Draft
Newcastle Art Gallery Youth Reference GroupCharter
Policy title / Newcastle Art Gallery Youth Reference GroupPolicy owner / Chief Executive Officer
Prepared by / Cultural Facilities - Planning & Regulatory
Approved by
Date approved
Commencement Date
Version
Category / Governance
Revision date / December 2019
Amendments
Relevant strategic direction / Open and Collaborative Leadership
Caring and Inclusive Community
Vibrant and Activated Public Places
Relevant legislation/codes / Local Government Act 1993 (NSW)
Related policies/documents / Code of Conduct
Confidentiality Agreement
Related forms / Newcastle Art Gallery Youth Reference GroupExpression of Interest
Table of Contents
Table of Contents
1Objective
2Interpretation
3Establishment and dissolution
4Authority
5Responsibilities of the Newcastle Art Gallery Youth Reference Group
6Membership
7Selection of members
8Termination of Group membership
9Appointment and responsibility of Chairperson
10Responsibility and requirements of Facilitator
11Attendance at meetings
12 Meeting Administration
13 Quorum
14 Meeting schedule
15 Recommendations of the Group
16 Reporting
17Conduct by members and attendees
18Public Comment
19Confidentiality
20Induction
21Review of Charter
1Objective
1.1Formation of the Group is consistent with the Cultural Strategy 2016-2019 priorities of increased engagement with young people and increased collaboration with local artists and practitioners.
1.2To provide a valuable professional development opportunity for current and recently graduated fine arts and creative industries students and practitioners.
1.3To develop with young and emerging arts practitioners good communication channels through which Newcastle Art Gallery can hear and gain perspectives. This is a two way and mutually beneficial exchange.
2Interpretation
2.1Act means the Local Government Act 1993 (NSW).
2.2Council means Newcastle City Council and where appropriate includes its administration.
2.3Group means the Newcastle Art Gallery Youth Reference Group.
2.4Member means those described in clause 6.1.
2.5Chairperson means the Chairperson of the Group.
2.6Facilitator means the Council Officer appointed by the Manager, Newcastle Art Gallery, to fulfil the tasks set out in clause 10.
2.7General Manager/CEOmeans the General Manager/Chief Executive Officer of Council and includes his/her nominee.
2.8 Invitee means any person invited by the General Manager/CEO or at the request of the Group to attend a meeting only for a specific purpose. Invitees have no decision making rights.
2.9 Unless stated otherwise, a reference to a clause is a reference to a clause of this Charter.
3Establishment and dissolution
3.1Council resolved to establish the Group with the adoption of the Cultural Strategy 2016-2019 in November 2015.
3.2This Groupstructure remains in existence until the end of 2019 when the Cultural Strategy expires. Group membership however is on an annual basis.
4Authority
4.1In carrying out its responsibilities, the Group must at all times recognise that primary responsibility for management of Council rests with the Council and the General Manager/CEO, as provided in the Act.
4.2The Group has no executive powers and cannot make decisions on behalf of Council.
4.3Neither the Group nor any of itsmembers may direct any Council officer in his or her duties.
4.4The General Manager/CEO may facilitate, and provide the necessary financial resources, to engage the provision of any external professional advice that may be required.
5Responsibilities of the Newcastle Art Gallery Youth Reference Group
The responsibilities of the Group are as follows:
5.1 Be prepared to make a 12 month commitment which includes contributing the time needed to understand the Group'srole and attend monthly meetings
5.2Identify a project or projectsas a group and in consultation with Gallery staff. Related planning and deliverywill be supported by the Gallery
5.3Take active roles in projects as appropriate and within the scope of the group
5.4Provide advice and feedback on matters brought before the Group.
5.5Roles and items that are not explicitly part of the Group
5.5.1Fundraising, guiding or donor contact;
5.5.2There will be no exhibition of work by any Group member at Newcastle Art Gallery;
5.5.3 There will be no replacement of any staff/paid role;
5.5.4The Youth Reference Group is not a formal intern program or model, and is not part of a course of study.
5.5.5 Should an individual wish to base a case study on any facet of Newcastle Art Gallery, appropriate permissions need to be sought and granted.
Responsibilities of Newcastle Art Gallery
5.6To engage with emerging and early career arts practitioners
5.7To provide a platform for the discussion of ideas with the view of collaborative project based learning and delivery.
5.8Share further awareness of the City's collection and the value of it as a resource, an asset, a legacy and a visual record of historical and cultural works of local and national significance.
5.9To facilitate and provide administrative support for the group.
6Membership
6.1The Group will consist of the following membership:
6.1.1A maximum of six people, comprising of tertiary students and emerging artists appointed in accordance with clause 7 of this Charter.
7Selection of members
7.1Membership shall be appointed following a public expression of interest (EOI) process. Forms will be made available annually on Council’s website. Written nominations shall be lodged with Council and include supporting information addressing selection criteria.
