Commitment to Te Tiriti o Waitangi
Table Tennis NZ recognises Te Tiriti o Waitangi as Aotearoa New Zealand’s founding document and is committed to upholding the mana of Te Tiriti o Waitangi and the principles of Partnership, Protection and Participation.
Board Charter and Code of Conduct
Purpose
This code of conduct aims to provide guidance on the behaviour expected of all Board members / Officers of Table Tennis NZ.
Application
This code applies to all Board members / Officers of Table Tennis NZ.
This code is to be read together with Table Tennis NZ’s policies and procedures, including the Code of Conduct Policy 1, and the Constitution.
Obligations of the Board
The Table Tennis NZ Board has two main obligations:
- compliance; and
- performance.
The Boards role is defined as setting and reviewing strategy, monitoring risk and compliance. The Board has delegated authority for the operations, administration and delivery of services of Table Tennis NZ to the CEO.
Compliance requirements
As to legal requirements, the Board of Table Tennis NZ will:
- comply with all Officer’s responsibilities under relevant legislation and the Table Tennis NZ Constitution
- comply with all other governing and relevant laws
- monitor insurance requirements
- approve and monitor policies
Performance obligations
Performance can be divided into strategy & policy, accountability, reputation and risk management requirements.
Strategy & Policy
As to strategy & policy requirements, the Board will:
- develop and approve the Strategic Plan including values, vision and purpose and monitor regularly
- approve Policies and monitor them regularly
Accountability
As to accountability requirements, the Board will:
- monitor the financial and overall performance of Table Tennis NZ
- engage in Board evaluation and succession planning
- report financial and performance outcomes to stakeholders
- ensure compliance with audit requirements
- manage the CEO and, in turn, the CEO will manage all other Table Tennis staff and contractors.
Reputation
As to reputation requirements, the Board shall:
- keep stakeholders informed and protect their interests
- always be aligned regarding Board decisions
- always project a strong and positive image of Table Tennis.
Risk Management
As to risk management requirements, the Board will:
- ensure Table Tennis NZ has an up-to-date and effective risk management strategy
- Monitor, evaluate and mitigate key strategic risks.
Uphold their Officer’s Duties under the relevant legislation
Board Tenure and Independence
The TTNZ Constitution sets out qualification criteria for Board members, disqualification, terms of election and appointment, removal and ceasing to be a Board member.
Board members should be free from any interest and any business or other relationship which could, or could reasonably be perceived to, materially interfere with the Director’s ability to act in the best interests of Table Tennis NZ. Where such a material conflict arises however, Directors must disclose the conflict and abstain from discussion and voting on the relevant matter. They may also be required to leave the meeting and not be included in correspondence related to any material interest. Refer to the Constitution, relevant policies, interests register and relevant legislation in respect of obligations to disclose conflicts of interest.
Board and CEO Relationship
The roles of the Board (including the Chairperson and Deputy Chairperson) and the CEO are strictly separated – the CEO although an officer of Table Tennis NZ, is not a member of the Board.
The CEO is responsible for:
- managing all TTNZ operations in an efficient and effective manner
- adhering to all TTNZ policies in operations
- bringing material and other relevant matters to the attention of the Board in an accurate and timely manner
- keeping accurate records of operations including standard operating procedures
- the production of an annual report.
Reporting
Proceedings of all meetings are minuted and signed by the Chairperson or the chair of the meeting.
Minutes of all Board meetings are circulated to Board members and approved by the Board at the subsequent meeting.
Guiding principles and minimum standards:
The following minimum standards of conduct apply to Board members:
- will attend and actively participate in Board meetings bringing healthy discussion, debate and perspective to issues raised
- Notwithstanding the above will align with and support all Board decisions once made
- will not speak on behalf of TTNZ unless they have written authority from the Board Chair or CEO
- will address any grievance to the Board Chair or CEO
- will keep confidential all matters discussed at Board level unless otherwise agreed in writing by Board Chair or approved meeting minutes
- Any breach of the Code of Conduct by a Board Member will be dealt with according to the TTNZ Constitution by the Board Chair, or appointed person or persons (appointed by a quorum of the Board)
A copy of this Policy will be provided to any newly elected or appointed Board Member under the Constitution as soon as practicable together with a welcome letter which once signed is deemed agreement of this code of conduct/Policy.
Version: February 2025