State & Territory Membership Groups. Terms of Reference & Guidelines

Transcription

1 State & Territory Membership Groups Terms of Reference & Guidelines

2 Table of Contents State & Territory Membership Groups Terms of Reference and Guidelines 1.0 Definitions Purpose STMG Goals Communication and Engagement Frameworks STMG Meetings... 7 Frequency of meetings... 7 Structure, format and presentations at forums Key Reporting Areas... 7 Notification and organising Membership meetings Notification and attendance registration... 8 Member participation and contribution... 9 Record of Meetings Formation of Working Groups Working Group Meetings Types of Meetings Distribution of Working Group Materials Confidentiality Agreement & Protocols STMG Membership Events Frequency of events Content and structure of membership events Management and coordination of membership events STMG Leadership Team Structure Leadership Team Functions Key Reporting Areas Chair & Deputy Chair Responsibilities Meetings of the Leadership Team Frequency of meetings Attendance of Invited Guests at Leadership Team Meetings Attendance of government representatives at Leadership Team Meetings Attendance Requirements Notice of Meetings Record of Meetings National Office Involvement in Meetings P age

3 Nominations for Leadership Team members Eligibility for Leadership Team Members Nominations Leadership Team members Election and appointment of Leadership Team members Eligibility to vote for Leadership Team members General Election Process for Leadership Team members Eligibility to vote Appointment of Chair and Deputy Chair Period of appointment Confidentiality Agreement & Protocols Appendix 1 - Key Reporting Areas P age

4 1.0 Definitions State and Territory Membership Group (STMG) is a group of members of FPA Australia who are located in a particular state or territory (region). STMG Leadership Team is a formal team made up of members of the Association who are elected by the members within a specific region to facilitate support to members by providing advice to both members and the Association on matters relevant to their region. STMG Meeting is a formal meeting of the membership within a region, facilitated by the Leadership Team and supported by the National Office, to provide an information exchange on national and local contemporary fire protection matters and other business matters. STMG Membership Events are events, generally facilitated by the STMG Leadership Team on behalf of FPA Australia, to provide an opportunity for membership engagement. An example of an STMG Membership Event is a breakfast briefing, golf day or networking dinner. 2.0 Purpose State & Territory Membership Groups (STMGs) are an opportunity for members to engage with their Association and other members in a contemporary, transparent way, which establishes strong two-way communication in order to bring about positive change in the fire protection industry. The primary focus of engaging with members will be through STMG meetings held throughout the country, and through on-line discussion forums In addition to broad engagement with members, the establishment of STMG Leadership Teams in each region will ensure local matters are communicated to the National Office. Working together, the Leadership Team and the National office will develop strategies and guidance to address matters relevant to a specific state or territory to support achievement of the Association s collective goals and objectives. 3 P age

5 3.0 STMG Goals A) To provide FPA Australia members in each region with an opportunity to be informed and engaged on key aspects and areas of interest that cover the full spectrum of the fire protection community. B) To provide members an opportunity to attend informative and professionally run meetings and receive detailed briefings on contemporary matters affecting them and the broader fire protection industry C) To discover how their Association is engaging with and influencing key stakeholders to improve industry outcomes. D) Create a platform that enables members to raise and address issues of concern or engage with other members on matters relevant to them in a timely and transparent manner through the use of electronic and face-to-face forums. E) To increase, broaden and encourage greater participation of FPA Australia members in matters affecting them and the broader fire protection community. F) Provide additional value to being a member of the Association including opportunities to network with other members and engage in social activities. G) To enhance, at the state and territory level, positive fire safety outcomes for the community. H) To ensure that where appropriate, specific matters identified by members are referred to FPA Australia s established committees and groups or to FPA Australia managers to ensure a structured and coordinated response consistent with the Association s goals and objectives. I) Establish functional and productive Leadership Teams in each region. 4.0 Communication and Engagement Frameworks Establishing clear lines of communication and clearly defined reporting arrangements is pivotal to ensuring the Association provides an informed, coordinated and uniform approach to all fire protection and associated matters that affect members, key stakeholders and the broader community. State and Territory Membership Groups in conjunction with other FPA Australia committees and groups play an important and coordinated role in supporting FPA Australia s members to achieve the Association s corporate goals and strategic objectives. The diagrams on the following pages outline the communication and reporting framework as well as the membership engagement framework established by FPA Australia. These frameworks are designed to support, promote and encourage engagement with members throughout Australia at a range of different levels. 4 P age

