Charter

The Tenancy Management Committee has been established by resolution of the Board.

Membership

The Tenancy Management Committee will consist of not fewer than two members. Members will be appointed by the Board.

Chairman

The Tenancy Management Committee will appoint a Director to be the Chairman of the Committee.

Secretary

The Company Secretary will be the Secretary of the Tenancy Management Committee.

Other attendees

Members of Senior Management may be invited to be present for all or part of the meetings of the Tenancy Management Committee, but will not be members of the Committee.

Quorum

A quorum shall be two members.

Meeting Frequency

Tenancy Management Committee meetings will be held not less than twice a year to enable the Committee to undertake its role effectively.

In addition, the Committee Chairman is required to call a meeting of the Committee if requested to do so by any member of the Tenancy Management Committee, the Board Chairman or the Managing Director.

Authority

The Tenancy Management Committee is authorised by the Board to investigate any activity within its charter.  
It is authorised to seek any information it requires from any employees, and all employees are directed to cooperate with any request made by the Tenancy Management Committee.

The Tenancy Management Committee is authorised by the Board to obtain outside legal or other independent professional advice and to secure the attendance of outsiders with relevant experience and expertise if it considers this necessary.

The Tenancy Management Committee is required to make recommendations to the Board on all matters within the Tenancy Management Committee's charter.

Reporting Procedures

The Tenancy Management Committee will keep minutes of its meetings.  The Secretary shall circulate the minutes of the meetings of the Committee to all members of the Committee for comment and change before being signed by the Tenancy Management Committee and circulated to the Board with the Board papers for the next Board meeting.  The minutes are to be tabled at the Board meeting following the Tenancy Management Committee meeting, along with any recommendations of the Committee.

Responsibilities

The Tenancy Management Committee is responsible for reviewing the integrity of the Organisation's tender processes, tenancy outsourcing arrangements and tenancy management. In particular, the Tenancy Management Committee has the following responsibilities:

Tender/EOI Process

• To review the procedures and protocols to ensure the fair and reasonable opportunity for participation by interested parties and consideration of all submissions.

• To review plans for outsourcing to ensure the arrangements are consistent with the Organisation's policy and value for money.
• To review the agreements and performance to ensure compliance with the agreements.
• To ensure the agreements are consistent with tenancy laws and accepted practice.

• To review tenancy selection and management practices and procedures.
• To ensure tenancy issues are fully and completely considered and resolved.
• Compliance with the Residential Tenancy Act.