ACT Ministerial Advisory Council on Ageing Terms of Reference

The ACT Ministerial Advisory Council on Ageing (the MACA or the Council) provides strategic advice to the ACT Government on issues affecting older people in the ACT. The MACA assists the ACT Government to develop and implement positive ageing policies, in order to advance the status and interests of older people. The MACA also provides a link between the Minister for Seniors and Veterans (the Minister) and older members of the ACT community.

The MACA is an advisory body, without legislated powers, but with the Minister’s endorsement to respectfully consult with the community on their behalf and to report to them on relevant current issues and strategic planning. The MACA can also recommend policy or legislative changes, or other specific ACT Government action.

The MACA Chair, and their delegates, can speak at community forums on behalf of the Minister, with the Minister’s express permission.

While the Community Services Directorate (CSD) will regularly request the advice and assistance of the MACA, CSD retains ultimate responsibility for community consultation and policy development.

The MACA will:

1. Undertake research, monitor and provide advice on positive ageing matters referred by the Minister or raised as a result of community consultation.
2. Evaluate and provide advice on ACT Government positive ageing policies and programs affecting the community and recommend changes where necessary.
3. Consult with relevant community organisations and individuals to identify concerns and propose action. Act as a link between these organisations and the ACT Government on these issues.
4. Disseminate and communicate (in person, electronically or otherwise) information to community interest groups on the proceedings of the MACA.
5. Provide regular advice to the Minister about the progress of achievements towards the outcomes of the Age-Friendly City Plan 2020-2024.
6. Establish and maintain cooperative networks with other ministerial advisory bodies and relevant ACT Government agencies.
7. Provide a report on the progress of work undertaken by the MACA to the Minister, at the end of the Council’s term.

The MACA will develop a biennial work plan of its proposed activities and submit it to the Minister for review and endorsement, within three months of the new Council term commencing.

The MACA will:

1. provide advice and introduce issues to Government on any key matters relating to older Canberrans;
2. ensure the objectives of the MACA are met to the maximum extent practicable;
3. facilitate a collective approach to raising issues with the Minister; and
4. consult across the community when developing advice.

The MACA will:

1. hold a community consultation forum each year;
2. consult with key stakeholders to identify concerns related to policies and programs for older Canberrans;
3. provide a mechanism for information sharing between key stakeholders on issues that affect older Canberrans;
4. develop a biennial work plan within 3 months of the start of the MACA’s term and submit it to the Minister for endorsement;
5. provide a report on the MACA’s work to the Minister at the conclusion of the MACA term; and
6. conduct other activities as appropriate.

The MACA will consist of a minimum of 8 to a maximum of 12 members, including a Chair and a Deputy Chair. Individual community members, including the positions of Chair and Deputy Chair, will be appointed by the Minister.

Aboriginal and Torres Strait Islander members of the MACA are entitled to nominate a proxy to support them in their role on the MACA. When the member attends, the proxy is an observer and may not vote. When the member is absent, the proxy may vote as a represented organisation member in place of the member.

The Minister will give consideration to choosing members to provide a broad range of knowledge, skills, qualifications and relevant experience.

MACA members will be:

• Representatives from various organisations and peak bodies representing older people in the ACT (applicants from all positions and levels within organisations are encouraged); or/and
• Individuals who are able to satisfy the selection criteria or who may have less formal affiliations with organisations, and are appointed in an individual capacity.

The Minister has the discretion to appoint additional members, including representative members with expertise for particular projects as outlined in their work plan.

• The Minister will appoint a Ministerial Liaison Officer, who will attend meetings as a non‑member.
• ACT Public Servants are not eligible to apply.

Secretariat support to the MACA will be provided by CSD. The Secretariat is responsible for:

1. developing agendas;
2. distributing the agenda and meeting papers in appropriate formats;
3. taking minutes and distributing to members within 2 weeks of MACA meetings;
4. monitoring action items arising from MACA business and assisting in their implementation, including liaising between the MACA and government agencies;
5. supporting members to complete paperwork for remuneration/reimbursement; and
6. arranging appropriate venues and refreshments for meetings.

1. Appointments will be for a 3-year term, with a Ministerial option to extend by 1‑year.
2. Members may serve a maximum of 2 terms (cumulative).
3. The MACA may form working groups and/or engage individuals with expertise for particular tasks.
4. It is the intention to have a 50 per cent rotation of MACA members each term to provide continuity for the work of the MACA.
5. The Minister has discretion to appoint additional members to casual vacancies.

1. Where a member is unable to attend a meeting, that member should submit an apology to the Secretariat stating the reason for the absence. Apologies are noted in the minutes.
2. Proxies and/or observers will not be accepted to replace the absent member, other than as noted under “Composition of representation”.
3. If a member fails to attend 3 consecutive meetings without leave from the Chair, their term may be cancelled.
4. Members may apply to the MACA for a Leave of Absence for up to 3 months. This must be agreed to by the MACA for it to be effective.
5. For a period of absence of longer than 3 months from MACA responsibilities, the request must be submitted to the Minister for agreement.

Members may resign from the MACA at any time. All resignations must be provided in writing to the Minister, stating their intention to resign from the MACA, with a copy to the Chair. The appointment of replacement members is at the Minister’s discretion.

