Advisory Committee Guidelines

• Cultural Advisory Committee
• Bayside Older Adults Advisory Group
• Bayside Environment Advisory Group
• Bayside Early Years Advisory Group
• Audit Committee
• Youth Advisory Group

Name: Cultural Advisory Committee
Classification: Advisory Committee
Delegation: None
Scope: The Cultural Advisory Committee will provide advice to Council on matters concerning cultural development, and facilitate communication between Council and the community concerning strategic planning, development, marketing and evaluation of cultural development in the City of Bayside. The objectives of the Committee are to:

• Assist and advise Council on implementation of the Cultural plan;
• Assist and advise Council on the development and review of policy relating to cultural development;
• Assist and advise Council on matters concerning the strategic planning, development and evaluation for cultural development in the municipality;
• Advise Council on the priorities for cultural development in the municipality;
• Work with Council to market cultural development opportunities, strategies and activities;
• Advocate on behalf of Bayside cultural groups and individuals to Council;
• Encourage and promote effective communication between community cultural groups, individuals and Council;
• Promote and monitor the equitable access to cultural opportunities and resources for the Bayside community; and
• Liaise with relevant cultural bodies and individuals beyond the boundaries of the municipality.

The scope of the Committee is broad and may encompass the following areas:

1. Cultural Plan implementation and strategic planning
2. Cultural programming (including events) and community grant programs
3. Cultural facilities, including Billilla, Black Rock House and Kamesburgh
4. Cultural community organisations
5. Equitable access to cultural opportunities, education, promotion, and marketing
6. Cultural industry and individual artists
7. Indigenous peoples policy and strategy development

Membership and Chairperson:

The membership of the Committee will comprise up to ten independent community representatives and one Councillor (Cr Del Porto). Membership will be sought on the basis of a broad interest, understanding and commitment to cultural development in the municipality, in addition to specific expertise and interest in at least one of the nominated areas and will comprise of a maximum of twelve members. A balanced representation will be sought in the committee structure and membership will not be based on the representation of a specific organisation. The Committee will elect from the membership a Chairperson.

Stakeholder Staff Representatives: Events and Cultural Development Coordinator

Current or Anticipated Role of Staff Member in the Committee Working Group etc: To take minutes, prepare agendas, present items and provide advice where appropriate.

Meeting Frequency: Bi-monthly, with special meetings if required. The meetings are held in the evenings in the Moorabbin Room (Corporate Centre) and generally last around two to three hours.

Timeline for Involvement: 2 year term

Accountability of Committee and Committee Members: To Council

Reporting Requirement:

The Committee reports to General Committee quarterly. Any other relevant information (eg decision making process, venue, who resources): A quorum for the Committee meetings is a minimum of half of the Committee membership, including at least one Councillor.

References (internal/external/policies/legislation/documents related to Committee): The Committee was formed as a result of a Council Arts Strategy prepared in the 1998/2000 period.

Council liaison/contact: Sonia Turnbull on 9599 4370

Achievements of Committee/Working Group or Network: To be listed on review date.

Name: Bayside Older Adults Advisory Group
Classification: Advisory Committee
Delegation: None
Scope: The scope of the Bayside Older Adults Advisory Group includes:

• Providing strategic advice to Council on matters of importance to older adults;
• Providing an avenue for representatives of the community to communicate with Council on matters of importance;
• Encourage local community information flows with regard to funding and service planning for Aged Services in the medium to longer term.
• Assist Council deliberation in the Best Value review of Aged and Disability Services in the identification of needs and priority setting; and
• Address Council issues and initiatives in a structured fashion to ensure dialogue with the community.

Membership and Chairperson:

Membership will include one Councillor (Cr Norris). Membership will be sought on the basis of providing a representative range of interests and expertise on matters relating to older adults in relation to services, programs and facilities. The membership of the Advisory Group will comprise of a minimum of eight and a maximum of twelve who either themselves fall within the category of older adult or have a professional, occupational, social or family interest in the provision of quality services in Bayside. Council will advertise for nominations for Group members in the local press, Community Column, Senior Citizens Clubs and other appropriate venues. Group members will live or work in the municipality

Stakeholder Staff Representatives: Group Manager Community & Leisure, Senior Manager Health & Aged Services and Community Development Officer.

