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Policy Review Committee

Please note: Recommendations of Council committees are subject to endorsement by Council at the following ordinary meeting

Minutes/Agendas

October 30 2017
.pdf Policy Review Committee Agendas
.pdf Policy Review Committee Minutes
August 17 2017
.pdf Policy Review Committee Agendas
.pdf Policy Review Committee Minutes
February 6 2017
.pdf Policy Review Committee Agendas
.pdf Policy Review Committee Minutes

Terms of Reference

NAME

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 the :- POLICY REVIEW COMMITTEE 

PURPOSE OF THE COMMITTEE

To review and recommend to Council,  Policy, procedure, Codes of Practice, Guidelines, ByLaws and delegations and to report to Council regarding the implementation requirements of the Local Government Act 1999.

MEMBERSHIP

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.

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.

QUORUM

A quorum shall consist of half the appointed members plus one, but shall not include the Mayor unless actually present.

MEMBERS LIABILITY

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 bi monthly, andwhenever requested by any of the following:-

  • The Council
  • The Chairman of the Committee
  • Any two members jointly
  • Unless by agreement within the Committee, a meeting notice and agenda shall be provided to each committee member at least 3 clear days before each meeting.

The Order of Business of each meeting shall be:-

  • Opening and Welcome
  • Apologies
  • Minutes of Previous Meeting
  • Business Arising
  • Correspondence
  • Financial Statements YTD
  • Reports           - Chairman & Councillor
  • Business/ Action Plan
  • Other Business
  • Close

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 Chief Executive Officer 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. 

DISPUTES

Should a dispute arise over any matter, the decision of the Council will be final.

INSURANCE

Council shall be responsible for the insurance of its own assets and liabilities only 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.  Evidence of a $10m Public Risk policy will be required by the Committee.

VOLUNTEERS

The Committee shall if using the services of any volunteers,

Maintain a register of volunteers

Provide each volunteer with a volunteers 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.

ASSETS

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.

REVIEW AND AMENDMENT TO TERMS OF REFERENCE

Council may at any time amend or alter these terms of reference by resolution of the Council.

Annually, the  Committee shall review these Terms of Reference to ensure that they properly reflect the role and function of the Committee.

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 authority to maintain a bank account.

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 Executive Officer for the Committee is responsible at all times to ensure the proper supervision of Contractors.

The committee may establish sub committees for no greater period than 12 months, for the purpose of specific purpose projects. All sub committees will be bound by the Terms of Reference of the Loxton Town Development Advisory Committee and will at all times conduct their business as if they were the principal committee. The Chairman of the Loxton Town Development Committee will be a member (ex officio) of the Sub Committee.

The committee will consult, co-operate and defer where matters raised are the province of another committee.

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