Governance Document Consumer Advisory Council Last Review: 30 September 2014 1. Background Guide Dogs Victoria ( GDV ), through its Board of Directors ( the Board ), has created the Consumer Advisory Council ( the CAC ). The CAC was formed in response to the requirements of the Department of Health and Human Services and the Quality Management System ISO9001:2000 and closely follows the model of the State Disability Advisory Council. The primary role of this committee is to bring the voices of the consumers into Guide Dogs Victoria (GDV). 2. Purpose The GDV CAC is a committee that reports to the Board via the CAC Chair and provides a vehicle for communicating with, and responding to, the needs of GDV consumers and volunteers. Members of the CAC will act in good faith to support and promote the vision of GDV. 3. Responsibilities The CAC will: Play an important role in facilitating the exchange of information between the Board (via the CAC Chair), GDV and consumers Facilitate two-way communication between GDV consumers, carers, community groups, service providers and Guide Dogs Victoria Provide input into the Strategic and Community Engagement Plans and receive updates regarding the implementation and effectiveness of the approved plans Provide advice and assistance in the development of strategies to enhance and improve the care of people who use GDV services Consult with other consumers / volunteers to support initiatives and programs that will have a positive impact on the quality of life of GDV consumers Provide advice and recommendations concerning the training of blind and vision impaired consumers Guide Dogs Victoria Private Bag 13, Kew 3101 Draft V6 www.guidedogsvictoria.com.au
Act as a consultative forum in identifying needs and priorities in service delivery Strive to make services responsive to individuals needs Act as a sounding board for various policy and service proposals Provide support, encouragement and insight into the use of GDV services to prospective consumers Review GDV facilities and communication practices with regard to accessibility by people with vision impairment and other disabilities Assist in the development of community strategies to address barriers for people who are blind and vision impaired. Given the Terms of Reference for the CAC, a number of short-term Working Parties may be required to progress delegated work of the CAC. The CAC s advice and recommendations agreed upon by a majority of its members will be presented to the Board at its next regular meeting via the CAC Chair. 4. Membership of Committee The CAC will comprise a mix of consumers, external representatives and GDV staff. Consumers will be representative of a wide range of GDV services. Members shall conduct themselves in accordance with GDV s Code of Conduct, Values and Behaviours and will treat other members courteously and be respectful of the opinions of others. All consumers will be required to register as a GDV volunteer and will be required to comply with GDV volunteer policies. The CAC will comprise of up to 20 members, with representation as follows: One Board member who will be appointed by the Board as CAC Chair Up to nine consumers Up to two (2) external representatives Up to three (3) volunteers or stakeholders, with one being a Puppy Raiser representative One (1) rotating Board member - appointed by the Board in addition to the CAC Chair The Chief Executive Officer or delegate One (1) GDV staff member with responsibility for advocacy, access and incidence issues One staff member with responsibilities for Consumer Services One staff member requested by either the CEO or the CAC Chair via the CEO Vice Chairperson will be elected by a majority vote of CAC members through an expression of interest / nomination process. The appointment will be for a 12 month period and will be voted on at the end of each calendar year. Page 2 of 6
5. Selection Criteria Members will be recruited via an expression of interest process. There will be a mix of consumers/carers, volunteers and external representatives. Members representing consumers will be selected to ensure equal representation of each client service group (Guide Dog Services, Acquired Brain Injury and Adult Orientation and Mobility, Children s Mobility Service), geographical diversity, age groups and a balance of men and women. External representatives may be appointed from expressions of interest from related fields such as: Academics in the health sector Veterinary consultants Universities (Orientation & Mobility) GDV s consultants Any others as deemed appropriate by GDV and the chair of the CAC. 6. Membership Process Members will be appointed for a period of up to three years with re-appointment being at the discretion of GDV. Appointments of consumer members should be on the basis of their capacity to represent a broad range of GDV services and/or external representatives impacting on blind or visually impaired people. Members will be active consumers of GDV or be relevant to the work of the CAC, and will have the capacity to reflect on and present GDV and community issues rather than personal or individual issues. Members should declare any conflict of interest that should arise and withdraw from the meeting/group as appropriate. Members will be advised three (3) months prior to their term expiry of the due date of their term. Members may submit an expression of interest at the end of a three year term to the CAC Chair / CEO to remain on the CAC for an additional term. 7. Meeting Frequency There will be a minimum of four meetings per year. 8. Quorum A quorum consists of a minimum of six consumer/volunteer representatives. Page 3 of 6
9. Reports to The activities of the CAC are reported to the GDV Board via the CAC Chair. 10. Minutes Minutes are to be distributed to the CAC members within one month of the meeting. GDV will provide the necessary secretarial assistance for the efficient operation of the CAC. The secretarial assistant shall ensure that all Board members and Senior Managers receive a copy of the finalised CAC minutes. 11. Understandings Each CAC member shall sign a Memorandum of Understanding before the commencement of his or her term. Reasonable and necessary travel and accommodation expenses will be refunded and/or provided by GDV. The meetings of the CAC will normally be held between 9:30am and 11:30am on a Saturday morning, once a quarter. The meeting will be held on GDV's campus or in such other location as the Board designates and at such times as agreed by the CAC members. Page 4 of 6
CONSUMER ADVISORY COUNCIL MEMORANDUM OF UNDERSTANDING Guide Dogs Victoria ( GDV ), through its Board of Directors ( the Board ), has created the Consumer Advisory Council ( the CAC ) for the purpose of facilitating the exchange of Information between its stakeholders. Members of the CAC, the membership of which is set out in the Terms of Reference of the Consumer Advisory Council, agree to act in good faith to support and promote the vision of GDV. It is expected that members of CAC will: Conduct themselves in accordance with GDV s Code of Conduct, Values and Behaviours Have good communication skills Be a team player Be proactive and represent views of the stakeholders in which they represent. Members of the CAC must not, during or after their term on the CAC, disclose any information obtained as part of their role on the CAC, except: a) In the proper performance of their responsibilities; b) If the CAC member is compelled to do so by law and has used every lawful means available to them to prevent disclosure; or c) If the CAC member has been authorised in writing by the CEO or CAC Chair to do so. GDV agrees: To provide training as required to CAC members to prepare them for this activity To provide and/or refund reasonable and necessary travel and accommodation expenses directly related to meetings of the CAC To provide necessary secretarial assistance for the efficient operation of the CAC The CAC shall meet as a minimum, 4 times per annum. The meetings of the CAC will normally be held between 9:30am and 11:30am on a Saturday morning once a quarter. The meeting will be held on GDV's campus or in such other location as the Board designates and at such times as agreed by the CAC members. All members, with the exception of those appointed by the Board and GDV staff, will be appointed by the CAC Chair in consultation with the Chief Executive Officer. Each CAC Chair member shall serve for a term of three (3) years from the date of appointment. All positions, with the exception of those members appointed by the Board and GDV staff, will become vacant after a three (3) year term. All members whose position becomes vacant may apply for reappointment for a further term. The CAC Chair in consultation with the Chief Executive Officer may extend the period of reappointment beyond that stipulated if a suitable replacement is unable to be identified. Page 5 of 6
Each CAC member shall sign this Memorandum of Understanding before the commencement of his or her term. This Memorandum of Understanding constitutes the entire understanding of the parties hereto and all prior agreements, understandings, representations or negotiations are hereby superseded, terminated and cancelled in their entirety and are of no future force or effect. The foregoing is agreed to by: Signed: Date: CAC Member Who is appointed for a term of three (3) year(s) commencing / / Signed: Date: Chief Executive Officer Guide Dogs Victoria Page 6 of 6