Association Calendar
he AIVC Constitution, AIVC Standing Orders, and Insurance Guidelines are very useful references - read them as well as these notes. The calendar for the AIVC year runs from the National Weekend and AGM in April.
Association Diary (Clubs Summary)
| April | - IVC Weekend and Conference
- Levy notices issued to clubs by AIVC Treasurer.
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| May | - First AIVC Committee Meeting
- Around 20th - Deadline for articles for June Newslines
- Around 27th - First quarterly Newslines (June) posted to clubs by printers
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| June | |
| July | - Second AIVC Committee Meeting
- First Levy surcharge imposed for late payment (5%)
- Conference Report posted to clubs by AIVC Secretary
- July AIVC Address List posted to clubs
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| August | - Second Levy surcharge imposed for late payment (additional 5%)
- Around 20th - Deadline for September Newslines.
- Around 27th - Newslines (September) posted to clubs by printers
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| September | - 14th onwards - AIVC mid-year Development Workshops
- Third AIVC Committee Meeting
- Third Levy surcharge imposed for late payment (additional 5%)
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| October | Club AGM Season ... AIVC is quiet |
| November | - Fourth AIVC Committee Meeting
- 20th - Deadline for constitution changes and motions to dissolve AIVC to AIVC Secretary
- Around 20th - Deadline for articles for December Newslines.
- Around 27th - Third quarterly Newslines (December) posted to clubs by printers
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| December | - 4th - AIVC Insurance Renewal date
- Requests for membership figures are sent by AIVC Treasurer to clubs
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| January | - Fifth AIVC Committee Meeting
- Updates to The Handbook - Issued to Club Secretaries and Chairman by AIVC Secretary.
- 20th - Formal conference motions required by AIVC Secretary
- Around 27th - January AIVC Address List posted
- Membership figures due from clubs to AIVC Treasurer
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| February | - Bookings open for National Weekend and Conference.
- Around 20th - Deadline for articles for March Newslines.
- Around 27th - Fourth quarterly Newslines (March) posted to clubs by printers
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| March | - Around 1st-21st - AIVC Pre-Conference Workshops
- Membership figures - Required from Clubs with membership years ending in March
- Deadline for National Weekend and Conference bookings.
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Association Diary (Detailed)
| April | - IVC Weekend and Conference sometime between 15th March and 30th April inclusive (Constitution article 39). This is normally the weekend before or after Easter.
- Final accounts etc circulated. Accounts presented at conference. New budgets adjusted to meet conference decisions.
- Levy notices issued to clubs by AIVC Treasurer. Due date is set two months from issue date.
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| May | - First AIVC Committee Meeting
- Summary of Conference business issued in the first issue of Newslines or as a special letter to club Secretaries by AIVC Secretary.
- Final accounts and final new budgets published by new treasurer in the first Newslines. All decisions with a financial impact are reported in Newslines.
- Around 20th - Deadline for articles for June Newslines
- Around 27th - First quarterly Newslines (June) goes to the printers
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| June NEWSLINES | - Around 1st - Newslines arrives with club ALOs for distribution to committee and for members to view.
- First draft of the Conference minutes considered by the Committee before/at the July meeting assuming the minute taker from Conference has completed them.
- AIVC levy due. Two months after issue of Levy notices, normally end of June or first week of July. Treasurer may issue reminders at his/her discretion.
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| July | - Second AIVC Committee Meeting
- First Levy surcharge imposed for late payment (5% of basic charge before allowances).
- Conference Report posted to clubs (Constitution paragraph 30 says within three months of Conference where practical). This may be later where there have been problems or revisions asked for.
- Around 27th - July AIVC Address List posted to club Secretaries and ALOs.
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| August | - Second Levy surcharge imposed for late payment (additional 5% of basic charge before allowances - i.e. 10%) two months after levy due date. Club now considered in default. Newslines deliveries suspended.
- Around 20th - Deadline for articles for September Newslines. Includes notification of dates and venues for any mid-year AIVC Development Workshops.
- Around 27th - Second quarterly Newslines (September) goes to the printers
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| September NEWSLINES | - Around 1st - Newslines arrives with club ALOs for distribution to committee and for members to view.
- 14th onwards - AIVC mid-year Development Workshops held in various parts of the country.
- Third AIVC Committee Meeting. The organiser or treasurer of the previous Conference is usually invited for a financial handover.
