(1) The Tender Committee is established as a Vice-Chancellor and Chief Executive Officer's Committee of the University of New England, and the Committee is delegated a number of functions in relation to procurement matters at the University. (2) The establishment of this Committee and the delegation of powers to it are actions authorised by the Vice-Chancellor and Chief Executive Officer (under the UNE Function of the Vice-Chancellor Rule). (3) The Tender Committee has a reporting line to the Finance Committee of Council and procurements over an agreed threshold amount require co-approval by Council via the Finance Committee of Council. (4) Committee Objectives are: (5) The members of the Committee are as follows: (6) Official attendees: (7) The Vice-Chancellor and Chief Executive Officer will act as Chair. If the Vice-Chancellor and Chief Executive Officer is unavailable to act as Chair then the Deputy Vice-Chancellor will act as Chair. If the Deputy Vice-Chancellor is unavailable to act as Chair then the Committee will elect a Chair to act during the period the Vice-Chancellor and Chief Executive Officer and Deputy Vice-Chancellor are unavailable. (8) The functions of the Committee are as follows: (9) This committee has delegated authority from the Vice-Chancellor and Chief Executive Officer to perform on behalf of the Vice-Chancellor and Chief Executive Officer the approval, advice and monitoring functions set out in these terms of reference and all matters ancillary to those functions. The Vice-Chancellor and Chief Executive Officer retains the discretion to withdraw, modify or override this delegation at any time. (10) The Committee will meet quarterly or otherwise as required to perform its functions. Committee members should be given at least seven days' notice of a meeting, or such shorter notice period as is practicable where the matter is urgent. Meetings may be cancelled should there not be any contractual/procurement matters to consider. Committee members are expected to be available on short notice, however should be given as much notice as is practicable in the circumstances of matters arising. (11) Business papers will be distributed to Committee members at least seven (7) days prior to the meeting, or such shorter period as is practicable in the circumstances. Business papers will also be distributed to Committee members and official attendees unless the Chair directs otherwise. Business papers must be treated confidentially by recipients. Any lawfully required disclosure of business papers should be made via the Chair or Secretary to the Committee. (12) A quorum shall consist of a simple majority of the members of the Committee at the time the meeting is held. (13) For its business papers, meetings and otherwise to conduct its business the Committee and its members may use technology including telephone, video-conferencing, telepresence, email and internet as arranged by the Chair and/or Committee Secretary. (14) The Committee may pass a resolution by "flying minute" provided that the resolution has been approved by a simple majority of the Committee members at the time the resolution is made. (15) Draft minutes will normally be circulated to members for comment promptly after each meeting, after which the minutes (with any necessary changes) will be circulated for adoption by the Committee. The minutes will be finalised and adopted when they have been approved by a majority of the members present at the relevant meeting. Alternatively, the minutes may be included in the business papers for the next Committee meeting and considered/adopted by the Committee at that meeting. (16) Disclosure of business papers, minutes and other information received by the Committee should be made via the Chair or Secretary to the Committee. (17) Once every twelve-month period, the Committee shall devote at least one part of one meeting to the review of its policies, practices and procedures over the preceding 12 months. (18) The Chief Legal and Governance Officer will act as secretary and provide administrative support to the Committee. (19) Words and phrases used in this document have the following meanings, unless the context requires otherwise: (20) This document should be interpreted using the following principles: (21) This is a Rule made by the Vice-Chancellor and Chief Executive Officer in accordance with the UNE Act Section 28(1)(a) and Section 6(a) of the Functions of the Vice-Chancellor Rule.Terms of Reference (Vice-Chancellor approved) Tender Committee
Section 1 - Overview
Introduction
Objectives of the Committee
Top of PageSection 2 - Committee Membership
Membership
In attendance
Chair
Section 3 - Terms of reference
Top of Page
Section 4 - Delegations
Delegation from Vice-Chancellor and Chief Executive Officer
Section 5 - Conduct of Committee business
Meetings
Business papers
Quorum
Use of technology
Resolutions
Minutes
Disclosure of information
Self-Review
Secretary to Committee
Section 6 - Definitions and interpretation
Definitions
Interpretation
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however it operates as a delegation of certain authorities that have been retained by Council.