Committee Standard Constitution and Instrument of Delegation

Committee

Standard Constitution

and

Instrument of Delegation

Minute No 264 – Adopted 26 October 2016

Minute No 350 – Amended 21 December 2016

Minute Nos 18 & 32 – Amended 22 February 2017

Minute No 69 – Amended 22 March 2017

Minute No 334 – Amended 22 November 2017

Minute No 97 – Amended 29 May 2018

Minute No 78 – Amended 24 April 2019

Minute No 148 – Amended 26 June 2019

Minute No 135 – Amended 26 August 2020

Table of Contents

1. OBJECTIVE .............................................................................................................................. 2

2. DEFINITIONS ........................................................................................................................... 2

3. PURPOSE OF THE CONSTITUTION .......................................................................................... 3

4. TERM ...................................................................................................................................... 3

5. FUNCTIONS OF THE COMMITTEE ........................................................................................... 3

6. COMMITTEE MEMBERSHIP .................................................................................................... 6

7. WORK HEALTH & SAFETY ....................................................................................................... 9

8. MEETINGS............................................................................................................................. 10

9. DUTIES OF THE COMMITTEE ................................................................................................ 12

10. VOLUNTEERS ........................................................................................................................ 13

11. FINANCIAL RECORDS - MANAGEMENT COMMITTEES ......................................................... 13

12. RECORDS .............................................................................................................................. 14

13. REPORTS ............................................................................................................................... 16

14. INTELLECTUAL PROPERTY..................................................................................................... 17

15. DISPUTE RESOLUTION .......................................................................................................... 17

16. AMENDMENT OF THE CONSTITUTION ................................................................................. 17

17. DISSOLUTION ........................................................................................................................ 17

SCHEDULE Committee Terms of Reference

APPENDIX 1 Guidelines for Committee Operation

APPENDIX 2 Forms • Nomination forms • Prohibit Personal Disclosure • Standard Agenda Template • Standard Minute Template

Yass Valley Council Section 355 Committee Standard Constitution Page 2

1. OBJECTIVE

The objectives of this Section 355 Committee Standard Constitution are:

• to ensure that all meetings of the S355 Committee are conducted in an orderly and proper manner incorporating the principles of procedural fairness and due process.

• to assist with the conduct of discussion and debate during Committee meetings;

• to increase professionalism, transparency and accountability to the community;

• to ensure that all Committee Members understand their rights and obligations during meetings;

• to ensure that all Committee Members have an equal opportunity to participate fully in the meeting;

• to ensure that meetings engender a positive meeting environment that is without malice and avoids insulting, improper or defamatory statements; and

• to be an aid to good governance.

2. DEFINITIONS

Constitution refers to this document along with all schedules and attachments referred to in this document, including but not limited to any policy adopted by Council and set out in Item 5 of the Schedule

Chairperson means a member of the Committee or elected by Committee (depending on the Terms of Reference)

Committee means a Committee established by the Council Council means Yass Valley Council

Committee Member means a Member of the Committee whose appointment has been approved by Council

Executive means those members elected from time to time in accordance with Clause 6 of the Constitution

EPA Act means the Environmental Planning and Assessment Act, 1979 (as amended) Financial Year means the period from 1 July year X to 30 June Year X+ 1

General Manager means the person appointed or acting in the position of General Manager of Yass Valley Council

Intellectual Property means and includes the copyrights, trademarks, registered designs,

patents and databases. In particular, it refers to a range of Council resources including written material, design drawings, maps and plans, computer programs and databases

Law means any statute along with any regulation, rule, planning instrument, policy or plan having effect under any such statute

LGA means the Local Government Act, 1993 (as amended) WHS Policy means any Work Health and Safety Policy or Procedures adopted by

Council and includes any Manual or other document forming part of, or associated with any such Policy

Personal Information means "information or an opinion about an individual whose identity is apparent or can reasonably be ascertained from the information or the opinion." Clause 4 Privacy and Personal Information Act (PIPPA) 1998


Record means recorded information, in any form, including data in computer systems, created or received and maintained by an organisation or person in the transaction of business or the conduct of affairs and kept as evidence of such activity

Responsible Officer means the person nominated by the General Manager

Schedule means the Schedule attached to this Constitution

Secretary means the Secretary of the Committee

Treasurer means the Treasurer of the Committee

Volunteer means a person who assists the committee (either on a regular or casual basis) in a voluntary capacity but is not a member of the committee

3. PURPOSE OF THE CONSTITUTION 3.1 Under the Local Government Act, 1993 Council is able to delegate some of its functions

to a Committee of Council. A Committee is appointed and reappointed in accordance with the provisions of Section 355 and Section 377 of the Local Government Act 1993.

3.2 A Committee of Council is in fact acting on Council's behalf; the Committee is 'Council' and any action which the Committee undertakes is Council's responsibility.

3.3 The Constitution provides a mandatory set of rules that defines the functions that Council has delegated to the Committee , the manner in which those delegated functions are to be undertaken by the Committee, and an administrative structure and procedures to ensure that the Council is able to monitor the conduct and performance of the Committee, particularly with regard to managing potential liabilities that might arise as a result of the activities of the Committee, in a similar manner to that which Council monitors others performing Council's functions under delegation.

4. TERM 4.1 This Constitution operates for a term commencing from the date on which Council, by

resolution, adopts this Constitution and concluding on the date of the next Council election following the date of commencement of this Constitution, unless terminated earlier by Council resolution.

4.2 Committee membership is on a quadrennial basis for the term of Council. Committees are formally appointed by resolution of Council.

5. FUNCTIONS OF THE COMMITTEE 5.1 The Committee may, subject to sub-clauses 5.2- 5.5 (inclusive), exercise any function

of Council set out in the Schedule subject to any identified restrictions.

5.2 The Committee must comply with any law, including but not limited to the LGA, in exercising any function delegated by sub-clause 5.1;

5.3 When exercising any function delegated by sub-clause 5.1 the Committee must comply strictly with the terms of the Constitution and any Council Policy or Legislation including but not limited to:

• Work Health and Safety Act, 2011

• Work Health and Safety Regulations, 2011

• Privacy and Personal Information Protection Act 1998

• Government Information (Public Access) Act 2009

• Yass Valley Council Code of Conduct

Additional policies applicable to individual committees are set out in of the Schedule.


Notwithstanding anything contained in of the Schedule, the Committee must not permit or cause any contractor or person to undertake any work on behalf of or at the direction of the Committee unless they are registered on Council's list of service contractors who:

a. Have contracted with Council to provide services at quoted prices

b. Carry all appropriate insurances

c. Have provided Council with an ABN

d. Supply Tax Invoices.

e. Agree to abide by Workcover and Council policies

5.4 Notwithstanding sub-clause 5.1, the Committee must not, give or purport to give any consent or approval (under the EPA A, the LGA or any other law) to any development or building works on any land but may, if requested to do so by Council, make recommendations in respect of any such development or building works for consideration by Council; and

Must not, by virtue of s.355 of the LGA, undertake or perform any of the following functions of Council

• the appointment of a General Manager

• the making of a rate under the LGA

• a determination unders.549 of the LGA as to the levying of a rate

• the making of a charge or the fixing of a fee

• the borrowing of money

• the voting of money for expenditure on works, services or operations of Council

• the compulsory acquisition, purchase, sale, exchange or surrender of any land or other property

• (not including the sale of items of plant or equipment)

• the acceptance of any tender that Council is required to invite under the LGA

• the adoption of a Management Plan under the LGA

• the adoption of a Financial Statement included in an Annual Financial Report under the LGA

• a decision to classify or re-classify public land under Division 1 of Part 2 of Chapter 6 of the LGA

• the fixing of an amount or rate for the carrying out by Council of work on private land

• the decision to carry out work on private land for an amount that is less than the amount or rate

• fixed by Council for the carrying out of such work

• the review of a determination made by Council, and not by a delegate of Council, or an application for approval

• the power of Council to authorise the use of reasonable force for the purpose of gaining entry to premises under s.194 of the LGA

• the decision under s.356 of the LGA to contribute money or otherwise

• grant financial assistance to persons


• the power of Council under s.455 of the LGA in relation to attendance at meetings of Council

• the making of an application, or giving of notice, to the Governor of New South Wales or the power of delegation under s.355 of the LGA

• any function that is expressly required to be exercised by resolution of Council

Must not, unless the Committee has obtained prior written approval from the General Manager, engage or contract with any person or corporation to provide any good or service for payment of any consideration or fee.

Limitations of Powers 5.5 The Committee must not do anything or allow any person acting under its direction to

do anything contrary to the interests of Council. For the purposes of this sub-clause this includes but is not limited to prohibiting the following:

a. Acting contrary to any direction from Council, which includes a direction from the General Manager

b. Acting contrary to Council's policies

c. Advising any person that they may have a legal right or action against Council or any Committee Member, Council employee or Council contractor exercising a function of Council

d. Making any admission of liability or accepting liability on behalf of Council or the Committee

e. Acting contrary to Council's Code of Conduct

f. Acting outside the limits of the Committee's delegation

g. Acting or presenting the Committee as independent of Council

Correspondence 5.6 a. Committees are not permitted to forward official correspondence to government

officials or government departments (eg. Governor-General, Government Ministers)

b. All official correspondence must be signed by the General Manager unless delegated otherwise

Media 5.7 Committee Members are not permitted to speak to the media on any Council matters

in their capacity as a Committee Member unless otherwise approved by the Mayor. 5.6 No powers or functions may be delegated by the Committee to any other person or

committee unless provided in this Constitution.

5.7 The Committee shall not vary the delegations or conditions of use of a Council Facility without prior consent of the General Manager.

5.8 The Committee shall not:

a. do anything that is not within the powers, duties and functions delegated in this instrument

b. exercise any of the functions included in 5.5 above which all require Council approval

c. employ any staff without the authority of the General Manager and/or Council

d. enter into any contracts or accept tenders

5.9 The determination of fees and charges is always subject to the approval of the Council in accordance with Section 377 of the Local Government Act 1993. Accordingly, the


Committee is not authorised to waive or discount fees without the prior consent of Council.

Delegated Authority 5.10 The Committee is authorised to elect a person(s) to exercise the function of booking

officer for the use of the facility (where applicable for committees managing Council facilities) in accordance with the terms of Council's Conditions of Hire.

5.11 In all other instances, applications should be referred to the Committee. 5.12 The Committee is authorised to carry out routine inspections of a Council Facility

(where applicable for committees managing Council facilities). 5.13 The Committee is appointed and authorised to operate strictly in accordance with the

conditions and delegations outlined in this Constitution and Instrument of Delegation. 5.14 The Committee will advise the appropriate council officer of any major /external items

of repair or maintenance required to the Facility (where applicable for committees managing Council facilities.

6. COMMITTEE MEMBERSHIP 6.1 The Committee will comprise the number of members identified in the Schedule who

have been duly appointed by Council. Council may increase the maximum number of members if circumstances warrant.

6.2 Where the committee manages a council facility, user groups of the facility may nominate for membership of the committee and when considering member appointments, Council will endeavour to limit membership of the committee to an equal number of members from each user group.

6.3 Persons under the age of eighteen years

a. must have parent/guardian consent to become members of a committee

b. must be in the care of a responsible adult (committee member) whilst participating in committee activities

6.4 The Committee may, subject to clause 6.7, appoint members to identified roles and/or form sub- committees to undertake the work of the Committee.

