Victorian Indigenous Family Violence
Strategy
Regional Action Group
Operating Guidelines
Reference Manual
2012
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Version #
Date
Comment (to be completed with each new version)
1
March 2010
2
May 2010
3
23 June 2010
Version Control & Revision date
4
May 2012
Feedback and comments from the Full Group and Presented at the
IFVPF
5
June 2012
Final Version 2012
Operational Guidelines Working Group
In 2010 and extensive amount of work was undertaken in reviewing and updating the IFVRAG
Operational Guidelines with assistance from members of a working group. We would like to
thank and acknowledge the following people for their time, contribution and commitment:
 Ann Spittles
 Deon Davis
 Francis Bond
 Graham Briggs
 Helen Bolton
 Helena Gonebale
 Kerrie White
 Kiewa Lovett
 Levi Lovett
 Marianne Atkinson
 Naomi Prior
 Robyn McGrath
 Sandra Patten
 Tania Jones
 Trudy Rigney
Working Group Members 2010








Ann Spittles
Helen Bolton
Kerrie White
Marianne Atkinson
Naomi Prior
Sandra Patten
Tania Jones
Trudy Rigney
Indigenous Family Violence
Partnership Forum
Date of Endorsement:
May 10 2012
Date of next revision:
Mid 2014
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Table of contents
Guiding principles ................................................................................................................... 5
Aboriginal culture ....................................................................................................................... 5
Family Violence ......................................................................................................................... 5
Definitions ................................................................................................................................ 5
Aboriginal family violence .......................................................................................................... 5
Aboriginality (Commonwealth website/ABSTUDY guidelines) .................................................. 5
Introduction .............................................................................................................................. 7
The Victorian Indigenous Family Violence Strategy ............................................................ 7
Victorian Indigenous Family Violence Regional Action Groups ........................................ 9
Regions: ................................................................................................................................... 9
Aim .......................................................................................................................................... 11
Role ......................................................................................................................................... 11
Key Tasks ............................................................................................................................... 12
Membership ............................................................................................................................ 13
Conduct of members ............................................................................................................... 13
Participation requirements ....................................................................................................... 14
Application process for membership .................................................................................. 14
Safety screening ...................................................................................................................... 15
Police check ............................................................................................................................. 16
Working with children (WWC) check ....................................................................................... 16
Declaration of private interests: ............................................................................................... 16
Probity check: .......................................................................................................................... 16
Confidentiality: ......................................................................................................................... 17
Associate membership ............................................................................................................ 17
Conduct of meetings ............................................................................................................. 17
Dispute resolution .................................................................................................................... 18
Regional action plans............................................................................................................ 19
Monitoring and reporting of regional action plans ................................................................... 20
Roles and responsibilities .................................................................................................... 20
Chairperson ............................................................................................................................. 20
Secretary ................................................................................................................................. 21
Treasurer. ................................................................................................................................ 21
Regional Coordinator. .............................................................................................................. 21
Discretionary funding guidelines ......................................................................................... 23
Purpose of funding................................................................................................................... 23
Monitoring of expenditure ........................................................................................................ 23
Responsibility of the fund holder ............................................................................................. 23
Accountability of funds ............................................................................................................. 24
Financial reporting ................................................................................................................... 24
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Auspice organisation ............................................................................................................... 25
Sittings fees ............................................................................................................................. 25
Attachments ........................................................................................................................... 28
State-wide Coordinator - Indigenous Family Violence Strategy ....................................... 29
DHS Line Manager - Indigenous Family Violence Regional Coordinator ........................ 30
Indigenous Family Violence Strategy Community Initiatives Fund ................................. 31
Police records check for regional action group members ................................................ 33
Working with children check for regional action group members ................................... 38
Sample – Code of conduct ................................................................................................... 41
Sample – Confidentiality agreement for regional action group member ......................... 42
Sample - Authorisation for payment .................................................................................... 43
Sample – Sitting fees claim form ......................................................................................... 44
Sample – Consolidated financial expenditure for meetings ............................................. 45
Sample – Activity expenditure claim form .......................................................................... 46
Sample - Extraordinary payment form. ............................................................................... 47
Sample - Claim form. ............................................................................................................. 48
Sample – Membership expression of interest form ........................................................... 49
Sample – CIF reporting template ......................................................................................... 51
Sample - Request for consideration of a special payment ............................................... 53
Sample - Membership Register ............................................................................................ 54
Sample - IFVRAG Action sheet ............................................................................................ 55
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Guiding principles
Aboriginal culture
Aboriginal Victorians are the First Peoples of our state. We recognise the uniqueness and
diversity of Aboriginal culture, society and history in Victoria and promote reconciliation that
gives proper recognition and respect to the Aboriginal people of Victoria. We acknowledge
Elders as the keepers of this rich history and we value, respect and protect them.
The Aboriginal community and the Victorian Government agencies work together in a
respectful manner to effectively develop integrated and culturally competent responses to
family violence in Aboriginal communities that incorporate Aboriginal history, values and
parenting experience.1
Family Violence
Family violence is not part of Aboriginal culture. As stated in Strong Culture, Strong Peoples,
Strong Families, Towards a safer future for Indigenous Families and Communities the Ten
Year Plan vision is:
‘Families are our heart and soul. They generate dreams and values, ideals and
visions for our children.’ Family violence is a crime and is unacceptable within the
Aboriginal community. Safety and security for victims of violence is our number one
priority.’
Definitions
Aboriginal family violence
Aboriginal family violence encompasses a range of acts that are criminal such as physical
and sexual assault, and non criminal such as emotional and spiritual abuse. In an Aboriginal
community context, family violence includes a wide range of physical, emotional, sexual,
social, spiritual, cultural and economic abuses that can occur within families, extended
families, kinship networks and communities.
This definition of Indigenous family violence is used throughout policy and program
development in Victoria.
Community violence or violence within the Aboriginal community (often between Aboriginal
families) is also an emerging concern for local areas in Victoria. This violence contributes to
overall levels of violence reported by Aboriginal people and the trauma experienced within
families and kinship networks.
Aboriginality (Commonwealth website/ABSTUDY guidelines)
An Australian Aboriginal or Torres Strait Islander person, is one who:
 Is of Aboriginal or Torres Strait Islander descent; and
 identifies as an Australian Aboriginal or Torres Strait Islander person; and is accepted
as such by the community in which s/he lives or has lived
Torres Strait Islander (as above.)
1
Strong Cultures, Strong Peoples, Strong Families
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Glossary of Terms
Auspice
The incorporated organisation that holds the Service Agreement
with the department for the discretionary funding of the Regional
Action Group
Chairperson
Chairperson of the Regional Action Group
Community
Victorian Aboriginal community or local Aboriginal communities
CIF
Community Initiatives Fund
Department
Department of Human Services
DHS
Department of Human Services
Indigenous Family
Violence Ten Year
Plan.
Strong Culture, Strong Peoples, Strong Families – Towards a safer
future for Indigenous families and communities
Indigenous
Indigenous refers to Aboriginal and Torres Strait Islander people in
Australia and encompasses a diversity of regional, kinship and tribal
identities.
In using the term Indigenous to refer to peoples, communities and
families, this document acknowledges the rights of Indigenous
peoples upheld in international law – including identification by
Indigenous people of a historical continuity between pre-colonial
Indigenous societies and societies today. 2
The term Indigenous was initially endorsed by the Indigenous
Family Violence Partnership Forum and is reflected in the
Indigenous Family Violence Strategy. We acknowledge that the
term Aboriginal is preferred by many community members.
Therefore in this document we refer to the strategy as Indigenous
and to people and communities as Aboriginal.
IFVRAG
Indigenous Family Violence Regional Action Group
RAJAC
Regional Aboriginal Justice Advisory Committee
Region
A geographical area for which each respective Indigenous Family
Violence Regional Action Group has responsibility as determined by
the Department
WWC
Working With Children Check
2
Strong Culture, Strong Peoples, Strong Families P 10
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Introduction
Family violence has been an issue of serious concern to Aboriginal people, families and
communities in Victoria for a number of years.
It is widely recognised and acknowledged that family violence adversely affects the social,
cultural, health, emotional, and economic well being of Aboriginal people, families and
communities. Aboriginal definitions of the nature and forms of family violence are broader and
more encompassing than those used in the mainstream.
The Victorian Indigenous Family Violence Task Force has defined family violence as:
‘An issue focused around a wide range of physical, emotional, sexual, social, spiritual,
cultural, psychological and economic abuses that occur within families, intimate relationships,
extended families, kinship networks and communities. It extends to one-on-one fighting,
abuse of Indigenous community workers as well as self-harm, injury and suicide’.
Responses to Aboriginal family violence need to build on the strengths of Aboriginal families
and communities and encompass Aboriginal concepts of social, emotional, cultural and
spiritual wellbeing.
This involves recognition of how past practices, including dispossession, assimilation and
separation of families continue to negatively impact on the present and the development of an
approach that addresses this legacy and seeks to heal individuals, families and communities. 3
The development of Indigenous Family Violence Regional Action Groups is one step toward
the process of Aboriginal communities leading the stance against violence.
The Victorian Indigenous Family Violence Strategy
In 2001 the Victorian Government funded the establishment of the Indigenous Family
Violence Task Force to find ways of dealing with violence in Aboriginal communities.
In 2002, the Victorian Government released the Framework for the development of the
Victorian Indigenous Family Violence Strategy: a partnership approach between the
Indigenous community and Government which outlined a three stage process to develop and
implement an Indigenous Family Violence Strategy for Victoria.

Stage One involved establishing an Indigenous-led Task Force to provide the
Government with advice about how to effectively address family violence within
Indigenous Communities.

Stage Two was the Government response to the recommendations of the Task
Force.

Stage Three included the development and implementation of the ten year plan to
address Indigenous family violence encapsulated in a partnership agreement
between the Indigenous community and the government.
Development of the plan was led by the Aboriginal community in partnership with the
Victorian Government. This unique partnership approach is the first of its kind on Aboriginal
family violence in Australia. It is a living document which will guide joint government and
community efforts to prevent and respond to family violence in Aboriginal communities over a
ten year period. The plan was launched in June 2008.
3
Victorian Indigenous Family Violence Task Force Final Report December 2003, Page 12
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The Victorian Indigenous Family Violence Taskforce supported the following values and
principles that should form the basis of all Indigenous Family Violence Regional Action Group
Terms of Reference and deliberations.

