AGENDA - EIANZ

AGENDAEIANZ Council Meeting Friday 28 March 2014 Via Teleconference

Melbourne Time * Agenda Paper included

11.00am 1. Welcome a. Attendance and apologiesb. Confirmation of Agenda and Declaration of Conflicts of Interest

Jon

11.05am 2. Minutes and Report on Actions a. Acceptance of Minutesb. Actions: status update

Jon

11.15am 3. Treasurers Report a. Financial reports to 31 December 2013

Bryan

11.35am 4. Strategic issues for discussion / decision a. EIANZ proposed new governance arrangements*

Jon

12:05pm b. 2014 Central Office work program* Jacquie

12.20pm c. Steps program – 2014 Foundation Year Jacquie

12.35pm d. 2014 EIANZ conference, Hobart: planning and update* Jon / Jacquie

12.40pm e. Membership fee review for 2014-15 Bryan

12.55pm f. EIANZ and National Standards Development Organisation Ltd* Jon

5. General Business for Notinga. Membership Reportb. Divisional & Committee/SIS Reportsc. Correspondence

1.00pm Close Next Meeting: Wednesday, 7 May 2014, teleconference 11.00am

Teleconference Dial In Numbers: Australia – 1800 153 721. New Zealand 008 442 709. PIN NO 868028#

*

Eight Rules for Effective Conference Calls

1. There must be a clear leader/moderator of the call – Time is valuable. When youmultiply the time spent on a call times the number of people on the call, multiples of hoursare spent on a conference call. The call leader/moderator is the equivalent of the person whochairs a face to face meeting. Recognise their voice and follow the lead that they give.

2. There must be an agenda – Not only must there be an agenda, but it needs to be in front ofeveryone. The agenda keeps the meeting on track, and allows all on the call to know thepurpose of the call. It gives direction to the conversation.

3. Announce yourself – This is the single biggest difference between having a “free-for-all” calland a quick and efficient one. Announcing yourself when you speak is polite and lets those onthe call know who is speaking. Don’t assume people know the sound of your voice.

”This is Jack from Wellington and I would like to say…..” “This is the Chair and I would like us to hear from …..”

4. Keep the group as small as possible – This is common sense. If you must have a largenumber of people on a conference call, the call leader/moderator must make sure thateveryone has an opportunity to contribute to the discussion/decision making. If you are thecall leader/moderator arrange the names of the participants around a diagram of a table andput a mark beside each name each time you hear from them in the course of the call. Thatway you can see who dominates the call time or who hides in the silence.

5. Practice impeccable phone etiquette – There is nothing worse on a conference call thanbackground noise. Typing is heard. A side conversation is happening. The birds are singing onthe veranda rail. The background noise kills the mood of the call and is simply rude. It is soeasy to be distracted on a conference call by the interference of the noise and activity in theoffices of other participants. Just make sure your line is muted. But if you do mute your line,be sure to listen in so that you know when it is your turn to say something or the agenda hasmoved along to a new subject.

6. Speak clearly and courteously – There is nothing worse than struggling to hear whatsomeone is saying because they are mumbling or speaking softly so others nearby can’t hearwhat they are saying. Be tolerant and respectful of the views of others – remember that whatyou say and how you say it are not moderated by body language and visual cues on aconference call.

7. Make sure you have a good connection – Cell phones are tricky. Regardless of how goodyour phone is, sometimes there will be a bad connection. If at all possible, dial in from alandline.

8. Remind people about these ground rules at the beginning of the call – This is theleader’s job. At the beginning of the call, the call leader should welcome everyone and thenbriefly lay out the ground rules. Don’t assume that those on the call understand theguidelines for a quick and efficient conference call. The call leader’s role is to set the tone,keeping the call on track, and making sure that everyone is engaged.

EIANZ_Central Office_2014

COUNCIL MEETING 4/2013 Tuesday 22 October 2013

DRAFT MINUTES

Present: Michael Chilcott - President (Chair) Bill Haylock - Immediate Past President Tiffany Thomson - Vice President (Australia) (Joh Taylor - Incoming Vice President (NZ)) Leo Fietje - Treasurer (Bryan Jenkins - Incoming Treasurer) John Braid – Secretary Kim Wright - FNQ David Carberry – SEQ Fiona Gainsford – NSW Melody Valentine - VIC Toni Munro - WA Axel von Krusenstierna – TAS Dianne Buchan - NZ Dugal McFarlane - ACT Jeff Richardson – NT Jon Womersley – SEQ Sarah Campbell _ NSW Martin Juniper – VIC Grant Pinnington – SA Carel van der Westhuizen - WA Kathryn Pugh - TAS Mark Williamson - ACT Cathy Waldron - NT Lachlan Wilkinson - Impact Assessment Standing Committee Richard Hoy - Policy and Practice Standing Committee David Hogg - Professional Development Standing Committee Nigel Murphy - Chair CEnvP Board (part) Simon Molesworth – Ethics and Professional Practice Standing Committee (part) Danielle Bolton - Administration Co-ordinator Anthony Presutto - Solicitor, MacKinnon Jacobs (part)

Apologies Jo Buckner - VP New Zealand (Proxy to Leo Fietje) Bec McIntyre - Communications Editor (No proxy given) Stuart Duncan - SA (Proxy to Grant Pinnington)

1. Welcome, Apologies and Declaration of Interests and Confirmation of Agenda1.1 Welcome: President Michael Chilcott welcomed all to the meeting and advised that as EIANZ

Operations Manager Anne Young was unwell and unable to be present at the meeting, SEQ Secretariat Danielle Bolton will be taking the minutes of the meeting in Ms Young’s absence.

EIANZ Council Meeting 22 October 2013 Page 1 of 14

1.2 Declaration of Interest: No declarations of interest were made.

1.3 Recent Institute Elections: President Michael Chilcott advised that elections for Council had been recently held. The positions that had more than one candidate were President and Vice President (Australia). The President announced that Jon Womersley was the successful candidate for the position of President, and Tiffany Thomson was the successful candidate for the role of Vice President (Australia). The President advised that over 300 votes were received, being the highest number votes received in any EIANZ election to date.

President Michael Chilcott advised that, whilst Jon Womersley will officially take his position as President at the end of the AGM today, as the Immediate Past President he will continue to chair the conference and will introduce Jon Womersley as the new President at the end of the conference. Jon Womersley thanked President Michael Chilcott for his support in making the transitional arrangements smooth and practical.

Di Buchan thanked President Michael Chilcott for his time and efforts as the EIANZ President.

The uncontested positions that will change are - Joh Taylor, Vice President (NZ) from Jo Buckner, Bryan Jenkins Treasurer from Leo Fietje, Bec McIntyre will be stepping down as the Communications Editor and John Braid as Secretary. The President advised that these positions will be open for nominations from the floor of the AGM this evening. Immediate Past President Bill Haylock will be leaving the Executive Committee and Council after 12 years of service. There are 5 positions filled on the new Executive Committee and a quorum is 4. Position statements for each role are in the EIANZ Rules of Association.

2. Minutes of previous meeting (27 August 2013) for approvalThe following changes were made to the draft minutes of the previous meeting * Dugal was listed as present at the last meeting but should be listed as an apology.* John Braid was present at the last meeting and not an apology.* Point 7.2 - Mark Williamson is listed as President of the ACT Division and should be shown asVice President which he was at the time of the meeting. * The comment on page 5 under point 7.2 by Fiona Gainsford should be amended to - "Fionastated that while the branding is not well known, and not generally recognised by the NSW Government."

3. Business Arising -President Michael Chilcott advised that he has not had a response from Jo Buckner regarding the NZ PIand asked Joh Taylor to follow up.

President Michael Chilcott advised that we have had two expressions of interest for the vacant position of Ecology SIS Chair. David Carberry advised that Justin Watson is interested and the President advised that he has called a couple of times and there has been no response. Chad Browning from the Victorian Division is also very keen and the President has had a long chat with him. A decision on who takes this position doesn't need to be made today.

Motion: That with the proposed amendments, the minutes of the Council Meeting held on 27 August 2013 be adopted as a true and accurate record of that meeting. Moved: Alex von Krusenstierna Seconded: Toni Munro Those against: Nil Carried


The Treasurer advised that a committee will be developed to look at the membership promotions position in NZ and the $20k funding requirement is not currently in the budget. When the business case and project plan is prepared, it will be moved by the Treasurer as it has a financial implication but the document will be prepared by both the Treasurer and the NZ Councillor.

Di Buchan has contacted Nigel Murphy and asked for a position description for the role on the STEPs Committee which has not been received. Ian Boothroyd has helped to put a response to STEPs and may be interested in helping as a member of the STEPs Committee.

The President advised that the contract with Marsh has now been approved and signed and will be valid for the next 2-3 years and it needs to be noted when it will be due for renewal. It's a good service for members and will also offer a continuing funding stream for the EIANZ as a whole.

Dugal McFarlane asked that the minutes come earlier than the package of papers as its hard with the task list. It was agreed to get these out earlier.

4. Treasurer's Report4.1 Audited Financial Statements FY 2012/13

The Treasurer Leo Fietje circulated the financial statements and report of the audited financial accounts. He noted that the signatures have now been added to the report. Leo advised that there is a huge amount of work for the auditor, not just Central Office but also in the 11 Divisions/Chapters. The audit of the accounts received an unqualified report. On page 5, the Treasurer noted that the organisation made a surplus of $111 357 as a whole. Just over one third of that has come from Central Office and another third from NSW. The remaining third is split between other Divisions/Chapters with only two Divisions making a small loss. These figures do not include CEnvP. The total equity of the EIANZ is now sitting at $626 982. $349 000 of this is held in Central Office.

At the AGM, the Treasurer will be moving that we change the auditor for the 2013/14 year. We have currently been using the Queensland office of Moore Stephens. We will look to move to a one man auditor with whom we can develop a stronger relationship and a continuity of understanding of the business of the EIANZ. Fiona Gainsford asked if we could have a backup plan if we are using a sole person in the case of that person becoming sick etc. The Treasurer will investigate this matter and seek assurances.

Melody Valentine noted that her appointment date and Paul Kelly's resignation date in the financial report are incorrect. It should be 21/1/13. Mark Williamson's resignation date is also incorrect. It should be 22/8/2012. Dugal McFarlane is not listed at all.

Mark Williamson and Bill Haylock complimented the Treasurer Leo Fietje on finalising the report and getting this large amount of work done. The President noted that the $80k surplus from the NSW Conference has contributed greatly to the excellent financial result.

It was noted that a motion had already been passed to sign the accounts and will be formally presented at the AGM tonight.


4.2 Report the period to 30 September 2013 The Treasurer Leo Fietje tabled the financial reports to 30 September 2013. He advised that the difference in figures in both profit and loss documents presented do not give a realistic view due to the current financial position as it is being skewed by the financial outcome of the Conference. He has asked our book keeper, Matt May if we can remove the conference figures and was advised that this would be difficult when it comes to auditing the accounts of the EIANZ.

The Treasurer Leo Fietje advised that we are running a deficit budget. We haven't received any PI income yet to date and it usually around $20k. Staff expenditure is up due to Ms Catherine McCafferty being on extended sick leave and having to bring in Association Solutions which have provided membership services on a contract basis. Employment arrangements with Ms McCafferty have been finalised with a small termination payment. Mailing costs have also been up due to the recent ballot. We are currently paying $20k per annum for office rent against a budget of $12k. We have also allocated $50k to the current investment in the development of the STEPs Program.

The Treasurer Leo Fietje offered a vote of thanks to Danielle Bolton, Director, Association Solutions, for the work in support of the membership services provided by the EIANZ after Ms McCafferty took extended sick leave and for her work in supporting Central Office functions generally.

Axel von Krusenstierna asked what the rebate is to the Divisions. The Treasurer advised that it has increased from $6 to $12. Leo commented that the increase to $24 that had been discussed had not been approved as the budget would have reflected a larger deficit if this happened.

Axel von Krusenstierna also asked about the discretionary funding no longer being in the budget. The President advised that this was funding that was received from savings made through a change in the publication of the journal over a two year period. The decision was made to not include this as other investments have been made such as the $50k to STEPs Program which was approved by Council. Axel von Krusenstierna commented that this was an important opportunity for Divisions since the membership rebate is not being increased.

Di Buchan asked if the Treasurer has been asked to do an analysis on whether there is any benefit in bringing CEnvP into the fold. The Treasurer said that this work hasn't been done but it would probably be better to keep it at arm’s length as the only potential savings would be in auditing fees.

5 Central Operations

President Michael Chilcott extended his vote of thanks to Leo Fietje for his work as Treasurer and prior to that as Councillor. It was agreed by all that he had done a great job.

5.1 Out of Session Resolutions That Zoe Bowen is appointed as a Returning Officer. That the Tasmanian Division AGM be held after 30 September 2013.

Motion: That the financial report for Central Office dated 30 September 2013 be accepted. That a vote of thanks be passed on to Danielle Bolton, Director, Association Solutions for her work with Central Office. Moved: Leo Fietje Seconded: Bill Haylock Those against: Nil Carried


5.2 Institute Status Report, Membership Report. The report was noted.

5.3 EIANZ Central Office - update President Michael Chilcott advised that Catherine McCafferty went on sick leave in March but due to complications has not been able to return to work. The job has also changed significantly since she left. Catherine was made a redundancy offer and she accepted. Catherine has departed with the Institute's good wishes. Di Buchan suggested that the job not be replaced prior to the General Manager being appointed. Danielle Bolton commented that someone may need to be hired on a temporary basis to help Anne out with phones, mail etc. The President confirmed that we do not need to make a resolution to hire someone on a temporary basis.

The membership database work is continuing. Discussion was held on renewal of members. Divisions expressed a wish to get details on the discussions that had been held with members regarding renewals. Danielle Bolton will talk to the developers to see what reports can be done.

President Michael Chilcott noted that the Central Office has now moved into its new accommodation.

5.4 Rules of Association and Governance Matters, Association Incorporation Reform Act 2012 (Victoria), Invited counsel: Anthony Presutto (Solicitor, Mackinnon Jacobs).

President Michael Chilcott gave an update on what had happened in relation to the changes required by EIANZ to conform with the Associations Incorporations Reform Act 2012 (Vic) and the Corporations Act 2001 (Comm). He advised that with the endorsement of the Executive Committee, an application had been lodged to make EIANZ a Registrable Australian Body (RAB). We have been asked for more information by way of a full list of officer bearers and once this is lodged, the application should be processed. Anthony Presutto of MacKinnon Jacobs Solicitors will follow up with Anne Young after the AGM to get this information as it was noted it will change tonight. The President commented that Jo Buckner had contributed greatly to this piece of work.

Secretary John Braid advised that although our Constitution is not completely compliant, it is acceptable until a review takes place. Anthony Presutto added that if there is any discrepancy between our Rules and the Act, the Act applies. The President advised that we may need to appoint a further organisation to assist us in relation to application of the EIANZ Rules in the context of the provisions relating to the New Zealand Chapter. There was a grace period from last November until this November. If we don't meet this deadline, it means that the filing fee will be larger.

Motion: That the Tasmanian Division be given until 24 December 2013 to hold their AGM. Moved: Axel von Krusenstierna Seconded: Toni Munro Those against: Nil Carried

Motion: That the Divisions receive monthly membership reports. Moved: Fiona Gainsford Seconded: Cathy Waldron Those against: Nil Carried

Motion: That Council support the provision of whatever assistance is required for the Operations Manager in a temporary capacity until such time as a permanent position can be filled/appointed by the General Manager. Moved: Axel von Krusenstierna Seconded: Tiffany Thomson Those against: Nil Carried


Grant Pinnington asked about other states and the President confirmed that as a RAB the EIANZ will be incorporated in Victoria to operate in all areas of Australia. Operations in NZ will be subject to further legal advice.

President Michael Chilcott noted that we will have 14 days from today to advise Office of Fair Trading (VIC) of the change of Office Bearers.

Jon Womersley asked what additional reporting requirements will be required as a result of becoming a RAB. Anthony Presutto confirmed we will also need to report to ASIC in addition to Office for Fair Trading (VIC).

Mark Williamson asked if we had any other options than to become a RAB. Anthony Presutto advised we could register as an Incorporated Association in each state which would be cumbersome. We could have also become a Company Limited by Guarantee. With this latter scenario, it is more expensive to run and the reporting and record keeping burden would be higher.

Lachie Wilkinson asked how the establishment of the EIANZ as a RAB would impact on the CEnvP Program which is constituted under a By-Law of the Institute. Anthony Presutto advised that this is more of an internal issue and shouldn't be affected. The President asked Anthony Presutto to check this issue.

David Carberry asked if Victoria was the best place for us to be registered and Anthony Presutto advised that this is a decision for EIANZ to make.

The Council thanked Anthony Presutto for attending to answer questions.

Bill Haylock advised that he was unhappy with how this issue had been dealt with and advised that there is still three pieces of advice we need: 1. What are the arrangements between Australia and New Zealand and how do we legally

operate?2. What are the full implications of becoming a company limited by guarantee?3. What are the implications with CEnvP?Bill Haylock said that he believed that we should have a second opinion on the above questions and we should get someone who could answer all these questions.

Jon Womersley commented that there are many uncertainties in relation to our governance arrangements. Kim Wright asked what are we doing going forward to ensure we don't miss these sorts of things again. President Michael Chilcott advised that this is the role of the Secretary as both Secretary and Public Officer of the Institute to stay on top of these issues.

Motion: That issues arising from governance arrangements be dealt with by the Executive Committee. Moved: Bill Haylock Seconded: Tiffany Thomson Those against: Nil Carried


6. Reports6.1 Divisions Reports (Noting only)

President Michael Chilcott expressed his thanks to the Divisions for the solid work they continue to do. Dugal McFarlane noted that the FNQ and ACT reports were not included. It was also noted that the New Zealand report is mis-titled and listed as WA. The Treasurer Leo Fietje asked if the financial figures in the SEQ report were correct. Danielle Bolton commented that the PD events have not been well attended and the Division is aware of the significant drop in equity. The President thanked SEQ and congratulated them on a very successful ball conducted in support of the Matthew Ames Foundation. Fiona Gainsford noted that NSW is about to appoint a Secretariat. She will be working about 10 hours a month. Danielle Bolton and Anne Young will be assisting with training. Jon Womersley asked whether the EIANZ was fully aware of its obligations in relation to employment of staff in Divisions. The President advised that he felt that matters were all in order. Any payment arrangements will need to be run through the Central Office of the EIANZ as it is the EIANZ and not Divisions that has the authority to employ staff. Jon Womersley said that this is one of the foremost tasks for the proposed General Manager to see what exposure we have opened ourselves up to in relation to staff employment. Bill Haylock asked if there was a relationship between the climate change events and the Climate Change SIS. The President confirmed that Tom Davies, Chair of the Climate Change SIS from NSW is heavily involved. Melody Valentine noted that there is a slight error in the Victorian report and that the correct name should read Simone Stevenson. Axel von Krusenstierna noted that the AGM for the Tasmanian Division as listed did not go ahead. The President gave his thanks to the Tasmanian Division in relation to bringing the conference team together. Jeff Richardson noted that Jon Womersley and Danielle Bolton came up to the NT Division to help with planning and building the capacity of the Division. The President said the NZ symposium launch was a great thing. Dugal McFarlane advised that Ian Chubb presented at the ACT Division AGM, 3 CEnvPs gave a presentation to students at the ANU and a number of events have been held and are planned for the near future. Kim Wright advised that the FNQ budget is healthy and the membership seems to be stable, just dipping slightly. There was a careers day at JCU to help pick up the relationship with the Universities. The AGM was held in conjunction with a “threatened species forum” which encouraged great conversations and a paper is being prepared with a follow up event in a year. Grant Pinnington advised that there has been a generational change in the SA Division. Four out of the eight committee members have changed. Membership is down and this is largely due to the redundancies and downturn in employment. There is a plan to go back to members that have not been members for more than 2 years and encourage them to rejoin. Twenty percent of SA Division members are less than 5 years out of Uni. The Division will be seeking support in the near future to get a Secretariat.


6.2 Standing Committee and SIS Reports (Noting only) President Michael Chilcott noted that some funds ($2500 each) have been allocated in the budget to each of the Standing Committees.

Bill Haylock asked David Hogg - Chair, Professional Development Standing Committee if there was any synergy between the activities referred to in his report and the STEPs Program. David said no and that what he proposed might be more advanced. Alan Chenoweth is on the committee and is a link. Di Buchan noted that there was no member from New Zealand on the Professional Development Standing Committee. Richard Hoy also mentioned that he would like someone from New Zealand for the Policy and Practice Standing Committee.

Richard Hoy asked for the EIANZ Policy on Impact Assessment to be reviewed, and asked if it could be referred to the SIS. It was agreed. Jon Womersley noted that we need to be in this space as Impact Assessment is changing at a rate of knots and we should have some documentation as a basis to try and influence national and state governments. The EIANZ policy document should have shorter lives and be reviewed more regularly to keep them current and relevant.

There was no one in attendance from the Student and Early Careers Standing Committee as the congress conducted by that group was on today. There was discussion previously about a student award but there will not be one this year as there has not been sufficient time for it to be organised. There were criteria discussed for making the award and it was unsure if they had been finalised and endorsed by the Executive Committee or Council.

Lachie Wilkinson highlighted the MOU with the International Association of Impact Assessment. Bill Haylock confirmed that the Council had approved the first draft and the final document can be approved through the Executive Committee for signing by the President.

7. General Business7.1 Strategic Directions Paper - discussion

Mark Williamson thanked Tiffany Thomson and Jon Womersley for assisting with the development of the document being considered by Council. After the last meeting, further feedback was sought from Councillors with only a few relatively minor comments received. Mark Williamson summed up the three key areas of the strategy document:

1. Governance Arrangements2. Improved Administration3. Integrated Professional Membership Arrangements

Fiona Gainsford commented that she wasn't aware that comments were required back from the previous meeting. Axel von Krusenstierna noted that there is a significant shift in the "power" sharing arrangements with the proposed smaller Board, which may mean the states with the larger numbers may monopolise the discussion. Mark Williamson said that the Board would work similar to the Executive Committee and this is one of the fundamental changes. He said the Board would be governing the EIANZ as a whole and not supporting any one area. Axel von Krusenstierna advised that the Tasmanian Division would want clearer detail on how the smaller divisions can communicate with the Board to have their concerns heard.


The question was asked how comments were dealt with. Mark Williamson advised that several footnotes were added to the document to highlight that particular items are to be the subject of further discussion.

President Michael Chilcott had concerns that the proposed changes to membership categories would confuse the marketplace, as we already have the CEnvP system which we have been developing for a decade. He believes that using the term "registered environmental practitioner" would undermine the status and value of CEnvP. He also believes that it should not be a requirement of the membership to subscribe to a CPD program. He believes that the application, administration and auditing of this would be far too costly to the organisation. Danielle Bolton advised that the membership management software used by the EIANZ can do this; the EIANZ just needs to buy the module for a small fee. The President countered that the CEnvP program has already invested in this system and we would be replicating it.

Secretary John Braid raised issues about the ‘grandparent’ clause in the membership and how will this be dealt with. Cathy Waldron said that we need to keep the term Full Member and it would be OK to increase requirements. Jon Womersley said this debate is very healthy. Being a member needs to mean something. If you are doing a piece of work, then you need to be recognised as having a level of competency. It is not designed to diminish the CEnvP but rather that status should be seen as the pinnacle of membership but there are many thousands of practitioners in Australia that are not CEnvP nor would they qualify, but they believe they are environmental professionals and want to be recognised as such. Jon Womersley and Mark Williamson agreed that it didn't matter what words we use for the current "Full Membership" and that this can be decided at a later date.

