Terms of Reference

February 2010

Background

The Corio Norlane Development Advisory Board (CN DAB) was officially formed on 4 June 2008. It evolved from the Corio Norlane Neighbourhood Renewal Community Reference Committee (CRC), established to support the implementation of the whole of government and community Neighbourhood Renewal project.

The restructure of the CRC was signalled by the need for a broad community representative group to inform a number of new major government and non-government led initiatives focussed on sustainably improving the social, physical, environmental and economic situation within the Norlane and Corio communities, in addition to Neighbourhood Renewal. Formal relationships have since been established with:

Corio Norlane Education Regeneration Project
Corio Norlane Major Urban Renewal
Deakin University Research Partnership
Norlane (Housing) Regeneration Project
North Shore Train Station Taskforce
Northern Futures
Northern Suburbs Health Services Redevelopment
Northern Water Plant
Shell Community Advisory Panel

The CN DAB is the key community advisory body to support and provide advice, where necessary, to these initiatives. It should be noted that each of these initiatives has its own independent project management and reporting structures that are ultimately responsible for the delivery of the respective project. CN DAB does not assume any responsibility for the management of project budgets or key deliverables associated with these initiatives.

On the basis of the CRC’s established track record and its representative membership, the CRC was approached to fulfil this role on behalf of these new major initiatives. As a consequence, it was felt important that the CRC change its name to the Corio Norlane Development Advisory Board in order to better reflect the broader role it has assumed in relation to guiding the urban, social and economic renewal of Corio Norlane.

The CN DAB agreed that it would retain its focus and adopt the Neighbourhood Renewal principles as a means of ensuring that all major government and non government investment in Corio and Norlane contributes to reducing disadvantage. These principles include:

Promoting health and wellbeing;
Enhancing education and training;
Lifting employment and expanding the local economy;
Reducing crime and improving personal safety;
Enhancing housing and the physical environment;
Increasing access to services and improving government responsiveness; and
Increasing civic participation.

In 2009, the CN DAB created its Healthy Community Plan 2009-2013 that articulates how the CN DAB will continue to promote whole of government and community cooperation and encourage participation and investment in the complex process of reducing the inequalities experienced by this community. The Plan includes seven Action Plans developed through consultation with local residents and key stakeholders and will guide the work of the CN DAB. In August 2009, Corio Norlane became a recognised Healthy City by the World Health Organisation’s Alliance for Healthy Cities.

Collaboration Agreement 2009-2012

On Wednesday 16th December 2009, resident and key stakeholder members of the CN DAB, as well as three State Government Regional Directors, the City of Greater Geelong CEO and Councillors demonstrated ongoing commitment to Corio Norlane by signing the Corio Norlane Development Advisory Board’s Collaboration Agreement 2009-2012. The agreement documents the future collaboration and agreement between residents, government and non-government organisations, schools and businesses to achieve the CN DAB’s vision for Corio Norlane. It aims to ensure that all residents continue to have a real say in decisions and solutions that have an effect on their homes, their surroundings and the community in which they live.

Sub Committees

The CN DAB is supported and guided by five sub committees that are facilitated by nominated Lead Agencies.

Crime and Safety – Corio Police Station;
Education – Department of Education and Early Childhood Development (not confirmed);
Health and Well Being – Barwon Health;
Housing and Physical Environment – Department of Human Services (not confirmed); and
Participation and Access – Lead Agency to be investigated.

It is the responsibility of the Sub Committees to implement the Action Plans documented in the Healthy Community Plan

See Appendix 1 for Governance Structure Overview

This document sets out the Terms of Reference for the operation of the Corio Norlane Development Advisory Board, including objectives, purpose, membership, roles and responsibilities of members, and operational issues such as meeting process, frequency and documentation.

Purpose

The purpose of the Corio Norlane Development Advisory Board is to promote whole of government and community co-operation, participation and investment in reducing disadvantage and promoting sustainable social, physical, environmental and economic development in Corio and Norlane.

The Corio Norlane Development Advisory Board seeks to build the capacity of all key stakeholders to identify and respond to local issues and priorities. This is achieved through a coordinated and integrated approach that engages the community, service providers, all tiers of government and the private sector in designing and delivering sustainable solutions and strengthening the associated service provision and community infrastructure available to respond to these priorities.

