Guidelines for Representation on Standards Australia and Other Committees

Guidelines for Representation on Standards Australia and Other Committees

Introduction

Following a number of discussions at Strategy Group level, the Australian Fire Authorities (AFAC) Council at the April 2000 meeting considered a discussion paper covering AFAC and member agencies future role in Standards (Australian and International) and other external committees.

As a result of the paper Council endorsed the following:

· all fire service representation on Standards Australia committees should be made under the auspices of AFAC

· the number of committees any individual serves on should be capped at two, with three sub-committees and working groups as an extension to the main committee activities

· AFAC should fund representatives air travel to all meetings - including the meetings of sub-committees and working groups

· all agencies should be encouraged to nominate delegates to represent AFAC on Standards Australia committees

· continuity of committee representation and attendance should be regarded as an issue of highest priority

Council also agreed to adopt the Guidelines for Representation on Standards Australia and Other Committees produced by the former Fire Safety Officers Consultative Committee as a central plank of the AFAC approach to representation and to issue the guidelines to all representatives.

To ensure representatives participating in these committees have a clear understanding of the expectations of the nominating agency and AFAC, the following has been established to facilitate this process.

Membership

Future membership of Standards Australia committees will be made on the basis of representation under the auspices of AFAC.

The number of main committees any individual serves on will be capped at two, with three sub-committees and working groups as an extension to the main committee activities. Where membership by an individual on behalf of AFAC exceeds this capping the matter should be discussed with the AFAC office.

Membership of a standards committee is a service to member agencies, affiliated organisations and AFAC. This contribution is very much appreciated at all levels. Membership of a new committee, sub committee or working group will however need to be endorsed by the relevant strategy group or pending a strategy group meeting, by the AFAC office.

Agency employees representing AFAC on are expected to accept the direction of the Strategy Group under whose direction the subject is covered and to:

· refer any contentious issue, significant conflict or negative vote to the Chair of the relevant strategy group.

Current membership which is on behalf of an individual agency should be evaluated by that agency with a view to transferring the representation to AFAC where membership is considered necessary.

AFAC funds the air travel component of attendance at all Standards Australia committee meetings where the particular position/nominee has been endorsed by the Strategy Group.

To obtain funding the AFAC representative is required to make a request to the AFAC office for the air travel component. Attachment 1 is to be used for the request and should be submitted via email. Where funding for the air travel component is not required the relevant parts of Attachment 1 are to be completed and forwarded to the AFAC office.

Where an AFAC nominee accepts membership of a sub-committee, working group and/or joint committee without, or prior to, Strategy Group endorsement, it may be the responsibility of the representative's agency to meet all costs associated with attendance at these meetings.

AFAC has no allocated budget to fund attendance at these meetings. However, through the AFAC Special Project structure, funds may be sought for these activities.

A list of AFAC representatives including committee structures and other information is posted on the AFAC website.

Following attendance at a meeting, a short report is to be emailed to the AFAC office covering:

In addition to the above report, representatives shall also circulate to interested parties in other agencies, papers associated with the meeting along with any requests for information, support or decisions which must be taken. This information should be forwarded to all members of the relevant strategy group or other nominated agency members.

Prior to the September Strategy Group meetings, a short written report (no more than one page) shall be prepared for the strategy group. The report shall be forwarded by email to AFAC Office by 30 August each year. Any major and/or contentious issues should be highlighted, including where appropriate details of positions taken on behalf of AFAC. As a part of this report, a forecast should be made of the expected workload for the next financial year including the need for travel, to enable budgetary considerations to be made.

All correspondence to Standards Australia, agency representatives and AFAC shall be on the AFAC Standards Australia letterhead provided with these guidelines. The committee number and representatives' address and telephone details are to be entered by the representative.

As Draft Australian Standards are issued for public comment, details shall be forwarded to AFAC for posting on the AFAC web page.

Prior to submitting a written vote on an Australian Standard (or other committee matter), the details shall be forwarded to AFAC for posting on the AFAC webpage. Where a negative vote is intended to be submitted, the reasons are to be discussed with the Chair of the relevant strategy group.

Where the AFAC nominated representative is not able to attend a meeting, arrangements for an alternative representative should be discussed with the AFAC office

If it is decided to send an alternative representative, the nominated representative shall ensure that the alternative representative receives an appropriate briefing and papers associated with the meeting.

From time to time the AFAC nominated representative may change. Under such circumstances, the retiring representative should forward to the AFAC Office, copies of committee papers covering the current and previous year's committee activities, along with any Committee issued draft or published documents. Retiring members should provide a written summary of the year's activities for the period of representation.