Bill Haylock stated that we are going to the membership with the proposed changes in terms of governance and we will come back to Council with the final proposed structure we need to have in six months time. This structure of recognising professionals has a timeline of 12 months - so we have a year to discuss it, it doesn't need to be finalised today. The detail will still be determined to bring back to the membership and it will need to go to the AGM for decision.

Kim Wright commented that this is a strategy document and doesn't need to have all the detail. The changes need to be put to members as a prospectus and we need to sell it to the membership but this doesn't need to be done at Council level.

Tiffany Thomson asked whether with some modifications, part A can go to membership to inform members generally about the consideration that is being given to changing the structure of the EIANZ. The concepts are generally agreed upon conceptually and perceptually. Jon Womersley confirmed that the strategy document is designed to outline some key changes within the organisation without having all of the specific detail.

Mark Williamson agreed with Kim Wright's comment that we need to market this more as a prospectus and we need to look at how this will lead to better environmental outcomes. The commitment will be that the new GM will work to make a system that is easy to communicate this to members and potentially government. Mark Williamson will make the further suggested amendments to the strategy document. Mark Williamson agreed to circulate the document, although not for further comment.


7.2 General Manager An advertisement has gone out to the membership for the General Manager position, and to NRM Jobs, EnviroJobs and Seek.com, seeking applications by 14 November 2013 for this position. The new Executive Committee will work on this from here. There is a position description that will be reviewed by the new Executive Committee. It is hoped that there will be an appointment before the end of the year. Di Buchan asked for the job to be placed on Seek.co NZ. The President will ask Anne Young to add the job to this web site listing. Mark Williamson asked if we can have some assistance to help review the applications as by advertising by the means we have, there may be many applications. It was discussed that the panel needs to be smaller than last time and will probably be a group of three.

Tiffany Thomson commented that some of the issues last time were that the General Manager found it difficult to report to a large group. She also felt that she wasn't empowered to make any decisions.

David Carberry advised that he is compiling some dot points of lessons from the last recruitment process. Jon Womersley commented that he is a believer in asking the person appointed to prepare a performance plan that they can be held accountable to. There then needs to be a formal process of review. Tiffany Thomson advised that we should perhaps look at psychometric testing.

7.3 Code of Ethics Breach issue - update Simon Molesworth asked that everyone in the room treat this issue as absolutely confidential. Jon Womersley asked about the process for appeal by the members. Simon Molesworth advised that the EIANZ rules do not address a "next step". The Council will determine a decision and that will be final. The Council’s decision on the panel report is the end of the process. The panel were asked by Council to investigate two individual members and they have also formed an opinion about the company which may call for further investigation. All decisions are reviewable by the Supreme Court but this is a common law jurisdiction of the court. The Panel would like to be formally endorsed so that they are covered with their decision for professional indemnity insurance.

MOTION: That the strategy document be changed from referring to members as "registered" to "Full" member. Moved: Dianne Buchan Seconded: Jeff Richardson Those against: Grant, Tiffany, Axel Carried

MOTION: The Council agreed that the Code of Ethics Breach panel appointed in the June meeting, be formally endorsed as an EIANZ Standing Committee. Moved: Bill Haylock Seconded: Bryan Jenkins Those against: Nil Carried

MOTION: Council endorse the release to the membership of Part A of the strategy document with an explanatory note that this is a continuing conversation that we are now telegraphing to the membership, advising that this is the broad direction in which the organisation is intending to move, and over the proposed timetable there will be opportunities to determine further detail. Moved: Dianne Buchan Seconded: David Carberry Those against: Nil Carried


Simon Molesworth was contacted by Council after the NSW EPA had successfully prosecuted two individual members of the EIANZ. Simon Molesworth briefed the Council on the details of the offence as detailed in a written report that was provided to Council. Simon Molesworth advised that the panel, after a thorough examination of the facts and personal interviews with the members concerned, had concluded that the individual members knowingly provided false and misleading environmental advice in the context of their professional engagement. The panel agreed that as members of the EIANZ the two individuals were in breach of several points in the Code of Ethics and Professional Conduct. The recommendations were: * That a letter be written to the members concerned advising them that following receipt of the

Panel Report no further action will be taken against them with respect to the events that gave riseto the investigation by the Panel.

* A greater degree of rigour be applied to the assessment of membership applications so as toensure that only those who meet a requisite standard of experience and/or qualification beaccepted as members.

* Every new member be provided with a copy of the EIANZ Code of Ethics and ProfessionalConduct immediately upon admission to membership.

* Every applicant for membership and every current member at the time of the renewal of theirmembership sign and have witnessed a declaration that they have not been the subject of aprofessional conduct complaint or charged and convicted of an offence under any legislationrelevant to environmental management.

The members cannot have their membership determined as they were not members at the time of the offence. The members have subsequently chosen not to renew their membership of the EIANZ.

7.4 CEnvP Board Recommendations to Council There are currently 6 board members and they have had over 80 meetings. The program continues to operate effectively. The CEnvP Board is seeking from Council approval for two further members to be eligible for election to the board. The current By-law allows for a maximum of 7 members of the CEnvP Board. The Board has proposed 8 candidates of which 7 will be endorsed to fill the 7 Board positions.

7.5 CEnvP Program - update Nigel Murphy, Chair CEnvP Board advised that the CEnvP's have increased by 20%. The finances remain stable with a surplus of $21,156. Ms Peta Haasbrook has continued her excellent administration support of the CEnvP Program. There has been a proposal to develop a climate change certification specialisation by the Climate Change SIS. The proposal has been rigorously reviewed and the CEnvP Board ask Council that this new category be accepted. Nigel Murphy advised that they would like to endorse the existing 6 board members and additionally seek to have Bill Haylock and Simon Cavendish endorsed. Tiffany Thomson asked if there were expressions of interest sought for membership of the CEnvP Board. Nigel Murphy confirmed that there was an expression of interest circulated for Registrars and Board members.

MOTION: That the recommendations from Simon Molesworth report be dealt with as soon as possible. Moved: Leo Fietje Seconded: Bill Haylock Those against: Nil Carried


Tiffany Thomson expressed some concern about the lack of change within the CEnvP Board. Nigel Murphy confirmed that a few more people than this applied to go on the CEnvP Board. They were asked to show their commitment to a volunteer position and if they could show their capacity to dedicate time, and if so, they were put forward for nomination. Nigel Murphy has advised his intention to step back from his position as Chair in the near future. The President thanked Nigel Murphy for his extensive work in the development of the CEnvP Program.

Nigel Murphy advised that the CEnvP Board had been made aware of some of the changes to the governance and membership structure of the EIANZ that have been talked about at Council, and they feel it is a healthy thing, but have asked that the Board be kept fully up to date of any changes that are discussed that may impact on the CEnvP Program. Nigel Murphy confirmed that when the scheme was first set up it was felt it needed to be at arm’s length from the EIANZ. Discussion was held over whether or not it would be possible to fold CEnvP back into the EIANZ. It was agreed that we need further discussion on this issue. Simon Molesworth commented that when the scheme was implemented, the federal government was very plain in stating that the Institute alone could not certify environmental professionals.

Di Buchan asked about the CEnvP panel members and asked if there was the ability to have any training to assist with developing a consistency in approach to the interviewing of candidates for CEnvP. Nigel Murphy confirmed that they try to have at least one experienced panellist per panel.

Nigel Murphy advised that he will report back to Council with those members that make the final CEnvP Board.

7.6 STEPs - Implementation Plan FY 13/14 - update Nigel Murphy, Chair STEPs Steering Committee gave an update on STEPs. Over the course of the last 12 months, the EIANZ has put the bones on the program. It is at the 85% level and there has been some very healthy debate. Not everyone agrees with it but it is at a point to launch later this evening. Nigel Murphy flagged that 2014 is a foundation year and the key thing to making this work, is using tools online and doing what we do. Nicole Brown who is working on the scheme is very good.

MOTION: That the Council endorse Bill Haylock, Simon Cavendish, Nigel Murphy, Ian Ackland, Alan Chenoweth, Barbara Radcliffe, Simon Beale and Tamara Smith as candidates to form a Board of no more than 7 for the CEnvP.

Moved: Leo Fietje Seconded: Fiona Gainsford Those against: nil Abstained: Bill Haylock and Dugal McFarlane Carried

MOTION: That the Council endorse a Climate Change specialist certification for CEnvP. Moved: David Carberry Seconded: Jeff Richardson Those against: nil Carried


Nigel Murphy noted that the SEQ Division have tabled some concerns. A letter was sent yesterday responding to the Division’s queries. Nigel Murphy noted that the mains concerns were around the budget, would it impact on the Division’s Professional Development (PD) program and the governance structure for the STEPs Program. Nigel Murphy doesn't believe it will negatively impact on the PD program of Divisions and Chapters. Another concern was raised about whether the EIANZ should be the vehicle for giving training or should we use a University but this was decided against by the Steering Committee due to potential cost. Nigel Murphy believes that it can be done on the smell of an oily rag. Cathy Waldron expressed her concern about the capacity of the smaller Divisions and that she would like to see the response given to SEQ. It was agreed to circulate this correspondence to Council members.

Di Buchan asked about her comments about the STEPs Program and Nigel Murphy confirmed he will be responding in writing.

Nigel Murphy noted that the EIANZ had funded STEPs to the tune of $50k and there is about $32k of this money remaining.

The President confirmed that Nigel Murphy has the encouragement of the Institute in progressing STEPs.

7.7 Conference 2013 - Update and Awards President Michael Chilcott gave his thanks to the Organising Committee and Victorian Committee for pulling together a great event that we will have over the next two days.

No discussion held on Awards.

7.8 Conference 2014 President Michael Chilcott noted that planning had begun for the 2014 Conference to be held in Hobart and that there would be a short video presentation at the conclusion of the 2013 Conference.

Vote of thanks On behalf of all of the people gathered today, Jon Womersley expressed his sincere thanks to President Michael Chilcott for his guidance and leadership of the EIANZ during the past 5 years.

8. Date of next meetingNo discussion held.

9. Meeting ClosedThe meeting was closed at 5.20pm.


SUMMARY OF NEW AND OUTSTANDING TASKS 18/2/13 Joh Taylor to see Jo Buckner re the report on professional indemnity

insurance needs of New Zealand practitioners for it to go to Marsh VP NZ and President

11/6/13 Leo Fietje/Bryan Jenkins to follow up on the Membership Promotions in NZ project and business plan and report back

Treasurer

25/6/13 David Carberry to report on the SEQ member who recently had been convicted of a felony.

SEQ Councillor

11/6/13 Joh Taylor and Di Buchan to seek interest in New Zealand for a member to sit on the STEPs Committee

NZ Councillor

22/10/13 Jon Womersley to discuss arrangements for filling the vacant position of Chair, Ecology SIS with interested parties and provide an appropriate recommendation

President

22/10/13 Bryan Jenkins to follow up with the auditor to be appointed about a contingency plan if they are unwell or unavailable.

Treasurer

22/10/13 Membership reports to be provided to each Division on a monthly basis. Operations Manager

22/10/13 Jon Womersley to seek additional legal advice on the operational effect of incorporation in Victoria on the governance of the New Zealand Chapter.

President

22/10/13 Anthony Presutto to investigate any implications for CEnvP relating to the establishment of the EIANZ as a RAB.

President

22/10/13 Di Buchan to find representatives from NZ for the Professional Development Standing Committee and Policy and Practice Standing Committee

NZ Councillor

22/10/13 Jon Womersley to write to the former EIANZ members advising them of the outcome of the review of their professional conduct.

President

22/10/13 Applications for membership and membership renewal to be amended to incorporate affirmations of professional conduct as recommended by the Ethics and Professional Conduct Standing Committee

Operations Manager

22/10/13 Nigel Murphy to report back to the Council with the final membership of the CEnvP Board.

CEnvP Board Chair

22/10/13 STEPs Program Steering Committee correspondence with SEQ Division to be circulated to Council members for information.

Office Manager

22/10/13 Nigel Murphy to respond in writing to Di Buchan concerning her comments on the STEPs Program

STEPs Steering Committee Chair


Council Meeting: March 2014

Treasurer Report to Council

March 2014

1. Matters for Decision

1.1 Draft Budget 2014/5

Attachment A sets out a draft budget for 2014/5. Anne has put together estimates of revenue and expenditure incorporating the GM position and the NZ coordinator. The budget also incorporates some operational savings that she has achieved.

Note that the draft budget has a deficit of $78k. This is based on a membership income of $385k. Attachment B sets out the current membership numbers for EIANZ (1842). It also indicates an example of what numbers would be needed to be retained to generate $385k (about 1567) and an example of the numbers of new members needed to generate an additional $78k for a break even budget (270).

Decision sought: 1.1 Council considers the draft budget for 2014/5 and agrees a working draft for planning purposes. 2. Matters for Discussion

2.1 Corporate Plan Initiatives and 2014/5 Budget

It is desirable for the Council to approve a budget for 2014/5 at its March meeting so that membership fees can be set for membership renewals. In order to agree a draft budget the Council needs to identify any new or on-going corporate plan initiatives for 2014/5. This is also important for the GM to know what initiatives are being sought by the Council and the Executive. Of particular significance is the STEPS initiative. A forward budget for STEPS will be included in the GM’s report. Examples of risk areas from a budgetary perspective are the commitment to STEPS and a poorly attended annual conference. Examples of opportunities from a budgetary perspective are increased membership, successful divisional events, and a well-attended annual conference.

Recommendation: Council considers Corporate Plan initiatives for the 2014/5 budget. 3. Matters for Information

3.1 Financial Accounts

Attached are the key financial accounts that I receive from the accountant. These are for the period July 2013 through February 2014. They are provided for information. You have:

1


• Attachment C: Profit and Loss (Budget Analysis) for July 2013 through February

2014

- This shows the actual expenditure for the selected period compared to budget expenditure and a column indicating the differences.

• Attachment D: Balance Sheet as at End February 2014 - This summarises the assets and liabilities for EIANZ.

Some key numbers for you to note are: • Profit and Loss (Budget Analysis) for July-Jan 2014

- Membership income $18k below budget (compared to $60k below in Dec)

- New memberships $11k above budget

- Reduced Wages &Salaries ($38k) has not been affected yet by GM costs

- Total Income is overstated because of conference revenue ($107k)

- Total expenditure is overstated by conference expenditure ($103k)

- Some expenditure variances are related to delays: gov. and corp. costs ( $32k)

- Net profit/(loss) is $71k ahead of budget.

• Balance Sheet

- Funds on general account $96k

- Funds in investment account $132k

- Funds on term deposit $200k (as a result of Exec decision in Dec)

- Separate STEPS account $10k

- Total equity (excess of assets over liabilities) $428k.

Bryan Jenkins Honorary Treasurer

2

EIANZ - Central OfficeSuite 109

685 Burke RoadCamberwell VIC 3124

Profit & Loss [Budget Analysis]

July 2013 through February 201414-03-149:37:10 AM

Selected Period Budgeted $ Difference

IncomeMembership Income $283,215.25 $301,683.00 ($18,467.75)New Memberships $48,858.95 $36,946.00 $11,912.95Application Fees $6,095.72 $10,530.00 ($4,434.28)Interest Income $8,141.23 $9,286.00 ($1,144.77)New Zealand Membership Income $11,634.18 $10,690.00 $944.18Journal Income $20,570.45 $20,622.00 ($51.55)Website Income $547.94 $336.00 $211.94Professional Indemnity Income $19,114.94 $17,468.00 $1,646.94Conference -Annual $106,912.17 $7,000.00 $99,912.17Event Income $1,854.57 $0.00 $1,854.57

Total Income $506,945.40 $414,561.00 $92,384.40

Transfer back to DivisionsMembership Payments $8,829.00 $16,000.00 ($7,171.00)

Total Transfer back to Divisions $8,829.00 $16,000.00 ($7,171.00)

Gross Profit $498,116.40 $398,561.00 $99,555.40

ExpenditureStaff Expenses $146,354.39 $184,536.00 ($38,181.61)Premises $14,308.79 $14,000.00 $308.79Telecommunications $5,070.14 $4,464.00 $606.14Computers $1,086.05 $4,000.00 ($2,913.95)General Operation $22,282.98 $24,992.00 ($2,709.02)Governance & Corporate Expense $66,781.01 $99,536.00 ($32,754.99)Conferences / Gala Dinner $103,091.60 $5,000.00 $98,091.60Financial $28,200.82 $28,336.00 ($135.18)Bank Charges $6,540.17 $7,000.00 ($459.83)Legal Fees $7,482.36 $5,336.00 $2,146.36Insurance $3,569.02 $3,800.00 ($230.98)Marketing & Promotion $7,036.32 $8,536.00 ($1,499.68)Journal Expenses $5,100.00 $0.00 $5,100.00Funds Transfers to Div/Chapter $1,178.10 $0.00 $1,178.10

Total Expenditure $418,081.75 $389,536.00 $28,545.75

Operating Profit $80,034.65 $9,025.00 $71,009.65

Other Income

Other Expenses

Net Profit/(Loss) $80,034.65 $9,025.00 $71,009.65



Profit & Loss [Last Year Analysis]

July 2013 through February 201414-03-149:39:33 AM

This Year Last Year $ Difference

IncomeMembership Income $283,215.25 $333,175.75 ($49,960.50)New Memberships $48,858.95 $33,019.43 $15,839.52Application Fees $6,095.72 $11,407.11 ($5,311.39)Interest Income $8,141.23 $11,265.62 ($3,124.39)New Zealand Membership Income $11,634.18 $12,964.59 ($1,330.41)Journal Income $20,570.45 $16,859.14 $3,711.31Website Income $547.94 $0.00 $547.94Professional Indemnity Income $19,114.94 $19,057.81 $57.13Conference -Annual $106,912.17 $198,598.41 ($91,686.24)Event Income $1,854.57 $10,240.92 ($8,386.35)

Total Income $506,945.40 $646,588.78 ($139,643.38)

Transfer back to DivisionsMembership Payments $8,829.00 $15,522.00 ($6,693.00)Conference Profit Share $0.00 $39,740.00 ($39,740.00)

Total Transfer back to Divisions $8,829.00 $55,262.00 ($46,433.00)

Gross Profit $498,116.40 $591,326.78 ($93,210.38)

ExpenditureStaff Expenses $146,354.39 $111,262.05 $35,092.34Premises $14,308.79 $911.95 $13,396.84Telecommunications $5,070.14 $3,747.69 $1,322.45Computers $1,086.05 $2,349.07 ($1,263.02)General Operation $22,282.98 $22,986.90 ($703.92)Governance & Corporate Expense $66,781.01 $120,714.92 ($53,933.91)Conferences / Gala Dinner $103,091.60 $122,246.13 ($19,154.53)Financial $28,200.82 $30,070.45 ($1,869.63)Bank Charges $6,540.17 $4,976.39 $1,563.78Legal Fees $7,482.36 $43.90 $7,438.46Insurance $3,569.02 $3,841.16 ($272.14)Marketing & Promotion $7,036.32 $7,708.49 ($672.17)Journal Expenses $5,100.00 $8,433.00 ($3,333.00)Funds Transfers to Div/Chapter $1,178.10 $0.00 $1,178.10

Total Expenditure $418,081.75 $439,292.10 ($21,210.35)

Operating Profit $80,034.65 $152,034.68 ($72,000.03)

Other IncomeOther Income $0.00 $24.50 ($24.50)

Total Other Income $0.00 $24.50 ($24.50)

Other Expenses

Net Profit/(Loss) $80,034.65 $152,059.18 ($72,024.53)



Balance Sheet

As of February 201414-03-148:09:32 AM

Current AssetsBank Accounts

Bendigo General Account-8979 $96,233.61Bendigo Steps Account #9217 $10,000.00Bendigo Investment A/C- #9271 $132,683.15Bendigo Debit A/C #9712 $1,188.49Electronic Clearing Account $75.00Term Deposit $200,000.00

Chapter LoansDivisional Loan - Victoria ($738.98)Division Loan - NSW $7,581.00Division Loan - SEQ ($1,915.00)Division Loan - SA ($64.55)Division Loan - WA ($40.00)Division Loan - Tasmania $66.00Division Loan - NT ($14,839.01)Divisional Loan - ACT ($1,811.00)

Total Chapter Loans ($11,761.54)Prepaid Event Costs

Pre Paid Conference Expenses $23,506.78Fixed Assets

Computer EquipmentComputer Equipment $15,070.91Accumulated Dep - Computers ($13,208.71)

Total Computer Equipment $1,862.20Furniture & Equipment

Furniture & Equipment $16,799.31Accumulated Dep - Furniture ($10,519.47)

Total Furniture & Equipment $6,279.84Office Equipment

Office Equipment $2,930.00Accumulated Dep - Office Equip ($2,361.41)

Total Office Equipment $568.59Trade Debtors $23,798.17Property Bond $2,000.00

Total Current Assets $486,434.29

LiabilitiesTrade Creditors

Trade Creditors $17,078.61Operation Wages & Contractors

Superannuation Payable $2,130.80Amounts withheld - PAYG $5,497.37

Revenue in Advance -New memberRIA New Members $7,771.79Provision for Annual Leave $6,400.29RIA - Application Fees $1,538.70

Total Revenue in Advance -New member $15,710.78GST Liabilities

GST Collected $6,907.12GST Paid ($209.61)

Total GST Liabilities $6,697.51CENVP Liabilities

Overpayments $10,863.32Total Liabilities $57,978.39

Net Assets

$428,455.90

EIANZ - Central Office

Balance Sheet

As of February 201414-03-148:09:33 AM

EquityRetained Earnings $351,295.84Current Earnings $79,013.48Historical Balancing Account ($1,853.42)

Total Equity

$428,455.90

Council Meeting: 28 March 2014

Agenda Item 4a Council Meeting

Date: 28 March 2014 Subject: Strategy Implementation – Governance Arrangements

Summary

This agenda item seeks the approval of Council to prepare amendments to the EIANZ Rules of Association, which if approved by a Special General Meeting of members, would change the current governance arrangements of the EIANZ to ones that are smaller, more effective and efficient.

The proposed governance arrangements are for there to be a Board of seven members and an Advisory Council made up of the Presidents of the NZ Chapter and Divisions and the Chairs of the Special Interest Sections.

The Board would consist of a President, a Vice President (Australia) and a Vice President (New Zealand), Secretary, Treasurer and two ordinary members, and have the power to co-opt up to two non-voting members.

There would be a restriction on the membership of the Board containing more than three members from the same Division, or a Chapter where it operated as a Division.

The Board would be elected by the eligible members of the EIANZ for a term of two years.

The Board would be supported by a number of functional committees that would be established by and report to the Board.

The Advisory Council would consist of the Presidents of the Divisions and the NZ Chapter where it operates as a Division, or a nominated representative; and the Chairs of the Special Interest Sections.

The Advisory Council would be required to meet twice per year and could give advice at the request of the Board or on its own recognisance.

The Advisory Council would be chaired by the President, or representative, of a Division or the NZ Chapter, as determined by the Advisory Council.

The Board would be required to seek the advice of the Advisory Council on specified matters and to formally respond to the advice provided by the Council.

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1. Background (What has given rise to this matter, what is its context, why should the EIANZ be dealing with it?)

Governance Arrangements • The EIANZ is an incorporated association under the Associations Incorporation Reform Act 2012

(Vic), a Registered Charity under the Australian Charities and Not-for-profits Commission Act 2012 (Cwth) and a Registrable Australian body under the Corporations Act 2001 (Cwth).

• The EIANZ Rules of Association provide for a Council made up of six (6) elected Officers, one (1) ex-officio Officer, and one (1) Ordinary Member from each Division who may be elected at the Annual General Meeting for the Division that the member represents or otherwise appointed as the Division determines.

• The EIANZ Rules of Association provide that the Council may appoint additional members of the Executive Committee in addition to the Officers, and any member of the Institute so appointed becomes a member of the Council.

• The EIANZ Rules of Association do not limit the absolute size of the Council. The Council currently comprises 7 Officers and 10 Ordinary Members, a total of 17 members.