6.5 Transportation to and from committee activities is the responsibility of each Committee member

6.6 Each Committee member must complete and sign the Prohibited Persons Declaration where the volunteer work primarily involves direct contact with children and that contact is not directly supervised.

6.7 The names and addresses of any nominees are to be forwarded to Council for consideration of appointment in accordance with Section 355 of the Local Government Act 1993.

6.8 In the event of a vacancy occurring on the Committee for any reason, the Committee will seek nominations from the relevant group in a manner determined by Council.

6.9 Each member of the Committee exercises that capacity, and provides any labour, on an honorary and voluntary basis. No member of the Committee shall be entitled to any remuneration or wage from Council as a result of that person's membership of the Committee, and there is no employer- employee relationship between Council and any member as a result of that membership.

6.10 The General Manager may, by notice in writing, terminate any person's membership of the Committee. Such written notice must be provided to each member of the Committee and to the person whose membership has been terminated pursuant to this sub-clause. Such termination takes effect on the date specified in the notice regardless of any request under this sub-clause for a review. The General Manager may, at his or her absolute discretion, withdraw any notice issued pursuant to this sub-clause without prejudice to the General Manager's ability to issue further notices under this sub-clause. Any member of the Committee may seek a review of the General Manager's termination of any membership pursuant to this sub-clause by submitting


notice in writing to the General Manager, who will then refer the matter to the next available meeting of Council for determination of that review by Council.

Sub Committees 6.11 The formation of any sub-committees or appointment of members to identified roles.

Voting 6.12 Each member of the Committee is entitled to one (1) vote on any issue put to the vote

of members at any meeting of the Committee.

6.13 The Chair at any meeting shall, in the case of an equal number of votes in any resolution put to the meeting, have a second or casting vote.

6.14 No member is permitted to participate in any debate before the Committee or vote put to the Committee where that member has, either directly or indirectly, a pecuniary interest in the issue(s) debated or subject of that vote.

6.15 Each member is required to notify the Committee of the nature of any pecuniary interest referred to in sub-clause 6.14 which shall be recorded in the minutes.

The Executive 6.16 Only members of the Committee may be members of the Executive. 6.17 The Executive of the Committee will comprise a Chairperson, Secretary, and where

applicable a Treasurer and/or Booking Officer. In the case of the Sports Council the Committee may vary the title of Chairperson to President.

6.18 The Committee must, at its annual first meeting, elect an Executive having not less than two members.

a. The Committee, at a minimum, must appoint a Chair and Secretary

b. The Committee may appoint members to other positions, such as, Bookings Officer and Treasurer as required and determined by the membership

c. The Committee may appoint a combined Secretary/Treasurer

6.19 Any person may, by a vote of the majority of the members of the Committee, be appointed Chair of the Committee.

6.20 Notwithstanding the provisions of clauses 6.18, 6.20, 6.21 Council may, either by resolution of Council or by written notice signed by the General Manager, terminate the appointment of any member of the Executive.

6.21 Subject to clause 6.22 each member of the Executive shall hold the position on the Executive for a period of twelve (12) months from the date of such appointment or on the expiration of the Constitution, whichever occurs first.

6.22 A maximum of two (2) relatives of any one family can be office bearers on the same Committee at the same time.

a. Only one (1) of those bearers mentioned above in 6.24 is to sign cheques on behalf of the same Committee at the same time

b. This means that relatives of the same family can be appointed to the same Committee simultaneously but only two can be office bearers and only one can sign cheques during the time that they are members.


6.23 The duties of the Executive shall be:

Chairperson a. To call and preside at meetings and to act as spokesperson for the Committee

Secretary b. To deal with all incoming and outgoing correspondence and table all correspondence at Committee Meetings for appropriate action

c. To provide notice and agenda of meetings to Committee Members

d. To accurately record minutes of each meeting and to promptly forward all minutes to the General Manager (Yass Valley

Treasurer In accordance with any Council document developed to assist

the committee the Treasurer is responsible for the following:

e. To receipt of all moneys payable to the Committee and issuing receipts for same;

f. To keep correct accounts and books showing the financial affairs of the Committee;

g. To bank to the credit of the Committee all moneys received;

h. To submit financial statements at each Committee meeting;

i. To prepare and have audited: a Balance Sheet and Profit & Loss Statement of the Committee for presentation to the Annual General Meeting to Council;

j. To submit accounts for approval of payment by the Committee at each meeting

k. To prepare and submit monthly GST returns to Council

Booking Officer l. To take enquiries, enter bookings into the bookings diary, send out application forms and conditions of use, issue receipts for hiring fees and insurance cover, issue keys, inspect the facility after use for cleaning and/or damage and informing the Treasurer before reimbursement. Council would prefer that the booking officer and the treasurer not be the same person.

6.24 Any member of the Committee shall cease to hold office:

a. if the Committee is dissolved by Council

b. by resignation in writing lodged with the Secretary and forwarded to Council

c. if absent without leave for three (3) consecutive meetings

d. if the member holds any office of profit under or in the gift of the Committee

e. at the date of the next General Election of Council

Disclosure of Interest 6.25 The Committee is a Committee of Council and, as such, Chapter Fourteen (Honesty and

Disclosure of Interests) of the Local Government Act 1993 applies to all its members. 6.26 The Committee's attention is hereby drawn to the following sections of Chapter

Fourteen of the Local Government Act 1993 (reproduced hereunder) 451, 453 ,454, 455 and 456:


451 (1) A member of a Council committee who has a pecuniary interest in any matter with which the Council is concerned and who is present at a meeting of the Council or committee at which the matter is being considered must disclose the interest to the meeting as soon as practicable.

(2) A member must not take part in the consideration or discussion of the matter.

(3) A member must not vote on any question relating to the matter.

453 A disclosure made at a meeting of a council or council committee must be recorded in the minutes of the meeting.

454 A general notice given to the General Manager in writing by a Member of a council committee to the effect that the Member, or the Member's spouse, de facto, partner or relative, is:

a. a member, or in the employment, of a specified company or other body; or

b. a partner, or in the employment, of a specified person, unless and until the notice is withdrawn, sufficient disclosure of the Member's interest in a matter relating to the specified company, body or person that may be the subject of consideration by the council or council committee after the date of the notice.

455 A Member of a council committee must not, if the council so resolves , attend a meeting of the council or committee while it has under consideration a matter in which the Councillor or member has an interest required to be disclosed under this Chapter.

456 (1) A person who, at the request or with the consent of the council or a council committee, gives advice on any matter at any meeting of the council or committee must disclose any pecuniary interest the person has in the matter to the meeting at the time the advice is given.

(2) The person is not required to disclose the person's interest as an adviser."

7. WORK HEALTH & SAFETY

In undertaking all of its activities Council will seek to ensure that the obligations of the Work Health and Safety Act, 2011 are observed. As an employer Council will endeavour to set a high standard of compliance.

7.1 Committee members and volunteers undertaking work or activities on Council land are subject to Work Health & Safety Legislation.

7.2 The Committee must ensure that any member of the Committee or volunteer on the work site meets the requirements of the Work Health and Safety Act, 2011 and Work Health and Safety Regulations, 2011. This includes:

a. Cooperate with Council by complying with all health and safety initiatives

b. Ensure all activities undertaken are supported by sound Work Health and Safety practices and follow the risk management approach developed by Council

c. Take reasonable care for the health and safety of others, including those who may be affected by the work site

d. Utilise information instruction, training and supervision from Council to ensure volunteers/committee members understand Work Health and Safety and how it relates to the work undertaken

e. Participate, in consultation within the committee about Work Health and Safety


matters, to contribute to decisions affecting health, safety and welfare

7.3 Ensure all committee members or volunteers comply with the following before undertaking activities on any work site:

a. The person must be a committee member or a volunteer registered with Council

b. The person is aged not less than 15 years unless the person is part of a group (supervised by an adults) which is covered by its own insurance and is prepared to indemnify Council

c. The person is aged no more than 90 years. Council's personal accident insurance does not cover a person beyond 90 years

d. The person must sign on/off each time they participate in activities

7.4 Ensure all committee members or volunteers comply with the following before undertaking activities on any work site:

a. The work site and activity/activities are Council approved

7.5 Any incidents or injuries to persons or property, including potential incidents or injuries, must be reported to Council within 24 hours.

a. Council's Incident Report Form must be completed according to instructions inside the book

b. Where there are witnesses to the injury or incident, the Committee must attempt to obtain and record the name, address and contact telephone number of each such witness

7.6 The Committee shall ensure that all documents and records of compliance required by Council shall be tendered at the next ordinary meeting of the committee and shall form part of the minutes of that meeting.

7.7 Provide the General Manager or their delegated officer with information, documents and records of compliance in accordance with Council's requirements and the State Records Act, 1998.

8. MEETINGS 8.1 At all meetings of the Committee 50% of the members shall constitute a quorum. A

quorum must be present within fifteen minutes of the nominated commencement time. Proxy votes from members of the Committee shall not be accepted.

8.2 At all meetings of the committee, a quorum must be present (refer 8.1).

8.3 In consultation with Committee members, s355 Committees can conduct ordinary and annual general meetings through an online meeting platform, or provide this platform in addition to meeting in person (where members may require it).

8.4 Members of s355 Committees who choose to attend to attend ordinary and annual general meetings by online meeting platform are counted towards quorum.

8.5 The Chair shall preside at all meetings of the Committee at which the Chair is present, and in the absence of the Chair, the first business of the meeting shall be to elect an Acting Chair to preside over that meeting and, for the purpose of so presiding, that person shall have all the powers of the Chair.

8.6 Meetings are to be conducted in accordance with standard meetings procedure and the minutes of each meeting are to be forwarded to Yass Valley Council.

a. The Committee shall hold ordinary meetings at least once in every quarter, on a day and at a time to be decided upon by the Committee

b. The Committee shall hold an Annual General Meeting, to receive annual reports and elect a Committee Executive once every twelve months

8.7 Where any Member objects to a resolution carried at a meeting of the Committee , such objections must be recorded in the minutes of the Committee and such resolution


shall not be valid (and so must not be acted upon or implemented by the Committee) until Council resolves to confirm the resolution of the meeting of the Committee.

8.8 The majority of the members of a Committee may resolve that a member of the Committee is to be disqualified. Such resolution shall be recorded in the minutes of any such meeting and those minutes must be submitted to the General Manager by the Secretary within seven (7) days of the meeting at which the Committee made that resolution. Such resolution is of no effect unless confirmed by resolution of Council, whose determination shall be final and absolute.

8.9 If any member of the Committee is absent, without leave of the Committee, from three (3) consecutive meetings (other than special meetings) of the Committee, such member shall be disqualified from acting as a member of the Committee but shall be eligible for re-appointment.

8.10 Committee members and the general public are entitled to view or receive a copy of the Minutes of the Committee resolved by the Committee.

8.11 General Business may be included in Committee Meeting Agendas at the discretion of the Chairperson and with the provision that the business is consistent with the Committee’s Terms of Reference set by Council.

8.12 Minutes of all meetings shall be recorded by the Secretary in an approved manner and a copy forwarded with Notice of Next Meeting to the General Manager of Yass Valley Council.

8.13 All Committee members are entitled to attend all meetings of the Committee. 8.14 Committee meetings shall be open for attendance by members of the community and

there should not be indiscriminate exclusion of anyone wanting to attend, however, the Committee may resolve to close a meeting or part thereof where matters under discussion would unnecessarily prejudice or embarrass individuals or organisations and/or potentially prejudice any business transactions.