Vision

“Corio and Norlane is a socially, economically and environmentally sustainable community that offers the highest possible quality of life for all residents.”

Mission

“To strengthen and grow our community together”

Objectives

The objectives of the Corio Norlane Development Advisory Board are to:

Provide strategic advice to each of the major initiatives in Corio Norlane to ensure that they achieve and maximise their social, physical, environmental and economic objectives.
Provide a forum for two-way communication between the community (through various Neighbourhood Groups and CN DAB Sub Committees), community agencies, schools, business, industry and all tiers of government.
Review and provide advice on the design and implementation of key strategies, review project outcomes and ensure a focus on sustainable initiatives that improve the long-term wellbeing of the community.
Review the findings of the Corio Norlane Neighbourhood Renewal Community Surveys and other relevant data to determine local needs and priorities.
Communicate the Corio Norlane community’s priorities to all key stakeholders including the Regional Manager’s Forum (RMF) and inform/develop strategies for inclusion in the relevant local, regional, state and national plans.
Review and provide strategic advice on reports and communication materials developed by each of the major initiatives to improve the transfer of information between the community and relevant stakeholders.
Provide strategic advice to guide the ongoing community consultation activities associated with the major initiatives.
Liaise with all key stakeholders regarding responses to local issues. Encourage partnership arrangements that will strengthen the Corio and Norlane communities.

These goals are consistent with the government’s Growing Victoria Together and A Fairer Victoria policy agendas and the National Reform Agenda.

To achieve its objectives, the CN DAB will:

Draw on key areas of international, national, state, local and community knowledge and expertise to ensure that objectives and operations of each of these major initiatives are aligned with and seek to deliver on community expectations.
Provide the established project management structures associated with each of these major initiatives with strategic advice, feedback and information that broadly reflects the views and aspirations of the four communities within the Corio Norlane area related to the achievement of its stated aims and objectives.
Encourage integration and collaboration between major government and non-government funded initiatives to promote the achievement of best value and outcomes for the community.

Guiding Principles

The CN DAB acknowledges that all people living in Victoria benefit from alleviating the level of poverty and disadvantage found in communities that are lagging behind the rest of the State. It makes sound social, economic and moral sense to not only redress disadvantage but promote a society that affords all its citizens the opportunity to participate in decision making and enjoy a high quality of life. Furthermore, the CN DAB believes that the Corio Norlane communities have the capacity, through harnessing the strengths, assets and enthusiasm of the residents, service providers, schools, businesses and government agencies living and working within those communities to turn the current situation around.

The CN DAB has recognised that a new and innovative approach is needed to reduce disadvantage and that this approach requires:

multiple and interconnected approaches to tackle the causes of disadvantage;
a focus on people and places, not just programs;
responses that are whole of government and inter-sectoral; and
that ongoing efforts are made to empower communities to be part of the solution.

The CN DAB recognises that the best results will be achieved when the capacity building approach taken is driven by both top-down and bottom-up processes and that these results are achieved through the alignment of government policy and community priorities to achieve sustainable social, physical, environmental and economic development.

The CN DAB is guided by the following set of principles and operates in a manner that:
Empowers Communities

Recognises communities are unique and therefore require locally developed approaches to enhance the broader social determinants of health in a sustainable way.

Builds whole of government and inter-sectoral partnerships

Encourages integrated top-down and bottom-up decision making and planning processes. The CN DAB coordinates these approaches to ensure that decision making and planning remain connected to the community’s values and needs. This whole of government and community approach contributes to narrowing the gap of disadvantage between the Corio Norlane communities and the rest of Victoria.
Recognises the importance of partnerships and aims to facilitate the incorporation of Healthy Cities principles into these relationships.

Collaboration

Tackles a number of the multiple and interconnected causes of disadvantage by consolidating the resources and ideas of residents, governments, businesses and community groups to address and improve conditions which affect the social determinants of health.

Connectivity

Organises responses around people and the places they live, work and play, rather than via separate organisational and program silos.
Encourages integration and collaboration between major government and non-government funded initiatives to promote the achievement of best value and outcomes for the community.

Positive Advocacy

Supports community and key stakeholders to develop the skills required to engage all tiers of government in a strategic and positive way to bring about the desired changes with a focus on collaboration and shared responsibility rather than conflict.

