Hobsons Bay City Council
Sustainable Environment Advisory Committee
Terms of Reference
November 2012
1.
Introduction / Background
The Council developed its first Environment Strategy in 2006, establishing a framework,
bringing together existing programs, incorporating new advances in environmental
management, identifying gaps or new issues and priorities for the municipality. In 2006,
Hobsons Bay City Council formed its first Sustainable Environment Advisory Group (SEAG)
as a result of a recommendation in the Environment Strategy 2006 - 2010.
SEAG does not operate in isolation from other similar groups or functions of the Council. For
example the Strategic Advisory Group has a role in land use planning.
While comprising diverse interests and representatives, the SEAG will not be seen as the
only means for the Council to engage and consult its community on environmental issues or
initiatives. Rather, the Council will continue to consult with the broader Hobsons Bay
community, beyond the SEAG, on important matters warranting consultation. The Council
will seek informed and broadly representative input through the community in line with the
Hobsons Bay Community Engagement Framework.
2.
Strategic context
The Council’s vision for Hobsons Bay, articulated in the Community Health and Wellbeing
Plan 2013 -2017, is:
“Valuing the wellbeing of our people and our place, now and in the future: a safe,
clean, accessible and connected municipality, which values diversity, protects its
heritage and environment, fosters a strong sense of community and provides
opportunities to achieve the best possible health and wellbeing.
A place that people are proud to call home.”
Goal 2 of the plan is “A well planned, vibrant and sustainable place” with an objective to
“Reduce the Council’s ecological footprint and ensure that our community has the capacity
to adapt to the effects of climate change”.
Recently, significant strategies and policies have been developed to strengthen the Council’s
commitment towards improved environmental sustainability and create the sustainability
framework. Others are in development. These include:

Climate Change Policy 2013

Corporate Greenhouse Strategy 2013 - 2020

Community Greenhouse Strategy 2013 – 2030

Climate Change Adaptation Plan 2013 - 2018

Living Hobsons Bay: an integrated water management plan 2014 – 2019

Environmental Engagement Strategy 2013 – 2018

Waste and Litter Management Plan 2012-2017

Open Space Plan 2005 - 2010 (under review) and associated park master plans

Biodiversity Strategy (to be developed)
2
3.
Purpose and Objectives
The purpose of the SEAG is to advise the Council on long term and strategic issues that
affect the Hobsons Bay community with respect to environmental sustainability, in the
accordance with the following objectives:

To provide the Hobsons Bay City Council with informed and constructive advice, input
and support on environmental sustainability issues and initiatives relevant to the
management and stewardship of the natural environment within the municipality.

To promote and support collaboration and cooperation between the Council and the
community on the development and implementation of policy, strategy and action plans,
specifically the Hobsons Bay Climate Change Policy, Environment Strategy, Community
Greenhouse Strategy, Environmental Engagement Strategy, Living Hobsons Bay: an
integrated water management plan, relevant aspects of the Climate Change Adaptation
Plan and Waste and Litter Management Plan.

To provide informed local community comment on selected major project proposals and
strategies being drafted by the Council related to water quality and water conservation,
climate change mitigation and adaptation, greenhouse and waste and litter management.

To inform the broader community of sustainability issues and directions under
consideration by the Council.

To advise and assist the Council in developing and delivering environment education
and behaviour change programs which seek to foster more sustainable resource use
practices and community participation by local residents, business and industry.
The Council’s priority strategies or work tasks for the current SEAG term are included in
Appendix one.
4 Responsibilities and Method of Appointment
The responsibilities of the SEAG will be:

Provide informed and constructive advice on aspects of the Hobsons Bay Climate
Change Policy, Environment Strategy, Community Greenhouse Strategy, Environmental
Engagement Strategy, Living Hobsons Bay: an integrated water management plan,
relevant aspects of the Climate Change Adaptation Plan and Waste and Litter
Management Plan.

To advise the Council on community priorities and key issues related to environmental
sustainability.

To raise community awareness of environmental sustainability.

Represent a range of sectors and opinions directly relating to sustainability and
environment, including community, agency, industry, etc.

Provide specific and targeted feedback on a range of Council policies, strategies, and
key environmental stewardship initiatives;

Support the Council’s efforts to maintain strong and close networks between individuals,
groups, organisations, businesses and government agencies in pursuit of environmental
stewardship outcomes.
3
5 Membership
The membership of the SEAG will be appointed by the Council and comprise of:

One Councillor (Chair)

Nine representatives from a diverse range of community and environmental groups.

