Terms of reference

The Sir Edmund Hillary Outdoor Recreation Council’s terms of reference outline its objectives, key tasks and working arrangements.

Purpose of the Council

The Outdoor Recreation Council (the Council) is responsible for providing strategic advice to SPARC to assist with the development and implementation of the national outdoor recreation strategy and the enhancement and support of the outdoor recreation sector.

Objectives

The Council’s objectives are to:

1. provide advice to Sport and Recreation New Zealand (SPARC) about:
   • developing and implementing a strategic sector-wide approach for outdoor recreation, guided by the Outdoor Recreation Strategy;
   • promoting participation in outdoor recreation;
   • developing greater capability in the delivery of outdoor recreation services¹;
   • decisions on investment in outdoor recreation organisations;
   • managing relationships with key stakeholders in outdoor recreation and the process for sector consultation and input on outdoor recreation matters;
   • promoting research and disseminating information relevant to outdoor recreation; and
   • monitoring and reporting on the implementation of the outdoor recreation strategy.
2. Provide advice to the outdoor recreation sector and other relevant organisations on:
   • specific initiatives identified in the national outdoor recreation strategy;
   • fostering collaboration and coordinated planning and practice.
   • raise the profile of the positive values and benefits of outdoor recreation; and,
   • advocate, where appropriate, on outdoor recreation issues of significance.
   
   

Accountability

The Council is established by and accountable to the Board of SPARC.

Key tasks

The Council’s key tasks are to:

• develop and provide expert, impartial strategic advice on the development and implementation of the national outdoor recreation strategy;
• monitor progress towards the implementation of the outdoor recreation strategy;
• facilitate collaboration and coordination on the delivery of outdoor recreation services;
• report regularly on progress to the SPARC Board;
• develop initiatives for implementing the outdoor recreation strategy;
• advise on a coordinated approach to research needs to support planning and management;
• establish and maintain linkages with other relevant organisations as required;
• provide advice to the SPARC Board on relevant outdoor recreation issues to ensure the promotion and support of outdoor recreation in New Zealand.

Working arrangements

The Council will produce an annual work programme for outdoor recreation. A secretariat providing professional, administrative and advisory services will be based within SPARC.

In developing the annual work programme the Council will:

• adopt an evidence-based approach;
• consult with organisations and individuals as appropriate;
• agree with SPARC the research, policy and communication priorities for outdoor recreation;
• provide papers to SPARC’s Board as per the established protocol; and
• take account of SPARC’s planning and reporting timetable.

Secretariat services will include:

• management of the Council;
• organisation and management of outdoor recreation sector meetings;
• management of information flows; and
• research, policy analysis and advice.

Normal business of the Council will be conducted through meetings and agenda papers, teleconferences and the use of specific working groups where required.

Reporting requirements

• The Council is required to report to the SPARC Board quarterly. The Council shall provide a report summarising the year’s work, including performance against the agreed work programme and a progress report on the implementation of the outdoor recreation strategy will be required within two months of the end of the financial year

Frequency of meetings

The Council will meet up to eight times per year including a meeting to review the previous year and plan for the next.

Meetings will normally convene over a whole day. As relationships develop, ‘face-to-face’ meetings may be replaced by telephone or video conferencing.

• Meetings of the Outdoor Recreation Council are not open to the Public. The Council may choose to invite individuals or organisations to meetings on a case by case basis.

Membership of the Council

Council members will represent the diverse range of interests across the outdoor recreation sector and will be respected members of the sector with knowledge and expertise in outdoor recreation. The Council will be comprised of a mix of individuals who collectively have the skills, knowledge and experience to achieve the objectives.

The Council will comprise a maximum of seven members, including the Chair. The SPARC Board will appoint all members and a Chair. One member of SPARC’s Board may sit on the Council.

Terms of Council members

• Members of the Council will be appointed for a term of up to three years. Members may be re-appointed for a further term. Members will serve for a maximum of two concurrent terms.
• A rotation of Council appointment terms will be established to ensure succession planning. Upon establishment of the Council up to three members will stand down after the second year; with the remaining members standing down after the third year.

Fees

• Members of the Council will be reimbursed for actual and reasonable expenses incurred through attendance at face-to-face meetings. Fees paid will be set by SPARC and paid in accordance with the terms and conditions of the Cabinet Circular for expert advisory panel fees and charges ‘Group 3: All Other Committees and Other Bodies’ based on a classification for this group as level 4.

Conflicts of Interest

• All members must agree to abide by SPARC’s conflict of interest protocol and sign a declaration form provided by the secretariat.

External communications

• Queries from, or contacts with the media regarding the proceedings of the Council must be referred to the Chair who will act as spokesperson for the Council.
• The Council may wish to develop press releases on its work, or provide Council comment on particular issues. The secretariat will draft the press release and circulate it to the Council and Chief Executive of SPARC for comment. The Chair is responsible for signing out the final press release.
• The provisions of the Official Information Act 1982 apply to the activities of the Council.

Contact the Council

Contact the Sir Edmund Hillary Outdoor Recreation Council by emailing hillarycouncil@sparc.org.nz.

1 Outdoor recreation services can be described as the organisations, initiatives are those that encourage and/or enhance participation. These include: participation opportunities that are available for people wishing to participate in outdoor recreation. This infers that it is a broader focus than the organisations established to serve the sector–provision of places or activities; training and reflects the changing nature of participation development; advocacy; safety management; information; and opportunities in the outdoor recreation sector planning

Updated | 14 Aug 2009.

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