Emergency Management by liwenting


									Emergency Management

MODEL Terms of Reference
This model Terms of Reference are aligned with arrangements described in the Tasmanian
Emergency Management Plan Issue 6. AARCs are to adjust as required.
AARC for:              Enter relevant title/location eg: East Coast Fires 2006
Date and Status of     DRAFT or ACCEPTED and Issue X Year
these Terms:           Example: ACCEPTED Issue 1 2009
Authority:             This committee is established under the authority of the Emergency
                       Management Act 2006 by the (Select appropriate section and delete
                       others): State Controller (Section 11), Regional Controller: North-
                       West/Northern/ Southern (Section 18).
Enquiries:             Executive Officer’s substantive position and organisation.
Review notes           Summary statement about the review schedule for the Terms of
                       Reference eg The target date for reviewing of these terms is June
General Standards &    The Tasmanian Emergency Management Plan describes the
Practices              framework for this committee and its usual practices are aligned with
                       the guidelines maintained by the SES for emergency management
                       committees (available from www.ses.tas.gov.au. The following points
                       are specific to this group:

1. Background           Short statement about the why the committee was formed.

2. Purpose              To coordinate longer term community recovery activities, and support
                        the communities of (insert affected communities) to manage their
                        own recovery following the (insert event title).
                        Specifically this includes: (delete/update as appropriate)
                           Taking account of affected councils long term planning goals
                           Oversighting and coordinating activities to meet community
                            recovery needs related to: psycho-social, infrastructure,
                            economic and environmental elements. This includes
                            arrangements for appeal administration and disbursement of
                           Providing ongoing opportunities for community participation and
3. Functions            The work of this Affected Area Recovery Committee will be
                        characterised by collaboration with stakeholders, information sharing
                        and collective decision making, as well as upholding the values and
                        relevant processes of the Tasmanian Government.

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4. Reports to:          <Insert name of committee this AARC reports to>. Should be aligned
                        with ‘Authority’.

5. Membership
   5.1 Determined by:   (Name), Regional Controller, North-West/Northern/ Southern OR
                        (Name) State Controller, under advice from the following
                             List relevant State Government agencies and affected councils
   5.2 Chairperson:     Name, position, organisation.
                        NOTES: The Chairperson for the municipal or regional AARC is
                        authorised by the Regional or State Controller (where no other
                        arrangements exist). The Chairperson is usually the Mayor of the
                        affected municipal area.
   5.3 Executive        Name, position, organisation.
       Officer:         NOTES: The Executive Officer is authorised by the Regional or State
                        Controller (where no other arrangements exist).
   5.4 Members          List the participating department/organisations and positions that
                        make up the committee, based on the list below (taken from the
                        Tasmanian Emergency Management Plan), and note their role (eg
                        Chairperson, Executive Officer, member).
                             Mayors and a community representative from each affected
                              municipal area
                             Regional Community Recovery Coordinator/s
                             State Emergency Service managers from Regional or State
                              Headquarters (as required)
                             Nominated representatives from State Government agencies:
                              -   Department of Treasury and Finance
                              -   Department of Premier and Cabinet
                              -   Department of Economic Development and Tourism
                              -   Department of Infrastructure, Energy and Resources
                             Non Government Organisations involved in recovery efforts
                             Other persons relevant to the scope of the recovery effort.
   5.5 Proxies          Note the general conditions for proxies, including the conditions or
                        criteria for nominated proxies to take on the role. Example: Proxies are
                        nominated for members and they assume the member’s role if the
                        member is unable to attend the meeting or is unable to perform his or
                        her usual role for the committee.
   5.6 Stakeholders     Optional. Note the general conditions associated with others who are
       and Guests       likely to be involved in the committee’s operation, and list the
                        organisations/positions that have been identified.
6. Roles and            Identify the main responsibilities for each role (aim to limit these to 2-3
   Responsibilities     points/role).
   6.1 Chairperson      It is expected that the Chairperson will:
                             chair meetings of the committee
                             coordinate the development and delivery of the meeting

