Terms of Reference for the Facilities & Technical Services Committee

1. Constitution

The committee shall be an official committee of the South African Property Owners Association (“SAPOA”), duly constituted in line with the “Articles of Association” of SAPOA.

2. Objective

The mission statement of the committee is:

 “To produce and gather information for the benefit of SAPOA members and to disseminate the same by means of publications, workshops and/or seminars and to promote and monitor education.”

The objectives of the committee are to:

• To discuss and assess the impact of policy and legislation that has been passed into law that may affect SAPOA members.
• To discuss and assess the impact of policy and legislation that is being formulated and is open for debate and/or comment.
• To pursue all opportunities to participate in the formulation of relevant policy and legislation by means of written submissions and also by representation on any relevant committees and bodies.

3. Membership

Members of the committee shall be members of SAPOA and the committee shall comprise at least 6 (six) members.

One member will be elected as Chairperson and one as deputy Chairperson with the intention of serving in the position for at least two years.

4. Secretarial and Meetings

• A quorum of the committee shall comprise 5 (five) members.
• Reasonable notice of meetings and the business to be conducted shall be given to the members of the committee.
  
• Meetings shall be held not less than 8 (eight) times a year and the Chairperson may request a meeting at any time if he/she considers it necessary.
• Minutes of all meetings shall be kept and signed by the Chairperson.

5. Responsibilities

The responsibilities of the committee are as follows:

• Liaise with members of SAPOA.
• Liaise with other committees within SAPOA.
• Liaise with Government at National and Local levels.
• Liaise with all relevant professional and learned institutions/entities.
• Examine matters referred to it by SAPOA members.
• Comment and make recommendations as deemed necessary.
  

6. Authority

The appointment of the Chairperson and Deputy Chairperson will be confirmed by SAPOA.

The committee is authorized by the Chairperson to investigate any activity within its terms of reference.

The committee is not authorized to obtain, at the expense of SAPOA, outside legal or any other independent professional advice nor to arrange attendance at meetings, at the expense of SAPOA, of outside parties with relevant experience and expertise if it considers this necessary, without the express prior approval of SAPOA.

7. Review of the Committee

The committee shall undertake an annual self review of its objectives and responsibilities.
Such objectives and responsibilities shall also be reviewed by the SAPOA board and any other person that the board considers appropriate.

8. Reporting Procedures
   

The committee shall maintain direct lines of communication with SAPOA National Council and SAPOA Board.

The Chairperson of the committee shall also be a SAPOA National Councillor.

The Chief Executive Officer and the Chief Financial Officer of SAPOA shall be responsible for drawing to the committee’s immediate attention any matter that relates to the financial condition of the committee.

After each Policy, Bill and/or Act review the Chairperson shall report the committee’s position and recommendations to the SAPOA Board and SAPOA Members.

Liaison with the Media shall be maintained between the Chairperson and the SAPOA CEO.

The Chairperson shall discuss any matter pertaining to Media liaison with the SAPOA CEO so as to ensure that SAPOA establishes efficient and clear lines of communication with the Media.