8.15 The Committee is not obliged to give public notice of its meetings other than its Annual General Meeting.

Annual General Meetings 8.16 The Annual General Meeting shall be called by the Chairperson of the Committee or,

if not so called, by the General Manager of Yass Valley Council. 8.17 The Secretary shall give at least six weeks' prior notice of an Annual General Meeting.

The notice, giving full details of date, time, place and business of the meeting, is to be displayed in a prominent position at the Facility and sent to all members of the Committee and to the General Manager, Yass Valley Council.

8.18 The Annual General Meeting of the Committee shall take place in October or November each year for the following purposes: -

a. To confirm the Minutes of the previous Annual General Meeting and Extraordinary General Meeting, if any

b. To receive the annual reports of officers and audited Statement of Accounts for the preceding twelve (12) months

c. To receive nominations and conduct the election of office bearers for the ensuing year

d. To transact any business of which at least fourteen days' written notice has been given to the Secretary for inclusion in the Agenda

8.19 The Executive office bearers shall be elected at the Committee's Annual General Meeting and hold office for a period of twelve (12) months or until their successors have been appointed as hereinafter provided except where Council exercises its right to dispense with this procedure and determines an alternative method to appoint the executive.

8.20 The Annual General Meeting shall be advertised in the local community and placed on Council’s website.


8.21 Members of the public are entitled to address meetings of the Committee with the consent of the Chairperson.

Extraordinary Meetings 8.22 The Secretary may, upon receipt of written authority of the Chair or on receipt of a

written request signed by no less than three members of the Committee, call a special meeting at a time and at a place determined by the Secretary provided that the time is not less than forty-eight (48) hours prior to the giving of notice of this special meeting by the Secretary. Any such notice must specify the agenda for the special meeting. Failure to receive notice of a special meeting shall not affect the validity of a special meeting.

8.23 Unless all members of the Committee unanimously consent to business other than that contained in the agenda for the special meeting being determined at that special meeting, no special meeting shall consider any business other than that for which the special meeting was convened and as contained in the agenda for that special meeting.

9. DUTIES OF THE COMMITTEE

Subject to Council's policies and its power to override any decision of the Committee and the right of general control and direction of the Yass Valley Council, the Committee is required to do the following:

• Adhere to Council's policies pertaining to the use of facilities.

• Adhere to Council's Conditions of Hire for public facilities.

• Adhere to Terms & Conditions set out in any council document developed to assist the committee.

• Adhere to Council’s Code of Conduct.

• Collect a charge for all hall bookings (where applicable).

• Make available for any authorised officer of the Council any records of the Committee as requested.

• Operate the Facility in a manner so as to ensure a balanced budget with expenditure at least being equal to income (the Committee may raise funds for the care, control and management of the Facility) in accordance with the Charitable Fundraising Act.

• Prepare and submit to Council a Management Plan and Budget Request on an annual basis and in accordance with any council document developed to assist the committee.

• Submit to Council for approval prior to any action being undertaken :

a. Any major work to be carried out at the facility.

b. Submissions for grants or other forms of assistance (financial or volunteer contribution).

c. Major projects planned for the Facility.

d. Fundraising activities of the Facility.

9.1 The Committee is required to make recommendations to Council regarding the following:

a. Any aspect of the care, control and management of the facility that is outside the scope of this Constitution and Instrument of Delegation, noting that Council's decision thereon shall be final.

b. Any necessary structural maintenance to the Facility which is beyond the scope of this Constitution and Instrument of Delegation or the Committee's resources.

c. Hire charges for the use of the Facility (Note: The Committee shall have no power to waive or discount any charge or fee).


9.2 The Committee must co-operate with any authorised officer of the Council in the carrying out of his/her duties.

9.3 The Council shall have the right to veto any decision of the Committee.

10. VOLUNTEERS 10.1 The Committee may arrange for volunteers to carry out work necessary for the care,

control, maintenance and development of the Facility. 10.2 The names of any volunteers must be forwarded to Council prior to any work being

carried out.

10.3 All volunteers carrying out any work on, or associated activities in relation to, the Facility are required to give due regard to the safety of themselves and others, with respect to all activities/work being carried out and equipment being used, and shall receive cover in accordance with Council's Public Liability and Personal Accident insurance.

10.4 The Committee is required to maintain a register of volunteers detailing the names and addresses of volunteers, duties performed, the date and time particular work was commenced and completed and details of any incident involving injury to a volunteer.

11. FINANCIAL RECORDS - MANAGEMENT COMMITTEES

11.1 Committees appointed under Section 355(b) of the Local Government Act are subject to the same standards of financial accountability as Council, and it is therefore important that Committees manage their finances well. All funds and assets held by the Committee belong to Council. The Committee is responsible for the care and control of these funds.

11.2 Committees who handle funds, on behalf of Council, are required to comply with Council procedures and instructions, which are designed to ensure that records and day-to-day transactions are handled according to required standards.

11.3 With the introduction of the Goods and Services Tax effective from 1 July 2000, all Section 355 Committees are obliged to comply with the new tax system.

a. All committees are covered under Council's Australian Business Number.

b. Committees are responsible for administering the requirements of GST Legislation that is, charging GST on taxable supplies and correctly identifying input tax credits claimable from ATO.

c. Accordingly each committee must supply Council with details of GST applicable to all financial transactions for inclusion in Council's monthly Business Activity Statements (BAS).

d. Compliance with this request will ensure Council's obligation is met on time and will avoid any interest or penalty chargeable by Australian Taxation Office.

11.4 The Treasurer in addition to the duties set out in 6.28(e-k) shall be responsible for ensuring:

a. The proper keeping of the books and accounts of the Committee, which shall be kept as directed by the General Manager and made available to the Council when required for that purpose by the General Manager.

b. Accounts must be accessible by the General Manager who must be able to authorise, in his or her own right, withdrawals from any account held by the Committee.

c. Forwarding monthly financial and GST reporting to Council's designated Responsible Officer twice a year in a format as directed by the General Manager.


• This includes a cash book style financial record keeping system (manual or electronic), which is set up to record income, expenditure, GST and reconciliations in a simple format.

• The cash book is completed each month and the original forwarded to Council with copies of tax invoices, tax input receipts and bank statements.

• The totals of each month are entered onto the Annual Summary Reporting page which is forwarded to Council annually.

d. Receiving monies on behalf of the Committee and maintaining accurate records of the receipt of such monies.

e. Attending to the payment of accounts and other expenses approved by the Committee on behalf of the Committee, and maintaining an accurate record of such payments.

f. Issuing of tax invoices.

11.5 All monies received by the Committee shall be deposited, within seven (7) days of receipt into an account in the financial institution set out in of the Schedule. Any such account must have the names set out of the Schedule.

11.6 The Committee may only operate those accounts set out in of the Schedule or as directed in writing by the General Manager.

a. The Committee shall operate a dual signature bank account in the name as listed in the Schedule. Three members of the Committee's executive shall be designated as signatories with cheques to be signed by any two signatories provided that the signatories are not from the same family.

b. All Committees are required to advise Council of the details of the persons who are authorised signatories of the Committee's bank account.

11.7 The Committee must not, at any time, incur any expenditure in excess of the amount held in the Committee's credit in the account operated by the Committee in compliance with this Constitution. In any event, no expenses of any member of the Committee or the Committee shall be paid unless authorised by resolution of the Committee.

11.8 The Committee may authorise the transfer of an amount not exceeding the sum of $150.00, to be known as "petty cash", which shall be held by the Treasurer subject to any direction by the Committee.

11.9 The financial year shall be the period from the 1st July to 30th June.

12. RECORDS

Creation and Retention of Records

12.1 The Australian Standard on Records Management (AS 4390-1996, Part 1. Clause 4.2.1) defines a record as Recorded information, in any form, including data in computer systems, created or received and maintained by an organisation or person in the transaction of business or the conduct of affairs and kept as evidence of such activity.

12.2 The Secretary is responsible in addition to the duties set out in 6.29(c)-(e) for;

a. Preparing agendas, notices of meetings and circulating same and minutes of meetings.

b. Recording the minutes of all meetings. In respect of any meeting of the Committee, each Committee Member shall be required to sign an attendance sheet, which will form part of the minutes.

c. Conducting all correspondence on behalf of the Committee.


d. Retaining copies of all outgoing correspondence.

e. Retaining the original of all incoming correspondence.

12.3 Committees need to be aware of the importance of minutes, because of their legal status and their liability to subpoena in court cases.

a. An agenda is to be sent out to all Committee Members at least one week prior to the meeting.

b. Minutes of the matters discussed will be kept and a copy forwarded to Council and to all Committee members.

c. The Chair is required to sign the minutes of a meeting as the true record of proceedings of the meeting. The minutes must record all motions and amendments put to the meeting, and the results. There is no need to record what members said at the meeting, but there may be occasions when it is appropriate to record the thrust of the debate.

d. The Chair and the Secretary are responsible for the form of the minutes for proper confirmation, and must check that there have been no un-authorised alterations to those minutes. The Chair signs the minutes after they have been confirmed by the appropriate meeting (usually the next committee meeting). The signing must not take place until the motion for confirmation has been completed. The motion to confirm the minutes can only be moved and seconded by a person in attendance at that meeting to which the minutes relate.

Ownership and legislation

12.4 a. In respect to record keeping, the Committee must act in accordance with Council's Records Management procedures as determined by Council.

b. Council procedures reflect the requirements of public offices in the creation, management, and protection of their records as legally required by the State Records Act of 1998.

c. As determined by the State Records Act 1998, neither the Committee nor Council is the owner of records created and maintained by them. As a public office Council’s records are officially records of the State and must be managed by Council and Committees accordingly.

Destruction of records

12.5 No incoming or outgoing correspondence may be destroyed, with the exception of advertising material, newsletters, and magazines.

Storage and Custody of Records

12.6 a. Records should be stored in an area away from potential hazards, e.g. fuel, water, fire, vermin.

b. Records should be stored in a secure location, e.g. locked cupboard or room.

c. Release of original or photocopied records to any person, other than a current Committee member or an authorised officer of the Council, is prohibited.

Access to Records

12.7 a. Access to records by persons other than current Committee members or an authorised officer of the Council is prohibited.

b. Request for access to records, for persons other than those stated above, must be made through Council's Public Officer.


c. The Committee acknowledges it has a responsibility under the Privacy and Personal Information Protection Act 1998 to protect the personal information and privacy of individuals in general. The Committee will not provide to any person other than a committee member any personal information unless it has been specifically collected for the purposes for which it is being requested. This includes contact details for a member of the Committee unless that member has agreed those details can be provided to members of the public.

Return of records to Council

12.8 Any records still held by a Committee prior to 2010 must be returned to Council for archival storage. Access to these records can be arranged through Council.

a. Return of original records to Council is to be done annually following each individual Committee's AGM.

b. Photocopies of returned records will be provided, within reason, if required for ongoing business activities.

13. REPORTS

Monthly – Financial Reporting and Attachments

13.1 To be forwarded to Council's designated Responsible Officer twice a year in a format as provided by Council.

Annual – Financial Summary Statement 13.2 To be forwarded prior to 31 July each year to the General Manager, for submission to

Council in a format as provided by Council.

Annual Reports

13.3 To be forwarded prior to 31 July each year to Council's designated Responsible Officer and include::

a. A summary of activities and projects undertaken by the Committee during the previous financial year proposed projects and activities to be undertaken by the Committee during that current financial year.

b. Elected Executive.

c. Updated List of Account Signatories.