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                             agendas, reports and advice, and work program, including
                             maintaining an accurate Terms of Reference
                            provide leadership and direction to the committee.
   6.2 Executive       It is expected that the Executive Officer will:
       Officer              manage and coordinate the administration of meetings, and
                             provide secretariat support (including the distribution of the
                             Terms of Reference)
                            act as a primary point of contact and liaison for the committee
                             members, stakeholders and proxies (if required)
                            arrange for reports to provided as and when required.
   6.3 Members         It is expected that members will:
                            attend and participate in each meeting using existing skill and
                             knowledge sets, and available resources to support the
                             affected community’s recovery
                            actively maintain communication and relationships to support
                             the Committee’s work, including liaising in a timely way with
                             relevant stakeholders and proxies
                            contribute to setting the agenda for meetings, developing key
                             reports, plans and these Terms of Reference
                            actively participate in setting and supporting the agreed
                             recovery activities.
   6.4 Proxies         Proxies will provide support to the members as required and within the
                       limits of safety and training.
   6.5 Stakeholders/   Proxies will provide support to the members as required and within the
       Guests          limits of safety and training.
7. Practices and
   7.1 Stakeholder     List the identified groups, organisations, communities that are
       Management      stakeholders in this committee’s work, and will be considered for
                       routine communication and collaboration. This can include but is not
                       limited to:
                              Council/s
                            Local industry/environmental/community groups
                            Regional/State Emergency Management Committee
                            Non Government Organisations, volunteer/charity groups
                            Others
   7.2 Terms of        This Terms of Reference is the instrument of authorisation for the
       Reference       Affected Area Recovery Committee. It is accepted by the
                       Regional/State Controller at the outset of the committee’s work and
                       will be reviewed at regular interviews while community recovery
                       activities are being supported (Guide: no less than every 6 months).
                       Material changes to the Terms of Reference are endorsed by the
                       Regional/State Controller, as required.
                       The Executive Officer is responsible for arranging distribution of the
                       updated Terms of Reference (this includes sending a copy to the
                       State Emergency Service).

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7.3 Work Program   Describe how the work program for this committee is developed and
                   approved, monitored and reviewed. This can include the
                   responsibilities for coordinating impact assessments, determining and
                   coordinating community recovery activities, along with any important
                   time frames that are relevant for planning purposes. Example: This
                   work program will be reviewed monthly. The primary coordinators for
                   the areas listed below will conduct this review in consultation with
                   relevant stakeholders.
                        Community recovery: (Name)
                        Infrastructure: (Name)
                        Economic: (Name)
                        Environment: (Name)
                        Communications/Community Engagement: (Name)
7.4 Meeting        Identify the planned meeting times for the committee, and any other
    frequency      associated conditions eg usual venue, meeting times.
                   These conditions should include that meetings must be called by the
                   Chairperson when requested to do so by 2 or more members.
7.5 Standard       Outline the general practices for the meetings. This can include but is
    Meeting        not limited to advice of meetings, developing the agenda, advising
    Arrangements   of apologies, whether meeting papers will be used, general
                   timeframes around circulation of agendas, release of meeting notes,
                   if committee papers are classified etc. Guide: Keep this as simple
                   and practical as possible.
7.6 Decision       Define the principles of decision making for this committee (eg by
    Making and     consensus or by resolution/voting, managing out-of-session decisions.
    Quorum         Define the quorum and its role in committee operations.
                   Schedule 3 in the Emergency Management Act 2006 notes that a
                   quorum is no fewer than 3 members including the Chairperson, the
                   Executive Officer and one other member.
                   Arrangements for out-of-session decisions should align with the
                   following points :
                        The Committee can make resolutions without meeting in person
                         as long as a quorum indicates they support the written
                        To indicate support, the paper containing the resolution must
                         be signed by the quorum (hand or electronic signature)
                        Multiple copies of the same paper with individual signatures are
                         considered to be one paper.
7.7 Reporting      Identify which group the committee reports to, and the usual
                   frequency and format of reporting.
                   Municipal/regional committee’s report to the Regional Controller.
                   State committees report to SEMAG.
                   Example: This committee reports to the Regional Controller, <North-
                   West/Northern/ Southern> region. This committee aims to provide a
                   written monthly report that includes progress against the work
                   program and outcomes achieved, and will note any emerging
                   issues/future directions. Other reports will be made as required to

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              other stakeholders and the affected community/ies.
8. Appendix   Optional. Could include any committee specific definitions, target
              meeting dates/venues, a summary of the work program etc.

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