Safety and security for victims of violence

Strong community leadership and positive role models

Shared responsibilities and being supportive of each other

Healthy lifestyles based on harmonious relationships and respect for self and
others

Cultural integrity, respect and cultural safety within Aboriginal and mainstream
agencies

No more violence in the home, in the family, in the community or in the
workplace
Indigenous Family Violence Partnership Forum
The Indigenous Family Violence Partnership Forum was established in 2005 to enable the
government and Aboriginal communities to address issues of Aboriginal family violence
together.
It also provides Aboriginal community members with access to key decision makers across
government. Government departments represented at the forum include: Department of
Human Services, Department of Justice, Victoria Police, Department of Education and Early
Childhood Development, Department of Planning and Community Development, Department
of Premier and Cabinet and the Australian Commonwealth Government represented by the
Department of Families, Housing, Community Services and Indigenous Affairs. The forum is
chaired by a parliamentary secretary.
Aboriginal representation at the forum includes the chairpersons of each of the Indigenous
Family Violence Regional Action Groups, and Aboriginal organisations including: Victorian
Aboriginal Education Association Incorporated, Victorian Aboriginal Legal Service, Victorian
Aboriginal Child Care Agency, Aboriginal Family Violence Legal Prevention Service and
Elizabeth Hoffman House Aboriginal Women’s Services.
The forum is seen as central to the success of the Strategy and the government places high
importance on its success and in recognising the role of community leadership on Aboriginal
family violence. This unique partnership approach is the first of its kind on Aboriginal family
violence in Australia.
The Partnership Forum meets twice a year and rotates the venue across the state. The
Forum is supported through the Indigenous Family Violence Unit in Aboriginal Affairs Victoria.
The forum has overseen the development of the 10 Year Plan. Strong Culture, Strong
Peoples, Strong Families, Towards a safer future for Indigenous Families and Communities
and now oversees its implementation
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Victorian Indigenous Family Violence Regional Action Groups
As part of the strategy, Indigenous Family Violence Regional Action Groups (IFVRAG) have
been established across Victoria. The initial role of the IFRAG included exploring the issues
surrounding family violence in local Victorian Aboriginal communities.
Ten Indigenous Family Violence Regional Coordinators are employed through the
Department of Human Services (DHS) to support the Indigenous Family Violence Regional
Action Groups.
Regions:
Metropolitan
- Eastern Region
- Southern Region
- North & West Region
Rural Regions
- Barwon South West
- Gippsland Region
- East Gippsland
- Central & West
Gippsland
- Grampians Region
- Hume Region
- Loddon Mallee
Region
- North LMR
- South LMR
The Indigenous Family Violence Regional Coordinators are based in the following locations:
Barwon South West:
Warrnambool
Gippsland East:
Bairnsdale
Grampians:
Ballarat
Gippsland Central & West:
Traralgon
Hume:
Shepparton
Loddon Mallee North:
Mildura
Southern Metro:
Dandenong
Loddon Mallee South:
Bendigo
Eastern Metro:
Box Hill
North & West Metro:
Fitzroy
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*Note: This page is for Regions to include a section here with details on their
particular regional area.
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Aim
Indigenous Family Violence Regional Action Groups have been established with the following
aims:

To develop expertise and build community capacity in developing solutions to family
violence in local Aboriginal communities.

To provide a focus for the development of community awareness and understanding
of Aboriginal family violence issues.

To engage in active problem solving for the development of local and community
based prevention strategies, responses and initiatives for addressing Aboriginal
family violence issues.

Assess local community needs and contribute to the mapping of service provision
and service utilisation.

Promote the sharing of information at local and regional levels.

Enhance and promote holistic approaches to family violence in regional and local
Aboriginal communities, encompassing the social, emotional, spiritual, physical and
cultural wellbeing of families and communities. The approaches will reflect the
important roles of Elders, women, men, children, youth, gay & lesbian community
members and people with disabilities.

Work in partnership with the Regional Aboriginal Justice Advisory Committee toward
enhanced integration and alignment of action areas where appropriate.

Work towards encouraging best practice for family violence service delivery at local
and regional levels.

To develop cross agency linkages and partnerships with mainstream and Aboriginal
services and networks and provide advice in relation to the provision of services to
people affected by family violence.

Assist in the ongoing accountability of mainstream family violence services and other
mainstream support services toward the provision of culturally appropriate service
delivery for Aboriginal people and communities.

Work in partnership with the Integrated Family Violence Regional Committees and
family violence service providers toward enhanced integration and alignment of action
areas where appropriate.
Role
Indigenous Family Violence Regional Action Groups have a pivotal role in implementing
community led responses that educate, prevent, respond to and reduce family violence in
Aboriginal communities.
The Indigenous Family Violence Regional Action Groups are an inclusive mechanism for the
Victorian Aboriginal community to develop local responses to family violence matters,
ensuring they are responsive and culturally relevant to Aboriginal individuals, families and
communities in Victoria.
The Indigenous Family Violence Regional Action Groups are a representative body that will:

Act as an important source of advice to government and community stakeholders on
family violence initiatives and strategies impacting on their respective regions.

Support the interests of local Aboriginal community-led solutions that educate,
prevent, reduce and respond to family violence in Victorian Aboriginal communities.
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
Represent the interests of local Aboriginal communities at conferences, meetings and
seminars relevant to the family violence agenda.

Manage the use of IFVRAG Discretionary Funds4 in accordance with the
requirements for which they are intended.

Document strategies to educate, prevent, reduce and respond to family violence in
the form of an IFVRAG Regional Action Plan.

Manage and support the Community Initiatives Fund (CIF) 5 regional process.
Including providing recommendations regarding the selection and recommended
approval of applications.

Report on the activities of the Indigenous IFVRAG Action Plan to community and to
key stakeholders.
Key Tasks
4
5

Promote the Indigenous Family Violence Strategy and the Ten Year Plan.

Develop and promote an IFVRAG Regional Action Plan. (Refer to page 20.)

Monitor the effective implementation and the achievement of actions of the IFVRAG
Regional Action Plan.

Provide a progress report on the outcomes of the IFVRAG Regional Action Plan to
relevant key stakeholders including the State-wide Coordinator and DHS Line
Manager

Ensure cross representation of membership between the Indigenous Family Violence
Regional Action Group and the Regional Aboriginal Justice Advisory Group and work
toward the alignment of action areas where appropriate.

Through the IFVRAG Chairperson, actively participate, provide advice and identify
issues of relevance to the Indigenous Family Violence Partnership Forum.

Ensure that IFVRAG Discretionary Funds are utilised in a transparent, accountable
and clearly documented manner.

Oversee the local Community Initiatives Fund and the Community Prevention
Initiatives Fund and ensure regular reports are provided.(Refer to the guidelines
pertaining to these funding grants)

Through the Indigenous Family Violence (IFV) Regional Coordinator, actively
participate in and strengthen partnership links with the Regional Integrated Family
Violence Strategy through the Integrated Family Violence Regional Committee and
with mainstream service providers.

Participate in forums, meetings and training relevant to Aboriginal family violence as
appropriate, at the local, regional, state and national levels.
Refer to Discretionary Funding Guidelines, page 23
Refer to the CIF Guidelines and Application and summary, Attachment 3
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Membership
Indigenous Family Violence Regional Action Group members must be an Aboriginal or Torres
Strait Islander person from the community in which they live (being the Regional Action Group
geographical area), regardless of whether they are from another Australian State or Territory.
To function effectively, the size of the membership for each IFVRAG should ideally be of a
number of no less than 10 people. Beyond this number, each IFVRAG has the discretion to
expand membership as locally determined. When membership falls below an ideal number of
members, Regional Action Groups are encouraged to actively recruit new members from
across the community.
For a formal meeting to proceed a quorum of the IFVRAG shall be one third the number of the
minimum member representatives (10), plus one, (i.e. a meeting would require a minimum of
four members to commence).
The term of office for all positions, including the Chairperson of the IFVRAG, is considered to
be for a period of no longer than three years. After this period, members are able to seek renomination through a formal motion and may be elected for an additional three year period at
the discretion of the membership.
The IFVRAG Chairperson and any officer holders are to be elected from within the
membership of the IFVRAG. IFV Regional Coordinators are to maintain a membership
register, including contact details, date of commencement, date of police check, position held
(if any) and term of office.
To be eligible for membership on the IFVRAG a minimum age level of 18 years applies.
Membership should aim for a gender balance of male and female representatives.
Aboriginal children and youth issues are to be represented on the IFVRAG by their
consideration in all matters. Membership is voluntary and should aim to be representative of:
 Elders (male and female)
 Women
 Men
 Gay and lesbian people
 Peoples with disabilities
 Representative for Children and young people
IFVRAGs are required to identify the Aboriginal communities within their region to enable
provision for representative capacity in the membership structure.
Conduct of members
In accordance with upholding the principles of non-violence that are reflected in the
Indigenous Family Violence Strategy, Indigenous Family Violence Regional Action Group
membership should not include persons who use, have used, or threaten to use violence
against any persons (including verbal assault).
All members are required to sign a Code of Conduct that governs their participation in the
IFVRAG. (Sample Code of Conduct: attachment 7.).
As part of the membership application process, all new members are required to sign a
statement of compliance with the Code of Conduct.
Current members, who have not previously signed, are also required to sign the Code of
Conduct to ensure they are aware of the participation requirements.
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The IFVRAG may remove any member on the grounds that a person:
a. Has used, or threatens to use violence
b. Has breached the Code of Conduct;
c.
Is under the influence of alcohol or drugs;
d. Is suffering from mental or physical incompetency other than temporary illness
impairing the performance of his or her function as a representative; or
e. Has been absent without leave or provision of reasonable notice, from three
consecutive meetings of which they have, or their organisation has received
adequate notice.
A decision of an IFVRAG to remove a member shall be made only by resolution of a majority
of the registered or full members and through due process.
Procedure
The Indigenous Family Violence Regional Action Group must not remove a person as a
representative unless the person has been given a reasonable opportunity to show that he or
she should not be removed.
1. If the member is displaying unreasonable behaviour during a meeting they can be
asked to leave the meeting through a decision made by the majority of members
present.
2. The members are then asked to determine whether the behaviour constitutes reason
for a review of the membership status.
3. If it were determined that in this instance the behaviour was not a serious ongoing
concern or is deemed a minor one-off occurrence, the IFVRAG may elect to issue a
warning to that person.
4. If a member is displaying unacceptable behaviour in the community that breaches the
Code of Conduct, the member must be notified in writing of the concern of the
IFVRAG and that this may warrant a review of their membership.
5. The member must be provided the opportunity to discuss the matter, if they wish, with
the IFVRAG, or its representatives.
6. A final decision regarding the member’s status will be made by the full membership of
the IFVRAG and the member will be notified.
Participation requirements
 All IFVRAGs are required to meet at least six times per year. Members are to be
advised of an expectation that they attend the majority of these meetings.

When members are unable to attend meetings, it is expected that they will provide
notice to the IFVRAG Chairperson or the IFVS Regional Coordinator. Their apology
will be noted and recorded at the meeting.

Members are expected to actively participate in decisions relating to the activities of
the IFVRAG.


