Roles and Responsibilities of Council & Committees of Management

Council
Council currently supports a wide range of Council owned  and Crown owned community facilities through operating subsidies, access to Building Audit Funding and capital works funding.

Wellington Shire Council officers attend committee meetings and Advisory Group meetings to provide information and consult with the committees on local community needs.

Council is not involved with the day to day management, maintenance or operation of facilities that are not directly managed by Council.

Committee of Management
The role of the committee of management is to:
 

• Manage, operate and maintain the facility for the community in an efficient, effective and practical manner.
• Encourage, promote and provide for the use of the facility for user groups and the community as a whole in a fair and equitable manner.
• Ensure the facility meets the needs of the local community
• Undertake the day to day running of the facility independently of Council.

 
Maintenance of the Facility is a shared responsibility between Council and the committee of management as defined in the agreement.

Annual Report To assist Council in understanding and supporting committees of management, committees are required to provide Council with an annual report. This annual report includes:
 

• Operations Report
• Financial Report
• AGM minutes
• Current office bearers and committee members names and contact details
• Risk Assessment Inspection Report
• Emergency ad Evacuation Plan

Special Committees are committees of volunteers appointed for 3 year terms by Council under the provision of Section 86 of the Local Government Act 1989.

Instrument of Delegation
Section 86 of the Local Government Act 1989 allows for Council to delegate functions and powers in relation to the management of facilities. This agreement between Wellington Shire Council and the community is described in a formal legal document called the Instrument of Delegation. The Instrument of Delegation describes the powers and functions that Wellington Shire Council delegates to the Council appointed Committee of Management.

Council appoints the members of Section 86 Committees of Council for the sole purpose of managing community facilities. Each appointed S86 Special Commitee has an instrument of Delegation and Terms of Reference.

Terms of Reference
Describes the purpose and structure of a committee and or similar collection of people who have agreed to work together to accomplish a common goal.
Terms of Reference include :
 

• The vision, objectives, scope and deliverables (i.e. what has to be achieved)
• Stakeholders, roles and responsibilities (i.e. who will take part in it)

Disclosure of Private Interest - known as Pecuniary Interests  
All appointed committee members are required to completed a declaration of Pecuniary interests know as a  Primary Interest form when becoming a committee member. Currently on an annual basis committee members are required to complete  an Ordinary Interest submission to Council. At each meeting of a S86 Special Committee members are required to  make open and honest disclosure of any conflict  of interest that may arise. This conflict of Interest disclosure will be recorded in the minutes of this meeting.

The Wellington Shire Council currently has nine (9) Special Committees of Council:

Briagolong Quarry Reserve Committee
Briagolong Recreation Reserve Committee
Cameron Sporting Complex Committee
Gordon Street Recreation Reserve Committee
Maffra Recreation Reserve Committee
Newry Recreation Reserve Committee
Sale Performance Space Fundraising Committee
Briefing Committee
 
Regular meetings for Special Committees are held throughout the year.  These meetings are open to the general public, with interested people welcome and encouraged to attend.

Please refer to  the link  below Section 86 Special Committee of Council Schedule of Meetings 2012 page 11.