Opportunity

Facilitates empowerment and encourages ownership of initiatives by drawing on key areas of international, national, state, local and community knowledge and expertise to ensure that objectives and operations of each of these major initiatives are aligned with and seek to deliver on community expectations.

Good Governance

Provides the established project management structures associated with each of these major initiatives with strategic advice, feedback and information that broadly reflects the views and aspirations of the Corio Norlane community related to the achievement of the CN DAB’s vision and mission.
Provides a mechanism for accountability and evaluation giving credibility to the governance structure and encourages active support.

Structure and Meetings

1. Purpose of meetings:

The CN DAB will meet regularly to:

Provide advice and support to each of the major initiatives via the relevant project management representative (Ex-Officio);
Discuss and track operational and policy issues that impact on the major initiatives and promote joint learning, information exchange and resource sharing;
Assist with problem identification and solving, making recommendations to the relevant project management bodies and/or responsible agencies; and
Support the integration of activity and the development of partnerships that will achieve positive change in the underlying causes of disadvantage through social, physical, environmental and economic development.

2. Membership

Resident representatives will make up no less than 50% of the total membership. This ensures that local residents retain an equal voice on the CN DAB.

Resident representatives will be nominated from:

= One (1) representative from each of the five Sub Committees
= One (1) representative from each of the local Neighbourhood House Committees/Boards of Management

1      =              One (1) representative from the Central Norlane community
1      =              One (1) representative from the CALD community
1      =              One (1) representative from Wathaurong
1      =              One (1) representative from the North Shore Train Station Taskforce

The CN DAB reserves the right to not accept any nomination.

General Members will make up no more than 50% of the total membership.

The remaining membership will be invited from a broad range of Government, non-Government, private sector and community stakeholders who collectively reflect the interests and diversity of the Corio and Norlane communities. Membership should be representative of the sectors and expertise relevant to achieving the stated goals and objectives. General members will be invited to join the CN DAB by a consensus decision, or where that cannot be reached, by a two thirds majority.

The total membership will not exceed 24 (See Appendix 2 for current CN DAB Membership).

2.1 Selection
All Members will be selected on the basis of their expertise, the extent to which they represent an agency, issue or population group within the community and the value they add to achieving the CN DAB’s objectives.

Senior representation will be sought, i.e. at Executive Management or Board level, to ensure that members have the authority to make decisions and/or allocate resources on behalf of their organisation as required.

The process for membership selection will include consultation with CN DAB members and representatives of key stakeholders including Local Members of Parliament, Department of Human Services, Education, Police, Local Government, Business and Industry. Invitations to participate on the CN DAB will be extended to up to a maximum of 24 individuals who meet the relevant membership requirements.

2.2 Administrative Support
The Housing and Neighbourhood Renewal Manager, BSW will adopt the role of meeting convener and nominate an Officer to act as minute taker. These positions will be in addition to the membership of the CN DAB.

2.3 Major Project Representations
Each of the major projects with which the CN DAB has established a formal relationship will identify one member of staff, usually the project manager, as its representative (ex-officio) on the CN DAB.

2.4 Technical advisors
Observers from CN DAB member organisations may be invited to attend meetings as technical advisors to respond to questions and/or provide technical information as required.

2.5 Other attendees
From time to time representatives from other organisations may be invited to attend meetings of the CN DAB to give presentations or otherwise participate in discussions.

2.6 Term
Membership of the CN DAB will be reviewed jointly by the CN DAB on an annual basis.

3. Roles and responsibilities of Members

3.1 Chairing of meetings
The Chair and Vice Chair will hold office for a period of twelve months after which time the members of the Committee shall elect (or re-elect) a new Chairperson and Vice Chairperson.

