ADVISORY PANELS POLICY. Adopted or Amended By Whom Date Adopted Board of Directors 1 st April 2014 Amended Board of Directors 20 th January 2015

Transcription

1 ADVISORY PANELS POLICY. Adopted or Amended By Whom Date Adopted Board of Directors 1 st April 2014 Amended Board of Directors 20 th January 2015 Advisory Panels Policy as at 20 th January 2015

2 1. ADVISORY PANELS (f) (g) (h) (j) Advisory Panels shall be appointed by the Board as soon as possible after the Annual General Meeting for a one (1) year term. Every person appointed, unless ceasing to hold office in consequence of death, resignation or removal from office, will continue to hold office until the completion of their respective term or the appointment of the new panel and agree to abide by the Association s panel member code of ethics. Applications shall be invited for the positions on advisory panels and the closing date for applications shall be determined by the Board. A list of applicants shall be included on the agenda paper for the first Board meeting following the Annual General Meeting. Applications for positions on advisory panels may include a précis submitted by the applicant, of their background, experience and qualifications pertinent to the position. The Board may at any time terminate the appointment of any advisory panel or of any person appointed to an advisory panel and any such person may resign from a standing committee by letter delivered to the Executive Officer. A member of any advisory panel who is absent from three consecutive meetings without explanation acceptable to the Board shall be declared to have vacated such advisory panel membership and the Board shall appoint another member in his place. A quorum for a meeting shall be fifty percent plus one (50% + 1) of the voting members on each advisory panel. The President and Executive Officer shall be ex-officio members of all advisory panels. The Executive Officer shall be without vote. The Executive Officer provides secretarial support for all advisory panels not having their own secretary. Each advisory panel shall receive and consider all matters, correspondence and proposals which are referred to it by the Board and which fall within the scope of the functions of the advisory panel as stated in this Policy. All advisory panels shall: identify and minimise areas of risk within the advisory panels area of responsibility; Advisory Panels Policy as at 20 th January 2015

3 3 (vii) (viii) (ix) contribute to the administration of all phases of their particular facet of the sport within the rules and policy limits, delegated to the advisory panel; refer any undecided policy items to the Board for determination; attend to all matters within the scope of the advisory panel, including but not limited to the continual review of the Association s business and strategic plans, as may be delegated by the Board; where necessary work in conjunction with other advisory panels within the Association; if so decided by the advisory panel invite a person to attend a meeting to speak on a specific matter; subject to the approval of the Board, have the power to co-opt additional members as deemed necessary; those members will be entitled to voice without vote; prepare annually a budget to be submitted through the Executive Officer to the Board for approval; and wherever practical, prior to the 1 April in each year, and drawing from the Association strategic and business plans submit to the Board a proposed work programme for the ensuing Association year detailing, as far as possible, items for discussion including a projected time table for finalisation of each item. (k) The advisory panel secretary shall: in consultation with the advisory panel chairman issue, through the office of the Association, notices convening meetings; cause accurate minutes to be kept of all meetings; deliver to the Executive Officer within seven days, in the format approved by the Board, a copy of all minutes, reports and recommendations arising from advisory panel meetings for reference to and consideration by the Board; and cause all advisory panel correspondence to be directed through the Executive Officer. (l) Subject to the Constitution there shall be an advisory panel for the following: a development advisory panel; a competition advisory panel; an officials advisory panel; an audit and risk advisory panel, and

4 4 a high performance advisory panel The composition of each advisory panel and the duties and terms of reference relating to each standing committee are set out in Sections 2 to DEVELOPMENT ADVISORY PANEL The functions of the development advisory panel shall be to: Establish activities and programs aimed towards the development and implementation of the Association s development pathway including; Contribution and agreement on the overall vision of the Development Plan; Contribution and agreement on the Performance Drivers, Accountabilities and KPI s for the Development Plan; Contribution and agreement on the agreed Strategies and Actions of the Development Plan; Monitor progress made on each of the Development Plan s identified Strategies and Actions on a quarterly basis to ensure that: The actions listed for each strategy are being implemented; Any actions that are not being implemented are identified and appropriate strategies for remediation are implemented; The strategies and actions remain relevant and in the plan as required. Oversee the delivery of the Association Development Plan and associated programs to ensure we produce and foster athletes at under age level Ensure the Association has the most effective structure, people, resources and relationships to develop, lead and execute the Development Plan Ensure that we offer pathways and opportunities to build experience and knowledge in tactical, technical and mental components of performance to prepare athletes to achieve their goals; and Use research and innovation to underpin aspects of the Development Plan. (vii) generally comply with the provisions of Clause 1. The membership of the development advisory panel shall be: a Director appointed by the Board. the Association Development Manager,

5 5 up to four (4) suitably qualified Individual Members appointed by the Board from applications received in accordance with Clause1. a staff member who shall provide secretarial support for the development advisory panel The development advisory panel shall elect a chair, who shall not be a Director from its membership at its first meeting. The chair shall have a deliberative as well as a casting vote. Each other member with the exception of the Director and staff member shall have one (1) vote. The operation of the development advisory panel shall be as agreed by the development advisory panel members from time to time. 3. COMPETITION ADVISORY PANEL The functions of the competition advisory panel shall be to: review the competitive hockey programme of the Association at the completion of each season and recommend to the Board alterations where necessary; prior to 31 December and 30 June in each year prepare programmes for Association hockey events for submission to the Board for approval. carry out at the request of the Board any duty related to the conduct of Association events; and generally comply with the provisions of Clause 1. The membership of the competition advisory panel shall be: a Director appointed by the Board; a suitably qualified coach nominated by NTIS and endorsed by the Board; up to four (4) suitably qualified Individual Members nominated by the member Associations and endorsed by the Board; a suitably qualified member of the officials advisory panel, nominated by the officials advisory panel and endorsed by the Board; a staff member who shall provide secretarial support for the competition advisory panel. The competition advisory panel shall elect a chair, who shall not be a Director from its membership at its first meeting. The chair shall have a deliberative as well as a casting vote.

