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(1) This Reference Group is established as a subcommittee of the WHS Management Group, to provide expert advice and support around matters pertaining to hazardous substances. (2) The University’s Hazardous Substances Reference Group (HSRG) contributes to the foundation of Work Health and Safety, environmental and hazardous substance consultation at the University. (3) The members of the Group are as follows: (4) The Group may co-opt members from time to time for a specified period and purpose. (5) The Chair will be elected by the HSRG members and approved by the WHS Management Group. If the Chair is unavailable then a member of the Group will act as temporary Chair. If the elected Chair is unavailable to act as Chair for a period of no longer than six (6) months, then the Group will elect a replacement Chair which is to be approved by the WHS Management Group. (6) Gender representation shall accord with the Gender Representation on Decision Making and Advisory Committees Policy. (7) The functions of the Group are to: (8) The Chair of the Group will report to the WHS Committee and the WHS Management Group on the business conducted, and the Group will provide any advice/reports to the WHS Committee/Management Group as required. (9) The Group will meet on a bi-monthly basis and is expected to use technology and ‘flying minutes’ to attend to urgent matters. Group 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. (10) A quorum shall consist of a simple majority of the members of the Committee at the time the meeting is held. (11) Unless the Chair directs otherwise, Group business papers, agenda and explanatory documents accompanying them, will be distributed to Group members and any official attendees as required and with as much notice as is practicable in the circumstances. Any additional documents may be tabled at short notice with prior approval by the Chair. (12) The Group may pass a resolution by ‘flying minute’ provided that the resolution has been approved by a simple majority of the Group members at the time the resolution is made. (13) Meeting notes will be prepared by the meeting secretary, kept to a minimum, and circulated promptly following the meeting. Notes will include all action items, and will not require formal endorsement by the Committee. (14) Disclosure of business papers, minutes and other information received by the Group should be made via the Chair or Secretary to the Group. (15) For its business papers, meetings and otherwise to conduct its business, the Group and its members may use technology including telephone, video-conferencing, telepresence, email and internet as arranged by the Chair or Secretary. (16) Once every twelve-month period, the Group shall devote at least one part of one meeting to the review of its policies, practices and procedures over the preceding twelve (12) months. (17) Any changes or amendments to the Terms of Reference will be determined by the Group and approved by the WHS Management Group. (18) The Chair will appoint a Secretary who will provide administrative support to the Group. (19) The Secretary is responsible for ensuring all Group agendas, minutes and reports are recorded in the University’s corporate record keeping system (TRIM) in accordance with the University’s Records Management Rule.WHS OP007 Terms of Reference - Hazardous Substances Reference Group (HSRG)
Section 1 - Overview
Establishment of Group
Objectives
Section 2 - Group Membership
Membership
Co-opted Members
Chair
Gender Representative Objectives
Section 3 - Functions of the Group
Top of PageSection 4 - Conduct of Group Business
Reporting
Meetings
Quorum
Business Papers
Resolutions
Minutes
Disclosure of Information
Use of Technology
Self-Review
Secretary to the Group