NZALT Working Rules

I     INTRODUCTION

The Working Rules are to be read in conjunction with the NZALT Constitution, to which they are subordinate.
The Working Rules can be amended by the full Executive by majority vote. No amendments may be made which are in conflict with the Constitution.
The Constitution and Working Rules of the Association, and all amendments, as shall be passed from time to time, will be posted on the NZALT website and alerted to in regional newsletters.
The members of NZALT are bound as individuals by the rules of the Association and by the rules of the Incorporated Societies Act in matters relating to NZALT. Branch Associations are likewise bound.

II     MEMBERSHIP

There are three categories of membership (refer to Constitution, IV Membership).
All Category 1 members shall receive copies of publications of the Association as published each year.
All Category 1 members of the Association shall have the right to stand for office and to vote in elections, according to the rules of these elections, which are:
At general and special meetings the votes shall be counted of those present and qualified to vote as current members.
Where a postal or electronic vote is required, the returned votes shall be counted of members qualified to vote as current members.
All Category 1 members shall be entitled to such discounts and privileges as shall be negotiated and established by the Executive.
All Category 1 members shall have an automatic right to attend activities arranged by the Association and to make use of the facilities and services it may offer.
Category 1 members are entitled to attend meetings of the full Executive. They shall not address the meeting unless invited to do so, and may not vote at such meetings.
Category 2 members do not have voting rights, or other rights and entitlements accorded other members.
Category 3 members are entitled to the provisions outlined in clauses II C and II F above. The school shall receive four copies of publications of the Association published each year and four members at any time shall be entitled to the provisions described in clauses II D and II E above.
In the case of Professional Development Awards all Category 3 members shall be entitled to apply.
Members are required to abide by the rules of the Association, and to pay their subscription by the due date. Members who have not paid by the due date shall cease to be financial members, and shall not be entitled to vote in any election or at any meeting, nor receive any publications, until their subscription has been paid.
Members are not liable in any respect of any contract, debt, or other obligation made or incurred by the Association, unless the Incorporated Societies Act provides otherwise.
The Treasurer or nominated Executive member shall keep a register of members, containing details as required by the Incorporated Societies Act, namely:
Members are asked to inform the Treasurer or Webmaster promptly if they change any information in clause II L(1) above. The NZALT membership list is to be treated as confidential, and must not be released to outside interests, except at the discretion of the Executive, who shall exercise all due caution.

Nomination and election of Life Members
The NZALT may award a Life Membership of the Association to any member or past member who is considered to have made an especially valuable contribution to the work of NZALT and who satisfies one of the following criteria:

They are a retired member of NZALT who was a founding member.
They are a member who has served for at least fifteen years.
They are a member who has given outstanding service to the Association.
Any three members of the Association may nominate a member or past member for consideration for a Life Membership, that is, there must be one nominator and two seconders. Details of the reasons for nomination, which should be attached to the official nomination form, should be received by the Secretary before the first Executive meeting of a calendar year. The nomination will be considered by a sub-committee, consisting of three past members of Executive and the President, who will make recommendations to the full Executive.
If the Executive approves the award of Life Membership to the person nominated, it shall recommend such an award at the next Annual General Meeting. The Life Membership shall be ratified by a majority vote of members attending the Annual Business Meeting.

III     STRUCTURE

The names of the six regions are:
   - Auckland, comprising Northland, Auckland and Coromandal
   - Waikato, comprising Waikato, King Country, Bay of Plenty and Poverty Bay
   - Massey, comprising Taranaki, Hawkes Bay, Manawatu, Wanganui
   - Victoria, comprising Wellington and Wairarapa
   - Canterbury, comprising Canterbury, West Coast, Nelson and Marlborough
   - Otago/Southland

While the National Executive works to promote the interests of language teachers and language teaching as a whole on a national and international level, it is at regional level that the classroom teacher and lecturer can receive the companionship, support and information that NZALT considers to be one of its most vital functions. (See IIIA of the Constitution)

The role of the Regional Associations is therefore to organise or take part in meetings, seminars, training sessions, exhibitions, festivities and any other gatherings to further the aims of the Association and to be of support to individual teachers who request information, guidance and encouragement.