7.2To be eligible for selection to the Newcastle Art Gallery Youth Reference Group, applicants must:
7.2.1Be aged between 18-30 years;
7.2.2Be enrolled full time in Visual Arts, Fine Arts or Art History or have graduated in one of these areas within the last five years;
7.2.3Be willing to get a Working with Children Check (WWCC) and to sign a confidentiality agreement;
7.3Applications will be assessed on merit based applicants meeting the selection criteria. A panel of at least three (3) people will review the Expression of Interest applications.
7.4If the Group has more than six eligible applicants, these ranked applicants will be placed on an eligibility list for up to 12 months.
8Termination of Group membership
8.1Membership of the Group will remain until:
8.1.1the member resigns or;
8.1.2membership is terminated pursuant to clause 7.2 of this Charter or;
8.1.3The 12 month timeframe for membership has expired. A member may submit a new Expression of Interest to seek to continue in the Group for a further 12 months.
8.2Membership of the Groupmay be terminated by a decision of the Group due to:
8.2.1The Member’s non-attendance at three consecutive Groupmeetings withoutprior notification of their non-attendance or the granting of leave by resolution of the Group.
8.2.2The Member’s conduct being inconsistent with this Charter or Code of Conduct.
8.3TheManager, Newcastle Art Gallery, will determine a replacement member to the grouppursuant to clause 7.4 of this Charter, where applicable. If not applicable, the Facilitator will commence a new selection process, pursuant to clause 7 of this Charter.
9Appointment and responsibility of Chairperson
9.1 The role of Chairperson will be shared on a rotational basis within the Group's membership.
9.2The Chairperson is responsible for keeping order at the meeting.
10Responsibility and requirements ofFacilitator
10.1The Facilitator will bea suitably qualified Council officer nominated by the Manager, Newcastle Art Gallery and may be shared amongst a number of suitably qualified Council officers.
10.2The role of the Facilitator is to:
10.2.1Ensure the Group has adequate resources;
10.2.2Ensureagendas, minutes and meeting papers are prepared and distributed within appropriate timeframes;
10.2.3Supportthe Group in managing appropriateprojects through project based learning opportunities;
10.2.4Identify and connect members with mentors and support this relationship;
10.2.5Support the Chairperson in managing meetings and facilitating discussion;
10.2.6 Seek from and propose to the group opportunities and items for discussion.
11Attendance at meetings
11.1Attendance at any meeting of theGroupis limited to the following:
Members
Newcastle Art Gallery Facilitator and one other staff member
Inviteesapproved by theFacilitator.
12 Meeting Administration
12.1The Facilitator is responsible for preparation and distribution of meeting agendas and any business papers.
12.2The Facilitator will provide notice of meetings, including the agenda and business papers at least seven (7) business days prior to the day of the meeting. These will be sent by email.
12.3The Facilitator is responsible for ensuring that the Group has adequate administrative resources.
12.4Resources allocated to the Group will be managed by the Facilitator.
12.5All Group business will be minuted and recorded by the Facilitator including registration in accordance with Council's Records Management Policy.
12.6Minutes will be distributed to the Groupno later than 10 business days after the meeting.
12.7Minutes of the previous meeting (with amendments if necessary) are to be adopted by resolution of the Groupat the following meeting.
13 Quorum
13.1A quorum is constituted by attendance of at least one Council officer and two community members within 30 minutes of meeting start time.
14 Meeting schedule
14.1 The Group will meet 10times per year on a monthly basis or as resolved by the Group.
14.2A forward meeting schedule will be agreed by the Group each year.
15 Recommendations of the Group
15.1Recommendations by the Group must be consistent with this Charter;
15.2The Group is expected to make decisions by open vote and record its recommendations in the minutes of the meeting.
15.3Council Officersmay action recommendations as they deem appropriatein accordance with their individual delegations and authorisations.
16 Reporting
16.1The Group will report annually at the close of their 12 month term to the Manager, Newcastle Art Gallery with a summary of activity, projects, statistics, learnings, improvements, opportunities and outcomes.
17Conduct by members and attendees
17.1All members and attendees are expected to conduct themselves in accordance with Council’s Code of Conduct.
17.2Conflicts of Interests must be declared and managed in accordance with the Code of Conduct. A record of a declared conflict of interest in the minutes is sufficient.
18Public Comment
18.1The Lord Mayor or General Manager/CEO are the official spokespeople for the Council, in accordance with Council’s Media Policy. No member of the Youth Reference Group should speak to the media or members of the public on behalf of the Gallery or Council.
19Confidentiality
19.1Prior to attending a meeting, Members and other attendees at the meeting must agree to abide by the terms of Council's Code of Conduct relating to confidentiality.
19.2Unless otherwise resolved by the Group, all meetings will be closed to the general public.
20Induction
20.1New Groupmembers will receive relevant information and briefings on their appointment to assist them to meet their responsibilities.
21Review of Charter
21.1This Charter will be reviewed annually by Newcastle Art Gallery staff to ensure currency of content.
Newcastle Art Gallery Youth Reference Group Charter 2017Page 1 of 6