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(1) The Landscape Management Committee is established as a Vice-Chancellor’s Committee and is delegated a number of functions in relation to the development, management, and maintenance of the natural bushland and landscape spaces at the University of New England, Armidale Campus. (2) The establishment of this Committee and the delegation of powers to it are actions authorised by the Vice-Chancellor and Chief Executive Officer in accordance with Section 17 of the University of New England Act 1993 (NSW) (3) This document serves as the ratified Terms of Reference under which the University Landscape Management Committee will operate. (4) The formation and continued existence of the Landscape Management Committee allows for effective: (5) The Committee shall consist of: (8) If a member of the Landscape Management Committee cannot attend a Committee meeting, their deputy may attend in their place and hold the same voting rights as the absent member. (9) Ex-officio members will be Committee members whilst they hold their primary office. (10) Committee members outlined in clause 5(a)-5(d) will be Committee members for two (2) years, or if membership is required beyond that time, the length of time shall be at the discretion of the Committee Chair. (11) External members of the Committee described in clause 5(e) will be members for two (2) years, or if membership is required beyond that time, the length of time shall be at the discretion of the Committee Chair. (12) The Chair will hold office for the remainder of their term on the Committee. If the Chair is unavailable to act as Chair for any period, the Chair may select a temporary Chair from current Committee members, to act during that period. (13) The objective will be to ensure, so far as is practicable, that the membership of the Committee includes the following gender representation: (14) The Landscape Management Committee will operate to make recommendations to the University’s Senior Executive relating to landscape management matters at the University, and is charged with the following duties: (15) The Chair of Landscape Management Committee will report to the Vice-Chancellor and Chief Executive Officer on the business conducted by the Committee. Reports will normally be by email and will include minutes of each meeting. (16) The Landscape Management Committee has delegated authority from the Vice-Chancellor and Chief Executive Officer to perform on behalf of the Chief Operating Officer the approval, advice, recommendation 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. (17) The Landscape Management Committee will meet at least once every three (3) months, to ensure: (18) An agenda and any accompanying reports will be circulated at least seven (7) working days before each meeting. (19) A quorum is achieved where there are at least half of the invited attendees present and where the number of management representatives does not exceed half of that number. (20) 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 the Committee Secretary. (21) The Landscape Management Committee will operate as a consultative committee, with the appropriate management representative(s) delegated as the decision maker on all items raised after consultation has been duly exercised. If any item raised falls outside the authority of the management representatives, the Committee will make recommendations directly to the Chair. (22) Where the Chair deems that a vote is required to resolve an issue (where recommendations cannot be agreed upon via general consensus) a majority of the attendees must be in favour of a motion for it to be passed (assuming a quorum has been achieved). (23) Committee meetings are recorded via utilisation of template agenda and minute sheets, provided by the University. These templates include an appendix that specifies the distribution list of the agenda and minutes for each meeting. (24) Minute records are to be circulated to the following people within seven (7) days of the meeting being held to: (25) The Secretary is responsible for ensuring all Committee agendas, minutes (once confirmed at the following meeting) and reports are recorded in TRIM. (26) Disclosure of business papers, minutes and other information received by the Committee should be made via the Chair or Secretary to the Committee. (27) 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 twelve (12) months. (28) A Secretary will be appointed by the Chair. (29) Words and phrases used in this document have the following meanings unless the context requires otherwise:Terms of Reference (Vice-Chancellor approved) - Landscape Management Committee
Section 1 - Overview
Introduction
Objectives
Top of PageSection 2 - Committee Membership
In Attendance
Term of Office
Chair
Gender representation objectives
Top of PageSection 3 - Terms of Reference
Functions
Reporting
Section 4 - Delegations
Delegation from the Vice-Chancellor and Chief Executive Officer
Section 5 - Conduct of Committee Business
Meetings
Business Papers
Quorum
Use of Technology
Resolutions
Records and Reports
Disclosure of Information
Self-Review
Secretary to the Committee
Section 6 - Definitions