Council Officers specifically Manager City Strategy and Coordinator Environment
Planning and Sustainability. An Environmental Planning officer will be present and
participation rotated on a meeting and/or agenda item basis.
SEAG membership term will be three (3) years.
Should a position become vacant within a SEAG term, the Council will call for nominations
through advertising, aiming to fill the position within a reasonable time frame and consistent
with the membership base and representative type.
If a member is absent for three (3) consecutive meetings their position will be deemed
vacant and a call for nominations will be pursued.
5.1
Selection Process
The selection process will involve the Council calling for nominations through advertising in
the Council’s Pelican Post, website and Living Green e-newsletter or similar and making
nomination forms available to the community. Interested candidates will be required to
complete a nomination form by answering the following four questions:

What is your interest in becoming a member of the Hobsons Bay City Council’s
Sustainable Environment Advisory Group (SEAG)?

What is your understanding of environmental sustainability related issues, for the
Council, as an individual and the local and regional community?

What is your understanding of the Council’s role in environmental sustainability?

What skills and experiences will you contribute to the role of Hobsons Bay City Council’s
Sustainable Environment Advisory Group and representation of your organisation or
sector?
Nominations will be assessed against the following selection criteria:

Interest in becoming a member of the SEAG is in line with the vision of the Council and
environment strategies.

A good understanding of environmental sustainability related issues from a professional
or individual perspective and the Council’s role.

Good experience in representing environmental sustainability related issues at different
levels.

Demonstrated understanding of diverse environmental and sustainability issues
pertaining to Hobsons Bay.

Understanding of the role of local government in environmental management.

Skills, qualifications and experience in environmental management and related fields.

Relevant experience in committees and/or demonstrated ability to participate in, and
constructively contribute to a group, committee or organisation.

Ability to regularly attend and participate in meetings as scheduled.

Either live or work within the municipality, or have a demonstrated connection to the
municipality through professional, technical or industry alliances.

Ability to communicate with, understand and reflect the opinions of others from the
4
broader community. This may be as a result of association with related or relevant
community organisations or employment.
The Council will then undergo a process of short listing, which may involve conducting
telephone or in person interviews with the potential candidates. The Council will be looking
for a mix of individuals that complement each other’s experiences and abilities.
5.2
Training
At the commencement of the term, the Council will provide, at the first meeting of SEAG,
induction training to new and returning SEAG members.
Induction will address:

Introduction to each member and backgrounds.

Familiarity with the SEAG Terms of Reference.

Introduction to relevant Council staff and roles and responsibilities.

Relationship of SEAG to other Council committees and functions.

Briefings on the Council’s environment, greenhouse, water, waste and litter strategies,
polices and action plans, including their relationship to the Council plan.

Projects undertaken within the last three years.

Priorities and tasks for the next three years.
5.3
Specific Purpose Subcommittees
A specific purpose subcommittee can be established by the SEAG on a needs required
basis to undertake additional work associated with the SEAG’s current activities and will
proceed as follows:

The specific purpose subcommittees may be comprised with an additional noncommittee member, co-opted by the SEAG, to assist or provide advice with a particular
matter.

All outcomes of any work tasks undertaken by subcommittees are to be reported to the
SEAG.

The specific purpose subcommittee will act in an advisory capacity only and has no
delegated authority to make decisions.

Any secretariat support required by the subcommittees is to be provided by the Council’s
Environmental Unit.

The term of the specific purpose subcommittee will end at the completion of its task.
6 Meeting Procedures Including Chairing
The procedures for all regular SEAG meetings will be as follows:

The SEAG will meet every eight weeks.

All SEAG meetings will be held at the Hobsons Bay Civic Centre, unless otherwise
advised.

An annual meeting timetable will be prepared.
The Councillor will have the responsibility of chairing all SEAG meetings. If the Councillor
(Chairperson) is not present at a meeting, any other Councillor representative shall be the
5
appointed Chairperson. In the absence of any other Councillor representative/s, a Council
Officer will undertake the role of chairing the meeting. The position of chairperson will be
reviewed annually immediately following Councillor appointments to committees.
7 Agendas and Minutes
The Council will be responsible for setting the agenda for each meeting. The membership
will be invited to contribute to the agenda. Contributions to an upcoming agenda must be
submitted to the Council no later than two weeks prior to the proposed meeting date, for
consideration and/or inclusion.
Each meeting will include Council updates on current programs and initiatives; substantive
discussion about major current issues and directions; and an opportunity to raise other
business matters.
The agenda and other relevant documents will be forwarded to all SEAG members via email or regular post seven days prior to the meeting. Minutes will be written for each meeting
of the SEAG and must:

contain details of the proceedings and resolutions made

be clearly expressed

be self-explanatory

in relation to resolutions recorded in the minutes, incorporate relevant reports or a
summary of the relevant reports considered in the decision making process; and

where possible, be available in alternate formats and easy English
Minutes must be approved by the Chair before being published or distributed and then
formally endorsed at a subsequent meeting. Where it is determined that minutes will be
made available to the public, a copy should be placed on the Council’s website.
8 Delegated Authority and Decision Making Powers
The SEAG will act in an advisory capacity only. The SEAG has no delegated authority to
make decisions as if they were the Council. The quorum will consist of four (4) SEAG
members, and decisions will be made by consensus.
In cases where a decision requires a vote, SEAG members, including the Councillor, have
voting rights. Voting will be conducted so that no vote is secret and:

