Record No: 25/698
Version No: 2.0
1. Federation Miki City Advisory Committee
1.1 Context
The Federation Council has a sister city relationship with Miki City, Japan.
The former Corowa Shire Council and Yokawa Council held a Sister City relationship dating back to 1996. Yokawa Township from Mino District was placed into Miki City in October 2005 and the relationship continued. In May 2016, with the formation of Federation Council from the amalgamation of the Corowa and Urana Shire Councils, the relationship continues, and was strengthened by both Councils signing new agreements in the Miki City visit to Federation in 2018.
Federation Council is committed to enhancing the long lasting and meaningful relationship with Council’s sister city, Miki City.
At the December 2019 Ordinary Council Meeting, Council resolved to establish the Miki City Advisory Committee.
1.2 Purpose and Scope
In September 2018, the Mayors of Federation Council and Miki City signed a new agreement between both Councils outlining their commitment to continuing the Sister City relationship and continuing the process of mutual exchange in the areas of education, cultural and industry and the promotion of friendly relationships and understanding between both countries.
At the December 2019 Ordinary Council Meeting, Council resolved to establish the Federation Sister City Advisory Committee and as part of Council’s commitment to enhancing the long lasting and meaningful relationship with Council’s sister city, Miki City in Japan.
The purpose of the Miki City Advisory Committee is to provide Federation Council with advice and support towards enhancing the sister city relationship between Miki City and the Federation Council. This will include assisting with implementing the Miki City Exchange Program and provide advice to Council on how to best allocate budgeted funds to assist in supporting the Miki City relationship.
The Committee convened to provide a forum for discussion and sharing expertise and knowledge to the Federation Council.
1.3 Objectives
The objectives of the Federation Miki City Advisory Committee, are to:
• Act as a conduit for exchange of information with Council in relation to the Sister City relationship with Miki City.
• Raise awareness of the Miki City Advisory Committee – Federation Council Sister City Agreement.
• Provide input and feedback to Council on proposed initiatives and promotional strategies to foster the exchange program.
• Support Council to engage community and local businesses in program activities.
• Support Council to positively promote the sister city exchange through local high schools and the broader community
• Provide input and feedback to Council on ways to promote celebrating diversity and create a more connected community.
• Support Council to foster international understanding, create good will and understanding between exchange participants, host families and program coordinators.
• Support Council in a manner that is consistent with Council values and decisions of Council.
• Abide by Council’s Code of Conduct and the Model Code of Conduct for Local Councils in NSW, Social Media Policy, and Media Policy.
2. Composition of the Committee
2.1 Membership
The Federation Miki City Advisory Committee, shall consist of:
• One (1) Committee Secretary, which will be an employee of Federation Council.
• One (1) representative from Federation Youth Council
• Two (2) representatives from previous exchange programs either the former Corowa Shire or the Federation Council
• Up to six (6) community members
• A Councillor/s if deemed appropriate, by resolution of Council.
The committee has the right to request an increase or decrease in members of the committee at any time through the committee’s secretary.
Additional persons may be invited to attend meetings at the discretion of the Advisory Committee.
All members represent the programs interest and not individual or sectional interests.
The Chairperson can be the Council employee in attendance or a nominated chairperson by the committee. In the event of the Chairperson being unable to attend a meeting, the Councillor will act in their place. Where no Councillor is present, the Committee will appoint a Temporary Chairperson for that meeting.
Consideration will be given to professional development and training opportunities for members.
2.2 Committee Members of Council
Community representatives of the Federation Sister City Program – Miki City offer their services as a volunteer of the Federation Council.
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
Committee members;
Should familiarise themselves with the Model Code of Conduct for Local Councils in NSW and the Federation Council’s Code of Conduct and understand their obligations of others.
Must comply with their duties under the Work Health and Safety Act 2011 and take care of their own and other’s safety.
Are covered under the Federation Council’s Public Liability and Personal Accident Insurance cover only while performing duties as delegated by the Council or outlined in the Position Description of the volunteer position in which members are engaged.
