Environment Advisory Committee

Background/scope

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

Tenure of committee

The Environment Advisory Committee is established by Council for a term expiring upon Council entering the caretaker period prior to the next Queensland Local Government quadrennial election, 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 Environment Advisory Committee will provide guidance and assistance on the Functions and responsibilities listed below.

Functions

The functions of the Environment Advisory Committee are: on:

• to provide recommendations and advice to Council on policy aimed at the protection and enhancement of the Region’s natural assets;
• to promoting a wider appreciation of the diversity of the region’s living landscapes;
• to identifying and discus development issues where there is a conflict between the built form and natural environment including input to urban greening policies;
• advise Council on matters of local environmental significance, biodiversity and sustainable urban design (built environments);
• provide feedback to Council on policy and strategy aimed at improving climate resilience; and responding to the challenge of Climate Change;
• advise Council on matters relating to sustainability such as energy, waste and water cycle management; 
• identify issues within the Toowoomba Regional Council area requiring further research and action; 
• liaising and seek input, when necessary, from the community, and other groups and organisations including community groups who share similar values/interests/concerns;
• investigate sources of funding and opportunities for partnership for strategic environmental research and projects.

Committee membership

(a) The Environment Advisory Committee will consist of up to eighteen (18) Members, which will include up to four (4) Councillors.

(b) Membership will consist of the following:

1. Four (4) Councillors, one (1) of whom shall be designated as the Chairperson by Council
2. Thirteen (13) Community members
3. One (1) officer from the Strategic Planning and Economic Development Branch.

The majority of the community members of the Environment Advisory Committee must have:

• accredited qualifications in the environmental or scientific field (or equivalent); or
• documented experience in showing environmental outcomes; or
• current experience in farming or grazing and land management or similar

Council Officers who are subject matter experts may be invited to attend Advisory Committee meetings reflecting the scope of functions of the Advisory Committee at any point in time. Council Officers will not be members of the Advisory Committee and may include representatives from:

1. Strategic Planning & Economic Development
2. Infrastructure Services Group
3. Parks & Recreation
4. Water & Waste Services.

(c) Appointment of a representative will be made by Council after nominations have been invited in newspapers circulating in the area seeking expressions of interest.

(d) All Members of the Advisory Committee may vote on business before the Committee, except where the Member has a conflict of interest.

(e) If any Member of the Advisory Committee or their proxy 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 (Council) for determination.

(f) The Manager, Strategic Planning and Economic Development, or nominee, will provide appropriate advice and administrative support to assist the Advisory Committee to meet its obligations

(g) Members will need to register as volunteers.

Resignation and replacement of the advisory 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 will fill the vacancy from previously submitted expressions of interest or should there be no further suitable / available candidates, call for expressions of interest for a suitable replacement unless the resignation is received less than six (6) months from the conclusion of the biennial term of the committee.

Chairperson

Council shall appoint the Environmental Advisory Committee chair.

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

General meeting will be held quarterly at a time and place decided by the majority of the advisory committee at its first meeting

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.

The Advisory Committee will be provided with a support officer from Toowoomba Regional Council, Strategic Planning and Economic Development Branch to assist in the administration of meetings.

The support staff will not be a Member of the Advisory Committee.

Voting

(a) Each Member of the Advisory Committee has a vote on each question to be decided.

(b) 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

(a) 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 in relation to the matter or a related resolution.

(b) 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

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

(b) 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.

(c)  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

(a)  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[1].

(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;
• to harm the local government; or
• to release information that the person knows, or should reasonably know, is information that is confidential.

Reporting

Agendas are to be distributed to the Advisory Committee Members 5 business days prior to the

scheduled meeting. A call for matters to be listed on the agenda will be distributed 10 business days

prior to the scheduled meeting.

Minutes are to be kept of all meetings and will be made available to the public on Council’s website within 10 days after the end of the meeting.

The Environment 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 Advisory Committees.

Insurance

The Council will ensure that all Members of Advisory Committees are covered by appropriate insurances (e.g. voluntary workers, public indemnity).

[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—

(a)   the appointment, dismissal or discipline of employees; or

(b)   industrial matters affecting employees; or

(c)   the local government’s budget; or

(d)   rating concessions; or

(e)   contracts proposed to be made by it; or

(f)    starting or defending legal proceedings involving the local government; or

(g)   any action to be taken by the local government under the Planning Act, including deciding applications made to it under that Act; or

(h)   other business for which a public discussion would be likely to prejudice the interests of the local government or someone else in or enable a person to gain a financial advantage.