Recommendations for Fees and Charges

13.4 a. To be forwarded to Council by 1 March each year.

b. The schedule of fees and charges is set by Council, taking into consideration the recommendations of the Committee and the operating requirements of the facility.

c. The Committee is not able to provide subsidies or waive hire fees.


14. INTELLECTUAL PROPERTY

14.1 The Committee acknowledges and agrees:

a. It is important for Council to develop, maintain, protect and manage the organisation's intellectual property including copyrights, trademarks, registered designs, patents and databases.

b. The Committee, as a delegate of Council, has a duty to observe and help protect Council's intellectual property by not copying or supplying such property without the express permission of Council.

c. Council retains ownership of all intellectual property created by Committee members in the course of their Committee work.

14.2 The Committee refer to the Responsible Officer any questions relating to intellectual property rights or the use of another organisation's document.

15. DISPUTE RESOLUTION

15.1 Where the Committee is unable to reach a determination of any issue, the Committee must refer that issue to the Responsible Officer for determination. Where the Committee resolves that it is dissatisfied with the resolution of that dispute by the Responsible Officer it may, by notice in writing to the Divisional Director, request that the matter be referred to the Divisional Director for determination of the dispute. Where the Committee resolves that it is dissatisfied with the resolution of that dispute by the Divisional Director it may, by notice in writing to the General Manager, request that the matter be referred to Council for determination of the dispute by resolution of Council, whose determination of the dispute shall be final and binding upon the Committee.

16. AMENDMENT OF THE CONSTITUTION

16.1 The Constitution may only be altered by resolution of the Council.

16.2 The Committee may request Council to consider an amendment to their Constitution Schedule once the proposed alteration is submitted to a General Meeting of the Committee and the notice convening such a meeting contains the proposed alteration or the effect thereof AND such proposed alteration is approved by a majority of at least two-thirds of the members present at such a General Meeting.

17. DISSOLUTION

17.1 Council may dissolve a committee at any time. Council may wish to dissolve a committee to carry out the control of the facility itself.

17.2 Council may also dissolve a committee if that Committee is not complying with the roles and responsibilities of the Committee.

17.3 The committee shall be dissolved in the event of membership dropping to less than four (4) persons. However, if a committee chooses to remain active with less than four members, it is given six months to re-establish a viable membership (i.e. minimum of four members).

17.4 If a committee or facility becomes inactive or inoperable, the Committee will be dissolved and all responsibilities will be taken over by the designated Council department (in this instance, consideration will need to be given to the long term viability of the facility or function).


17.5 On dissolution of the committee, the Secretary/Treasurer or the responsible member must forward immediately all records (minutes, correspondence, financial records) to Council.

17.6 The committee can also be dissolved by a vote of 75% of members entitled to vote present at an Extraordinary Meeting convened to consider this option.

17.7 Upon a resolution being passed by Council for the dissolution of the Committee, all assets and funds of the Committee shall, after payment of all expenses and liabilities, be handed over to Council for the future management of the facility or to be held in trust by Council until a Committee is re-established.


REGIONAL EMERGENCY MANAGEMENT COMMITTEE

SOUTHERN SLOPES TRANSPORT WORKING

GROUP

SOUTHERN TABLELANDS REGIONAL ARTS INC.

(STARTS)

SOUTH WEST REGIONAL WASTE MANAGEMENT

GROUP

YASS VALLEY COUNCIL COMMITTEE STRUCTURE (EXCLUDES STAFF COMMITTEES)

ADVISORY COMMITTEES

PUBLIC ART FOCUS GROUP

YOUTH COUNCIL

ABORIGINAL CONSULTATIVE COMMITTEE

ECONOMIC DEVELOPMENT COMMITTEE

COMMUNITY FACILITIES COMMITTEES

MURRUMBATEMAN OLD SCHOOL GROUNDS

COMMITTEE

MURRUMBATEMAN RECREATION RESERVE AND

GROUNDS COMM

WEE JASPER HALL COMMITTEE

THE MULLION RECREATION GROUNDS COMMITTEE

BUSHFIRE MANAGEMENT COMMITTEE

BUSHFIRE ZONE LIAISON COMMITTEE

COUNTRY MAYORS ASSOCIATION

RMS REGIONAL CONSULTATIVE COMMITTEE

REGIONAL COMMITTEES

SOUTH EAST AUSTRALIA TRANSPORT STRATEGY

(SEATS)

CANBERRA REGION JOINT ORGANISATION

(CRJO)

SOUTH EAST WEIGHT OF LOADS GROUP

COMMUNITY ACCESS COMMITTEE

SPORTS COUNCIL

S355 COMMITTEES

STATUTORY COMMITTEES

JOINT REGIONAL PLANNING PANEL

LOCAL RESCUE COMMITTEE

LOCAL EMERGENCY MANAGEMENT COMMITTEE

TRAFFIC FACILITIES COMMITTEE

AUDIT RISK & IMPROVEMENT COMMITTEE

GM'S PERFORMANCE REVIEW COMMITTEE

UCC APPEAL COMMITTEE

SUTTON HALL PRECINCT COMMITTEE

YASS SOLDIERS MEMORIAL HALL COMMITTEE

YASS COMMUNITY CENTREMANAGEMENT COMMITTEE

All community facility committees to be reviewed with transition to license agreements to incorporated bodies


Schedule

Terms of Reference

Joint Regional Planning Panel

1 Name of Committee Joint Regional Planning Panel

2 Name of Council Group Planning

3 Functions • The provision of independent, merit based decision making on regional development.

• To determine regionally significant DAs.

• To act as the relevant planning authority for the purpose of preparing an LEP when appointed to do so by the Minister

• To determine Crown Das where applicable.

• To determine applications to modify a consent for regionally significant development under the Environmental Planning and Assessment Act 1979.

• To provide advice on planning or development matters when requested by the Minister.

4 Restriction on functions delegated

5 Policies and legislation the committee is required to comply with in addition to those set out in clause 5.3 of the standard constitution

Environmental Planning and Assessment Act 1979

6 Maximum number of make-up of committee members

3 State appointed members and 2 Council appointed members

7 Council employees General Manager

8 Name of financial institution and type of account

9 Name of any account operated by the committee

10 Area assigned to committee and/or map

Yass Valley

11 Additional clauses or amendments to Standard Constitution or Schedule. To be listed in full – body of constitution not to be altered

12 Changes to Standard Constitution or Schedule

13 Minimum number of meetings per annum

As required


Schedule

Terms of Reference

Local Emergency Management Committee

1 Name of Committee Local Emergency Management Committee

2 Name of Council Group Executive

3 Functions • To coordinate management and planning of local emergencies. • The preparation of plans in relation to the prevention of,

preparation for, response to and recovery from emergencies in the Yass Valley LGA.



State Emergency and Rescue Management Act 1989


General Manager, LEOCON and representatives from: - NSW Fire Brigade - NSW State Emergency Service - NSW Rural Fire Service - NSW Rescue Services (prev. VRA) - NSW Police Service (cannot be the LEOCON) - Yass Valley Council functional areas as appropriate eg

Transport, Environment - NSW Ambulance Service - Department of Primary Industry or Local Land Services - Yass Hospital - Yass Red Cross





Yass Valley




3


Schedule

Terms of Reference

Local Rescue Committee

1 Name of Committee Local Rescue Committee


3 Functions • To ensure efficient and effective rescue services throughout the LGA.

• To assist the State Rescue Board in the exercise of its functions within the Yass Valley LGA, including determining whether the accreditation of a rescue unit to operate in the LGA should be recommended to the Minister.



State Emergency and Rescue Management Act 1989


Representatives from: - NSW Fire Brigade - NSW State Emergency Service - NSW Rural Fire Service - NSW Rescue Services (prev. VRA) - NSW Police Service - NSW Ambulance Service





Yass Valley




3


Schedule

Terms of Reference

Traffic Facilities Committee

1 Name of Committee Traffic Facilities Committee

2 Name of Council Group Engineering

3 Functions delegated by Council to Committee

• To consider traffic related matters within the LGA. • Submit recommendations on traffic related matters and

prepare minutes for Council records.




1 Councillor and 1 representative each from Roads & Maritime Services, NSW Police and the State Member of their representative.

7 Council employees Director Engineering




Yass Valley




4


Schedule

Terms of Reference

General Manager’s Performance Review Committee

1 Name of Committee General Manager’s Performance Review Committee



• Review General Manager’s performance. • Recommend outcomes in relation to Performance Agreement

and prepare minutes for Council records.




Mayor, Deputy Mayor and 2 Councillors





Yass Valley




2


Schedule

Terms of Reference

Unreasonable Complainant Conduct Appeal Committee

1 Name of Committee Unreasonable Complainant Conduct Appeal Committee



• To undertake, on the appeal of a complainant, a review of a decision to change or restrict access to Council’s services.

• To determine the outcome of an appeal.




Mayor, Deputy Mayor and 1 Councillor 3 alternate Councillors will also be appointed





Yass Valley




As required


Schedule

Terms of Reference

Audit Risk & Improvement Committee

1 Name of Committee Audit Risk & Improvement Committee



• To provide independent assurance and assistance to Yass Valley Council on risk management, the control framework, legislative compliance, internal audit and external accountability responsibilities.




Mayor, 1 Councillor, 3 independent external members

General Manager, Internal Auditor





Yass Valley




4


Schedule

Terms of Reference

Economic Development Committee

1 Name of Committee Economic Development Committee

2 Name of Council Group Economic Development & Tourism


• To provide advice and support to Council on long term sustainable economic growth within the context of generating, attracting and maintaining business activity and/or employment in Yass Valley.

• Provide advice on economic development strategy. • Provide advice on tourism strategy. • Provide a forum to engage with the local business community. • Support, attract and grow local businesses. • Projects to be determined by the Committee. • To make recommendations consistent with the Community

Strategic Plan in relation to economic development and tourism.

• Advise on future development of main street incorporating the heritage aspect.




3 councillors, up to 6 community members who have qualifications or experience in the key issues to be considered by the Committee, 1 representative each from Regional Development Australia Southern Inland (RDASI), the Yass Valley Business Chamber and Destination Southern NSW

7 Council employees Director Planning


N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Public Art Focus Group

1 Name of Committee Public Art Focus Group

2 Name of Council Group Planning


• To apply the selection and evaluation process outlined in this Policy and make recommendations to Council regarding Public Art projects.

• Assess and advise on Public Art proposals and commissions in accordance with the Public Art Policy.

• Advise on decommissioning and relocation of Public Art works.




2 Councillors, Southern Tablelands Arts representative, at least three (3) arts/community representatives. Other members may be co-opted to assist with assessment of proposals relating to particular communities, particular art forms or with technical issues



N/A


N/A


Yass Valley




As required


Schedule

Terms of Reference

Community Access Committee

1 Name of Committee Community Access Committee

2 Name of Council Group Community Development


• To assist Council to establish a community in which all members will have equitable and safe access to facilities and services.

• To actively provide recommendations to Council regarding issues of equitable and safe access to facilities and services within the Yass Valley Community, after identifying and considering the needs of all community stakeholder groups.

• To provide advice to Yass Valley Council on issues of access equity and safety relating to any Yass Valley community development initiative.

• To ensure that all recommendations proposed by the Yass Valley Community Access Committee reflect legislative requirements concerning disability and discrimination.




