Page 28 - AYO Governance Manual Draft

Banking Arrangements
 All payments must have supporting documentation signed by two EC members.
 All payments over $5,000 must have two signatories.
 No overdraft facilities will be entered into without the written consent of the EC

Record-Keeping
 All records shall be kept for a minimum of seven years in a secure setting
 Backups will be made of all financial documentation monthly and stored in a secure location.

Reporting and Financial Statements
 A financial report for the preceding period will be provided for each meeting
 An annual budget will be approved by the Executive Committee before each new financial year. Any
expenditure over the budgeted amount must be approved by the EC
 An annual Performance Report, required to be filed by all registered charities, will be prepared by
the Treasurer and reviewed by an independent chartered accountant to present at the AGM.
 A report needs to be filed to APRA twice a year, by 31 July and 31 January, reporting the works
performed and concert income for the six month periods ended 30 June and 31 December,
respectively. This is currently done by the Treasurer as it requires concert income details and an
invoice is usually received back from APRA, being the royalties fee for those performances. The
spreadsheet below contains the required information (there is no prescribed form).

ORCHESTRA: Auckland Youth Orchestra Inc.
PERIOD: Jan- Jun [Year]

(excl. GST)
DATES OF PERFORMANCES: [Dates] No. of Gross Fee Income/
TITLE COMPOSER & ARRANGER PERFORMER Performances DURATION Box Office Donations

Venues Date/Time

(excl. GST)
DATES OF PERFORMANCES: [Dates] No. of Gross Fee Income/
TITLE COMPOSER & ARRANGER PERFORMER Performances DURATION Box Office Donations

Venues Date/Time

 Summary of Grants/Donations - maintain files on AYO’s Google Drive
 Upload printed programmes and annual Performance Reports to the AYO account on Issuu.com
and email the publications’ URL links to whoever maintains the website for update.

 Supporters Database – we maintain a spreadsheet and also the same database on Mailchimp. The
spreadsheet contains name, email address, relationship to AYO, alumni details, other notes and
annual donations received. The Mailchimp database has name, email address and responses to
emails sent out using Mailchimp.