In general, matters will be decided by consensus and in the spirit of good will.
Failure to attend at least three consecutive meetings with no explanation is a genuine
reason for the IFVRAG to notify the member and to call the position vacant and to
seek another community representative to fill the vacancy.
Application process for membership
When vacancies become available, the Indigenous Family Violence Regional Action Group is
to undertake a public and open process to attract new members. This can be achieved by
holding community meetings within the local Aboriginal communities to promote the IFVRAG
and seek new members.
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People who are interested in becoming a member of the IFVRAG are asked to complete an
Expression of Interest Application Form (Sample - Attachment15). If required, the Regional
Coordinator may assist applicants in the completion of the form and guide applicants through
the application process.
Completed Expressions of Interest applications are to be presented to a meeting of IFVRAG
for consideration. Where applicants are considered appropriate to represent their community
on the IFVRAG this is noted in the minutes. This does not immediately grant the applicant
membership of the IFVRAG as they will be required to undertake a safety screening process,
including a Police Records check.
Once all safety checks have been completed and the application for membership has been
endorsed by the IFVRAG the applicant will be advised of the outcome. As a new member
they will be subject to a probationary period for the duration of three meetings. At the end of
this period the member will be formally advised of the outcome of their probation.
Absentee voting
When members are unable to attend the meeting of elections due to work commitments or
other significant reason, they are able to request to submit an absentee vote to the Regional
Coordinator. Members are required to be fully signed up members of the IFVRAG prior to the
election. The significant reason for non attendance needs to be in writing and kept on record.
The absence of the member is to be advised to the membership present and noted that they
have entered an absentee vote. The nature of their vote is to remain confidential and
forwarded to the person responsible for formally counting the votes.
A sample absentee voting form is provided in the Attachments (Attachment 4)
A quorum is required for the election meeting to proceed, if absentee votes reduce the
attendance of members and a quorum can not be achieved then the meeting is to be
postponed until a quorum is present.
Decision to grant membership
The decision to recommend the person as a member of the Indigenous Family Violence
Regional Action Group resides with the IFVRAG.
However where an applicant is subject to a Police Records check that is returned with a
relevant criminal history, an assessment panel will be formed that includes relevant officers
from DHS and delegates of the IFVRAG. The Assessment Panel is to discuss the nature of
the offences and the suitability of the application. Further information on the Assessment
Panel can be found in the attachment on Police Records Checks.
Safety screening
As part of the application for membership and during the expression of interest process,
applicants must agree to the following safety screening:
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Police check
The process of applying for membership of an Indigenous Family Violence Regional Action
Group includes safety screening procedures that are designed to assist IFVRAG in selecting
members who uphold the values and principles of the Indigenous Family Violence Strategy.
All members of the IFVRAG are required to have a National Police Records Check conducted
as part of the membership application process and thereafter undertaken every two years.
Regional Coordinators are required to keep a register of the date for renewal of the Police
Record Check for each member and ensure that a new one is applied for within the two year
period. Further information about the Police Check procedure is provided at Attachment 5.
Working with children (WWC) check
IFVRAG members who will be participating in ‘child-related work’ will also be required to pass
the WWC Check.
Note that it is only members who will have direct contact with children as part of their
involvement in the IFVRAG that are required to have this check. This may include members
volunteering to assist in child focussed events, activities and functions that are organised by
the IFVRAG. The WWCC is free for volunteers. For further information see Attachment 6 or
the following website: http://www.justice.vic.gov.au/workingwithchildren
Declaration of private interests:
Applicants and members of the Indigenous Family Violence Regional Action Groups may at
times have a conflict of interest, by their relationship to others, or in some items of discussion
or decisions made. For example IFVRAG hold a role in the assessment of applications for
funding such as the Community Initiatives Fund. Where a member of the IFVRAG is an
applicant for funds, the member is not to have a role in the assessment process. Likewise an
applicant for membership may be related to other members or executive members of the
IFVRAG, while this may not in itself constitute a conflict of interest, it needs to be declared.
Generally conflicts of interest can be defined as follows:

Pecuniary Interest: A member should declare any pecuniary interest (conflict of interest
or financial gain) in any decision to be taken and should absent themselves from the
discussion and decision making process. This includes applications for funding submitted
in their region. When a member absents themselves from a meeting for this reason, this
action and declaration should be noted in the minutes.

Other Interests: A member is required to declare if a conflict of interest exists where
members may have a personal interest in any matters. Once again it is to be noted that
the member absents themselves.
Probity check:
It is expected that members of the Indigenous Family Violence Regional Action Group
represent the interests of their local community. Therefore it is important to ensure that
IFVRAGs have fair and appropriate representation from across the relevant catchment area.
For this reason it is important that applicants receive an endorsement of support from the
Aboriginal community that they represent.
As part of the application process, the applicant is to nominate a suitable contact person from
the community who can confirm the support of that community to be a representative. This
person will be contacted by the IFV Regional Coordinator and this will be communicated to
the IFVRAG as part of the application procedure.
This process also enables recognition of community members who may not be connected to
a Cooperative or community based organisation. Representatives who nominate do not have
to be affiliated with an organisation but must be a representative of a community and have the
support of the community that they represent.’6
6
Victorian Indigenous Family Violence Taskforce Final Report December 2003, Page 39
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Confidentiality:
Due to the sensitive nature of some of the issues dealt with by the Indigenous Family
Violence Regional Action Group and in accordance with the requirements of the Code of
Conduct, discussions and written information including minutes of meetings, are deemed
confidential and are to be kept within the realm of IFVRAG meetings.
A Confidentiality Agreement is to be signed by all members of the IFVRAG (Attachment 8).
Associate membership
A number of IFVRAGs have two identified types of membership: full membership and
associate membership.
Associate Members hold an advocacy role, and as stakeholders can provide advice to the
IFVRAG. Associate Members can be actively involved in discussions and recommendations
however if a matter requires formal decision making, Associate Members do not have
authority to vote on matters.
Associate membership can include:
 Young people under the age of 18 years
 RAJAC Executive Officer
 Local Aboriginal Education Consultative Group representatives
 Local Aboriginal organisations
 Local Aboriginal Health Services
 Government Departments
 Representatives from relevant agencies such as family violence, sexual assault and
victims of crime
 Victoria Police and Court services
Non-Aboriginal representatives and associate members are not eligible to vote or for sitting
fees or reimbursement of expenses incurred by attending meetings.
Conduct of meetings
Well organised meetings are vital for the maintenance of effective communication and to
ensure democracy. Indigenous Family Violence Regional Action Group meetings may be
conducted in an informal or formal style depending on the nature of the business being
discussed. It is anticipated that most meetings will be conducted in a semi-formal style.
Formal meeting procedures are required for the election of members. When a formal meeting
is required, the meeting is unable to begin until the IFVRAG Chairperson declares a quorum
to allow discussion to be conducted and decisions to be voted upon.
If a quorum cannot be declared within 30 minutes of the meeting's designated starting time,
the meeting should be cancelled and called again for a similar time and place a week later.
If no more members attend the reconvened meeting, the IFVRAG Chairperson may be
allowed to conduct the general business with those who arrived.
For any meeting, if an IFVRAG Chairperson has not taken the chair 15 minutes after the
meeting was due to begin, the meeting should revert to the Deputy Chairperson and/or elect
another Chairperson from among the members present to act in the role temporarily. If the
Chairperson then arrives, they may assume the Chairperson position if the members agree.
IFVRAG Operating Guidelines Reference Manual
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Conduct of meetings should include:
 Sending adequate notice of the meeting to all concerned, at least two weeks prior to
meeting;

Having an agenda prepared and distributed prior to the meeting, together with any
supporting documents;


Meeting procedures may vary according to the level of formality required to complete
the agenda efficiently;
Ensuring the Chairperson is present, or nominating an interim chairperson

A welcome to members to the meeting and acknowledgement of country;

Noting of attendees and apologies;

Reviewing previous minutes, noting actions and ratifying the minutes;

Enabling every person in the meeting to have an equal right to be heard and to have
the opportunity to have their viewpoint considered;

Accurately documenting the proceedings and actions of the meeting by producing
minutes that include the meeting date, venue, time, and the attendees and apologies;

Recording information in such a way as to protect the confidentiality of community
members and organisations, where applicable;

Observing the values and principles described in the Code of Conduct and as
included in the Indigenous Family Violence Strategy.
To ensure accuracy of the minutes they should be written as soon after the meeting as
possible, when the details are still fresh in the mind and should be circulated within a week of
the meeting being held. Prompt circulation of the minutes ensures that people who have been
assigned tasks take early action.
Minutes need to note points for action and follow up (and the person responsible). An action
sheet (Sample Action Sheet- attachment 19) should be filled out and presented at the next
meeting. Make a note of diary items requiring long-term attention. Minutes of IFVRAG
meetings need to be formally endorsed at the next IFVRAG meeting and the motion moved
and seconded.
Dispute resolution
A diverse membership base for Indigenous Family Violence Regional Action Groups is highly
valued and recognised as critical to ensuring broad participation. Likewise, it is important that
all people’s views are heard and considered, however at times differences in opinion may
arise that require resolution in order to move forward.
It is important to recognise that each person holds a unique viewpoint that may be equally
valid from where they stand. Each person's viewpoint makes a contribution to the whole and
requires consideration and respect in order to form a complete solution.
All IFVRAGs should adopt conflict resolution principles and a dispute resolution process for
use when differences are unable to be resolved through regular channels of communication.
Disputes may arise in a variety of settings, this may be within the membership of the IFVRAG,
or between the IFVRAG members and the department, or between the IFV Regional
Coordinator and their DHS Line Manager. Dispute resolution procedures should not interfere
with the continued operation of the business at hand where possible.
In resolving conflicts the following principles 7 are a good guide to remember:
7
Conflict Resolution Network http://www.crnhq.org/pages.php?pID=10
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










