LGBTIQA+ Advisory Committee Terms of Reference

1. Purpose

This Committee will act as an advisory mechanism to guide City of Stonnington’s continuing development as a culturally safe and inclusive organisation and local government area free from discrimination based on sexuality, sex or gender.

2. Objectives

The Committee will utilise the lived experience, expertise and knowledge of Stonnington’s LGBTIQA+ communities, Council staff, local organisations and networks of LGBTIQA+ identifying members to:

  • Inform the development of a LGBTIQA+ Action Plan.
  • Provide advice and feedback on relevant Council policies, plans, programs and services that impact or that may potentially impact LGBTIQA+ people.
  • Identify systemic discrimination and provide advice to Council Officers to assist them to address these issues.
  • Provide LGBTIQA+ people and allies with a forum to voice their concerns, needs, and ideas to Council.
  • Provide Council and other local community-based service providers with an effective channel of communication to reach LGBTIQA+ communities.
  • Provide advice to Council in relation to effective communication, engagement and consultation with LGBTIQA+ communities.
  • Strengthen awareness of LGBTIQA+ people as aspects of social diversity and understand issues and barriers to equality facing LGBTIQA+ communities.

3. Membership

Membership will comprise 13 members including:

  • A Councillor (as Chairperson), appointed annually
  • 4 representatives from local organisations and networks that support Stonnington’s LGBTIQA+ community
  • 4 representatives from Stonnington’s business community
  • 4 LGBTIQA+ community members

As far as possible the composition of the community representatives will reflect the diversity of the LGBTIQA+ community including people from a variety of life stages, cultural backgrounds and locations across the municipality, Aboriginal and Torres Strait Islander people, and people with a disability.

All membership positions are voluntary.

Council staff will provide support and assistance to the committee and manage administrative tasks such as developing the agenda and taking notes of recommendations resulting from agenda items.

4. Chairperson

Council’s nominated Councillor will be the Chairperson. In the event of the Chairperson being unable to attend a meeting, a delegate will act in their place.

Where no Councillor is present, the Committee will appoint a Temporary Chairperson for that meeting.

5. Selection process

Appointments will be made based on Expressions of Interest for membership. Expressions of Interest will be advertised in local media and on Council’s website for a minimum of 21 days.

Specific representatives may also be invited to apply. An application form must be completed by interested parties and all applications will be assessed against the selection criteria.

Nominated applicants will be presented to Council for endorsement.

6. Terms of appointment

  • Appointments will be for an initial two year term.
  • Members completing the first two year term may re-apply for a second and third term, not exceeding a total of six years continuous service before a break of at least one term.
  • Members are free to resign at any time. This must be received by the Chair in writing and will be effective from the nominated date.
  • In the event of resignation, previous nominations may be considered to fill the vacancy. An Expression of Interest process will be undertaken if there are no previous nominations that meet the criteria.
  • Council will appoint a Councillor to chair the meetings.
  • Council may appoint a second Councillor to the Committee.

7. Meeting arrangements

Frequency and duration

  • The Committee will meet four times annually in February, May, August and November.
  • Meetings will be held via Zoom (or other online product as appropriate) for a trial period of 12 months, to be reviewed for effectiveness.
  • Meetings will be held for a duration of 1.5 hours, outside business hours.
  • In special circumstances, a meeting may be cancelled or rescheduled.

Attendance and record of meetings

  • It is expected that each member of the Committee will attend a minimum of 60% of all meetings as scheduled.
  • All meetings will have an agenda and a record of minutes.
  • The Chairperson will oversee the preparation of the agenda in consultation with senior Council staff. Agenda items can be submitted by any committee member prior to the finalisation and distribution of the agenda.
  • Minutes of the meeting will be circulated within five working days of the meeting and confirmed at the commencement of the following meeting.


  • 50% + 1 committee member shall constitute a quorum. If a quorum is not present within half an hour after the scheduled commencement time of the Committee meeting, the meeting is to be abandoned.
  • Decisions require more than half of the Committee to be present. While it is preferable that decisions are made by consensus, there may be circumstances where a matter is decided by a vote; in which case each member is entitled to one vote.

8. Conduct principles

Committee members are expected to:

  • Actively participate in committee discussions and offer their opinions and views.
  • Treat all persons with respect, having regard for their opinions, rights and the responsibilities of others.
  • Act with integrity.
  • Attend each meeting where practical (at least 60%).
  • Avoid conflicts of interest and the release of confidential information.

Conflict of interest

The Local Government Act identifies direct and indirect conflicts of interest which require disclosure as and when they arise. Members of the Committee must be aware of their responsibilities with regards to the management of interests in relation to the discharge of their duties as committee members.

Any matter identified by a committee member to constitute a Conflict of Interest shall be reported to the Chair, either prior to a meeting or before the specific item is discussed.

9. Support for Committee Members

Where meetings and forums are not held virtually, Council will arrange transport assistance for any member of the Committee who is otherwise unable to attend a meeting or forum without such assistance.

Council will assist with additional supports where required by a Committee member with disability in order that they can attend a meeting or prepare for a meeting (including communication support and supporting material in an individual member’s preferred format).

Council requires reasonable notice (at least 1 week) of a need for assistance in order to prepare and provide that assistance efficiently and effectively.

10. Review

The Terms of Reference will be reviewed every two years at the start of new membership appointment term.

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