355 bag m checklist form

8/13/2019 355 Bag m Checklist Form

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ANNUAL GENERAL MEETING

CHECKLIST

To be completed, signed and forwarded within 3 weeks of Committees Annual General Meeting

Committee Name:

Questions 1 7

If you answer No to any of the questions:

oPlease provide f urther information on the attached page

oYour Committees Responsible Officer will cont act your co mmittee to assist with actions that are required.

1. CONSTITUTIONActivi ties of committee to be reviewed against both Schedule and Standard 355(b) Committee Constitution

Committees Individual ScheduleYes No

Do the Objectives (Item 3) reflect the activities of the committee? (Refer to Clause 4 Const)

Yes No

Do the membership numbers (Item 7) meet the needs of the committee? (Refer to Clause 6 Const)

Standard 355(b) Committee ConstitutionYes No

The committee operates according to the standard 355(b) committee constitution & the committeesschedule at all times? (Refer to Clause 4 Const)

2. CODE OF CONDUCTActivities of committee to be reviewed against Councils Code of Conduct

Yes No

All instances of pecuniary interest/conflict of interest are reported to the committee and the committeesresponsible officer. (Refer to Clause 6 Const, Code of Conduct Part 4, 9-3, Part 14, 24-30)

Yes No

No committee member is permitted to vote where that member has, either directly or indirectly, a pecuniaryinterest in the issue(s) debated or subject of that vote. (Refer to Clause 6 Const, Code of Conduct Part 4 9-3)

Yes No

No member of the committee or volunteer receives any payment (except for reimbursement of expenses).(Refer to Clause 6 Const)

Yes No

The committee and its members act in accordance with Councils Code of Conduct at all times.(Refer to Clause 4 Const)

3. OCCUPATIONAL HEALTH & SAFETY

Yes No

All committee members and volunteers act in accordance with Councils Safe Working Practices& document processes according to requirements. (Refer to Clause 8 Const)

Yes No

All documents (Risk Treatment Plans, Toolbox Meetings, Sign On & Off Forms, Site Specific Inductions ) are tendered atthe next ordinary meeting of the committee & form part of the minutes of that meeting. (Refer to Clause 8 Const)

Yes No

All committees & volunteers have undertaken HROC (Hunter Councils) Induction Training. (Refer to Clause 8 Const)If No. Send names of people still requiring training to the Volunteer Strategy Co-ordinator

.

4. MEETINGS/RECORDS

Yes No

The committee holds ordinary meetings at least once in every quarter. (Refer to Clause 9 Const)

Yes No

The Committee Annual General Meeting is being held within the twelve month requirement. (Refer to Clause 9 Const)


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Yes No

Notices of meetings, agendas and minutes are undertaken & distributed in required time-frames according toCouncil requirements. (Refer to Clause 11 Const)

Yes No

Access to records is limited to current Committee members and authorised officers of Council.(Refer to Clause 11 Const)

Yes No

The Committee acknowledges it has a responsibility under the Privacy and Personal InformationProtection Act 1998to protect the personal information and privacy of individuals. (Refer to Clause 11 Const)

5. CONTRACTORS/PURCHASING

Yes No

Council approved Service Providers (contractors) are used for all instances of contracted labour.(Refer to Clause 4 Const)

Yes No

All purchases and use of contractors are undertaken according to Councils requirements: (Refer to Clause 4 )

Three quotes are sourced

Responsible Officer is advised in writing (fax, letter) of the proposed actions

Documentation of process is tendered at the next ordinary meeting of the committee and form part

of the minutes of that meeting

6. FINANCES

Yes No

Monthly financial reporting and supporting documentation is forwarded to Councils designated ResponsibleOfficer each month in the required format. (Refer to Clause 10 Const)

Yes No

The totals of each month are entered onto the Annual Summary Reporting page and forwarded to Councilannually. (Refer to Clause 10 Const)

7. REPORTS

The following have been forwarded to Council or are attached to this checklist:Yes No

Annual Financial Statement - due by the end of February each year. (Refer to Clause 12 Const)

Yes No

Committee Annual Report (summary of activities & projects undertaken during the previous year & proposedprojects & activities to be undertaken during the current year) due following AGM. (Refer to Clause 12 Const)

Yes No

Listing of Elected Executive (including account signatories) due following Annual General Meeting(Refer to Clause 12 Const)

Yes No

Recommendations for Fees and Charges (if applicable) due by 1stDecember each year.(Refer to Clause 12 Const)

Signed on behalf of Committee

Chairperson Secretary

Date Date

To be forwarded to:

Debbie PickeringVolunteer Strategy Co-ordinatorPO Box 42RAYMOND TERRACE NSW 2324


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ADDITIONAL INFORMATION(if applicable)

1. CONSTITUTION

2. CODE OF CONDUCT

3. OCCUPATIONAL HEALTH & SAFETY

4. MEETINGS/RECORDS

5. CONTRACTORS/PURCHASING

6. FINANCES

7. REPORTS

355 bag m checklist form

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