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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA   25 FEBRUARY 2014




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PLANNING & ORGANISATION COMMITTEE MEETING AGENDA                          25 FEBRUARY 2014

  Members who become aware of a conflict of interest or issues which may affect their
  objectivity on matters raised within the Committee should advise the Chairman immediately. In
  the case of the Chairman they are to advise the Chief Executive Officer.
  8.  Committee Meetings
  Meetings shall be conducted on a formal basis and be effectively minuted by the Secretary as
  to proceedings and decisions. Meeting agendas must be prepared and distributed to all
  members of the Committee at least seven (7) working days prior to a meeting. Minutes of
  meetings must be prepared and distributed to Committee members as soon as possible
  after the conclusion of the meeting and must be confirmed as an accurate record of the
  meeting at the next subsequent meeting of the Committee.
  In the setting of the Committee agenda, there will be an emphasis on the most significant
  risks and threats to Council and the ongoing evaluation of what is being done to mitigate
  such risks.
  The Committee shall meet quarterly. In addition, the Committee Chairperson may call such
  additional meetings as may be necessary to address any matters referred to the
  Committee or in respect of matters that the Committee wishes to pursue.
  A quorum shall consist of at least three (3) members. As far as practicable, decisions of the
  Committee shall be regarded as its collective decision or advice. However, where there is
  material dissension to a decision, a minority view may be placed before the Council.
      8.1 Other Attendees at Committee Meetings
      The Chairperson may invite a representative of extemal audit or other appropriate
      persons to attend any meeting of the Committee and to present and comment on
      appropriate items.
      Where advice is required in relation to a matter subject to a committee inquiry and it is
      considered sufficiently material to warrant the services of a specialist external
      consultant, the Committee may request Council assistance.
  9.  Committee Reports
  The Audit Committee must prepare prompt and timely meeting minutes and reports to
  Council as soon as practicable after each meeting outlining relevant matters that have been
  considered by it, as well as the Committee’s opinions and recommendations thereon. A
  summary of the role and achievements of the Committee shall be included in the Annual
  Report of Council together with a statement that the Committee has observed the terms of its
  Charter.
  10. Evaluation of Committee Activities
  On an annual basis the Committee Chairperson will:
      e  Assess the performance of the Committee and take appropriate action in respect of
         areas where there is a perceived need for enhancement of its role, operational
         processes or membership; and
      e  Provide each individual member of the Committee with feedback on that person’s
         work performance and professional contributions to the Committee's activities for the
         year.
  Membership of the Committee will be        reviewed  by Council following each     Local
  Government Election with the aim of ensuring appropriate balance between continuity of
  membership, the contribution of fresh perspectives and a suitable mix of skills, knowledge

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