They are urged to encourage new membership, and to ensure that in widely-spread regions teachers do not feel isolated. They are also encouraged to maintain close liaison with their Regional Officer and therefore with Executive, so that any NZALT business can be dealt with the the most effective way possible.

Regional associations are also encouraged to establish and maintain links between teachers of Primary, Secondary and Tertiary sectors (See IIIF of the Constitution).

Regional Officers

For procedures regarding the election of Regional Officers, see Constitution VB.

A regional officer will:

take the role of liaison officer between NZALT and
     - affiliated Language Teacher associations;
     - other Language Teacher associations when invited to do so by them.
pass information between the associations and the Executive.
promote membership of the Association.
actively seek material for The New Zealand Language Teacher and the magazine (Polyglot) and pass it on to the appropriate editor, including collecting items from the Regional media.
draw the Public Relations Group's attention to items in the media or elsewhere which may require action, bearing in mind that any member can respond to items in the media, except in matters of policy, which shall be the sole province of the Public Relations Group.
maintain close contact with the Executive, responding as soon as practicable to requests for information or action. (See VIG)
attend full Executive, General and Special meetings whenever possible
actively support the work of the Executive within the national context
provide a report of regional activities for Executive meetings, the magazine Polyglot and The New Zealand Language Teacher.
lead a portfolio area as agreed to by the National Executive.

Relationship of NZALT with Specific Language Associations

EXPENSES

Executive Travel

Executive members will book the cheapest flights available to travel to Executive meetings. Flight costs will be reimbursed by the Treasurer. GST receipts must be provided.
Travel within an Executive member's city to the airport will be reimbursed at the cheaper of
   - shuttle to and from the airport;
   - parking fee at the airport;
   - car at 74 cents per kilometre.
Travel within the city where the Executive meeting is being held (ie from the airport to the venue) will be reimbursed. GST receipts must be provided.
If the meeting is held in a member's own city, payment will be at the rate of 74 cents per kilometre (return trip to venue) for each day the meeting is held.
Long-distance travel by car will be reimbursed for actual petrol costs, on provision of receipts and notification of kilometres travelled, plus 20%.
Executive members are expected to share transport from the airport to an Executive meeting whenever possible.
Funds will be made available for the President and/or Vice-President to represent NZALT at an international conference. Funds will be granted to one person annually, or to two biennially.
Should the President be invited to attend further international events the Executive will consider offering financial support depending on the availability of funds. At such an event it is expected that the President will make every effort to raise the profile of the New Zealand Association by, for example, chairing a conference session, taking part in a panel discussion.

Accommodation

Accommodation for Executive meetings will be paid for the night(s) between the meetings.
President and/or Secretary may have accommodation before the first day of the meeting as necessary.

Executive travel will be paid to and from Conference, as under Travel above, because of the Executive meetings before and after Conference.
Current Executive members attending Conference will pay appropriate registration and may be reimbursed by NZALT upon application. Executive members will pay for their own Conference Dinner.
National Language Advisors attending Conference will pay appropriate registration but may be subsidised by NZALT at the discretion of the NZALT Executive, in recognition of the relationship that exists between NZALT and International Languages Exchanges and Pathways(ILEP). The amount of the subsidy will be decided at the March meeting in the conference year. Appropriate registration refers to the differing rates for members and non-members.
Accommodation expenses will not be paid for Conference. However, if an Executive member is obliged to stay an extra night either side of Conference in order to attend an Executive meeting, accommodation expenses will be paid as above.
The Conference Convenor will be invited to attend one day of the March Executive meeting preceding Conference. Travel costs will be covered by Executive. The Conference Convenor will book the cheapest flight available. Flight costs will be reimbursed by the Treasurer ; GST receipts must be provided.
The Conference Convenor will be invited to apply for funding to attend the Australian Federation of Modern Language Teachers Association (AFMLTA) Conference in the preceding year. The Executive will consider offering financial support depending on the availability of funds. At such an event it is expected that the Convenor will make every effort to raise the profile of the New Zealand Association.

