AUSTSWIM Advisory Committee - Terms of Delegation

Under rule 33 and 4.1(a) of the AUSTSWIM Constitution (Constitution), the AUSTSWIM Ltd Board (Board) establishes the AUSTSWIM Advisory Committees (State/Territory):
• Advisory Committee - Victoria
• Advisory Committee - New South Wales
• Advisory Committee - South Australia
• Advisory Committee - Queensland
• Advisory Committee - Western Australia
• Advisory Committee - Northern Territory
• Advisory Committee - Australian Capital Territory
• Advisory Committee - Tasmania

INTRODUCTION
AUSTSWIM is Australasia’s leading not-for-profit/charity organisation for the training and accreditation of teachers of swimming and water safety. The Board of Directors elected by the AUSTSWIM Council governs AUSTSWIM and a team of dedicated personnel serves the functional operation of the organisation.
The AUSTSWIM Council is comprised of:

• an independent chairperson;
• a representative from each advisory committee; and
• a representative from these major aquatic and recreation organisations (member organisation reference 4(1)(b)-(h):
  
  • Royal Life Saving Society - Australia;
  • Swimming Australia;
  • Surf Life Saving Australia;
  • Australian Leisure Facilities Association;
  • YMCA Australia; and
  • Water Safety New Zealand (WSNZ).

Committees are formed as a collaboration of professional personnel committed to supporting and advancing AUSTSWIM, its programs, services and initiatives. Support services to the Committees are provided by AUSTSWIM personnel. Each Committee member must sign a Code of Conduct and may provide evidence of a current Working with Children Check (or equivalent in relevant State/Territory) before joining as a member.
Committee membership is open to one representative of each AUSTSWIM Council member organisation (where they exist in that state and/or territory), organisations and particular individuals if they can demonstrate the relevant experience and/or knowledge that will contribute to the achievement of the objectives of AUSTSWIM.
The Committee must comply with directions of the CEO and Board

TERMS OF DELEGATION TO COMMITTEES
Composition of Committee

1. The composition of each Committee shall be determined by the CEO and Board as follows:
   1. AUSTSWIM Advisory Committee representatives of any of those organisations set out in Rule 4(1)(b)-(h) of the Constitution (ie. organisations which form the AUSTSWIM Council, where they exist or where possible) are precluded from nominating for the Board of AUSTSWIM Ltd at any time. Employees of AUSTSWIM, sub-agencies or providers are also precluded from nominating for the board.
   2. the Committee must include at least 1 member who is an AUSTSWIM Accredited Presenter, AUSTSWIM Assessor or AUSTSWIM Teacher - this may be 1 person who holds all accreditations or may be more than 1 person who each hold one or more accreditations; and
   3. other relevant industry representatives or individuals who are appointed in accordance with paragraph 2 where that person can demonstrate skills, relevant experience and/or knowledge that will contribute to the achievement of the objectives of AUSTSWIM - such person may be appointed as a Committee member or a project focused member
2. If a person wishes to be appointed as a Committee member under paragraph 1(a) or 1(c), the following process shall apply:
   1. Every two years he/she must complete an Expression of Interest (EOI) form and submit it to the Chair of the Committee, the State/Territory Business Centre Manager and the Chief Executive Officer (CEO) of AUSTSWIM by email;
   2. the Committee Chairperson and CEO of AUSTSWIM shall consider the background, skills and relevant experience of the applicant, along with the composition of the Committee (under paragraph 1) and make a recommendation to the Board; and
   3. the Board will determine whether or not to appoint the applicant as a Committee member.
      This process shall be completed within 28 days unless otherwise determined by the CEO.
3. An employee of AUSTSWIM or an AUSTSWIM sub-agent cannot be a member of a Committee unless approved by the Board and having satisfactorily completed an EOI form. If approved, they are unable to hold any office of the AAC.
4. An officer bearer of an industry body that delivers a competitive aquatic training courses or courses nationally, can be a member of the AAC but cannot hold office of the AAC as defined in 5 below.
5. Each Committee must elect a Chairperson, Deputy Chairperson and a representative to the AUSTSWIM Council every 2 years. The Committee's AUSTSWIM representative may also be the Chairperson, except in the case of 1 (a) above. The Committee may elect any of these positions at any other time if otherwise approved by the CEO and the Board. A person may be elected Chairperson up to a maximum of 3 terms.
6. The Committee shall be subject to the control and direction of the AUSTSWIM CEO and Board.
7. The CEO and Board may, at their discretion, remove any member appointed or elected to the Committee.
8. Each Committee must have between 4 and 12 members.
   
   
   

   Delegated Powers

9. The CEO and Board delegates the following powers to each Committee:
   1. provide advice on aquatic industry issues via its representative to the AUSTSWIM Council;
   2. provide assistance with promotional/liaison activity within the State or Territory;
   3. provide input into the National Strategic Planning Process;
   4. participate and contribute where required in conferences and events;
   5. assist with the review of and have input into AUSTSWIM course development educational resources;
   6. provide advice on Quality Assurance issues within the State or Territory;
   7. continuous improvement and review of AUSTSWIM Guidelines, Presenter and Assessor criteria;
   8. assist with the delivery of local initiatives as agreed with the CEO from time to time; and
      Passed by resolution of the Board on 8th November 2019
   9. advise the CEO of suggestions or requirements for Special Project initiatives and community obligations within the State or Territory.
10. The Committee may nominate working groups to assist with its delegated roles or functions as appropriate and is encouraged to do so.
    
    
    

    Limitations of each Committee

11. The following limitations and requirements apply to each Committee:
    1. committees are not separate legal entities and must not be incorporated;
    2. any proposed expenditure of the Committee must be approved by the CEO (or delegate) providing it is in accordance with the Budget Approval / Review Processes;
    3. the Committee is subject to the control and direction of the CEO and Board at all times. The CEO and Board may amend or repeal any decision made by the Committee.
12. The CEO and Board may recall or revoke this power of delegation or appointment at any time.
    
    
    

    MEETING PROCEDURES
    Convening a Committee Meeting

13. Each Committee shall meet at least twice each year at such place and time, as the Committee may determine providing a period of no longer than six months, occurs between meetings. The scheduling of meetings shall be determined via Business Centre / Sub Agency in consultation with the Committee Chair.
14. Written notice of Committee meetings shall be served on each Committee member by sending it to them by whatever means is most practicable (including email) at least 7 days before the date of a telephone conference or Committee meeting.
15. Fifty percent of the Committee members constitute a quorum for the transaction of the business at a meeting of the Committee.
    
    
    

    Procedures at Meetings

16. At meetings of the Committee, the Chairperson or Deputy Chairperson in his/her absence or if absent another Committee member elected by the Committee members present, shall preside.
17. Questions arising at a meeting of the Committee shall be determined on a show of hands.
18. Each Committee member present at a meeting of the Committee (including the person presiding at the meeting) is entitled to one vote.
19. Without limiting the power of the Committee to regulate their meetings as they think fit, a meeting of the Committee may be held electronically where one or more of the Committee members are not physically present.
    
    
    

    Minutes and Administration

20. A representative of AUSTSWIM will attend the meeting in order to take minutes and provide information on any matter relevant to the Committee's role. The representative shall ensure that minutes of all meetings are kept in printed or electronic form by the Business Centre or Sub-Agency.