1. Procedure for hand-over

When a new committee takes charge of the association, make sure that the following formalities are completed:

• all assets should be handed over to the new committee. At the time of writing this (May 29 2004) the assets of the PRBA include:
  • two steel cupboards
  • new and used bidding boxes
  • duplicate boards with cards
  • cloth bags (for transferring boards in team games)
  • some table cloths
  • a laptop donated by A.S. Rege
  • a printer
  • all fixed deposit receipts
  • cash lying in various bank accounts
  • cash in hand
  • stationery (score sheets, recap sheets, letterheads),
  This list has been constructed from memory so may not be accurate. The purpose of listing the assets is to give an idea of the assets we have.
• the association seals must be handed over. These include
  • the official seal of the association. I believe that either by law or by convention this is round-shaped.
  • official seals of individual office-bearers. I believe that these are rectangular in shape - again I don't know if that is the convention or the law. Incidentally, I have not yet seen the seal for the Hon. Treasurer although I have already completed one term so that should give you an idea of how things are :-)
• the following should be handed over:
  • book containing minutes of Executive Committee meetings
  • book containing minutes of General Body Meetings
  • any files or registers
  • pass books and cheque books for all bank accounts
  • all receipt books
  • all Fixed Deposit receipts
  • receipts of any other cash investments (shares, bonds etc.)
  • any old financial statements, legal briefs etc.
  • any other official papers, documents, files etc.
  • passwords (e.g. password for using the PRBA web-site, should one get created) and keys needed for access to any assets
• the new committee should arrange to have the authorised signatories for all accounts changed.