AFFECTED AREA RECOVERY COMMITTEE (AARC)
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
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
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
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
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
Local industry/environmental/community groups
Regional/State Emergency Management Committee
Non Government Organisations, volunteer/charity groups
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
Community recovery: (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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