The following protocols shall guide the operation of the KKRRT Board, herein referred to as 'the committee'. Any departure from these protocols may only occur where there is the consent of those affected and/or Trust members acting in good faith find it necessary to vary one or other protocol. It shall not be permissible to vary these protocols so as to frustrate the business or purpose of the Trust.

Committee Meetings:

1. There will be a minimum of 8 committee meetings a year.

2. If a meeting time, date or venue is cancelled or altered then members will be notified sufficiently in advance of the meeting to ensure minimal inconvenience arising from the changed arrangement.

3. Agendas will be sent out 3 days prior to meetings.

4. Members wishing to have items or notices of motion placed on the agenda will notify the Chair or Secretary at least a week in advance of the meeting. The Chair and Secretary will be responsible for producing the agenda.

5. Generally items of general business will only be added to the circulated agenda if:

• The matter is urgent or of the nature of an 'emergency', or
• The matter has been identified after notified deadlines for the preparation of the agenda and has a deadline for response requiring that the matter be dealt with before the next committee meeting, or
• The meeting agrees.

6. Designated sub-committees are required to prepare a brief report for committee meetings and may be asked by the committee to produce a full written report for the Annual Meeting

7. Meetings shall be scheduled for a maximum 2 hour duration. Time in excess of 2 hours to be by 15-minute extension with the agreement of the committee.

Meeting Procedures:

Meeting formats will be as follows:

1. Any item requiring consideration will be listed as a separate agenda item, with a short explanatory sentence, to allow members to come to the meeting with some considered ideas or opinions.

2. Correspondence (other than that in agenda items) will be listed and placed on the table at the meeting for inspection if members wish. The correspondence item will then be dealt with by the covering motion 'That miscellaneous correspondence be laid upon the table'.

3. The financial report, in written form, will contain the following information:-

• Funds in hand - (a) Invested
• (b) In current account
• Receipts for period from last meeting.
• Accounts to be approved for payment.
• The relevant covering motion can then be 'That the financial report be received and the accounts as listed approved of payment'.
  (NOTE: Expenditure of more than $150.00 will require the prior approval of the committee)

4. In general, items should be dealt with by a brief explanation of the item, a short time for discussions or clarification, then, where required, a motion to be moved and seconded to allow proper debate.

Correspondence:

1. Correspondence on behalf of the Trust will be over the signature of one of the officers.

2. Where letters of a routine nature are received, the Secretary will have authority to answer such correspondence without prior reference to the Chair or Committee, but all such letters will be available for members' perusal in the correspondence folder provided at meetings.

Public Statements, Press Releases etc:

1. All official statements on behalf of the Trust will be made by the Chair unless there is agreement from the committee for there to be another spokesperson.