• The EIANZ Rules of Association provide that the affairs of the Institute are to be managed by the Council. The Rules require that the Council meets at least two (2) times per year.

• The EIANZ Rules of Association provide that the Council may prescribe by resolution, By-laws to regulate the proceedings and the conduct of the Executive Committee.

• The Council has created By-law 3 to regulate the proceedings and the conduct of the Executive Committee. By-law 3 states that the Executive Committee:

o shall be responsible for the ongoing administration of the Institute on behalf of the Council in accordance with the Rules of Association, the Corporate Plan and decisions of Council; and

o the powers of the Executive Committee are normally limited to those of an administrative nature, with matters of policy being determined by Council.

EIANZ Strategy • At the Annual General Meeting on 22 October 2013 in Melbourne, members resolved: “That the

Annual General Meeting of the Environment Institute of Australia and New Zealand agree to the preparation, circulation and consideration of amendments to the EIANZ Rules of Association to restructure the governance arrangements of the EIANZ, for decision at a Special General Meeting of the EIANZ at a date, time and place to be fixed in March 2014 and that this process be clearly articulated to members well in advance of March so that members are aware of how they can contribute.”

• It will not be possible to prepare the necessary documents, conduct discussions and seek a resolution of Council in support of restructuring arrangements, and hold a Special General Meeting to pass a resolution amending the EIANZ Rules of Association within the originally proposed timeframe.

• A revised timetable has been identified that would allow two meetings of Council, this one and another in April 2014, for discussion and resolution of a proposal for restructuring arrangements, to be followed by a face to face Council Meeting and a Special General Meeting potentially on 23 May 2014.

2. Policy / Legislative Background (What EIANZ rules of association and / or policy / position statements; or other

legislative obligations of the EIANZ apply to this matter?)

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• The EIANZ Rules of Association provide (Rule 32) that “These Rules and the Statement of Purposes

of the Institute shall not be altered except in accordance with the Act”. • The Associations Incorporation Reform Act 2012 provides (s50) that an incorporated association

may, by special resolution, alter its rules. • The Act provides (s64) that an incorporated association may, in accordance with this section; pass a

special resolution to alter its rules at a general meeting of the association. • There are inconsistencies between the Act and the EIANZ Rules of Association with respect to the

majority required to pass a motion at a general meeting. The Act requires a three quarter majority of eligible members voting in person or by proxy, while the Rules provide for a simple majority. In such circumstances the Act prevails.

• Members eligible to vote and unable to attend a special general meeting may vote by proxy through the Chairman of the meeting or another person attending the meeting.

3. Discussion of Issues (Set out each aspect of the matter, and explain the options that are open for the EIANZ to consider in

dealing with it.) • The EIANZ Strategy document proposes that the governance arrangements for the EIANZ be

changed to a seven (7) member Board, a number of Standing Committees, with an Advisory Council made up of the Presidents of the NZ Chapter and Divisions.

• The EIANZ Strategy document proposed that the Chapters be abolished and that the current New Zealand Chapter be established as one or more Divisions. Following discussion in the Executive Committee about how best to retain the duality of identity in the organisation it is proposed to retain the Chapter structure.

• Making amendments to the EIANZ Rules of Association to change the governance arrangements will trigger the requirement for the Rules to be harmonised with the provisions of the Associations Incorporation Reform Act 2012 (Vic).

• A working paper setting out the proposed new governance arrangements is attached for consideration, discussion and further development by Council as a basis for the preparation of amendments to the EIANZ Rules of Association.

• The working paper contains proposals for new governance arrangements that have already been canvassed with the Council on a number of occasions. The refinement of the working paper is therefore building on a foundation where there has been prior consideration of the way in which the EIANZ might shift its present governance arrangements to ones that are smaller, more effective and efficient.

• Similarly Mackinnon Jacobs Lawyers has provided some initial advice and drafting in relation to the changes to the EIANZ Rules of Association that would be necessary for them to be harmonised with the Associations Incorporation Reform Act 2012.

• The drafting by Mackinnon Jacobs Lawyers is incomplete, in that it does not provide for Chapters and Divisions, and will need to be further developed based on decisions about the proposed governance arrangements.

• The changes envisaged to the governance arrangements and the harmonisation of the EIANZ Rules of Association with the Associations Incorporation Reform Act 2012, are milestone decisions by the EIANZ. In that context it is proposed that the potential Special General Meeting on the 23 May 2014 be held in conjunction with a face to face meeting of Council. This would allow Councillors to bring their views and members proxies to the Special General Meeting.

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4. Proposed Action / Approvals Sought (Set out the action that it is proposed that the EIANZ take, the rationale for

recommending that course of action, and the specific approvals being sought.) • Discussion and refinement by the Council of the working paper on “Proposed EIANZ Governance

Arrangements” as the basis for drafting amendments to the EIANZ Rules of Association.

5. Financial Considerations (Provide details of the budget implications of the proposed course of action including whether it is included in the current budget, is an additional expenditure commitment or revenue stream, and whether there has been prior consultation with the EIANZ Treasurer. New expenditure proposals should be accompanied by a detailed financial analysis and budget.) • There will be long term cost benefits to the EIANZ of having governance arrangements that are

smaller, more effective and efficient. • There will be some short term costs in seeking legal advice on and settling proposed amendments to

the EIANZ Rules of Association to ensure that they meet the requirements of the Associations Incorporation Reform Act 2012.

• There is a significant cost in holding a face to face meeting of the Council depending on the location in which it is held.

6. Sustainability Issues (Provide a brief description of how sustainability issues have been taken into account in the course of

action and specific approvals being recommended.) • Sustainability issues have not been specifically addressed in this proposal. There is clearly a

significant carbon footprint associated with face to face meetings of the EIANZ governing council, boards and committees. The EIANZ Central Office is exploring technologies that will improve the capacity of the organisation to conduct its business using regular electronic communication.

7. Communication Strategy (Set out the broad rationale and strategy by which this matter is to be communicated to specific

target audiences including members and external interested parties.)

o Internal (Provide draft material to be used for internal communication through EIANZ eBulletin, The Environmental Practitioner, or other means of communicating with members.) o Not attached – to be prepared as required

o External (Provide draft correspondence / press release where appropriate.) o Not attached – to be prepared as required

8. Recommendation(s) (Provide specific recommendations relating to the proposed actions for which approval is being sought.) It is recommended that:

1. Council agree to proceed to the drafting of amendments to the EIANZ Rules of Association on the basis of the attached working paper on “Proposed EIANZ Governance Arrangements” (as amended by discussion in the meeting).

2. Council endorse the distribution of the working paper on “Proposed EIANZ Governance Arrangements” (as modified by decisions taken at the meeting) to Chapter and Divisional committees, Chairs of Standing Committees and the Chair of the CEnvP Board, and the Chairs of Special Interest Sections and members.

Name of Author: Jon Womersley

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President

Executive Committee Decision: Signed: ___________________________________ _____________________________________ President Secretary Attachments: 1. Working Paper on “Proposed EIANZ Governance Arrangements”

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Working Paper - Draft for Discussion

PROPOSED EIANZ GOVERNANCE ARRANGEMENTS

CONTEXT

Introduction

The EIANZ is planning its transition to improved business focussed governance arrangements, to ensure the long-term sustainability of the organisation. This paper summarises the proposed governance arrangements that are the result of several projects and extensive consultation over the past few years. Improving and streamlining the governance of the organisation will improve efficiency and allow the EIANZ to provide better value to its members. If endorsed by the Council, the proposed changes will be incorporated into related work being undertaken to revise the Rules of Association and By-Laws of the EIANZ to ensure alignment with recently changed Victorian legislation under which the EIANZ is incorporated. The key elements of the proposed governance arrangements are:

• Transition of the existing Executive Committee to a new Board of Directors, which would take responsibility for decision-making and management of the EIANZ.

• Transition of the existing Council to an Advisory Council, which would advise the Board. • Revision of the existing Standing Committees and Special Interest Sections, to improve

efficiency and effectiveness, and to reflect current priorities. • Improved delivery of ongoing governance support through Central Office.

Background

The present governance and management structures in the EIANZ do not lend themselves to effective and timely decision making. This comes about because a large and representative Council is the body with authority over the governance of the EIANZ, and many of the administrative functions of the EIANZ are distributed amongst voluntary committees. The time frames in which an organisation needs to be responsive to external and internal pressures has dramatically shifted over the years since the EIANZ was established. The administrative support of the organisation is not sufficient to allow such a large governing body to effectively make policy decisions and monitor the performance of the organisation.

To grow and mature as an organisation that is the pre-eminent body representing environmental professionals in Australia and New Zealand, the EIANZ needs to be a nimble and flexible organisation that is capable of responding to the needs of its membership across both Australia and New Zealand. A new governance model for the EIANZ must be smaller, more effective and efficient, and capable of responsively delivering strategic and operational plans.

The EIANZ Corporate Plan 2012-2015 identified the need for a governance review, which commenced in 2012. Along with other projects, the governance review led in 2013 to the development of the EIANZ Strategy document. The Vision for the organisation put forward in the EIANZ Strategy is:

By 2020, our distinctive ability to certify the competency of environmental professionals, hold them accountable to standards, and support their career development, and add value to environmental policy development, will result in EIANZ being recognised as the pre-eminent

Strategy Implementation_Governance Arrangements_V1.3_20140301

body representing environmental professionals in Australia and New Zealand and a step-change in membership to greater than 7,000 persons.

In developing the proposed governance arrangements, consideration has been given to a range of guidance material relating to the good governance of charitable, not-for-profits organisations. The Australian Institute of Company Directors has issued “Good Governance Principles and Guidance for Not-for-Profit Boards”, which contains ten principles that promote good governance. As a registered charity, the EIANZ is subject to the Australian Charities and Not-for-profits Commission Act 2012 (Cwth), and needs to take account of the guidance issued by the Australian Charities and Not-for-profits Commission (ACNC). The ACNC has issued “Governance for Good - The ACNC’s guide for charity board members”, “Guide to the Australian Charities and Not-for-profits Commission Act 2012 (Cwth)”, and “ACNC Governance Standards Guidance”, the latter containing details of the four (4) governance standards that a registered charity must meet.

This paper outlines the proposed governance arrangements on which revisions of the EIANZ Rules of Association would be drafted. The revisions to the Rules would be reviewed by the Council and then put to a Special General Meeting for adoption.

PROPOSED STRUCTURE

This is a diagrammatic representation of what the future governance arrangements might look like.

PROPOSED EIANZ BOARD

It is proposed that there be a Board of 7 members which has responsibility for the governance of the EIANZ. The Board would comprise:

• 1x President • 1x Vice President (Australia) • 1x Vice President (New Zealand) • 1x Secretary • 1x Treasurer • 2x Ordinary Members

The Board would: • set the vision and strategies of the EIANZ in consultation with the Advisory Council; • be responsible for making appropriate arrangements for implementing strategies and

monitoring the performance of those arrangements; • have the power to appoint Standing and Ad-hoc Committees to manage specific aspects of

strategy implementation and delegate decision making;

EIANZ Board

Finance Human Resources and Audit

Committee

Membership and Early Career Practitioner Committee

Practice Standards ann Professional

Development Committee

Policy, Representation and

Advocacy Committee

Professional Accreditation Committee

Ethics and Professional Conduct

Committee

EIANZ Executive Officer

(General Manager)

EIANZ Advisory Council

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• with the advice of the Advisory Council, the Board would have the power to create / abolish Divisions;

• operate transparently and be accountable to the membership; and • communicate regularly with the NZ Chapter and Divisions and the membership.

Election and Co-option of Board Members

It is proposed that: • full members and fellow members of the EIANZ would be eligible to stand for election to the

Board; • the members of the Board would be elected by the general membership of the EIANZ for two

year terms; • any retiring member of the Board would be eligible for re-election but could not serve for more

than three (3) successive terms; • the Board must not contain more than three persons from the same Division or Chapter where

it operated as a Division (advice will be sought on the appropriate way in which to resolve the situation where there are more than three nominations); and

• the Board, subject to a resolution of a majority of voting members of the Board, would have the power to co-opt up to two non-voting members who may or may not be members of the EIANZ, each for a maximum term of two years.

Business and Powers of the Board

It is proposed that: • the Board would have the authority to govern the activities of the EIANZ and to do all things

necessary to achieve the purposes of the EIANZ; • the members of the Board would be required to act in the best interests of and to achieve the

purposes of the EIANZ as an entity; and • the frequency, quorum, conduct and recording of proceedings would be provided for in the

Rules of Association. It is proposed that these would be based on the requirements of Schedule 1 of the Associations Incorporation Reform Act 2012 (Vic) and the model rules under the Act.

Executive Support for the Board

Administrative support for the Board to be arranged by the EIANZ General Manager, who ex-officio would be the Executive Officer to the Board.

BOARD COMMITTEES

The Board would be supported by Standing and Ad-Hoc committees, at the discretion of the Board. The Standing Committees to the Board are the operational arms of the Board, and will have a close working relationship to the Board and the implementation of activities sanctioned by the Board through delegated authority.

It is proposed that the initial Standing Committees reporting directly to and facilitating the work of the Board, subject to Board confirmation, may comprise:

• Finance, Human Resources and Audit Committee Responsible for overseeing the budgeting and accounting arrangements of the EIANZ,


auditing of the financial and other activities of the EIANZ, and determining the remuneration of employees and, as appropriate, members elected or appointed to the Board, Standing Committees and Advisory Council.

• Policy, Representation and Advocacy Committee Responsible for developing, coordinating the development of, representing and advocating policy submissions to governments, industry and the community. This committee would work closely with Divisions and the New Zealand Chapter facilitating their work on policy submissions relating to matters in each jurisdiction.

• Practice Standards and Professional Development Committee Responsible for the development of reference standards and position statements for environmental practice, and the potential accreditation of university degrees appropriate for membership, the availability and delivery of ongoing professional development including STEPS.

• Membership and Early Career Practitioners Committee Responsible for overseeing the promotion of membership of the EIANZ, recruitment and retention of members, development and delivery of services to members, including advice and assistance to students planning to build careers as environmental practitioners. This Committee would also be responsible for facilitating the involvement of students and early career environmental practitioners in the activities of the organisation.

• Professional Accreditation Committee Responsible for the impartial evaluation of applications by persons for initial and ongoing accreditation as professional environmental practitioners. This committee would serve the same function as the current CEnvP Board.

• Ethics and Professional Conduct Committee Responsible for overseeing the promotion and maintenance of ethical and professional conduct by members, management of the investigation of complaints about the ethical behavior of members, and the determination of the outcome of complaints.

It is proposed that the Board would determine the chair and membership of each committee, which may include EIANZ members and/or independent persons selected for their specific expertise in relation to the business of the committee. Special arrangements would apply to the Professional Accreditation Committee and the Ethics and Professional Conduct Committee in order to provide for independence of decision making and advice.

It is proposed that the term of membership of Standing Committees, and the frequency, quorum and recording of proceedings would be provided for in the Rules of Association. The term of membership and working arrangements of Ad-hoc Committees would be determined by the Board and provided for in the terms of reference of the committee.

Executive Support for Standing Committees

It is proposed that administrative support for Standing Committees and Ad-hoc Committees would be arranged by the EIANZ General Manager.

PROPOSED EIANZ ADVISORY COUNCIL It is proposed that the Board be advised by an Advisory Council that would:

• consist of the President from each Division or Chapter where it operated as a Division, or a


delegate of the President as determined by the relevant Division or Chapter; • be chaired by the representative of a Division or Chapter as determined by the members of

the Advisory Council; • include ex-officio the Chairs of Special Interest Sections;• include ex-officio the President (Chairman of the Board) and the General Manager;• have the power to give advice to the Board on its own recognisance or at the request of the

Board; and• be required to meet not less frequently than twice in each calendar year.

The Board would be required to:

• consult with the Advisory Council on changes in strategic direction or the Corporate Plan;• respond to the Advisory Council in writing stating how it has considered and acted on the

advice of the Advisory Council.

It is proposed that the requirements for conducting and recording the proceedings of meetings of the Advisory Council would be provided for in the Rules of Association. It is proposed that these would be based on the requirements of Schedule 1 of the Associations Incorporation Reform Act 2012 (Vic) and the model rules under the Act.

Executive Support for the Advisory Council

It is proposed that administrative support for the Advisory Council be arranged by the EIANZ General Manager who ex-officio would be the Executive Officer to the Council.

DIVISIONS AND CHAPTERS It is proposed that the organisational arrangements for the EIANZ with an Australian Chapter and a New Zealand Chapter be maintained. The New Zealand Chapter currently operates as a single Division. The proposed Board and Advisory Council arrangements ensure that the Australian and New Zealand Divisions and Chapters are always represented in the decision making and advisory forums of the EIANZ.

The governance arrangements for Divisions would remain unchanged, other than for amendments to ensure consistency with the proposed Board and Advisory Council arrangements, and any that may need to be made for the purposes of harmonising the current Rules of Association with the requirements of the Victorian Associations Incorporation Reform Act 2012.

TRANSITIONAL ARRANGEMENTS It is intended that a number of transitional arrangements would be implemented to facilitate the proposed changes to the governance arrangements. These will include arrangements to transition the current Executive Committee and Council to the new governance and organisational structures. Elections for the new Board would be held at the expiration of the current term of the Executive Committee.

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Strategy Implementation_Governance Arrangements_V1.3_20140301

Agenda Item 4b Council Meeting

Date: 28 March 2014

Subject: 2014-15 Work Program

Summary

This agenda item seeks the endorsement by Council of the 2014-15 Work Program.

The Work Program has been developed by the Central Office team in consultation with the Executive Committee. It aligns with the EIANZ Strategic Plan and Corporate Plan, and support progress towards achieving the EIANZ vision.

Council endorsement of the 2014 EIANZ Conference Business Plan is recommended.


• The Work Program seeks to provide clarity for Council and the Central Office team as to the agreedkey focus areas and associated activities to be delivered in 2014-15.


dealing with it.)

The 2014-15 Work Program proposes three key focus areas for the Central Office team: 1) Demonstrating and delivering value;2) Strengthening our profile and reputation across the sector and with State and FederalGovernments and; 3) Managing the business and financial sustainability of the Institute as the platform for our futuregrowth and success.

3. Proposed Action / Approvals Sought (Set out the action that it is proposed that the EIANZ take, the rationale forrecommending that course of action, and the specific approvals being sought.)• Endorsement by the Council of the 2014-15 Work Program.

4. Financial Considerations (Provide details of the budget implications of the proposed course of action including whether itis included in the current budget, is an additional expenditure commitment or revenue stream, and whether there has been priorconsultation with the EIANZ Treasurer. New expenditure proposals should be accompanied by a detailed financial analysis andbudget.)• 2014-15 Work Program budget developed in consultation with Treasurer.

5. Communication Strategy (Set out the broad rationale and strategy by which this matter is to be communicated to specifictarget audiences including members and external interested parties.)

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a. Internal (Provide draft material to be used for internal communication through EIANZ eBulletin, TheEnvironmental Practitioner, or other means of communicating with members.)

o Upon endorsement by Council, Work Program to be distributed to Division Presidentsand Secretaries.

b. External (Provide draft correspondence / press release where appropriate.)o No external communication proposed.

6. Recommendation(s) (Provide specific recommendations relating to the proposed actions for which approval is beingsought.)It is recommended that:

1. Council endorse the 2014-15 Work Program

Name of Author: Jacquie White General Manager

Council Decision:

Signed: ___________________________________ _____________________________________ President Secretary

Attachments: 2014-2015 Work Program

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2014-15 WORK PROGRAM Central Office Team

Developed February 2014

Environment Institute of

Australia and New Zealand

2014- 15 Work Program

EIANZ Vision By 2020, our distinctive ability to certify the competency of environmental professionals, hold them accountable to standards, and support their career development, and add value to environmental policy development, will result in EIANZ being recognised as the pre-eminent body representing environmental professionals in Australia and New Zealand and a step-change in membership to greater than 7,0001 persons.

1 This is a target figure only and represents an achievable increase above current total membership of 4,500 persons over 7 years. It represents an increase in membership over this period of 560 persons per State and New Zealand, with an increase of 280 persons for each of the 2 Territory Divisions.

Key Focus Areas 2014-15 Aligning with the EIANZ Strategy and Corporate Plan, the 2014-15 work program focuses on three key areas:

1) Demonstrating and delivering value;

2) Strengthening our profile and reputation across the sector and withState and Federal Governments and;

3) Managing the business and financial sustainability of the Institute asthe platform for our future growth and success.

Strengthen profile and reputation

Demonstrate and deliver

value

Business and financial

sustainability

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Our Priorities for 2014-15 FOCUS AREA #1:

Demonstrating and delivering value. .

> > Valued Member Services

Manage membership application and renewal.

Deliver STEPS Foundation Year.

Deliver the 2014 EIANZ conference / congress.

Refresh the website and member communications – providing current, relevant, timely communication / information.

Support development of quarterly The Environmental Practitioner newsletter.

Work with Divisions and members to define what it is that people value about being part of the EIANZ.

> > Supporting Divisions

Memberships

Provide timely, relevant membership data to Divisions to support membership management and growth.

Engagement

Explore opportunities that enable greater use of online technologies (eg. video link, interactive webinars, e-seminars, apps, etc) to improve capacity to more widely and effectively communicate and engage members and non-members.

Income

Ensure Divisional member share payments are processed quarterly and Divisional event income is processed monthly.

Events

Streamline processes to support event registration and enquiries.

Provide tailored tools and resources to strengthen Divisional events (ie. Strategies for promotion, registration, programming, venues, generating new memberships etc.).

Investigate establishment of webinar EIANZ events to support regional members, broader engagement across Australia and New Zealand.

Partner with Divisions and other Associations/organisations to deliver targeted events for members across Australia and New Zealand.

FOCUS AREA #2:

Strengthening our profile and reputation across the sector and with Government.

Promote EIANZ, Division and member activities, success and achievements.

Grow social media and online presence.

Facilitate consistent use and application of EIANZ brand and representation (eg. use of EIANZ logo, recognition of Divisions, use of post nominals, etc).

Grow profile of the EIANZ Merit Awards.

> > Recognition by Government and Industry

EIANZ professional membership and CEnvP recognised by governments, industry and the community.

Support Divisions/EIANZ to coordinate advice / submissions to governments for key State and National issues in Australia and New Zealand.

Grow EIANZ reputation as a respected voice for ethical, sustainable environmental practice.

> > Strategic Partnerships

Strengthen working partnerships with other environmental professional associations and member based not-for profits across Australia and New Zealand (eg. Engineers Australia, Victorian Planning and Environmental Law Association, Australian Water Association, Planning Institute of Australia, etc.).

Continue to build links with major tertiary institutions across Australian and New Zealand, developing pathways for students and early career professionals to EIANZ membership and CEnvP certification, and supporting the professional development of Members.

FOCUS AREA #3:

Managing the business and financial sustainability of the Institute as the platform for our future growth and success.

> > Governance Transformation

Implement the governance arrangements of EIANZ.

Provide training and information for new governance personnel – terms of reference, roles and responsibilities, accountabilities, legal requirements, etc.

Review and amend relevant EIANZ rules and by-laws as required.

Report as required to regulatory authorities (Australia and New Zealand).

> > Financial sustainability

Reduce the current budget deficit.

Develop a more diversified and robust financial base.

In collaboration with the Treasurer, provide quarterly financial reports to Divisions and Council/Executive Committee.

> > Central Office & extended EIANZ ‘team’

Build a high performing Central Office Team – strengthening performance, professionalism and working relationship with Divisions.

Develop an annual work program, in line with the vision and strategic goals of the EIANZ.

Focus on service standards – timely, responsive ‘customer service’ for new members, members, Divisions and Committees.

