Background/scope

The Regional Youth Advisory Committee is constituted under Section 264 of Local Government Regulation 2012, which empowers the Council to appoint advisory committees.

Tenure of committee

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

(Subject to any Council resolution to the contrary, if a committee is appointed for a particular purpose or for a limited time, the committee is abolished and appointment of members to the committee is terminated upon the fulfilment of that purpose or the expiration of that time.)

Membership

1. The Regional Youth Advisory Committee will consist of 15 members, which will include a minimum of one (1) Councillor and a maximum of two (2) Councillors, who may be designated as the chairperson.  Where the Councillor cannot attend a meeting of the Regional Youth Advisory Committee, another Councillor delegated by Council or the first Councillor may act as a member of the committee for that meeting.
2. Appointment will be made, on a biennial basis, after nominations have been invited in newspapers circulating in the area and on Council’s website, seeking expressions of interest from residents.
3. All members of the Regional Youth Advisory Committee may vote on business before the committee, except where the member has a conflict of interest.
4. If any member of the committee is absent from three 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.
5. The Chief Executive Officer may appoint a member of staff to provide administrative support to the committee however, the support staff will not be a member of the advisory committee or have voting entitlements.

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) Council may appoint a suitable replacement representative.

• Where such resignation is from a community representative, Council will call for expressions of interest for a suitable replacement unless the resignation is received less than six months from the conclusion of the biennial term of the committee.

Chairperson

If Council does not appoint the Councillor as the chairperson, a chair will be appointed by the committee.  The chairperson will preside at an advisory committee meeting.

Acting chairperson

If the chairperson is absent or unavailable to preside, a member of the advisory committee chosen by the members present at the committee meeting will preside.

Quorum

The Quorum of any advisory committee meeting will be a minimum of 51% of the membership.

Times and places for meetings

The advisory committee may determine the dates, times and places for its meetings. Council will be responsible for providing a suitable venue.

Meeting procedures

Unless otherwise provided in these terms of reference, the advisory 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 advisory committee has a vote on each question to be decided.
2. Voting at a meeting must be open and questions decided by a majority of the votes of the members present however, if the votes are equal, the member presiding has a casting vote.

Conflict of interest

1. Where committee members have a conflict of interest, or could reasonably be taken to have a conflict of interest, in an issue being considered or to be considered at the meeting, the member must declare the 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 about the matter or a related resolution.
2. For the purposes of this clause, a member has a conflict of interest in an issue if there is a conflict between the member's private interest and the public interest.

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 chair will direct all persons, other than members of the committee, to leave the meeting and every person will immediately comply with the direction.
3. Non-members may, with the permission of the chairperson, address the advisory committee on any item of business listed on the agenda however, a non-member will not vote on any matter at an advisory committee 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 Section 275 (1) of Local Government Regulation 2012[1].
2. A person who is or has been a member of an advisory 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.

Media contact

Media statements will only be made by the chairperson.

Reporting

The Regional Youth Advisory Committee will submit a report (minutes listing actions, responsibilities, timeframes and outcomes) on each of its meetings to the Chief Executive Officer, who will list any recommendations for Council’s consideration on an agenda of a meeting of a Council committee.

Sub-committees

The advisory committee has the authority to establish special interest sub-groups and working groups as required to address specific matters identified by the advisory committee.  These sub-groups (established under the same terms and conditions as the advisory committee) are to report back to the advisory committee. 

Remuneration

The Council will not generally authorise payment or provide remuneration to members of advisory committees however, where special circumstances exist, Council my resolve to pay remuneration, reimburse expenses and/or provide facilities to members of advisory committees.

Insurance

The Council will ensure that all members of advisory committees are covered by appropriate insurances (e.g. voluntary workers, public indemnity).