Terms of Reference and Composition of Committee

including Roles & Responsibilities of Committee Members; Membership Criteria; Protocol.

Terms of Reference and Composition of Committee in MS Word format [.doc - 42kB]

Composition of Committee

In order for the Curtin Administrative Network to fulfil its objectives, the Committee will meet regularly once a month and comprise:

• Convenor
• Deputy Convenor
• Secretary
• Events Coordinator
• Membership Coordinator
• Treasurer
• Website Administrator
• Conference Coordinator
• Project Assistants x 2

Terms of Reference

1. The term of each position is a minimum of 12 months with the option to continue in that position for a further 12 months, with the endorsement of the Committee.
2. A Committee meeting must comprise of a quorum of five members including the Convenor or Deputy Convenor.
3. The Convenor’s position is preferably to be held by an individual who was a member of the Committee in the previous year.
4. A Deputy Convenor is elected from within the Committee at the commencement of each year and undertakes all specified roles of the Convenor in their absence.
5. All financial members of the Network are eligible to stand for election to any available positions.
6. In the situation when Committee positions cannot be filled, a Committee member can fill more than one position if agreed by the majority of voting members present at the meeting at which the voting takes place.
7. Voting for the Committee will be conducted annually at the Annual General Meeting.
8. All financial members of the Network are eligible to vote.
9. In the event of a tied-vote, the Convenor has the casting vote.
10. The Convenor/Deputy Convenor will represent OPAC on other University Committees. 
11. The Convenor/Deputy Convenor will liaise with similar networks in other Universities to encourage collaboration and networking opportunities.
12. Nominations for Life Membership to OPAC may be made in writing by any financial member of the Network under the guidelines for the Criteria for Life Membership.
13. The Terms of Reference and Mission Statement are to be revised as required and the proposed amendments presented to financial members for voting.

Roles and Responsibilities of Committee Members

Convenor

• Chairs Committee meetings.
• Approves agenda and Minutes prior to distribution.
• Acts as the Network’s spokesperson to the Curtin Community.
• Liaises with the Director of the Office of Ethics, Equity and Social Justice.
• Coordinates elections and declares voting outcomes.
• Liaises with all Committee members in carrying out their respective roles. 

Deputy Convenor

• In the absence of the Convenor, the Deputy Convenor will undertake all the roles and responsibilities listed above.

Secretary

• Prepares agendas and distributes to Committee members.
• Records Minutes of Committee meetings and presents to Convenor for approval prior to distribution.
• Reports any correspondence to the Committee.
• At the commencement of the year, liaises with the Convenor to set Committee meeting dates and organise venues. 
• Assists all members of the Committee as required.

Events Coordinator

• At the commencement of the year discusses with the Committee topics/speakers for the program of events.
• At the commencement of the year sets the program of event dates for the year in liaison with the Committee.
• Coordinates the promotion, advertising and organisation of the Program of Events throughout the year.
• Assists all members of the Committee as required.

Membership Coordinator

• Maintains membership database.
• Distributes information to all financial members.
• Assists the Treasurer in collecting membership fees.
• Assists all members of the Committee as required.

Treasurer

• Manages Network funds and provides financial reports to the Committee on a regular basis.
• Coordinates fundraising activities and reports to Committee.
• Assists all members of the Committee as required.

Conference Coordinator

• Coordinates and chairs meetings held in relation to the organisation of the annual OPAC Conference or Major Annual Networking Event.
• Liaises with the Committee on all aspects of the annual OPAC Conference or Major Annual Networking Event and finalises all arrangements subject to Committee approval.
• Assists all members of the Committee as required.

Website Administrator

• Maintains the OPAC website in accordance with Curtin’s Policies and Procedures.
• Assists all members of the Committee as required.

Project Assistant (x 2)

• Assists the Conference Coordinator in all aspects of the annual OPAC Conference or Major Annual Networking Event as required.
• Assists the Events Coordinator in all aspects of the Program of Events as required.
• Assists all members of the Committee as required.

Membership Criteria:

1. Occupy a part-time, permanent or contract position at HEGS level 1-7 at Curtin University of Technology.
2. Submit a Membership Form together with payment of annual fee to the OPAC Committee.
3. In order to attend the annual OPAC Conference or Major Annual Networking Event, members must be financial by the 30th June that year.  This does not apply to staff commencing at Curtin after this date.  The Committee has the right to waive this criterion in the circumstance of ensuring minimum attendance at the Conference or Major Annual Networking Event providing that person registering for the Conference or Major Annual Networking Event becomes financial at the time of registration.

Note: Membership Fee is claimable as a work-related expense on a Member’s Annual Tax Return.

Protocol

• Dates for meetings & seminars to be decided at the commencement of the year.
• Reports issued on behalf of OPAC must be approved by the Committee.
• Documents for discussion must be tabled prior to a meeting.  If not provided before a meeting, discussion will only take place if time permits otherwise it will be placed on the next meeting’s agenda.
• All Committee members have the right to place an item on a meeting agenda.
• All changes to the Terms of Reference and Mission Statement are to be presented to financial OPAC Members for their endorsement.
• Financial Members, via the Convenor, can request that an item be placed on a meeting agenda.  If approved, the member will be invited to attend the meeting for that item which will be placed first on the agenda.

Reviewed by CAN Committee, October 2006