ARCHIVES & RECORDS ASSOCIATION OF NEW ZEALAND
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About ARANZ

Organisational Structure

Structurally ARANZ is a collection of regional branches supported by a thirteen person national council.  The council is headed by a President and a number of other official office holders.  ARANZ Council meets in Wellington approximately every two months. 

A number of specialist positions and responsibilities exist both within and alongside council.  In many instances the holders of these positions are also Councillors but this is not neccessarily always the case e.g there are a number of ex-offico positions.

President 

Email: President@aranz.org.nz

Responsibilities:

  • To oversee, coordinate and take overall responsibility for the successful running of the organisation
  • To ensure effective communication both within the organisation and with the wider community
  • To chair ARANZ Council meetings and the AGM
  • To initiate and respond to correspondence on ARANZ behalf
  • To delegate tasks to ARANZ Council members and general members as required
  • To ensure ARANZ practices and procedures remain consistent with the Constitution and the rules and regulations governing incorporated societies.
  • To present an annual report to the AGM

Vice-President

Responsibilities:

  • To support the ARANZ President
  • To chair ARANZ Council meetings or the AGM in the absence of the President
  • To assist in overseeing, coordinating and taking responsibility for the successful running of the organisation
  • To assist in ensuring effective communication both within the organisation and with the wider community
  • To assist in ensuring ARANZ practices and procedures remain consistent with the Constitution and the rules and regulations governing incorporated societies.

Treasurer

Responsibilities:

  • To maintain ARANZ accounts in a clear and auditable manner
  • To receipt and bank payments
  • To pay accounts and bills promptly
  • To prepare and present position reports to each Council meeting
  • To prepare and have audited an annual statement of receipts and payments for presentation to the AGM and subsequent forwarding to the Registrar of Incorporated Societies
  • To prepare and present an annual budget
  • To recommend to Council changes to income and expenditure as required to balance the accounts.
  • To make and book travel arrangements for Council members

Secretary

Responsibilities:

  • To minute the meetings of ARANZ Council and the ARANZ AGM and circulate copies as required
  • To formulate and promulgate agendas for the ARANZ Council and the ARANZ AGM
  • To respond to and initiate correspondence of a routine nature, or as directed by the President or Council
  • To maintain records of ARANZ business
  • To maintain current contact details for ARANZ Council; special interest groups; committees; and ARANZ branches
  • To timely circulate notices of meetings, nomination forms and voting papers (if required) for the ARANZ AGM and election of officers.

Archifacts Editor

The Archifacts Editor's role is appointed by Council and has ex-officio status. The editor is responsible for all aspects of the publication of the bi-annual journal.

Email: Editor@aranz.org.nz

Responsibilities:

  • To oversee the activities of the Archifacts Editorial Board
  • To solicit material for publication
  • To ensure the timely production of Archifacts
  • To ensure the standard of content and production of Archifacts is maintained and is consistent with the goals of ARANZ
  • To ensure Archifacts is produced within budget
  • To dispatch Archifacts to members
  • To ensure contributors are thanked as required
  • To ensure the treasurer invoices advertisers and pays creditors by passing on the necessary information in a timely manner

ARANZ Alert Editor

The ARANZ Alert Editor's primary role is to produce and edit the ARANZ Alert newsletter. 

Email: Newsletter@aranz.org.nz

Responsibilities:

  • To solicit material for publication
  • To ensure the timely production of the Newsletter
  • To ensure the standard of content and production of the Newsletter is maintained and is consistent with the goals of ARANZ
  • To ensure the Newsletter is produced within budget
  • To ensure the dispatch of the Newsletter to members
  • To ensure contributors are thanked as required
  • To ensure the treasurer invoices advertisers and pays creditors by passing on the necessary information in a timely manner

Branch Liaison Officer

The primary task for the Branch Liaison Officer is to establish regular contact and dialogue between Council and branch committees, both directly with committee members and generally with branch members through the ARANZ Newsletter and web page. The branch liaison officer will undertake a range of activities with the aim of:

  • keeping branch committees informed of what Council is doing,
  • ensuring consultation with branch committees about future Council initiatives and directions,
  • providing Council with information from branch committees about what they need from Council to assist them to foster the aims of ARANZ within their regions
  • The Branch Liaison Officer will also:
    • ensure committees have the opportunity to comment in the development of position papers,
    • canvas committees for views with regard to the development of submissions,
    • liaise with the Newsletter & Archifacts editors in order to get regional issues into print,
    • ensure branches provide Council with adequate documentation to support its administrative and recordkeeping needs.

Membership Secretary

The Membership Secretary is another ex-officio position appointed by Council and is responsible for maintaining the membership database and mailing lists, organising the subcription renewals and regularly reporting to Council on membership numbers and issues.

Email: Membership@aranz.org.nz

Responsibilities:

  • To maintain ARANZ members details in an accurate manner
  • To dispatch and receive membership renewals
  • To invoice members as required
  • To answer queries relating to missing publications
  • To deposit all membership subscriptions and pass the details to the Treasurer
  • To provide updated membership lists to branches from time to time or as requested
  • To provide mailing labels to the Archifacts and Newsletter editors, or for other Council purposes as required
  • To present a report to ARANZ Council meetings
  • To advise ARANZ Council on membership matters
  • To provide membership information to potential members on request

 

WebMaster

The ARANZ Webmaster is appointed by Council and is responsible for the maintenance of the ARANZ website.

 

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