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Terms of reference — Australia Day Awards Committee

View the terms of reference for the Australia Day Awards Committee Nomination form.

Purpose

The Australia Day Awards Committee will undertake the processes and activities relating to the seeking and assessment of nominations at the annual Australia Day Awards on behalf of the Mitchell Shire Council.

Relationship of Committee to Council

The Committee will be an Advisory Committee of Council. The Committee will provide advice, local knowledge and support to Council.

Roles and tasks
  • To assist with the promotion of the Shire’s Australia Day Awards through their networks and encourage members of the community to make nominations.
  • To assess the nominations received against established criteria and recommend the award winners to the full Council for decision.

Decisions will be made by consensus. Where the Committee is unable to reach a consensus, a vote shall be conducted, and a simple majority will be sufficient.

Award Categories

Nominations for Australia Day Awards will be invited via public notice in the local newspaper, Council website and Council social media.

Determining Award categories shall be the responsibility of Mitchell Shire Council, and the Council may seek the advice of the Committee.

The Awards categories are as follows:

  • Citizen of the Year
  • Young Citizen of the Year
  • Community Event of the Year
  • Access & Inclusion Champion
Location of Award Presentation

Interested communities will be invited to nominate to host the Australia Day Awards and Citizenship Ceremony via public notice in the local newspaper, Council website and Council social media.

Interested communities will be invited to nominate to host the Australia Day Awards.

The location of the Australia Day Awards presentation which encompasses the Citizenship Ceremony will be determined by the Committee.

Chairperson

Meetings will be chaired by the Mayor.

Meetings

The meeting frequency will be determined by the Committee.

Specific additional meetings may be required on an as needs basis.

Nomination Process

Nominations for appointment to the Committee will be called by public notice in the local media, Council website, Council social media and by letter to relevant local community organisations.

Nominees shall nominate on the appropriate form to Council within the advertised period. Appointments will be made by Council and selected based on the membership criteria below.

Membership will be for a two-year period (with a further option of two years)

Members can re-nominate after their term ends, in accordance with the nomination process.

Membership

The Committee will comprise:

  • Four Councillors nominated by Council on an annual basis including the Mayor (who will act as Chair) and three other Councillors so that there is at least one Councillor from each Ward on the Committee. Where possible it is preferred at least one of these Councillors has previous experience on the Australia Day Committee and if possible as a Chair
  • A minimum of three and maximum of six community representatives appointed by Council for a two-year term (plus two-year option) representing the communities of Pyalong, Tooborac, Seymour, Broadford, Kilmore, Wallan, Beveridge, Wandong/Heathcote Junction and rural-based communities
  • Manager Governance and Risk
Membership Criteria

The following membership criteria will be used in making community appointments to the Committee:

Must reside within the municipality.

Have a keen community interest and can represent the communities of Pyalong, Tooborac, Seymour, Broadford, Kilmore, Wallan, Beveridge, Wandong/Heathcote Junction and rural communities.

Ability to attend and participate in meetings as scheduled.

Voting is by attendance or active online participation (e.g.: Skype or teleconference)

Resignation

Committee members will cease to be a member if they:

  • Resign from the Committee
  • Reach the end of the term of their appointment.
  • Cease to live, work, study and/or volunteer within the municipality and/or
  • Breach confidentiality
  • Any vacant positions will be filled by Council as interim appointments until the next nomination round.
Conflict of Interest and Confidentiality

In the event of a conflict of interest arising for any member of the Committee, the member will disclose the interest and clearly state the nature of the interest at the meeting before the matter is considered. Any member who discloses a conflict of interest in a matter, must leave the room and not participate in any discussion.

The content of the meeting is confidential and is not to be shared with members of the public.

Administrative Support

Our Governance department will provide the necessary support to assist the Committee to function effectively including:

  • Maintaining contact details of members
  • Preparing and distributing agendas and prior reading material
  • Preparing and distributing meeting minutes
  • Circulating other material to Committee members as necessary
  • Managing all other administrative processes associated with the Committee meetings.
Media

The Mayor is the official spokesperson for media releases where the matter is of a political, controversial or sensitive nature. Committee members are not to represent the Committee to the media without prior approval of the Mayor.

Reporting

Minutes of the meeting in the form of an Assembly of Council will be taken and reported to Council.

Review

A review of the role, function, membership and productivity of the Committee and the Terms of Reference will be conducted at least once every two years.

These terms of reference may be revoked at any time by Council.

This page was last updated on 8 June 2021.