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate. Meeting Frequency: Bi-monthly, with special meetings and working party meetings when required.

Timeline for Involvement: The Advisory Group was appointed for a period of 18 months from July 2003

Accountability of Committee and Committee Members: To Council Reporting Requirement: Update report to Council (BRF) every six months

Any other relevant information (eg decision making process, venue, resources): Meetings of the Advisory Group shall be structured to ensure maximum participation and inclusion. A quorum for the Group meeting is a minimum of half of the membership, including either Councillors or the Community Services Department representatives. The meetings are held in the Highett Room.

References (internal/external/policies/legislation/documents related to Committee): The Advisory Group was formed to provide a consultation mechanism to Council through the Best Value Review of Aged & Disability Services.

Council Liaison/Contact: Jess Sprunt on 9599 4462

Achievements of Committee/Working Group or Network: To be listed on review date

Name: Bayside Environment Advisory Group
Classification: Advisory Committee
Delegation: None
Scope: Provides advice to Council to assist Council in making decisions related to environmental matters, and a forum for the exploration of issues.

Membership and Chairperson:

Membership will include one Councillor (Cr Hayes) and Manager Environmental Sustainability Department. Council will make available staff to provide administrative assistance and support.

Council Officers will service the Committee but will not have voting or decision making rights. BEAG may utilise the services of a designated officer of the Council to provide administrative assistance (including the production and circulation of agendas and minutes) at its meetings and in the carrying out of its functions (in addition to Manager (John Edwards) the Environmental Planning Officer (Linda Collins) provides administrative assistance and support).

Stakeholder Staff Representatives: Manager, Environmental Sustainability, Environmental Planning Officer

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate.

Meeting Frequency: Bimonthly

Timeline for Involvement: Ongoing

Accountability of Committee and Committee Members: To Council

Reporting Requirement: Annual report prepared by Chair.

Any other relevant information (eg decision making process, venue, resources): Venue & logistics resourced by Council.

References (internal/external/policies/legislation/documents related to Committee): Group was formed from Council policy. Council endorsed the creation of an Environment Advisory Group in March 2000. The Bayside Environment Advisory Group (BEAG) was formally established in September 2000.This is currently under review.

Council Liaison/Contact: John Edwards: 9599 4345

Achievements of Committee/Working Group or Network: To be listed on review date.

Name: Bayside Early Years Advisory Group
Classification: Advisory Committee
Delegation: Sub-committees will be formed to carry out specific tasks as defined by the Advisory Group. Sub-committees may include additional members where they have a direct interest or expertise in the task area and as agreed by the Advisory Group.
Scope: The scope of the Bayside Early Years Advisory Group includes:

• Provide advice to Council on matters relating to families with young children;
• Provide an avenue for families with young children to communicate with Council;
• Assist in the identification of needs and priority setting for relevant services;
• Continue to address issues and initiatives commenced by the PRISM project in order to improve health outcomes for mothers in the first post natal year; and
• Encourage local community participation and the sustainability of community resources for families with young children.

Membership and Chairperson:

One Councillor (Cr Frederico; Chairperson) and a minimum of six and a maximum of twelve members who have a young child or a special interest in families with young children. Membership will be sought on the basis of providing a representative range of interests and expertise on matters relating to maternal and family health and wellbeing and child health and development during the early childhood years. Council will advertise for nominations for Group members in the local newspapers, Maternal and Child Health Centres and other appropriate venues. Council will invite community members who have had previous involvement in consultation relating to services for families with young children to nominate for the Group. Group members will live or work in the municipality and are appointed for a term of twelve months.

Stakeholder Staff Representatives: Relevant representatives from Council’s Community Services Department

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate.