2 Councillors and up to 10 community representatives



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Youth Council

1 Name of Committee Youth Council



• To provide a forum for Council to consult with and receive advice from representative youth in Yass Valley.

• In accordance with separate Terms of Reference as adopted by Council.




1 Councillor, up to 18 youth representatives



N/A


N/A


Yass Valley


Quorum - 5 youth and one Councillor.

In the event of a casual vacancy the number necessary for a quorum be based on a simple majority of the remaining numbers. (22/11/17 Min 331)



4


Schedule

Terms of Reference

Sports Council

1 Name of Committee Sports Council



• To consider fees and capital works and advise on use of sporting facilities.

• Annually recommend the use of Council sporting facilities, submit recommendations to Council in respect of ground fees and capital work priorities and prepare minutes for Council records.

• Provide endorsement of Department of Sport and Recreation Grant applications from the local area.




1 Councillor plus representatives of local sporting bodies



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Aboriginal Consultative Committee

1 Name of Committee Aboriginal Consultative Committee



• To provide a forum for support, communication and understanding between the Aboriginal community and Yass Valley Council.

• To consider and make recommendations to Council on Aboriginal issues and prepare minutes for Council records.




2 Councillor and up to 8 Aboriginal residents of Yass Valley

7 Council employees Director of Planning


N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Murrumbateman Old School Grounds Committee

1 Name of Committee Murrumbateman Old School Grounds Committee



• To preserve the Old Murrumbateman School, School House and grounds.

• Day to day management and operations of facilities, including rental recommendations and the provision of an Annual Report to Council on operations including audited Financial Statements.

• The care, control and management of the Old Murrumbateman School, School House and grounds, except for those functions which are excluded by S377 of the Local Government Act including the fixing of fees and charges.

• To spend funds from rental on reserve building and grounds, in accordance with the Operational Plan and charge and collect rent.




6 community representatives





Murrumbateman




4 or as required


Schedule

Terms of Reference

Murrumbateman Recreation Reserve and Grounds Committee

1 Name of Committee Murrumbateman Recreation and Reserve Grounds Committee

2 Name of Council Group Business Services


• To provide planning input for future development of the Recreation Reserve and facilities (Dundoos Paddock & Nirta Drive Common).

• Day to day inspection of maintenance requirements to be forwarded to the Facilities Coordinator at Council.

• Undertake minor maintenance eg weed spraying, trimming, tree planting.

• Input into the Plan of Management.



S377 of the Local Government Act


12 – 1 Councillor, 1 MAPA representative, 1 Mens Shed representative, 9 community representatives

Community representatives to be determined based on the following criteria:

• Demonstrate how you can represent the community. • Advise what you can contribute to the upkeep of the facility. • Are you affiliated with any user group.





Murrumbateman




As required


Schedule

Terms of Reference

The Mullion Recreation Grounds Committee

1 Name of Committee The Mullion Recreation Grounds Committee



• To manage the Reserve. • Day to day management and operations, including fee

recommendations and the provision of an Annual Report to Council on operations including audited Financial Statements.

• The care, control and management of the Reserve, except for those functions which are excluded by S377 of the Local Government Act including the fixing of fees and charges.









The Mullion




4 or as required


Schedule

Terms of Reference

Wee Jasper Hall Committee

1 Name of Committee Wee Jasper Hall Committee



• To manage the hall and facilities, Village and Bridge Reserves. • Day to day management and operations, including fee

recommendations and the provision of an Annual Report to Council on operations including audited Financial Statements.

• The care, control and management of the Hall and Reserves, except for those functions which are excluded by S377 of the Local Government Act including the fixing of fees and charges.










Wee Jasper




4 or as required


Schedule

Terms of Reference

Sutton Hall Precinct Committee

1 Name of Committee Sutton Hall Precinct Committee



• To manage the Sutton Hall, Grounds and associated facilities. • Day to day management and operations, including fee

recommendations and the provision of an Annual Report to Council on operations including audited Financial Statements and providing planning input for the facilities.

• The care, control and management of the Hall, Grounds and associated facilities, except for those functions which are excluded by S377 of the Local Government Act including the fixing of fees and charges.





Community representatives, 1 representative from each user group (S&DCA, Tennis, Pony Club & Fire Brigade)





Sutton




4 or as required


Schedule

Terms of Reference

Yass Soldiers’ Memorial Hall Committee

1 Name of Committee Yass Solders’ Memorial Hall Committee



• Submits recommendations to Council on fees and capital works items for consideration in the budget and prepare minutes for Council records.




1 Councillor and up to 9 community representatives





Yass




4 or as required


Schedule

Terms of Reference

Yass Community Centre Management Committee

1 Name of Committee Yass Community Centre Management



• To manage the old BP Roadhouse for community purposes, excluding the setting and collection of fees for the use of the facility.

• Submit recommendations to Council on usage, fees and capital works items for consideration in the budget and prepare minutes for Council records.




2 representatives of the Yass Valley Men’s Shed and up to 5 representatives of approved community groups and organisations



N/A


N/A


Yass




To be determined by voting members


Schedule

Terms of Reference

Bushfire Management Committee

1 Name of Committee Bushfire Management Committee


3 Functions To assist the Rural Fire Service in the performance of its functions at a District level.



Rural Fires Act 1997


1 Councillor and the General Manager or delegate



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Bushfire Zone Liaison Committee

1 Name of Committee Bushfire Management Committee


3 Functions To monitor the performance of the Service Level Agreement, review the Annual Budget and Business Plan and the quarterly financial and performance reports on a Zone basis.



RFS Agreement


1 Councillor, the Fire Control Officer and Deputy Fire Control Officer, a volunteer representative and the General Manager or delegate



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Country Mayors Association

1 Name of Committee Country Mayors Association


3 Functions • To lobby State Government on issues that are relevant to its members.

• Consider and take action to progress local government issues with the State Government.




Mayor and General Manager (as observer)



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Regional Emergency Management Committee

1 Name of Committee Regional Emergency Management Committee


3 Functions • Oversees the operations of Local Emergency Management Committees throughout the region.

• Prepare plans for emergency responses in the district.




Chair of Local Emergency Management Committee or their delegate



N/A


N/A


Yass Valley





Schedule

Terms of Reference

Roads and Maritime Services Regional Consultative Committee

1 Name of Committee Roads and Maritime Services Regional Consultative Committee


3 Functions • Provides a forum for communication between Councils and the RMS.

• Provides information to Councils on current issues.




1 Councillor and Director Engineering or delegate



N/A


N/A


Yass Valley




2


Schedule

Terms of Reference

Southern Slopes Transport Working Group

1 Name of Committee Southern Slopes Transport Working Group


3 Functions • Develop approaches for the delivery of the best transport outcomes for the region.

• Communicate and consult with providers and the broader community to identify transport issues and needs.

• Develop, implement and support progressive approaches to transport including service availability and accessibility, information dissemination and the efficient use of available resources.




Community Development Manager or delegate, Road Safety Officer



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

Southern Tablelands Regional Arts Inc (STARTS)

1 Name of Committee Southern Tablelands Regional Arts Inc (STARTS)


3 Functions • To provide strategic direction for sustainable arts and cultural development in the region.

• To foster arts and culture within the community.




Councillor, staff member or community representative



N/A


N/A


Yass Valley




4


Schedule

Terms of Reference

South East Australia Transport Strategy Inc (SEATS)

1 Name of Committee South East Australia Transport Strategy Inc (SEATS)


3 Functions • To stimulate and facilitate investment in transport and infrastructure in South Eastern NSW, Eastern Victoria and the ACT region.

• To provide highly coordinated and influential advocacy for the development of transport infrastructure in the South East Australian region that supports sustainable economic development and the prosperity of constituent Councils.




Mayor and alternate and General Manager or delegate



N/A


N/A


Yass Valley




4


Schedule Terms of Reference

Canberra Region Joint Organisation (CRJO)

1 Name of Committee Canberra Region Joint Organisation (CRJO)


3 Functions 1. To work together to:

a. be known as the voice for a strong and cohesive region; b. offer a collective competitive advantage; and c. act as the link in the coordination of strategic infrastructure

and planning systems between local, ACT, NSW and Australian Governments.

2. To build a strong relationship with the ACT 3. To develop and maintain regional strategic capacity with a

common regional planning approach 4. To become a touch point for regional resources and services 5. To pursue the following initiatives:

a. Economic & Infrastructure -to capitalise on the strengths and opportunities to optimise the Canberra region’s economic capacity;

b. Procurement - to examine joint procurement opportunities across the region to achieve efficiencies; and

c. Governance - to continue to assess the most appropriate governance model to facilitate effective representation and outcomes for the region.

6. To promote regional cooperation of Councils within the south east region




Mayor and General Manager or their delegate





Yass Valley




4


Schedule

Terms of Reference

South East Weight of Loads Group

1 Name of Committee South East Weight of Loads Group


3 Functions • To enforce the weight of vehicles on local roads. • To manage the Weight of Loads program




Director Engineering or their delegate



N/A


N/A


Yass Valley




2


Schedule

Terms of Reference

South West Regional Waste Management Group

1 Name of Committee South West Regional Waste Management Group


3 Functions • To oversee the provision of regional waste management services.

• To manage the day to operations of the service delivery. • The care, control and management of the transport of waste

from Council’s transfer stations and landfills.




1 Councillor plus an alternate (voting), Director Engineering or delegate (non-voting)





Yass Valley




2

Appendix 1

Guidelines

for

Committee Operations

Table of Contents

SECTION 1- OFFICE BEARERS............................................................................................................... 2

SECTION 2 - MEETING PROCEDURES GUIDELINES .............................................................................. 4

SECTION 3 – FACILITY MANAGEMENT ................................................................................................ 8

SECTION 4 – FINANCIAL MANAGEMENT .......................................................................................... 13

SECTION 5 – GOVERNANCE ............................................................................................................... 15

Yass Valley Council Section 355 Committee Standard Constitution – Appendix 1 Page 2

SECTION 1- OFFICE BEARERS

1.1 Appointment of Committees and Members

Council must approve the appointment of all members to the Committee.

Following Council general elections and the subsequent appointment of the Mayor and Deputy Mayor elected representatives will review the role and purpose of existing Committees and make decisions regarding the continuation, cessation, membership constitution, delegations and meeting frequencies of all committees.

Council will conduct a public nomination process, inviting members of the community to participate as members of the approved committees. Membership criteria may be skilled based, based on geographic criteria and/or designed to ensure input from a broad range of demographic groups.

Members of Committee’s that contain young adults that are aged under 18 years are required to have a Working with Children Check. This check is provided at no cost. Following the receipt of nominations for Committee membership and the subsequent approval of membership by elected representatives of Yass Valley Council committees that have members aged under 18 years, or committees that directly provide services to children that are aged under 18 years will be identified.

Council will contact all members that are required to have Working with Children Checks and provide the necessary advice and guidance regarding the application process. Nominees are required to indicate formally that they consent to having a Working with Children Check as part of the nomination process.

1.2 Committee Positions

For most Committees Council will appoint an elected representative of Yass Valley Council as the Chair of Committee. Some Committees of Council (primarily those that have direct role in the management of a Council owned facility) also have office bearing positions. Office bearing positions should be elected at the first meeting of the Committee in each subsequent financial year. Contact details for all proposed members of the Committee must be forwarded to Council following the first meeting of the Committee in each financial year.