2.3 Selection Criteria
As a member of the Miki City Advisory Committee, members must:
• Reside or participate in the Federation Council area;
• Have an association or understanding of the sister city relationship between Council and Miki City;
• Be culturally aware of Japan and be respectful of their traditions;
• Have familiarity with Councils related policies and a knowledge of Council’s Code of Meeting Practice;
• Have a strong network within the community;
• Ability to work with Council to assist with shaping program direction and identify opportunities to grow and promote the exchange program across the Federation Council;
• Are involved in or undertake activities of benefit to Council and the wider community through the use of their skills and abilities, knowledge, energy, efforts, and time;
• Ability to work with other people and in a team, including good communication skills
2.4 Selection Process
The Federation Council will call for nominations from the general public via the following media:
• Via local media outlets
• Inclusion in the Federation Council snippets
• Notices to a wide range of community and interest groups
• Council website and Facebook page
Candidates for appointment must lodge a written and signed application form with Federation Council.
All members will be selected via a nomination panel. Following the closure of nominations an assessment panel made up of the Manager Community and Economic Development, and two Council officers will decide on the selection of representatives to fill vacancies
2.5 Establishment and Dissolution
Federation Council resolved at the December 2019 Ordinary Council meeting to establish an Advisory Committee to enable residents to have input into the Miki City program. The Miki City Terms of Reference were endorsed at the February 2020 Council meeting.
Federation Sister City Advisory Committee Terms of Reference
5/09/2025 1:27 PM
Reference: 25/698
2.6 Term of Appointment
The term of appointment will be for year one and year three of a three-year cycle i.e., where input is sought on the development of the sister city program and the building on and enhancing of the relationship. Please note, Year 2 is primarily focused on the administration of travel arrangements for Federation Council to visit Miki City. An option for renomination is available in future cycles.
2.7 Volunteer Tenure
• In the event of unsatisfactory performance of a volunteer Council retains the right to discontinue their service. This will be determined by Council’s Code of Conduct.
• If a member misses more than three consecutive meetings without providing an apology, their membership on the Federation Miki City Advisory Committee will cease.
• Should a volunteer be terminated, the volunteer will be advised by Council and provided a written explanation of the decision.
• A member may resign at any time, if their circumstances change and they are no longer able to commit to attending and participating.
• Should a volunteer wish to resign they should submit a resignation letter to the Facilitator and the resignation should be recorded in the minutes of the next meeting.
• Where vacancies occur, the group may on the recommendation of the Facilitator, appoint additional members at any time.
3. Office Bearers
3.1 Role of the Committee Members
• Prepare for, attend, and actively participate in Committee meetings.
• Take an active role in the Sister City Program activities and events leading up to and during exchanges
3.2 Role of the Councillor Delegate
Appointed by Council.
• Are not members of advisory committee. Councillor delegates attend as an observer.
• Prepare for and attend meetings.
• Give verbal updates on the committee progress, achievements, and requests, as appropriate, as part of the Reports from Delegates at Ordinary Council meetings.
• Table issues and concerns to Council on behalf of the committee that is not within the delegation of the Council officer.
• Nominate another Councillor to attend meetings in his/her absence.
3.3 Role of the Council Officer – Secretary
• Facilitate and coordinate the committee.
• Write up the agenda and prepare business papers.
• Take minutes as required and report resolutions.
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
• Draft correspondence from the committee including letters.
• Be the liaison person between the Committee and other Council departments.
• Prepare reports for the Council where Committee recommendations are beyond the delegated power of the Council Officer.
3.4 Chairperson
Chairing of meetings will be the responsibility of the delegated Councillor.
The duties of the Chairperson are to:
• Chair Committee meetings according to the Committee’s Terms of Reference, and Council’s Code of Meeting Practice.
• Facilitate the discussion of items on the agenda in a timely manner, and the consideration and approval of recommendations to Council.
• Ensure all committee members have opportunity to participate in the meetings.
4. Meetings
4.1 Frequency & Location
The Committee will be required to meet for two out of a three-year cycle only ie.
• Year 1 – Federation Council visit to Miki City – Committee inactive. Council will call for special meetings if required.
• Year 2 – Miki City Visit Federation Council – Committee active, providing input and support for the planning and delivery of the visit.
• Year 3 – Committee active, planning and organising online programs.
Meeting frequency will be monthly in Year 2 and 3; with no more than 10 meetings and no less than two; and no more than one meeting per month.
Meetings will be held at the Corowa Civic Centre. Consideration of alternate locations for an agreed number of meetings may be taken into consideration regarding the location of committee members.
4.2 Quorum
A quorum shall compromise one third of the committee members plus one. A Scheduled meeting must be adjourned if a quorum in not present within 10 minutes of the scheduled meeting time or within any time during the meeting.
