(1) The Strategic Initiatives Portfolio Committee (SPIC) is established as a Vice-Chancellor and Chief Executive Officer (VC&CEO) committee and is delegated the functions set out in this Terms of Reference in relation to the Strategic Investment Portfolio. It is an advisory committee of the Vice-Chancellor and Chief Executive Officer. (2) The objectives of the Strategic Initiatives Portfolio Committee are to provide oversight and assurance of the strategic initiatives portfolio by: (3) The members of the Strategic Initiatives Portfolio Committee are as follows: (4) Official attendees of the Committee are: (5) Where a member is unable to attend a meeting they may nominate a delegate. The nomination of the delegate must be approved by the Chair. (6) Delegates have the same rights and responsibilities as the member for whom they are delegate, for the period of the delegation. (7) All delegations must be noted in the minutes for each meeting. (8) The Vice-Chancellor and Chief Executive Officer will appoint a Deputy Chair from among the members of the Committee. (9) The Deputy Chair will act as Chair if the Chair in unavailable. If both the Chair and Deputy Chair are unavailable, the Committee members will elect a Chair to act during the period that both the Chair and Deputy Chair are unavailable. (10) Additional members may be appointed by the Chair, for the period determined by the Chair. (11) Gender representation will be in accordance with the Gender Representation on Decision Making and Advisory Committees Policy. (12) The functions of the Strategic Initiatives Portfolio Committee are: (13) The Committee will meet monthly. or otherwise as required to perform its functions. Committee members should be given at least seven (7) days notice of meeting, or such shorter period as is practicable where a matter is urgent. (14) Unless the Chair directs otherwise, Committee business papers will be distributed to Committee members and official attendees at least seven (7) days prior to the meeting, or such shorter period as is practicable in the circumstances. Business papers must be treated as confidential by recipients. Any disclosure of business papers should be with the approval of the Chair. (15) A quorum will be a simple majority of the members of the Committee at the time the meeting is held. (16) 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. (17) 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. (18) Draft minutes will normally be circulated to members for comment within three (3) working days after each meeting, including all action items. (19) The minutes will be finalised and adopted when they have been approved by a majority of the members present at the relevant meeting. (20) Actions will be communicated to accountable officers by the Committee Secretary. (21) Once every twelve (12) months the Committee will devote part of a meeting to review the operation of the Committee over the preceding twelve (12) months. (22) The Office of Strategy Management will provide secretarial and administrative support to the Committee. (23) The Secretary is responsible for ensuring all Committee agendas, minutes, actions and reports are recorded in the correct containers in the University’s electronic (24) This Committee is established under the authority of the VC&CEO in accordance with the Vice-Chancellor Functions Rule, to perform the functions set out in these Terms of Reference, and all matters ancillary to those functions.Terms of Reference (Vice-Chancellor approved) - Strategic Initiatives Portfolio Committee
Section 1 - Establishment of the Committee
Section 2 - Objectives
Top of PageSection 3 - Membership
In attendance
Delegates
Deputy Chair
Appointment of members
Gender Representation
Section 4 - Functions
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Section 5 - Conduct of Committee business
Meetings
Business papers
Quorum
Use of technology
Resolutions
Minutes and actions
Self-review
Secretary to the Committee
Section 6 - Authority and Compliance
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