Reference Group Guidelines

Role of Reference Group members

The RRR Network Reference Group women members are selected from public applications by the Minister for Agriculture and the Minister for Regional Development. Members of the RRR Reference Group are chosen for a three-year term and represent a mix of skills, geographical diversity and ethnic origin. Members have extensive networks and awareness of the issues that have an impact on women from RRR WA.

The RRR Network Reference Group comprises 15 women selected from public applications by the Minister for Regional Development and the Minister for Agriculture and Food. The Ministers also select the RRR Network Chair. The 16th member of the Reference Group is the RRR Network Executive Officer. Representatives from the Department of Agriculture and Food, and the Department of Regional Development and Lands also hold ex-officio positions.

The Reference Group is responsible for setting the strategic directions of the Network and reviews the strategic plan on an annual basis to ensure the Network is on track to meet its charter and achieve its goals. The RRR Management Committee deals with the operational issues that arise. The RRR Network has a full time executive officer who manages the activities of the Network.

Group members meet face-to-face a minimum of twice a year to review activities, and maintain regular contact by phone, e-mail and via the website. To date all meetings have been in Perth. Sitting fees are paid to non-government members attending meetings and all Reference Group members are paid travel and accommodation expenses. It is expected that members will meet their obligations to the Reference Group through their day to day activities. Reimbursement of travel costs for extraordinary events will only be paid if agreed to by the Management Committee before the event.

Occasionally sub-committees, working parties or task forces will be established for greater examination of an issue and more efficient use of the RRR Reference Group time.

Sub-committees are generally long-term and project based, while working parties are for specific, short-term tasks. Any such group and its role is determined by a decision of the Reference Group.

New Reference Group members will be provided with an induction and promotional kit and be put in contact with a mentor. They are expected to use these support mechanisms fully and to contribute their skills, experience and networking abilities to maintain and expand RRR Network. Their role is to:

Contribute to development of RRR Network strategic direction through the Reference Group forum
Act on or in accordance with the strategic planning as agreed
Attend the RRR Reference Group Face to Face Meetings twice a year
Participate in subcommittees/working groups
Table an individual written report of RRR activities at Reference Group meetings (face-to-face only)
Liaise through the Chair on any issues arising
Promote the RRR Network and Network News through the media, community groups and local events in their area
Encourage women to join the RRR Network
Encourage women to share their stories through RRR Network News
Seek out stories for RRR Network News (either giving leads to the Executive Officer, writing them or encouraging others to submit stories)
Provide feedback for the improvement of RRR Network News (ie. guide magazine through its various changes/growth and development) to the Chair, the Executive Officer/Editor, or at meetings
Set up a display at appropriate meetings/conferences attended as an RRR representative (where possible using the professional display resources available)
Use initiative to partner with other organisations and agencies for local displays
Reference Group members will liaise with local government agencies and organisations to make the most of local and regional promotional opportunities. (It is acknowledged that women living in isolated areas will not have the same promotional opportunities as others).

Role of the Chair of the Reference Group

The Chair's role includes all stated roles of the Reference Group members. In addition, the Chair will:

Act as spokesperson for RRR Network on any policy issues
Chair Reference Group meetings (face to face and teleconference)
Set the agenda for Reference Group meetings in conjunction with the Executive Officer (also giving the Reference Group members the opportunity for input)
Provide a written report to Reference Group meetings of her RRR activities including reports from all conferences and meetings attended
Participate in the selection process of Reference Group Members
Attend monthly Management Committee meetings (teleconference or face to face)
Meet with Management Committee prior to each funding proposal to clarify the direction of the project
Communicate regularly (at least fortnightly) with the Executive Officer
Prepare reports (in conjunction with the Executive Officer) for Ministers twice per year
Maintain a list of strategic contacts.

Reference Group meetings

Reference Group meetings are held at least twice a year. Prior to each meeting, an agenda and relevant papers are circulated to members by the RRR Executive Officer informing them of topics for discussion and debate.
Throughout the year web-based meetings are also held at the Chair's discretion to assess the direction of the RRR Network. This can include decisions regarding the Network's stance on a topical issue affecting women, or any other matter that may require addressing before the next Reference group meeting.
An Executive Committee can be formed to make urgent decisions or undertake other duties as delegated by the RRR Reference Group. Positions on the Executive Committee will be filled by the Chair and two members and the RRR Executive Officer. Membership is to be determined by the Reference Group. Executive meeting decisions and minutes must be brought to the next Reference Group meeting for ratification. Decision-making or planning related to a particular matter may be delegated to a meeting of the Executive.
If a member is unable to attend any meeting, an apology is required (in advance where possible) and is to be recorded. If a member expects to be absent from the required two face-to-face Reference Group meetings, prior approval must be sought from the Chair.

If you would like to know more about the Reference Group contact the RRR Executive Officer