Toowoomba Region Aerodromes Advisory Committee

Background / Scope
The Toowoomba Region Aerodromes Advisory Committee is constituted under Section 264 of Local Government Regulation 2012, which empowers the Toowoomba Regional Council to appoint advisory committees.

Tenure of committee
The Toowoomba Region Aerodromes 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.)

Purpose
The Toowoomba Region Aerodromes Advisory Committee will provide the community with a clear portal into Council regarding Toowoomba Region Aerodromes (Toowoomba City, Millmerran and Pittsworth Aerodromes and the Crows Nest Emergency Helipad) issues and will provide Council with guidance and assistance on the functions and responsibilities listed below.

Functions
The primary functions of the Toowoomba Region Aerodromes Advisory Committee are to:

• represent the interests of aircraft operators and aerodrome businesses to Council and the broader community
• provide input to Council on aircraft operator and business owner development issues and Council projects for the Toowoomba Region Aerodromes
• provide perspective into Council's continuous improvement processes concerning Toowoomba Region Aerodromes matters
• assist Council in the identification of emerging issues and trends relative to the needs of aviation in the region
• provide assistance and/or advice with specific projects identified by Council and/or the Advisory Committee
• assist Council in disseminating appropriate material to facilitate community dialogue in regard to aviation and Toowoomba Region Aerodromes matters.

Committee membership
The Toowoomba Region Aerodromes Advisory Committee will consist of up to seven members including a community member, and a minimum of one Councillor. The membership of the Committee will be appointed by a resolution of Council.

Where any Councillor cannot attend a meeting of the Advisory Committee, another Councillor delegated by the first Councillor may act as a member of the Advisory Committee for that meeting.

Further:

• Appointment to the Advisory Committee will be made for the term of the current elected Council.
• Expressions of interest for new Advisory Committee members will be advertised regionally (via newspapers, internet and local networks).
• Council will provide appropriate support and resourcing to the Advisory Committee.
• The Chief Executive Officer may nominate relevant staff to assist the Advisory Committee however, support staff will not be members of the Advisory Committee or have voting entitlements.

All members of the Advisory Committee may vote on business before the Committee, except where the member has a conflict of interest.

If any member of the Advisory Committee is absent from three consecutive meetings without having obtained a leave of absence from the Committee, the member’s continued membership on the Advisory Committee will be referred to the Chief Executive Officer for determination.

The Terms of Reference and operation of the Advisory Committee will be reviewed on an annual basis with the aim of ensuring its ongoing relevance and sustainability.

Resignation and replacement of committee members

(a) A committee member may resign at any time by way of written or emailed advice to the Chairperson.

(b) 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 may call for expressions of interest for a suitable replacement unless the resignation is received less than six months from the conclusion of the term of the committee.

Chairperson

The Chairperson must be a Councillor, appointed by Council resolution, to serve the term of the Advisory Committee.

Acting Chairperson

If the Chairperson is absent or unavailable to preside, an alternative Councillor appointed by the Chairperson, 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 Toowoomba Region Aerodromes Advisory Committee (at its first meeting) will determine the dates, times and places for its meetings. Council will be responsible for providing a suitable venue and administrative support for meetings.

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
Each member of the Advisory Committee has a vote on each issue to be decided.

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 member presiding has a casting vote.

If a member present fails to vote, the member is taken to have voted in the negative.

Conflict of interest

Where Advisory 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 a 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 Advisory Committee or otherwise take part in any decision of the Advisory Committee in relation to the matter or a related resolution.

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

Meetings are to be open to the public, except where confidential matters are discussed.

When the Advisory Committee proposes to close a meeting to the public, the Chair will direct all persons, other than members of the Advisory Committee, to leave the meeting and every person must immediately comply with the direction.

Non-members may, with the permission of the Chairperson, address the Advisory Committee on any item of business listed on the agenda however, any non-member must not vote on any matter at an Advisory Committee meeting.

Confidential matters

(a) 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 2012¹.
(b) 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.

Reporting

The Toowoomba Region Aerodromes 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.

Media contact

Media statements will only be made by the Chairperson.

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 may resolve to pay remuneration, reimburse expenses and/or provide facilities to members of an Advisory Committee.

Insurance

The Council will ensure that all members of the Toowoomba Region Aerodromes Advisory Committee 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
• Civil Aviation Act 1988
• Civil Aviation Safety Regulations 1998
• Civil Aviation Safety Regulation - Manual of Standards (MOS) - Part 139 - Aerodromes
• Aviation Transport Security Act 2004
• Aviation Transport Security Regulation 2005.

¹ 275 Closed meetings
(1) A local government or Committee may resolve that a meeting be closed to the public if its councillors or members consider it necessary to close the meeting to discuss:

1. the appointment, dismissal or discipline of employees; or
2. industrial matters affecting employees; or
3. the local government's budget; or
4. rating concessions; or
5. contracts proposed to be made by it; or
6. starting or defending legal proceedings involving it; or
7. any action to be taken by the local government under the Integrated Planning Act 1997, including deciding applications made to it under that Act; or
8. other business for which a public discussion would be likely to prejudice the interests of the local government or someone else, or enable a person to gain a financial advantage.