- Third Levy surcharge imposed for late payment (additional 5% of basic charge before allowances - i.e. 15%) three months after levy due date. Club may now be suspended.
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| October | This is the busiest time for club AGMs (currently 13 in Oct. and another 11 in Nov.). All clubs are reminded to give AIVC their Address List updates following the election of new officers. The AIVC Comms Officer will generally give the Secretary or ALO of each club at least one reminder, but clubs are responsible for ensuring that they keep AIVC informed of changes of details (Standing Orders Section 8). |
| November | - Fourth AIVC Committee Meeting - normally held at the venue for the following years Conference to ensure all aspects of Conference requirements are met. The Conference organiser is invited to this meeting and, if appropriate, the one in January.
- 20th - Deadline for proposals to change the constitution or dissolve the Association to be with the AIVC Secretary. (Standing Orders 9.3)
- Around 20th - Deadline for articles for December Newslines. Contains notice of Conference date and venue, preliminary agenda and call for conference motions. The December Newslines contains notice of any Constitutional motions to be considered at the Conference.
- Around 27th - Third quarterly Newslines (December) goes to the printers
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| December NEWSLINES | - Around 1st - Newslines arrives with club ALOs for distribution to committee and for members to view.
- 1st or as soon as practical thereafter - Notice of meeting and preliminary agenda for next Conference issued by AIVC Secretary (Constitution 27.1 / 27.3)
- 4th - Insurance renewal date - the AIVC Treasurer sends the membership returns for previous year to the insurance brokers, to arrive by this date. The brokers should send the AIVC Secretary a revised insurance schedule shortly after this date. A copy is circulated to every club secretary (normally with the Address List or Handbook).
- The bulk of requests for membership figures are sent out (This may occur in January). Requests are sent to clubs with fixed membership years ending in December and those with rolling membership years. For clubs with fixed membership years ending between April and November, the request may have been sent earlier in the year. For clubs with fixed membership years ending between January and March, these may be held over until closer to the appropriate date.
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| January | - Fifth AIVC Committee Meeting - Business includes arrangements for Conference, motions, the Conference Agenda and discussion of next year's budget. Any proposals for venues for the following years National IVC Weekend and Conference is also discussed.
- Around 27th - January AIVC Address List posted to club Secretaries and ALOs.
- Updates to The Handbook - Issued to Club Secretaries and Chairman by the AIVC Secretary. This will include updates from the previous AGM (Conference) to the Constitution and Standing Orders. The latest Insurance Schedule is normally also posted with Handbook updates. At the discretion of the AIVC committee this may be in the form of a CD. *
- 20th - Formal motions to go on final conference agenda to be with AIVC Secretary (Standing Orders 9.4)
- Membership figures should be returned by all clubs whose due date has passed.
- Provisional budget for new AIVC financial year is presented to committee if possible.
- 31st - End of Association Financial Year
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| February | - Bookings open for National Weekend and Conference. The AIVC and Conference Organisers will be campaigning for your Conference bookings. There are a limited number of places reserved for Club delegates with the remainder available to any IVC member that wants to spend a weekend away. Book early or your club members may be disappointed!!!
- Around 1st - Final Agenda for Conference, insurance schedule, and provisional levies is posted to club Secretaries.
- AIVC accounts are closed for the old year.
- Final expense claims for old financial year required.
- Provisional Accounts and Budget to Actuals for old year and Provisional Budgets for new year are issued. Projected General and Insurance levies calculated and published.
- Accounts sent to auditor.
- Around 20th - Deadline for articles for March Newslines. Contains notice of Conference date, venue and final agenda. Also contains dates and venues of any pre-conference workshops arranged in March.
- Around 27th - Fourth quarterly Newslines (March) goes to the printers
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| March NEWSLINES | - Around 1st - Newslines arrives with club ALOs for distribution to committee and for members to view.
- Around 1st-21st - AIVC Pre-Conference Workshops are held in various parts of the country.
- Clubs with fixed membership years ending in March should send in figures immediately after that month's committee meeting.
- Final accounts and budgets complete (if the rest of the committee don't change their minds and all membership figures have been received!).
- Final deadline for National Weekend and Conference bookings.
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* During the AIVC year, a second update of the AIVC Handbook may be issued sometime between May and July if there have been enough updates to justify the cost otherwise it is only issued in November (Standing Orders 3.2).