Prior approval is required for any expense claims resulting from the work undertaken for NZALT.
GST receipts must be provided to the Treasurer for expenses in administration (eg postage, tolls) to be reimbursed.
Regional Officers working with a Regional Branch Committee should claim their expenses from the money allocated to that Branch at the beginning of the financial year. The amount allocated is $5 per paid member for the previous financial year.
Expense Claims All non-Executive officers, permanent or temporary, shall be entitled to claim expenses for work related to NZALT which they have been requested to do by Executive. Prior approval is required for any expense claims resulting from the work undertaken for NZALT. GST receipts must be provided for all claims.

IV    BIENNIAL CONFERENCE AND BUSINESS MEETING

V    ELECTIONS

Office-bearers are to be elected in accordance with procedures laid down in the Constitution, section VIID.

The Secretary is to call for nominations from financial members of NZALT in time for names to be submitted by the members six weeks before the Annual General Meeting.

VI   DUTIES AND POWERS OF THE NATIONAL EXECUTIVE

Unless otherwise specified the National Executive shall have the duty and power to carry out the policies of the Association and to administer the funds of the Association between Annual General Meetings. They are required to ensure that decisions taken at the Annual General Meeting are implemented.
The National Executive shall call Special General Meetings of the Association within 30 days after receipt in writing of a requisition signed by at least ten financial members of the Association. The reason for the meeting and/or the motion(s) to be considered at the meeting and an explanation shall be conveyed to the members in the notice of meeting.
The National Executive shall meet three times a year, including a meeting at Annual Conference.
The National Executive shall prepare an agenda for the Annual General Meeting.
The quorum for meetings of the National Executive shall be five or more members.
The National Executive shall, at the Executive meeting during the Biennial Conference, decide upon the venue for the Conference to be held in four years' time.
The President, Vice-President and Secretary shall constitute the Public Relations Group, which is empowered to make policy statements in the name of the NZALT, and, in particular, to respond publicly to issues involving languages, language learning and language teaching on behalf of its members (See IIIF above as regards statements by members).

If a submission needs to be drawn up, the Executive, or the Public Relations Group, will appoint a convenor to do this, and will approve the submission before it is sent. Copies will be sent to the Regional Officers, and the text will be published in The New Zealand Language Teacher or in Polyglot.
When the President or any Executive member is asked to make a professional comment on another NZALT member that member shall:
Check with the person making the request if permission has been obtained from the individual for the Executive member to act in the capacity of a referee. If not, that permission needs to be obtained before proceeding ;
Inform the individual that the Executive member has been asked to make a comment (check reply for confirmed reading) ;
Inform the Executive that s/he has been asked to make a comment and if appropriate, ask for information from the Executive members, giving a deadline for receiving feedback ;
Confer with at least one other member of the Public Relations Group of Executive (i.e. President, vice-President or Secretary) re the information to be shared.
From time to time NZALT is asked by some official sector (e.g.MOE) to provide names of language teachers who would be willing to part of an advisory group, selection panel etc. When NZALT is asked for representation from an official sector:
This request shall first be offered to NZALT Executive members in recognition of the substantial commitment they make to NZALT. Such opportunities are valuable PD and the experience and insights gained can be shared at the following Executive meeting. These requests usually include being paid a professional fee with travel and accommodation costs being reimbursed ;
In a situation where no Executive member wishes or can participate, then the request can be passed onto the next appropriate channel either to other NZALT members via the regional Officers or to the current Executive of a specific SLA if a particular language sector is being targeted.
Research is an important function of NZALT (see Section IIID of the Constitution). Executive will ensure that where research is deemed to be important to the aims and functions of NZALT, it will be either carried out by Executive itself, or a member will be asked to do it, or it will be commissioned by Executive if funds allow.
Contracts are let from time to time, and may be important to the aims and functions of NZALT. In approving such contracts Executive will ensure that the Contract Manager is not in full-time employment and the employment situation of the Manager will be kept under review by Executive.

