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Tararua Tramping Club

Celebrating 100 years of tramping

Governance Van Policy

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TTC Van Policy

Status: Approved for consultation with members by General Committee 2019-08-14

The van is a portfolio area under the clubís management plan, managed by the Van Officer and optionally a van committee, with a General Committee member responsible for liaison.

Operation and Management

The van will have a volunteer officer, the Van Officer, responsible for its management, operation, rules, and cost recovery as described within this policy. The Van Officer may convene additional team members as a committee to assist and support the operation and management.

A General Committee member will be allocated the Van as a portfolio and be responsible for liaison with the Van Officer.
Operating and management processes to be set and maintained by the Van Officer.
The Van Officer must keep complete records of van booking, usage, operations, maintenance, etc.

Insurance and maintenance

The van must be fully insured, including public liability insurance.
The van must be regularly and fully maintained, warranted, certified, and otherwise kept in safe and serviceable condition by the Van Officer and van committee.

Capital and operational costs

The new club van, a white LWB Ford Transit 12 seater, was purchased on 13 September 2016 from Capital City Ford, Taranaki Street, for $63,480.00 including GST. The cost of the van was fully met by grants from the Michael Taylor and Elizabeth Viggers bequests, the Brian Whiteacre Trust, and $26,469 from general club funds.

Day-to-day Costs

The van is expected to completely cover its operating and maintenance costs from fees charged for usage. Should the van usage fees not cover the operating, maintenance, costs for two continuous years itís ongoing benefit / utility shall be reviewed by the General Committee.

The Van Officer and Committee should ensure an operating contingency between 5% and 12% of the initial capital costs is held to provide for expected and unexpected expenses.

The van is expected to put aside annually depreciation as determined by the Treasurer to ensure that the van can be replaced at the end of life without the use of club funds.

Replacement

The expected life span of van club use is ten years.

Should the van account not have the required funds when replacement is due the Van Committee will need to seek external fundraising outside of TTC general funds to make up the shortfall. This might include donations, grants or bequests (as per below).

If sufficient external funding cannot be arranged, or fail to meet the cost of replacement General Committee has the discretion to either make up shortfall from general funds, or determine that the van shall not be replaced.

Bequests can be put towards the replacement of the van if they are specifically noted as being for the van at the time of receipt, or at the discretion of the General Committee.

Planning and reporting

General committee expects each portfolio area to provide an annual budget and a five year investment plan. To assist with this General Committee provide budget and plan templates, and assistance in setting up the budget and plan. These should be updated annually prior to the AGM.

The Van Officer has the opportunity monthly to report to General Committee through the GC portfolio liaison representative. General Committee requests that the Van Committee report at least quarterly on usage and against budget and plan.

Related Policies

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Page last modified on 2019 Sep 04 05:23

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