3.2 Role of the Chair
The primary role of the Chair is to chair meetings of the CN DAB. This role includes:

Acting as the representative for the group externally within the guidelines agreed by the group and will be the point of contact for members and others;
Working closely with Secretary to develop the agenda for CN DAB meetings in conjunction with other CN DAB members;
Facilitating discussion of meeting agenda items ensuring that all CN DAB members have the opportunity to provide input and comment on agenda items;
Approving the minutes of CN DAB meetings in conjunction with other CN DAB members;
Summarising discussion and agreed actions;
Identifying priority issues and strategies to address these issues in conjunction with the major project management representatives and other CN DAB members;
Assisting in dispute resolution and negotiations with and between members; and

In addition to duties associated with meetings of the CN DAB, the Chair will also:

In consultation with CN DAB members, manage external communications from the CN DAB such as public bulletins and approaches to the CN DAB from the media;
Play a key role in ensuring the effective functioning of the CN DAB, and is expected to attend all meetings of the CN DAB wherever possible. In the absence of the Chair, the Vice Chair will undertake the Chair’s duties that may include representing the CN DAB at external forums when the Chair is unavailable;

All members of the CN DAB (with the exception of the major project management representatives) are eligible to nominate either himself or herself or another CN DAB member for the position of Chair or Deputy Chair. As the intention of the CN DAB is to represent community and stakeholder interests, the major project management representatives will not be eligible to hold either the Chair or Deputy Chair position.

The initial term of appointment of the Chair will be twelve months, after which time nominations for the position will be called again. The retiring Chair and Vice Chair will be eligible for the positions again.

3.3 Role of the Secretary
The primary role of the Secretary is the administration of the CN DAB. These duties include:

Create a yearly meeting schedule;
Create and circulate (email and post as required) an agenda to members prior to each meeting;
Document meeting minutes and distribute (email and post as required) to members:
Maintain and update the CN DAB member database;
Assist Chair in managing external communication on behalf of the CN DAB; and
Maintain www.corionorlane.org.au website

If the Secretary is absent from the meeting, the minutes will be taken by whom the Secretary delegates. If the Secretary is away due to unforeseen circumstances, a Secretary will be selected and agreed upon at the beginning of the meeting.

3.3 Role of Non office bearing members
Non Office bearing members’ will aim to:

Actively participate in CN DAB meetings including decision making;
Share information about what Agency/Organisation/Department is doing relevant to the CN DAB and its members;
Report back on strategies within the Healthy Community Plan, providing information when required;
Bring ideas, concerns and aspirations of local residents to the attention of the Sub Committee representative and request action where appropriate;
Share relevant data and research with the Sub Committee members;
Encourage residents and other Agency/Organisation/Department staff to attend Sub Committee meetings where appropriate; and
Actively work in the Corio Norlane area to achieve the Corio Norlane Development Advisory Board’s vision and mission.
Act in good faith to achieve the jointly agreed objectives of the group and will not do or say anything to bring the group, joint activities of the group, or other members into disrepute or hinder the activities of the group;
Attend meetings;
Get ‘on top’ of issues;
Read meeting papers and materials;
Support the CN DAB and associated major projects in public;
Act honestly and in good faith in the performance of their roles; and
Actively listen and show courtesy to others.

Non Office bearing members include all who attend CN DAB meetings.

Each Member of the CN DAB will be responsible for representing the interests of their sponsoring organisation, issue or population group. Each participant will nominate an ‘Alternate Delegate’ to attend meetings in their absence. Alternate Delegates will be identified by each organisation before the first meeting of the CN DAB each year to ensure consistency in representation.

It is required that people in positions of responsibility or trust will exercise reasonable skill, act honestly, and in the best interest of those for whom they are responsible or representing. Member’s participation is voluntary.

It is expected that members will:

4. Conduct, rights and responsibilities of members

4.1 Responsibilities
Each Member of the CN DAB will be responsible for representing the interests of their sponsoring organisation, issue or population group. Each participant will nominate an ‘Alternate Delegate’ to attend meetings in their absence. Alternate Delegates will be identified by each organisation before the first meeting of the CN DAB each year to ensure consistency in representation.

4.2 Attendance and substitution

To promote consistent and comprehensive engagement with the issues, committee members are strongly encouraged to attend all CN DAB meetings. Where committee members are unable to attend a meeting their Alternate should aim to attend in their place. It is the responsibility of committee members to brief their Alternate.

Where a committee member or their Alternate fails to attend three consecutive committee meetings without good cause, the committee member will relinquish their position on the committee. An individual who is able to represent the appropriate issues or population groups will be nominated to fill the vacant position. The CN DAB Members will identify a number of potential members with final selection endorsed by a two-thirds majority of CN DAB membership.

