BOARD CHARTER RFCB
RELATIONSHIP AND FAMILY COUNSELLING BOARD INCORPORATED (RFCB)
GOVERNANCE AND OPERATIONAL POLICY SUITE
PART 1: BOARD CHARTER
1. Title
This document shall be known as the Board Charter of the Relationship and Family Counselling Board Incorporated (RFCB) (“the Charter”).
2. Purpose
2.1 The purpose of the Board is to provide effective governance, oversight, and strategic leadership to ensure the organisation:
a. Achieves its stated objectives
b. Operates in accordance with New Zealand law
c. Upholds ethical and professional standards
d. Protects the public interest
3. Role of the Board
3.1 The Board is responsible for governance and oversight and shall not be involved in day-to-day operational management unless required.
3.2 The Board shall:
a. Set strategic direction
b. Monitor organisational performance
c. Ensure financial sustainability
d. Oversee risk and compliance
e. Maintain public confidence in the profession
4. Key Responsibilities
4.1 Governance
The Board shall:
a. Approve and periodically review organisational strategy
b. Approve all key policies and frameworks
c. Monitor performance against strategic objectives
d. Ensure compliance with all applicable New Zealand legislation
4.2 Financial Oversight
The Board shall:
a. Approve annual budgets
b. Monitor financial performance and sustainability
c. Ensure appropriate financial controls are in place
d. Safeguard the proper use of organisational funds
4.3 Risk and Compliance
The Board shall:
a. Identify and monitor organisational risks
b. Ensure effective complaints and disciplinary processes
c. Monitor ethical compliance across membership
d. Ensure systems are in place to protect the public
5. Board Composition
5.1 The Board shall consist of:
a. A minimum of three (3) members
b. A recommended range of five (5) to nine (9) members
5.2 The Board should include a balanced mix of:
a. Qualified counselling professionals
b. Independent or public interest representatives
5.3 The Board shall collectively maintain:
a. Governance capability
b. Financial literacy
c. Cultural competence, including understanding of Te Tiriti o Waitangi and the needs of New Zealand’s diverse communities.
6. Board Roles
6.1 Chair
The Chair shall:
a. Provide leadership to the Board
b. Ensure effective governance processes
c. Facilitate meetings and decision-making
d. Act as the primary liaison for the Board
6.2 Secretary
The Secretary shall:
a. Maintain accurate records of meetings
b. Ensure minutes are recorded and retained
c. Maintain governance documentation
6.3 Treasurer
The Treasurer shall:
a. Oversee financial management and reporting
b. Ensure financial transparency and accountability
c. Report to the Board on financial performance
7. Meetings
7.1 The Board shall meet at least quarterly.
7.2 A quorum shall be a simple majority of current Board members.
7.3 Decisions shall be made by majority vote unless otherwise specified.
7.4 The Chair shall have a casting vote where required.
8. Code of Conduct (Board Members)
Board members shall:
a. Act in good faith and in the best interests of the organisation
b. Exercise due care, diligence, and skill
c. Avoid conflicts of interest
d. Maintain confidentiality of Board matters
e. Uphold the integrity and reputation of the Board
9. Review
This Charter shall be reviewed at least every three (3) years.
PART 2: CONFLICT OF INTEREST POLICY
1. Purpose
1.1 This Policy ensures that all decisions of the Board are made:
a. Objectively
b. Transparently
c. In the best interests of the public and the organisation
2. Definition of Conflict of Interest
2.1 A conflict of interest exists where a person’s:
a. Financial interests
b. Personal relationships
c. Professional roles or obligations
may influence, or be perceived to influence, their decision-making.
3. Types of Conflict
Conflicts may be:
a. Actual
b. Potential
c. Perceived
4. Disclosure Requirements
4.1 All Board members must:
a. Declare any conflict of interest as soon as it arises
b. Ensure all declared conflicts are recorded in a Conflict of Interest Register
5. Management of Conflicts
5.1 Where a conflict is identified, the Board may:
a. Require the member to abstain from discussion
b. Exclude the member from decision-making
c. Require the member to leave the meeting during discussion
d. Remove the member from involvement entirely
6. Annual Declarations
6.1 All Board members must complete an annual written declaration of interests.
7. Breaches
Failure to disclose a conflict may result in disciplinary action, including removal from the Board.
PART 3: SCOPE OF PRACTICE
1. Purpose
1.1 This document defines the professional activities that members are:
a. Educated
b. Competent
c. Authorised
to undertake.
2. Core Practice Areas
2.1 Relationship Counselling
Members may provide:
a. Couples therapy
b. Conflict resolution support
c. Communication skill development
2.2 Family Counselling
Members may provide:
a. Parenting support
b. Family systems interventions
c. Separation and relationship transition support
2.3 Individual Support
Members may provide:
a. Counselling related to relationship issues
b. Emotional and psychological support within scope
3. Limitations of Practice
3.1 Members must not:
a. Diagnose mental disorders unless appropriately qualified and authorised
b. Provide psychiatric or medical treatment
c. Practise beyond their competence
4. Referral Requirements
4.1 Members must refer clients where:
a. Client needs exceed the member’s competence
b. There is significant risk (including suicide, violence, or harm)
