4.1 Only members of the Committee shall have the right to attend Committee meetings. However any official, if necessary, may be invited to attend the meetings.
4.2 The external auditors may request a meeting if they consider that one is necessary.
5.1 Committee meetings shall be held quarterly in a year, and at appropriate times in the reporting cycle and otherwise as required.
6.1 Meetings of the Committee shall be organized by the Chairperson of the Committee at the request of any of its members or request of external or internal auditors if they consider it necessary.
6.2 Unless otherwise agreed, Seven (7) days notice of each meeting confirming the venue, time and date together with the agenda of items to be discussed, shall be forwarded to each member of the Committee and any other person required to attend in a timely manner before the date of the meeting. Supporting papers shall be sent to Committee members and to other attendees as appropriate, at the same time.
7.1 The secretary shall minute the proceedings and resolutions of all meetings of the Committee, including recording names of those present and in attendance.
7.2 Minutes of the Committee meetings shall be circulated promptly to all members of the Committee, Chairperson, all other commissioners and Chief Executive Officer
8.1 The Committee is authorized by the Commission of commissioners to investigate any activity within its terms of reference. It is authorized to seek any information it requires from any employee and all employees are directed to cooperate with any request made by the Committee.
8.2 The Chairperson or a member of the Committee in the absence of the Chairperson shall be present at the commissioners meeting to answer questions through the Chairperson of the commission.
8.3 The Committee is authorized by the Commission to obtain outside legal or other independent professional advice and secure the attendance of outsider with relevant experience and expertise if it considers this is necessary.
The Committee will carry out the following duties for the commission:
10.1 The Committee shall report to the Commission, identifying any matters in the respect of which it considers that action or improvement is needed, making necessary recommendations as to the steps to be taken.
10.2 A separate section in the annual report should describe the work of the Committee in discharging its responsibilities.
10.3 At least once in a year, review the Committees’ role in the audit and financial management of the commission and its own effectiveness and submit any amendments to the Commission for approval.