 2010-June 2011 Summary of IW year 2012-2011

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District Chairman’s Newsletters August 2011 to June 2012 Presidents Chat July 2011 -2012 District Club lists 2008,2012, 2010/11, 2011/12 District nomination IIW Board 2011/12 District promotion IWNZ Conference Whangarei 2008 Service records, Christchurch Earthquake, Bayly Trust, Rotary relief Fund

Box AFG 00016 Does not exist Box AFG 00017 Six large photo albums – Auckland Club NOT ON LIST FROM ONLINE SECURITY AS NEW MID MAY 2013 AND THEIR RECORDS NOT UPDATED ON LIST THEY SENT OUT US

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DISTRICT NZ293 ARCHIVES – Disbanded 30th June 2020 Held with the Rotary Club of Rotorua - difficulty getting access – probably destroyed without District permission

Exec Meeting 4.11.05 Kawerau Archives The Charter from the Kawerau club will go to Carole Young. The other regalia is to be stored with other IW archives.

Exec Meeting 25.2.06 Kawerau Archives The Charter for the IW Club of Kawerau is with National President Carole Young. The club chain will be returned to the Rotary Club of Kawerau. Margaret Anderson has all the financial statements, correspondence and minutes of the meetings. Margaret will liaise with Jan Wilson regarding the storage of Kawerau club archives. Margaret will liaise with 2nd Vice Chairman Ruth Cunningham regarding the club history.

Exec Meeting 16.6.06 Archives PDC Margaret Anderson had some papers to be archived from the IW Club of Kawerau. Included among these were old papers from other disbanded clubs. One paper from the disbanded IW Club of Morrinsville stated that books and correspondence were held in a cupboard in the St Johns Ambulance hall. Erina will check with Neil Rogers from the Rotary Club of Morrinsville to see if there is anything outstanding. National President Carole offered to go through the papers with National Vice President Marion. There is difficulty getting into the boxes archived in storage in Rotorua and Margaret will again check with Jan Wilson and try to sort the problem out. At present there is no list of what is in the boxes.

Exec Meeting 12.8.06 Archives: A form has been produced which states where each District has Archives housed. It also states Files and Information to be archived. In discussion, DEC Erina said that the disbanded Club of Morrinsville had their Archives in a suitcase, which the Morrinville Rotary Club were happy to house. A question arose re the access of Archives in Rotorua.

Exec Meeting 9.11.07 ARCHIVES: A list has been received from Whakatane of what has been passed on to Rotorua archives, and what has been placed in the Whakatane museum. Archived Items held by the Whakatane Museum. Chain of Office and Bell Club History includes manes and office of members each year Photo Albums (5) Banners Large Plastic Inner Wheel Banner IW Name Plaque Contact person with the Museum is Carole Young IW Club of Opotiki

Exec Meeting 20.6.08 Te Puke who have disbanded, have returned their regalia. The charter and Chain will be retained by National Office and the minute book put in District archives (Rotorua).

Tauranga Club Chain of Office to be stored with National Archives/Marion Patchett following NC Meeting 2/09.

Katikati Archives- (Taken from Minutes District Executive 12th June 2009)

• Minute book to IW Archives in Rotorua via Robin

• Chain to IWNZ Archives in Wellington via Marion

• Useable banners were returned to clubs

• Tauranga bell and vase went to Margaret Buck incoming President of Otumoetai (she will liaise with former members of Tauranga club) Rotorua – Location of archives not known

