TERMS OF REFERENCE
Barwon Heads Early Learning
Centre
Project Reference Group
Responsible Officer: David Ash
Authorising Officer:
Document No:
Approval Date:
Approved By:
Review Date:
Expiry Date:
Version No:
General Manager
Projects Recreation & Central Geelong
1. SUMMARY

To assist Council with the design and development of the Barwon Heads Early
Learning Centre.

The role of the Project Reference Group is to provide an opportunity for key
community stakeholders to have input into the development of the Early
Learning Centre at Barwon Heads, Village Park.
2. OBJECTIVES
 The Project Reference Group will provide community representatives with the
opportunity to have input on the design of the Early Learning Centre. In
particular the group will be asked to comment on orientation and the external
aesthetics of the new facility.
 To ensure the facility is sympathetic to the environment and surrounding
architecture of Barwon Heads.
 The purpose of this group is not to review or debate aspects related to the
decision to locate the facility in Village Park.
3. DEFINITIONS
“Council” means The City of Greater Geelong.
4 TERMS OF REFERENCE
4.1 Expected / Definite life of the Project Community Advisory Group
The Project Reference Group will meet approximately 3 times during the design
development phases of the project, or at the request of the Project Control
Group.
4.2 Constituency of the Group
In addition to Council Staff and project consultants the Project Reference Group
will consist of:
1. A member from each of the; Barwon Heads Tennis Club (1), Barwon
Heads Athletics Club (1), Barwon Heads Kinder Committee (1).
2. Three members will be invited from the wider community. These positions
will be advertised and candidates will be selected based on their relevant
Barwon Heads, Early Learning Centre - PRG
background and connectives with the community. If more than three
applications are received the PCG will select which community members
are appointed to the group.
3. A commitment was made during the mediation process to keep an
individual member of the community involved in the design process. It is
appropriate that this person be invited to be a community representative
on the group.
4.3 Authority of the Group

It is not intended that the Project Reference Group be required to form any
consensus view, or vote on a recommendation. The purpose of the group is
to provide feedback to the Project Working Group on particular design
aspects. It is possible and likely that the various members will provide
differing viewpoints for the PWG to consider.

The Project Reference Group will interact on project issues at a design level.
This forum allows for community stakeholder views and project progress to
be communicated in a transparent and efficient manner.
4.4 Meeting Procedure

Project Reference Group meetings will be held on approximately 3 occasions
during the design phase or as determined by the Project Control Group.
4.5 Reporting Requirements

The Project Reference Group will report to the Project Control Group through
the Project Working Group.
4.6 Secretariat

An officer appointed by Council from the Capital Projects Department will act
as the secretariat to the Project Reference Group.
4.6 Chair

The Ward Councillor will ‘chair’ meetings of the Project Reference Group. In
his absence this responsibility will fall to either the Manager of Capital
Projects, Manager Community Development, or Manager Family Services.
4.7 Facilities & Resources

Adequate human and financial resources shall be provided to ensure the
effective operation of the Project Reference Group.
5 QUALITY RECORDS
Quality Records shall be retained for at least the period shown below.
Record
Retention/Disposal
Retention
Location
Responsibility
Period
Minutes of meetings
Corporate Records
Permanent
Corporate
Barwon Heads, Early Learning Centre - PRG
Records
6 ATTACHMENTS

Nil