Working with the Divisions:

Review existing EIANZ employment and contracting arrangements across Australia and New Zealand – how can we better and more efficiently and legally do our business without disrupting business?

Establish common standards and guidelines for contracts / employment in line with our legal requirements across Australia and New Zealand.

Develop revised Induction Manual for EIANZ governance positions (EIANZ and Divisions).

Agenda Item 4c Council Meeting

Date: 28 March 2014

Subject: Steps Program Foundation Year

Summary

This agenda item provides an overview of the Steps Program Foundation Year. The 2014 Steps Foundation Year is the culmination of significant investment by the EIANZ and its members over the past eight years.

Aligned with the Institute’s vision, the Steps program plays an integral role in building the knowledge and skills of environmental professionals, providing a pathway to skilled and ethical practice and future certification as an environmental practitioner.



This report seeks to provide an overview of the Steps Program Foundation Year, clarifying what will be delivered in 2014, and the continuing work to develop a Steps Program in 2015.


dealing with it.) • The EIANZ Steps Program is the culmination of significant investment by the EIANZ and its members

over the past eight years. • The Steps Program Foundation Year was introduced in October 2013 and expressions of interest

opened to prospective participants • To date registrations have not been formally secured, training modules have not been finalised and

training providers not been selected. • There is a significant financial and reputational risk to the EIANZ if the Steps Program does not

proceed, as a matter of urgency. • The Steps Program overview (attached) seeks to set out the key deliverables for the Foundation

Year, ensuring the Program is effectively implemented and financially viable.

3. Proposed Action / Approvals Sought (Set out the action that it is proposed that the EIANZ take, the rationale for recommending that course of action, and the specific approvals being sought.) Endorsement by the Council of the Steps Program Foundation Year.

4. Financial Considerations (Provide details of the budget implications of the proposed course of action including whether it

is included in the current budget, is an additional expenditure commitment or revenue stream, and whether there has been prior consultation with the EIANZ Treasurer. New expenditure proposals should be accompanied by a detailed financial analysis and budget.)

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• 2014 / 15 Budget and profit & loss scenarios provided in document. • A break even budget can be achieved with 44 participants. Currently have 38 participants registered.

5. Communication Strategy (Set out the broad rationale and strategy by which this matter is to be communicated to specific

target audiences including members and external interested parties.)

a. Internal (Provide draft material to be used for internal communication through EIANZ eBulletin, The Environmental Practitioner, or other means of communicating with members.)

o Upon endorsement by Council, Steps Program to be distributed to Division Presidents and Secretaries.

o Steps Program has been provided to Chair, Steps Committee for distribution to Committee. o Promotion of Steps Foundation Year to members

b. External (Provide draft correspondence / press release where appropriate.) o Promotion on EIANZ website, with dedicated Steps Program page o Marketing to prospective participants

6. Recommendation(s) (Provide specific recommendations relating to the proposed actions for which approval is being

sought.) It is recommended that:

1. Council endorse the 2014-15 Steps Program

Name of Author: Jacquie White General Manager

Council Decision: Signed: ___________________________________ _____________________________________ President Secretary Attachments: Steps Program

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2014 FOUNDATION YEAR Program Overview

STEPS Foundation Year

About Steps Steps is the Environment Institute of Australia and New Zealand’s (EIANZ) training program for early carer environmental practitioners. Aligned with the Institute’s vision, the Steps program plays an integral role in building the knowledge and skills of environmental professionals, providing a pathway to skilled and ethical practice and future certification as an environmental practitioner. The Steps program signals the EIANZ’s commitment to excellence in environmental practice and an investment in the development of future environmental practitioners. The Steps program delivers a suite of training modules each year, specifically designed support participants build knowledge, skills and understanding in the seven environmental proficiencies set out in the EIANZ Proficiency Matrix for Environmental Practitioners1. The training modules focus on practical environmental management skills as well as important enabling skills that support effective professional practice, communication and decision making. Table 1: EIANZ Proficiencies for Environmental Practitioners

Environmental Proficiencies Enabling Proficiencies

Environmental awareness Professional practice

Environmental ethics Decision making

Policy and planning Communication

Analysis and risk assessment

1 Refer to Appendix 1 – EIANZ Proficiencies Matrix for Environmental Practitioners

The Steps program aims to:

• Advance the proficiency of early career environmental practitioners.

• Bridge the gap for early career environmental practitioners between what they learn through tertiary study and the needs of modern workplaces in the private and public sectors.

• Provide early career environmental practitioners with a structured and supported pathway to skilled and ethical environmental practice and future certification as an environmental practitioner.

• Advance the profession as a service offering to members and potential members of an effective, responsive and sustainable professional body for environmental practitioners across Australia and New Zealand.

The Steps program provides participants with multiple learning outcomes through a variety of different mediums, reflecting the preferences and learning styles of the target demographic.

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2014 Foundation Year The 2014 Steps Foundation Year is the culmination of significant investment by the EIANZ and its members over the past eight years. What’s on offer?

The Foundation Year offers participants four training modules.

Table 2: Foundation Year training modules, as they relate to the EIANZ Proficiencies Map

Environmental Proficiencies Enabling Proficiencies

Proficiency: Analysis and Risk Assessment

Module: Environmental Risk and Impact Assessment

Proficiency: Professional Practice

Module: Professional Writing

Proficiency: Environmental Ethics

Module: Environmental Ethics

Proficiency: Communication

Module: Communication and Consultation

Modules have been selected as a result of feedback from prospective participants and EIANZ members.

Where and how will training modules be delivered?

Each module will be developed and delivered by experienced training professionals, in consultation with the Steps program team and other relevant industry and training experts. Expressions of interest are being sought from experienced training providers. Working closely with the Steps program team, training providers will determine the learning outcomes, develop the content, design suitable training style(s) for the target audience and deliver the training. Expressions of interest will also be sought from EIANZ members across Australia and New Zealand wanting to volunteer assistance with:

• Providing feedback on course content, design and learning outcomes

• Delivering the training content – through case studies, panel discussions, presentations, etc.

Each module will be delivered as a face-to-face training event in at least one location across Australia / New Zealand. Registration to each event will be offered to Steps participants in the first instance. Invitations will then be extended to EIANZ members and non-members to register (for a fee). Each training event will be promoted and delivered in collaboration with the relevant EIANZ Division. Additional would be facilitated to meet any potential demand. In addition, each training module will be provided in an online format to Steps program participants via a specific an EIANZ website login. Online formats encompass a mix of on-demand seminars and interactive webinars, enabling individuals to interact live with the training provider and fellow participants.

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Assessment

At the completion of each module participants will be sent an online assessment (Q&A), validating key learning outcomes and seeking feedback on their Steps program experience. Upon completion of the online assessment participants will receive a Certificate of Attainment. This assessment process is consistent with approaches used by other early career based training and professional development programs. A more formal assessment process will be explored as the 2015 Steps program is developed.

Additional training / learning opportunities

Feedback from prospective participants showed overwhelming support for networking opportunities – enabling participants to connect with other early career professionals and with senior, experienced environmental practitioners. The Steps program team will work closely with Divisions to provide opportunities for participants to connect with fellow early career professionals, and the broader EIANZ membership. In addition to the four modules, participants will be invited register to attend the EIANZ Conference in Hobart in October 2014. Cost

Enrolment fees for the Foundation Year are $1000.00 plus GST.

Foundation Year Applications Received as of 17 March 2014

Thirty eight applications have been received to date. A second round of marketing will be undertaken in March to the EIANZ membership and environmental sector more broadly to boost numbers towards the Foundation Year target (70 participants). Chart 2: Foundation Year participants as of 17 March 2014

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Budget (Profit and Loss Scenarios) Foundation Year Profit and Loss Scenarios

Profit and loss scenarios for the Foundation Year show that the 2014 program can achieve a break-even budget with a 44 participants. The target participation for 2014 is 70 individuals, generating $17,000 profit. These projections are based on prudent cost and revenue assumptions. The original financial contribution from EIANZ for the Steps program was $50,000. Chart 1: Foundation Year Profit – Loss Scenarios

2014 Foundation Year Budget

2014 Budget @ 35 participants

@ 70 participants

70

Income:

Registrations 35,000 70,000

EIANZ financial contribution 24,778 24,778

$59,778 $94, 778

Expenses:

Program management 35,568 35,568

Support staff 7,500 12,400

IT 2,940 2,940

Marketing -2,400 2,400

Administration 967 1,030

Events 6,300 9,000

Evaluation 4,600 4,600

Design & delivery 8,000 9,600

$68,275 $77,538

Profit / Loss

-$8427

$17,240

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2015 Steps Program Development Throughout the Foundation Year the Steps program team will undertake extensive evaluation of all elements of the program. To support the Steps program team, independent evaluation expertise will be sought to:

1. Generate data to inform revisions to the Foundation Year as it unfolds.

2. Analyse the data and provide advice on the development of a robust, tailored Steps program in 2015.

Governance The Steps program will operate from EIANZ Central Office, Melbourne under the direction of the General Manager. The Steps team report to the General Manager, and have responsibility for implementation, programming, financial management, and reporting of the Foundation Year. A Steps Program Committee will be established, working closely with the General Manager to:

• Provide advice regarding implementation of the Foundation Year as required.

• Play an active role in evaluating outputs and outcomes during the Foundation Year

• Provide strategic advice as to the development of the of the 2015 Steps program.

The General Manger will work closely with the Steps Program Committee Chair to provide regular reports to the EIANZ Executive Committee and Council on the implementation and evaluation of the Foundation Year, and development of the 2015 Steps program.

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Proposed Timeline The following is a timeline showing major tasks that will be delivered in the Foundation Year.

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Environmental Proficiencies Enabling Proficiencies Environmental Awareness Understands the environmental, political, social, cultural and economic context of their work Understands and uses the right tools for effective environmental decision making Understands environmental legislation and compliance measures

Environmental Ethics Makes decisions and acts in a professional and ethical way Gives impartial and forthright advice, justifying their own position when needed Resolves ethical issues in line with accepted standards and practices

Policy & Planning Uses appropriate environmental policies, systems and frameworks in decision making Identifies, understands and uses the right tools for effective environmental decision making Identifies and complies with regulatory and legislative obligations

Analysis & Risk Assessment Undertakes objective and systematic analysis and draws accurate conclusions based on evidence Understands and uses environmental impact and risk assessment tools, techniques and methods Collects, analyses and interprets data effectively Evaluates data to inform decision making

Decision Making Analyses problems and finds effective and targeted solutions Understands the strategic and organizational context of their work Can prioritise what is important Applies sound reasoning and judgment to decision making Can adapt to change and explore innovative solutions

Professional Practice Works in a professional way Understands how to work in and be part of an organisation Plans and manages work and projects effectively and efficiently Understands what is expected and delivers what is required Reflects and learns from the experience of others and from their personal performance Has the appropriate technical skills to do their job

Communication Identifies and uses effective and appropriate communication methods Can identify and engage with stakeholders Can write well in a range of formats Understands how to communicate within the reporting and delegation requirements of their organisation

Graduate and early career entry. Translates theoretical knowledge into practical applications and seeks to rapidly fast-track technical knowledge. Requires varying levels of supervision depending on the task, but capable of rapidly learning new skills.

Capable of undertaking a needs and issues analysis in project planning and execution Can identify and apply the correct environmental management tools for simple environmental projects Competent in applying routinely used legislation and compliance measures Demonstrates a plan for addressing personal knowledge and skill gaps

Demonstrates understanding of the basic principles of environmental ethics standards Provides examples of routinely applying quality environmental ethics to daily activity Capable of communicating to management where environmental ethical standards are at risk or can be improved Understands where to go to seek support or information

Can explain the correct environmental policy, planning and legislation for simple environmental management projects Demonstrates examples of contributing to planning, selecting and applying environmental management tools Knows major bodies responsible for legislative or policy information and who to ask for technical assistance

Can identify and plan the application of commonly used environmental impact and assessment tools, techniques and methods for simple projects Capable of supported execution of simple impact or assessment processes Demonstrates ability to collect, interpret and apply scientific and statistical data

Provides advice on routine environmental decisions Demonstrates strong time management and project management skills Demonstrates a basic understanding of own decision making and working style and how to maximize that for workplace efficiency Works to ensure output is strategically aligned to organisational goals

Can explain the structure, vision and strategic goals of their organisation Implements sound processes for planning and managing projects and self Is executing a personal development plan for improving technical and enabling skills

Capable of converting complex environmental information into simple communication. Capably chooses correct communication tool for specific tasks Can develop a community engagement plan and deliver with support

Competently producing quality work on simple to difficult projects and can readily access an established network of support. Increasingly manages projects with limited supervision and has developed strong understanding of self and modifies approach to situations.

Can explain their personal processes for how environmental, political, social, cultural or economic contexts are routinely considered in the planning and execution of common environmental projects Demonstrates how they keep up to date with industry trends, issues and process improvements Competent in applying routinely used legislation and compliance measures

Routinely applies quality environmental ethics to daily activity and decision making Demonstrates examples of applying personal ethical values and to working with management to identify and improve ethical approaches Shows basic knowledge of leading and influencing change and demonstrated ability to work with managers to influence client environmental ethics

Capable of independently applying appropriate environmental policy, planning, and legislation to common environmental issues Demonstrate examples of independently planning, selecting and applying commonly used environmental management tools Demonstrates a network of resources or relationships to access policy, legislation or technical information

Demonstrates ability to independently plan and apply commonly used environmental impact and assessment tools, techniques and methods for simple projects Demonstrates ability to routinely collect, interpret and apply scientific and statistical data Can explain the benefits and limitations of different environmental assessment processes

Independently advises on routine environmental decisions Applies a structured process to consider decisions from a range of points of view Proficiently plans and manages projects, including self-management

Provides evidence of how they align their professional approach with the workplace culture and strategic goals of their organisation Demonstrates success in planning and executing projects to time, budget and resource requirements Demonstrates structured processes for routinely evaluating work and own performance and self-improvement initiatives

Competently applies traditional communication mediums, particularly a high level of written communication Competently completes high quality written reports, project planning, assessment and evaluation Independently manages simple community engagement processes or stakeholder or client interaction

ontinuing to refine and enhance knowledge but competently manages a variety of projects of varying environmental complexity. Entrusted to routinely represent the organisation with stakeholders or clients. Actively applies fresh insight to continuously improve outcomes. Actively seeks feedback for self-improvement.

Can explain their personal processes for investigating and understanding trends, issues and needs relevant to common environmental projects Demonstrates experience in contributing to the selection and application of environmental assessment process and tools for a complex environmental project Demonstrates evidence in leading continuous improvement in environmental awareness of the organisation

Can provide examples of where their ethical approach has provided a learning for others Demonstrates evidence of leading workplace initiatives to uphold environmental ethical standards Good knowledge of self to be able to impartially communicate own ethics and values

Demonstrates ability to independently translate and apply commonly used environmental policy, planning and legislation Demonstrates evidence of independently planning, selecting and applying commonly used management and assessment tools Applies their learned experiences to continuously improve processes, systems or policy

Capable of planning and applying commonly used environmental impact and assessment processes including collecting and applying scientific data Demonstrates examples of contributing to the planning and application of environmental impact and assessment tools, techniques and methods for a complex environmental project Demonstrates evidence of leading continuous improvement to a tool, technique or method

Entrusted to independently manage routine environmental decisions and contributes options to complex decisions Can explain their personal processes for problem solving, decision making, prioritisation and how they consider consequences and benefits of decisions from a range of different points of view Explores and applies theories, tools and processes for continuous improvement to decision making and project management

Contributes to improved workplace culture Proficiently applies processes to manage projects, time, resources and self Demonstrates processes for routinely evaluating work Demonstrates a plan to better understand self and apply self-improvement initiatives

Proficiently applies traditional communication mediums and actively innovates and improves organisational communication (eg. digital media) Translates complex environmental or scientific information to a range of audiences Displays good self-awareness and knowledge of personal communication style Independently manages important stakeholder and client relationships.

Proficient and trusted and applies acquired experience to independently manage complex projects, relationships, or issues independently. Experienced in managing self or others and sought out for advice. Ready to advance to management or specialist role or a changed field or role.

Demonstrates a range of networks, relationships and process skills to assess and evaluate trends, issues and needs in complex environmental projects Proficient in selecting and applying a suite of environmental management processes and tools Can provide evidence of where their advice has led to improved environmental outcomes

Can provide examples of influencing, persuading or challenging others to lead and promote sustainability Supports or mentors others on environmental ethics Can demonstrate a personal framework for ethical decision making which aligns with accepted practice Has a high knowledge of self to impartially explain own values

Translates and applies environmental policy, planning, and legislation to a broad range of complex environmental issues or highly specialised issues Demonstrates examples of planning, selecting and applying common and specialised environmental management tools Is sought out to share knowledge and advice with others

Demonstrates competence in independently applying environmental impact and assessment tools, techniques and methods to complex environmental projects Capable of collecting, interpreting and applying scientific and statistical data to complex projects Can provide evidence of where their advice has led to improved environmental outcomes

Entrusted to independently manage complex decisions Applies a range of processes, frameworks or theories for effective decision making and project management Can demonstrate examples of innovating and continually improving decisions and project management Demonstrates strategic and organisational acuity in decision making

Contributes to the development and delivery of strategic goals for their organisation Proficiently applies processes to manage projects, time, resources and people Actively applies processes to appraise own skills and performance, including routinely seeking feedback from peers, direct reports and management High level knowledge of self and others and applies this to build and develop effective teams

Proficiently applies traditional and digital communication mediums Translates complex environmental or scientific information to a range of audiences Displays a high level of self-awareness and refines personal approach to improve communication outcomes Capable of managing complex or hostile stakeholder engagement

i

Tim

e

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Agenda Item 4d Council Meeting

Date: 28 March 2014

Subject: 2014 EIANZ Conference Business Plan

Summary

This agenda item seeks the endorsement by Council of the 2014 EIANZ Conference Business Plan.

The arrangements for developing and implementing the 2014 EIANZ Conference have been shared between a Conference Coordinating Committee which has responsibility for the high level oversight of implementation planning for the 2014 event and the commencement of planning for the 2015 event, and an Implementation Team led by the General Manager with the support of the host Division.

The Commonwealth Minister for the Environment, the Hon Greg Hunt MP has given an in-principle agreement to speak at the opening of the Conference.



• With the completion of the 2013 EIANZ Conference, planning has commenced for the delivery of the2014 EIANZ Conference in Hobart Tasmania.

• The Tasmanian Division has agreed to act as hosts for the event.

2. Policy / Legislative Background (What EIANZ rules of association and / or policy / position statements; or otherlegislative obligations of the EIANZ apply to this matter?)• The EIANZ Conference is the signature international event that allows the organisation’s members

and others to network, be better informed, and celebrate achievements in environmental practice.

3. Discussion of Issues (Set out each aspect of the matter, and explain the options that are open for the EIANZ to consider in dealing with it.)• The attached 2014 Conference Business Plan uses a Conference Coordinating Committee to

oversee and coordinate the 2014 event and to begin the planning for the 2015 event which isproposed to be hosted by the Western Australian Division.

• IPP Michael Chilcott has accepted an invitation to convene the Conference Coordinating Committee.• This approach has been adopted to ensure that there is continuity of planning and execution from

year to year in the delivery of this signature EIANZ event.• Responsibility for implementation/execution of the 2014 EIANZ Conference is given to an

Implementation Team led by Ms Jacquie White, EIANZ General Manager.• This approach has been adopted to ensure that there is strong support from the EIANZ Central Office

for the host Division in the planning and execution of these events, and the development andretention of corporate knowledge about their successful management.

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4. Proposed Action / Approvals Sought (Set out the action that it is proposed that the EIANZ take, the rationale forrecommending that course of action, and the specific approvals being sought.)• Endorsement by the Council of the 2014 EIANZ Conference Business Plan.

5. Financial Considerations (Provide details of the budget implications of the proposed course of action including whether itis included in the current budget, is an additional expenditure commitment or revenue stream, and whether there has been priorconsultation with the EIANZ Treasurer. New expenditure proposals should be accompanied by a detailed financial analysis andbudget.)• The 2014 EIANZ Conference has been costed on a break even basis exclusive of sponsorship.• Seed funding will be required to meet start up costs for the event. This is estimated to be $20,000 to

$30,000.

6. Sustainability Issues (Provide a brief description of how sustainability issues have been taken into account in the course ofaction and specific approvals being recommended.)• The Implementation Team will give consideration to ways in which the organisation of the 2014

EIANZ Conference can represent the achievement of good practice sustainability outcomes.


a. Internal (Provide draft material to be used for internal communication through EIANZ eBulletin, TheEnvironmental Practitioner, or other means of communicating with members.)

o Not attached – to be prepared as required.

b. External (Provide draft correspondence / press release where appropriate.)o Not attached – to be prepared as required.

8. Recommendation(s) (Provide specific recommendations relating to the proposed actions for which approval is beingsought.)It is recommended that:

1. The Council endorse the 2014 EIANZ Conference Business Plan.

Name of Author: Jon Womersley President

Council Decision:


Attachments: 1. Business Plan EIANZ Annual Conference – Hobart 2014

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Draft Business Plan

EIANZ Annual Conference

Hobart 2014

EIANZ Council

in conjunction with the

Tasmanian Division

and the

International Geographical Union

Commission on Land Degradation and Desertification

Draft Business Plan prepared for: EIANZ Executive Committee and Council

Date: February 2014

Table of Contents

1. Introduction .................................................................................................................................................. 3

2. Conference Coordinating Committee and Implementation Team ................................................................... 3

3. The EIANZ’s intention for the Conference....................................................................................................... 4

4. Why the Tasmanian Division should host the Conference ............................................................................... 5

5. Conference and Associated Activity Dates ...................................................................................................... 6

6. Conference Theme ........................................................................................................................................ 6

7. Conference Venue ......................................................................................................................................... 6

8. Conference Program and Potential speakers / Presenters .............................................................................. 7

9. EIANZ Gala Dinner ......................................................................................................................................... 9

10. Marketing and Media Plan ............................................................................................................................. 9

11. Budget ..........................................................................................................................................................11

12. Conclusion ....................................................................................................................................................11

Appendix A – Draft Budget .........................................................................................................................................11

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EIANZ Annual Conference (2014) February 2014

1. INTRODUCTION The EIANZ Council has endorsed a proposal that the 2014 EIANZ Conference be held in Hobart, Tasmania. The last time the Conference was in Tasmania was 1999. As part of longer term planning, future locations for the annual EIANZ Conferences are Perth (2015), New Zealand (2016), and Far North Queensland (2017).

The annual EIANZ Conference is the signature event for the organisation, and is organised by the Council in conjunction with the relevant Division or New Zealand Chapter depending on its location.

The Tasmanian Division is one of the smallest in the Institute, and a Conference Coordinating Committee and Implementation Team have begun to be formed, ideas for themes and speakers developed, a preferred venue identified, and an initial budget prepared. Preparations are in hand for the development of a Conference logo, a prospectus for sponsors, calls for abstracts of papers and posters, and the issuing of invitations to government Ministers and key note speakers.

The EIANZ has agreed to partner with the International Geographical Union (IGU) Commission on Land Degradation and Desertification (COMLAND) which is organising a pre-Conference field trip that will be open to its members and others who register for the Conference. It is expected that members of the Commission will take the opportunity to register for the EIANZ Conference and that some may also be interested in presenting papers.

2. CONFERENCE COORDINATING COMMITTEE AND IMPLEMENTATION TEAM Conference planning commenced in late September 2013 with meetings between then EIANZ President Michael Chilcott and the Tasmanian Division. EIANZ President Jon Womersley and Operations Manager Anne Young visited Tasmania at the end of January 2014 to finalise the preparation of this Business Plan in discussion with the President and Councillor of the EIANZ Tasmanian Division.

