Accessibility Advisory Committee
Terms of reference
Background
The Melbourne Convention and Exhibition Trust (MCET) are operators of the Melbourne Convention and Exhibition Centre (MCEC), and the future operators of Nyaal Banyul Geelong Convention and Events Centre.
At the start of 2024-25 financial year, MCET launched a new Accessibility Action Plan (AAP), for the three-year horizon of 2024-25 to 2026-27. Development and consultation for the AAP has highlighted the importance of centring the experience and expertise of people with lived experience of disability.
MCET aspires to actively engage with people with disabilities in a meaningful way moving forward, to leverage expertise and experience in addressing issues as they arise throughout the delivery of the organisation’s accessibility initiatives. Additionally, MCET wishes to establish a governance framework that ensures more active engagement with community to inform planning and prioritisation of the current and any future Action Plans. To achieve this, the establishment of an external Advisory Committee is proposed as one of the first actions of MCET’s AAP.
These Terms of Reference outline the purpose, governance and accountability of this Advisory Committee.
Purpose
With a lens of lived experience, provide information, advice and guidance to MCET at both a strategic and operational levels, to assist with an accessible and inclusive experience for employees, customers and visitors to MCET venues.
This includes supporting the delivery of the current three-year AAP through regular monitoring and feedback; supporting the planning for future AAPs through recommendations around prioritisations; and providing advice and expertise to address accessibility issues as they arise.
Terms of reference
Background
The Melbourne Convention and Exhibition Trust (MCET) are operators of the Melbourne Convention and Exhibition Centre (MCEC), and the future operators of Nyaal Banyul Geelong Convention and Events Centre.
At the start of 2024-25 financial year, MCET launched a new Accessibility Action Plan (AAP), for the three-year horizon of 2024-25 to 2026-27. Development and consultation for the AAP has highlighted the importance of centring the experience and expertise of people with lived experience of disability.
MCET aspires to actively engage with people with disabilities in a meaningful way moving forward, to leverage expertise and experience in addressing issues as they arise throughout the delivery of the organisation’s accessibility initiatives. Additionally, MCET wishes to establish a governance framework that ensures more active engagement with community to inform planning and prioritisation of the current and any future Action Plans. To achieve this, the establishment of an external Advisory Committee is proposed as one of the first actions of MCET’s AAP.
These Terms of Reference outline the purpose, governance and accountability of this Advisory Committee.
Purpose
With a lens of lived experience, provide information, advice and guidance to MCET at both a strategic and operational levels, to assist with an accessible and inclusive experience for employees, customers and visitors to MCET venues.
This includes supporting the delivery of the current three-year AAP through regular monitoring and feedback; supporting the planning for future AAPs through recommendations around prioritisations; and providing advice and expertise to address accessibility issues as they arise.
Role
The role of appointed external Accessibility Advisory Committee members is to:
Monitor the progress of the existing AAP, helping to hold the organisation to account on its commitments.
Support the development of future three-yearly AAPs, by providing recommendations and advice to inform the development of future AAPs.
Provide advice and recommendations for MCET to address accessibility issues as they arise, to help improve visitor, customer and employee inclusion outcomes across both MCEC and Nyaal Banyul.
Where needed and subject to capacity, review and advise MCET on communications intended for publication relating to accessibility.
Where needed and subject to capacity, review and advise MCET on policies and procedures that relate to accessibility.
Responsibilities
The responsibilities of externally appointed Accessibility Advisory Committee members is to:
Participate in a minimum of two meetings annually.
To read any meeting papers prior to the meeting. This may include status reports on the progress of the AAP, draft policies or communications, and incident reports or complaints.
To share personal and professional knowledge and expertise, as it relates to the committee’s purpose.
To act with integrity and respect in line with MCET’s Code of Conduct, respecting confidentiality around sensitive materials and discussions.
The role of internally nominated MCET employees who participate in the Committee is to:
Fulfill the role of secretariat, by
Scheduling of Accessibility Advisory Committee meetings.