5. Agenda for meetings

Agenda will consist of agreed standing items. Any additional items for discussion can be tabled by members of the group and can originate from the group itself, major project representatives, Government Departments, service providers and other groups and committees, as agreed. Items can be tabled by emailing enquiries@corionorlane.org.au

A draft Agenda will be circulated along with reports and other meeting papers by no later than the Friday prior to the next meeting.

6. Frequency and Duration

Meetings will likely be convened at intervals of every second month. The intent is for meetings to last no more than three (3) hours.

7. Minutes of meetings:

Minutes shall be kept which record the decisions of all meetings and which are circulated to members within a reasonable time. Minutes may take the form of action items and notes, or may form a record of key discussion points and decisions made. Minutes will not be a transcript of the meeting. Minutes will be taken by Secretary and endorsed for distribution by the Chair and then circulated to members of the group via the website Members Section. Amendments to the minutes and/or movement of the minutes will occur at the next meeting. Minutes of the previous meeting will be distributed to all members within a reasonable time.

8. Executive Committees

From time to time an Executive Committee may be convened to explore particular issues of concern to the CN DAB.

The CN DAB is supported by six sub committees created to provide a specific and transparent response to each of the Plan’s key action areas and are responsible for the implementation of the Healthy Community Plan. Each sub committee is comprised of residents and relevant stakeholders from the community, the membership of which is wider than that of the CN DAB alone.

The Chairperson of each sub committee forms part of the membership of the CN DAB. Each sub committee provides regular reports to the CN DAB in response to the implementation of the relevant Action Plans and identified priorities and any emerging issues that have been brought to the sub committee’s attention. The Chairperson of each respective sub committee highlights any item requiring further discussion by the CN DAB. It is the responsibility of each CN DAB representative to make reports available to interested parties and provide feedback to sub committees.

9. Decision making

Decisions will in the first instance be made by consensus. In the absence of a clear consensus a decision will be put to a vote. Only those members with voting rights attending the meetings will be entitled to vote and each member will be entitled to one vote only. A two thirds majority will constitute the decision. The Chair will have the casting vote where one is required to reach a decision.

The group may agree to other participants or observers attending all or part of any meeting without voting rights. Business to be discussed will be circulated in advance, in the form of an agenda, or agreed by the parties present.

The committee may determine an action responsibility for member’s to follow up on.

10. Communication Strategy

The CN DAB has an interactive website that will provides members with access to historical records and reports as well as provide the wider community with information about the development activities in Corio Norlane.

11. Quorum

The quorum for meetings will be eight members.

12. Resolving problems and disputes:

Disagreements and problems will be dealt with in a courteous manner. At all times focus must not be on blame or face saving activity but real and satisfactory joint resolution. Further, it is important that any issue is resolved in a timely manner to avoid escalation beyond remedy.

Any disagreement or dispute, in the first instance, will be raised with the Chair. Where the Chair or the group cannot resolve a dispute, or by referring to this Terms of Reference the dispute is not solved within seven days, any party to the dispute may give notice to the other(s) that an attempt be made to solve the dispute with the help of a mediator to be decided jointly by the parties. If the parties do not agree on a mediator within seven days the group shall appoint an independent mediator. Each of the parties must pay an equal share of any fees and expenses to which the mediator is entitled.

The role of the mediator is only to guide the parties toward settling the dispute for themselves. All parties must be given a reasonable opportunity to be heard and ensure that natural justice is accorded during the mediation process.

13. Resignation

Any member is free to resign at any time providing that the following procedure is followed:

The member will give two weeks written notice to the Chair of the CN DAB stating the reason for the resignation.

On receipt of the resignation the committee will confirm in the minutes that membership has ceased.
The committee will determine if replacement membership is required.

14. Variation to Terms of Reference

The Terms of Reference will have a life of twelve months and be reviewed in annually.
Any variations to the Terms of Reference in this time must be proposed in writing and circulated to all members prior to meeting to vote on the amendment.
Any decision to amend the Terms of Reference shall require a two thirds majority vote.
Any variation agreed unanimously may be circulated to members for written endorsement.

15. Review of Membership and Terms of Reference

Membership of this group and appropriateness of these Terms of Reference will be reviewed at twelve monthly intervals.

Appendix

Governance Structure (See Governance & Collaboration Page)
Current CN DAB Membership (See Members page)

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