Background / scope

The Regional Arts Development Fund Advisory Committee (the Committee) is constituted under section 264 of Local Government Regulation 2012, which empowers the Toowoomba Regional Council to appoint advisory committees.

(The Regional Arts Development Fund is a partnership between the Queensland Government and Toowoomba Regional Council to support local arts and culture in regional Queensland.)

Tenure of Committee                                                       

The Committee is established for the term of the current elected Council, unless disbanded earlier by Council resolution.

Purpose

The Committee will provide Council with guidance and assistance on the functions and responsibilities listed below.

Functions

The functions of the Committee are to:

• provide recommendations and advice to Council on:
  • the appropriate allocation of Regional Art Development Fund (RADF) in accordance with Council’s RADF Guidelines within the timelines advised by Arts Queensland.
  • suitable opportunities for the development of Council initiated projects and advise on local priorities.
• assist in revising the RADF Guidelines when required.

Committee membership

1. The Committee will consist of up to six (6) members, which may include up to two (2) Councillors. 
2. Membership will consist of the following:
   • up to two (2) Councillors representing Toowoomba Regional Council
   • up to five (5) Community members including 1 representative who identifies as an Aboriginal and Torres Strait Islander
   • the RADF Liaison Officer (ex officio member).
3. Where a Councillor cannot attend a meeting of the Committee, another Councillor delegated by the first Councillor may act as a member of the Committee for that meeting.
4. Appointment of the representatives to the Committee will be made by the current elected Council.
5. Expressions of interest for new Committee members will be advertised regionally (via newspapers, internet and local networks).
6. The General Manager, Environment and Community Services, or nominee, will provide appropriate advice and administrative support to assist the Committee to meet its obligations.
7. If any member of the Committee is absent from three (3) consecutive meetings without having obtained leave of absence from the Committee, the member's continued membership of that Committee will be referred to the Chief Executive Officer for determination.
8. The Committee can take presentations from third parties as required.
9. External members will need to register as volunteers.
10. When a member from a particular agency cannot attend the meeting, they can nominate another agency person to attend as their proxy or replacement representative with approval from the Committee.
11. Contractors, Consultants and employees (current or former) who have been subject to substantiated discipline / grievances with Council shall not be eligible for membership for the Committee.

Resignation and replacement of committee members

1. A Committee member may resign at any time by way of written or emailed advice to the Chairperson.
2. When a resignation is received, the resigning member may be replaced as follows:
   • where such resignation is a Toowoomba Regional Council representative (Councillor or Officer), the Chief Executive Officer may appoint a suitable replacement representative.
   • where such resignation is from a community/organisational representative, an eligible applicant from the original expression of interest shall be appointed for the remaining term. Where insufficient eligible applicants exist, an EOI process may be undertaken unless the resignation is received less than 12 months from the conclusion of the term of the Committee. If the resignation is in the last 12 months, there is no requirement to appoint a replacement. Appointment from eligible applicants shall be determined by the relevant General Manager.
   • where such resignation is from a particular agency, the nominating agency may at its discretion nominate a replacement representative.

Chairperson

Any Councillor/s appointed to the Committee may act as the Chairperson. If there are two (2) or more Councillors appointed to the Committee, the Councillors will determine who will act as Chair.

Acting Chairperson

If the Chairperson is absent or unavailable to preside, a member of the Committee chosen by the members present at the Committee meeting will preside as the Chairperson.

Quorum

The Quorum for Committee meetings will be a minimum of 51% of the membership.

Times and places for meetings

The Committee may determine the dates, times and places for its meetings.  As a maximum, meetings shall be held on a quarterly basis. Council will be responsible for providing a suitable venue.

Meeting procedures

Unless otherwise provided in these Terms of Reference, the Committee will generally adopt informal meeting procedures. Where more formal procedures are required, the procedures described in Council's Standing Orders shall apply.

Voting

1. Each member of the Committee may vote on business before the Committee, except where the member has a conflict of interest.
2. Voting at a meeting must be open and issues decided by a majority of the votes of the members present however, if the votes are equal, the Chairperson presiding has a casting vote.
3. If a member present fails to vote, the member is taken to have voted in the negative.

Conflict of interest

1. Committee members must declare their conflict of interest to the meeting and must not be present while the matter, or a related matter, is being considered by the Committee or otherwise take part in any decision of the Committee in relation to the matter or a related resolution.
2. For the purposes of this clause, a member has a conflict of interest in an issue if they have or could reasonable be taken to have a conflict between their private interest and the public interest in the matter being considered.

Open to the public

1. Meetings are to be open to the public, except where confidential matters are discussed.
2. When the Committee proposes to close a meeting to the public, the Chairperson will direct all persons, other than members of the Committee, to leave the meeting and every person must immediately comply with the direction.
3. Non-members may, with the permission of the Chairperson, address the Committee on any item of business listed on the agenda however, a non-member cannot vote on any matter at a Committee meeting.
4. Any individual attending a Committee meeting (members and non-members) that engages in conduct that is disruptive, aggressive or in contradiction of Council’s Code of Conduct and/or Values and Behaviours shall, at the discretion of the Chairperson, be requested to leave the meeting.

Confidential matters

1. Should matters of a confidential nature be discussed at a meeting, the meeting may be closed to the public in accordance with the Local Government Regulation 2012.
2. A person who is or has been a member of the Committee must not make improper use of information acquired as a member to:
   • gain, directly or indirectly, a financial advantage for the person or someone else
   • harm the local government
   • release information that the person knows, or should reasonably know, is information that is confidential.