6 FPA Australia Members STMG Leadership Team STMG Meeting On-line Forums FPA Australia National Office Government Agencies External Stakeholders FPA Australia Committees & Working Groups Figure 1: FPA Australia Communication and Reporting Framework 5 P age

7 State & Territory Membership Groups Terms of Reference and Guidelines Figure 2: FPA Australia Member Engagement Framework 6 Page

8 5.0 STMG Meetings STMG meetings are open to all FPA Australia members to attend irrespective of where they are based. The purpose of these meetings are to: 1. Provide members an opportunity to attend informative forums and receive briefings on contemporary matters affecting them and the broader fire protection industry; and 2. Provide a platform that enables members to raise and address issues of concern or engage with other members on matters relevant to them in a timely and transparent manner. Frequency of meetings STMG meetings will occur as required by each region, with a minimum of 2 meetings per year to a maximum of 6 meetings per year. Preferably they should be scheduled a minimum of 6 months in advance with dates advised to the National Office for promotion to the wider membership. Representative/s from the National Office will attend a membership meeting at least once a year to provide a national update. Structure, format and presentations at forums The Leadership Team and the National Office will develop an agenda for each meeting based on the Key Reporting Areas as listed in including any key national and local matters and any special presentations Key Reporting Areas STMG meetings should follow a structured format by using the following Key Reporting Areas as prompts for information exchange and discussion. Further details are provided in Appendix 1: Regulations, Codes, Standards and Technical matters related to: o o o o o o o o o o Early warning and fire detection Water Based Fire Suppression Passive Fire Protection Emergency Planning & Response Bushfire Portable Fire Equipment Special Hazards Maintenance of systems and equipment General Fire Safety, Firefighting, Testing Other areas not described above 7 P age

9 Training & Education Accreditation & Licensing Product Innovation & Compliance Business support services Social Activities Notification and organising Membership meetings The National Office in discussion with the Leadership Team will publish a national calendar of all STMG meetings on the Association s website. Working with the Leadership Team the National Office will oversee all necessary arrangements for the successful running of all STMG meetings. The specific roles and responsibilities are as follows: The National Office will be responsible for: 1. Identifying and securing appropriate venues 2. Ensuring all required equipment and facilities are available including items such as projectors, microphone and any approved catering. 3. Providing a quarterly report including slides in PowerPoint format that identifies key issues to be raised at the STMG meeting. The STMG Leadership Team will be responsible for: 1. Determining matters to be discussed and identifying guest presenters. 2. Developing content of any additional presentation materials in addition to the slides provided by the National Office. 3. Assisting the National Office with preparations and logistical requirements to ensure a successful meeting. 4. Chairing meetings. 5. Identifying appropriate people to present on the material contained in the final presentation. Where a representative of the National Office is present, they may present information in lieu of a member of the Leadership Team or a member of a Working Group Notification and attendance registration The National Office will prepare a notice of meeting (based on the agenda) and arrange for this to be communicated to all members within a particular region via appropriate communication channels. The National Office will coordinate the recording of all registrations to attend an STMG meeting that are received prior to the day of the STMG meeting. This information will be forwarded to the Leadership Team. The Leadership Team will be responsible for recording details of any persons who attend a meeting that have not previously registered. 8 P age

