AGM 23 March 2026 7.00pm
Microsoft Teams link: Teams Link
Our Constitution has to be updated to ensure compliance with the changes to the Incorporated Socities Act 2022. You can find a copy of the our draft Constitution here. These changes will be voted on at our AGM so that we can file the changes and remain compliant and not be removed by the Registrar. We need to have a quorum of 10 Members for our AGM to proceed, please consider attending to vote for the new Consitution or we risk being removed as an Association.
Committee Positions & Vacancies
Nomination forms are here
The executive committee is made up of the following roles:
Those members who are willing to join the executive committee will have to agree to the new terms and conditions listed on page 2 of the nomination form (compliance with the new Incorporated Socities Act 2022)
- Chair (office bearer, registered with incorporated societies registrar) Open to Moninations
- Secretary (office bearer, registered with incorporated societies registrar) Open to Moninations
- Treasurer (office bearer, registered with incorporated societies registrar)
- Magazine Editor / Magazine Layout
- Insurance Liaison Open to Moninations
- Social Media
- Partner Liaison Open to Moninations
- Webmaster
Chair (office bearer, registered with incorporated societies registrar)
- Ensuring that the Rules are followed;
- Convening Meetings and establishing whether a quorum (half of the Executive Committee) is present;
- Chairing Meetings, deciding who may speak and when;
- Overseeing the operation of the Association;
- Providing a report on the operations of the Association at each Annual General Meeting.
- Has dedicated email address & access to Microsoft online tools (business basic 365) & NZSMA Canva account
Secretary (office bearer, registered with incorporated societies registrar)
- Recording the minutes of Meetings;
- Keeping the Register of Members;
- Holding the Association’s records, documents, and books except those required for the Treasurer’s function;
- Receiving and replying to correspondence as required by the Executive Committee;
- Forwarding the annual financial statements for the Association to the Registrar of Incorporated Societies upon their approval by the Members at an Annual General Meeting.
- Advising the Registrar of Incorporated Societies of any rule changes;
- Advising the Registrar of Incorporated Societies of any other changes and lodgement of any associated documents
- Has dedicated email address & access to Microsoft online tools (business basic 365)
Treasurer (office bearer, registered with incorporated societies registrar)
- Keeping proper accounting records of the Association’s financial transactions to allow the Association’s financial position to be readily ascertained;
- Preparing annual financial statements for presentation at each Annual General Meeting. These statements should be prepared in accordance with the Societies’ accounting policies.
- Providing a financial report at each Annual General Meeting;
- Providing financial information to the Executive Committee as the Executive Committee determines.
- Has dedicated email address & access to Microsoft online tools (business basic 365)
Magazine Editor / Magazine Layout
- Setting the themes for upcoming E-Magazines, advising Partner Liaison so they can communicate with Partners for articles & or advertisements
- Preparing the layout of the E-Magazine
- Editing and or sourcing articles for the E-Magazine
- Providing updates to the executive committee at monthly committee meetings
- Has dedicated email address & access to Microsoft online tools (business basic 365) & access to NZSMA Canva Account.
Insurance Liaison
- Being a point of contact for our insurance broker & members
- Collating applications for insurance from members, confirming payment has been made then forwarding applications to insurance broker to be processed
- Saving copy of insurance applications to online filing
- Forwarding invoices from insurance broker to treasurer for payment.
- Forwarding copy of updated insurance policy to members once received from broker
- Has dedicated email address & access to Microsoft online tools (business basic 365)
Social Media
- Being an admin for our Facebook group (and any other apps that may be available)
- Processing requests to join the Facebook group, ensuring that people who request entry are fully paid-up members of the association prior to be being accepted.
- Ensuring that members of the Facebook group are still current members of the association and removing them from the group if not.
- Posting to Kiwi Soapmakers Facebook group on the 1st & 15th of the month advertising NZSMA
- Updating the Executive Committee at Committee Meetings
- Has dedicated email address & access to Microsoft online tools (business basic 365) & access to NZSMA Canva account.
Partner Liaison
- Being a point of contact for our Partners,
- Making contact with or sourcing prospective New Partners on behalf of our members
- Contacting partners & advising them of the Themes & cut off dates for upcoming Magazines as provided to you from the E-Magazine editor, forwarding any articles or advertisements from our Partners to the Editor for inclusion into the E-Magazine
- Updating the Executive Committee of any changes or updates from our Partners at Committee Meetings
- Has dedicated email address & access to Microsoft online tools (business basic 365)
Webmaster
- Being a point of contact for our website,
- Updating any changes to the website as requested by the Chair or as a result of approved changes from Committee meetings
- Updating WooCommerce changes on the website at the end of the membership year for the new membership Year.
- Updating the membership pricing changes during the year
- Making any other changes as required to WooCommerce / WordPress
- Has dedicated email address & access to Microsoft online tools (business basic 365)
The above descriptions have been provided as a guide only. Nomination forms are to be sent to Secretary@nzsma.org.nz by 5.00pm 17th March 2026