DRAFT agreed upon by the QVMAG Governance Working Group – 29.03.2011
CONTEXT
Consistent with the Queen Victoria Museum and Art Gallery’s (QVMAG) status as a community cultural enterprise and its stated mission to be a leader in the intellectual and creative development of Launceston and Tasmania by increasing the community’s enjoyment and understanding of Launceston’s, and Tasmania’s, natural and cultural heritage the QVMAG Museum Governance Advisory Board (MGAB) is a special committee of Launceston City Council (LCC) that has the role, on behalf of LCC, to ensure that:
• Appropriate governance policies and procedures are established;
• Accountability controls are established and adhered to; and
• The institution has a five year Strategic Plan in place that is relevant to the circumstances the institution is currently operating under.
Consistent with these roles, MGAB members will provide formal and informal advice and support to the Council, General Manager and QVMAG management in accord with the institution’s Strategic Plan and annual enterprise/business plans.
The MGAB is a special committee established under the provisions of Section 24 of the Local Government Act 1993 by Council resolution of its meeting held on (TBA)…
STATEMENT OF PURPOSE
The museum and art gallery’s purpose is to engage with the wider community in order to:
• Provide research and educational opportunities;
• Generate and share new knowledge;
• Increase community awareness of current understandings relevant to the institution’s collections of scientific material and material cultural production; and
• Build upon, maintain and conserve these collections for the benefit of future generations.
ACCOUNTABILITY
The QVMAG Museum Governance Advisory Board is directly accountable to Launceston City Council, which is the QVMAG’s ultimate governing body. Nothing in this Charter limits any powers or responsibilities of the Launceston City Council, its General Manager or the QVMAG Director. The MGAB is a special committee of Council set up to advise LCC Aldermen, the General Manager and the Director on all matters relevant to the QVMAG’s governance in accordance with the Local Government Act 1993. It is recognised that LCC is ultimately responsible for the custodianship of the QVMAG’s collections and cultural property held in trust on behalf of the Tasmanian community.
MEMBERSHIP AND COMPOSITION OF THE BOARD
The MGAB shall consist of at least four independent community members appointed by the Launceston City Council. In addition the Friends of QVMAG and the Launceston Museum & Art Foundation shall each be entitled to nominate a member. The LCC Mayor (or representative) will be an ex officio member of the Board with voting rights. The LCC General Manager (or representative) and QVMAG’s Director, will be non voting ex officio members.
The community members are to be appointed by LCC with the final composition of the Board to be determined and ratified by the LCC.
The Chairperson will be determined by the Council for the term from within the independent membership of the Board. In the event that the Council does not so determine the Chairperson, the Board shall itself elect a Chairperson from its members'. The QVMAG’s Director or his/her nominee will provide secretarial and administrative support for the Board.
TENURE
The term of Board membership shall be two years, with a maximum of two terms to be served consecutively. Notwithstanding the foregoing, to provide some continuity in the first two terms, half of the Board members shall be nominated to continue for a second term while the term of the other half shall expire. By the third term a sequence will be in place whereby half the membership will be in place for the next new term. The determination of Board members to continue for a second term shall be decided by Council who shall have regard to such recommendations as may be made by the Board.
BOARD MEETINGS
The MGAB shall meet at every two months, or as determined by the Board and meetings shall not be open to the public except where determined by resolution of a meeting of the Board. The Board will report to Council at least twice a year and provide timely advice to Council relevant to:
1. The institution’s annual budget;
2. The institution’s programming;
3. New and/or revised policies.
4. Standards and performance reviews.
5. The initial assessment of the institution’s Annual Report.
QUORUM
A quorum will be at least 50% plus one of the members of the Board, present in person or by using any appropriate technology, shall constitute a quorum. The quorum must be present at all times during the meeting.
COMMITTEE PAPERS
The QVMAG’s Director or his/her nominee shall act as the Board Secretary and shall ensure that any upcoming meeting’s agenda and support papers are distributed at least five clear working days in advance of the meeting. In addition the Board’s Secretary shall also ensure that minutes and reports flowing out of a meeting are distributed to members and Aldermen in a timely way and in accord with LCC meeting schedules.
COMMITTEE MINUTES
The Board will ensure that comprehensive minutes of all Board meetings to be approved by the chairperson, are prepared at the earliest possible date after a meeting. Minutes of all meetings will be submitted at the next meeting of the Board.
BOARD REVIEWS
The Board shall review its charter and performance annually and report to the LCC on the results of the review.
ROLE AND RESPONSIBILITIES
The QVMAG Museum Governance Advisory Board’s primary role is to advise LCC on policy matters and the ongoing development of the institution. Consistent with this the Board will advise upon, and report to LCC where and when appropriate. Such advice may include matters related to:
1. Advising LCC on the institution’s purpose for being and institutional objectives and goals as an integral part of the QVMAG’s Strategic Planning processes and most specifically in the context of the institution’s education and research roles;
2. Providing advice on the QVMAG Strategic Plan.
3. Supporting the institution and specifically assisting with facilitating higher levels of engagement with the Community.
4. Advising upon the institution’s quality assurance mechanisms where appropriate;
5. The review and implementation of museum processes and practices relevant to current best practice in museum practice and research relevant to the institution’s collections;
6. Raising the institution’s research and publication profile in a Tasmanian, national and international context and importantly within the cultural and scientific communities relevant to the QVMAG’s collections and programming;
7. Providing an advocacy body for the QVMAG and where appropriate represent the institution in the wider community;
8. Fundraising and securing government, private and corporate sponsorships in support of the institution’s acquisitions and exhibitions program, its research initiatives and publications program;
9. Support to the QVMAG Director in the delivery of the institution’s exhibition, research and publication programs and their outcomes.
CONFLICT OF INTEREST
If any MGAB member has a material personal interest in or interest by way of a personal or other relationship to any matter being considered by the MGAB then that member must give the Board and LCC notice of the interest as soon as that member becomes aware of the interest, in accordance with the Conflict of Interest provisions within the Local Government Act. 1993. The notice must provide details of the nature and extent of the interest.
AUTHORITY
The QVMAG Museum Governance Advisory Board is an advisory body tasked with the role of advising LCC on governance issues, policy development and supporting the QVMAG’s operational activities. In doing so, the MGAB works closely and in accord with the Director of the QVMAG.
REPORTING
At least twice a year, the Chairperson of the MGAB shall present a report on matters related to the Board's Charter to a meeting of the Strategic, Policy and Planning Committee of the Launceston City Council.
MEETING PROCEDURE
Meetings of the Group should be conducted in accordance with the Local Government Meeting Procedures Regulations 2005 in so far as they are relevant. Members of the MGAB should have regard to the provisions of the Local Government Act 1993 in so far as they relate to obligations placed upon members of all Council Committees.
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