All members of the SEAG shall have one vote. If the votes of the members present are
equally divided, the chairperson may cast a second vote. Use of the second vote shall be
recorded in the Minutes.

A decision of the SEAG does not have affect unless a simple majority has made it.

Decisions of the SEAG are not binding on the Council.
Council officers may provide support and advice to the SEAG, but do not have any voting
rights.
9 Meeting cancellation or postponement
Members are to advise the Council within four days of a scheduled SEAG meeting if they will
be in attendance or an apology. Where a quorum is not likely to be achieved, the meeting
will be cancelled and postponed to the next scheduled SEAG meeting or another earlier
date.
6
10 Conduct and Interest Provisions
In performing the role of a SEAG, its members must:

Act honestly

Exercise reasonable care and diligence

Not make improper use of their position

Not make improper use of information acquired because of their position.
Where a member of the SEAG has an interest or conflict of interest in relation to a matter in
which the SEAG is concerned, or is likely to be considered or discussed, the member must
disclose the interest to the SEAG before the matter is considered or discussed at the
meeting. Disclosure must include the nature of the relevant interest and be recorded in the
minutes of the meeting.
11 Confidential and Sensitive Information
SEAG and its members are required to comply with the confidential information provisions
contained in Sections 77 and 89 of the Local Government Act 1989. It is recognised that
members of the SEAG may be in receipt of confidential or sensitive information that should
not be disclosed without the consent of the Council or the Chief Executive Officer including:

Information that would be of direct disadvantage to the Council and/or individuals and
families if made public.

Politically sensitive information that may impact negatively on the Council and/or
individuals and families if made public.

Information that is still only partly formulated and may, if released, give a misleading view
to the community of what the Council is planning; and

Any other information that would disadvantage the Council and/or individuals and
organisations if made public.
SEAG Members shall be required to discuss any potential confidential or sensitive issues
with the appropriate Director before releasing information to any third parties.
12 Reporting Procedure
A formal report will be written on an annual basis in line with the stated SEAG objectives.
The report must be formally adopted by the SEAG and should directly reflect the objectives
set out in the Terms of Reference. The report will be presented to the Council for noting.
13 Intermeeting communications
Briefing papers submitted via email or post to members at least seven days prior to SEAG
meetings will detail more complex matters for discussion at a meeting or by correspondence.
From time-to-time items that do not make it to SEAG meetings due to time restraints and
deadlines, necessitates a quick response from SEAG members for Council action or is
information of interest to members may be distributed.
Every endeavour will be made to inform SEAG members of current information and events
and from across the Council. Members are encouraged to subscribe to the Living Green enewsletter and review the Council’s formal reports and other communications mediums.
7
14 Secretariat and Other Support
The Council’s Sustainability unit will undertake the secretariat role for the SEAG. The
Council’s Coordinator for the Sustainability unit will be the primary contact for SEAG
members, arranging meetings, sending agenda, minutes and other relevant material.
The Council will provide support to SEAG members with attending and participating at
meetings. The Council will achieve this by ensuring all meetings are held in an accessible
venue, and SEAG members have access to transport to and from meetings, along with
access to attendant care, child care, respite care, and a sign or language interpreter.
15 Sunset Clause
The SEAG has a sunset clause of end October 2016. If the SEAG has a relevant function at
the end of that period, a report must be presented to the Council prior to that period ending,
that includes a review of the SEAG’s Terms of Reference and seeking endorsement from the
Council to continue to act in an advisory capacity for a further period.
16 Provision of meals and refreshments
A light supper and refreshments will be provided to meeting participants and funded by the
Council’s Strategy and Advocacy department.
8
Appendix 1 - The Council’s priority strategies or work
tasks for the current SEAG term (2014 – 2016)

Assist the review of the Council’s Environment Strategy

Assist the Council’s project planning and delivery of household and business
environmental sustainable behaviour change programs

Assist the implementation of the Council’s Community Greenhouse Strategy

Assist the implementation of the Council’s Waste and Litter Management Plan

Assist the implementation of relevant aspects of the Climate Change Adaptation Plan

Assist the implementation of the Environmental Engagement Strategy