The role of the Conference Coordinating Committee is to provide high level coordination of the delivery of the 2014 EIANZ Conference and provide a mechanism for linking between the preparations for the 2014 and 2015 events. The key objective of this group is to oversee the delivery of the 2014 event, and ensure that by the time the 2014 event is delivered, there is a clear Business Plan and outline program for the 2015 event. It is expected that membership of the Conference Coordinating Committee will evolve as one conference is concluded and planning for the next conference and the one after progresses. The Conference Coordinating Committee will be convened by Immediate Past President Michael Chilcott.

The role of the Implementation Team is to develop and implement the detailed arrangements and program for the 2014 event under the broad direction of the Conference Coordinating Committee. The Implementation Team will be convened by the EIANZ General Manager and organisational support will be provided from the EIANZ Central Office with the involvement of the local Division in the planning and implementation of the program and associated activities. This is consistent with the annual EIANZ Conference being the organisation’s signature international event that is delivered with the strong support of the EIANZ Central Office. The EIANZ General Manager will be the link between the Conference Coordinating Committee and the Implementation Team.

The Conference Coordinating Committee will meet every two months and report progress through the Convenor and the EIANZ General Manager to the EIANZ Executive Committee and Council. It is intended that the Conference Coordinating Committee will meet face to face on one occasion prior to the 2014 EIANZ Conference.

The Implementation Team will meet as frequently as required to progress the organisation of the Conference and may as necessary form sub-groups to meet and plan specific components of the Conference program. The Implementation Team will draw up a program of activities and timetable for the organisation of the Conference, and report every two months to the Conference Coordinating Committee on the basis of that timetable.

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CONFERENCE COORDINATING COMMITTEE Roles Lead Support

Convenor Michael Chilcott FEIANZ CEnvP (EIANZ IPP)

Jon Womersley FEIANZ (EIANZ President)

Jacquie White (EIANZ GM)

Kathryn Pugh MEIANZ (EIANZ Tasmanian Division President)

Owen Graham (COMLAND) Desiree Lammerts (COMLAND)

Carel van der Westhuizen MEIANZ CEnvP, President, WA Division

Note: The 2015 EIANZ Conference is to be located in Western Australia

IMPLEMENTATION TEAM Roles Lead Support

Convenor Jacquie White (EIANZ GM)

Program Dr Derek Walter MEIANZ (Tas) Jon Womersley FEIANZ (EIANZ President) Michael Chilcott FEIANZ CEnvP (EIANZ IPP) Jacquie White (EIANZ GM) Vanessa Mann (Tas)

Gala Dinner Jacquie White (EIANZ GM) Jon Womersley FEIANZ (EIANZ President) Anne Young (EIANZ OM) Carmel Clarke (Tas)

Field Trips Alex McLeod MEIANZ (Tas) Kathryn Pugh MEIANZ (Tas)

Marketing Jacquie White (EIANZ GM) Carmel Clarke (Tas)

Sponsorship Jacquie White (EIANZ GM) Jon Womersley FEIANZ (EIANZ President) Michael Chilcott FEIANZ CEnvP (EIANZ IPP) Carmel Clarke (Tas)

Finance Jacquie White (EIANZ GM) Anne Young (EIANZ OM)

Venue Liaison Jacquie White (EIANZ GM) Anne Young (EIANZ OM) Carmel Clarke (Tas)

Media Jon Womersley FEIANZ (EIANZ President)

Jacquie White (EIANZ GM)

Other Members Hugh Kerr MEIANZ (Tas)

3. THE EIANZ’S INTENTION FOR THE CONFERENCE 4


With the support of the Tasmanian Division and COMLAND, conduct an event that: • Is consistent with the Conference being the EIANZ’s signature event • Reflects the nature, issues and experiences of environmental management in Tasmania, as well as the

broader interests of the EIANZ in fostering understanding and adoption of good practice environmental management in Australia and New Zealand.

• Builds the knowledge, skills and proficiencies, and networks of participants. • Recognises and celebrates the achievements of environmental practitioners. • Attracts significant participation and is profitable for the EIANZ.

Discussions by the organising Committee for the Hobart 2014 Conference have recognised that the profession is facing a challenging time, and that the job of environmental management is becoming more and more complex. The Organising committee has selected a theme for the Conference that will allow contributors to explore the challenges that abound for the profession and environmental management, and draw from the issues and experiences across Australasia, in particular from Tasmania, in developing a broader understanding of good practice environmental management.

The chosen theme for the Conference will support knowledge sharing between delegates, focussing on case studies that highlight innovation and adaptation of good science to on-ground action in Australia, New Zealand and the world.

The plan for the event is to attract 175 delegates as a breakeven target, with a breakdown of 60% members and 40% non-members. Of these, 40% are likely to come from the local market, and so the Conference will be an EIANZ showcase event for Tasmania, and represents an opportunity to raise the profile of the Institute in that State, and expand the organisation’s membership base.

These figures are consistent with recent experience of the EIANZ in running its annual Conference. In Sydney, the Conference had 230 delegates attending over its two day program, and in Melbourne some 130 delegates attended. The EIANZ Gala Dinner, to be held during the Conference, will target 110 paying guests. Up to 10 additional attendees may participate as guests of the Institute.

4. WHY THE TASMANIAN DIVISION SHOULD HOST THE CONFERENCE It is a little over 50 years since the South-West Committee was established under the leadership of Mr Ron Brown, the then Deputy President of the Tasmanian Legislative Council, with the express purpose of promoting a coordinated plan of development and conservation for the south-west of the state.

In the intervening years so much has happened in Tasmania that has shaped the direction of environmental and conservation policy in Australia. The state remains the focus for lively debate about the environmental impact of industrial development, fisheries management, and the conservation of World Heritage Areas.

Holding the 2014 EIANZ Conference in Hobart is an opportunity to recognise those achievements and reflect on the kind of foundation that they have laid for contemporary and future environmental policy and practice.

Some other reasons:

• Hobart and Tasmania provide an attractive location for the EIANZ Conference where delegates can combine attendance at the event with a short holiday.

• The Conference in Tasmania will be strongly supported by the EIANZ’s Central Office. • A small core team of Tasmanian Division Committee members, has convened and are enthusiastic to deliver

the event. • A successful Conference will provide a firm platform for the EIANZ membership in the Tasmanian Division to

grow, by raising the profile of the EIANZ as the professional association of choice for environmental practitioners.

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5. CONFERENCE AND ASSOCIATED ACTIVITY DATES The EIANZ Conference provides a key opportunity to conduct a face to face meeting of the EIANZ Council and to hold the EIANZ Annual General Meeting. COMLAND is organising a pre-Conference Field Trip in association with the 2014 EIANZ Conference.

The Business Plan is predicated on a two day Conference, with the following configuration of sub-events:

Meeting Date Comment

COMLAND pre-Conference Field Trip

Sat 25 to Wed 29 October 2014 Organised in cooperation with the IGU Commission on Land Degradation (COMLAND).

EIANZ pre-Conference Field Trips Wed 29 October 2014 8.30am – 4.00pm

Council Wed 29 October 2014 8.30am-4.00pm

EIANZ AGM Wed 29 October 2014 4:30pm-6:30pm

Welcome Function Wed 29 October 2014 6.30-8.00pm approx

Conference Day 1 Thurs 30 October 2014 All day

Gala Dinner Thurs 30 October 214 7:00pm-11:00pm

Conference Day 2 Fri 31 October 2014 All day

6. CONFERENCE THEME

In environmental management there are many edges; the boarders of ecological communities, the divisions in the landscape that are created by its development, and the sharpness of thought, language and argument about environmental outcomes and good practice environmental management. ‘Living on the Edge’ suggests that as a global community there are choices about the standards of environmental management that will provide a resilient environment and sustain ecological systems into the future. The theme of the 2014 EIANZ Conference will provide opportunities for Conference contributions that explore the nature of the environment in which people live, the challenges created by the impact of human activity, and the scientific basis for and communication of good practice environmental management.

7. CONFERENCE VENUE

‘Living on the Edge’ 21st Century Challenges for Environmental Practitioners

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The Conference is to be held in Hobart. Venues for the event have been reviewed, and assessed. The selected venue for the Conference is the Hotel Grand Chancellor on Davey St, and located by Hobart’s historic waterfront. The Grand Chancellor and the Wrest Point Hotel are the only venues in Hobart that are considered to be of a satisfactory standard for a prestigious national conference. Wrest Point Hotel has been excluded on the grounds of possible ethical objections by some EIANZ members (it houses one of Tasmania’s casinos).

The Hotel Grand Chancellor venue is capable of comfortably hosting 250 delegates, and provides both a plenary venue and separate break-out and administration rooms.

Appropriately priced accommodation packages for the duration of the week in which the Conference is to be held are available in the area and at the venue during this period.

8. CONFERENCE FIELD TRIPS The EIANZ and COMLAND have partnered to provide a four-and-a-half day field trip as part of the pre-Conference activities. This field trip and its associated lectures is being organised by COMLAND and will be marketed as part of the Conference arrangements and open to delegates attending the Conference. This field trip will be at additional expense to participants. The COMLAND field trip is proposed to take place from the Saturday 25 to Wednesday 29 October 2014, and visit the Huon Valley, Central Highlands, Queenstown and Strahan.

The EIANZ Tasmanian Division will be organising two half to three-quarter day field trips to be conducted on Wednesday 29 October 2014. These field trips will have a natural resource conservation / and or industrial focus, and will be marketed as part the Conference arrangements and open to delegates attending the Conference. The field trips will be at additional expense to participants.

9. CONFERENCE PROGRAM AND POTENTIAL SPEAKERS / PRESENTERS It is proposed to use a similar conference program format to that used for the 2013 EIANZ Conference held in Melbourne. The following outline program is for initial use in soliciting plenary and theme speakers, and for calling for the submission of abstracts and poster proposals. Subject to the number of abstracts received and accepted in each category there will be consolidation of themes in the development of the concurrent themes for the final program.

Day 1.

Opening ‘Welcome to Country’ Welcome by Tasmanian Political Representative (15 min) Opening Speech – Commonwealth Minister for the Environment (30 min plus 15 min of questions) Plenary 1

Concurrent Theme A Concurrent Theme B Concurrent Theme C Concurrent Theme D

Lunch Concurrent Theme A Concurrent Theme B Concurrent Theme C Concurrent Theme D

Plenary 2

Day 2

Plenary 3

Concurrent Theme E Concurrent Theme F Concurrent Theme G Concurrent Theme H

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Lunch Concurrent Theme E Concurrent Theme F Concurrent Theme G Concurrent Theme H

Plenary 4 and Closing Session

The opportunity will be provided for people to contribute posters for display at the Conference venue in relation to each of the themes in lieu of making a presentation.

The opportunity will be provided for sponsors and others who pay a fee to exhibit their activities/products at the Conference venue. Having an exhibitor program at the Conference adds interest for the delegates and is a potential source of revenue.

Invitations will be issued to the Commonwealth Minister for the Environment to give the opening address to the Conference and the appropriate Tasmanian political representative (there is a general election due in Tasmania prior to the Conference) to welcome delegates to the Conference.

Four plenary sessions are proposed for the 2014 EIANZ Conference. The plenary sessions are intended to be presented by leading thinkers in the field of environmental management and cover four broad topics relevant to the overall theme of the 2014 EIANZ Conference. Suggested topics could include – “The future of environmental regulation in an era of ‘greentape’ reduction” (Dr Roger Beale – Price Waterhouse Coopers), “Living on the edge as the climate changes” (Prof Richard Kenchington – Australian National Centre for Ocean Resources and Security, University of Wollongong), “Water – the environmental impact of its extraction, storage, distribution and quality” (Adj Prof John Williams - ANU), and “Tourism and the environment – a case of symbiosis or competitive dominance” (Simon Currant AO – Tourism Industry Council Tasmania). Other topics may emerge through discussion with suggested presenters. Plenary sessions would be 45 minutes of presentation and 15 minutes of questions.

Fifteen themes that give a broad sweep across the range of matters in which environmental practitioners are involved are proposed as the basis for an open call for abstracts and posters.

The call for papers and posters will encourage contributions that focus on contemporary ecological studies, environmental management practice, trans-boundary issues involved in environmental management, and the role of indigenous cultures in defining environmental outcomes.

The offered papers will be organised into four concurrent theme sessions. It is proposed that for each concurrent theme there be a lead presenter who would have 30 minutes for presentation and 15 minutes for questions.

Theme – Environmental Policy and Practice

Theme – Ecology and Species Management

Theme - Ecological Resilience

Theme – Impact Assessment

Theme – Adaptive Management

Theme – World Heritage and Other Protected Areas

Theme – Urban Environmental Management

Theme – Resource Extraction and Environmental Management

Theme – Water Quality Management

Theme – Contaminated Land

Theme – Waste Management

Theme – Land Rehabilitation

Theme – Creating and Managing Offsets

Theme – Regulatory Compliance

Theme – Education and Environmental Communication

Papers and posters will be required to conform to an appropriate specification determined by the Implementation Team. Presentation of papers would be limited to 30 minutes with time for 10 minutes of questions of the presenter at the end of the 30 minutes. Papers and posters presented at the Conference will be published on the EIANZ web site subject to the consent of authors and the suitability of material.

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10. EIANZ GALA DINNER The EIANZ Gala Dinner traditionally occurs at the middle point of the Conference. It is a special night of recognition and celebration for EIANZ members and guests.

The EIANZ presents annual awards for achievement to members nominated in different categories. On this occasion it is proposed to also award an Honorary Fellowship to an environmental practitioner. In making this presentation it is intended to provide the Honorary Fellow with an opportunity to give an address to members and guests about the challenges and opportunities they see in environmental management in the future. The Honorary Fellow would be expected to speak for 20 minutes.

Further planning is required to determine the venue for this sub-event. Considerations to be taken into account include cost, accessibility, and interest.

11. MARKETING AND MEDIA PLAN A Marketing and Media Plan will be developed to outline the target audiences, and outline a plan for promotion of the Conference to those target audiences. The Plan will also describe how the media will be provided with information and encouraged to report on the Conference.

An initial focus of marketing will be members and associates of members of the EIANZ, members of COMLAND and the attendees at the 2013 EIANZ Conference held in Melbourne. The theme and the location of the 2014 EIANZ Conference was announced at the conclusion of the Melbourne Conference.

The Conference Organising Committee developed a promotional video, containing an invitation from the Tasmanian Minister for Tourism, which accompanied the announcement of the Conference location during the Melbourne Conference. This will be used throughout 2014 to promote the Conference.

It is envisaged that the marketing and media plan will include:

• A sponsorship prospectus for production in February 2014 • Early communication to potential sponsors advising them of the Hobart 2014 opportunity. • A social networking strategy focusing on Twitter, and LinkedIn. • Electronic flyer for distribution in March 2014. • A call for papers to be sent out in early March 2014 • Registration brochure for electronic distribution in June 2014 • The establishment of the Conference web-site and registration facility in June 2014 • Advertisements and editorial content in relevant magazines and newsletters to coincide with the call for

abstracts and the establishment of the Conference web-site. • A clear focus on media engagement. Identification of all media organisations to which media releases will be

issued, and identification of those that will be invited to attend. • Call for award nominations in June 2014.

The draft budget for the Conference envisages an investment in promotion and marketing at a level consistent with previous Conferences.

Potential sponsors and marketing partners could include:

• Sponsors from previous EIANZ Conferences • Larger consulting / legal firms – GHD, SKM, Golder and Associates, CDM Smith, Cardno, RPS, AECOM, Ecology

and Heritage Partners, Parsons Brinkerhoff, KMH Environmental, Environmental Earth Sciences, Hansen Bailey, MWH Global, Graham A Brown and Associates, Earth Systems Consulting Pty Ltd / Norton Rose

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Fulbright Lawyers, Clayton Utz Lawyers, Minter Ellison Lawyers, Herbert Smith Freehills Lawyers, Henry Davis York Lawyers; Hopgood Ganim Lawyers

• Commonwealth Department of the Environment • CSIRO • Terrestrial Ecosystem Research Network • Tasmanian Department of Primary Industries, Parks, Water and Environment • Tasmanian Department of Economic Development Tourism and the Arts (Antarctic Tasmania) • Tasmanian Museum and Art Gallery • University of Tasmania – Institute of Marine and Antarctic Studies, Centre for the Environment • Environmental organisations – WWF, Australian Conservation Foundation, Environment Tasmania Inc, The

Wilderness Society Inc, Wildcare Incorporated, Tasmanian National Parks Association Inc, Tasmanian Conservation Trust Inc, Environmental Defenders Office Ltd, Nature Photographers Tasmania, Tasmanian Land Conservancy Inc

• Hydro Electric Corporation • Federal Group Tasmania • Peppers Leisure Ltd • Cascade Brewery Company Pty Ltd • J Boag and Son Holdings Pty Ltd • Forestry Tasmania • Tassal Operations Pty Ltd • Cradle Huts Pty Ltd • Pennicott Wilderness Journeys • Veolia Pty Ltd • Nyrstar Hobart Pty Ltd • TEMCO (Tasmanian Electro Metallurgical Company) • Copper Mines of Tasmania (Vedanta) • MMG Limited • Tasmanian Alkaloids • Theiss • John Holland • Downer EDI • Macmahon Holdings • SEMF • Marsh

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12. BUDGETA draft budget for the 2014 EIANZ Conference has been developed, and is attached at Appendix A.

It is envisaged that seed funding for the Conference will be required at a level of between $30,000 and $40,000 to secure the venue and accommodation. It is proposed that seed funding requirements be met through the EIANZ Central Office.

This event is currently the major annual fund raiser for the EIANZ. The budget has been developed on the basis of a breakeven scenario with 175 registered attendees, and no sponsorship. Sponsorship opportunities secured will provide the basis for any surplus from the event.

It is proposed that sponsorships should aim to achieve a surplus of >$40,000. The EIANZ Council note that the outcome of sponsorships does not alter the budget breakeven scenario presented in the appendices as this assumes no sponsorship for break-even budgeting purposes.

In terms of the Gala Dinner, the break-even budget has been established on the basis of 120 registered attendees (110 paying), and no sponsorship. The budgeted cost of the event has been reduced from the cost in previous years in an effort to make this an attractive part of the overall Conference package. Securing sponsorship for the event would provide greater flexibility in choosing a venue and a potential surplus from this activity.

13. CONCLUSIONThe endorsement of the EIANZ Executive Committee / Council is requested for the Business Plan for the 2014 EIANZ Conference to be hosted by the Tasmanian Division in Hobart from 30-31 October 2014.

APPENDIX A – DRAFT BUDGET

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Please see budget attached separately


Agenda Item 4e Council Meeting

Subject: Proposed 2014/15 EIANZ Membership Fees

Based on the current $NZD/$AUD exchange rate (0.9423) there is a substantial disparity in the fees being paid by New Zealand members of EIANZ as compared to Australian members. Attachment A sets out the membership fees for the last five years and the conversion of the current New Zealand fees into $AUD.

It is important to note that the escalation of fees charged by the EIANZ has been constrained over the last few years. It is not possible to continue to constrain the principal source of income for the EIANZ, while maintaining and enhancing services in an increasing cost business environment.

It is proposed that the following approach be taken to setting membership fees to avoid an on-going disparity. The principle is that memberships across New Zealand and Australia should be treated equally. In order to do so, it is proposed:

1. The EIANZ membership fees be set in Australian dollars.

2. At an agreed date each year*, the exchange rate with the $NZD be used to convert themembership fees for New Zealand members for the forthcoming financial year.

*This date needs to be no later than 30 April in order to have fees set and communicated toMembers two months in advance of the renewal date (as per Rule 4 of the EIANZ Rules of Association). It is proposed that the exchange rate used by the EIANZ, for the purposes of calculating the annual fees to be charged to New Zealand members, be the Reserve Bank of Australia exchange rate published for the last business day of March in any year.

3. The New Zealand membership fees remain fixed for each financial year irrespective of exchangerate variations throughout the year.

4. The New Zealand membership fees would be rounded to the nearest dollar value on conversion.

The following fees are proposed for the 2014/15 financial year.

Adjustment of the fees to these values will achieve greater equity between the fees paid by Australian and New Zealand members.

The fees proposed will have a substantial impact on reducing the planned budget deficit (see page 3) for the 2014/15 financial year.

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The table shows the proposed fees in bold and the current fees in brackets.

MEMBER CATEGORY Australian Fees New Zealand Fees

2014/5

$AUD

(2013/4)

$AUD

2014/5*

$NZD

Conversion**

2014/5 $AUD

(2013/4)

$NZD

Application fee (Full & Assoc.) 60 (50) 64 60.3 (55)

Student 70 (65) 75 70.7 (75)

Associate 145 (130) 154 145.1 (155)

Full Member 290 (270) 307 289.3 (315)

Fellow 290 (270) 307 289.3 (315)

Retired 145 (130) 154 145.1 (155)

Journal (Student & Associate) 70 (65) 75 70.7 (75)

* Rounded to the nearest $1**$AUD - $NZD conversion based on exchange rate 20 March 2014

Recommendations:

1. Council agree to the approach to setting the membership fees

2. Council agree to the proposed membership fees for 2014/15

Name of Author: Bryan Jenkins Treasurer

Council Decision:

Signed: _____________________________________ _____________________________________ President Secretary

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IMPACT OF MEMBERSHIPS & MEMBERSHIP FEES ON BUDGET DEFICIT Information to support discussion on Membership fees for 2014/15

Memberships required to achieve 2014/5 Budget ($385k), based on existing membership fees.

100 x Students $65 $6,500 120 x Associates $130 $15,000 1,297 x Full $270 $350,190 50 x Fellows $270 $13,500

$385,190

Additional memberships required to overcome 2014/15 budget deficit ($78k), based on existing membership fees.

20 x Students $65 $1,300 22 x new Assoc $180 (inc app fee) $3,960 228 x new Full $320 (inc app fee) $72,960

$78,220

Memberships required to achieve 2014/5 Budget ($385k), based on proposed membership fees for Australia and New Zealand

100 x Students $70 $7,000 120 x Associates $145 $17,400 1,297 x Full $290 $376,130 50 x Fellows $290 $14,500

$415,030 Note: proposed membership fees reduce 2014/15 budget deficit from $78K to $48K

Current Membership as of 20 March 2014

Division Corporate Student Associate Retired Full Fellow Life TOTAL ACT 7 8 2 60 5 1 83 FNQ 12 1 13 2 74 1 0 91 O/S 0 0 1 0 14 1 0 16 NSW 3 32 28 5 307 8 0 380 NT 1 3 26 0 30 NZ 20 5 7 0 108 4 0 124 SA 5 5 7 1 77 4 1 95 SEQ 66 48 61 7 483 15 1 615 TAS 0 2 3 0 31 1 0 37 VIC 15 18 19 3 171 13 1 225 WA 5 7 10 2 125 2 0 146 Total 127 125 160 22 1476 54 4 1842

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Agenda Item 4f Executive Committee

Date: 28 March 2014

Subject: EIANZ Membership of National Standards Development Organisation Ltd

Summary

This agenda item seeks the approval of Council for the acceptance of an invitation to be a founding member of National Standards Development Organisation Ltd (NSDO).

Membership of the organisation is consistent with the fourth element of the EIANZ Strategy.

The agenda item also seeks the endorsement of Ms Susan Little of the NSW Division as the EIANZ representative to attend General Meetings and Member Assemblies of NSDO. Ms Little has been involved in the activities that are the work of the NSDO, and is an experienced senior member of the EIANZ.

Council’s endorsement of the proposed actions is recommended.


• The EIANZ has had a representative (Ms Suzanne Little MEIANZ, former VP Australia) on CommitteePP-20 – “Environmental Performance of Building Products” that through National Standards Pty Ltdstrategic direction has developed a series of standards for eco-labelling of building products.

• Australian Standards is the organisation that is most familiar to people as the developer and publisherof national and international standards. It also accredits other independent organisations asdevelopers of national standards.

