<p> Chelsworth Park Community Reference Group (CRG) Terms of Reference</p><p>File no: F2015/1543</p><p>Classification: Community Reference Group (CRG)</p><p>1. Purpose: To provide a formal mechanism for Council to consult with key stakeholders on the use, maintenance and development of Chelsworth Park as outlined in Council’s lease of Chelsworth Park with Ivanhoe Grammar School.</p><p>Objectives:</p><p> To review the annual reports provided by the Tenant to the Council pursuant to Special Condition 1.11 and Special Condition 3.1of the lease. </p><p> To review new seasonal allocations or changes to existing seasonal allocations.</p><p> Assist Council in the selection of expenditure of the monies paid by the Tenant to the Council pursuant to Special Condition 1.8.2 of the lease in the development and improvement of open space areas of the Premises.  Assist Council in monitoring the condition of Chelsworth Park.</p><p> Assist Council in determining the appropriate operating times of the electronic gate to prevent vehicles accessing the Premises from Irvine Road pursuant to Special Condition 7.1. of the lease</p><p>The parties acknowledge and agree that notwithstanding any suggestions of the Reference Group, the Council shall be ultimately responsible for making decisions in relation to the matters referred to in Special Condition 1.7 of the lease. Membership and chairperson:  two representatives of the Council  one nominated Council Officer (Chair)  the local ward Councillor one representative of the Tenant two community representatives selected by the Council from time to time at the Council's discretion, a representative from each Present User and Present Non-User that is allocated use of a ground and/or building at the Premises from time to time. Co-opted members: The Reference Group may invite suitably skilled persons to join the group in an advisory capacity, for a specified purpose and for a specified period of time. Co-opted members are not entitled to vote.</p><p>Chelsworth Park Community Reference Group- Terms of Reference 1 of 2 5/3/15 Quorum: A meeting can only take place with a minimum quorum of:  Five members  One member of Council staff.</p><p>2. Member responsibilities: In order to fulfil the Committee’s objectives, members are expected to:  Keep informed of current developments, issues and concerns in the recreation sector.  Be conversant with relevant Council plans and policies, particularly those related to recreation.  Be aware of the activities, interests and concerns of stakeholder organisations and groups in the Council.  Prepare for and actively participate in regular CRG meetings.</p><p>Meeting frequency: Quarterly - times, dates and invites to be sent by Council.</p><p>Management of the reference group:  The Coordinator Leisure Facilities & Partnerships or other members of Council’s Leisure Recreation & Culture department will resource the Committee and attend all meetings.  The Leisure Recreation & Culture department will be responsible for preparing meeting agendas, minutes, reports and other administrative functions.  Council officer is a non-voting member of the CRG.</p><p>3. Reporting Procedure:  Chelsworth Park Community Reference Group is not a formal committee but rather a reference group that is established by Council. Reports and recommendations made by the CRG will require Council approval before being fully endorsed and acted upon. </p><p>4. Public Statements: Any public statements made by the Chair or ordinary members of the Committee must be in accordance with Council's media protocol and with the prior approval of the Coordinator Leisure Facilities & Partnerships and /or the Manager Leisure, Recreation & Cultural Services.</p><p>References:  Council’s City Plan 2013-2017  Recreation Plan  Lease of Premises: Chelsworth Park, Ivanhoe, known as 18 Irvine Road, Ivanhoe</p><p>5. Council Contact: Thomas Zappulla, Leisure Facilities & Partnership Coordinator, on 9433 7752 Email: [email protected]</p><p>Approval Date: March 2015 Next review date: March 2017</p><p>Chelsworth Park Community Reference Group- Terms of Reference 2 of 2 5/3/15</p>