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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: o Please provide further information on the attached page o Your Committees Responsible Officer will contact your committee to assist with actions that are required.

1. CONSTITUTION
Activities of committee to be reviewed against both Schedule and Standard 355(b) Committee Constitution
Committees Individual Schedule Yes 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 Constitution Yes No

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

2. CODE OF CONDUCT
Activities 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 committees responsible 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 pecuniary interest 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 at the 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)

Yes

No

Notices of meetings, agendas and minutes are undertaken & distributed in required time-frames according to Council 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 Information Protection Act 1998 to 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 Responsible Officer 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 Council annually. (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 & proposed projects & 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 1st December each year. (Refer to Clause 12 Const)

Signed on behalf of

Committee

Chairperson

Secretary

Date
To be forwarded to: Debbie Pickering Volunteer Strategy Co-ordinator PO Box 42 RAYMOND TERRACE NSW 2324

Date

ADDITIONAL INFORMATION (if applicable)


1. CONSTITUTION

2. CODE OF CONDUCT

3. OCCUPATIONAL HEALTH & SAFETY

4. MEETINGS/RECORDS

5. CONTRACTORS/PURCHASING

6. FINANCES

7. REPORTS