1.3 Chairperson

Every Committee must have an appointed member as Chairperson. The key responsibility of a Chairperson is facilitating the operations of the Committee. The duties of a chairperson include:

Providing coordination, guidance and leadership to ensure the successful functioning of the Committee,

Representing the Committee in the public domain, and

Ensuring administrative and other tasks from meetings are carried out.

During meetings the Chairperson is responsible for ensuring:

Meetings are correctly convened, A quorum is present for all decisions, Meeting decisions are properly minuted, The maintenance of order at the meetings, and The business of the meeting is conducted.


If the Chairperson is absent from any meeting, the Committee may temporarily appoint another of its members as the chairperson. The Chairperson may vote on any motion considered by the meeting and in the event of a tied vote; the chairperson may exercise a second or casting vote.

1.4 Secretary

The key responsibility of a Secretary is the administration of the Committee. Duties of the Secretary include:

Taking and recording minutes of all meetings;

Maintaining of all records and correspondence;

Receiving all incoming correspondence and bringing it to the attention of the Committee; Writing and dispatching all outwards correspondence required by the Committee;

Keeping Committee members properly informed by sending them notices of meetings, agendas and copies of correspondence, reports etc. as required; and

Liaising with the chairperson between meetings so that the business of the Committee is attended to and, in consultation with the chairperson, to call extraordinary meetings as required.

1.5 Committee Members who are not Office Bearers

Non-office bearing members’ duties include:

Actively participating in Committee activities and business,

Attending all Committee meetings and participating in decision making, and

Bringing to the Committee’s attention any identified problems or issues.

1.6 Non-Members as Office Bearers

Committees may find it useful to appoint someone who is not a Committee member, but has relevant skills, to undertake particular tasks such as bookkeeping and secretarial work. In some cases this will be a volunteer; in other cases the Committee may engage a local accountant or bank manager, to keep the books. Note that the Committee will require Council’s approval.


SECTION 2 - MEETING PROCEDURES GUIDELINES

2.1 Meeting Schedule

Elected representatives of Yass Valley Council determine Committee meeting schedules at the start of their term of Office. Committee meetings are usually set to occur 3 to 4 times per year however the frequency may be varied with the approval of Council.

2.2 Notice of the Meeting

A notice of meeting, typically incorporated with the Agenda, is circulated to Committee members at least a week before the meeting. Reasonable notice of meetings should also be provided to the public. This may be by publishing annually a schedule of meetings, or publishing a notice of meeting just prior to each meeting.

2.3 Agenda

An Agenda is prepared prior to any meeting. The Agenda is a short document that sets out the business that is to be dealt with at the meeting. Usually the Secretary, in consultation with the Chairperson, prepares the Agenda, but all Committee members can nominate items of business to be included on the meeting Agenda. When circulating the Agenda, the Minutes of the previous meeting and any reports to be considered at the meeting are usually attached. At the start of the meeting the Chairperson usually asks;

If there are other items of business that any member wishes to be added to the Agenda, and

If any member wishes to change the order of the Agenda. The addition of new items at the meeting is generally acceptable however if those items are contentious and/or some members are absent from the meeting then a decision can be made to defer such items to a subsequent meeting of the Committee.

2.4 Quorums

A Quorum will be half the number of Committee Members plus one (the minimal number of members of the Committee who must be present in order for the Committee to make decisions). If after thirty minutes (or some time generally agreed by the Committee as appropriate) from the start of the meeting a quorum has not been obtained, the Chairperson will decide to:

Postpone the meeting, or

Conduct the scheduled business of the Committee, but refer all decisions and Motions to a subsequent meeting when a quorum is present for reconsideration and/or ratification.

Note that a member who has made a declaration of interest in a matter before the Committee cannot be counted as part of the quorum.

2.5 Voting

One method for voting is a show of hands. The Chairperson calls first for those in favour of a Motion and then for those opposed to a Motion, and then declares the result to the meeting. In the event of a tied vote the Chairperson may exercise a casting vote.

2.6 Addressing the Meeting

For more formally run Committees, all Committee members addressing the meeting must direct their remarks through the Chairperson (“Through you Mr/Mrs/Ms Chairperson …”). Any other member shall not interrupt a Committee member addressing the meeting, except that the


Chairperson has the right to provide any direction to the member regarding the contact of that address (appropriate language, length of time taken, etc).

2.7 Public Participation

In the interest of operational transparent governance all Committee meetings are open to the public because the Committee is representing Council. The form of public participation at any Committee meeting is at the discretion of the Committee and may range from simply allowing the public to witness the Committee’s proceedings to actively encouraging input into the discussion of items of general business. Suggestions on managing public participation include:

Allowing question time at the start of any meeting, Accepting questions in writing for consideration either at the start of the meeting or as part

of general business, and

Encouraging deputations and petitions

A Committee that regularly attracts public interest may develop and circulate publicly some simple rules on how members of the public are expected to conduct themselves in Committee meetings. These rules can detail any limits on participation such as limiting questions to two per person, giving the Chairperson the right to eject any person disrupting the meeting etc. Members of the public cannot vote on any matter before the Committee.

2.8 Standard Format for Correspondence

1. Keep a copy of all correspondence sent out on behalf of the Committee

2. Set up a correspondence book to record all correspondence of the Committee. This should include:

- a section for Inwards correspondence/mail.

- a section for Outwards correspondence/mail.

- a space to record the date of receipt or dispatch of mail.

- a numbering system for both Inwards and Outwards to enable any correspondence to be easily located if the need should occur.

- a space to identify whose responsibility it is to act on eg. the Secretary.

3. Enter all correspondence in the relevant section of the book ensuring date and numbers are recorded.

4. Place letters received since the last meeting in a folder marked ‘Correspondence Inwards’ for the meeting.

5. Record any action required and which Committee is responsible for this action.

6. Establish and maintain a filing system for all mail, both In and Out.

7. Correspondence can be filed numerically or by subject.

8. Related items of correspondence can be placed together.


2.9 Format for Good Minutes

1. Keep them short, clear and concise, and consistent.

2. Set them out - not too cramped, use headings, and underlining so the subjects, decisions and actions to be taken (and by whom) stand out and are easy to read. Use the Agenda as a basis for the format of minutes.

3. Don't try to record every statement made at the meeting. The minutes are a record of the decisions made - each decision or resolution must be accurately recorded.

4. A copy of the minutes without error or additions (unless initialled and signed by the Secretary and Chairperson after adoption at the meeting) should be included in the Minutes Book as a permanent record of meetings. It is the Chairperson's responsibility to see the minutes are unaltered after adoption and are signed as an accurate record.

5. You can record the names of the mover and seconders of each motion or amendment. Record the numbers for and against if specifically requested by those present.

6. List correspondence, business arising and items for general business by number.

7. Organise all your papers in this order and try and see that the agenda follows this order. Shuffling reams of paper, lost items and trying to take minutes while finding the next item is a hassle. Decisions can also be noted on the business papers and then transferred to the minutes later.

8. If minute taking is a shared or revolving duty, allow each person to perfect their skills by taking minutes for at least 3 - 4 consecutive meetings.

9. Draft minutes can be reviewed with the Chairperson or with the Secretary. Two heads are better than one to remember events.

10. Remember, minutes should communicate and assist evaluation. They ensure accountability and are a permanent record of the group's activities.

11. Send them out as soon as possible after the meeting, so that follow-up action is more easily taken.

12. Include a record of the place, date and time of the next meeting.

2.10 Procedure for Motions

A motion needs to be lawful, productive, relevant, appropriate, easily understood and be positive in its intent, e.g. move that the facility be an alcohol free zone." If the motion does not meet these requirements, the Chairperson can reject it. Reasons must be given for this decision.

Any motion must be ‘seconded’ before it can be accepted by the Chairperson and opened for debate. There is no legal requirement to record mover and seconder, however it can be done at the Committee's discretion. The matter lapses if there is no Seconder. Once a motion has been moved and seconded, the order of debate is:

Mover (raises original motion) Seconder (allows debate on the motion)

Speaker against the motion

Speaker for the motion

Speaker against the motion Speaker for the motion


The debate continues in this manner until there are no further speakers. A member of the Committee may speak no more than once to each motion or amendment at the meeting. The Mover may then speak again, but in doing so closes the debate. Once the Mover has closed the debate the Chairperson must put the motion to a vote.

Amendments

Amendments may be made after the motion. The amendment must:

be clear and be part of the motion being considered,

have a seconder,

not exceed the power of the meeting,

not be a direct negative of the motion, and

be put to the vote before the motion.

2.11 Committee Decisions

Decisions of the Committee that can be enacted by members of the Committee shall be recorded as ACTIONS. Decisions of the Committee outside its delegations will be a RECOMMENDATION to Council.

2.12 Standard Format – Annual General Meeting Agenda

1. Commence/Open Meeting.

2. The Chairperson presides over the following items:

- Welcome,

- Apologies,

- Minutes of previous AGM, and

- Reading reports i.e. Chairperson Report, etc.

3. All positions are declared vacant and the Returning Officer takes the chair and presides over the following items:

- Election of Office Bearers, and

- Acceptance of nominations from user groups and community members.

4. Returning Officer then hands the chair over to the newly elected Chairperson who is responsible for:

- Thanking the Returning Officer,

- Welcoming the new Committee,

- Consider recommendations ‘carried’ by way of a motion from the floor, and

- Getting agreement on meeting dates for coming year.

5. Closure of AGM.


SECTION 3 – FACILITY MANAGEMENT

3.1 General Use

Committees are responsible for management of the facility on behalf of the community. In doing so a Committee is reminded that subject to payment of fees and charges and other such considerations, the public do have a right to use the facility. Council’s buildings must not in any event be used for any purpose that may conflict with the Occupational Health and Safety Act 2000 (NSW) and Occupational Health and Safety Regulation 2001 (NSW) and Council’s Risk Management policies.

3.2 Maintenance and Improvements – Public Buildings

Each Committee has the responsibility for ensuring that the facility under its control is maintained in a state of reasonable repair and does not present hazards to users. This may entail regular maintenance, (e.g. cleaning, replacement of consumables – paper toweling, etc, mowing and watering) and periodic maintenance of a major nature, (e.g. repainting, replacement of worn or broken items).

Council’s staff will inspect the various facilities from time to time but Committees are expected to keep Council informed of any substantial repair or upgrading work required on the facility under their control. Any repair work in excess of $500.00 or any alterations must first be referred to Council for approval and advice before any work is undertaken. Any works considered necessary or desirable but beyond the means of the Committee should be referred to Council in writing so that early consideration might be given to their inclusion in a Works Program or the allocation of Council funds.

Generally, Council will be responsible for major maintenance and improvements, such as external painting or re-roofing and building extensions, but consistent with availability of Council funds and income generated by the facility. The Committee would be expected to accept responsibility for the cost of such items as:

Cleaning; Internal Painting; Plumbing maintenance; Electrical maintenance; Minor repairs, such as broken windows and fittings; Installation of new internal fittings, such as cupboards; Electricity; Gas; Water Usage; and Provision and maintenance of furniture and equipment.

3.3 Bookings – Public Buildings, Playing Fields and Open Spaces

In the majority of cases, the Committee will take control of bookings for the facility, subject to the schedule of fees being approved by Council on an annual basis. Fees received by the Committee will be retained to cover the cost of maintenance and improvement.