10 Member participation and contribution All FPA Australia members are encouraged to attend and participate in any STMG meeting. Where members are interested in raising a specific issue they will be able to do this at the meeting or speak in advance to the Chair / Deputy Chair or member of the Leadership Team. Where non FPA Australia members wish to attend an STMG meeting they will be able to do so by invitation and by completing the attendance register. Nonmembers other than invited stakeholders, presenters or speakers will be limited to one meeting only. Where teleconference or video conference facilities are available at STMG meeting venues they will be utilised to encourage and support engagement with regional or country members. Record of Meetings The Leadership Team will be responsible for recording outcomes from an STMG meeting unless prior arrangements have been made with the National Office. The National Office will prepare a report to be made available to all members following the meeting. The report will include items discussed at the meeting as well as any specific outcomes / actions arising from the meeting. The quarterly report provided to the Leadership Team by the National Office prior to the STMG meeting as well as any additional presentation material created by the Leadership Team will be used as the basis for the report. 9 P age

11 6.0 Formation of Working Groups The STMG Chair may determine that the establishment of a Working Group is required to facilitate broad discussion and consultation and seek resolution of specific matters. A Working Group will consist of FPA Australia members with an interest or expertise in the particular subject area to be considered. A member of the STMG Leadership Team may or may not be a member of the working group. Each working group will appoint a chair who will be responsible for the activities of the group and the reporting of the outcomes to the STMG leadership team The National Office is to be advised of the intent to establish a Working Group. This is not for the purpose of approval, instead it is to ensure the National Office is aware of any established Working Groups and that it can communicate this information to all members in the specific region. Non FPA Australia members who may provide technical or other expertise may be invited to attend Working Group meetings subject to their involvement being approved by FPA Australia. All Working Groups will cease to operate 12 months after being established. At this time the need to continue with the working group is to be reviewed. Working Group Meetings Each Working Group should meet as frequently as required to resolve the specific issue to be addressed. The aim to have at least 2 meetings per year, and notices of meetings shall be published where possible 4 weeks in advance of each meeting. The Working Group Chair in consultation with the Chair of the Leadership Team will have complete autonomy with respect to organising meetings, inviting members and recording outcomes. A report on the activities of all active Working Groups must be made at each STMG meeting. Types of Meetings The preferred manner to hold meetings shall be with all participants at the same physical location. Teleconferences, videoconferences, or other methods of holding meetings that allow participants to be at separate physical locations shall be subject to the same rules as when all the participants are at the same location, however, such medium will need to be organised by members at their own cost. 10 P age

12 Distribution of Working Group Materials The materials distributed or produced by the Working Group, including notes, minutes and advisory notes should be marked as confidential and must not be distributed to third parties, without the permission of FPA Australia. Confidentiality Agreement & Protocols In order to protect potentially sensitive information that FPA Australia may pass onto members of a Working Group, it may be necessary for members of a Working Group who are not members of the Leadership Team to sign a confidentiality agreement that specifically relates to the information to be distributed or more generally to the scope of work related to the Working Group. In these circumstances, all members of the Working Group who are not members of the Leadership Team will be required to complete a confidentiality agreement prior to the information being provided or shared. 11 P age

13 7.0 STMG Membership Events The ability of an STMG Leadership Team to identify important local issues and deliver short duration casual engagement sessions and social events, supported by the National Office will lead to enhanced engagement opportunities. This will provide a greater degree of flexibility for the STMG Leadership Team to meet the needs of the members in a particular region. Membership Events are to be approved by the National Office and where available utilise material and content provided or approved by the National Office. Typically a Membership Event is to be run by the STMG Leadership Team and facilitated by local people preferably using content provided and/or approved by the National Office. Frequency of events Membership events can be planned for anytime of the year and there is no limit to the number of events that can be scheduled. All events must be approved by the National Office at the planning stage and before any advertising or promotion of the event commences. Content and structure of membership events The content and structure of a membership event can be determined by the Leadership Team. The National Office will aim to assist this process by offering off the shelf materials such as PowerPoint presentations and promotional templates to assist with the event. It is anticipated that over time a library of event material will be made available for use by all STMG Leadership Teams to select from, therefore reducing the workload required to ensure a successful event and ensuring consistency of content. Management and coordination of membership events The National Office will be responsible for the management and coordination of all Membership events. This includes, promotion, administration and determining content. The National Office may grant the Leadership Team approval to organise an event on the basis that a clear set of procedures and responsibilities have been documented and agreed upon. In addition the National Office may delegate certain aspects of the management and coordination of an event to the Leadership Team 12 P age

