AIVC Insurance & General Levies
The AIVC Insurance Levy
The AIVC Insurance Levy is paid by all clubs who require third party public liability insurance cover and is a per head charge. For further details of the AIVC Insurance, see the AIVC Insurance Guide.The total insurance premium is calculated by the insurance company based on the total membership of the participating clubs at 31st December two years prior to the current Conference. For example, this means that the insurance premium used in the insurance levy calculation for Conference 2002 will have been based on the membership of participating clubs at 31st December 2000.
The actual AIVC Insurance Levy is calculated by taking the current years insurance premium and dividing this by the total membership of the participating clubs on 31st December of the last year. For example, this means that for Conference 2002, the insurance levy will be calculated by taking the current insurance premium and dividing this by the total membership in participating clubs at 31st December 2001.
The AIVC Insurance Fund
The difference between the number of members on the date on which the insurance premium is based and the number of members on the date used to to calculate the insurance levy can cause some fluctuation in the amount of the insurance levy. Because it is often impossible divide the premium by the total membership in participating clubs and obtain an exact levy figure, the AIVC Insurance fund will often show either a small loss or surplus in any one year.
The General Levy
The value of the General Levy is agreed at the AGM and the General Levy becomes due at close of Conference. It is a per-head charge based on each Club's membership figures. There are fines for late payment of the AIVC General Levy. Full details on the penalties for late and non-payment are in the AIVC Calendar.
Due date for the AIVC Insurance and General Levies
The AIVC Insurance and General Levies become due for payment at the close of Conference. In all cases, payment of the levy should be made to the AIVC Treasurer before the end of June following the Conference at which the levy amounts were set.
The AIVC General Levy ... and what it pays for
What the General Levy covers is decided by the AGM but it always covers:
- Travel assistance to clubs coming to Conference
- Expenses incurred by Officers in their mandated duties including travel to and accommodation at Conference
- Administration of Conference and the Association
- Production and distribution of Newslines
- Publicity grants, publicity materials, anything else requested at Conference
The AIVC General Levy Base Budget
This is agreed on the Saturday morning of the Conference weekend and covers the day-to-day running costs of the Association. There is generally very little flexibility to change the content of this budget.
Below is an example of the items that are generally included in the Base Budget part of the AIVC General Levy.
Newslines Magazine (21%)
- Production & Distribution
Conference Expenses (30%)
- Delegates and Committee Travel
- Committee Accommodation
- Secretarial work & Printing
Administration (29%)
- Committee Meetings (mostly committee officer travel costs)
- General Admin (phone, post and paper etc)
- Bi-Annual Club Address Lists (production and distribution)
- Document updates (including AIVC CD-ROM when issued)
- Auditor fees
- National Address and archives expenses
- AIVC Web Site and Domain Name fees
- Equipment Repairs
Depreciation (3%)
- Computers
The AIVC Base Budget normally accounts for at least 75% of the expediture by the Association.
The AIVC General Levy Development Budget
This is agreed on the Sunday morning of the Conference weekend and covers the extra costs of any development activities that the Association is requested to undertake. There is generally considerable flexibility to change the content of this budget.
Below is an example of the items that may be included in the Development Budget part of the AIVC General Levy.
Development Budget (17%)
- Regional Development Expenses
- Development Grants
- Pre-conference Workshops
- Development Workshops
- Bought-in Services
The AIVC Development Budget normally accounts for between 15% and 20% of the expediture by the Association.