4.3 Guests
• Guests will be invited to attend Federation Miki City Advisory Committee meetings as required, to either report on specific matters of interest or participate in discussion.
• Guests will be made to feel welcome and their contribution respected.
• Guests will be provided with adequate notice and the agenda will reflect the attendance of a guest.
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
4.4 Agendas, Minutes and Minutes
The Agenda, Meeting Minutes and Materials will be prepared by the facilitator.
Meeting minutes will be distributed within a week of the meeting via email and agendas will be distributed a week prior to the next meeting.
All agendas, meeting minutes and materials will be stored electronically on Council’s information management system and are subject to the Freedom of Information Act and bound by the NSW Privacy and Personal Information Protection Act 1998 (PPIP Act).
The facilitator will utilise the Federation Council’s Meeting Agenda and Minute template.
4.5 Attendance
Failure to attend meetings of three (3) consecutive occasions by a Committee member without prior leave of the Committee will result in the automatic loss of membership.
4.6 Working Groups and Co-opted Members
• The Federation Miki City Advisory Committee may use working groups to progress on a specific action or project.
• The Facilitator of the Federation Miki City Advisory Committee would act as the Convenor of the working groups.
• Other community members may be co-opted into a Working Group and other group members may use their discretion to seek input from other people with knowledge or with an interest in the groups’ specific interest or subject.
• Members may invite suitable people to attend a Working Group meeting for a specified purpose and specified time.
4.7 Declaration of Interest
Members will declare any conflict of interest (i.e., potential financial or material gain arising from the Advisory Committee’s decision), at the beginning of any meeting, consultation, and decision-making process.
The member must leave the room and remain outside until the conclusion of discussion on the item.
4.8 Dispute Resolution
Dispute resolution will be processed in accordance with Councils Dispute Resolution Policy.
4.9 Decision making process
• The Federation Miki City Advisory Committee will seek to operate on a consensus basis unless bound by Council Policy or Procedure etc.
• Should a vote be necessary, then all committee members appointed have a voting right.
• In line with the Local Government Act definition, Advisory Committees advise Council. They are not responsible for expenditure and cannot direct Council officers.
• Where Committee recommendations are beyond the delegated power of Council officers, recommended actions, along with the minutes of the meeting are submitted to Council for final decision.
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
• In accordance with Council’s reporting, a periodic report will be presented to Council on achievements against the objectives, and the Councillor Representative will speak to the report on behalf of the Federation Miki City Sister City Advisory Committee.
4.10 Delegated Authority
• In carrying out its responsibilities, the Federation Miki City Advisory Committee must always recognise the responsibility for management of the Federation Council rests with the Council and the General Manager, as provided in the Local Government Act 1993.
• The Committee is purely advisory, it has no delegated authority to:
o Direct Council officers in the performance of their duties. Employees of the Council are not subject to the direction of the Advisory Committee or any of its members.
o May not commit Council resources or expend moneys on behalf of Council.
o Commit Council to any arrangements.
o Consider any matter outside its specific reference, and nor deal with day-to-day operational matters.
4.11 Confidentiality
• Committee members must not disclose information that they know, or should reasonably have known is confidential information.
• Committee members have an obligation to not disclose any materials or information that is not publicly available unless approved by the Chairperson or a representative of Council.
• Committee members should be mindful of their obligations under the Privacy and Data Protection Act 2014 regarding the use and disclosure of information.
4.12 Public Statements
Committee members must not make any public comment about the Miki City Advisory Committee or any discussions, which take place in Committee meeting unless otherwise authorised by the Federation Council’s General Manager and Manager Communications and Engagement.
5. Evaluation and Review
• A review of participation levels from committee members, committee successes and Council engagement with the group will be completed after each term.
• The review will help determine future member participation, assist with promoting the committee’s success with Council and the broader community, and may include undertaking improvements to enhance Council engagement with the committee.
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
6. Policy History
Version Date Changes / Amendments
1.0 July 2020 To be reviewed after one full term.
2.0 August 2025 Updates to purpose, scope and objectives, composition of the Committee, meetings, evaluation, and review
NOTE: This is a controlled document. If you are reading a printed copy, please check that you have the latest version by checking it on Councils Electronic Document system. Printed or downloaded versions of this document are uncontrolled
Federation Sister City Advisory Committee Terms of Reference 5/09/2025 1:27 PM
Reference: 25/698
2.0