Respect and value differences: Think how we can solve this as partners rather than
opponents.
Use creativity: Transform issues into creative opportunities to find solutions.
Empathy: Develop communication, build rapport and clarify understanding
Apply strategies to attack the problem not the person.
Co operative relationships: Eliminate "power over" to build "power with" others.
Manage emotions: Express anger, hurt and frustration wisely to effect change.
Willingness to resolve: Name any issues that cloud the picture.
Map the conflict: Define the issues to chart common needs and concerns.
Development of options: Design creative solutions together.
Negotiate: Plan and apply effective strategies to reach agreement.
Consider mediation: Help conflicting parties to move towards solutions.
Best practice dispute resolution outcomes should be:


quick – the issues should be resolved quickly rather than allowing them to escalate
through inaction
fair – all relevant parties should be consulted so that all sides of the story are taken
into account

handled sensitively – disputes should, where possible and appropriate, be resolved in
a confidential context in order to minimise impact on those not affected by the
dispute, and

transparent – the procedure should be made known to those involved.
The following process is commonly used in dispute resolution:
1. The individual parties concerned meet and discuss the matter and attempt to resolve
it as soon as possible.
2. If the parties are unable to resolve the dispute in this way, the parties may then agree
to hold a meeting in the presence of a third party acting as an independent mediator.
3. Both parties must agree to the independence of the third party and consent to apply
this process.
4. The role of an independent mediator is not to resolve the dispute for the parties. It is
to guide the parties toward settling the dispute for themselves. All parties are to be
given reasonable opportunity to be heard and ensure that natural justice is accorded
to the parties during the mediation process.
Where disputes arise with the membership of the IFVRAG, and at the written request of the
Regional Action Group, DHS may be involved as an independent party to the mediation
process if so desired. Alternately, the appointment of a professional and independent
mediator maybe requested by the IFVRAG through the regional DHS Line Manager.
When disputes arise between the IFVRAG and the department, both parties are strongly
encouraged to fully discuss the concerns in a spirit of goodwill and to seek to reach
agreement on the matter. The above principles of conflict resolution are important in the
process. A formal dispute resolution process may also be applied to resolve matters.
Regional action plans
The IFVRAG Regional Action Plan is a significant document for the IFVRAGs in identifying
the actions and priorities of the community toward the reduction of, and response to family
violence.
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The IFVRAG Regional Action Plan also forms the basis for informing and supporting the
allocation of the Indigenous Family Violence Community Initiatives Fund and Community
Prevention Initiatives Fund project expenditure.
The IFVRAG Regional Action Plan is to include:

Identification of local community needs and priorities;

Mapping of existing services, programs, projects and emerging gaps;

Opportunities for service improvements and prioritising of service delivery and
community family violence initiatives;

Opportunities for developing partnerships;

Linkages and collaboration with local family violence specific networks; and

A template for the evidence and reporting of the IFVAG Regional Action Plan.
IFVRAG Regional Action Plans will support the directions of the Indigenous Family Violence
Ten Year Plan and the policy and program initiatives that impact on Indigenous family
violence policy and portfolios across Government.
In line with the directions of the state governments’ Guiding Family Violence Reform, it is
encouraged that IFVRAGs share the IFVRAG Regional Action Plan with the Integrated Family
Violence Steering Committee and family violence and sexual assault support services in each
region; and where applicable to link associated priority areas for action.
Monitoring and reporting of regional action plans
IFVRAGs are required to produce an Annual Status Report that includes a summary of the
action areas and the achievements of the IFVRAG Regional Action Plan together with
identification of priorities for the next financial year. This report is to be forwarded to the DHS
Line Manager, with a copy to the Indigenous Family Violence Statewide Coordinator.
Roles and responsibilities
Chairperson
The role includes:

To open the meeting, welcome members and formally chair the proceedings.

Remaining impartial and objective in the running of the IFVRAG.

Consulting with the IFV Regional Coordinator in relation to the development and
nature of all agenda items prior to each meeting.

Ensuring that IFVRAG meetings are held and proceedings minuted.

Ensuring that all members are given equal opportunity to participate in the
discussions and decision making processes of the IFVRAG.

Ensure the IFVRAG and auspice agency for the Discretionary Funding has a clear
understanding of the purpose of the funds and an efficient process in place for the
authorisation and transactions of payments.

Ensuring that all financial transactions are approved at the IFVRAG meetings and
that a financial statement is regularly provided at meetings.

Ensure that an annual budget is developed in consultation with IFVRAG members.

Have a clear understanding around the processes involved in conflict resolution, (i.e:
mediation, counselling) so that they can put these practices into place.

Regular liaison with the Indigenous Family Violence Regional Coordinator.

Represent the IFVRAG at local, regional and statewide level including the Indigenous
Family Violence Partnership Forum.
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
If the IFVRAG Chairperson is absent from an IFVRAG meeting another member who
is present may be elected by the majority of the IFVRAG members also present at the
meeting to act as the IFVRAG Chairperson.
Secretary
The Secretary, where a position is required, is to be selected from within the membership of
the Indigenous Family Violence Regional Action Group. The role of the Secretary may
include:

Ensuring that all documents pertaining to the meeting are distributed to all
participants in a timely manner prior to the meeting.

Ensuring that all minutes accurately reflect the attendance of members and the
business of the meeting including a record of all formal decisions of the IFVRAG
Regional Action Group.

Ensure that minutes are distributed to members in a timely way.

Ensure the minutes are only distributed to members of the IFVRAG and remain the
property of the IFVRAG, unless otherwise determined and approved by the IFVRAG.

In conjunction with the Indigenous Family Violence Regional Coordinator, ensure the
safe storage of documents relating to the business of the IFV Regional Action Group.

Presiding over the selection process for members of the IFVRAG.
It may be negotiated at a regional level that the Indigenous Family Violence Regional Coordinator undertakes the role of Secretary.
Treasurer.
Note: Not all IFVRAGs have an identified treasurer for their group. This role may be
performed by the IFV Regional Coordinator, IFVRAG Chairperson or auspice agency. Each
Region may wish to include specific information that pertains to their region within this
section.
Regional Coordinator.
The Indigenous Family Violence Regional Coordinator supports the Indigenous Family
Violence Regional Action Groups located in their Region.
The Indigenous Family Violence Regional Coordinator is an employee of the department and
is not an official member of the IFVRAG; rather the position provides support to the business
of the IFVRAG and attends and resources all IFVRAG meetings.
This role also involves working directly with the Aboriginal communities and a range of
community based organisations to assist in promoting the Indigenous Family Violence
Strategy and in developing solutions and community based responses to Aboriginal family
violence issues as appropriate to local considerations and needs.
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The Indigenous Family Violence Regional Coordinator will:
 Organise the meeting structure, ensure numbers required for a quorum; confirm venue,
set meeting dates, prepare agenda and consult with the IFVRAG Chairperson.

Ensure that minutes record all attendees and formal business of the IFVRAG.

Follow up on actions and decisions in between each of the IFVRAG meetings and report
on progress and issues.

Ensure any financial transactions are inline with the IFVRAG Discretionary Funding
Guidelines.

Ensure all invoices and other documentation for payments are signed off by officials and
have been forwarded on to relevant auspice body for payment in a timely manner.

As required, assist in the administrative, acquittal and reporting process for the IFVRAG
Discretionary Fund.

In consultation with IFVRAG members, and prior to the commencement of each financial
year, the Regional Coordinator will develop a financial budget to guide the expenditure of
the Discretionary Funds for the following twelve months.

Organising the appointment of new members and the election of office bearers and or
executive members where applicable.

In conjunction with the Indigenous Family Violence Regional Action Group Secretary,
ensure the safe storage of documents relating to the business of the IFVRAG

Promote, assess, support and monitor the Community Initiative Fund and Community
Prevention Initiative Fund applications and subsequent projects in each region.

Enhance, strengthen, and empower the IFVRAG by assisting to develop a range of
community development strategies and activities as documented in the IFVRAG Regional
Action Plans.

Support IFVRAG members to develop and implement relevant and appropriate supports
and solutions to address family violence issues in local Aboriginal communities.

Establish strong linkages with the Statewide Indigenous Family Violence Regional
Coordinator and the Indigenous Family Violence Statewide Network.

Facilitate effective linkages between Aboriginal and non-Aboriginal community-based
agencies, community organisations and the IFVRAG.

Establish strong linkages with the Integrated Family Violence Strategy, Regional Family
Violence Integration Coordinators and mainstream specialist family violence services and
Centres Against Sexual Assault and encourage mutual relationships to develop.

Provide advice and recommendations to the IFVRAG and the DHS Line Manager on the
policy and strategic implications of Indigenous family violence initiatives.

