Selection and appointment varies according to type

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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
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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
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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
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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
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