Advisory Committee Guidelines

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

Name: Cultural Advisory Committee

Classification: Advisory Committee

Delegation: Working groups may be established to focus on key development roles in the Cultural Plan. Each working group will be formed from a pool of individuals with specialist skills. Specific briefs will be prepared prior to the establishment of each working group, to ensure the consultation process works effectively, and the selection of individuals with the correct mix of skills required to complete specific tasks. Each working group will be established to complete specific tasks for a finite period with clearly defined objectives, roles and responsibilities. Representatives of the Committee will be on each working group.

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: Cultural Plan implementation and strategic planning Cultural programming (including events) and community grant programs Collections management and acquisition program Implementation of Arts Strategy Cultural facilities, including Billilla, Black Rock House and Kamesburgh Cultural community organisations Cultural tourism Equitable access to cultural opportunities, education, promotion, and marketing Cultural industry and individual artists Indigenous peoples policy and strategy development Heritage and environment.

Membership and Chairperson: The membership of the Committee will comprise up to ten independent community representatives and two Councillors. 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: Cultural Development Coordinator

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 if required.

Timeline for Involvement: Ongoing

Accountability of Committee and Committee Members: To Council

Reporting Requirement: The Committee reports to General Committee bi-monthly.

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. The meetings are held in the evenings in the Moorabbin Room and generally last around two hours.

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, Urban Strategy and Culture, telephone: 9599 4370

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006

Name: Bayside Older Adults Advisory Group

Classification: Advisory Committee

Delegation: None

Scope: The objectives of the Bayside Older Adults Advisory Group are to: Provide strategic advice to Council on matters of importance to older adults; Provide 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: Cr Stegley. 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, 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 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: Christine Griffiths, Health & Aged Services, telephone: 9599 4462

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006

Name: Bayside Municipal Early Years Plan Advisory Group

Classification: Advisory Committee

Delegation: None

Scope: The Bayside Municipal Early Years Advisory Group is a working party of Bayside Early Years Advisory Group. The objectives of the Group are to: 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; and Encourage local community participation and the sustainability of community resources for families with young children.

Membership and Chairperson: One Councillor (Chairperson) and key stakeholders including Southern Family Life, School Principals, Church representatives, Playgroup, Kinder and service consumers.

Stakeholder Staff Representatives: Relevant representatives from Council’s Family 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

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 Family Services representatives.

References (internal/external/policies/legislation/documents related to Committee): Developed in accordance with the Council’s Corporate Plan and Best Value.

Council Liaison/Contact: Lisa Foord, Family Services, telephone: 9599 4655

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006

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. Currently under review.

Membership and Chairperson: Cr Norris. Council officer undetermined.

Stakeholder Staff Representatives: To be determined

Current or Anticipated Role of Staff Member in the Committee, Working Group etc: To take Minutes

Meeting Frequency: At least annually

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, who resources): Venue & logistics resourced by Council.

References (internal/external/policies/legislation/documents related to Committee): Group was formed from Council policy. This is currently under review.

Council Liaison/Contact: Environmental Sustainability department  telephone: 9599 4345

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006

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 objectives of the Bayside Early Years Advisory Group are to: 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 (one will be the 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: 1 December 2005

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.

Name: Audit Committee

Classification: Advisory 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 ogranisation’s ethical development.

Membership and Chairperson: Crs Knight and Wilson

Stakeholder 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): Pursuant to Section 86 of the Local Government Act 1989

Council Liaison/Contact: Mooi Chang, Financial Officer, telephone: 9599 4409

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006

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 (Cr O'Brien) 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: Lisa Foord, Family Services, telephone: 9599 4655

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

Approval Date: 1 December 2004 Next Review Date: 1 December 2006