Board Member Role Descriptions

For the purpose of strengthening the association a Co-Presidency governance structure has been implemented to acknowledge the voluntary nature and historical barriers to the progression of AWSA. Where the term “Presidents” is used in this role profile, it refers to the President and Co-President together.  Where “President” is used in other AWSA documentation, it contemplates the shared presidency established by this role profile, if applicable.

The President and Co-President have overall responsibility for AWSA’s administration and support each other to set the annual committee agenda (consistent with the views of members), help the board prioritise its goals and keep the board on track by working within the guiding strategic plan from time to time and founding discussion document. At the operational level, the major function of the Presidents’ role is to facilitate effective board meetings.

The President and Co-President are elected by AWSA’s members and are responsible for representing the views of AWSA members and acting in the best interests of AWSA.

The Presidents’ role responsibilities are:

• Working with the AWSA board to prepare and agree AWSA’s strategic plan and assigning responsibilities and accountabilities, reviewing at least annually.

• Ensure all board members are familiar with AWSA’s constitution and responsibilities as officers of AWSA.

• Management of committee and/or executive meetings.

• Management of the annual general meeting.

• Representation of AWSA at a local and national level.

• Act as a facilitator for AWSA activities.

• Ensure the planning and budgeting for the future is carried out in consultation with the Treasurer, in accordance with AWSA members’ views, and in a fiscally responsible manner.

• Maintain confidentiality on relevant matters.

Ideally the President(s):

• Can communicate effectively.

• Are well informed of all AWSA activities.

• Are aware of the future directions and plans of AWSA members.

• Have a good working knowledge of AWSA’s constitution, rules and the duties of all office holders and subcommittees.

• Are supportive directors for AWSA’s members and board.

The estimated time commitment required by the President(s) of AWSA will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly. The role is to be shared between the President and Co-President and determined by open and effective communication between the two people acting in these roles.

The President and Co-President are appointed for an annual term which is redetermined at the following AGM.

The Vice President is a director of the Aotearoa Women’s Surfing Association (AWSA) and supports the secretary and President to provide the coordinating link between AWSA members, the board and AWSA partners and stakeholders.

The Vice President is directly responsible to the President of AWSA, the board and the members of AWSA. 

The Vice President will support the President in fulfilling their duties and will also be responsible for:

• Maintaining legal and governance processes and documentation.

• Assisting with strategic planning and delegation of responsibilities under AWSA’s strategic plan.

• Acting as AWSA’s public officer liaising with members of the public, affiliated bodies  and government agencies.

• Responding to general duties as directed by the board.

• Serving on any sub-committees for which the Vice President has expertise.

• Maintaining confidentiality on relevant matters.

Ideally the Vice President is someone who:

• Can communicate effectively.

• Is well organised and can delegate tasks.

• Has a good working knowledge of AWSA’s constitution and organisation as a whole.

The estimated time commitment required by the Vice President of AWSA will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly. 

The Vice President is appointed for an annual period and redetermined at the following AGM.

The Treasurer is the chief financial management officer for the Aotearoa Women’s Surfing Association (AWSA).

 The Treasurer is directly responsible to the President and Co-President of AWSA and its members.

 The Treasurer will: 

• Prepare a budget and monitor it carefully.

• Ensure the planning and budgeting for the future is carried out in accordance with AWSA members’ views.

• Keep AWSA’s books up-to-date.

• Keep a proper record of all payments and monies received.

• Make sure financial reports are available and understood at all committee meetings.

• Show evidence that money received is banked and documentation provided for all money received and paid out.

• Chair any funding sub-committee hui and report back to the AWSA board.

• Give the Treasurer’s report at regular meetings and when otherwise required.

• Produce an annual financial report.

• Send out AWSA accounts.

• Pay AWSA bills.

• Maintain confidentiality on relevant matters.

 Ideally the Treasurer is someone who is:

• Well organised.

• Deeply familiar with financial management.

• Able to allocate regular time periods to maintain the books.

• Able to keep good records.

• Able to work in a logical orderly manner.

• Aware of information, which needs to be kept for the annual audit. 

The estimated time commitment required as the Treasurer of AWSA will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly. 

The Treasurer is appointed for an annual period and redetermined at the following AGM.

The Secretary is the chief administration officer of the Aotearoa Women’s Surfing Association (AWSA). This person provides the coordinating link between AWSA members, the management board and AWSA partners.