• National Standards Development Organisation Ltd (NSDO) has been established as an independentorganisation that develops national standard to replace National Standards Pty Ltd, as the basis forseeking accreditation by Australian Standards.

• The intellectual property rights and activities of National Standards Pty Ltd are being transferred toNSDO.

• The proposed Interim Chairman of NSDO Peter Walsh has written to the EIANZ inviting it to becomea member of NSDO (Attached).

2. Policy / Legislative Background (What EIANZ rules of association and / or policy / position statements; or otherlegislative obligations of the EIANZ apply to this matter?)• While participation in the work of Committee PP-20 is an ongoing activity, the question of whether the

EIANZ accepts the invitation to become a member of NSDO is a policy decision for Council.

3. Discussion of Issues (Set out each aspect of the matter, and explain the options that are open for the EIANZ to consider in dealing with it.)

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• A background briefing paper has been provided by Suzanne Little (Attached).• Copies of the constitutional documents of NSDO have been provided by the proposed Interim

Chairman of NSDO.• Participation in NSDO would be consistent with the implementation of the fourth element of the

EIANZ Strategy:o “Designing and promoting a suite of highly regarded reference standards and position

statements for good practice environmental management that provide a consistentapproach across Australia and New Zealand.”

• The EIANZ would, if it accepted the invitation, become a member as a Collective StakeholderOrganisation and would be entitled to nominate members to Technical Committees (the vehicles fordeveloping standards, Committee PP-20 being an example), and would be entitled to have arepresentative attend General Meetings and two representatives attend Member Assemblies.

• Suzanne Little MEIANZ is currently a member of Committee PP-20 and has offered herself as arepresentative of the EIANZ in the role of representative at General Meetings and MemberAssemblies.

• By becoming a member of NSDO the EIANZ incurs an obligation to contribute to the limited liabilityguarantee of the company.

• The constitution of the company provides for the charging of membership fees. There is currently nomembership fee associated with joining NSDO; however this could change in the future subject to anNSDO Board decision.

• The EIANZ could resign its membership of NSDO with one months notice in writing.

4. Proposed Action / Approvals Sought (Set out the action that it is proposed that the EIANZ take, the rationale forrecommending that course of action, and the specific approvals being sought.)• The EIANZ Executive Committee has reviewed this matter and recommends to Council that it agree

to accept the invitation to become a member of NSDO, and that, until otherwise determined, MsSusan Little represent the EIANZ at General Meetings and Member Assemblies.

5. Financial Considerations (Provide details of the budget implications of the proposed course of action including whether itis included in the current budget, is an additional expenditure commitment or revenue stream, and whether there has been priorconsultation with the EIANZ Treasurer. New expenditure proposals should be accompanied by a detailed financial analysis andbudget.)• There are no immediate costs associated with the acceptance of the invitation to become a member

of NSDO.• There may be future costs associated with membership fees for participation in the company, and the

costs of travel to participate in meetings of the company and of technical committees.

6. Sustainability Issues (Provide a brief description of how sustainability issues have been taken into account in the course ofaction and specific approvals being recommended.)• The proposed involvement in the development of national standards supports the progressive

movement of the community towards a more sustainable world.


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a. Internal (Provide draft material to be used for internal communication through EIANZ eBulletin, TheEnvironmental Practitioner, or other means of communicating with members.)o Not attached – to be prepared as required following formal decisions and acceptance of

membership.

b. External (Provide draft correspondence / press release where appropriate.)o Not attached – to be prepared as required following formal decisions and acceptance of

membership.

8. Recommendation(s) (Provide specific recommendations relating to the proposed actions for which approval is beingsought.)

It is recommended that: 1. The Council agree to the EIANZ becoming a Collective Stakeholder Organisation member of

NSDO.2. The Council agree that, until otherwise determined, Ms Susan Little of the NSW Division will

represent the EIANZ at General Meetings and Member Assemblies of NSDO.

Name of Author: Jon Womersley President

Council Decision:


Attachments: 1. Email invitation from Peter Walsh to EIANZ President and response, 10 February 2014 2. Constitution of NSDO3. By-law 1: Membership Rules of NSDO4. Briefing to Council prepared by Suzanne Little

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Level 11 Central Plaza Two 66 Eagle Street Brisbane QLD 4000 GPO Box 1855 Brisbane QLD 4001 Australia ABN 42 721 345 951

Telephone +61 7 3233 8888 Fax +61 7 3229 9949

Offices Brisbane Sydney Newcastle www.mccullough.com.au

Constitution of National Standards Development Organisation Ltd

A company limited by guarantee

Version: 1

Draft

By-law 1: MEMBERSHIP RULES

Of

NATIONAL STANDARDS ORGANISATION (NSDO) LIMITED

ACN 167 791 951

By-law 1: Membership Rules: xxxxxxxxx 2014

1

Briefing to Council

New standards-setting entity in Australia National Standards Development Organisation Ltd

17 Feb 2014

ISSUE:

The EIANZ is being asked to become a member of a new entity for the purpose of representing its profession in the development of standards that will eventually become Australian Standards. Currently EIANZ has a voice in standards development because it has a representative on Committee PP-20 which is operated by a private company, National Standards Pty Ltd. This entity wants to reinvent itself and establish National Standards Development Organisation Ltd so as to improve its governance. By the EIANZ accepting this opportunity to become a member of National Standards Development Organisation Ltd, the Institute can continue contributing expertise and influence on development of environmental standards, now and into the future.

BACKGROUND

Standards Australia has set many Australian Standards unilaterally for decades but now allows (and encourages) other entities to help with the enormous workload of developing new standards. For this purpose it seeks entities that have high expertise and good governance. Accordingly, several years ago, National Standards Pty Ltd (NS) commenced a process to develop its own standards with the intention of eventually seeking ‘Australian Standard’ status for its standards. NS was established by an auditing company (Global-Mark Pty Ltd) and operates Committee PP-20 which has developed a particular suite of standards relating to the environmental attributes of building products.

After a long drafting period (years), National Standards Pty Ltd called for public comment on its suite of 10 standards in 2013. Now it is up to the phase of requesting Standards Australia to issue ‘AS’ numbering to these new standards.

The new standards are ‘National Standards (NS) 11000 Series: Labelling and declaration of the environmental attributes of building products’. These are very technical, and address ecolabelling of building products and design methodology to construct environmentally preferable buildings. The next step in the process is for Standards Australia to formally accredit National Standards Pty Ltd as a standards developer in its own right. Standards Australia has a mechanism for doing this through its Accreditation Board for Standards Development Organisations1 (ABSDO).

After seeking legal advice from McCullough & Robertson Lawyers, NS has been advised that there is more likelihood that ABSDO would accredit a not-for-profit entity than a commercial entity as a bono fide standards developer. Accordingly, National Standards

1 http://www.standards.org.au/StandardsDevelopment/Developing_Standards/Pages/Development-Pathways.aspx

http://www.standards.org.au/StandardsDevelopment/Developing_Standards/Pages/Development-Pathways.aspx

http://www.standards.org.au/StandardsDevelopment/Developing_Standards/Pages/Development-Pathways.aspx

Pty Ltd is transferring its purpose and intellectual property to a new entity that is more acceptable to Standards Australia. It has named this new entity, National Standards Development Organisation Ltd (NSDO). This is the entity that the EIANZ is being asked to join.

SITUATION:

On 12 February 2014, National Standards Development Organisation Ltd (NSDO) took ownership and operational control of Committee PP-20 from National Standards Pty Ltd. The individual people involved remain the same. There is no suggestion that this could be seen as a loss of faith in the work that has been undertaken by National Standards Pty Ltd because this matter was an internal decision. The difference between the 2 entities is a governance matter and is subtle enough that it might not be noticeable to casual observers. The daily work and representatives of its main committee, PP-20, remains unaffected by the new governance arrangement.

The new entity improves governance because it is more transparent and independent of commercial ownership, while still having access to funding from the benefactor, Global-Mark Pty Ltd.

National Standards Development Organisation Ltd is different to National Standards Pty Ltd in that it is:

• not-for-profit; • a membership-based organisation; • limited by guarantee.

National Standards Development Organisation Ltd is similar to National Standards Pty Ltd in that it:

• continues to be funded by the same source (Global-Mark Pty Ltd); • is dedicated to standards development.

The new National Standards Development Organisation Ltd is asking past and present representatives on Committee PP-20 to become members so as to maintain broad representation across interested industries and bodies. The organisations (about 30) that have shown interest in NS to date are either active contributors or observers. Therefore the members for the first proposed event, a Members Assembly, would be (ideally) the same organisations - if they choose to be members. These include:

• Industry representatives (9) • Consultants & commercial companies (8) • Auditors & rating organisations (7) • Professions (5) • Universities (2) • Customers (1) • Regulators (1)

The EIANZ represents the environment profession in this forum. The EIANZ is being asked to be a member in its capacity to contribute to standards-development by giving a collective perspective that reflects practitioners in environmental science and management. This includes both governance and technical contributions.

Reasons for Council to be cautious about becoming a member of National Standards Development Organisation Ltd are potential cost, unexpected liability or irrelevance in the future. Becoming a member poses the usual liability that an organisational member takes when it joins an umbrella organisation. However NSDO is limited by guarantee. The guarantee is limited to $2 to protect each member. This is a normal clause in the constitution of an organisation limited by guarantee.

At this stage, NSDO does not intend to charge a cost for membership. Membership is optional. The objective of National Standards Development Organisation Ltd is to develop standards as proposed by its members. There is an internal structure to prioritise proposed standards, according to the preference of its members.

As for future relevance, the EIANZ can choose to remain on Committee PP-20 if it wants to influence the type of standard that NSDO choses to develop next. Otherwise it could stop being a member.

The EIANZ has been involved with National Standards Pty Ltd since its beginning. The previous EIANZ representative on Committee PP-20 was Ms Amy Luscombe. The current representative is Ms Suzanne Little. Both are former voluntary office bearers of the EIANZ. Amy was EIANZ NSW President. Suzanne was EIANZ Vice President-Australia.

The current legal relationship between National Standards Pty Ltd and the EIANZ is a voluntary arrangement where an EIANZ representative participates in standards development through Committee PP-20. There is no commercial arrangement except that Ms Amy Luscombe was the contracted project manager for Committee PP-20 until 2013. Amy’s contract was through her own company and did not relate to the EIANZ, although she is a member and was an officer of EIANZ in the NSW Division. Ms Suzanne Little took over from Ms Amy Luscombe so Amy could concentrate on one role on Committee PP-20 has the workload increased. The EIANZ’s representation is done pro bono.

The reason for Council to agree to EIANZ becoming a member of National Standards Development Organisation Ltd is the benefit to EIANZ members of ensuring that standards are drafted with an understanding of science and evidence-base data. The EIANZ’s 26 years of experience provides a foresight that can warn of practical implications and unintended consequences from poorly drafted standards that give rise to ambiguity and conflicted governance. Foresight during drafting avoids the situation where the Institute’s members are forced to work with unclearly worded standards. Otherwise EIANZ members have little influence on an Australian Standard, except through the lengthy review process.

Also, the EIANZ represents a broad professional view which contrasts with the majority of other representatives who draft technical standards. Other participants are narrower in their sectional interest because they usually represent a smaller context such as windows, tiles or doors. The EIANZ is one of two active professional bodies represented on Committee PP-

20. The other is the Australian Life Cycle Assessment Society (ALCAS), whose members specialise in the main technical tool used to draft the recently published standards for building products. ALCAS might choose to not remain a contributor if the next standard does not involve Life Cycle Assessment. Then the EIANZ might become the only professional body that remains an active member of this standard developer over the long term.

RECOMMENDATION:

1. That Council approves EIANZ becoming a member of National Standards

Development Organisation Ltd.

2. That its representative be Ms Suzanne Little who is a long-term member of the

EIANZ ‘Policy & Practice Standing Committee’.

APPENDIX 1

Current or Past PP-20 Committee Members Industry representatives (9) Australian Steel Institute (ASI) Australian Window Association (AWA) Cement Concrete and Aggregates Australia Concrete Institute of Australia Concrete Masonry Association of Australia (CMAA) Housing Industry Association (HIA) Roofing Tile Association of Australia Steel Reinforcement Institute of Australia (SRIA) Think Brick Australia Consultants & commercial companies (8) Allixir Pty Ltd ARP Consulting BRANZ (NZ) (observer) Clarity Environment Conformance and Standards Services (CaSServ) Consult Australia Edge Environment Sustainable Business Matters

Auditors & rating organisations (7) Australian Association of Certification Bodies (AACB) Australian Green Infrastructure Council (AGIC) Global-Mark (observer) Good Environment Choice Australia (GECA) (observer) Green Building Council of Australia (GBCA) (observer) NABERS (observer) National Standards Pty Ltd Professions (5) Association of Building Sustainability Assessors (ABSA) Australian Institute of Architects (AIA) Australian Institute of Building Surveyors (AIBS) Australian Life Cycle Assessment Society (ALCAS) Environment Institute of Australia and New Zealand (EIANZ) Universities (2) University of Wollongong, School of Civil, Mining, Environmental Engineering University of New South Wales, UNSW Water Research Centre Customers (1) Australian Consumers’ Association (Choice) Regulators (1) NSW Office of Environment and Heritage (observer) Source: http://www.nationalstandards.com.au/draftdocuments

http://www.nationalstandards.com.au/draftdocuments

APPENDIX 2

Suite of environmental standards that National Standards Pty Ltd has drafted, exhibited & published

Note: This numbering might change if / when endorsed as Australian Standards. The prefix would become AS.

Source: https://www.nationalstandards.com.au/onlineshop/tabid/85/categoryid/1/default.aspx

NS 11000 Labelling and declaration of environmental attributes of building products —General requirements

NS 11001 Labelling and declaration of environmental attributes of building products —Building construction elements and product categories

NS 11002 Labelling and declaration of environmental attributes of building products — Environmental impact categories

NS 11003 Labelling and declaration of environmental attributes of building products —Characterization factors and normalization data

NS 11004 Labelling and declaration of environmental attributes of building products —Environmental impact category weighting factors

NS 11100 Labelling and declaration of environmental attributes of building products —Type I environmental labels—General requirements

NS 11400 Labelling and declaration of environmental attributes of building products —Type III environmental declarations—General requirements

NS 11401.0 Part 0: Whole-of structure, whole of life benchmark method — General requirements

NS 11401.1 Part 1: Whole of structure, whole of life benchmark method — Benchmarking buildings

NS 11500 Labelling and declaration of environmental attributes of building products —Design assessment tools for product selection — General requirements

https://www.nationalstandards.com.au/onlineshop/tabid/85/categoryid/1/default.aspx

https://www.nationalstandards.com.au/onlineshop/tabid/85/categoryid/1/default.aspx

MEMBERSHIP RULES

Table of Contents

1. General

2. Members

3. Criteria for Determining the Number of Representatives on

the Members Assembly (MA Representatives) a Member may Appoint

4. Election to the Board as a Director

5. Standards Development Committee (SDC)

6. Technical Committees (TCs) that Develop Standards

2

1. GENERAL REQUIREMENTS. a. These rules supplement the requirements of, and are to be read in

conjunction with, the Constitution of NSDO. b. If there is any conflict between these rules and the Constitution, the

provisions of the Constitution will prevail. c. Responsibility for these rules as by-laws rests with the board as

provide for in Article 10.1 of the Constitution. NOTE: A copy of NDSO Form 1, Membership Nomination/Confirmation is attached.

2. MEMBERS.

a. Stakeholder organisation that may be members of the NSDO include the following:

• Collective stakeholder organisations such as industry, professional and community-based associations, government departments and instrumentalities, universities and research bodies and the like.

• Individual company stakeholders. b. A condition of membership in technical committees that develop

standards is that the stakeholder organisations that nominated representatives to them become members of NSDO subject to the provisions of Article 4.1 of the Constitution.

c. Members are required to nominate • an individual to represent them at General Meetings, and • one or more individuals to represent then at Members

Assemblies in accordance with Rule 3. d. Members may nominate alternate representatives to General Meetings

and Members Assemblies provided notice of such alternatives is given to NSDO as least 3 working days before any such meeting.

3. CRITERIA FOR DETERMINING THE NUMBER OF REPRESENTATIVES ON THE MEMBERS ASSEMBLY (MA REPRESENTATIVES) A MEMBER MAY APPOINT

a. The number of MA Representatives that may be nominated by each Member shall be as follows, except a qualified in item c.:

• Two for Members that are collective stakeholder organisations. • One for Members that are individual company stakeholders.

b. In addition to representatives nominated in accordance with paragraph a above, with the recommendation of the board, the MA by majority agreement either at a meeting or by correspondence may agree to admit additional MA Representatives.

4. ELECTION TO THE BOARD AS A DIRECTOR The number of directors and the means of their election to be elected by the Members Assembly shall be in accordance with the Constitution Article 8 and the following additional provisions:

3

a. At the time of incorporation on the company of the initial directors are to be Peter Walsh, as Interim Chairman, Alan Person, and Herve Michoux. The initial directors will form the Interim Board. NOTE: This provision to be deleted when approved.

b. At the first Members Assembly, the timing of which is to adjoin the first Annual General Meeting, following the incorporation of the company,

• the initial directors listed in para 1c. are to resign but may be eligible for election to the board, and

• an election of directors is to take place. c. Except for any incumbent Chairman and Managing Director, directors

shall be nominate for election for a term of 3 years with the opportunity of immediate re-election for 2 further terms after which they will not be able to be re-elected.

d. At the first election of directors if in accordance with Article 8 of the Constitution,

i. 4 directors to be elected, 1 for a term of 3 years, 1 for a term of 2 years and 2 for a term of 3 years, or

ii. 5 directors are to be elected, 1 for a term of 3 years, 2 for a term of 2 years and 2 for a term of 3 years

with the votes cast for each candidate determining the length of their term as a director with the higher the number of votes determining the longer the term.

f. In subsequent election of directs at meeting of the Members Assembly adjoining Annual General Meetings, there will normally be an election for 1 or 2 directors.

5. STANDARDS DEVELOPMENT COMMITTEE (SDC)

a. The initial membership of the SDC will consist of the initial Directors and the Chairpersons of the active technical committees that develop standards.

b. Subsequent membership of the SDC will be determined by the board subject to a restriction that a majority of SDC members shall be affiliated with collective stakeholder organisations.

6. TECHNICAL COMMITTEES (TCs) THAT DEVELOP STANDARDS a. Stakeholder Organisations invited to nominate representation on TCs is

determined by NSDO with any appeals about representation to be considered by the SDC.

b. Representatives of individual company stakeholders may not represent more than one third of the representatives on a TC.

c. Representatives may nominate deputies if they are unable to attend specific meetings if NSDO is advised of this at least 3 working days before such meetings. However it is incumbent on representatives to have ensure that the stakeholder organisations they represent have agreed to the appointment of a such deputies.

4

Attachment: NSDO Form 1

NATIONAL STANDARDS DEVELOPMENT ORGANISATION

MEMBERSHIP NOMINATION/CONFIRMATION

To be returned to: NSDO Secretariat E-mail: [email protected] Fax: (02) 9886 0200 Nominating Organisation: Environment Institute of Australia and New Zealand

Responsible Person (usually CEO/MD) Name: .........................

Contact details: Address: ................................... ................................... Phone (land): (0.) .... .... Phone (mobile): 4 ... ... ... Organisation Type: Collective Stakeholder/Individual Organisation (strikeout or delete the not applicable option) Representative Group Representative + contact details General Meetings (AGM/GM) and Members Assembly (MA) –usually Organisation Responsible Person

Additional MA – where organisation is a Collective Stakeholder Organisation

Committee PP-20

Full Member Susanne Little E-Mail: [email protected] Phone: 0437 135 103

Observer Member

N/A

Nominated Deputy (optional)

Authorised by Organisation Responsible Person (sign):..................................................... Date:....................... and GM/AGM/MA Representative (if different) (sign):..................................................... Date:.......................

5

mailto:[email protected]

24202131v5 | Constitution of National Standards Development Organisation Ltd

Table of contents

1 Preliminary ------------------------------------------------------------------------------------------ 4

1.1 Definitions 4

1.2 Interpretation 5

1.3 Application of the Corporations Act 6

1.4 Exercising powers 6

2 Objects ----------------------------------------------------------------------------------------------- 7

2.1 Objects of company 7

2.2 Separate objects 7

3 Not for profit ---------------------------------------------------------------------------------------- 7

3.1 Promotion of the objects 7

3.2 No income or property to a member 8

4 Membership ----------------------------------------------------------------------------------------- 8

4.1 Members 8

4.2 Classes 8

4.3 Application for membership 8

4.4 Admission to membership 9

4.5 Notice by members 9

4.6 Fees 9

4.7 Resignation and termination of membership 10

5 Winding up ----------------------------------------------------------------------------------------- 10

5.1 Limited liability on winding up 10

5.2 No distribution of profits to members on a winding up 11

6 Annual General Meeting -------------------------------------------------------------------------- 11

6.1 Annual general meeting 11

6.2 Business at annual general meetings 11

6.3 Provisions about general meetings apply to annual general meeting 12

7 General meetings ---------------------------------------------------------------------------------- 12

7.1 Calling general meetings 12

7.2 Postponing or cancelling a meeting 12

7.3 Notice of general meetings 12

7.4 Non-receipt of notice 13

7.5 Admission to general meetings 13

7.6 Quorum at general meetings 13

24202131v5 | Constitution of National Standards Development Organisation Ltd 2

7.7 Chairman 14

7.8 Acting Chairman 15

7.9 Conduct at general meetings 15

7.10 Adjournment and postponement by the chairman 15

7.11 Decisions at general meetings 16

7.12 When poll may be demanded 16

7.13 Voting rights 17

7.14 Representation at general meetings 17

7.15 Voting where the member is of unsound mind 18

7.16 Appointment of proxies 18

8 Members’ Assembly ------------------------------------------------------------------------------- 19

8.1 Composition of Members’ Assembly 19

8.2 Meetings of Members’ Assembly 19

8.3 Role of Members’ Assembly 19

9 Directors -------------------------------------------------------------------------------------------- 19

9.1 First directors 19

9.2 Directors 19

9.3 Election of directors 20

9.4 Qualification for membership of the board 20

9.5 Chairman and deputy chairman of directors 20

9.6 Executive officer is to be Managing Director 21

9.7 Retirement of directors 21

9.8 Resignation 21

9.9 Removal 22

9.10 Vacating office 22

9.11 Casual vacancies 22

9.12 Directors who are employees of the company 22

9.13 Directors who are unable to fulfil their duties due to illness or incapacity 22

9.14 Remuneration of directors 23

9.15 Directors interests 23

10 Powers and duties of directors ------------------------------------------------------------------- 24

10.1 General powers 24

10.2 Power to borrow and give security 25

10.3 Powers of appointment 25

11 Proceedings of directors meetings --------------------------------------------------------------- 25

11.1 Meetings of directors 25

11.2 Calling meetings of directors 26


11.3 Notice of meetings of directors 26

11.4 Quorum at meetings of directors 26

11.5 Chair of directors meeting 27

11.6 Decisions of directors 27

11.7 Written resolutions 27

12 Standards Development Committees, other committees and advisory boards ------------- 28

12.1 Standards Development Committee 28

12.2 Committees of directors 28

12.3 Appointment of advisory group 28

12.4 Delegation to a director 29

12.5 Validity of acts 29

12.6 Secretary 29

13 Accreditation as a Standards Development Organisation ------------------------------------- 29

14 Indemnity and insurance ------------------------------------------------------------------------- 29

14.1 Officer’s right of indemnity 29

14.2 Indemnity 30

14.3 Scope of indemnity 30

14.4 Insurance 30

14.5 Savings 30

14.6 Contract 31

15 Minutes --------------------------------------------------------------------------------------------- 31

15.1 Contents of minutes 31

15.2 Signing of minutes 31

16 Inspection of records ------------------------------------------------------------------------------ 31

16.1 Inspection by member 31

16.2 Access by director 31

17 Notices ---------------------------------------------------------------------------------------------- 31

17.1 Method of service 31

17.2 Time of service 32

17.3 Evidence of service 32

17.4 Other communications and documents 32

18 General --------------------------------------------------------------------------------------------- 32

18.1 Submission to jurisdiction 32

18.2 Prohibition and enforceability 32


Constitution

National Standards Development Organisation Ltd

1 Preliminary

1.1 Definitions

In this constitution:

Term Definition

AGM means an annual general meeting of the company that the Corporations Act requires to be held.