Represent the region on local, regional and State-wide groups and committees relating to
family violence in Aboriginal communities.
It is also recognised that the DHS Line Manager of the Indigenous Family Violence Regional
Coordinator and the Indigenous Family Violence Statewide Coordinator also provide
important support for the work of the IFVRAGs. Their roles are described in the Attachments
1 and 2.
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Discretionary funding guidelines
Purpose of funding
Discretionary Funding has been allocated to support the business of the Indigenous Family
Violence Regional Action Groups in undertaking their role to educate, prevent, reduce and
respond to family violence in Aboriginal communities.
The auspice organisation that holds the funds on behalf of the IFVRAG is to be decided upon
by the IFVRAG members in consultation with their Regional Coordinator. This advice is then
provided to DHS for funds allocation and contract management.
Each Indigenous Family Violence Regional Action Group will be required to develop an
annual budget to guide expenditure of the funding throughout the year. An annual budget is
to be determined within approved allocations associated with the work related and meeting
expenses of the IFVRAG.
The funds may be used to support the business of the IFVRAGs for the following purposes:
 Catering and venue hire for IFVRAG meetings.
 Engaging facilitators to conduct IFVRAG or community forums.
 Payment for secretarial services for minute taking or recording of proceedings for
meetings that are two days and over such as planning meetings.
 Expenses for members involved in attending meetings, conferences and forums,
such as child care, petrol expenses, accommodation (where an overnight stay is
required), meals etc.
 Sitting fees for eligible IFVRAG members.
 Costs incurred for skills development and team building activities for IFVRAG
members.
 To support the activities of the IFVRAG in conducting community activities to develop
local responses to family violence.
Ideally the annual budget would allocate a proportion of funds across the range of activities as
described above to guide expenditure throughout the year. An acquittal of previous years
funding may assist to guide the development of the annual budget.
Monitoring of expenditure
Indigenous Family Violence Regional Action Group discretionary funds are allocated for the
full financial year period and should be managed across the yearly span accordingly.
Each IFVRAG is responsible for determining and authorising the expenditure of funds in
accordance with the guidelines and the priorities identified in the regional action plan.
Financial decisions are to be noted in the minutes of the IFVRAG meetings. This information
is to be made available for all members of the IFVRAG to inspect should they wish.
As the funds holder, the auspice organisation is responsible for the payment and acquittal of
funds. The auspice organisation is expected to have a unique cost centre identifier to track
the income and expenditure of the funds.
The department has a contract management role with the auspice organisation through the
Funding and Service Agreement.
DHS Line Managers, the IFV Regional Coordinator and the Chairperson of the IFVRAG have
a shared responsibility to provide a monitoring role. Funding is not to be included in the
simplified funding activity by regional DHS as it is community directed funding.
Responsibility of the fund holder
The organisation acting as fund-holder should endeavour to make payment within 14
business days of receipt of an invoice or formal financial request, or within an agreed
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acceptable timeline as otherwise negotiated with the Indigenous Family Violence Regional
Action Group and DHS.
The auspice organisation is required to maintain a record of payment and to regularly liaise
with the Indigenous Family Violence Regional Coordinator on matters of financial reporting.
Ideally the auspice organisation is to provide monthly financial reports that clearly indicate the
expenditure and the year to date balance of funds. However at a minimum they must provide
quarterly expenditure statements to the Indigenous Family Violence Regional Coordinator to
table at the IFVRAG meetings for the group to monitor expenditure. This information will also
be provided to relevant departmental officers by the Regional Coordinator.
All auspice organisations enter into a Funding and Service Agreement with the department.
The reporting requirements of these agreements require that funding and expenditure must
be audited annually in accordance with State Government requirements.
All unexpended funds at the completion of the period covered by the Funding and Service
Agreement are to be carried forward as surplus funds for use in the following year and need
to be indicated in the following year budget as such.
Accountability of funds
Whilst a number of stakeholders have a monitoring role for the expenditure of funds, under
the requirements of the Service Agreement, organisations that have been contracted to
manage the operating funds for the Indigenous Family Violence Regional Action Groups are
formally accountable to DHS for the provision of this service and for financial reporting on the
expenditure of funds.
Decisions made by the IFVRAG members and the IFV Regional Coordinator concerning the
expenditure of discretionary funds cannot be over-ridden by the department or the auspice
body unless the proposed expenditure constitutes a clear breach of how the funding is to be
spent. In this case discussion of the matter is to occur between the IFV Regional Coordinator
the IFVRAG Chairperson and the DHS Line Manager.
Financial reporting
The Indigenous Family Violence Regional Coordinator will liaise with the auspice organisation
on a quarterly basis regarding funds balance and expenditure reports.
An up to date financial report will then be provided to the IFVRAG on budget and expenditure
for the most recent quarter period. The IFVRAG will note the budget and expenditure report in
the minutes of the meeting. Any concerns will be discussed and noted in the minutes for
action.
Where any concerns or issues do arise, the Indigenous Family Violence Regional Coordinator
is to report the matter to their DHS Line Manager. In some cases it may also be appropriate to
notify the DHS Program and Service Adviser for the auspice organisation. This is to be
discussed with the DHS Line Manager.
Where the matter relates to the appropriateness of the financial management of funds by an
auspice agency, the department will then discuss the matter with the auspice organisation in
accordance with the contract management principles and advise the IFVRAG of an outcome.
IFVRAG Operating Guidelines Reference Manual
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Auspice organisation
Selection of the auspice organisation is the responsibility of the members of the Indigenous
Family Violence Regional Action Group by agreement that is documented in the minutes of a
meeting.
If an IFVRAG wishes to nominate a change of the auspice organisation to another
incorporated association, written notice is to be provided to the department and current
auspice agency advising of change. If the desired change is due to a dispute the written
advice will need to demonstrate the reason and that due process has been actioned in
attempting to resolve the matter.
It is desirable for IFVRAGs to attempt to resolve any concerns in the first instance in
discussion with the auspice organisation. Regular liaison between the IFV Regional
Coordinator and the auspice organisation may help to clarify and streamline processes, build
understanding and resolve issues as they arise.
Where the request is made in relation to a concern or allegations of financial mismanagement
by the auspice organisation, the IFVRAG is required to formally inform the department of its
concerns together with evidence of the nature of the concern. The matter is then able to be
investigated by the department.
It may arise whereby the IFVRAG and the auspice organisation agree to elect to change the
auspice organisation. This may occur for example where there are a number of Aboriginal
Community Controlled Organisations (ACCO), or where a newly established ACCO emerges.
In this instance the auspice organisation and the IFVRAG are to formally and jointly notify the
department of their intention. The department will then enter into discussions with the
IFVRAG to process the transfer to the nominated auspice.
The appointment of a new auspice organisation is to be formally noted in the minutes of the
meeting.
Sittings fees
The payment of sitting fees is available to members to attend formal business of the
Indigenous Family Violence.
Sitting fees may be payable for attendance at:
 General Indigenous Family Violence Regional Action Group meetings;
 Statewide Indigenous Family Violence forums; such as Statewide Full Group
meetings, IFV Partnership Forums
 Statewide Chairpersons’ meetings;
 Invited formal participation in government and other consultations or workshops as
the nominated representative of the IFVRAG;
 Any formal business of the IFVRAG, for example interview panels and sub
committee meetings that require IFVRAG participation.
IFVRAGs may determine the daily rate for sitting fees based on 7.5 hours per day. Pro rata
rates apply i.e. if the meeting time is only half a day then a half day rate applies.
Travel time may be included in calculating meeting duration. In all cases payment should be
made in consideration of the budget and availability of funds within the IFVRAG Discretionary
Fund budget.
Indigenous Family Violence Regional Action Group members are to be advised that sitting
fees, regardless of whether they are paid in cheque or bank deposit may be considered as
personal income for the purpose of taxation and social security benefits.
It is the responsibility of the individual IFVRAG member to ascertain the impact of any
payment of sitting fees on their personal situation and also their responsibility for declaration
to any authority.
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Sitting fees are paid after the members’ attendance at the meeting or forum. An attendance
sheet should be available at the meeting for members to sign along with a claim form that is
forwarded to the auspice organisation.
In cases of hardship where members require the payment of sitting fees prior to their
attendance of the forum and to enable them to attend, members are to submit a request for
consideration of a special payment to the IFV Regional Coordinator. The approval for prepayment is to be co-signed by the IFV Regional Coordinator, Chairperson or Deputy Chair of
the IFVRAG and a representative of the department.
If a pre-payment has been made and the member is no longer able to attend the meeting or
forum, it is then considered that the member has received pre-payment for the next meeting
or forum that they do attend. A record is to be maintained by the IFVS Regional Coordinator
and available at meetings.
Note: Indigenous Family Violence Regional Action Group members who are full time
government employees are not eligible for payment of sitting fees for attendance at
meetings. Where action group members are full time employees of non-government
organisations, arrangements should be made for sitting fees to be paid directly to the
organisation. The funds are then to be applied to further assist the work of the Indigenous
Family Violence Strategy at a local or regional level as appropriate.
Reimbursements:
Reimbursement of out of pocket expenses is also available to members of the Indigenous
Family Violence Regional Action Groups to provide for the associated cost of attending
meetings and forums of the IFVRAG.
Documentary evidence of expenditure is required such as receipts or itemised statements
and must be attached to claim forms.
Requests for reimbursement of expenses are to be approved and co-signed the Chairperson
of the IFVRAG and one of the following:
 the IFV Regional Coordinator or
 an authorised representative of the IFVRAG.
The agreed method of payment (e.g. cheque or bank deposit) will be decided at a regional
level through discussions between the auspice organisation, the IFVRAG and DHS.
In cases of hardship where members require funds for travel prior to the meeting to enable
them to attend, members are to submit a request for consideration of a special payment to the
IFV Regional Coordinator. The amount considered is to be commensurate with reasonable
costs incurred and receipts are to be provided by the member after the event.
The IFV Regional Coordinator will forward the request for pre-payment for consideration and
if approved is to be co-signed by the Chairperson or Deputy Chair of the IFVRAG and a
representative of the department.
If receipts are not provided by the member after the event, this may be considered in the
approval of future assistance.
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Procedure for payment
The payment of sitting fees or reimbursements is to be conducted in a timely and efficient
manner.
1. After the meeting has taken place, members are to supply an invoice or claim form
and include the following details: name, address, date, description of expense, date
incurred and amount claimed.
2. Receipts for reimbursement are to be attached to the invoice
3. The invoice is to be forwarded to the IFV Regional Coordinator who will co authorise
the payment with a delegate of the IFVRAG.
4. Within three business days of receipt, the IFV Regional Coordinator is to forward the
invoice and authorisation to the auspice organisation for payment.
5. It is expected that the auspice organisation will pay the account within 14 days or as
otherwise negotiated with the IFVRAG.
If a member experiences a significant delay in payment they are advised to discuss this delay
with the IFV Regional Coordinator. The IFV Regional coordinator is to discuss this with the
auspice.
If members experience consistent delays in payment, and the IFV Regional Coordinator has
attempted to resolve the matter, the IFVRAG Chairperson may seek to raise this as a concern
for the department to consider.
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Attachments
Disclaimer
Templates listed in the attachments are optional for Indigenous Family Violence
Regional Action Groups to utilise or modify at their discretion.
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Attachment 1
State-wide Coordinator - Indigenous Family Violence Strategy
The Statewide Coordinator is a member of the Family Violence/Sexual Assault Unit at DHS
Central Office and has responsibility for Statewide coordination of the Indigenous Family
Violence Regional Coordinators and the provision of support and advice to Regional
Indigenous Family Violence Action Groups.
The role of the Statewide Coordinator includes:
 Effectively provide leadership to the Indigenous Family Violence Regional
Coordinators by providing relevant information and support to assist them in
undertaking their work.

Promote the Indigenous Family Violence Strategy within the Aboriginal community
and within Government and non-Government sectors.

Pro-actively build and maintain positive relationships with key stakeholders to
facilitate a partnership approach to achieving government, program and community
objectives.

Plan, develop and establish strategic directions in partnership with IFVRAGs and
Indigenous Family Violence IFV Regional Coordinators for the effective management
and delivery of services in the Indigenous Family Violence area.

Monitor and analyse the effectiveness of policy initiatives and community strategies to
inform the ongoing implementation of the statewide Indigenous Family Violence
Strategy.

Provide advice and recommendations to senior management and key sector
stakeholders within government and non-government agencies on the policy and
strategic implications of initiatives in the Indigenous Family Violence area.

Working in partnership with IFVRAGs and the IFV Regional Coordinator, and support
the identification of local strategies to address family violence in Aboriginal
communities.

Prepare and present reports, correspondence, Ministerial briefings and submissions
on policy and operational/program issues.

Liaise with other Government Departments including Aboriginal Affairs Victoria,
Department of Justice and Victoria Police in relation to the Indigenous Family
Violence Strategy and other related initiatives.