The Secretary is directly responsible to the President and Co-President of AWSA and its members.

The Secretary will:

• Prepare the agenda for AWSA board hui in discussion with the Co-Presidents.

• Take hui minutes.

• Write up hui minutes as soon as possible after the hui, file and distribute prior to the next hui.

• Make arrangements including venue, date, times and hospitality for board meetings (if applicable).

• Send adequate notice of meetings.

• Call for and receive nominations for board and other positions for the AWSA AGM.

• Read, reply and file correspondence promptly via AWSA’s email account, notifying other board members where appropriate.

• Collate and arrange for the distribution of the annual report in March/April prior to the AGM.

• Maintain registers of members names and addresses, life members and partners/sponsors.

• Communicate information between association and AWSA members (AGM dates, etc.).

• Respond to general duties as directed by the board.

• Maintain confidentiality on relevant matters.

• Monitor sales and coordinate the distribution of AWSA merchandise.

Ideally the secretary is someone who:

• Can communicate effectively.

• Is well organised and can delegate tasks.

• Has a good working knowledge of AWSA’s constitution.

Systems you will be required to use:

• Google suite (drive, meet, sites).

• Trello.

• Squarespace.

The estimated time commitment required as the Secretary of AWSA will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly. 

The Secretary is appointed for an annual period and redetermined at the following AGM.

A member of the Aotearoa Women’s Surfing Association (AWSA) board is the backbone to facilitating, supporting and communicating the desires and needs of AWSA members and women's surfing community in Aotearoa.

A board member attends regular monthly board hui and has an active input toward SMART process design and application for the benefit of AWSA and its members. 

Individual AWSA board members are elected by AWSA members and are directly responsible to the President and members of AWSA. 

AWSA board members are responsible for:

• Overseeing that SMART processes are established in line with AWSA’s strategic plan and members’ views.

• Setting the strategic direction and priorities in collaboration with the AWSA board.

• Acting consistently within the objectives and vision of AWSA.

• Responding to general duties as directed by the board.

• Other tasks and responsibilities as delegated and agreed (e.g. website and social media management, etc.).

• Maintaining confidentiality on relevant matters.

Communications and marketing focus:

• Implement AWSA’s communications and marketing strategy, reflecting our purpose, values, and community-centred approach

• Provide guidance on how to tell AWSA’s story and communicate impact, stories, and outcomes in ways that resonate with supporters, funders/sponsors, media and the wider public.

• Support the board in strengthening relationships with stakeholders and the community.

• Develop, manage and distribute content across AWSA channels, including website, social media, e-news, media releases

• Experience in communications, marketing, community engagement, or related fields.

Ideally an AWSA board member is someone who:

• Can communicate effectively.

• Is well organised.

• Has a good working knowledge of the constitution and AWSA as a whole

Systems you will be required to use:

• Google suite (drive, meet, sites, docs, forms).

• Mailchimp

• Canva

• Meta, Instagram, Facebook and other social media platforms if and when needed

• Squarespace

The estimated time commitment required by an AWSA board member will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly.

A board member is appointed for an annual period and redetermined at the following AGM.

A member of the Aotearoa Women’s Surfing Association (AWSA) board is the backbone to facilitating, supporting and communicating the desires and needs of AWSA members and women's surfing community in Aotearoa.

A board member attends regular monthly board hui and has an active input toward SMART process design and application for the benefit of AWSA and its members. 

Individual AWSA board members are elected by AWSA members and are directly responsible to the President and members of AWSA. 

AWSA board members are responsible for:

• Overseeing that SMART processes are established in line with AWSA’s strategic plan and members’ views.

• Setting the strategic direction and priorities in collaboration with the AWSA board.

• Acting consistently within the objectives and vision of AWSA.

• Responding to general duties as directed by the board.

• Other tasks and responsibilities as delegated and agreed (e.g. - website and social media management, etc.).

• Maintaining confidentiality on relevant matters.

Ideally an AWSA board member is someone who:

• Can communicate effectively.

• Is well organised.

• Has a good working knowledge of the constitution and AWSA as a whole

The estimated time commitment required by an AWSA board member will vary from week to week, depending on AWSA’s strategic deliverables and the board’s agenda more broadly. 

A board member is appointed for an annual period and redetermined at the following AGM.