14 8.0 STMG Leadership Team Each State or Territory Membership Group will be represented by a Leadership Team and supported by the National Office through the Engagement and Education Department. Structure The Leadership Team will consist of a Chair and Deputy Chair and a maximum of four (4) additional Team Members. Although a Leadership Team can have up to 6 members, it does not require all positions to be filled in order to operate effectively. Only the position of Chair is mandatory for the establishment of a Leadership Team in any state or territory. All appointments to a Leadership Team will be for a period of 2 years. Individuals appointed to positions must maintain FPA Australia membership throughout their tenure as either an Individual or Professional member or be employed by an entity with Corporate or Organisational membership. In circumstances where the establishment of a Leadership Team has not occurred for any reason, the National office will assume the responsibilities and functions of a Leadership Team until such time as a Leadership team is established. Leadership Team Functions The focus of the Leadership Team is to ensure that matters affecting the diverse aspects of membership relevant to their region are identified, discussed and in consultation with the National Office, resolved or guidance provided in order to resolve. The Key Reporting Areas listed in 8.3 are considered to present a framework for this discussion. Using the Key Reporting Areas as a guide to prompt discussion, the function and responsibilities of the Leadership Team are to: Identify, record and discuss local matters affecting members and determine appropriate resolutions or actions including referral to the National Office for action by FPA Australia s established committees, groups or National Office departments. Communicate matters discussed at Leadership Team meetings with all FPA Australia members through face to face or on-line forums Promote, coordinate and support the delivery of face to face STMG meetings on a regular basis and in conjunction with the National Office capture matters arising at these meetings that require additional actions Work closely with the National Office to ensure a coordinated approach to addressing matters is maintained across the country Identify and coordinate resolution of specific matters identified by members through the formation of relevant Working Groups 13 P age

15 Identify opportunities to develop relationships with government departments and agencies and with the express permission of the National Office, foster these relationships. Identify social and technical activities within its region and work with the National Office to engage and inform members of potential change impacting on the fire protection community. Identify new members and help engage these members with the broader Association s activities. Provide informed review and comment on material that is referred to the Leadership Team by the National Office. Promote training and education opportunities to FPA Australia members. Identify special presentations and guest speakers to present at STMG meetings. Key Reporting Areas Meetings of the Leadership Team should seek to ensure the Key Reporting Areas identified below are discussed at each meeting. Whilst not exhaustive, these Key Reporting Areas are based on a structure that is generally reflective of most activities undertaken by FPA Australia members. Further details are provided in Appendix 1: Regulations, Codes, Standards and Technical matters related to: o Early warning and fire detection o Water Based Fire Suppression o Passive Fire Protection o Emergency Planning & Response o Bushfire o Portable Fire Equipment o Special Hazards o Maintenance of systems and equipment o General Fire Safety, Firefighting, Testing o Other areas not described above Training & Education Accreditation & Licensing Product Innovation and Compliance Business support services Social Activities 14 P age

16 Where appropriate a Leadership Team may informally nominate a member/s to lead discussion on the above key reporting areas at Leadership Team meetings and at STMG meetings. Chair & Deputy Chair Responsibilities The Chair (and Deputy Chair in the absence of the Chair) will: ensure regular communication with the National Office is maintained be responsible for scheduling and organising meetings of the Leadership Team and a take a lead role to ensure the efficient operation of the Leadership Team as detailed in 8.5 ensure appropriate levels of discussion on Key Reporting Areas is facilitated; and ensure the National Office is notified of any occurrence where a government body or agency or other 3 rd party seeks the opinion of, or information from, FPA Australia. The National Office will be responsible for coordinating any and all responses and communications with all government departments or agencies. Where appropriate and practical this will include consultation with the Chair of the Leadership Team. Meetings of the Leadership Team Frequency of meetings The Leadership Team are required to meet on an as needs basis at intervals relevant to their particular needs. It is expected that Leadership Teams will meet at least four times per year. The frequency of meetings may be influenced by a range of factors that include but are not limited to the following: 1. To make preparations for the running of an STMG meeting 2. To plan social activities 3. To review or discuss a specific state based matter such as a proposed regulatory amendment or code 15 P age