Minutes and reporting

The Committee is exempt from keeping minutes of its meetings pursuant to section 254G of the Local Government Regulation 2012, however, a written report of its deliberations at each of its meetings and its advice or recommendations must be provided to the relevant General Manager, who will list any recommendations for Council’s consideration on an agenda of a meeting of a Council Committee.

Review of Terms of Reference

1. The Terms of Reference for this Committee may be reviewed by the sitting Committee annually, with the initial review being at its meeting 12 months after the Committee is first established.
2. Council may review the Terms of Reference at any time in response to changing legislative requirements or the business needs of Council.

Media contact

Media statements will only be made by the Chairperson.

Sub-committees

The Committee has the authority to establish special interest sub-groups and working groups as required to address specific matters identified by the Committee. These sub-groups (established under the same terms and conditions as the Committee) are to report back to the Committee. Appointments to sub-committee/s shall be approved by the relevant General Manager, after receiving the Terms of Reference and membership recommendations from the Committee.

Internal and external engagement

The Committee requires express written permission from the relevant General Manager or Manager prior to undertaking any internal or external engagement on matters directly relevant to the Committee.

Values, behaviours and Code of Conduct

All Committee members shall adhere to Council’s Code of Conduct and associated values and behaviours. Any behaviour exhibited by a Committee member which contravenes these standards may result in membership being suspended or terminated.

Remuneration

The Council will not generally authorise payment or provide remuneration to members of Committees however, where special circumstances exist, Council may resolve to pay remuneration, reimburse expenses and/or provide facilities to members of the Committee.

Insurance

The Council will ensure that all members of Committees and/or sub-committees as established from time-to-time, are covered by appropriate insurances (e.g. voluntary workers, public indemnity).

Relevant legislation

Council’s role and obligations are directed, without limitation, by the following laws and regulations, as amended from time to time:

• Local Government Act 2009
• Local Government Regulation 2012

Performance

The Committee shall review its performance at least annually to determine whether it is functioning effectively, by reference to this Terms of Reference and current best practice.

Revision History

Contact officer

Position: Regional Coordinator Art Galleries and Cultural Services

Branch: Library and Cultural Services

Our vision

The Toowoomba Region is a vibrant, inclusive and liveable region where respect for tradition and diversity is embraced.

Our mission

We partner with the community through authentic leadership and responsible governance to ensure a sustainable and bright future for our Region.

Your volunteer role

Members of the Regional Arts Development Fund Advisory Committee assist Toowoomba Regional Council by providing guidance and assistance on:

• the appropriate allocation of RADF funds in accordance with Council’s RADF Guidelines within the timelines advised by Arts Queensland
• suitable opportunities for the development of Council initiated projects and advise on local priorities
• assist in revising the RADF Guidelines when required.

Your volunteer time commitment

The Regional Arts Development Fund Advisory Committee meets as needed but usually, there will be up to four meeting each financial year. Meetings can last from 1 to 3 hours.

In addition to scheduled meetings, there may be occasional email correspondence in relation to authorising project changes and overseeing other approvals.

There may be opportunities to represent the Advisory Committee at project launches and through various optional promotional opportunities.

Notices of meetings are advised via email at least two weeks prior to the scheduled meeting time.

Skills and abilities

We are looking for volunteers with the following skills, qualifications, or experience to fill this volunteer role:

• demonstrated active interest, involvement or experience within one or more of the following artform areas: music, dance/performing arts, visual arts, and heritage. Experience can be as a practitioner, from an arts management perspective or as an educator or any combination of these. Broad knowledge of the creative and/or community sector in the Toowoomba region is highly desirable
• excellent interpersonal skills and ability to work within a professional, multi-disciplinary group drawn from a range of community and service backgrounds.
• desire to contribute to culture in the Toowoomba Region
• capability to assess grant applications in accordance with RADF Guidelines and assessment criteria and an ability to identify linkages between Council’s arts and cultural priorities and funding applications
• availability to attend meetings at least four times a year
• ability to effectively promote RADF to relevant networks and the wider Toowoomba Region
• ability to represent community groups such as young people, older people, Aboriginal and/or Torres Strait Islanders, people with a disability and culturally and linguistically diverse groups
• ability to represent geographical locations within the Toowoomba Region.

Key duties

• attend and participate in RADF meetings
• assess RADF applications and outcome reports
• ensure that funding allocated is aligned with the RADF principles, eligibility criteria, and the priorities of the Council's Plan and policies
• inform the RADF bidding and reporting cycles
• participate in RADF Committee training as required
• promote the RADF Program within your own networks
• inform the RADF Liaison Officer, prior to the meeting, if they are unable to attend.

Additional requirements/background checks for the role

Toowoomba Regional Council is serious about its duty to provide a professional service and to provide all people working and volunteering with Council a safe and healthy working environment. We are a child safe organisation.

We are committed to recruiting dedicated, professional volunteers who have the skills and experience appropriate for this role.

 For this reason, we will need to collect the following information prior to you commencing in the role:

1. resume
2. national police check.

Assistance will be provided for any arrangements and applications. No out of pocket expenses will be incurred.

Please contact Sue Lostroh Regional Coordinator Art Galleries and Cultural Services on 131 872 if you have any questions about these background checks.

Any information you provide will:

• be handled in accordance with the Australian Privacy Principles
• not be used for any purpose not related to your volunteer role
• not be released to any other organisation unless you provide your consent or as required by law.

As a volunteer of Toowoomba Regional Council, you will also be required to:

• complete the Volunteer Registration form
• read, understand, and sign the Volunteer Deed of Agreement
• read, understand, and sign the Code of Conduct for Employees
• abide by the Local Government Act 2009, Work Health and Safety Act 2011, and other relevant State and Commonwealth Acts.