Urban Forest Strategy Implementation Working Group

1. Overview

The strategic focus for the Urban Forest Strategy (UFS) Implementation Working Group (IWG) is aligned to the Town of Victoria Park’s Strategic Community Plan 2017 – 2032, the Urban Forest Strategy and the UFS Implementation Action Plan. The IWG informs the detailed planning process for UFS implementation activities.

2. Membership

Heather Johnstone - Presiding Member
Rowena Skinner  
Ben Whitehouse
Nadia D'Hart
Emma Monk 
Ngaire Howard
Cr Luana Lisandro 
Cr Bronwyn Ife
Cr Peter Devereux

 

3. Terms of reference

Purpose and objective

(1)  The strategic focus for the Urban Forest Strategy (UFS) Implementation Working Group (IWG) is aligned to the Town of Victoria Parks (Town) Strategic Community Plan 2017 – 2032, the Urban Forest Strategy and the UFS Implementation Action Plan. The IWG will inform the detailed planning process of UFS implementation activities.

(2) This advice is related to the following strategic outcomes:

  • EN7 – Increased vegetation and tree canopy.
  • CL3 – Well thought out and managed projects that are delivered successfully.
  • CL9 – Appropriate devolution of decision making and service provision to an empowered community.

Term

(3)   These terms of reference are effective upon endorsement by Council and continues until 31 December 2022. Members have the option to exit the group at any time at their own discretion. If a member exits the group the Town may invite a replacement based upon submissions from a previous EOI process. Re-establishing the group beyond 2022 will follow the process outlined in Policy 101 Governance of Council Advisory and Working Groups.

Membership

(4)   The group shall be comprised of:

a.     Three (3) elected members

b.    Six (6) community members

c.     Five (5) officers

(5)   All memberships expire at the end of the group’s term.

Roles and responsibilities

(6)   Each member of the group is responsible for:

  • Reviewing agendas and supplementary information prior to attending meetings.
  • Attending monthly meetings.
  • Actively participating and work cooperatively with IWG members.
  • Ensuring that agreed actions of members are completed in a timely manner.
  • Aligning with the Town’s Vision, Mission and Values.

(7)   Each member is expected to abide by the Town’s Code of Conduct, to have open and honest discussions and to treat each member with due courtesy and respect.

(8)   The overall role of the Urban Forest Strategy Implementation Working Group is to:

  • Collaborate with Town officers in the detailed planning of UFS implementation activities.
  • Review the execution of specific tasks and adherence to timelines set within the Implementation Action Plan.
  • Evaluate outcomes to consider the reasons for the relative success or shortcomings of any task trials and initiatives.
  • Consider and recommend modifications annually or as required to improve the viability of UFS plans and actions.
  • Monitor progress towards attaining the UFS’s goal of 20% canopy coverage and our efforts to retain existing and grow new canopy trees.
  • Review and consider the integration of Urban Forest initiatives into ongoing management and maintenance plans.
  • Review council reporting on the UFS implementation progress.
  • Report to the Place Leader – Urban Forest with issues, opportunities, updates and actions.
  • Act as an Urban Forest Community Ambassador through active sharing and promotion of Urban Forest news and activities and participating in leadership opportunities for implementation, education or planting projects

(9)   In addition to these, the specific roles for each membership type are as follows:

a.    Elected members are responsible for ensuring that the group adheres to the direction set by Council, contributing from a Town-wide perspective, and ensures that delivery of the group's objective. 

b.    Community members are responsible for contributing to the delivery of the group’s objectives within the scope of their skills, knowledge and capabilities.

c.     Officers are responsible for conducting necessary research as required by the group, providing professional advice, and for administering its meetings. 

Meetings procedures

(10) The group will elect a presiding member and deputy presiding member at its first meeting. The presiding member will be the person consulted on the day-to-day operations of the group and its required preparations, including the agenda, for its next meeting. 

(11) The group will meet monthly or the group will meet as required, upon the calling of the meeting by the presiding member.

(12) A meeting quorum will be at least 50% of the participating members of the group (community and elected members). Decisions are to be made by consensus (i.e. members are satisfied with the decision even though it may not be their first choice). If not possible, the presiding member can make the final decision.

(13) If a member is unable to attend the meeting, they must advise the presiding member as soon as reasonably practicable.

(14) The agenda and minutes of the meeting are to be prepared by the Town, as follows:

a. The agenda will be distributed no later than three working days before the meeting on the Town’s website.

b.  The minutes will be distributed no later than five working days after the meeting on the Town’s website

c.  Both the agenda and minutes are to be developed in the prescribed form.

Reporting

(15) The group is expected to report to Council, in accordance with Policy 101 Governance of Council Advisory and Working Groups.