17 8.5.2 Attendance of Invited Guests at Leadership Team Meetings The Chair or Deputy Chair may invite persons with specialist qualifications or experience to attend a meeting of the Leadership Team as an observer or guest. Prior to issuing an invitation, FPA Australia must approve the invitation. The intention of this invitation is to allow the invited guest to contribute and broaden a discussion on a particular subject that is to be discussed in that meeting. Such invited persons may not attend more than one meeting in a row unless approved by FPA Australia Attendance of government representatives at Leadership Team Meetings The Leadership Team may request FPA Australia to invite a representative of a specific government department or agency to be a semi-permanent member of the Leadership Team. Prior to considering the request, the Leadership Team will be required to identify the specific benefit and contribution to be realised through attendance of the specific department or agency at Leadership Team meetings Attendance Requirements There is a requirement for all members of the Leadership Team to attend, either in person or by teleconference, a minimum of 50% of all meetings of the Leadership Team. If a member of the Leadership Team does not achieve the required minimum attendance in any 12 month period, their appointment will be reviewed by the Chair and the National Office. Where a member s attendance requirements are not achieved to the satisfaction of FPA Australia, the member s appointment to the Leadership Team may be revoked by the National Office Notice of Meetings Responsibility for organising and advising of meetings of the Leadership Team shall be the responsibility of the Chair. The National Office must be advised of every Leadership Team meeting at the same time as Leadership Team members are notified. 16 P age

18 8.5.6 Record of Meetings Responsibility for recording outcomes from a Leadership Team meeting is the responsibility of the Chair. There is no expectation that minutes will be recorded and produced. Each STMG Leadership Team may determine their preferred method for documenting discussions and decisions. Importance should be placed on recording action items, particularly where there is requirement for an external entity to respond to the action item. All records of meetings are to be provided to the National Office National Office Involvement in Meetings The National Office may partake in Leadership Team meetings through teleconference facilities. On occasion a representative from the National Office may attend Leadership Team meetings in person. Nominations for Leadership Team members Eligibility for Leadership Team Members All Individuals nominated to be a member of the Leadership Team must hold Individual or Professional membership or be employed by an entity with Corporate or Organisational membership Nominations Leadership Team members Nominations for the Leadership Team members will be coordinated by the National Office. A valid nomination can only be submitted where it complies with the nomination process advised by the National Office and is received using the approved nomination form and within the required timeframes unless expressly permitted otherwise by the National Office. A short biography (of no more than 150 words) detailing the candidates knowledge and experience as well as a photo is to be provided with each nomination. The National Office will verify all received nominations to ensure they are eligible. 17 P age

19 Election and appointment of Leadership Team members Where less than 6 nominations are received, all nominees will be considered to be elected and appointed unopposed. Where more than 6 nominations are received for positions on the Leadership Team, a ballot will be held in accordance with the following process and rules Eligibility to vote for Leadership Team members Eligibility to vote for positions on the Leadership Team are detailed in General Election Process for Leadership Team members The election process will be scheduled and co-ordinated by the National Office. All eligible voting members in the relevant state or territory will be provided with an electronic ballot and requested to select their preferred candidate/s. A preferential voting system (voters select all nominees in order of preference) will be adopted. Where candidates cannot be separated due to receiving an equal number of votes, the National President in conjunction with the Chief Executive Officer of FPA Australia will have a casting vote to determine the successful candidates. At the close of voting, the National Office will process the ballots and inform all candidates of the outcome of the vote. All members within the relevant state or territory will also be notified of the result. Eligibility to vote All financial Individual, Professional, Corporate and Organisational members of FPA Australia whose main address is registered within the relevant state or territory are eligible to vote. Honorary Life Members have the same voting entitlements as an Individual member. If an Honorary Life Member holds a current financial membership they are only entitled to one vote. An Organisational member or Corporate member will have one vote. It is the responsibility of the main contact within the organisation or company to submit that vote or to delegate this authority. However, individuals who are an employee of an organisation or corporate member but also hold Individual or Professional membership with FPA Australia are eligible to vote as per their right as an Individual or Professional member 18 P age

