|February 8 2017|
|Loxton North Recreation Grounds Committee||Agendas|
|Loxton North Recreation Grounds Committee||Minutes|
Terms of Reference
Pursuant to Section 41(1) of the Local Government Act 1999, the District Council of Loxton Waikerie resolved on 31 May 2000 to establish a Committee to be known as:
LOXTON NORTH RECREATION GROUNDS COMMITTEE
PURPOSE OF THE COMMITTEE
The Committee shall be responsible for the maintenance and administration of the Loxton North Recreation Grounds as per the site plan.
The members of the Committee shall be appointed by Resolution of Council & may consist of or include persons who are not members of the Council.
The Mayor will at all times be an 'ex-officio' member of the Committee but will not be taken to be included in the membership of the Committee unless actually present at a meeting of the Committee.
Members shall hold office from the date of their appointment, for a term until the first meeting of Council following the next general Council election, and shall be eligible for re-appointment.
The Presiding member of the Committee shall be appointed by Council.
If a Committee member is absent for three or more consecutive meetings without apology, then the Council may appoint another person, to replace that committee member.
A quorum shall consist of half the appointed members plus one, but shall not include the Mayor unless actually present.
No civil Liability shall attach to a member of a committee for an honest act or omission in the exercise performance or discharge or purported exercise, performance or discharge of the members or committees functions or duties. A liability that would but for the foregoing attach to a member of a committee, attaches instead to the Council.
CONFLICT OF INTEREST
The provisions of sections 73, 74 and 75 of the Local Government Act 1999 will apply to all members of the committee, in relation to meetings and any business or proposed business of the committee.
REGISTER OF INTEREST
The provision of Section 74 of the Local Government Act 1999 will not apply to members of Committees.
PROCEEDINGS OF THE COMMITTEE
The committee shall be subject to the provisions of the Local Government (Procedures at Meetings) Regulations 2000, Part 3.
The Committee shall meet at least quarterly, andwhenever requested by any of the following:-
- The Council
- The Chairman of the Committee
- Any two members jointly
The Order of Business of each meeting shall be:-
- Opening and Welcome
- Minutes of Previous Meeting
- Business Arising
- Financial Statements YTD
- Reports - Chairman & Councillor
- Business Plan and Action Plan
- Other Business
REPORTING & ACCOUNTABILITY
Executive support will be provided by an appointed Officer of the Council who will also be a member of the Committee & will act as the Executive Officer/secretary.
A copy of the Minutes of every meeting, together with a year to date financial statement shall be provided to the District Manager for inclusion in the Agenda of the next Council Meeting. Where a particular matter requires the specific resolution or the attention of the Council, the minutes will be accompanied by a report from the Executive Officer.
The Committee is accountable to the District Council of Loxton Waikerie in all things.
ANNUAL BUSINESS PLAN AND BUDGET
The Committee is responsible to develop an annual Business Plan & Workplan including budget requirements, & submit these to Council in April each year.
The budget must also set out a schedule of all fees & charges for which the committee is responsible.
Should a dispute arise over any matter, the decision of the Council will be final.
Council shall be responsible for the insurance of its own properties, contents and liability, insofar as it has an insurable interest. Where an asset is occupied or used by a third party, that body shall be responsible for the insurance of its own goods & chattels and any liability which it may incur as the result of the use or occupancy of Councils premises.
The Committee shall if using the services of any volunteers, Maintain a register of volunteers. Provide each volunteer with a volunteer’s information kit. Ensure safe work practices are undertaken and adhered to.
HIRING OF FACILITIES
The committee must ensure that an inspection of Council premises is conducted before and after any hire arrangement, to ensure they are maintained in a clean & sound condition.
All assets and property which the committee cares for, controls or manages shall be and remain the property of the Council including any improvements, fixture and fittings located in or on the facility at any time irrespective of whether the Committee or the Council purchased or installed them.
AMENDMENTS TO TERMS OF REFERENCE
Council may at any time amend or alter these terms of reference by resolution of the Council.
POWERS & DUTIES
The Committee has no delegated Regulatory function on behalf of Council.
The Committee may recommend fees and charges and expend monies on behalf of Council within the approved committee budget & annual Business Plan submitted to & approved by Council. No power is given to act outside of the approved budget without the approval of Council.
The Committee has no power to engage or dismiss staff, other than routine Council contractors for the purposes of carrying out the work of the committee.
- The Committee shall at all times keep the buildings, playing areas and other facilities in good order and repair. Sporting bodies to be responsible for the provision, maintenance and storage of equipment specific to their needs.
- The Committee may enter into arrangements for the letting of the grounds to sporting or other organisations.
- Capital expenditure of any type must not be incurred without prior approval of the District Council of Loxton Waikerie.
- The Committee shall not contravene to the relevant Acts of Parliament pertaining to places of public entertainment.