VII   ROLE DEFINITIONS

The President is the chairperson and chief officer of the NZALT, with the tasks of:
Presiding at meetings of Executive;
Presiding at the Annual General Meeting;
Representing and speaking for NZALT;
Promoting the interests of NZALT, and language learning and teaching in New Zealand, in accordance with the aims and functions of NZALT;
Writing a report for each Polyglot, the New Zealand Language Teacher and presenting an Annual Report to the Annual General Meeting;
Liaising with other national and international language bodies.
Speaking for NZALT as a member of the Public Relations Group.
The President has a casting vote at all General, Special, Executive meetings.



The Vice-President's tasks are:
To support the President;
To deputise for the President when required to do so;
To promote the interests of NZALT;
To speak for NZALT as a member of the Public Relations Group.


The Secretary, under the direction of the Executive, shall:
a.   Conduct the correspondence of NZALT;
b.   Keep records as necessary (apart from those kept by the Treasurer);
c.   Administer the day-to-day business of NZALT;
d.   When resident in Wellington, clear the Post Box twice weekly, otherwise depute someone to do so;
e.   Send mail on to the appropriate persons;
f.   Maintain a correspondence register and keep copies of all correspondence;
g.   Inform all Executive members and other office holders as required of decisions, actions and correspondence undertaken by Executive;

Prepare for Executive meetings by:
a.   Inviting Executive members to submit agenda items;
b.   Preparing an agenda;
c.   Reminding Executive members and other office holders of papers and reports to be prepared;
d.   Preparing a list of inward and outward correspondence;
e.   Sending agenda and reports to Executive members;
f.   Helping the Regional Officer with arrangements for the meeting;
g.   Attending all Executive meetings and taking the minutes, or arranging a substitute minutes-taker.
Follow up Executive meetings by:
a.   Providing the minutes as soon as possible after the meeting;
b.   Undertaking any correspondence or other action from the meeting that s/he is specifically requested to;
c.   Ensuring that all information from the meeting is passed on to Executive members who were not present;

Prepare for the Annual General Meeting by:
a.   Notifying all NZALT members of the AGM, and calling for remits and constitutional amendments to be sent at least six weeks before the AGM;
b.   Collating all remits and amendments, and preparing an agenda;
c.   Sending agenda, remits and amendments to Regional Officers at least one calendar month before the AGM;
d.   Attending the AGM and taking the minutes, or arranging a substitute.

Follow up the AGM by:
a.   Publishing the minutes in the first Newsletter (Polyglot) after the AGM;
b.   Undertaking any correspondence or other action arising from the AGM and from any other discussions that s/he is requested to do.

Speak for the NZALT as a member of the Public Relations Group.
Attend professional and social events as requested by the President.
Assist the President as required.


The Treasurer, under the direction of the Executive, shall:
Receive all moneys payable to the Association, issue receipts, where required, for them, and deposit the amounts received in the Association's bank account;
Send any accounts required or requested;
Pay the Association's accounts by cheque, on the authority of the Executive;
Keep the Association's books and prepare financial statements for the Executive when required;
Invest surplus moneys, on the authority of the Executive;
Prepare the annual statement of accounts and balance sheet, and arrange for the auditor to audit the books;
Receive subscriptions, and keep a record of all members as required by the Incorporated Societies Act;
Send all new members formal advice of their membership, the name and address of their Regional Officer, and any documents that Executive may consider appropriate and inform them that the Constitution and Working Rules are available from their Regional Officer;
Provide:
a)  address labels to members of the Executive or other office holders, as required, and
b)  membership lists in May and October;
Reimburse Executive members for expenses for travel and part of their accommodation on Executive business, to Executive meetings and Conference (See Section III);
Reimburse the President, Vice-President, Treasurer and Secretary for administration expenses (post, telephone, stationery, etc.)
Provide Branch Associations with $5 per member as per paid membership in the previous financial year;
Arrange the reimbursement to members of membership fees of Local Language Associations up to an agreed amount, as in Section III above.


