Terms of Reference - Veterinary Teaching Hospital Advisory Board
VISION, MISSION, VALUES - The mission statement of the Massey University Veterinary Teaching Hospital (MUVTH) is
"To provide outstanding education through clinical services and advancement of knowledge in an excellent environment". Its vision is "To be a world-leading Veterinary Teaching Hospital" and its values are: Integrity, Excellence, Caring, Community, Sustainability and Innovation.
MEMBERSHIP - The MUVTH Advisory Board shall comprise:
• 2 academic members of staff
• 1 general staff member
• IVABS Financial Controller ( ex officio )
• Head of Institute (ex officio)
• 2 external appointees
• Programme Director, Veterinary Science ( ex officio)
The Group Leaders of Dairy Systems, Equine and Companion Animal, in conjunction with the Head of Institute, shall appoint the staff members of the Board based upon ability and the balance of skills required overall. Expressions of interest for appointment will be sought from members of staff. Knowledge of business, governance, research or teaching needs will be key criteria for consideration in determining the membership of the Board. Appointments shall be for a period of two years, with the possibility of re-appointment.
The Independent Directors shall be invited for appointment by the Head of Institute.
The MUVTH Director is expected to attend meetings but may be required to leave the meeting at the request of the Chair should the Board be required to sit In Committee. The MUVTH Director will not have voting rights.
Internal or external persons may also be invited to attend the meetings at the request of the Chair on behalf of the Board to provide advice and assistance where necessary.
CHAIRPERSON - The Head of Institute shall appoint the Chair of the Board. The Chair shall be appointed for a period of 2 years but the term may be renewable. The Chair's responsibilities include:
• Scheduling meetings and notifying Board members;
• Inviting guests and advisers to attend meetings when required by the Board;
• Guiding the meeting according to the agenda and time available;
• Ensuring all discussion items end with a decision, action or definite outcome;
• Review and approve the draft minutes before distribution; and
• Act as line manager for the MUVTH Director.
FREQUENCY OF MEETINGS AND QUORUM
Formal Board meetings shall be held at least three times per year. A quorum shall be five members. Meetings may, where necessary, be held by teleconference. Alternates for Board Members are not permitted. Other meetings, such as strategic planning meetings, may be held at the discretion of the Board.
RECORD OF MEETINGS - The Board shall ensure that an agreed written record of its meetings is submitted to the Head of Institute. The Chair has the right to disseminate information to other staff as is deemed appropriate.
The Board shall have at its disposal an Administrator. The role of the Administrator is to:
• Prepare agenda, issue notices for meetings and to ensure all necessary documents requiring discussion or comment are attached to the agenda;
• Distribute the agenda one week prior to the meeting;
• Take notes of proceedings and preparing minutes of meeting; and
• Distribute the minutes to all Board members and to the IVABS Executive Committee within 21 days of the meeting.
Given that meetings are held infrequently, the minutes shall be checked by the Chair and accepted by Board members as a true and accurate record within 14 days of the meeting.
FUNCTIONS OF THE BOARD - Ultimate responsibility for all aspects of the MUVTH lies with the Head of Institute. The Head of Institute, however, has decided to enlist the guidance and assistance of an Advisory Board to ensure effective strategic planning and operating performance of the MUVTH. The key responsibilities for the Board include:
• Recommending the appointment of the Director of the MUVTH for approval by the Head of Institute
• Approval of the strategic plan for the MUVTH and providing general direction achieving that plan
• Approval of applications for purchases of major capital equipment (>$20K)
• Monitoring provision of clinical services to agreed service levels in order to achieve academic standards consistent with University and external accreditation processes
• Approving annual operating budgets prepared by VTH management and monitoring/advising the Head of Institute on:
o financial performance o operational performance o academic performance o human resources o organisational culture
• Ensuring best practice in governance
• Approving all major policies for the MUVTH
• Ensuring that appropriate policies, procedures and resources are in place to achieve legal compliance
• Ensuring best practice in Health and Safety
• Ensuring that relevant ethical standards are met
• Ensuring that an appropriate risk management plan is in place
• Engaging with key stakeholders outside the University to ensure that the MUVTH is best meeting its needs
AMENDMENTS - The terms of reference shall be reviewed biennially from the date of approval. They may be altered based on recommendations from the Chair of the MUVTH Advisory Board and with approval of the Head of Institute.
