SPORTS COUNCIL
TERMS OF REFERENCE
Adopted: 18 May 2023
1.0 INTRODUCTION
Port Macquarie-Hastings Council (PMHC) has resolved to appoint a Sports Council, to be
known as the Port Macquarie-Hastings Sports Council (the Sports Council).
The Sports Council shall comprise of representatives of the sporting clubs and sporting
community as appointed by Council.
2.0 OBJECTIVES
The objectives of the Port Macquarie Hastings Sports Council are to:
· Assist in the development, review and monitoring of the Recreation Action Plan 2023-2028 which assists PMHC in the identification for sport and sporting infrastructure.
· Consider the cumulative effects of PMHC’s decisions on identification of priorities for sport and sporting infrastructure;
· Provide advice to PMHC on strategic projects and PMHC policies related to, or that may impact on the implementation of the Recreation Action Plan 2023-2028;
· Initiate increased communication between the sporting community and PMHC to ensure that all existing and future needs and requirements of sport are identified and considered;
· Work with PMHC to ensure that sporting and recreation facilities are provided and maintained to an acceptable standard;
· Raise funds and source grants which will assist in furthering the objectives of the Sports Council; and
· Provide input to the setting and review of fees and charges for sporting fields and recreation facilities.
The Port Macquarie Hastings Sports Council will not consider:
· Sport and recreation program development.
· Sports club development and capacity building.
· Day-to-day operational management of facilities including sport facility allocations.
3.0 MEMBERSHIP
Port Macquarie Hastings Sports Council is to be made up of:
· Two Councillors (to be determined by PMHC)
· One representative from the NSW Office of Sport
· Up to 4 staff representatives from PMHC
· Minimum of 8 members, representative of peak bodies and major sporting clubs and associations that utilise PMHC sporting facilities and grounds
Representation to include links with the following groups/categories:
· Women in Sport
· Emerging Sports
· Access for people with Disability
Members will be appointed by Councillors via a Council resolution following a formal
nomination process.
Term of appointment will be up to a period of 2 years.
Should there be a need for the Sports Council to continue beyond this time, a re-appointment process will be undertaken for all members in accordance with the selection process outlined in these Terms of Reference.
Specific representatives may be invited to nominate.
Members will be selected to ensure a range of sport codes who represent a range of regions
are selected for the Sports Council.
The Chairperson will be appointed by Councillors via a Council Resolution.
Vacancies that occur on the Sports Council will be filled by public advertisement and
appointed through a resolution of Council.
Other PMHC staff, Government officers, advisors or individuals may be invited to attend
meetings from time to time to provide expert advice, information or presentations in relation
to the Sports Council’s business.
4.0 CODE OF CONDUCT
Councillors, PMHC staff and members of this Sports Council must comply with the
applicable provisions of PMHC’s Code of Conduct in carrying out the functions as PMHC
officials. It is the personal responsibility of members to comply with the standards in the
Code of Conduct and regularly review their personal circumstances with this in mind.
5.0 REPORTING
The minutes for each meeting of the Sports Council shall be prepared and distributed to
members and published on PMHC’s website.
6.0 STAFF
The Sports Council has no delegated authority to employ or direct staff or consultants.
7.0 FINANCES
The Sports Council has no delegated authority to expend PMHC monies.
8.0 MEETING FREQUENCY
The Sports Council will determine its own meeting frequency, however, is expected to
commence meeting outside of business hours from July 2023 and meet a minimum of 4
times per year.
9.0 CONFLICT OF INTEREST
Members of this Sports Council must declare any conflict of interest at the start of each
meeting or before discussion of a relevant item or topic. Details of any conflict of interest
should be appropriately minuted.
Where members or invitees at meetings are deemed to have a real or perceived conflict of
interest, it may be appropriate that they be excused from deliberations on the issue where the
conflict of interest may exist and this is to be recorded in the minutes of the meeting.
10.0 MISUSE OF POSITION
No member can use information obtained through their position on this Sports Council for
private purposes or private gain.
11.0 REVIEW
PMHC shall review the Terms of Reference at least every three years. If changes are
proposed at least one-month notice in writing of the proposed changes will be forwarded to
members of PMHC.
