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Protocols

Protocols provide for additional accountability and transparency by defining office bearers’ roles and responsibilities.

They complement the Rules and adhere to the standards and principles outlined in the Code of good governance.

Our protocols are also consistent with guidelines and protocols used by other non-profit groups, statutory authorities and peak bodies.

We have protocols for:

The Board determines appropriate protocols.

President

The president’s duties are to call, chair and report to the Board of Management and State Council. These duties are stated in the Rules of Association clauses 18.2, 18.3, 18.5, 19.3.1, 27.1.2, 28.2 and 28.6.

In addition to this, the Board has endorsed the following statements regarding the president’s role and responsibilities.

Role

The role of the president is to:

  • ensure continuity of leadership at all times; the president, deputy presidents and CEO will communicate on issues and work as a team
  • ensure Board members are advised of executive decisions on important issues at the first opportunity
  • attend a range of meetings with councillors and MAV representatives in each of the twelve regions at least once a year.

Responsibilities

The president’s responsibilities are to:

  • be the principal spokesperson for the MAV
  • promote the MAV and the sector
  • facilitate communication and cohesion between MAV representatives, Board members and the organisation
  • chair monthly MAV Board meetings in Melbourne
  • attend bi-monthly MAV Insurance Committee meetings in Melbourne
  • represent the MAV at two-day, bi-monthly meetings of the ALGA Board in Canberra
  • maintain relationships with State Government Ministers and all political parties
  • maintain relationships with key stakeholder groups
  • chair State Council meetings
  • represent the Board at MAV events including, Councillor Development Weekend, MAV Annual Conference and other events as required
  • be a conduit for feedback and input from members.

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Deputy president

The deputy president's duties are to chair meetings or act in place of the president in the absence of the president or when requested to do so by the president. These duties are stated in clauses 29.3 and 29.4 of the Rules.

In addition to this, the Board has endorsed the following statements regarding the deputy president's role and responsibilities.

Role

The role of the deputy president is to:

  • ensure continuity of leadership at all times; the president, deputy president and CEO will communicate on issues and work as a team
  • ensure Board members are advised of executive decisions on important issues at the first opportunity
  • attend a range of meetings with councillors and MAV representatives in each of the twelve regions at least once a year.

Responsibilities

The deputy president's responsibilities are to:

  • deputise for the president in the absence of the president or when requested by the president or CEO
  • support the president in the leadership role
  • perform promotion, public relations and other functions at the request of the president or the Board
  • chair meetings convened by the MAV of their metropolitan or rural constituencies.

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Board members

​Members on the Board of Management have responsibility for the conduct of our affairs in accordance with the Rules of Association and the Municipal Association Act 1907.

This includes, financial management, policy direction and general principles of engagement with the sector.

These duties are stated in the Rules of Association clauses 30.1.1, 30.1.2, 30.1.3, 30.1.4, 30.1.5, 30.1.6, 30.1.7, 30.1.8, 30.1.9, 30.1.10, 30.1.11, 30.1.12, 30.1.13, 30.1.14 and 30.1.15.

In addition to this the Board of Management has endorsed the following statements regarding Board members’ roles and responsibilities.

Role

The role of Board members is to promote the MAV and its policy aims, and represent their region at the MAV.

Responsibilities

While details of the consultation processes between Board members and their regional representatives will be a matter for each member to negotiate, members will:

  • have regular contact with their MAV representatives
  • provide a regular report to MAV representatives, which will comprise as a minimum information about the monthly Board decisions. This information will be developed by the organisation and provided to Board members by the organisation
  • meet in person with MAV representatives from their region at MAV-sponsored functions where possible
  • be available for feedback from MAV representatives
  • promote the role of the MAV representative and encourage councillors to become representatives.

Also, Board members will:

  • report to State Council and annual meetings on their region’s perspective on issues when requested
  • attend any meeting or function in their regions where the president or a deputy president is present, where appropriate
  • undertake representation on committees, working groups and other groups as requested by the Board
  • maintain a watching brief on regional issues and developments.

Obligation to vote

All Board members present at a Board meeting must vote unless they are prohibited from doing so.

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Representatives

Representatives must attend every meeting of State Council or encourage the substitute representative to attends if they are unable to do so.

They must also:

  • vote on every matter under consideration
  • provide regular reports to council on MAV issues and decisions
  • comply with protocols or guidelines published by the Board.

These duties are stated in the Rules of Association clauses 7.1, 7.2 and 7.3.

In addition to this the Board of Management has endorsed the following statements regarding representatives’ roles and responsibilities.

Role

The role of representatives is to promote the MAV within the member council and the sector. They should also participate and offer expertise by nominating for committees or working groups in areas of interest.

Responsibilities

The representatives’ responsibilities are to:

  • represent the interests of the member council by presenting their position
  • liaise with regional Board members
  • liaise with the president, deputy presidents or CEO on appropriate issues
  • attend other MAV meetings and regional Board group meetings where possible.

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Committee members

We will:

  • provide training as to the responsibilities of MAV committee representatives when appropriate
  • provide advice and support to MAV committee representatives as required
  • contact committee representatives at least twice a year or more depending on the meeting schedule of the particular committee
  • arrange for agendas and minutes to be sent to the MAV and stored electronically
  • alert committee representatives if any important MAV issues are likely to be addressed within their committee area.

Committee representatives must:

  • undertake to perform their representative duties in a manner consistent with the principles of the MAV
  • sign an MAV conflict of interest and confidentiality agreement
  • provide a short written summary of committee activities to the MAV Board at least twice per year when requested
  • liaise with the MAV on any major or contentious issues the committee considers
  • forward copies of all agendas and minutes to the MAV
  • alert the MAV if any issues are raised that impact on MAV policy areas.

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Corporate reporting

​It is important that we follow best practice in corporate reporting since we sponsor annual awards for the best annual report and encourage best practice for records.

The Rules of Association do not mention corporate reporting as other laws and practices apply.

Corporate, incorporated association and not-for-profit organisation reports usually include information about Board members (such as formal qualifications, post-nominals and memberships), their activities in their position and payments or benefits from activities where expenses were claimed.

This means information needs to be collected about Board meetings, members and related expenses.

In addition to this the Board of Management has endorsed the following statements in relation to corporate reporting.

The MAV will report annually on attendance at Board meetings and all activities against which expenses have been claimed.

The Board will also act on any matters as requested by the CEO or president for corporate and legal purposes. It will also supply a corporate biography in accordance with the pro-forma provided by the MAV.

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