Cooperate with managers in consultative processes that improve health and safety by
using the relevant tools and systems, such as procedures, guidelines and policies.
IFVRAG Operating Guidelines Reference Manual
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Attachment 2
DHS Line Manager - Indigenous Family Violence Regional Coordinator
The DHS Line Manager of the Indigenous Family Violence Regional Coordinator holds
responsibility for the management of a range of regional programs including family violence
and Aboriginal specific programs. Their role includes strategic development of the programs,
quality of service delivery, staff supervision and support, and liaison with a range of
stakeholders.
Key tasks undertaken by the DHS Line Manager in relation to the Indigenous Family Violence
Strategy will include:
 Provide leadership, management and support to the Indigenous Family Violence
Regional Coordinator.
 Provide the IFV Regional Coordinator with regular supervision, including guidance
and direction and expertise toward workload management.
 In consultation with the IFV Regional Coordinator, design a professional development
plan and provide access to debriefing services and regional and statewide support
networks as central to the strategy.
 Provide regular updates on relevant policy and program directions and initiatives to
the IFV Regional Coordinator and the IFVRAG.
 Develop and maintain appropriate monitoring and reporting systems in relation to the
implementation of the Indigenous Family Violence Strategy in the Region.
 Support the IFV Regional Coordinator and the IFVRAG to initiate and maintain
positive relationships with key stakeholders including mainstream family violence
services, sexual assault services, child protection and family services.
 Keep informed of key developments in relation to the implementation of the
Indigenous Family Violence Strategy through regular attendance (by invitation of the
Chairperson) at IFVRAG meetings and participation in relevant regional and
statewide meetings and groups.
 Assist in the development of the IFVRAG Regional Action Plan and funding
submissions as required.
 Identify and manage issues of concern, preparing and presenting reports, briefings
and submissions to DHS regional and central branches.
 Negotiate with key stakeholders to influence service access and outcomes for
Aboriginal people.
 Promote greater understanding of issues of importance to the Aboriginal community
at a senior DHS regional and central office management level and identify
opportunities for DHS Regional Executive to be involved in activities relating to the
Indigenous Family Violence Strategy.
 Undertake ongoing Cultural Competency training that may be offered within the
region by the department, the IFV Regional Coordinator or Action Group and local
Aboriginal organisations and community groups.
IFVRAG Operating Guidelines Reference Manual
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Attachment 3
Indigenous Family Violence Strategy Community Initiatives Fund
The Victorian Indigenous Family Violence Strategy is a whole of government initiative to
prevent, reduce and respond to family violence in Aboriginal communities through a
community led approach.
The Indigenous Family Violence Strategy Community Initiatives Fund aims to assist
Aboriginal communities to prevent, reduce and respond to family violence. Projects funded
through the Community Initiatives Fund will support and address priorities as identified by the
Indigenous Family Violence Regional Action Groups, foster partnerships within local
communities and strengthen the capacity of organisations and communities to address family
violence at a local level.
Grants of varying amounts are available to Victorian Aboriginal organisations and Aboriginal
Community groups.
The Indigenous Family Violence Strategy Community Initiatives Fund aims to support projects
that:
 Are consistent with the goals and objectives of the Indigenous Family Violence
Regional Action Plan and strengthen the capacity of organisations and communities
to address family violence at a local level

Will provide an on-going or long term benefit to the community

Complement existing local community projects or initiatives and demonstrate
partnerships with other government or non-government initiatives.

Projects that align with the Victorian Indigenous Family Violence Primary Prevention
Framework
[Copies of the Framework can be obtained from the Regional
Coordinator in your region]
What projects will not be funded?
The Indigenous Family Violence Strategy Community Initiatives Fund will not fund the
following:
 Infrastructure and major planning projects
 Major or Minor Capital Projects
 Projects that fall within the responsibility of another Government Department
 Court/Legal costs
 Emergency Relief Funding
 Commercial or Business ventures.
 Equipment
A regional selection panel to be set-up to undertake the process to determine the
recommended applications. These panels will include Chairs of Indigenous Family Violence
Regional Action Groups, Regional Coordinator, IFVRAG member and representatives from
the department.
For further details relating to the CIF please refer to the CIF Guidelines and Application Form.
Please note: these two documents are updated on a yearly basis.
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Attachment 4
Election/Absentee vote form
Sample
Indigenous Family Violence Strategy
Regional Action Group
Election Forms
August 2010
Chairperson
Please place tick under selected candidate name
Name
Vote
Vice Chair
Please place tick under selected candidate name
Name
Vote
Secretary
Please place tick under selected candidate name
Name
Vote
Note: this form can also be used as an absentee vote form
IFVRAG Operating Guidelines Reference Manual
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Attachment 5
Police records check for regional action group members
1. Introduction
Victoria Police provides a service to individuals in Victoria wishing to obtain National Police
Certificates for employment, or voluntary work and occupation related licensing or registration
purposes. The Police Record Checks are national and include all states and territories of
Australia.
2. Procedure
Consenting to a Police Check
All applicants and members of the Indigenous Family Violence Regional Action Groups must
consent to a police record check being conducted prior to being accepted as a member.
Existing IFVRAG members are required to consent to a Police Check every two years in order
to continue their membership.
Members of the IFVRAG will not be prohibited from contribution to the IFVRAG while the
Police Check process is pending.
If relevant convictions are enforced on a member of the IFVRAG in the interim period
between checks, the person must disclose this information to the IFVRAG Chairperson or IFV
Regional Coordinator, who is to then report it to the relevant Department of Human Services
DHS Line Manager. Failure to disclose will result in immediate removal from the Regional
Action Group once the information becomes known.
Obligations on the applicant
New applicants and existing IFVRAG members must ensure that they understand the
requirements of the safety screening policy. The IFV Regional Coordinator is expected to
explain the process to all applicants. Applicants are required to discuss any concerns they
may have, and disclose any relevant information fully, frankly and in a timely manner.
Procedure for Obtaining a National Police Certificate
Indigenous Family Violence (IFV) Regional Coordinators together with Regional Human
Resources officers are responsible for the processing of police records checks.
To begin the process of conducting a police records check the applicant must complete the
Consent to Check and Release National Police Record form. The Regional Human
Resources officer will have copies of the form to be supplied to applicants.
Alternatively, the application form can be accessed through the Victoria Police website
www.police.vic.gov.au and can be completed online and printed. The completed application
form together with identification documents must be witnessed by authorised officers and
certified prior to posting with the relevant payment. Payment is made via DHS.
The completed application must include:
 Certified identification totalling 100 points or more (refer to the Consent to Check and
Release National Police Record application form for details).
 Payment (cheque or money order payable to Victoria Police).
 Any other attachments requested in the application (i.e. additional addresses,
previous and/or other names).
Transgender People
People in the community that require further information in relation to the policy for processing
applications for transgender applicants should contact the Victorian Police Records Check
Information Line on 1300 881 596.
Application Fees
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Application fees change on 1 July, each year, in accordance with the Police Regulation
(Fees and Charges) Regulations 2004.
Please refer to the Victoria Police website www.police.vic.gov.au or contact the Public
Enquiry Service on 1300 881 596 for current application fees.
The Regional Human Resources officer will also be able to advise on the cost of checks.
Applications forwarded by mail must include a cheque or money order, made payable to
Victoria Police.
Eligibility for reduced fee
Volunteers, student placements and persons who qualify under the Family Day Care Scheme
as an adult (18 years or over) residing with a Family Day Care provider can obtain a National
Police Certificate at a reduced fee. A valid Community Volunteer Fee (CVF) number must be
provided by an organisation registered with Victoria Police to claim the reduced fee. For
further details please download 'Procedure for obtaining a National Police Certificate'.
The reduced application fee of $15.50 only applies to organisations registered with Victoria
Police. Organisations need to download, complete and submit the application form to obtain a
CVF number.
Community Volunteer Fee (CVF) Number
Victoria Police offers a reduced fee for the issuing National Police Certificates for volunteers
of authorised organisations, student placements and persons who qualify under the Family
Day Care scheme as an adult (18 years or over) residing with a Family Day Care provider.
Members of IFVRAGs are deemed to be volunteers i.e. they are not employed by an
organisation or department and are not a member of the IFVRAG in that capacity.
To qualify as a volunteer the following applies: Eligible applicants undertaking volunteer
duties must not receive any form of payment for the services that he/she performs for the
organisation. Reimbursement of direct expenses (for example, petrol expenses) does not
form a payment for services nor disqualify the organisation from the reduced fee for a Police
Records Check.
The Department undertakes the processing of Police records checks and departmental
officers must ensure that the relevant sections of the application form are completed and
includes a Victoria Police issued CVF Number.
The Department of Human Services Community Volunteer Fee Number is 98/31.
Who pays for checks?
DHS, as funding body for the IFVRAGs, will pay the prescribed fee for the check. Please
note: This payment is made by your DHS Regional Office.
Other costs associated with safety screening may be borne by the applicant or dependent on
the circumstances the department may cover the cost (e.g. an applicant may need to apply
for a full birth certificate as required for the Proof of Identity process. This cost would be borne
by the applicant). In matters of hardship the IFV Regional Coordinator can discuss this with
the DHS Line Manager for consideration.
IFVRAG Operating Guidelines Reference Manual
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Who will see the results of the Police Check?
The results of the Police Check will be returned to the Regional Human Resources Unit and
forwarded to the relevant DHS Line Manager responsible for the Indigenous Family Violence
Strategy. Other people, who may if necessary see the results of a Police Records Check
could include the IFV Regional Coordinator or IFVRAG Chairperson, or a nominated delegate
from the IFVRAG who form the assessment panel where required.
Incomplete Applications
If the application is not complete and more information is needed, the relevant DHS Regional
Manager (or delegate to the IFV Regional Coordinator) will contact the applicant, giving the
person 28 days to supply the necessary information. The applicant may request an extension
to this time line to a maximum of an additional 28 days where a reasonable case is made
regarding time required to access the further information. If the information is not received,
the relevant DHS Line Manager will begin the process to advise the person that they cannot
be recommended as a member of the IFVRAG (see process below).
Decision to Grant Membership
The decision to recommend the person as a member of the IFV RAG resides with the IFV
RAG. Once the safety screening has been fully completed, the Application for Membership is
to be discussed at the next meeting of the IFVRAG and the outcome to be noted in minutes of
the meeting. The IFVRAG will write a letter to advise the applicant of the final decision in
relation to membership.
If the Police Records Check is received noting a relevant history, the DHS Line Manager will
convene an assessment panel to consider the matter.
People with no Relevant History
When notice of the outcome of a Police Records Check is received and it is found that the
person has no relevant record, the DHS Line Manager will write to the member advising them
of the positive outcome. A copy of this letter will be forwarded to the Indigenous Family
Violence IFV Regional Coordinator and the IFVRAG Chairperson. This does not automatically
grant them membership.
People with Relevant History
The outcome of the Police Check will be considered by an assessment panel comprising two
representatives of the IFVRAG, the IFV Regional Coordinator and the DHS Line Manager.
The two representatives of the IFVRAG will be nominated by the members and may include
the IFVRAG Chairperson or other recognised members.
The Assessment panel is to determine whether the history contained in the Police Records
check precludes the individual from membership of the IFVRAG. It is anticipated that
convictions of ‘violence against the person offences’ and/or ‘sexual offences’ will preclude an
individual from being a member of the IFVRAG. Other matters that need to be considered
may relate to drug charges or serious driving matters, depending on the nature of the offence.
Where a person has been found guilty of a serious offence such as a violence-related crime
or convicted of a sexual assault offence, an assessment panel will be established to consider
the matter. Assessment will take into consideration the following criteria:
(a) If the conviction(s) has been recorded within a period of ten years before the date of
the Police Check, the person would be automatically excluded from becoming a
member of the IFVRAG ; and
(b) If the conviction(s) has been recorded more than ten years before the date of the
Police Check, and the person has not re-offended with relevant crimes, and is able to
demonstrate improved behaviour, the person may be recommended for membership
to the IFVRAG.
As part of the deliberations of the assessment panel the relevant DHS Line Manager may
contact the person to discuss the case. If the assessors believe that the person will not have
IFVRAG Operating Guidelines Reference Manual
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an adverse effect on the IFVRAG, the DHS Line Manager as the Chairperson of the
Assessment Panel will make a recommendation on the outcome of the Police Records Check
to the IFVRAG.
If the assessors decide the person will not be recommended for membership of the IFVRAG,
the relevant DHS Line Manager will advise the person in writing of the decision. A copy of the
letter will be forwarded to the IFV Regional Coordinator and IFVRAG Chairperson
Where the need arises, a Senior Legal Adviser from DHS may also be required to provide
advice on individual cases.
It should be noted that the results of the Police Checks will be stored securely at DHS and
destroyed as soon as they are no longer required.
Assessment
What information will be considered in assessing the outcomes of the Police Check?
In making a decision about whether or not the outcome of the Police Check warrants
membership of the IFVRAG, the assessment will consider whether the person has convictions
of:






‘violence against the person offences’ and/or ‘sexual offences’.
the scope of the applicant’s criminal history
the nature of the offence and the relationship of the offence to the particular
position/profession
the period of time that has elapsed since the offence took place
whether the offence was committed as an adult or juvenile
the severity of any penalty imposed
It is important to note that safety screening does not eliminate the risk of appointing
unsuitable members however, it is designed to minimise that risk on the basis of available,
relevant information. The relevance of any adverse history is assessed strictly in relation to
the requirements and nature of the role the person will perform.
Information contained in police checks
Information released as part of a national police check is restricted according to the relevant
legislation or release policies operating in the specific police jurisdiction.
In Victoria, for example, for the purposes of employment, voluntary work or occupation related
licensing/registration, Victoria Police may restrict the release of a person’s police record
according to their Information Release Policy.
If a person has a police record with Victoria Police, the Information Release Policy may take
into account the age of the police record and the purpose for which the information is being
released. If ten years has elapsed since a person was last found guilty of an offence, police
will, in most instances, advise that the person has no disclosable court outcomes. However, a
record over ten years may be released if it:
 Includes a term of imprisonment longer than thirty months.
 Includes a serious violent or sexual offence and the records check is for the purpose
of working with children or vulnerable people.
 Is in the interests of crime prevention or public safety.
Findings of guilt without conviction and good behaviour bonds are released. Recent charges
or outstanding matters under investigation that have not yet gone to court may also be
released.
Full details of the Victoria Police’s Information Release Policy can be viewed at
www.police.vic.gov.au
IFVRAG Operating Guidelines Reference Manual
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The release of police records by other Australian police forces is governed by relevant
legislation and/or release policies affecting that police force. Under various pieces of
Commonwealth, State and Territory legislation a person has the right, in particular
circumstances or for a particular purpose, to not disclose certain convictions (e.g. findings of
guilt over a certain age). Such convictions (widely referred to as ‘spent’ or ‘rehabilitated’
convictions) will not be released unless the record check is for the applicant’s personal
information only and providing that this is in accordance with the relevant legislation (and /or
release policy).
Currency of information
A National Police Certificate is current only at the date of issue.
IFVRAG members are required to consent to a Police Records Check being undertaken every
two years.
Privacy and Confidentiality
Every person who is subjected to a Police Check as part of this process is entitled to privacy.
Information obtained as part of the safety screening process is treated with the highest level
of confidentiality and privacy in accordance with relevant legislation and standards. Personal
information is treated in accordance with the Information Privacy Act 2000.
Public Enquiry Service is committed to maintaining the privacy of the personal information
that it collects, stores, uses and discloses, and adheres to strict privacy and confidentiality
policies. Personal information is treated in accordance with the Information Privacy Act 2000.
An individual may gain access to their information by making an application through the
Victoria Police, Freedom of Information Unit. For further information go to www.foi.vic.gov.au
Retention and disposal of information is conducted in accordance with departmental policy
and procedures.
When Criminal History Information is destroyed it must be shredded in a manner that
prevents the identity of the applicant being deduced from reconstitution of the residue. If
shredding is not possible documentation must be placed in a designated security bin.
Please contact your Regional Corporate Services Manager for further information.
DHS will make every effort to handle concerns raised by Police Checks with respect,
sensitivity and dignity.
It should be noted that results of the Police Checks will not be shared with the broader
membership of the IFVRAG (beyond the chairperson or IFV Regional Coordinator) or any
other persons outside the nominated assessors group.
Further information
Please contact your local Human Resources unit for further information.
Processing timeframes
Applications generally require a minimum of 10 working days of the receipt of the application
to be processed.
For further information on the National Police Records Checks refer to:
http://www.police.vic.gov.au/content.asp?Document_ID=274
IFVRAG Operating Guidelines Reference Manual
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Attachment 6
Working with children check for regional action group members
If you work or volunteer with children you may need to apply for a WWC Check. In 2006, the
Victorian Government introduced a new checking system to help protect children under 18
years of age from physical or sexual harm. The Working with Children (WWC) Check creates
a mandatory minimum checking standard across Victoria. The WWC Check helps to keep
children safe by preventing those who pose a risk to the safety of children from working with
them, in either paid or volunteer work.
Applicants are checked to make sure their record does not include any criminal offences
specified in the Act or findings by a specified professional disciplinary body (currently only the
Victorian Institute of Teaching and the out home care Suitability Panel). Criminal offences not
specified in the Act can also be considered if there is a potential link to a risk to the safety of
children and exceptional circumstances may exist that justify refusal of the application.
Who can work with children?
People from a variety of backgrounds with differing qualifications and experience work with
children in a range of capacities and organisations. Not everyone whose work brings them
into contact with children will need a Working with Children (WWC) Check. The WWC Check
applies to people engaged in 'child-related work' as defined in section 9 of the Working with
Children Act 2005.
Unless they are eligible for an exemption, people who work or volunteer in connection with
these 20 child-related occupational fields and have regular, direct contact with children which
is not directly supervised by another person will require a WWC Check.
Passing the WWC Check is one measure of a person's suitability to work with children. WWC
Check card holders who apply to work or volunteer in child-related fields will still be required
to undergo a selection process and reference checking to determine their suitability for
specific roles.
Who cannot work with children?
A person is not allowed to undertake ‘child-related work’ if that person is:
 a registered sex offender within the meaning of the Sex Offenders Registration Act
2004 subject to the reporting obligations imposed by the Sex Offenders Registration
Act 2004

subject to an interim extended supervision order or extended supervision order under
the Serious Sex Offenders Monitoring Act 2005

subject to a supervision order or detention order under the Serious Sex Offenders
(Detention and Supervision) Act 2009

a holder of a Negative Notice (because they failed the WWC Check).

not a holder of a current Assessment Notice and not exempt from the requirement to
do so under the Working with Children Act 2005.
A person cannot re-apply for a WWC Check until five years after the date of the Negative
Notice (unless there has been a ‘relevant change in circumstances’). If a person has been
given a Negative Notice, the person cannot engage in child-related work, even where that
work is being directly supervised.
IFVRAG Operating Guidelines Reference Manual
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What is checked?
The Working with Children Check involves:
1. a national police records check
2. a review of relevant findings from prescribed professional disciplinary bodies
(currently only the Victorian Institute of Teaching and the out of home care Suitability
Panel but other professional bodies may be included in the future).
3.
consideration of any relevant determination by the Victorian Civil and Administrative Tribunal
under the Health Professions Registration Act 2005.
Broadly, the criminal offences of most significance for a Working With Children Check are:
 serious sexual offences
 serious violent offences
 serious drug-related offences
 offences against the Working With Children 2005 Act itself.
The national police records check may reveal criminal history information held by police in
Victoria and other States and Territories. Further information can also be sought from other
bodies, such as the courts, Corrections Victoria and employers.
This information can include circumstances where a court has:
 made a formal finding of guilt in relation to an offence
 convicted you of an offence
 accepted a plea of guilt from you
 acquitted you of an offence because of mental impairment.
It can also include information about:
 any spent convictions you have
 convictions and findings of guilt from when you were a child (aged under 18)

any charges which are pending against you
 the circumstances surrounding any of these charges or convictions.
How the check works
Applications are assessed by the Department of Justice. The outcome of your WWC Check
will depend on the results of a national police records check and a review of any findings from
specified disciplinary bodies. Only a limited range of offences and disciplinary findings are
taken into account. Applicants who pass the WWC Check receive an Assessment Notice and
a WWC Check card.
If the Department of Justice intends to give you a Negative Notice, which means that you
have not passed the WWC Check, you will first be given an Interim Negative Notice so that
you have an opportunity to make a submission to explain why you believe you should pass
the WWC Check.
After a Negative Notice has been issued, in most cases you can apply to the Victorian Civil
and Administrative Tribunal (VCAT) for an Assessment Notice to be given to you. VCAT can
order the department to issue an Assessment Notice and a WWC Check card, provided that
you are not subject to reporting obligations imposed by the Sex Offenders Registration Act
2004, or subject to an extended supervision order under the Serious Sex offenders Monitoring
Act 2005.
Employers, volunteer organisations and agencies can verify the status of a WWC Check
application or card at any time on the DoJ website, or by calling the WWC Check Information
Line: 1300 652 879
IFVRAG Operating Guidelines Reference Manual
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One of the key features of the WWC Check is that it provides ongoing checking of a person’s
criminal record during the 5-year period the WWC Check is valid. During this time, the
department also receives advice about relevant findings made against a person by the out of
home carers Suitability Panel and the Victorian Institute of Teaching and determinations by
VCAT under the Health Professions Registration Act 2005.
Working with Children (WWC) Checks are valid for five years, unless revoked due to a
relevant change in your circumstances. You need to renew if you intend to continue doing
child-related work after your card expires. It is an offence to continue child-related work
without a valid WWC Check card or receipt.
Contact
Working with Children Check Unit
Department of Justice
GPO Box 1915
Melbourne VIC 3001
Information Line: 1300 652 879
Hours of operation are 8:30am - 5pm weekdays (excluding public holidays)
IFVRAG Operating Guidelines Reference Manual
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Attachment 7
Sample – Code of conduct
Statement of commitment
As a member of the [Name of region] Indigenous Family Violence Regional Action Group, I
(name of person) agree to:
1. Observe the values and principles developed by the Victorian Indigenous Family
Violence Task Force. These are:

