Terms of Reference Name: Suburb Naming Advisory Committee Approved by: Last reviewed: 1. PURPOSE To assist Council develop a list of suburb names to apply for the formation of eleven new localities, submitted to the Department of Sustainability and Environment (DSE) under s.5 of the Geographic Place Names Act 1998, and to support community engagement and the application more generally. 2. RESPONSIBILITY The Suburb Names Advisory Committee will be responsible for: Offering specialist advice and recommendations to inform the development of a preliminary suburb name shortlist for consideration by Council, Providing insight into community preferences and feedback, Receiving and assessing submissions received for potential suburb names during the public consultation phase, Development of a final suburb name shortlist for consideration by Council, Contributing to any related submissions as requested by Council. 3. COMPOSITION 3.1. Membership Name Type of Appointment Mayor Chairperson Councillor Deputy Chairperson Councillor x 2 Councillor Representative Manager Customer Engagement Council Officer Manager Planning Services Council Officer Heritage Advisor Council Officer Local Indigenous Groups x 2 Representative (Elder) Melton Historical Society Representative Terms of Reference - Suburb Names Advisory Committee Page 1 of 4 Melton Family History Group Representative Chamber of Commerce Representative Urban Development Industry Australia Office-holder Community Members x 2 Public 3.2. Terms Appointments will be for the full term of the Committee. The Committee will be decommissioned upon DSE approval of the Council application. 3.3. Selection and Appointment Selection and appointment varies according to type: a) Chairperson, Mayoral representation by direct appointment, b) Deputy Chairperson and Councillor representation to be determined by direct Council appointment, c) Council Officer representation by direct appointment, d) Representative nominations by direct invitation and appointment, e) Public appointments by advertised expression of interest process. Applications considered by Council Committee representatives for recommendation to Council Executive. Appointment by Council Executive. 3.4. Chairperson The Mayor is appointed Chairperson. The alternate Councillor will be the Deputy Chair and will act for the chairperson in their absence. The Chairperson is responsible for: Setting meeting dates and venues Setting the Agenda Moderating discussions. 3.5. Term of Office The Chairperson and Deputy Chairperson will remain so appointed for the duration of the Committee. Terms of Reference - Suburb Names Advisory Committee Page 2 of 4 4. OPERATING PROCEDURES 4.1. Quorum A quorum for the Committee will require attendance of at least eight (8) members. 4.2. Meetings The Committee will meet as required, frequency dependent on process and workplan demands. Notice of meetings shall be given to members at least seven (7) business days prior to each meeting. Where practicable, the agenda together with reports and documents that relate to the Committee will be forwarded to members at least five (5) business days prior to the meeting date to enable sufficient time for consideration prior to meetings. Accurate minutes will be kept of each meeting of the Committee. The minutes of a meeting shall be submitted to committee members for ratification at the next subsequent meeting of the Committee. 4.3. Reports Council Officers will undertake the administrative duties such as agenda, minutes, correspondence and reports, liaison with other Council Officers and other matters that may arise. Minutes and formal advice from the Committee will be reported to Council. Minutes will be made available to Executive. 4.4. Expectations/Requirements of Members Members are expected to: Declare any interest, pecuniary interest or conflict of interest. Keep informed of current developments, issues and concerns in the local community. Prepare for and actively participate in meetings. Act in a courteous manner, respecting others views and opinions. All members should respect the decision of the consensus view as adjudicated by the Chair. Treat information with sensitivity and observe confidentiality where expected. 4.5. Evaluation and Review Council reserves the right to evaluate the performance of the Committee and individual members and to take any actions at any time it deems appropriate to advance the objectives informing the development of the Committee. Terms of Reference - Suburb Names Advisory Committee Page 3 of 4 5. RELATED MATERIAL Name Location Document Type Suburb Naming Project 20 September 2012 Ordinary Council Meeting 20 September 2012 Council Report Guidelines for Geographic Placenames 2010 http://www.dse.vic.gov.au/propertytitles-and-maps/namingplaces/vicnames DSE Guidelines Hardcopy available Terms of Reference - Suburb Names Advisory Committee Page 4 of 4