c. Specialist services are required
5. Cultural Practice
5.1 Members must:
a. Practise in culturally safe and responsive ways
b. Respect Māori models of health and wellbeing
c. Work appropriately with diverse communities
PART 4: SUPERVISION POLICY
1. Purpose
1.1 To ensure safe, ethical, and competent practice through structured professional supervision.
2. Mandatory Supervision
2.1 All practising members must engage in regular supervision.
2.2 Minimum standard:
a. At least one (1) hour per month (recommended minimum)
3. Approved Supervisors
3.1 Supervisors must:
a. Be experienced practitioners
b. Be approved by the Board
c. Demonstrate competence in supervision practice
4. Types of Supervision
Supervision may include:
a. Individual supervision
b. Group supervision
c. Cultural supervision
5. Record Keeping
Members must:
a. Maintain accurate supervision records
b. Provide evidence upon request
6. Non-Compliance
Failure to comply may result in:
a. Conditions on practice
b. Suspension of membership
PART 5: COMPLAINTS AND DISCIPLINARY POLICY
1. Purpose
1.1 To:
a. Protect the public
b. Ensure accountability of members
c. Provide fair and transparent processes
2. Who May Make a Complaint
Complaints may be made by:
a. Clients
b. Employers
c. Members
d. Any member of the public
3. Complaint Requirements
3.1 Complaints must include:
a. Name of the practitioner
b. Description of the issue
c. Relevant supporting information
4. Complaints Process
Step 1: Intake
a. Complaint received and acknowledged within five (5) working days
Step 2: Assessment
a. Determination of whether the complaint falls within jurisdiction
b. Preliminary risk assessment
Step 3: Resolution Pathway
Option A: Informal Resolution
a. Mediation or facilitated resolution
Option B: Formal Investigation
a. Appointment of an independent panel
b. Collection of evidence
c. Opportunity for response
Step 4: Outcome
Possible outcomes include:
a. No further action
b. Formal warning
c. Requirement for further training or supervision
d. Conditions on practice
e. Suspension
f. Removal from membership
Step 5: Appeal
a. Members have the right to an independent review of decisions
5. Timeframes
a. Acknowledgement: within 5 working days
b. Initial assessment decision: within 20 working days
6. Principles of Process
All complaints processes shall be:
a. Fair
b. Transparent
c. Timely
d. Confidential (where appropriate)
7. Review
This Policy shall be reviewed every three (3) years.
END OF GOVERNANCE AND OPERATIONAL POLICY SUITE
Purpose
The Board governs and oversees the Relationship and Family Counselling Board Incorporated Limited (RFCB) to ensure it achieves its objectives and meets legal, ethical, and professional obligations.
Role of the Board
The Board is responsible for:
• Strategic direction
• Financial oversight
• Risk management
• Protecting public interest
• Ensuring ethical and professional standards
Key Responsibilities
Governance
• Approve strategy and policies
• Monitor organisational performance
• Ensure compliance with NZ law
Financial Oversight
• Approve budgets
• Monitor financial performance
• Ensure proper use of funds
Risk & Compliance
• Oversee complaints and disciplinary processes
• Ensure ethical compliance
Board Composition
• Minimum 3 members
• Recommended 5–9
• Mix of:
o Counsellors
o Independent/public representatives
Roles
Chair
• Leads Board
• Ensures effective governance
Secretary
• Records minutes
• Maintains records
Treasurer
• Oversees finances
Meetings
• Minimum: Quarterly
• Quorum: Majority
• Decisions: Majority vote
Code of Conduct
Board members must:
• Act in good faith
• Avoid conflicts
• Maintain confidentiality
CONFLICT OF INTEREST POLICY
Purpose
To ensure decisions are made:
• Objectively
• Transparently
• In the best interests of the public
Definition
A conflict exists where a person’s:
• Financial interests
• Personal relationships
• Professional roles
Could influence decision-making.
Types
• Actual
• Potential
• Perceived
Requirements
Disclosure
All conflicts must be:
• Declared immediately
• Recorded in a register
Management
The Board may:
• Require withdrawal from discussion
• Exclude from voting
• Remove from decision entirely
Annual Declaration
All Board members must:
• Complete annual conflict declarations
SCOPE OF PRACTICE
Definition
Defines what members are:
• Trained
• Competent
• Approved
To do.
Core Practice Areas
Relationship Counselling
• Couples therapy
• Conflict resolution
• Communication
• Sex Therapy
Family Counselling
• Parenting support
• Family systems
• Separation support
Individual Support
• Relationship issues
• Mental/ Emotional wellbeing
Outside Scope
Members must NOT:
• Diagnose mental disorders (unless qualified)
• Provide psychiatric treatment
• Practice beyond competence
Referral Requirements
Members must refer when:
• Client needs exceed competence
• Risk is present (e.g. suicide, violence)
Cultural Practice
Members must:
• Practice in culturally safe ways
• Respect Māori, the different religions/cultures in NZ, and diverse worldviews
___________________________________________________________________________________
SUPERVISION POLICY
Purpose
To ensure:
• Safe practice
• Ongoing professional development
Requirements
Mandatory Supervision
All practising members must:
• Engage in regular supervision
Recommended:
• 1 hour per month (minimum)
Approved Supervisors
Must:
• Be experienced practitioners
• Be approved by the Board
Supervision Types
• Individual
• Group
• Cultural supervision
Record Keeping
Members must:
• Keep supervision logs
• Provide evidence if requested
Non-Compliance
Failure may result in:
• Suspension of membership
____________________________________________________________________________________
COMPLAINTS POLICY
Purpose
To:
• Protect the public
• Ensure accountability
Who Can Complain:
• Clients
• Employers
• Members
• Public
Complaint Must Include:
• Name of practitioner
• Description of issue
• Supporting information
Process:
Step 1: Intake
• Complaint received and acknowledged
Step 2: Assessment
• Within scope?
Step 3: Resolution Path
Option A: Informal
• Mediation
Option B: Formal Investigation
• Independent panel
Step 4: Outcome
• No action
• Warning
• Training
• Suspension
• Removal
Step 5: Appeal
• Independent review
Timeframes
• Acknowledgement: 5 days
• Initial decision: 20 days