The role of the Regional Officer is described in Section III.


The Journal Editor's responsibilities are :
To oversee, with the assistance of an Editorial Board, the editing, producing and dispatching of the NZ Language Teacher, the official journal of NZALT, in accordance with the policies laid down by Executive in terms of format, number of issues and nature of content. The New Zealand Language Teacher is to be published once a year, as early as possible in Term Four of the school year;
To establish, with the Executive, an Editorial Board of at least three persons, one of whom shall be a member of the Executive. The Editor may choose to be the Production Manager, or to give this position to another member of the Board. One member of the Editorial Board shall have as their sole responsibility the seeking and supervision of advertising and sponsorship in The New Zealand Language Teacher;
To establish, with Executive, a list of readers. Other people may be invited to be readers if further expertise is required;
To formulate, with Executive, editorial policy, and to implement such policy;
To report to the Executive when requested to do so, if possible presenting a report in person;
To invite, commission and receive contributions to The New Zealand Language Teacher;
To select articles for publication, in consultation as appropriate with the list of readers;
To plan the budget, in consultation with the Editorial Board, and the Treasurer of NZALT;
To exchange copies of Journals with sister Associations, such as AFMLTA, FIPLV, etc. and to make back copies available when requested, if possible;
To maintain an archive of all publications of The New Zealand Language Teacher;
To send three copies of The New Zealand Language Teacher each year to the Government Depository Library;
To liaise with the producers of the Newsletter (Polyglot), to avoid duplication of material and to decide where some articles will be published.


The Production Manager's responsibilities are:
To carry out all aspects of production and distribution of the Journal, in consultation with the Editor, the Treasurer of NZALT and other members of the Editorial Board.


The content of the New Zealand Language Teacher:

The New Zealand Language Teacher should contain material relating both to the activities of NZALT and to the wide and varied academic interests of its members at all levels of the teaching profession. It should also contain relevant advertising to help offset costs.


The Newsletter (Polyglot) shall consist of three sections:
a.   General and topical political issues and items of professional interest;
b.   A President's letter;
c.   Items of interest to the classroom teacher and NZALT members - whenever possible, this section should comprise the main bulk of the publication.

- The size and the format of the Newsletter (Polyglot) shall be agreed upon by discussion with the Executive.
- The budget for the Newsletter (Polyglot) shall be agreed upon by discussion with the Treasurer.
- Relevant advertising should be included, to help costs.
- Material is to be gathered from all relevant sources.


The Webmaster's responsibilities are:
To carry out all aspects of the NZALT website in consultation with the Executive. This includes:
online subscriptions
executive minutes
conference announcements.


The Membership Secretary’s responsibilities are:
enter new membership information into database and initiate contact with new members
maintain database information
respond to membership queries
issue invoices and follow up on payments
provide address labels to members of the Executive or other office holders, as required, and
provide membership lists to Exec as required.


A Liaison Officer may be appointed by the Executive for a specific task. This person may be a member of the Executive or a non-Executive member. The Executive will provide a job description and a completion schedule.


Sub-Committees may be established at any time by the Executive to accomplish a particular task within the aims and functions of NZALT, and may consist of at least one Executive member and any number of other members.


Research is an important function of NZALT (see Section IIID of the Constitution). Executive will ensure that where research is deemed to be important to the aims and functions of NZALT, it will be either carried out by Executive itself, or a member will be asked to do it, or it will be commissioned by Executive if funds allow.


Contracts are let from time to time, and may be important to the aims and functions of NZALT. In approving such contracts Executive will ensure that the Contract Manager is not in full-time employment and the employment situation of the Manager will be kept under review by Executive.


Projects initiated by NZALT members and or Executive must be deemed important to the aims and function of NZALT and have a budget and realistic timeline approved by the Executive.