6 6 Each other member with the exception of the Director and staff member shall have one (1) vote. The operation of the competition advisory panel shall be as agreed by the competition advisory panel members from time to time. 4. OFFICIALS ADVISORY PANEL The functions of the officials advisory panel shall be to: (vii) (viii) advise the Board on all matters related to the rules of hockey as issued by HA and ensure the rules are disseminated and applied uniformly throughout the Northern Territory; develop and implement uniform programs for the training, examination and accreditation of officials; conduct assessments of officials prior to appointment as officials at Association events; appoint qualified officials for all Association hockey events. Assess official s performance at these events; prepare and revise all training notes considered necessary for qualifying officials; endorse the Member Associations officials advisory panels appointed by the Member Associations for the purpose of training and assessing officials; encourage eligible persons to qualify and actively participate in the sport as officials at all levels; arrange as authorised by the Board forums, seminars and workshops for the dissemination of information regarding rules and procedures for the conduct of Association events; (ix) generally comply with the provisions of Clause 1. The membership of the officials advisory panel shall be: a Director appointed by the Board; five (5) suitably qualified Individual Members appointed by the Board from applications received in accordance with Clause 1 and a staff member who shall provide secretarial support for the officials advisory panel with the exception of the Director and staff member all members of the officials advisory panel must be accredited. The officials advisory panel shall elect a chair, who shall not be a Director from its membership at its first meeting. The chair shall have a deliberative as well as a casting vote.

7 7 Each other member with the exception of the Director and staff member shall have one (1) vote. The operation of the officials advisory panel shall be as agreed by the officials advisory panel members from time to time. 5. AUDIT AND RISK ADVISORY PANEL The function of the audit and risk advisory panel shall be to review and provide to the Board:- (vii) (viii) (ix) Advice on financial reporting processes, outputs and application of accounting policies; Advice on risk management processes and status of risks; Advice on adequacy of the organisation s system of internal controls; Advice on appointment, removal and performance of the External Auditor and the audit of the organisation; Advice on business policies and practices; Advice on the protection of the entities assets; Feedback on the annual reports and financial statements of member associations submitted in accordance with Clause 6.8; Outcomes of special investigations authorised by the Board and examine any other matters referred by the Board; and Compliance with the provisions of Clause1. The audit and risk advisory panel will also:- Develop, monitor and review Work Health & Safety policies and procedures. Monitor and report on Association Work Health & Safety performance and compliance with legislation. The membership of the audit and risk advisory panel shall be: one (1) Director appointed by the Board; by invitation of the Board up to four (4) persons with appropriate financial/business skill sets who will be appointed for a two (2) year term; to ensure rotational terms, two (2) members of the Panel shall retire each year, but will be available for re-appointment. the Executive Officer who shall provide secretarial support for the audit and risk advisory panel.

8 8 (f) (g) (h) (j) The Board shall appoint the chair from the appointed Directors. The chair shall have a deliberative as well as a casting vote. Each other member with the exception of the Executive Officer shall have one (1) vote. The operation of the audit and risk advisory panel shall be as agreed by the audit and risk advisory panel members from time to time however a minimum of four(4) meetings are to be conducted annually. Unless otherwise determined by the Board, the audit and risk advisory panel is authorised to investigate any activity covered by its functions, duties and responsibilities. The audit and risk advisory panel is authorised to meet with the external auditor, insurance broker and other consultants and advisors engaged by the Board in relation to the affairs of the Association. The audit and risk advisory panel shall have the authority, subject to the Board s prior approval, to obtain legal or other independent professional advice, and to secure the attendance at meetings of third parties with relevant experience and expertise if it considers this necessary. The audit and risk advisory panel shall have no executive powers with regards to its findings and recommendations. 6. HIGH PERFORMANCE ADVISORY PANEL The function of the high performance advisory panel shall be to: Provide guidance in the development of programs and strategies to recruit, advance and sustain our representative coaches and athletes. Plan, develop and monitor the Association High Performance Programs Identify and develop high performance coaches within the NT Monitor the performance of Association representative coaches and facilitate their development. Identify areas that will improve the performances and recruitment of elite coaches and athletes and will maintain their involvement in representative teams. Provide feedback and support to representative coaches and athletes. (vii) generally comply with the provisions of Clause 1. The focus of the high performance advisory panel is to: Establish and provide programs for the development of coaches and athletes.

9 9 (vii) Review existing coaching and athlete pathways for representative performance and recommend any changes to the existing structure to the Board. Establish and maintain a process for monitoring and reviewing the performance of representative coaches and athletes. Communicate and promote the high performance program to the wider hockey community. Make recommendations to the Board on the appointment of Association representative coaches, selectors, managers and physiotherapists. Debrief of coaches and assistant coaches following representative team commitments including those who are not seeking to continue with representative coaching. Provide feedback on coach performances and determine areas for further development. The membership of the high performance advisory panel shall be: one (1) Director appointed by the Board who will act as Chairperson, the Association Development Manager the NTIS Head Coach five (5) suitably qualified Individual Members appointed by the Board from applications received in accordance with Clause 1; and by invitation of the Board, one (1) independent from another sport with appropriate high performance skill sets the Executive Officer who shall provide secretarial support for the high performance advisory panel. All members with the exception of the Chairperson and the Executive Officer shall have one (1) vote. The operation of the high performance advisory panel shall be as agreed by the high performance advisory panel members from time to time

10 Advisory Panels Policy as at 20 th January 2015

11 Advisory Panels Policy as at 20 th January 2015