Business Day means a day that is not a Saturday, Sunday or public

holiday in Sydney, New South Wales.

Committee means a committee appointed by the directors under

rule 12 of this document.

Committee Member means an individual appointed to a committee by the

Board under rule 12 of this document.

Corporations Act means Corporations Act 2001 (Cth).

Global Mark Pty Ltd means the proprietary limited company

ACN 108 087 654.

ITAA the Income Tax Assessment Act 1997 (Cth).

National Standards Pty Ltd means the proprietary limited company ACN 108 929 317.

Officer has the same meaning as ‘Officer’ in the Corporations Act 2001 (Cth).

Publicly Responsible Person means a person who has a degree of responsibility to

the community as a whole including a person who:

(a) performs a public function;

(b) belongs to a professional body which has a

professional code of ethics and rules of conduct;

(c) has received formal recognition from the

government for their services to the community; or

(d) falls within the description of the term of responsible person approved by the

Commissioner of Taxation or other relevant

Commonwealth authority,

and who, unless the Commissioner of Taxation otherwise

agrees, is not an associate of the company or an associate of a director of the company other than:

(e) in a professional capacity; or

(f) as a director.


Term Definition

Representative means, for a member which is a body corporate and for a meeting, a person authorised under the Corporations

Act (or a corresponding previous law) by the body corporate to act as its representative at the meeting.

Stakeholder Organisation means:

(a) representative of industry, including industry,

professional, trade or community based bodies;

(b) government departments, instrumentalities or similar; and

(c) academic and other educational institutions.

Standard means a document established by consensus and

approved by a recognised body that provides for

common and repeated use, rules, guidelines or characteristics for activities or their results, aimed at the

achievement of the optimum degree of order in a given context.

Standards Normative Products means Standards and standards-related normative publications that include specifications, guides, that

cover materials, testing and performance processes, and

calculation tools for application by industry, commerce, trade, professions, community-based bodies,

government departments and instrumentalities, academic, educational, institution and others for the

benefit of society.

1.2 Interpretation

In this constitution:

(a) a reference to a member present at a general meeting is a reference to a member present in person or by proxy, attorney or Representative;

(b) a reference to a person holding or occupying a particular office or position is a reference to any person who occupies or performs the duties of that office or position;

(c) unless the contrary intention appears:

(i) a reference to a person includes a corporation, trust, partnership, unincorporated body, government and local authority or agency, or other entity whether or not it

comprises a separate legal entity;

(ii) a reference to a person includes that person's successors, legal personal

representatives, permitted substitutes and permitted assigns;

(iii) a reference to legislation or to a provision of legislation (including subordinate legislation) is to that legislation as amended, re-enacted or replaced, and

includes any subordinate legislation issued under it;

(iv) if a word or phrase is defined, its other grammatical forms have a corresponding

meaning;


(v) a reference to a rule is a reference to a rule of this constitution;

(vi) a reference to a document or agreement (including a reference to this document)

is to that document or agreement as amended, supplemented, varied or

replaced; and

(vii) if any day on or by which a person must do something under this document is

not a Business Day, then the person must do it on or by the next Business Day;

(d) headings are for convenience only and do not affect interpretation.

1.3 Application of the Corporations Act

(a) The replaceable rules in the Corporations Act do not apply to the company.

(b) Where an expression is used in a manner consistent with a provision of the

Corporations Act, the expression has the same meaning as in that provision.

1.4 Exercising powers

(a) The company may exercise any power, take any action or engage in any conduct which the Corporations Act permits a company limited by guarantee to exercise, take or engage

in.

(b) A power conferred on a person to do a particular act or thing under this constitution includes, unless the contrary intention appears, a power (exercisable in the same way

and subject to the same conditions) to repeal, rescind, revoke, amend or vary that act or thing.

(c) A power conferred under this constitution to do a particular act or thing:

(i) may be exercised from time to time and subject to conditions; and

(ii) may, where the power concerns particular matters, be exercised for only some of

those matters or as to a particular class of those matters, and to make different provision concerning different matters or different classes of matters.

(d) Where a power to appoint a person to an office or position is conferred under this constitution (except the power to appoint a director under rule 8) the power includes,

unless the contrary intention appears, a power to:

(i) appoint a person to act in the office or position until a person is appointed to the office or position;

(ii) remove or suspend any person appointed (without prejudice to any rights or obligations under any contract between the person and the company); and

(iii) appoint another person temporarily in the place of any person removed or

suspended or in the place of any sick or absent holder of the office or position.

(e) Where this constitution gives power to a person to delegate a function or power:

(i) the delegation may be concurrent with, or (except in the case of a delegation by the directors) to the exclusion of, the performance or exercise of that function or

power by the person;


(ii) the delegation may be either general or limited in any way provided in the terms of delegation;

(iii) the delegation need not be to a specified person but may be to any person

holding, occupying or performing the duties of a specified office or position;

(iv) the delegation may include the power to delegate; and

(v) where performing or exercising that function or power depends on that person’s opinion, belief or state of mind about a matter, that function or power may be

performed or exercised by the delegate on the delegate’s opinion, belief or state of mind about that matter.

(f) For clarification, nothing restricts the company from exercising a power which in itself is

not charitable, for any purpose which is incidental to the charitable objects of the company or which is intended to generate revenue for or otherwise further those objects.

2 Objects

2.1 Objects of company

(a) The objects of the company are to develop, update, maintain and distribute Standards

and Standards Normative Products.

(b) To achieve these objects, the company may, without limitation:

(i) harness the resources of the community in support of the objects in rule 2.1(a);

(ii) establish and maintain affiliations and information exchange with other organisations having similar objects to those in rule 2.1(a);

(iii) act as trustee of any trust the purpose of which relates to the objects in rule 2.1(a);

(iv) promote the objects in rule 2.1(a); and

(v) do all other things incidental or conducive to the attainment of the objects in rule 2.1(a).

2.2 Separate objects

Each of the objects in rule 2.1 is a separate object of the company, and must not be construed

by reference to any other object.

3 Not for profit

3.1 Promotion of the objects

The income and property of the company must only be applied towards promoting the company’s objects set out in this constitution.


3.2 No income or property to a member

No income or property of the company may be paid or transferred, directly or indirectly, to a

member except for payments to a member:

(a) in return for services rendered by, or goods supplied, by the member to the company in the ordinary and usual course of business;

(b) for reasonable and proper rent for premises leased by a member to the company; or

(c) as principal payments on money lent by the member, and interest payments if the

interest is at a commercial rate.

4 Membership

4.1 Members

(a) The members are:

(i) the persons named as members with their consent in the application for

registration of the company; and

(ii) any other persons the directors admit to membership under this constitution.

(b) Any Stakeholder Organisation which is not already a member will automatically become a

member upon the appointment of their Representative to a committee of the company, but may choose not to be a member by written notice to the secretary.

(c) The number of members of the company is unlimited.

4.2 Classes

Until otherwise decided by the members in general meeting, the only class of membership is

ordinary membership application

4.3 Application for membership

(a) Any individual who:

(i) is not less than 18 years of age at the date of application;

(ii) in the opinion of the board, is supportive of the objects of the company; and

(iii) has the nomination of another member,

may apply to be a member of the company.

(b) Any body corporate which:

(i) in the opinion of the board, is supportive of the objects of the company; and

(ii) has the nomination of another member,

may apply to be a member of the company.


(c) An application for membership must be in a form approved by the board together with:

(i) any other documents or evidence as to qualification for membership that the

board requires; and

(ii) any application fee and membership fee as required by the board.

(d) If the applicant is a body corporate it must nominate one individual (Representative) to

represent it in the company.

(e) A Representative must consent to the nomination in writing.

(f) A Stakeholder Organisation which automatically becomes a member under 4.1(b) is not required to complete an application form.

4.4 Admission to membership

(a) Subject to rule 4.4(b) the board may in its absolute discretion accept or reject an application for membership.

(b) The board must not accept an application for membership from an individual, if the acceptance of that application would result in the number of individual members

exceeding one third of the total number of members of the company.

(c) The board need not give a reason for rejecting an application for membership.

(d) If an application for membership is rejected, the secretary must:

(i) give written notice of the rejection to the applicant; and

(ii) refund any application fee and membership fee paid by the applicant,

as soon as reasonably possible.

(e) If an application for membership is accepted, the secretary must:

(i) give written notice of the acceptance to the applicant; and

(ii) enter the member’s name and details in the register of members.

4.5 Notice by members

(a) Each member must promptly notify the secretary in writing of:

(i) any change in their qualification to be a member of the company; and

(ii) any change in their address or contact details.

(b) Each body corporate member must promptly notify the Secretary in writing of any change in its Representative.

4.6 Fees

The application fee and membership fee payable by a member are determined by the board from

time to time.


4.7 Resignation and termination of membership

(a) A member ceases to be a member if the member:

(i) no longer meets the qualification requirements;

(ii) resigns as a member by giving one months written notice to the company;

(iii) being an individual - dies;

(iv) is terminated by the board under rule 4.7(b);

(v) gives notice to the secretary under rule 4.1(b) that it does not wish to be a

member; or

(vi) if the member has become a member under rule 4.1(b), its Representative

ceases to be a committee member.

(b) The board may terminate a member’s membership if the member:

(i) fails to notify the Company of a change in address or contact details and is

unable to be contacted at the address in the register for a period of two years;

(ii) has membership fees in arrears;

(iii) fails to comply with this constitution or any rules or policies of the company; or

(iv) has conducted himself or herself in a way the board consider to be injurious or prejudicial to the character or interests of the company.

(c) The board must give the member written notice of its intention to terminate the member’s membership and the reason for the proposed termination.

(d) If the reason set out in the notice under rule 4.7(c) remains unresolved, in the opinion of the board, for one month after the date of the notice, the member’s membership is

terminated.

(e) The rights or privileges of membership may be reinstated at the absolute discretion of the board.

(f) Membership is personal to the member and is not transferable.

5 Winding up

5.1 Limited liability on winding up

(a) If the company is wound up while a person is a member, or within one year after the person ceases to be a member, the person must contribute the guarantee amount to the

assets of the company for the:

(i) payment of the debts and liabilities of the company contracted before the person ceased to be a member; and

(ii) costs of winding up.


(b) The guarantee amount under rule 5.1(a) is $2.00.

5.2 No distribution of profits to members on a winding up

(a) Where property remains after the winding up or dissolution of the company and

satisfaction of all its debts and liabilities, it must not be distributed among members.

(b) Of the property referred to in rule 5.2(a):

(i) any property which is a published Australian Standard or National Standard developed by the company under its accreditation by the Accreditation Board for

Standards Development Organisations is to be given to Standards Australia or such other Australian national standards body or its successor at the relevant

time; and

(ii) the balance, if any, must be given to another fund, authority or institution:

(A) with objects similar to the objects of the company; and

(B) whose constitution prohibits the distribution of its income and property among its members to an extent at least as great as is imposed on the

company under this constitution.

(c) The fund, authority or institution to receive property under rule 5.2(b) must be decided by the directors at or before the time of the winding-up or dissolution. If the directors do

not wish to decide, or do not decide, the members by ordinary resolution must decide. If the members do not decide, the decision must be referred to the Supreme Court of the

state or territory in which the company’s registered office is located.

6 Annual General Meeting

6.1 Annual general meeting

A general meeting, to be called the annual general meeting, must be held at least once in every

calendar year (after the end of the first financial year).

6.2 Business at annual general meetings

(a) The business of an annual general meeting is:

(i) if required by the Corporations Act, to receive and consider the financial and

other reports required by the Corporations Act to be laid before each annual general meeting;

(ii) if required by the Corporations Act, to appoint an auditor or reviewer; and

(iii) to transact any other business which, under this document, is required to be transacted at an annual general meeting.

(b) All other business transacted at an annual general meeting and all business transacted at other general meetings is special business.

(c) The auditor or reviewer, if any, and its representative may attend and be heard on any

part of the business of a meeting concerning the auditor or reviewer. The auditor or


reviewer, if any, or its representative, if present at the meeting, may be questioned by the members, as a whole, about the audit or review, if undertaken.

6.3 Provisions about general meetings apply to annual general meeting

The provisions of this constitution about general meetings apply, with necessary changes, to annual general meetings.

7 General meetings

7.1 Calling general meetings

A general meeting may only be called:

(a) by a directors’ resolution; or

(b) as otherwise provided in the Corporations Act.

7.2 Postponing or cancelling a meeting

(a) The directors may:

(i) postpone a meeting of members;

(ii) cancel a meeting of members; or

(iii) change the place for a general meeting,

if they consider that the meeting has become unnecessary, or the venue would be unreasonable or impractical or a change is necessary in the interests of conducting the

meeting efficiently.

(b) A meeting which is not called by a directors’ resolution and is called under a members’ requisition under the Corporations Act may not be postponed or cancelled without the

prior written consent of the persons who called or requisitioned the meeting.

7.3 Notice of general meetings

(a) Notice of a general meeting must be given to each person who at the time of giving the

notice is a member, director or auditor of the company.

(b) The directors may decide the content of a notice of a general meeting, but the notice

must include the general nature of the business to be transacted at the meeting and any other matters required by the Corporations Act.

(c) Unless the Corporations Act provides otherwise:

(i) no business may be transacted at a general meeting unless the general nature of

the business is stated in the notice calling the meeting; and

(ii) except with the approval of the directors or the chairman, no person may move any amendment to a proposed resolution the terms of which are set out in the

notice calling the meeting or to a document which relates to that resolution and a copy of which has been made available to members to inspect or obtain.


(d) A person may waive notice of any general meeting by written notice to the company.

7.4 Non-receipt of notice

(a) Subject to the Corporations Act, the:

(i) non-receipt of a notice of any general meeting by; or

(ii) accidental omission to give notice to,

any person entitled to notice does not invalidate anything done (including the passing of a resolution) at that meeting.

(b) A person’s attendance at a general meeting waives any objection that person may have to:

(i) a failure to give notice, or the giving of a defective notice, of the meeting unless

the person at the beginning of the meeting objects to the holding of the meeting; and

(ii) the consideration of a particular matter at the meeting which is not within the business referred to in the notice of the meeting, unless the person objects to

considering the matter when it is presented.

7.5 Admission to general meetings

(a) The chairman of a general meeting may refuse admission to, or require to leave and

remain out of, the meeting any person:

(i) in possession of a pictorial-recording or sound-recording device;

(ii) in possession of a placard or banner;

(iii) in possession of an article considered by the chairman to be dangerous, offensive

or liable to cause disruption;

(iv) who refuses to produce or permit examination of any article, or the contents of any article, in the person’s possession;

(v) who behaves or threatens to behave in a dangerous, offensive or disruptive way; or

(vi) who is not entitled to receive notice of the meeting.

(b) The chairman may delegate the powers conferred by rule 7.5(a) to any person.

(c) A person, whether a member or not, requested by the directors or the chairman to

attend a general meeting is entitled to be present and, at the request of the chairman, to speak at the meeting.

7.6 Quorum at general meetings

(a) No business may be transacted at a general meeting, except the election of a chairman and the adjournment of the meeting, unless a quorum of members is present when the

meeting proceeds to business.


(b) A quorum is where the number of members is:

(i) ten or less, two or more members present at the meeting and entitled to vote on

a resolution at the meeting; and

(ii) more than ten, five or more members present at the meeting and entitled to vote on a resolution at the meeting.

(c) If a quorum is not present within 30 minutes after the time appointed for the general meeting:

(i) where the meeting was called at the request of members, the meeting must be dissolved; or

(ii) in any other case:

(A) the meeting stands adjourned to the day, and at the time and place, the directors present decide; or

(B) if they do not make a decision, to the same day in the next week at the same time and place.

(d) At an adjourned meeting, if a quorum is not present within 30 minutes after the time

appointed for the meeting, the meeting must be dissolved.

7.7 Chairman

(a) The chairman of the board is entitled to take the chair at every general meeting.

(b) If at any general meeting:

(i) the chairman of the board is not present at the specified time for holding the meeting; or

(ii) the chairman of the board is present but is unwilling to act as chairman of the

meeting,

the deputy chairman of the board is entitled to take the chair at the meeting.

(c) If at any general meeting:

(i) there is no chairman of the board or deputy chairman of the board;

(ii) the chairman of the board and deputy chairman of the board are not present at

the specified time for holding the meeting; or

(iii) the chairman of the board and the deputy chairman of the board are present but

each is unwilling to act as chairman of the meeting,

the directors present may choose another director as chairman of the meeting and if no

director is present or if each of the directors present are unwilling to act as chairman of

the meeting, a member chosen by the members present is entitled to take the chair at the meeting.


7.8 Acting Chairman

(a) A chairman of a general meeting may, for any item of business or discrete part of the

meeting, vacate the chair in favour of another person nominated by him or her

(Acting Chairman).

(b) Where an instrument of proxy appoints the chairman as proxy for part of the proceedings

for which an Acting Chairman has been nominated, the instrument of proxy is taken to be in favour of the Acting Chairman for the relevant part of the proceedings.

7.9 Conduct at general meetings

The chairman of a general meeting:

(a) has charge of the general conduct of the meeting and the procedures to be adopted at

the meeting;

(b) may require the adoption of any procedure which is in the chairman’s opinion necessary

or desirable for proper and orderly debate or discussion and the proper and orderly casting or recording of votes at the general meeting; and

(c) may, having regard where necessary to the Corporations Act, terminate discussion or

debate on any matter whenever the chairman considers it necessary or desirable for the proper conduct of the meeting,

and a decision by the chairman under this rule is final.

7.10 Adjournment and postponement by the chairman

(a) Despite rules 7.2(a) and 7.2(b), where the chairman considers that:

(i) there is not enough room for the number of members who wish to attend the

meeting; or

(ii) a postponement is necessary in light of the behaviour of persons present or for any other reason so that the business of the meeting can be properly carried out,

the chairman may postpone the meeting before it has started, whether or not a quorum is present.

(b) A postponement under rule 7.10(a) is to another time, which may be on the same day as

the meeting, and may be to another place (and the new time and place is taken to be the time and place for the meeting as if specified in the notice which called the meeting

originally).

(c) The chairman may at any time during the course of the meeting:

(i) adjourn the meeting or any business, motion, question or resolution being

considered or remaining to be considered by the meeting either to a later time at the same meeting or to an adjourned meeting; and

(ii) for the purpose of allowing any poll to be taken or determined, suspend the proceedings of the meeting for any period or periods he or she decides without

effecting an adjournment – no business may be transacted and no discussion may take place during any suspension of proceedings unless the chairman

otherwise allows.


(d) The chairman’s rights under rules 7.10(a) and 7.10(c) are exclusive and, unless the chairman requires otherwise, no vote may be taken or demanded by the members

present about any postponement, adjournment or suspension of proceedings.

(e) Only unfinished business may be transacted at a meeting resumed after an adjournment.

(f) Where a meeting is postponed or adjourned for 30 days or more, notice of the postponed

or adjourned meeting must be given as in the case of the original meeting.

7.11 Decisions at general meetings

(a) Except where a resolution requires a special majority, questions arising at a general meeting must be decided by a majority of votes cast by the members present at the

meeting. A decision made in this way is for all purposes, a decision of the members.

(b) If the votes are equal on a proposed resolution, the chairman of the meeting does not have a casting vote, in addition to any deliberative vote, and the resolution will be taken

to be lost.

(c) A resolution put to the vote of a general meeting must be decided on a show of hands

unless a poll is demanded:

(i) before the show of hands is taken;

(ii) before the result of the show of hands is declared; or

(iii) immediately after the result of the show of hands is declared.

(d) Unless a poll is duly demanded, a declaration by the chairman of a general meeting that

a resolution has on a show of hands been carried or carried unanimously, or carried by a particular majority, or lost, and an entry to that effect in the company’s minute book is

conclusive evidence of the fact without proof of the number or proportion of the votes

recorded for or against the resolution.

7.12 When poll may be demanded

(a) A poll may be demanded by:

(i) the chairman;

(ii) at least five members entitled to vote on the resolution; or

(iii) by members with at least 5% of the votes that may be cast on the resolution on a poll.

(b) A demand for a poll does not prevent a general meeting continuing to transact any business except the question on which the poll is demanded.

(c) If a poll is duly demanded at a general meeting, it must be taken in the way and either at

once or after an interval or adjournment as the chairman of the meeting directs. The result of the poll as declared by the chairman is the resolution of the meeting at which

the poll was demanded.


7.13 Voting rights

(a) Subject to this constitution and to any rights or restrictions attached to any class of

membership, at a general meeting:

(i) on a show of hands, each member present has one vote;

(ii) where a person is entitled to vote by virtue of rule 7.16 in more than one

capacity, that person is entitled only to one vote on a show of hands;

(iii) if the person appointed as proxy has two or more appointments that specify

different ways to vote on a resolution, the proxy must not vote on a show of hands; and

(iv) on a poll, each member present has one vote.

(b) Where any of the membership fee or other amount payable to the company has not been duly paid that member is not entitled to vote.

(c) A member is not entitled to vote on a resolution if, under the Corporations Act the notice which called the meeting specified that:

(i) the member must not vote or must abstain from voting on the resolution; or

(ii) a vote on the resolution by the member must be disregarded for any purposes.

(d) If the member referred to in rule 7.13(c) or a person acting as proxy, attorney or

Representative of that member does tender a vote on that resolution, their vote must not be counted.

(e) An objection to the validity of a vote tendered at a general meeting must be:

(i) raised before or immediately after the result of the vote is declared; and

(ii) referred to the chairman of the meeting, whose decision is final.

(f) A vote tendered, but not disallowed by the chairman of a meeting under rule 7.13(e), is valid for all purposes, even if it would not otherwise have been valid.

(g) The chairman may decide any difficulty or dispute which arises as to the number of votes which may be cast by or on behalf of any member and the decision of the chairman is

final.

7.14 Representation at general meetings

(a) Subject to this constitution, each member entitled to vote at a general meeting may vote:

(i) in person or, where a member is a body corporate, by its Representative;

(ii) by not more than one proxy; or

(iii) by not more than one attorney.

(b) A proxy, attorney or Representative may, but need not, be a member of the company.


7.15 Voting where the member is of unsound mind

If a member is:

(a) of unsound mind;

(b) a patient under laws relating to mental health; or

(c) whose estate is administered under the laws about mental health,

their trustee or guardian or other person who has the management of their property, may exercise the rights of the member at a general meeting as if the trustee or guardian or other

person were the member. The trustee, guardian or other person must first give the directors the information they reasonably require to establish their entitlement to act on behalf of the member.

7.16 Appointment of proxies

(a) Any member entitled to vote at a general meeting may appoint one proxy.

(b) A proxy may be a member who is not entitled in their own right to vote on a particular

resolution.

(c) The document appointing a proxy must:

(i) be in the form approved by the board;

(ii) be signed by the appointor or his attorney;

(iii) set out the name of the person to be appointed as proxy;

(iv) allow the member to direct the proxy to vote for or against (or abstain from voting on) any proposed resolution;

(v) set out the period of appointment including whether it is valid only for stipulated meetings; and

(vi) be received by the Company at least 48 hours (or a lesser period as the board

may decide and stipulate in the notice of meeting) before the time for holding the meeting or poll at which the person named in the document proposes to

vote.

