Zone representatives terms of reference

Key Responsibilities

It is important that Zone Representatives:

• Uphold and promote the objectives of Football West.
• Attend all General Meetings of Football West.
• Facilitate the implementation of Football West and FA policy, programs and initiatives.
• Act as a conduit for the flow of information and issues of relevance from Football West to the clubs and from the clubs to Football West.

Before raising items of discussion with Football West, a Zone Representative must have read the By-Laws and determined that the matter is appropriate to the position.

Zone Representatives should gather comprehensive information before presenting to Football West to allow for matters to be attended to effectively and efficiently. In case of doubt, a Zone Representative should seek clarification from the relevant Football West contact.

Issues of Significance

Football West and Zone Representatives agree that Football West administration will actively consult with Zone Representatives and Standing Committee Members in relation to issues of significance affecting football. They agree that decision-making rests with the Football West Board and Management.

Zone Representative Commitment

The Zone Representative undertakes to:

1. Focus on matters of significance across the sport (eg participation, development,
   child protection, marketing and promotion, etc).
2. Ensure that any public commentary of Football West policies and decisions are
   factually correct and balanced.

Football West Commitment

Football West undertakes to:

1. Seek input from the Standing Committee and Zone Representative in relation to proposed changes to rules and regulations, and other significant issues affecting football.
2. Facilitate communication between the Zone Representative, Standing Committee and stakeholders in accordance with the Football West Constitution and By-Laws and to the extent permitted by law.
3. Football West will include the relevant Zone Representative in communication to
   clubs and relevant stakeholders regarding significant issues.

Frequency of Meetings

The Zone Representatives of Football West shall convene every six months for scheduled meetings. Additional meetings may be arranged at the discretion of a Zone Representative should the need arise.

Chair to Preside over Meetings

A nominated Zone Representative will be responsible for chairing each Zone Meeting. The role of Chair may be rotated for each meeting. Notification of Meetings
The nominated Chair shall inform Football West of the proposed date for any additional Zone Representative meetings at least 14 days in advance of the scheduled meeting.

Invited Guests

Zone Representatives may invite other persons to attend a Zone Meeting to provide particular expertise to a matter on the agenda. Such invitees attend in an ex-officio capacity and are not formal Zone Representatives.

Preparation of Agenda

An agenda is to be prepared by the appointed Secretary in consultation with the nominated Chair. This will be circulated to the Zone Representatives and Football West 7 days prior to the scheduled meeting.

Football West Agenda Items

Football West may add items to the Zone Representative agenda for consideration and discussion by the Zone Representative and will attend Zone Representative meetings to discuss these Football West agenda items.