20 Appointment of Chair and Deputy Chair The position of Chair and Deputy Chair will be determined by members of the Leadership Team at the first meeting of the new Leadership Team. At this meeting nominations will be called for the position of Chair and Deputy Chair. In the event that more than one nomination is received for either position, a ballot will be conducted amongst members of the Leadership Team present in person at the meeting. The election of Chair will precede the election of Deputy Chair. The voting process will be by show of hands unless the Leadership Team determines that a confidential ballot is required. Proxy votes will not be allowed. To be elected, a nominee must secure more than 50% of the eligible votes. If the result of the ballot does not result in a nominee securing more than 50% of the eligible votes, the nominee with the lowest number of votes will be eliminated and a further ballot will be conducted amongst remaining nominees. This process will continue until a single nominee receives more than 50% of the eligible votes. In the event of a tie, the Leadership Team will determine a suitable method to determine the Chair and Deputy Chair. Period of appointment All positions on the Leadership Team will be for a period of two years. Confidentiality Agreement & Protocols In order to protect potentially sensitive information that FPA Australia may pass onto the Leadership Team for comment from time to time, all members of the Leadership Team will be required to adhere to and sign a confidentiality agreement. Any person elected to a position on the Leadership Team who has not signed a confidentiality agreement will not have their appointment confirmed and will therefore not be permitted to attend meetings of the Leadership Team. Leadership Team members are required to adhere to FPA Australia departmental policy, internal / external media communication protocols, confidentiality agreement, TAC and SIG policy guidelines and FPA Australia s Memorandum and Articles of Association and other guidelines and terms and conditions that may apply from time to time. 19 P age

21 Appendix 1 - Key Reporting Areas State & Territory Membership Groups Terms of Reference and Guidelines Regulations, Codes, Standards and Technical matters related to: Early warning and fire detection Water Based Fire Suppression Passive Fire Protection Emergency Planning & Response Bushfire Portable Fire Equipment Special Hazards Maintenance of systems and equipment General Fire Safety & Firefighting Other areas not described above This Key Reporting Area is to identify and report on each of the above industry sectors that are affected or influenced by current, proposed or new: (i) State and Territory Acts, Regulations or legislated Codes or Policies (ii) National Construction Code (NCC) incorporating the Building Code of Australia (BCA) (iii) Australian Standards (iv) International Standards and Codes Organisation(s) Training & Education This Key Reporting Area is to identify, report and contribute to the training and education needs of members through: (i) The planning and support of informative seminars, forums or workshops; and (ii) The review and support of formal and informal training opportunities Accreditation & Licensing This Key Reporting Area is to identify and report on issues that involve accreditation & licensing that have any bearing or interest for FPA Australia s greater membership including: (i) Fire Protection Accreditation Scheme (ii) Bushfire Planning and Design Accreditation Scheme (iii) Workplace Emergency Response Accreditation Scheme (iv) ODS and SGG Licensing (v) Cabling Registration (vi) Other accreditation and licensing either required by regulation or introduced by industry. 20 P age

22 Product Innovation and Compliance State & Territory Membership Groups Terms of Reference and Guidelines This Key Reporting Area is to identify and report on product issues, such as, but not limited to: (i) Product certification/listing (ii) Product quality (iii) New product development and innovation Business support services This Key Reporting Area is to identify and report on matters related to business operations and support such as, but not limited to: (i) Workplace Relations (ii) Workplace Health & Safety (iii) Insurance and legal liability (iv) Business planning and financial management (v) Information Technology and Communications Systems Social Activities This Key Reporting Area is to identify and report on planned member social activities such as, but not limited to: (i) Golf Days (ii) Family Days / Barbeques (iii) Charity Dinners and awards nights 21 P age