Advisory Committee Process and Terms of Reference November 2015 Page 1 of 5
Introduction The Community Visitor Scheme (CVS) Advisory Committee is the key advisory and support group to assist the effective operation and continuous improvement of the Community Visitor Scheme in accordance with Part 8 Division 2 of the Mental Health Act, 2009 and the Disability Services (Community Visitor Scheme) Regulations 2013. The following outlines the protocols and processes relating to meetings of that Committee. Advisory Committee Appointment and Membership At present there are 16 people appointed to the Advisory Committee. Appointment to the Committee will be on an ongoing basis for members who hold a position within a service or agency. Individuals appointed to the Committee to represent a community group will be on a term basis (e.g. Community Visitors, consumer and carer representatives or any other independent individual). A term will be for a maximum of 2 years and for no longer than two consecutive terms. Term appointments will be made by the Chair of the Advisory Committee following successful application through an Expression of Interest or recommendation from an appropriate person or organisation. In addition to the Principal Community Visitor appointments include:» Public Advocate» Health and Community Services Complaints Commissioner» Equal Opportunity Commissioner Mental Health» Chief Psychiatrist and Strategic/Policy Representative» Mental Health Consumer Representative» Mental Health Carer Representative» Mental Health Community Visitor Representative» Private Mental Health Service Provider Representative» Public Mental Health Service Provider Representative Disability» Senior Practitioner» Strategic/Policy Representative» Disability Consumer Representative» Disability Carer Representative» Disability Community Visitor Representative» Representatives from both Government Run and Non-Government Run Disability Accommodation Premises» Representative from the Supported Residential Facilities Owners and Operators Term appointment members will be eligible to receive a sitting fee. The sitting fees are determined at Category 2, Level 4 under the Department of the Premier and Cabinet approved framework for boards and committees. Meeting Attendance Where a Departmental or Statutory position representative is absent from the meeting a proxy is required to attend in the members position. Page 2 of 5
Schedule of Meetings The CVS Advisory Committee will meet every 2 months. There will be three phases of the meeting, they being: 1. Focus on Mental Health Issues; 2. Focus on issues that cover both areas; and, 3. Focus Disability Issues. Agenda Setting Advisory Committee members should submit agenda items to the Committee secretariat seven working days before the next scheduled meeting. Briefing Papers for Discussion Formal briefing papers are submitted to the meeting for consideration and should clearly state what it is the Advisory Committee are being asked to provide. Distribution of Papers Papers will be distributed by the Advisory Committee secretariat five working days prior to the scheduled meeting via email. Out of Session Papers Items for the Advisory Committee may also require attention through an Out of Session paper process. Out of Session papers are forwarded to the Advisory Committee secretariat and are circulated to members. Potential Committee Members Potential committee members will be invited to become a member of the Advisory Committee by writing. A potential member must be confident that he or she has the time and commitment to serve actively and conscientiously on this Committee. Conflict of Interest A member with any direct or indirect interest in any matter before the Committee must declare that interest to the Committee. The member may be asked to refrain from taking an active role in discussions and any decision making processes about the matter. Confidentiality Correspondence and papers informing matters before the Committee are not confidential unless otherwise stated. Members must keep confidential all correspondence, papers and deliberations of the Committee declared confidential and not release information that might prejudice the activities of the Committee. Sub-Committees of the Advisory Committee When and if required, the Committee may establish sub-committees or seek wider consultation and input from other people with specialist knowledge to assist in carrying out its functions. Page 3 of 5
COMMUNITY VISITOR SCHEME ADVISORY COMMITTEE TERMS OF REFERENCE Role Key Responsibilities of the Committee Role and Responsibilities of the Chair The role of the Community Visitor Scheme Advisory Committee is to provide strategic advice and support to the Principal Community Visitor, assist monitor and evaluate the Community Visitor Scheme and contribute to strategic networks and relationships. Oversee the Community Visitor Scheme. Provide strategic advice, support and direction to the Principal Community Visitor. Assist the Principal Community Visitor by providing advice and support in the development of reports to the Minister responsible for administration of the relevant legislation Make recommendations for policy, procedure and practice in accordance with the spirit of the Mental Health Act 2009 and the Disability Services (Community Visitor Scheme) Regulations 2013. Assist monitor and evaluate the effectiveness of the Scheme and Visitors and establish strategies and processes to ensure continuous improvement. Use their own networks and relationships to increase awareness of the CVS and improve its effectiveness. Ensure that individual and collective efforts result in a single system approach to improvement of mental health services and provision of disability accommodation within South Australia. The Advisory Committee will elect a Chair for a term appointment. The term of the appointment will be on an annual basis. The role of the Chair is to facilitate an orderly and constructive discussion between members on matters within the Terms of Reference, ensure that any action required is assigned and liaise with the Principal Community Visitor and any relevant stakeholders on the development and progress of actions arising from the meetings. The Chair is responsible for:» Ensuring all members are able to present their opinions;» Bringing focus and discipline to the committee proceedings;» Facilitating the achievement of informed and agreed positions; and» Ensuring support and advice provided is properly understood and well recorded. In the absence of the Chair at any meeting of the Committee, the Chair will appoint a Committee member to preside at that meeting. Page 4 of 5
Role and Responsibilities of the Members Meetings Membership The role of the Advisory Committee members is to make sure the functions of the Committee are discharged. The Members are responsible for:» Committing the time to ensure they have understood sufficient information to participate in matters for consideration by the Committee;» Consulting with those they represent;» Sharing information and knowledge with other members; and» Tabling current issues or concerns raised by groups whose interests they represent. While individual members may not agree with all advice and support provided by the Committee, they are required to adhere to basic rules of conduct that require them to abstain from negative public comment and behaviour that may bring the work of the CVS or individual member into question or disrepute. Meetings to be held every 2 months. The CVS Coordinator will provide secretariat support and will, in conjunction with the Chair of the Committee and Principal Community Visitor, be responsible for circulating the agenda and related papers to Advisory Committee members before each scheduled meeting. The CVS Coordinator will be responsible for keeping the minutes of the meetings of the Advisory Committee and circulating them to members. Where a Departmental or Statutory position representative is absent from the meeting a proxy is required to attend in the members position. A quorum shall consist of a majority of Advisory Committee Members.» Principal Community Visitor» Public Advocate» Health and Community Services Complaints Commissioner» Equal Opportunity Commissioner» Consumer Representatives (Mental Health and Disability)» Carer Representatives (Mental Health and Disability)» Community Visitor Representatives (Mental Health and Disability)» Chief Psychiatrist and Mental Health Strategic/Policy Representative» Public Mental Health Service Provider Representative» Private Mental Health Service Provider Representative» Senior Practitioner (Disability)» DCSI Strategic/Policy Representative» Government and Non-Government disability accommodation services Representatives» Supported Residential Facilities Representative Page 5 of 5