3.4 Usage – Playing Fields and Open Spaces

Committees will not be required to pay any fee to Council in return for field usage. With the exception of usage by schools, preschools or playgroups, the Committee may levy a charge on all users of the field for organised sport and may make a charge on spectators at scheduled


events to defray its costs by way of maintenance and operation, provided that such fees and charges are approved by Council.

The general public may not be excluded from any sporting area (unless the general public display disorderly or nuisance conduct), which constitutes public open space except during scheduled events. The Committee will be required to submit a program of scheduled events to Council before the commencement of each sporting season.

Council will closely monitor sporting area usage and reserves the right to schedule sporting events of other organisations on to any sporting area controlled by a Committee, provided that such organisations pay to the Committee the standard fee for usage. Council will be concerned if any sporting area managed by a Committee is either under or over utilised and may seek redress for such occurrences.

So long as the Committee manages and maintains the sporting area under its control, and Council is satisfied there is a continued need for the area to be consistently used by the clubs from which the Committee is formed, then that club is permitted to nominate the area as its home ground. If, however, management and/or maintenance is not adequate and/or need for use by the club diminishes then Council may implement its power to dissolve the Committee.

3.5 Funding allocation – Playing Fields

Applications for subsidy and loans towards the cost of upgrading playing fields will be considered by Council when there is a shortfall in funds after taking into account all income, justifiable expenditure and available services. Any application for subsidy should satisfy Council that all income is being fully utilised, adequate fees are being charged and that fields are maintained at a reasonable standard. The Management Committee may be required to assume total responsibility for the control of any subsidy funding. Maintenance works can be carried out by the following means:

Voluntary labour, Use of Contractors, and/or Council staff and equipment (on the basis that the Management Committee pays Council the

appropriate hire rates).

Council staff will regularly check to ensure that the playing field is being properly maintained and that funds allocated by Council are being spent on the approved activities.

3.6 Public Liability

As Council appoints Management Committees, members of the Management Committee are included in Council’s Public Liability insurance cover, which extends to all properties owned or leased by Council. Members of the Committee should note that they are only covered by Public Liability insurance when acting within the scope of their delegation and when they are an approved registered volunteer of Council. The Committee should be aware that this policy is subject to a claims excess (please liaise with Yass Valley Council’s Risk Management Coordinator for information on limits).

3.7 Casual Hire of Premises

All short-term, unincorporated users of Council facilities (e.g. weddings, birthdays, etc) are covered by a master policy by Council. Please check with Yass Valley Council’s Risk Management Coordinator to ensure your facility is covered.


3.8 Definition of a Casual Hirer

‘Hire of facilities owned by Council, no more than a total of 10 days over any 12-month period.’

Should a claim occur arising out of negligence of Council as owners of the facility hired, (e.g. the third party breaks a leg after tripping on a broken step) then Council’s Public Liability – Professional Indemnity Policy is the policy to respond to the claim, not the Casual Hirers policy. However, if a claim occurs arising out of the negligence of the Hirer, (e.g. the third party breaks a leg after slipping on a drink spilt on the floor) the Casual Hirers policy is to respond.

The Casual Hirers policy provides cover for the ad-hoc hiring of Council owned facilities, including sports facilities. However, it does not provide cover to permanent hirers of the facilities, Incorporated Associations, Sporting bodies or Associations of any kind (see permanent hirer for more detail).

3.9 Definition of Permanent Hirer

‘A permanent hirer of Council owned facilities is a hirer of facilities for more than 10 days over any twelve-month period, Incorporated Associations, Sporting Bodies, or Association of any kind. These organisations are to provide their own Public Liability Insurance cover, indemnifying Council against any claims that may arise as a result of their activities.’

The hirer shall take out and maintain a Public Liability insurance policy with a reputable insurance office indemnifying Council and in the case of the facility being on a Crown Reserve indemnifying the Minister in the sum of not less than ten million dollars ($10,000,000) in respect of each and every claim. The hirer shall provide Council with proof of evidence of this by presenting Council with a Certificate of Currency issued by the Insurer, establishing that the Public Liability Insurance policy remains in force.

It is the Management Committee’s responsibility to ensure that all incorporated bodies and regular users of Council facilities have adequate Public Liability cover. It is also the responsibility of the Committee to ensure that correct licenses are held by facility users engaged in activities that require the same (e.g. carnival operators).

Council has Public Liability Insurance to cover the various Committee facilities. The following general information applies to the Public Liability policy:

The policy covers Council and the Committee (registered volunteers) against claims made by members of the public for personal injury or injury to personal property arising from a negligent act or omission of Council and/or the Management Committee.

When an accident occurs members of the Management Committee are instructed NOT to admit liability. The Committee should contact Council’s Risk Management Coordinator, as soon as possible.

Members of the public who wish to make a claim should be requested to state their claim in writing setting out full particulars of the accident (when, where and how) and the grounds on which they hold the Committee (or Council) responsible.

When a Committee receives a claim, the Committee Secretary should question the members/s involved and submit a report in writing concerning the particular accident as remembered by the Committee member. Specific reference should be made of points raised in the claimant’s claim. A full investigation will be undertaken by Council’s Risk Management Coordinator.

Claims from members of the public and the report of the incident should be forwarded together with any other relevant documentation to the Council and marked to the attention of the Risk Management Coordinator.


3.10 Personal Accident Insurance

Council has a blanket policy that covers all Council building assets and, where notified, all contents, which are assets belonging to Council. Any claims for loss or damage would be subject to an excess. Only items belonging to Council can be covered under this policy.

3.11 Property – Damage/Theft

In the event of theft or vandalism to Council property or assets, the incident must be reported to the Police in the first instance and appropriate action taken to secure the property and ensure safety of the area.

The reporting officer must fill out an Incident Report (available from Council) and submit to Council’s Risk Management Coordinator for certification. The reporting will serve as an important database of information on small incidents for future reference and budgeting. Management Committees will be liable for the first $500 on all claims below the excess. A claim under this provision must be made on the appropriate Insurance Claim form accompanied by the Incident Report. If a claim is successful under this provision the items will be on a replace/restore basis only through Council’s purchasing system. This provision only refers to property belonging to Council:

For a claim to be successful it must be demonstrated that the Committee had exercised a “duty of care” prior to the damage or loss.

It is important that the assets of the Committee are listed on Council’s records. Written advice is required on new assets in the Annual Report to Council.

3.12 Fixing of Fees and Charges

Committees do not have the power to set their fees and charges for the hire of a Council facility.

Council fixes all fees and charges annually when developing Council’s budget. Committees must forward recommended Fees and Charges for the ensuing financial year on or before the 1st March of each year to the Director of Finance and Corporate Services. Any fees and charges recommended should be calculated carefully so as to cover the costs of managing and maintaining the facility including periodic maintenance of a major nature, e.g. repainting, top dressing, furniture replacement, running of events, etc. Care should be taken to ensure that one group or section of users does not unduly subsidise others and that all users contribute on an equitable basis bearing in mind all circumstances. Council retains the right to set fees and charges in order to secure a reasonable fee and charge for the facility. The Committee may recommend to Council that specific groups such as schools, preschools and playgroups be allowed Council subsidised use of the facility and the circumstances under which this is to occur.

3.13 Risk Management

A risk is the chance of something occurring that has the potential to cause loss, damage or injury. Most activities have risk associated with them. Risk management is setting in place practices and processes that enable risks to be identified, minimised and dealt with. Risk management seeks to minimise the impact of undesirable events, without discouraging appropriate risk taking and initiative.

Risk Identification

There are many ways to identify risks including checklists, judgments based on experience, records, expert opinion etc. The aim of risk identification is to generate a comprehensive list of events that might affect the Committee’s operations or objectives. These risks are then


considered in more detail to identify the potential impact of each risk. The identification process should be broad so that all possible risks, no matter how small, are considered. Steps should then be taken to reduce the risk as much as possible to try to eliminate loss, damage or injury.

Pre-hire Checklist

As a minimum, Council’s Insurer has advised that where a facility is hired out, the responsible Committee should have a Pre-Hirer checklist. This would need to be completed by a Committee member prior to the Hirer taking possession of the facility to identify and deal with any items that may potentially be a hazard causing loss, damage or injury. The checklist is also helpful as it can prove that the hall was in good order before the hire, therefore the damage must have been inflicted during the hire period. Where the Committee identifies a major risk and reducing it is outside the scope of the Committee, a report should be forwarded to the Risk Management Coordinator at Council’s office.


SECTION 4 – FINANCIAL MANAGEMENT

4.1 General

Extreme care must always be taken when dealing with financial matters as Council is required to comply with strict financial requirements of the Local Government Act 1993 (NSW) and Local Government (General) Regulation 2005 (NSW). It is therefore necessary for Committees to follow certain rules when handling money.

4.2 Books of Account

Receipt Book

A receipt must be issued for all monies received. The original receipt book should consist of pre-numbered receipts and duplicates, so that the original may be detached and the duplicates remain in the book.

Used receipt books must be retained.

Where an error is made in writing out a receipt both the original and duplicate should be cancelled and both copies retained in the book.

Cash Book

Each Committee must keep a cashbook, this may be either in hardcopy or electronic form. A cash book must show details of all monies received and payments made, to allow easy

cross reference to the receipt book, the cheque book and the accounts paid.

4.3 Income

All monies received must be recorded in the cashbook and a receipt issued. The Committee is required to ensure that all monies due to it are received. Should the Committee be unable to recover any amounts they should inform the appropriate responsible Manager of the details in writing so that Council staff may take any further action. This should occur no later than when the account is 60 days overdue.

4.4 Expenditure

To allow Committees to expend monies received by it, Council may approve such allocation of funds for the care, control and management of the facility or service. Expenditure for any other purpose is not permitted without Council approval. All payments should be supported by Accounts for goods and/or services received.

All disbursements, with the exception of petty cash, must be authorised by any two office bearers comprising the Chairperson, Treasurer and Secretary (or one other office bearer)

All accounts should, where possible, be submitted to a Committee meeting for approval prior to payment being made and particulars recorded in the minutes

Where payment must be made before the next Committee meeting, the particulars must be recorded in the Minutes of the next Committee meeting to confirm such payment

All payments must be recorded separately in the cashbook.

A Committee must only operate within the levels of the funds held at any one time, ie it cannot borrow money or arrange for a bank overdraft.

4.5 Banking

Before any Committee handles any money it must seek approval from the General Manager or his/her delegate to open an account in the name of the Committee at an approved bank through which all transactions must be made.


All monies received by the Committee must be banked, in the form in which it was received, preferably at least weekly to aid reconciliation of the bank account with the cash and receipt books.

4.6 Petty Cash

A Committee may operate a petty cash account. The cash float must not exceed $150 at any time.

Only payments of less than $150.00 may be made from petty cash. Petty cash will normally be reserved for minor secretarial and treasury expenses.

The Treasure must at all times keep petty cash in a locked container. Cash is not to be left unattended.

All petty cash payments must be supported by receipts/dockets, which are to be placed in the petty cash container and reconciled at least monthly.

4.7 Goods and Services Tax

Council makes payment of any GST payable and retains any GST refundable by a Section 355 Committee. Treasurers are asked to obtain and keep all Tax Invoices in relation to all expenditures, as Council is only able to claim back applicable GST where these records are held. Each Committee is obliged to provide information for Business Activity Statements (BAS) as at 30th June each year for preparation of statements and audit of Committee books.

Information and guidance in relation to the requirement for GST can be obtained from Council. A sample record sheet for GST or an electronic version of this record can be obtained.

