Regional Arts Development Fund Advisory Committee

Background/scope

The Regional Arts Development Fund Advisory Committee is constituted under Section 264 of Local Government Regulation 2012, which empowers the 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 Regional Arts Development Fund 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 Regional Arts Development Fund (RADF) Advisory Committee will provide guidance and assistance on the functions and responsibilities listed below.

Functions

The main functions of the Committee are to provide recommendations and advice to Council on the following:

• 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.

Committee membership

(a) The RADF Advisory Committee will consist of up to 6 Members, which will include a Councillor who shall be designated as the Chairperson by the Council.

(b) Membership will consist of the following:

• a Councillor representing Toowoomba Regional Council
• Up to 5 Community members including one representative drawn from the TRC Aboriginal and Torres Strait Islander Advisory Committee
• The RADF Liaison Officer (ex officio member)
• Council Officer to provide administrative support.

The majority of the Community members of the RADF Advisory Committee must have:

• current experience in a nominated art form (music, dance/performing arts, visual arts, and heritage).

(c) Appointment will be made, on a biennial basis, after nominations have been invited in newspapers circulating in the area and on Council’s website and social media, seeking expressions of interest from residents.

(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 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.

(f) Members will need to register as volunteers.

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) 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.
• Where such resignation is from a particular interest group or agency, the nominating agency may at its discretion nominate a replacement representative.
• Where such resignation is from a Toowoomba Regional Council Officer, the Chief Executive Officer will nominate a replacement reflecting the scope of functions of the Advisory Group at that point in time

Chairperson

Council shall appoint the RADF 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

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 group will be provided with a support officer from Toowoomba Regional Council, Library and Cultural Services 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.

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

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.

(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 RADF Advisory Committee is exempted from the requirement to keep minutes of its proceedings, however, a written report of its deliberations and its advice or recommendations must be provided to the CEO, who shall present the report to the next meeting of the Council.
A summary of approved projects and their progress will be provided on Council’s website to keep the community informed of the work of the Committee.

Review terms of reference

(a) The terms of reference for this Advisory Committee shall be reviewed by the sitting Committee annually, with the initial review being at its meeting 12 months after the Committee is first established.

(b) 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 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).

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 perform an evaluation of its performance at least annually to determine whether it is functioning effectively, by reference to this Terms of Reference and current best practice.

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:

1. 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
2. excellent interpersonal skills and ability to work within a professional, multi-disciplinary group drawn from a range of community and service backgrounds.
3. desire to contribute to culture in the Toowoomba Region
4. 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
5. availability to attend meetings at least four times a year
6. ability to effectively promote RADF to relevant networks and the wider Toowoomba Region
7. 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
8. 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.