Safety and security for victims of violence

Strong community leadership and positive role models

Shared responsibilities and being supportive of each other

Healthy lifestyles based on harmonious relationships and respect for self and
others

Cultural integrity, respect and cultural safety within Aboriginal and mainstream
agencies

No more violence - in the home, in the family, in the community or in the
workplace
2. Attend IFV RAG meetings on a regular basis, or if unable to attend will provide notice,
understanding that if a member fails to attend three meetings in succession the
Chairperson will review their membership.
3. Undertake a Police Check and/or Working with Children Check prior to being
accepted as a member. Existing members will consent to a Police Check every two
years and Working with Children Check every five years.
4. As a representative of community, contribute to discussion and undertake duties as
requested by the IFV RAG or its Chairperson.
5. Respect the views and opinions of other members of the IFV RAG.
6. Declare any conflict of interest in decisions to be made by the IFV RAG or its
members
7. Maintain the confidentiality of matters raised with the IFV RAG, as determined by the
Chairperson.
8. Work together with other members to seek resolution of any disputes, observing the
Dispute Resolution Process developed by the IFV RAG.
I understand that failure to observe the above may result in my membership of the IFV RAG
being reviewed.
IFVRAG Member name:_______________ Signed: ________________ Date:___/___/__
IFVRAG Operating Guidelines Reference Manual
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Attachment 8
Sample – Confidentiality agreement for regional action group member
CONFIDENTIALITY UNDERTAKING
1
INTERPRETATION
“Confidential Information” means all information or data made accessible to a
Indigenous Family Violence Regional Action Group Member by the Indigenous
Family Violence Regional Action Group, but does not include:
(a)
(b)
2

NON DISCLOSURE
The member will treat as secret and confidential all confidential information of the
IFVRAG.

3

information that is, or becomes part of the public domain other than by breach of
this undertaking;
information lawfully obtained by the IFVRAG member from an external person
without any restriction as to use and disclosure;
The obligations of the member under this agreement shall not be taken to have
been breached where the confidential information is legally required to be
disclosed.
RESTRICTION ON USE
The member will use the confidential information only for the purpose of its
dealings with the IFVRAG (whether directly or indirectly).

The Member will not copy or reproduce any confidential information without the
prior consent of the IFVRAG, will not allow any other person outside the IFV RAG
access to the confidential information and will take all necessary precautions to
prevent unauthorised access to, or copying of the confidential information in his or
her control.

If the IFV RAG grants its consent, it may impose conditions on that consent. In
particular, the IFV RAG may require that the member obtain the execution of a
Deed on these terms by the person to whom the member proposes to disclose the
confidential information.
4

PRODUCTION OF DOCUMENTS
Immediately upon request by the IFV RAG, the member must deliver to the IFV
RAG all documents in the possession or control of the member containing
confidential information.

5

If at the time of such a request the member is aware that documents containing
confidential information are beyond his or her possession or control, then the
member must provide full details of where the documents containing the
confidential information are, and the identity of the person who has control of them.
APPLICABLE LAW
The laws of Victoria govern this agreement.
Signed:
Name:
Position:
Organisation:
In the presence of (name of witness)
Signature of witness
IFVRAG Operating Guidelines Reference Manual
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Attachment 9
Indigenous Family Violence Regional Action Group
Sample - Authorisation for payment
Invoice
Date ____/____/____
Receipt /invoice no. _______________
Please attach invoice to this form
Payment to:
Details:
Requested by:
Amount
$
(including GST)
Account
Indigenous Family Violence Regional Action Group
Authorising payment
Chairperson
Endorsed
/ /
Date
Signature
 Yes  No
Meeting No:
Meeting Date
Agenda Reference
Office Use Only
Receipt or tax invoice attached to this form?
Yes
No
Date:
Cheque number
Cheque account:
IFVRAG Operating Guidelines Reference Manual
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Attachment 10
Sample – Sitting fees claim form
INVOICE
Date of Meeting
Venue
Time
Meeting Reason
Began:
Ended:
Attendance Listing of IFV RAG Members
Sitting fees will be paid into nominated bank accounts
Name
Community
Petrol
Sitting fee
Signed:
IFV Regional Coordinator
Signed:
IFVRAG Chairperson
Signature
Date: ________________________
IFVRAG Operating Guidelines Reference Manual
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Attachment 11
Sample – Consolidated financial expenditure for meetings
Region: _________________
Auspice Agency________________________________________
Date: _____/____/_______
Money to be paid from the IFV RAG Operating Funds
Month of Expenditure:
Date of Meeting
Location
Type of Meeting
Catering
$
Venue Hire
$
Sitting fees
$
Total costs
$
Signed:
IFVS Regional Coordinator
Signed:
IFVRAG Chairperson
IFVRAG Operating Guidelines Reference Manual
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Attachment 12
Sample – Activity expenditure claim form
INVOICE
Region: _________________
Auspice Agency________________________________________
Date: _____/____/_______
Money to be paid from the IFVRAG Operating Funds
Date of Activity:
Type of Activity:
Location:
Transport costs (if
applicable)
$
Catering Costs (if applicable)
$
Venue Hire (if applicable)
$
Total costs
$
Signed:
IFVS Regional Coordinator
Signed:
IFVRAG Chairperson
IFVRAG Operating Guidelines Reference Manual
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Attachment 13
Indigenous Family Violence Regional Action Group
Sample - Extraordinary payment form.
INVOICE
Reason for Payment:
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
__________________________________________________________________________
_______________________
Date___/___/______
Auspice Use Only.
Date Received: ____/____/____
Date Finalised: ____/____/____
(Payment Made.)
Once payment has been completed please email or fax this page back to the Indigenous
Family Violence Regional Coordinator.
Email:
Facsimile Number: (03)
IFVRAG Operating Guidelines Reference Manual
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Attachment 14
IFV Regional Action Group
Sample - Claim form.
INVOICE
This form is to be used when the IFVRAG Chairperson or a Representative of the IFVRAG
Action Group attends a meeting and requires a payment.
Name:________________________________________________
Petrol/Travel:___________________________________________
Accommodation:________________________________________
Meals:________________________________________________
Sitting Fee:____________________________________________
Meeting Name:_________________________________________
Meeting Location:_______________________________________
Meeting Date/s:________________________________________
Signature of Indigenous Family Violence Regional Coordinator.
Date.
Date Received: ____/____/____
Date Finalised: ____/____/____
(Payment Made.)
Once payment has been completed please email or fax this page back to the
Indigenous Family Violence Regional Coordinator.
Email:
Facsimile Number: (03)
IFVRAG Operating Guidelines Reference Manual
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Attachment 15
Sample – Membership expression of interest form
North and West Metropolitan
Indigenous Family Violence Regional Action Group
Expression of Interest
Surname:
First Name:
DOB:
Gender:
Male
Female
Aboriginal/Torres Strait Islander
Non Aboriginal
Address:
Contact Number:
Email:
Organisation/
Community:
Who do you represent: (Please Circle)
Vic Aboriginal Community
Government Agency
RAJAC
Agency/Organisation
Vic Aboriginal Organisation
Court Services
LAECG
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1.
Please explain why you would like to be involved with the N&WM Indigenous
Family Regional Action Group.
2.
For the purposes of training and skills development please briefly explain what
experience you have in the family violence sector.
3.
What qualities, skills would you bring to the Regional Action Group?
*In order to fulfil your obligations if you are appointed to the Regional Action Group you will be
required to attend regular meetings (bi-monthly) during business hours, therefore we request
that you seek approval from your manager or supervisor to ensure that you are able to fulfil
these requirements.
Manager Approval:
Signature
Print Name
Position & Organisation Name
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Attachment 16
Sample – CIF reporting template
Southern Metropolitan Region
Indigenous Family Violence Regional
Action Group
QUARTERLY CIF REPORTING FORM
Purpose: For all Community Initiative Fund (CIF) funded projects to provide written progress
on the project to the Regional Action Group (RAG). This is to ensure funds are being spent
according to what was submitted, any issues that occur during the funded period are
addressed early so the remainder of the project is not compromised.
These need to be submitted to the Indigenous Family Violence Regional Coordinator by the
dates below. These reports will be presented to the RAG at the following meeting.
Add in timeline (dates)
(Final CIF report and financial acquittal).
Project Name
Project Worker
CIF allocated
$XXXXX
Auspice agent – if
any
Date
What activities have occurred to date?
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Identify issues that this project has encountered, if any, and how have they been addressed?
Have there been any unexpected successful outcomes to date? Explain.
Any other comments you would like to make about your project?
Signature:
____________________________
Print Name:
____________________________
Date:
__ / __ / __
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Attachment 17
Sample - Request for consideration of a special payment
Indigenous Family Violence Regional Action Group
This form is to be used only for the purpose of seeking consideration for a special one–off
pre-payment in cases of hardship to enable a member to attend an IFV RAG meeting or
forum.
Members are to be advised that a minimum of two weeks notice is required for the auspice
organisation to process the request and issue payment. In addition, the IFVS Regional
Coordinator may require up to three business day to gain authorisation by the approved
officers.
Name
Address
Contact Number:
Position:
IFVRAG:
Meeting/Forum date:_____________
(note 2 weeks prior notice is required to
issue payment)
Purpose of meeting
Venue of meeting
Description of funds sought
Purpose of Funds
Travel
$
Accommodation
$
Meals
$
Authorisation
Signed:
Signed:
Chairperson/Deputy Chair
DHS Officer
Name
Name
Date
Date
Sitting fees
$
Office use only
Date received
/
/2010
Amount Sought $
Date forwarded to auspice
/
/2010
Amount paid $
Date member paid
/
/2010
Receipts provided:
Member did not attend meeting and funds will be
held toward next meeting Y /
N
Confirmation member attended meeting: Y
Date ______/____/_________
By whom:
/ N
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Indigenous Family Violence Regional Action Group - 2010
Attachment 18
Sample - Membership Register
Member name
Date
Commenced
Date for
review or
ceased
Position held
(i.e Full
Member,
Associate,
Chair)
Contact Details
Date Code of
conduct
signed
Date
Confidentiality
Agreement
signed
IFVRAG Operating Guidelines Reference Manual
Date Police
Check
Completed
Date for update
of Police
Check (2 yrs)
WWCC Date
completed
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Attachment 19
Sample - IFVRAG Action sheet
1
2
Item
Budget
update
(Arising
meeting
November
2009)
CIF projects
Description
An updated
expenditure report is
required
Action
Regional coordinator to contact auspice
agency
Timeframe
15 December 2009
Status
Report requested and
pending
A listing of funded
CIF projects is to be
presented
All CIF projects to provide a summary
description
20 Jan 2010
Email sent to all projects
3
4
5
6
7
8
9
10
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Date of Completion
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Notes
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