Collating and distributing papers, including the agenda.
Taking minutes, noting recommendations and potential actions based on discussions.
Provide presentations on status updates of the AAP, and when appropriate, facilitate conversations around issues that arise or planning for future AAP development.
The Chair of the Accessibility Advisory Committee may be appointed from within the organisation, externally, or through a combination of both, as determined appropriate by MCET. Responsibilities of the Chair may include:
Review the agenda prior to the meeting.
Lead the meeting, in line with the agenda.
Encourage respectful and open dialogue.
Approve the minutes as an accurate reflection of discussions.
Decision making
As an advisory committee with representation external to MCET, this group has no binding decision-making authority for the organisation. However, it is empowered to exercise its collective expertise and knowledge to advise MCET on the best course of action as it relates to accessibility improvements.
The committee is asked to monitor the organisations progress on its current AAP and is invited to provide input into and endorse MCET’s future AAP as well as specific actions. However, the committee is not accountable for delivery of the AAP.
Meeting length and frequency
Three times annually, with meetings scheduled in advance. Ad hoc meetings may be proposed on mutual agreement.
Meeting length will be approximately 1-2 hours, subject to agenda. Meetings may be held virtually, in person at an MCET venue, or hybrid.
For the meeting to proceed, a quorum will be defined as the presence of at least 50% of external attendees.
Internal
A minimum of one, and up to three employees may join Accessibility Advisory Committee meetings, with standing committee members outlined below.
Chief Strategy and Governance Officer or Manager Sustainability and Impact
Facilities and Infrastructure Manager
Inclusion and Diversity Specialist
Sustainability and Impact Coordinator
On occasion, delegates may be sent to represent standing committee members, or other employees / subject matter experts invited to present to the Committee.
External
A minimum of three, and maximum five people external to the business with relevant professional experience as well as lived-experience of disability.
External Accessibility Advisory Committee Members are appointed for a three-year term, in line with the AAP timelines. Appointments are made through an open and competitive EOI process and determined by MCET (including the number of members between 3-5 subject to business needs).
MCET may, at its discretion and on mutual agreement, extend the term of a committee member.
External members of the Accessibility Advisory Committee are remunerated by MCET on a fee per-meeting basis, with remuneration inclusive of reading time for any discussion papers issued ahead of the meeting.
Members of the Accessibility Advisory Committee will be required to provide relevant information for onboarding (such as address and banking details), and to submit invoices to MCET to enable payment for each meeting attendance. If successful in joining the Committee, MCET recommends that financial advice is sought to ensure compliance with taxation and ATO requirements.
Meeting minutes and outcomes will be reported by the MCET Sustainability and Impact Coordinator, via the following avenues.
To MCET Leadership Team immediately following Minute Approval, by the Chief Strategy and Governance Officer either verbally in team meeting or via circular.
Subsequent to this update, to the MCET P&C Trust Committee as part of papers for the closest scheduled meetings. This update will be provided by the Chief People Officer with information provided from the previous point.
Subsequent to this update, to the Trust, with the update provided as part of the CE’s Trust Report and/or as an agenda item presented to the Trust by the Chief Strategy and Governance Officer.
Activities of the Advisory Committee, including number of meetings and relevant actions or outcomes, are also reported on in MCET’s Annual Report and Impact Report.
Relationships to other committees
The Accessibility Advisory Committee is an advisory committee and does not have a governance role within the organisation.
However, the Committee’s insights and outcomes are shared with the MCET P&C Trust Committee, and the Trust as a whole, in subsequent and sequential meetings.
Review of committee
Every three years, or as need arises when members depart.
Department name: Strategy and Governance
Responsible officer: Manager, Sustainability and Impact
Document ID: MCET-725537380-6393
Version: 2.0
Review frequency: Two yearly
Approved date: 12/11/2024
Next review date: 11/11/2026