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Template: Establishing a local government working group – Terms of reference example


Establishing a local government working group: Terms of reference example.

[Organisation name] 

[Group name] 

Terms of Reference 


[This section should include background information on the why the local government working group was formed, and also a brief discussion on the types of initiatives the group will lead.] 

Roles and responsibilities 

The [local government working group] will have the following roles and responsibilities: 

  • provide strategic leadership in the development, implementation and sustainability of programs and strategies 
  • provide advice, support and assistance in the implementation of the program 
  • assist in the promotion of a culture of [gender equality – as an example] in [insert organisation name] 
  • monitor identified and emerging risks and advise on their prevention, mitigation and management 
  • recognise barriers and enablers to [gender equality] within the workplace, and assist in developing initiatives to address these 
  • monitor the program budget and expenditure 
  • contribute to development of a communications plan to support staff / community engagement with the program 
  • [insert any additional roles/functions as necessary]. 

The role of the individual members of the [local government working group] will include: 

  • attending regular meetings as required [x per year] and participating in the group’s work 
  • representing the interests of all [insert organisation name] employees, as appropriate 
  • demonstrating a genuine interest in the initiatives and the outcomes being pursued in the program 
  • being an advocate for the program’s outcomes 
  • being committed to, and actively involved in, pursuing the program’s outcomes, and 
  • [insert any additional roles as necessary]. 


The [local government working group] will comprise: [list of member names and titles, if necessary]. 

Additional members may be included in the group as required. 


The group will be chaired by [insert name/title of Group Chair]. Meetings will be convened by the Chair and supported by the Coordinator, [insert name/title of Group Coordinator]. 

Agenda items 

All agenda items will be forwarded to the Coordinator by close of business ten working days [adjust as appropriate] prior to the next scheduled meeting. 

The agenda, with attached meeting papers, will be distributed at least five working days [adjust as appropriate] prior to the next scheduled meeting. 

Minutes and meeting papers 

The minutes of each [insert organisation name] [group name] meeting will be prepared by [insert name here]. 

Full copies of the minutes, including attachments, will be provided to all [insert organisation name]. [group name] members no later than five working days [adjust as appropriate] following each meeting. 

By agreement of the group, out-of-session decisions will be deemed acceptable. Where agreed, all out-of-session decisions will be recorded in the minutes of the next scheduled meeting [delete or adjust as appropriate]. 

Frequency of meetings 

The [insert organisation name} {group name} will meet {insert agreed frequency]. 

Proxies to meetings 

[Delete statements as appropriate] 

Members of the [insert organisation name] [group name] will nominate a proxy to attend a meeting if the member is unable to attend. 

The Chair will be informed of the substitution at least five working days [adjust as appropriate] prior to the scheduled nominated meeting. 

The nominated proxy will provide relevant comments/feedback about the attended meeting to the [insert organisation name] [group name] member they are representing. 

Quorum requirements 

A quorum will be half the regular membership plus one [adjust as necessary]. 


The effectiveness and membership of the [insert organisation name] [group name] will be reviewed after [x] months. 

Supported by the Australian Government Department of Social Services.