The Chair is responsible to the Minister for the oversight of the MACA. The role of the Chair is to:

1. act as a public spokesperson for the MACA;
2. facilitate orderly and constructive discussions between members on matters within the MACA’s work plan;
3. ensure all members have equal opportunity to contribute ideas, opinions and concerns;
4. maintain a positive and constructive atmosphere at MACA meetings by encouraging courtesy, respect and openness;
5. ensure that any action arising from the work plan or meeting is appropriately assigned to members; and
6. liaise with the Secretariat to develop meeting agendas and ensure the progression of actions arising from meetings.

General Meetings

1. The MACA is to meet a minimum of 4 times and a maximum of 8 times a year, ideally meeting bi-monthly.
2. Working group meetings may be held as necessary.
3. A draft agenda will be developed prior to each meeting by the Secretariat. In developing the agenda, consideration will be given to any direction provided by the Minister. The agenda should link to the MACA work plan.
4. The agenda and related papers are to be circulated to members no less than 1 week before the meeting.
5. Meetings are to be facilitated by the Chair, or in their absence the Deputy Chair, or in their absence a member nominated by the members present at that meeting.
6. Whenever possible, decisions of the MACA are to be made by consensus. If consensus cannot be reached, decisions will be made by a majority vote of those members present and noted in the minutes. The advice provided to the Minister will include the diverse range of opinions of members.
7. A member who abstains from voting, or dissents from the majority ruling, can request to have their concerns notes in the minutes of the meeting.
8. At each meeting, MACA members are to provide updates on consultations they have attended on behalf of the MACA, and or any significant issues related to projects under the MACA work plan.

Quorum

In order for decisions to be made at meetings there is to be a quorum of at least half the total current number of members, plus 1.

Confidentiality

All MACA papers, minutes and any other papers are provided to the MACA to support them in their role and are not for public distribution. The MACA may choose to publicly release certain documents with agreement of the Minister.

Business between meetings

The Chair may conduct business between meetings on behalf of the MACA. This may include preparing correspondence. The Chair may delegate this to the Deputy Chair, or other members, as required.

All submissions and significant correspondence sent on behalf of the MACA must be cleared through the Chair and the Minister (with the exception of correspondence to the Minister).

Members are expected to advise the Secretariat when they have completed agreed actions arising from previous meetings.

The MACA may deal with some matters out-of-session such as policy submissions and correspondence.

From 1 January 2018, the Freedom of Information Act 2016 (the FOI Act) came into effect. Under the FOI Act CSD is required to publish reports and recommendations prepared by MACA.

To ensure full compliance by CSD under the FOI Act, MACA reports and recommendations must be provided to CSD (via the Secretariat) no later than 30 days after finalisation of the document.

The Secretariat will assess the document and apply a public interest test, which will examine the information in a document and identify factors for either public disclosure or non-disclosure.

The assessment and document will be approved by the relevant CSD OAIS Information Officer, being a staff member at Director level or above.

Where information in a document is approved for public release it will be uploaded to the ACT Government OAIS portal.

Where a Chair or member has specific public interest concerns about a report or recommendation, these need to be provided in writing by the Chair to the secretariat at the same time as the relevant report or recommendation is provided.

The Chair and the Deputy Chair may represent the MACA at meetings and forums when attending on behalf of the MACA. The Chair and the Deputy Chair must represent existing MACA policy in the public domain, including the media, as needed to discharge the MACA work plan.

Members representing the MACA are expected to comply with the Code of Conduct and report back to the MACA on official activities.

Formal speeches and papers that are delivered by a member on behalf of the MACA or the Minister must be cleared by the Chair and the Minister prior to their presentation.

All contact with the media on behalf of the MACA requires consultation with the Chair. Any information to be released to the media on behalf of the MACA must be cleared through the Chair and the Minister.

The Secretariat will update CSD’s website with the MACA’s work, including:

1. work plan;
2. progress reports;
3. speeches; and
4. submissions.

Members will be paid per diem at a rate determined by the ACT Remuneration Tribunal. Payments will be coordinated by the Secretariat.

Members are remunerated for up to 6 meetings per year.

Remuneration is in recognition of the work undertaken by members of the MACA to fulfil its role. Members are expected to actively contribute to the work of the MACA, including: supporting the Chair and Deputy Chair; taking part in community consultations and other business; and maintaining links with the community.

Governance Principles: Appointments Boards and Committees in the ACT provides guidance on appointment processes, legal and ethical requirements, as well as operational matters including induction, meeting procedure and performance. ¹

It is available on the Chief Minister, Treasury and Economic Development Directorate website [PDF 685KB].

The Minister retains the discretion to terminate a member’s appointment to the MACA for serious breaches of the Code of Conduct or lack of attendance.

The Minister may dissolve the MACA by notice in writing to members.

The Terms of Reference shall be reviewed every 3 years.

Secretariat
Ministerial Advisory Council on Ageing
Office for Seniors and Veterans, Community Services Directorate

GPO Box 158
Canberra ACT 2601

Phone: (02) 6205 2598
Email: osv@act.gov.au

¹ Government policy on boards and committees seeks to achieve and maintain 50 per cent representation of women on all government boards and committees, and also increase the representation of Aboriginal and Torres Strait Islanders, people with a disability, persons from culturally and linguistically diverse backgrounds and community organisations', Governance principles - Appointments, Boards and Committees [PDF 685KB] .