4.8 Annual Statements of Income and Expenditure

The financial year of each Committee will be from 1st July to the 30th June each year. A fixed accounting period for all Committees is required to ensure that details are presented to Council, with their draft budget and fees for the next financial year.

Within two months after the 30th June each year your Committee must prepare financial statements including:

A statement showing all income received and payments made by the Committee during the financial year ended;

A list of all assets under the Committee’s control as at the end of each financial year, and any liabilities, such as Council loans for improvement works;

Copies of bank statements received during the year;

A bank reconciliation; and

A certificate from the bank certifying the balance of funds held as at 30th June.

Before submission to Council, the statements must be audited, preferably by a qualified auditor appointed by the Committee. If a qualified auditor is not available the person selected should be experienced and possess a sound knowledge of the principles of bookkeeping. This person should not be in an office-bearing position of the Committee.

A copy of the financial statements and attachments together with the auditor’s certificate and any relevant comment made by the auditor must be submitted to Council. The audited accounts should be submitted to the Committee for formal adoption.


SECTION 5 – GOVERNANCE

5.1 Insurance

Council has a range of insurance policies in place to provide cover (subject to each policy’s terms, conditions, limitations, exclusions and excesses) for particular risks including but not limited to:

Property protection for Council facilities covering risks such as fire, theft and malicious damage.

Public liability and professional indemnity protection which includes cover for Committee members whilst undertaking duties relating to their role on the Committee. This insurance does not preclude the Committee and members from acting appropriately with care, due diligence and adhering to all Council policies and procedures.

Personal accident insurance which provides cover to Committee members if injured whilst undertaking duties relating to their role on the Committee.

Management Committees should be aware of the excess applicable to these policies.

Please note: Any incorporated Committees are not covered and need make arrangements to purchase their own insurance cover.

5.2 Legal Issues

It is important that Committees of Council be aware that they are acting on Council’s behalf. Legally, the Committee is “Council” and any action which the Committee undertakes is Council’s responsibility. Committees provide recommendations that go to Council for determination.

5.3 Records of Committee

Records of Council Committees should be kept in accordance with the State Records Act 1998 (NSW) and General Disposal Authority – Local Government Records (GDA 10). In particular, the Committee needs to be aware of the importance of minutes because of their legal status and their liabilities to subpoena in court. Many records of Council Committees may need to be retained for a minimum period of 30 years. Further guidance can be obtained from Council’s Corporate Administrator Coordinator.

5.4 Pecuniary Interest

A Pecuniary Interest is one of financial benefit by a Committee person or other person with whom the person is associated (that is, spouse, de-facto partner or relative of a Committee person) from an interest that a Committee person has in a Council matter. It does not exist where the interest is so remote or insignificant that it could reasonably be regarded as unlikely to influence any decision. The obligation to disclose is a strict duty, and the person's motives for participation are irrelevant if an interest is said to exist.

Chapter 14 of the Local Government Act 1993 (NSW) includes a framework for the handling of alleged breaches of the pecuniary interest provision of the Act. The Act is about openness, accountability and transparency in decision-making by Councils and any Committees representing the Council. It is the responsibility of members of Section 355 Committees:

to disclose to the meeting any pecuniary interest in a matter before the meeting, not to participate in the discussion of the matter before the Committee in which the member

has a pecuniary interest, not to vote on the matter before the Section 355 Committee meeting in which the member

has a pecuniary interest.


5.5 Disclosure of Pecuniary Interests

If a Committee member has a direct or indirect pecuniary interest in a matter being considered or about to be considered at a meeting or the interest appears to create a conflict with the proper performance of the member’s duties in relation to the consideration of the matter, the member must, as soon as possible after the relevant facts have come to the members knowledge, disclose the nature of the interest at the meeting.

A Committee must ensure that particulars of any disclosure made under this clause are recorded in the minutes. After a member of a Committee has disclosed the nature of an interest in any matter, the member must not:

Be present during any deliberation of the Committee with respect to the matter; or Take part in any decision of the Committee with respect to that matter.

Please note that a member’s absence has a direct impact on numbers for a quorum.

For the purposes of the making of a determination by a Committee as to whether the member has a direct or indirect pecuniary interest in a matter to which the disclosure relates, the member must not be present for the deliberation.

Further Information

There are basic procedures to follow that provide solid structures for operations – large or small. Many of these procedures are common to all kinds of Committees throughout the community, not just Management Committees.

Committees need to be aware that accountability is required to Council, user groups and the general community. To facilitate this accountability, Committees are required to:

a. Provide reports and minutes to Council, and b. Ensure that affected persons are aware of Committee meeting details.

5.6 Code of Conduct

Yass Valley Council has adopted a Code of Conduct that is applicable to both elected Councillors, employed staff, volunteers and contractors. This Code of Conduct sets out the principles to ensure the business of Council is carried out in an efficient, honest and impartial way. Council’s s.355 Committees have the responsibility to ensure the following:

Access is available to the entire community and is not denied because of ethnicity, gender, disability or religion.

Priority of use should be given to non-profit making community groups and organisations. That the facility not be aligned with, or advocate or advertise for or on behalf of, any political

party or person/s.

As Section 355 Committees are operating as a delegation of Council in the management of facilities/services it is important for Committees to be aware of these responsibilities and abide by this Code of Conduct.

5.7 Conflict of Interest

A conflict of interest can arise when a member of the Committee has other involvements or interests which make it difficult for them to always remain impartial when involved in discussions and decision-makings. These can include:

business or professional activities,

employment or accountability to other people or organisations,


membership of other community organisations or service providers, and/or

ownership of property or other assets.

The conflict may lead to:

financial benefit eg. sale of goods or privileged knowledge,

political benefit eg. gaining or losing electoral support, and/or

personal benefit eg. career advancement or increased standing in the community.

All meetings of Committees will contain a standard agenda item to facilitate correct recording of any declarations of interest.

5.8 Reporting

The following information should be reported to Council:

Minutes of all Committee meetings as they occur. Minutes should be forwarded electronically to [email protected] within 5 days of the Committee meeting.

Committee Membership including Office Bearing Roles – for the following financial year. Reported annually prior to 31 September.

5.9 Powers of the Committee

Committees may not make decisions concerning the following:

a. Fixing of charges or fees (the Committee may submit recommendations for approval by Council in relation to the fixing of charges and fees for use of the facility under its control), including any policy for exemption from fees and charges. The Committee may recommend to Council that specific groups such as schools, preschools and playgroups be allowed subsidised use of the facility and must state the circumstances under which this is to occur.

b. Borrowing of any monies without the express written consent of Council. c. The sale, lease or surrender of any land or other property vested in its care under the

provisions of the Local Government Act 1993 (NSW) (as amended). d. The acceptance of tenders which are required to be called by Council in accordance with

Council’s Procurement Policy FM-POL-1. The Committee may invite and accept quotations for minor works, goods and services covered within the scope of its authority or as agreed with Council’s Quotations and Purchasing must be conducted in accordance with Council’s Procurement Policy.

e. The payment or making of any profit, gain or gift, to or by its members as well as allowance or travelling expenses incurred whilst attending Committee meetings. (Travelling expenses incurred by members in the course of extraordinary duties, eg. open hall, deliver key, respond to complaints and alarms, will be excluded from this condition).

f. Unreasonably restricting access to the facility to any organisation or individual which agrees to comply with and adhere to the rules adopted for use of the facility.

g. Vote on monies for expenditure on the works, services or operations of Council.

The Section 355 Committee will also be subject to such limitations and conditions as may from time to time be imposed by law, specified by resolution of the Council or in writing by the General Manager to the Committee. The Committee will observe any Rules and Regulations made by the Council, in relation to the facility or activity under its management and control.

mailto:[email protected]


If at any time the Committee is deemed to be functioning outside the limits of its powers as described herein, all powers may be revoked by written notice to the Committee signed by the General Manager or his/her delegate.

5.10 Council Policies

All Committees are obliged to comply with all relevant Council Policies. All Policies can be found on Council’s website.

5.11 Payment to Members

Council will not permit payments in the form of an honorarium to be made by a Committee to any of its members. The Committee may adopt payment for the reimbursement of out of pocket expense.

5.12 Purchasing

There may be times when the Committee will need to make substantial purchases and as Committees act on behalf of Council, advantage may be taken of purchasing through the NSW Local Government Procurement system. To do this, Committees should approach the Council Manager that is responsible for providing support to their Committee.

Appendix 2

Forms

Nomination Forms

Prohibit Personal Disclosure Standard Agenda Template Standard Minute Template


Nomination Form for Appointment to Committee

Name of Committee:

Group Represented:

Nominee’s Name:

Residential Address:

Postal Address:

Home No: Work No: Fax:

Email: Reasons for wishing to join the Committee:

Working With Children (WWC) No: ____________________________________________________________

I acknowledge receipt of the Privacy and Personal Information Protection Act 1998 Pre-Collection (Section 10). I confirm that I have read the contents of the notice and agree that the personal information may be used for the purposes identified and provided to the recipients identified in the notice.

Nominees Signature: Date:

Nominee’s under 18 years of age – Parent/Guardian Consent

I, hereby consent to the nomination of _______________________________________

to the Committee.

Nominee’s Guardian Signature: Date:

Please return this form to Yass Valley Council, PO Box 6, YASS NSW 2582


NOTICE: Privacy and Personal Information for Council Committees The personal information that Council is collecting from you is personal information for the purposes Section 10 of the Privacy and Personal Information Protection Act 1998 ('the Act').

The intended recipients of the personal information are:

Members of the public and Council staff requiring contact information in relation to your Committee.

The personal information will appear in the Council Agenda at the time that your nomination will be considered by Council and the personal information will as a result be available to Council, members of staff and members of the public who obtain copies of the Council Agenda.

The provision of the information by you is voluntary.

The personal information will be used by the Council to choose members of the Committee. Council is collecting this personal information from you in order to maintain an accurate contact list for members of the public, Council officers and other Council Committee members who may need to contact the appropriate members of your Committee.

If you do not provide this information, we will not be able to include details in the database.

You may make application for access amendment to information held by Council. You may also make a request that Council suppress your personal information from a public register. Council will consider any such application in accordance with the Act.

Council is to be regarded as the agency holding the information.

Inquiries concerning this matter may be addressed to Council’s General Manager.


Standard Agenda Template

Committee Meeting for the (Committee Name) Management Committee

Meeting Agenda – Meeting: /20 Opening of meeting by Chairperson/Welcome to any visitors Apologies Declaration of Interest Confirmation of Minutes of the previous meeting held (copy of minutes attached) Business arising from the previous minutes Correspondence In/Out Treasurer’s Report Agenda Items (List any items submitted by Committee members separately) General Business Confirmation of next meeting date Closure of meeting (Attach any relevant documents to be sent out with Agenda)


Standard Minute Template Minutes of the Committee held on The Chairperson opened the meeting and welcomed to the meeting. Present Apologies Apologies were received from Declaration of Interest Declarations of Interest were received from Confirmation of Minutes It was RECOMMENDED that Minutes of the meeting held on be accepted. Correspondence The following correspondence was received/sent Treasurer’s Report It was RECOMMENDED that the Treasurer’s Report for the period be accepted. Agenda Items 1. Subject Summary It was RECOMMENDED that General Business Next Meeting The meeting closed at .

Committee Standard Constitution and Instrument of Delegation

Documents

Transcript of Committee Standard Constitution and Instrument of Delegation