Motor Vehicle Industry Advisory Council Charter - NSW Fair Trading ...

Charter NSW Motor Vehicle Industry Advisory Council
Conduct of meetings
Frequency of meetings
The Council is required to meet four times during each calendar year but may hold
additional meetings as approved by the Minister, and is required to do so as directed by
the Minister. Members are expected to make themselves available for such meetings.
Chairing of meetings
Council meetings, including sub-committee meetings, are to be chaired by:
(a) the Chairperson of the Council, or
(b) in the absence of the Chairperson, another Council member nominated
by a majority of Council members present.
Quorum
The quorum for a meeting of the Council is a majority of its members for the time being.
Attendance
Members are advised of upcoming meeting dates at the beginning of each calendar
year. Reminder notices are sent six weeks before each meeting.
All members are expected to attend all meetings. Attendance at Council meetings is
recorded in the minutes. Should a member not be able to attend a meeting an apology
must be lodged with the Secretariat at least one day before that meeting is to occur.
The office of an appointed member becomes vacant if the member is absent from three
consecutive meetings of the Council.
Declarations of private interests
Members who have a private interest in any matter that the Council may discuss at a
meeting should make a full declaration before the matter is discussed. This declaration,
and the decision of the Council on dealing with the conflict of interest, is to be recorded
in the minutes. The member must also absent himself or herself from the room while the
matter is being considered if requested to do so by the Chairperson.
Decision making
Members are required to vote on all matters that require a decision to be made.
Members are entitled to express a difference of opinion and may vote accordingly.
The Council can only make a decision if a majority vote is obtained. There is no
provision for a member to vote by proxy.
Out-of-session decision making
Matters that in the view of the Chairperson require urgent consideration may be
determined by the Council out-of-session. Full details of the matter, including the
outcome, are to be tabled at the next Council meeting and recorded in the minutes.
Agenda
The agenda and meeting papers are circulated before the meeting. All items for
inclusion on the agenda should be directed through the Secretariat at least ten working
days before the meeting, including a 100-word précis.
Minutes
Minutes of meetings are to be a true and balanced reflection of the discussion and
decisions of the Council, and will be circulated with the agenda for the next Council
meeting.
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