Meeting Frequency: Bi-monthly

Timeline for Involvement: Ongoing

Review Date: Annual

Accountability of Committee and Committee Members: To Council

Reporting Requirement: Notes of meeting to be prepared. Items for discussion proceed to General Committee as appropriate. No reporting required for items for noting. Report to Council twice yearly and CMT Policy.

Any other relevant information (eg decision making process, venue, who resources): Meetings of the Advisory Group shall be structured to ensure maximum participation and inclusion. A quorum for the Group meeting is a minimum of half the membership, including either the Councillor or the Community Services Department representatives.

Council Liaison/Contact: Lilli James on 9599 4655

Achievements of Committee/Working Group or Network: To be listed on review date.

Name: Audit Committee
Delegation: None
Scope: The Audit Committee was created for the purpose of considering independent advice and assisting Council in the effective conduct of its responsibilities for financial reporting, management of risk, maintaining a reliable system of internal controls and facilitating the organisation’s ethical development.

Membership and Chairperson: Cr Norris and Cr Frederico

Staff Representatives: Two external representatives Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate.

Meeting Frequency: Quarterly

Timeline for Involvement: Ongoing

Accountability of Committee and Committee Members: To Council Reporting Requirement: Via Annual Report

Any other relevant information (eg decision making process, venue, who resources): Meet at Council Offices References (internal/external/policies/legislation/documents related to Committee).

Council Liaison/Contact: Terry Callant on 9599 4327

Achievements of Committee/Working Group or Network: To be listed on review date.

Delegation: None

Scope: The Audit Committee was created for the purpose of considering independent advice and assisting Council in the effective conduct of its responsibilities for financial reporting, management of risk, maintaining a reliable system of internal controls and facilitating the organisation’s ethical development. Membership and Chairperson: Cr Norris and Cr Frederico

Staff Representatives: Two external representatives

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate.

Meeting Frequency: Quarterly

Timeline for Involvement: Ongoing

Accountability of Committee and Committee Members: To Council

Reporting Requirement: Via Annual Report

Any other relevant information (eg decision making process, venue, who resources): Meet at Council Offices References (internal/external/policies/legislation/documents related to Committee).

Council Liaison/Contact: Terry Callant on 9599 4327

Achievements of Committee/Working Group or Network: To be listed on review date.

Name: Youth Advisory Group
Classification: Advisory Group
Delegation: There may be occasions where Working Parties need to be formed to carry out the work of the Youth Advisory Group. Working Parties may include additional members, only where they have a direct interest or expertise in the task area.
Scope: The Youth Advisory Group will be an important point of contact between Council and young people. It will enable Council to consult with young people on matters relating to youth service provision and youth issues. It will also enable young people to become more involved in the planning and delivery of Council and Youth Services initiatives and facilities. The objectives of the Group are to:

• Provide advice to Council on matters relating to youth service provision and youth issues;
• Provide an avenue for young people to communicate with Council;
• Encourage youth participation in Council initiatives and strategies; and
• Assist in the identification of needs and priority setting for Youth Services.

Membership and Chairperson:

One Councillor is represented on this Advisory Group. The minimum membership of the Group will comprise one Councillor and a minimum of two young people from each of the age groups 11-14, 15-18 and 19-25 (6). Membership will be sought on the basis of a broad interest, understanding and commitment to youth issues and the municipality and shall aim to include a broad range of young people, from a range of ages and backgrounds.

Stakeholder Staff Representatives: Manager of Family Services and the Community Development Officer

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take minutes, prepare agendas and present items and provide advice where appropriate.

Meeting Frequency: Monthly

Timeline for Involvement: Ongoing

Accountability of Committee and Committee Members: To Council

Reporting Requirement:

Notes of meeting to be prepared. Items for discussion proceed to General Committee as appropriate. No reporting required for items for noting. Report to Council twice yearly and CMT Policy. Any other relevant information (eg decision making process, venue, who resources): A quorum for the Group meetings is a minimum of half of the membership, including either the Councillor or Council staff member.

References (internal/external/policies/legislation/documents related to Committee): Youth Best Value Review

Council Liaison/Contact: Lilli James on 9599 4655

Achievements of Committee/Working Group or Network: To be listed on review date.