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Introduction

The City of Boroondara values arts and culture as an important element in its vision for a vibrant and inclusive city, meeting the needs and aspirations of the community.

As part of the Boroondara Community Plan, arts are identified across the key priority themes, contributing to a healthy and happy community.

The Boroondara Arts Advisory Committee has been established to support City of Boroondara’s vision for arts and culture across the municipality to provide strategic input, advice and specialised knowledge to support Council’s efforts to promote, support and deliver arts in the City of Boroondara.

Background

Advisory committees advise Council about a range of community and social issues that may influence policy, service and program development.

They assist Council to identify, articulate and respond appropriately to new and emerging issues and to develop and implement corporate policies and plans that benefit the community. Advisory committees do not have the power to make policy decisions and are not legally responsible for the recommendations they make to Council.

Role and responsibilities of the Boroondara Arts Advisory Committee

The Boroondara Arts Advisory Committee fulfils the need to advise Council on a diverse and comprehensive range of matters regarding arts and culture.

The key role of the Advisory Committee is to provide strategic advice and oversee the development and implementation of the Boroondara Arts Plan.

The core responsibilities of the Advisory Committee are to:

  • Provide informed local community input into key Council policies which will affect arts and culture
  • Keep Council informed of the artistic and cultural needs of the community
  • Contribute to and inform discussions regarding Council’s priorities for arts and cultural development within the municipality
  • Contribute to the ongoing review of Council’s arts and cultural programs
  • Contribute to the development and enhancement of a strong public profile for the arts in Boroondara.

Council will ultimately determine the matters having regard to the advice of the Boroondara Arts Advisory Committee.

Membership

Membership of the Boroondara Arts Advisory Committee is voluntary and open to all interested parties who live, work or study in the City of Boroondara. Exception to this rule will be considered when specialist community or professional representation is required and not available within the Advisory Committee cohort.

The Advisory Committee membership will consist of:

  • Councillor representative/s as appointed by the annual Council process.
  • A minimum of five (5) and maximum of eight (8) community representatives reflecting:
    - Professional expertise and/or community knowledge
    - A balance of arts and cultural disciplines including but not limited to the visual arts, performing arts, and literary arts.

The Manager Arts and Culture, and other Council officers as required, will provide support and coordination to the Advisory Committee.

The membership of the Advisory Committee will be approved by the Director Community Support.

Recruitment

Recruitment of new members shall occur as vacancies arise and will be determined by the Director Community Support.

Recruitment will occur through a public advertising process with full endorsement of the nominations made by the Director Community Support. Should vacancies occur on the Advisory Committee, the Director Community Support may co-opt new members as required according to the 
appointment criteria.

Meetings

Meetings will be held quarterly.

Members are expected to attend a minimum of 3 meetings per calendar year. If this requirement is not being met, Council Officers will meet with the member to discuss their capacity to continue on the Committee unless special leave has been provided e.g. illness.

Working parties will be established as required to provide an opportunity for members to work collaboratively on specific issues and projects. These meetings will be held in addition to regular quarterly meetings.

A quorum for the Committee will be achieved with two (2) Councillors and three (3) community representatives present.

Chair

Meetings shall be chaired by a designated Councillor, or in his/her absence or if no Councillor is appointed, a Boroondara City Council Officer.

Tenure

Individual members will hold office for a term of three years. At the conclusion of their term members may re-apply for membership but may only be appointed for two consecutive terms as part of their tenure, before retiring. 

Role of Councillor/s

Councillors will be appointed to the Committee by the Council each year to chair the Committee.

The role of the Councillor is to facilitate communication between the Committee and Council by referring relevant issues to the Committee for advice and raising issues when relevant during Council meetings.

Role of Council Officer/s

Council Officers are responsible for ensuring:

  • Committee members are notified of meetings
  • minutes and agendas are distributed
  • actions are followed up and reported back to the Committee.

Council Officers also advise the Committee on

  • the progress or outcomes of any advice provided by the Committee
  • any Council report or Council decision relevant to the Committee's work
  • the dates of Council meetings discussing matters relevant to the Committee.

Role of Committee member/s

  • Commit to serving a three (3) year term, with a maximum of two (2) consecutive terms
  • Prepare for, attend and actively participate in meetings and working parties (if relevant)
  • Make recommendations to Council via the Council Officer assigned to convene the Committee
  • Keep the Committee informed of current and emerging developments, and issues and activities relevant to the Committee
  • Respond to requests for input into and/or feedback on Council activities, policies and reports
  • Seek approval from Council prior to making public statements, submissions or announcements or issuing correspondence (including emails) to external stakeholders on behalf of the Committee or Council.

Conduct and interest provisions

In performing their role, a member must:

  • Aim to work in an honest, respectful, collaborative and solution-focused manner
  • Encourage fair and reasonable discussion
  • Respect the confidentiality of documents before the Committee and meeting proceedings
  • Not make improper use of their position for personal or professional gain.

A member with a Conflict of Interest or perceived Conflict of Interest in a matter before the Committee must declare their interest prior to Committee discussion of the item. The declaration and nature of the conflict of interest must be recorded in the minutes of the meeting.

Minutes, agendas and reports

Minutes of the meetings will be provided to Committee members by the Council Officer within three weeks after the meeting. An Agenda will be circulated not less than 72 hours prior to each meeting and working party reports will be circulated with the meeting agenda.

Minutes will contain details of meeting proceedings and actions arising and will be clear and self-explanatory.

The Minutes will be formally endorsed by the Committee at the subsequent meeting.

Administrative support

The City of Boroondara will provide the administrative support to assist the Advisory Committee to function effectively.

Evaluation and review

At the end of each calendar year, the Committee will evaluate its performance and review its priorities for the following year.

Review

The Terms of Reference will be reviewed every three years by the Arts and Culture department and will be endorsed by Council.

More information

For more information contact Boroondara Arts at [email protected] or on 03 9278 4770.

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