Hamilton East – Chain of Office in Waikato Museum

Otumoetai – Location of archives not known

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DISTRICT NZ294 ARCHIVES AS AT JULY 2008: Here is a list of what is stored Western Hutt 1 Minute Book Dannevirke Satchel containing Club Records, President's Chain and Minute Books Johnsonville 5 Minute Books, 1 Bell and Folder of financial statements Porirua Financial statements (with some missing) Mana Chain of Office and Banner Wellington Minute Book, Charter and Club Minutes from meetings 16 February 1982 - 29 May 2001 District 1 copy of Club Histories booklet of District 294 ISO Files Correspondence 1992-94; 1994-97; 1997-1998; 1998-1999; 1997-2000; 2000-2001 Petty Cash Book Link Clubs 1990-1996 Photos of Rotahomes Project District 294 Chairmen's Newsletters 1990 Stratford Club Charter Letters to Stratford Club members on the disbandment of Club District 294 Secretary's file for 2003-2004 As you can see there isn't a great deal there. I suspect each Club have been archiving their own things. The first five Clubs above have obviously just sent their files in when their Club has been disbanded. The material that Marion has to be archived I suspect is from National Council although I think she will probably have the Hawera Club's bits and pieces. I guess the Clubs will need to be approached to find out where their past files are (if they know!). Have a good week, Janet Hutt Archives

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DISTRICT NZ297 ARCHIVES

Apparently only district records are kept at Brayshaw Park in Blenheim. The jewels from clubs that have gone into recess are kept in the Westpac Bank in Sydenham Christchurch. - uplifted by Colleen Payne to hand over at NC Meeting Aug 2009

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DISTRICT NZ298 ARCHIVES AS AT JUNE 2009

The Hocken Library in Dunedin archives they currently hold. 1. Inner Wheel Club of Dunedin South 2. Club Histories 1957-1997 Rotary Club of Dunedin South: Records (AG-610) AG-610-39 3. Inner Wheel Club of Dunedin 4. Rotaryanne Club of Dunedin Records 1973- 1994 96-147 5. Inner Wheel Club of Dunedin North 6. Rotaryanne Club of Dunedin Further records 1973-1993 02-140 7. Inner Wheel Club of Dunedin North Records 1972-2000 ARC-0285 8. Inner Wheel Club of Dunedin East 9. Inner Wheel Club of Dunedin East Records 1980-2000 MS-1905 10. Blakision, Eileen. ‘Inner Wheel in New Zealand’. Tauranga Don Kale Printing. 1980 1923-1980 Inner Wheel Club of Dunedin East : Records (MS-1905) MS-I 905/004 11. International Inner Wheel District 298 12. International Inner Wheel District 298 Records 1971-2003 MS-2063 13. Inner Wheel Club of Alexandra 14. Inner Wheel Club of Alexandra Records 1973-1995 MS-2064 15. Inner Wheel Club of Milton 16. Inner Wheel Club of Milton Records 1977-1993 MS-2065 17. Inner Wheel Club of Dunedin South Club history 1970-c. 1985 MS -2066 18. Inner Wheel Club of Dunedin Scrapbook 1974- 1993 MS -2070 19. Inner Wheel in New Zea1and by Eileen Blakiston 1980 Inner Wheel Club of Alexandra: Records (MS-2064) MS-2064/004 20. International Inner Wheel — The First 21 Years’ by Helena Foster 1993 International Inner Wheel District 298 Records (MS-2063) MS-2063/02 I 21. Photograph album presented to Inner Wheel Club of Edinburgh 1982 Inner Wheel Club of Dunedin North: Records (ARC-0285) MS-2069/020

The following are also be placed in this Library Minutes from Inner Wheel Club of Wanaka June 1991 — June 1993 July2001 -2003 Attached to the minutes of June 1993 is a note “The minutes etc from 1993 to June 2001 are in a file.” It is not known where this file is. - possibly in archives lodged see June 2009. The following items are being held in Hokonui Museum Gore. The visiting club banners, Chain of Office, 4 photo albums and folder of personal mementos. Three minute books from Gore March 1973 to May 2003 (deposited with the Hokonui Historical Centre (IW Dist 298 Exec Meeting 22/5/09).

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Lodged with Hocken Library 2009 IWNZ District 298 Minutes book of International Inner Wheel District NZ298 1984-1992. District History 1980-2000 IW Club of Wanaka 2 x Minute Books 1 x Folder of Club Newsletters 5 x Photo Albums IW Club of Dunedin South 3 x Minute Books 7 x Photo Albums Archived at Oamaru at the North Otago Museum IW Club of Oamaru records - no list of items archived.