Terms of Reference

Role of working group

1. Have input into the planning, delivery and evaluation of the annual programme of events with respect to:

• Development of the objectives and theme for the event
• Determination of the location of the event
• Determination of target market and audience for the event
• Development of event content
• Post event evaluation and review
• Monitoring, evaluation and review of the events for continuing community relevance and continuous improvement, for consideration by Council.

2. Identify key stakeholders and significant community members who could participate in the development, planning and implementation of the Shire’s events program.
3. Identify opportunities to enhance community cultural development through the involvement of local community groups, for example, schools, multicultural groups, service providers and resident groups.
4. Ensure that all aspects of the Shire’s events program are of the highest standard, including entertainment and risk management.
5. Work collaboratively with:

• Shire of Merredin staff
• Specialist events or artistic staff engaged for particular events
• Community agencies and groups
• Other special interest individuals and groups

Role of Shire of Merredin

1. Provide leadership
2. Provide a representative or officer from the Shire to chair the meeting
3. Ensure the effective governance and management of the Shire’s events program through the provision of:
   • Staffing
   • Financial Management
   • Sponsorship
   • Financial direction
   • Quality management systems
   • Monitoring of benefits and improvements
   • Marketing and general communications
   • Risk management
   • Contract management services
   • Coordination of volunteers
   • Traffic management

Members and Membership

The group may consist of:

• Minimum of 2 and a maximum of 6 interested community members (residents or representatives from the community, commercial, industrial or government sectors)
• Artistic and/or specialist event support,
• Others with particular interest and/or skills relating to a particular themed event, and
• Relevant Shire of Merredin staff.

Criteria for membership:

• Experience in events related service provision,
• Unique skills and/or abilities relevant to event visioning and planning;
• Strong community networks and linkages;
• Ability to represent a broad range of views that reflect the diversity of the community;
• Strong understanding of the local community and it’s social, environmental, cultural and economic influences;
• Good knowledge and understanding of the local issues that are relevant to Merredin’s events;
• Willingness to contribute positively to meetings in a fair and unbiased manner;
• An ability to look beyond personal interests for the benefit of the whole community;
• An ability and willingness to encourage participation from and provide feedback to the community about Merredin’s events;
• A willingness to celebrate the success and achievements of events in the Shire of Merredin.

The Shire of Merredin will aim to encourage participation by community members reflecting the diversity of the Merredin community including ethnicity, age, gender and geographical spread. New members must abide by the Terms of Reference and the Shire of Merredin Code of Conduct. The Chair is responsible to inform new members about the stated documents.

Meetings

The Shire of Merredin will provide a secretariat to manage the arrangements for meetings. The secretariat role may be filled by the officer appointed to the Working Group.

Communication between members occurs either through meetings or via email, and must always include relevant Shire staff.

Agendas

Any items for the agenda should be presented to the secretariat at least two (2) days prior to a scheduled meeting.

The agenda and draft minutes from the previous meeting will be distributed to members at least one (1) day prior to a scheduled meeting.

These will be sent electronically via email. Hard copies can be provided on request.

Any additional items for discussion raised at the meeting will be discussed under “Other Business” at the discretion of the Chairperson.

Minutes

Minutes of the meeting will be taken by the secretariat

The draft minutes of each meeting will be circulated no later than five (5) days after each meeting by the secretariat.