(d) Unless otherwise specified or revoked a proxy appointment is valid:

(i) for 12 months after the date of its execution; and

(ii) for any adjournment of the meeting, as well as for the meeting to which it relates.

(e) The proxy document is deemed to include the right to demand or join in demanding a poll and (except to the extent to which the proxy is specifically directed to vote for or

against any proposal) the power to act generally at the meeting for the person giving the

proxy.


8 Members’ Assembly

8.1 Composition of Members’ Assembly

The company must have a Members’ Assembly, comprising:

(a) each individual member; and

(b) the Representative of each body corporate member; and

(c) one or more other persons, as agreed by the Board, representing each body corporate

member.

8.2 Meetings of Members’ Assembly

(a) The Members’ Assembly must meet at least once per year and may meet more often.

(b) The provisions of this constitution which apply to meetings and resolutions of members apply, so far as they can and with any necessary changes, to meetings and resolutions of

the Members’ Assembly, subject to any resolution of the Members’ Assembly.

8.3 Role of Members’ Assembly

(a) The role of the Members’ Assembly is to:

(i) elect the directors referred to in rule 9.2(a) under rule 9.3;

(ii) exercise such other powers as are delegated to the Members’ Assembly by the

members or by the directors;

(iii) approve the rules for members and any changes to them; and

(iv) provide a forum for feedback to the directors and the members on the activities

of the company.

(b) The board must have current terms of reference, approved by the Members’ Assembly,

setting out the role of the Members’ Assembly.

9 Directors

9.1 First directors

The names of the first directors are those persons named as directors in the application for incorporation of the company.

9.2 Directors

The board will consist of at least three and not more than seven directors comprising:

(a) at least four but not more than five directors, to be elected by the Member’s Assembly

under rule 9.3;

(b) the Managing Director, if any, appointed by the Board; and


(c) up to one other person, appointed by the board for the term determined by the board, for their particular skills and experience.

9.3 Election of directors

The election of the directors referred to in rule 9.2(a) will occur as follows:

(a) any ordinary member may nominate any qualified person to serve as a director;

(b) no person is eligible for election as a director unless the nominee gives written consent;

(c) the nomination and consent must be left at the office at least 25 days, and at most

35 days, before the Members’ Assembly meeting at which the election of directors is to take place;

(d) the candidate’s name (in alphabetical order) and the proposer’s name must be forwarded

to members with the notice of the Members’ Assembly meeting at which the election of directors is to take place;

(e) at the meeting each member present and entitled to vote is entitled to cast a vote ‘for’ or ‘against’ the appointment of a named candidate for a vacant position for which they have

nominated;

(f) where the number of candidates is equal to or less than the number of available positions, no vote is necessary, and the candidates are automatically appointed to the

positions for which they have nominated;

(g) where the number of candidates exceeds the number of available positions, members are

entitled to cast a vote ‘for’ or ‘against’ the appointment of each named candidate and the candidates receiving the highest number of votes ‘for’ are elected, in progressive order,

until all vacant positions are filled; and

(h) if there are insufficient nominations for available positions, the chairman may seek the nomination of candidates at the meeting.

9.4 Qualification for membership of the board

(a) To be eligible for election under rule 9.2(a), a person must be a member or a

Representative of a member.

(b) To be eligible for appointment under rule 9.2(c) a person must be a Publicly Responsible Person and need not be a member of the company nor a Representative of a member.

9.5 Chairman and deputy chairman of directors

(a) The directors are to elect, for any period they decide:

(i) a director other than a person referred to in rule 9.5(b) to the office of chairman

of directors; and

(ii) one or more directors to the office of deputy chairman of directors.

(b) A person employed by Global Mark Pty Ltd or National Standards Pty Ltd is not eligible for appointment as the chairman.


9.6 Executive officer is to be Managing Director

(a) The directors may appoint a person as executive officer for a period, at the remuneration

and on the conditions the directors decide.

(b) The remuneration payable by the company to an executive officer must not include a commission on, or percentage of, operating revenue.

(c) Upon the appointment of a person as executive officer that person will immediately become a director of the company called the Managing Director.

(d) The directors may:

(i) delegate to an executive officer any powers, discretions and duties they decide;

(ii) withdraw, suspend or vary any of the powers, discretions and duties given to an

executive officer; and

(iii) authorise the executive officer to delegate any of the powers, discretions and

duties given to the executive officer.

(e) An act done by a person acting as an executive officer is not invalidated by:

(i) a defect in the person’s appointment as an executive officer;

(ii) the person being disqualified to be an executive officer; or

(iii) the person having vacated office,

if the person did not know that circumstance when the act was done.

(f) The Managing Director ceases to be a director of the company upon that person ceasing

to be employed as Executive Officer but the person concerned if eligible may be re-appointed or re-elected as a director of the company.

9.7 Retirement of directors

(a) Subject to rule 9.7(c), a director must retire from office at the conclusion of the fifth year following his or her appointment as a director.

(b) Notwithstanding rule 9.7(a), a person, if eligible and nominated, may be elected as a director up to a maximum of 3 consecutive terms, after which a period of 12 months

must lapse before the person is eligible for re-election or appointment.

(c) Rules 9.7(a) and 9.7(b) do not apply to the Managing Director.

(d) Notwithstanding rule 9.7(a), the board may determine which of the directors, are to

retire from time to time and, to the extent the law permits, the date of their retirement.

9.8 Resignation

A director may resign from the board by written notice delivered to the secretary. The

resignation takes effect when the notice is received by the secretary, or on a later date specified in the notice.


9.9 Removal

(a) A director may be removed from office by resolution of the members present and entitled

to vote at a general meeting of the company convened for that purpose. At the meeting

the director must be given the opportunity to present his or her case orally or in writing.

(b) A director removed under rule 9.9(a) retains office until the dissolution or adjournment of

the general meeting at which he or she is removed.

9.10 Vacating office

In addition to the circumstances prescribed by the Corporations Act and this constitution, the office of a director becomes vacant if the director:

(a) becomes an insolvent under administration, suspends payment generally to creditors or

compounds with or assigns the director's estate for the benefit of creditors;

(b) becomes a person of unsound mind or a person who is a patient under laws relating to

mental health or whose estate is administered under laws about mental health;

(c) is absent from meetings of the directors during a period of three consecutive calendar

months without leave of absence from the directors where the directors have not, within

14 days of having been served by the secretary with a notice giving particulars of the absence, resolved that leave of absence be granted;

(d) resigns office by written notice to the company;

(e) is removed from office under the Corporations Act;

(f) is prohibited from being a director by reason of the operation of the Corporations Act; or

(g) is convicted on indictment of an offence and the directors do not within one month after

that conviction resolve to confirm the director’s appointment or election (as the case may

be) to the office of director.

9.11 Casual vacancies

(a) In addition to its power to appoint directors under rule 9.2(c), the board has power to appoint a qualified person as a director to fill a casual vacancy among the board.

(b) Any person appointed under this rule holds office until the next general meeting.

9.12 Directors who are employees of the company

A director who is an employee of the company or any of its subsidiaries, ceases to be a director

of the company upon the director ceasing to be employed (so that they are no longer employed by the company or any subsidiary of the company) but the person concerned is eligible for

reappointment or re-election as a director of the company.

9.13 Directors who are unable to fulfil their duties due to illness or incapacity

(a) A director may be removed from office by the board if the board resolves under its policy

that the director is unable to fulfil their duties due to physical or mental illness or other incapacity.


(b) The board will implement a policy about directors who are unable to fulfil their duties due to physical or mental illness or other incapacity for the purpose of making a

determination under rule 9.13(a).

9.14 Remuneration of directors

(a) The directors may be remunerated for their services as directors as determined by the

board from time to time.

(b) The directors are entitled to be reimbursed for expenses incurred in performing their role

as directors as determined by the board from time to time.

9.15 Directors interests

(a) A director is not disqualified by reason only of being a director (or the fiduciary

obligations arising from that office) from:

(i) holding an office (except auditor) or place of profit or employment in the

company or a related body corporate of the company;

(ii) holding an office or place of profit or employment in any other company, body

corporate, trust or entity promoted by the company or in which it has interest;

(iii) being a member, creditor or otherwise being interested in any body corporate (including the company), partnership or entity, except as auditor of the company;

(iv) entering into any agreement or arrangement with the company; or

(v) acting in a professional capacity (or being a member of a firm which acts in a

professional capacity) for the company, except as auditor of the company.

(b) Each director must comply with the Corporations Act on the disclosure of the director’s

interests.

(c) The directors may make regulations requiring the disclosure of interests that a director, and any person taken by the directors to be related to or associated with the director,

may have in any matter concerning the company or a related body corporate. Any regulations made under this constitution bind all directors.

(d) No act, transaction, agreement, instrument, resolution or other thing is invalid or

voidable only because a person fails to comply with any regulation made under rule 9.15(c).

(e) A director who has a material personal interest in a matter that is being considered by the directors must not be present at a meeting while the matter is being considered nor

vote on the matter, except where permitted by the Corporations Act.

(f) If a director has an interest in a matter, then subject to rules 9.15(c), 9.15(g) and the constitution:

(i) that director may not be counted in a quorum at the board meeting that considers the matter that relates to the interest;

(ii) that director may not participate in and vote on matters that relate to the interest;


(iii) the company can proceed with any transaction that relates to the interest and the director may participate in the execution of any relevant document by or on

behalf of the company;

(iv) the director may retain the benefits under the transaction that relates to the interest even though the director has the interest; and

(v) the company cannot avoid any transaction that relates to the interest merely because of the existence of the interest.

(g) If an interest of a director is required to be disclosed under rule 9.15(b), rule 9.15(f)(iv) applies only if the interest is disclosed before the transaction is entered into.

(h) A contract or arrangement entered into by or on behalf of the company in which a

director is in any way interested is not invalid or voidable merely because the director holds office as a director or because of the fiduciary obligations arising from that office.

(i) A director who is interested in any arrangement involving the company is not liable to account to the company for any profit realised under the arrangement merely because

the director holds office as a director or because of the fiduciary obligations arising from

that office, if the director complies with the disclosure requirements applicable to the director under rule 9.15(a) and under the Corporations Act about that interest.

(j) A director who is interested in any contract or arrangement may, despite that interest, witness the fixing of the company seal to any document evidencing or otherwise

connected with that contract or arrangement.

10 Powers and duties of directors

10.1 General powers

(a) The directors are responsible for managing the business of the company and may

exercise all powers and do all things that are within the company’s power and are not expressly required by the Corporations Act or this constitution to be exercised by the

company in a general meeting.

(b) The board may make regulations, by-laws and policies consistent with the constitution,

which in the opinion of the board are necessary or desirable for the proper control, administration and management of the company’s finances, affairs and property, or are

necessary for the convenience, comfort and well-being of the members (including the

terms of entry of members to the company’s premises and any event or function sponsored, promoted, facilitated or conducted by the company) and amend or rescind

any regulations and by-laws.

(c) A regulation, policy or by-law of the company made by the board may be disallowed by

the company in a later general meeting. A resolution or regulation made by the company

in general meeting cannot invalidate prior acts of the board which would have been valid if that resolution or regulation had not been passed or made.

(d) A director is entitled to attend and speak at meetings of members, even if he or she is not a member.


10.2 Power to borrow and give security

(a) The directors may exercise all the powers of the company to:

(i) borrow or raise money in any other way;

(ii) charge mortgage or otherwise encumber any of the company’s property or business or any of its property; and

(iii) issue debentures or give any security for a debt, liability or obligation of the company or of any other person.

(b) The directors may decide how cheques, promissory notes, banker’s drafts, bills of exchange or other negotiable instruments must be signed, drawn, accepted, endorsed or

otherwise executed, as applicable, by or on behalf of the company.

10.3 Powers of appointment

The directors may:

(a) appoint or employ any person as an officer, agent or attorney of the company for the purposes, with the powers, discretions and duties (including powers, discretions and

duties vested in or exercisable by the directors), for any period and on any other

conditions they decide;

(b) authorise an officer, agent or attorney to delegate any of the powers, discretions and

duties vested in the officer, agent or attorney; and

(c) remove or dismiss any officer, agent or attorney of the company at any time, with or

without cause.

11 Proceedings of directors meetings

11.1 Meetings of directors

(a) The directors may meet together to attend to business and adjourn and otherwise

regulate their meetings as they decide.

(b) The contemporaneous linking together by telephone or other electronic means of a

sufficient number of directors to constitute a quorum, constitutes a meeting of the directors. All the provisions in this constitution relating to meetings of the directors

apply, as far as they can and with any necessary changes, to meetings of the directors by telephone or other electronic means.

(c) A meeting by telephone or other electronic means is to be taken to be held at the place

where the chairman of the meeting is or at any other place the chairman of the meeting decides on, if at least one of the directors involved was at that place for the duration of

the meeting.

(d) A director taking part in a meeting by telephone or other electronic means is to be taken

to be present in person at the meeting.

(e) If, before or during the meeting, any technical difficulty occurs where one or more directors cease to participate, the chairman may adjourn the meeting until the difficulty is


remedied or may, where a quorum of directors remains present, continue with the meeting.

11.2 Calling meetings of directors

(a) A director may, whenever the director thinks fit, call a meeting of the directors.

(b) A secretary must, if requested by a director, call a meeting of the directors.

11.3 Notice of meetings of directors

(a) Notice of a meeting of directors must be given to each person who is, at the time the

notice is given a director, except a director on leave of absence approved by the directors.

(b) A notice of a meeting of directors:

(i) must specify the time and place of the meeting;

(ii) need not state the nature of the business to be transacted at the meeting;

(iii) may, if necessary, be given immediately before the meeting; and

(iv) may be given in person or by post or by telephone, fax or other electronic

means.

(c) A director may waive notice of a meeting of directors by giving notice to that effect in person or by post or by telephone, fax or other electronic means.

(d) Failure to give a director notice of a meeting of directors does not invalidate anything done or any resolution passed at the meeting if:

(i) the failure occurred by accident or inadvertent error; or

(ii) the director attended the meeting or waived notice of the meeting (whether

before or after the meeting).

(e) A person who attends a meeting of directors waives any objection that person may have to a failure to give notice of the meeting.

11.4 Quorum at meetings of directors

(a) No business may be transacted at a meeting of directors unless a quorum of directors is

present at the time the business is dealt with.

(b) One half of the number of directors constitute a quorum, and if a fraction rounded up to the next highest number.

(c) If there is a vacancy in the office of a director, the remaining directors may act. But, if their number is not sufficient to constitute a quorum, they may act only in an emergency

or to increase the number of directors to a number sufficient to constitute a quorum or to

call a general meeting of the company.


11.5 Chair of directors meeting

(a) The chairman of directors is entitled (if present within ten minutes after the time

appointed for the meeting and willing to act) to preside as chairman at a meeting of

directors.

(b) If at a meeting of directors:

(i) there is no chairman of directors;

(ii) the chairman of directors is not present within ten minutes after the time

appointed for the holding of the meeting; or

(iii) the chairman of directors is present within that time but is not willing or declines

to act as chairman of the meeting,

the deputy chairman if any, if then present and willing to act, is entitled to be chairman of the meeting or if the deputy chairman is not present or is unwilling or declines to act

as chairman of the meeting, the directors present must elect one of themselves to chair the meeting.

11.6 Decisions of directors

(a) The directors, at a meeting at which a quorum is present, may exercise any authorities, powers and discretions vested in or exercisable by the directors under this constitution.

(b) Questions arising at a meeting of directors must be decided by a majority of votes cast by the directors present and entitled to vote on the matter.

(c) Subject to rule 11.6(d), if the votes are equal on a proposed resolution, the chairman of the meeting has a casting vote, in addition to his or her deliberative vote.

(d) Where only two directors are present or entitled to vote at a meeting of directors and the

votes are equal on a proposed resolution:

(i) the chairman of the meeting does not have a second or casting vote; and

(ii) the proposed resolution is taken as lost.

11.7 Written resolutions

(a) A resolution in writing of which notice has been given to all directors and which is signed

or consented to by all of the directors entitled to vote on the resolution is as valid and effectual as if it had been passed at a meeting of the directors duly called and constituted

and may consist of several documents in the same form, each signed or consented to be one or more of the directors.

(b) A director may consent to a resolution by:

(i) signing the document containing the resolution (or a copy of that document);

(ii) giving to the company a written notice (including by fax or other electronic

means) addressed to the secretary or to the chairman of directors signifying assent to the resolution and either setting out its terms or otherwise clearly

identifying them; or


(iii) telephoning the secretary or the chairman of directors and signifying assent to the resolution and clearly identifying its terms.

12 Standards Development Committees, other committees and advisory boards

12.1 Standards Development Committee

(a) The company must have a Standards Development Committee appointed by the board

for the purpose of safeguarding the objectivity and impartiality of the standards developers and monitoring the standards developed.

(b) The Standards Development Committee must have a minimum of five committee members who may be but need not be directors.

(c) The board must have a current written policy in relation to the role of the Standards

Development Committee and its processes.

(d) The directors may delegate their powers to the Standards Development Committee.

(e) The committee must exercise the powers delegated in accordance with any directions of the directors.

(f) The provisions of this constitution applying to meetings and resolutions of directors

apply, so far as they can and with any necessary changes, to meetings and resolutions of a committee of directors, except to the extent they are contrary to any direction given

under rule 12.1(e).

12.2 Committees of directors

(a) The directors may delegate their powers to a committee which may include persons who are not directors.

(b) The committee must exercise the powers delegated in accordance with any directions of

the directors.

(c) The provisions of this constitution applying to meetings and resolutions of directors

apply, so far as they can and with any necessary changes, to meetings and resolutions of a committee of directors, except to the extent they are contrary to any direction given

under rule 12.2(b).

12.3 Appointment of advisory group

(a) The directors may establish an advisory group. The directors may appoint and remove

members of the advisory group and terminate an advisory group at any time.

(b) The functions of the advisory group will be decided by the directors.

(c) The directors may specify:

(i) the manner in which proceedings of an advisory group are conducted;

(ii) the matters which the advisory group must consider in carrying out its functions;

and


(iii) any other matters concerning the advisory group or its functions that the directors decide.

(d) For the avoidance of doubt, an advisory group established under rule 12.3(a) will not be

delegated with any power of the board.

12.4 Delegation to a director

(a) The directors may delegate any of their powers to one director.

(b) A director to whom any powers have been so delegated must exercise the powers

delegated in accordance with any directions of the directors.

12.5 Validity of acts

All acts done at any meeting of the directors or by a committee or by any person acting as a

director are, notwithstanding that it is afterwards discovered:

(a) that there was some defect in the appointment of any of the directors; or

(b) the committee or the person acting as a director or that any of them were disqualified,

valid as if every person had been duly appointed and was qualified and continued to be a director

or a member of the committee (as the case may be).

12.6 Secretary

(a) The company must have at least one secretary appointed by the directors.

(b) The directors may suspend or remove a secretary from that office.

13 Accreditation as a Standards Development Organisation

If the company is accredited to develop Australian Standards by the Accreditation Board for

Standards Development Organisations or its equivalent, then the company must have a policy in relation to its Standards Development Process which complies with the requirements for its

accreditation, including a process for written communication between the board and the

Standards Development Committee and which provides for that Committee to be given a reasonable opportunity to be heard before the board decides to reject a recommendation of that

Committee in relation to a Standard.

14 Indemnity and insurance

14.1 Officer’s right of indemnity

Rules 14.2 and 14.4 apply:

(a) to each person who is or has been a director, secretary or executive officer of the

company;

(b) to any other officers or former officers of the company or of its related bodies corporate

as the directors in each case determine; and


(c) if the directors so determine, to any auditor or former auditor of the company or of its related bodies corporate,

and each is an Officer for the purposes of this rule.

14.2 Indemnity

The company must indemnify each Officer on a full indemnity basis and to the full extent

permitted by law against all losses, liabilities, costs, charges and expenses (Liabilities) incurred by the Officer as an officer of the company or of a related body corporate.

14.3 Scope of indemnity

The indemnity in rule 14.2:

(a) does not operate in respect of any Liability of the Officer to the extent that Liability is

covered by insurance;

(b) is enforceable without the Officer having to first incur any expense or make any

payment; and

(c) is a continuing obligation and is enforceable by the Officer even though the Officer may

have ceased to be an officer or auditor of the company or its related bodies corporate.

14.4 Insurance

The company may, to the extent the law permits:

(a) purchase and maintain insurance; or

(b) pay or agree to pay a premium for insurance,

for each Officer against any Liability incurred by the Officer as an officer or auditor of the company or of a related body corporate including, but not limited to:

(a) costs and expenses in defending any proceedings, whether civil or criminal, whatever

their outcome; or

(c) a Liability arising from negligence or other conduct.

14.5 Savings

Nothing in rule 14.2 or 14.4:

(a) affects any other right or remedy that a person to whom those rules apply may have in

respect of any Liability referred to in those rules;

(b) limits the capacity of the company to indemnify or provide or pay for insurance for any

person to whom those rules do not apply; or

(c) limits or diminishes the terms of any indemnity conferred or agreement to indemnify

entered into before the adoption of this constitution.


14.6 Contract

The company may enter into an agreement with any Officer to give effect to the rights conferred

by this rule or the exercise of a discretion under this rule on any terms as the directors think fit

which are not inconsistent with this rule.

15 Minutes

15.1 Contents of minutes

The board must ensure that minutes are duly recorded in any manner it thinks fit and include:

(a) the names of the directors present at each meeting of the company, the board and of

committees; and

(b) details of all resolutions and proceedings of general meetings of the company and of

meetings of the board and committees.

15.2 Signing of minutes

The minutes of a meeting of the board or of a committee or of the company, if signed by the

chairman of the meeting or by the chairman of the next meeting, are prima facie evidence of the matters stated in the minutes.

16 Inspection of records

16.1 Inspection by member

Except as provided by law, this constitution or as authorised by a directors’ resolution, a person

who is not a director does not have the right to inspect any of the board papers, books, records or documents of the company.

16.2 Access by director

The company may enter into contracts, and procure that its subsidiaries enter into contracts, on any terms the directors think fit, to grant a director or former director continuing access for a

specified period after the director ceases to be a director to board papers, books, records and documents of the company which relate to the period during which the director or former

director was a director of the company.

17 Notices

17.1 Method of service

(a) The company may give a notice to a member by:

(i) delivering it personally;

(ii) sending it by prepaid post to the member’s address in the register of members or

any other address the member gives the company for notices; or

(iii) sending it by fax or other electronic means to the fax number or electronic

address the member gives the company for notices.


(b) Where a member does not have a registered address or where the company believes that member is not known at the member’s registered address, all notices are taken to be:

(i) given to the member if the notice is exhibited in the company’s registered office

for a period of 48 hours; and

(ii) served at the commencement of that period,

unless and until the member informs the company of the member’s address.

17.2 Time of service

(a) A notice from the company properly addressed and posted is taken to be given and received on the day after the day of its posting.

(b) A notice sent or given by fax or other electronic transmission:

(i) is taken to be effected by properly addressing and transmitting the fax or other electronic transmission; and

(ii) is taken to have been given and received on the day of its transmission.

(c) Where a given number of days notice or notice extending over any other period must be

given, the day of service is not to be counted in the number of days or other period.

17.3 Evidence of service

A certificate signed by a director or secretary stating that a notice has been given under this

constitution is conclusive evidence of that fact.

17.4 Other communications and documents

Rules 17.1 to 17.3 (inclusive) apply, so far as they can and with any necessary changes, to serving any communication or document.

18 General

18.1 Submission to jurisdiction

Each member submits to the non-exclusive jurisdiction of the Supreme Court of the state or territory in which the company is taken to be registered for the purposes of the Corporations Act,

the Federal Court of Australia and the courts which may hear appeals from those courts.

18.2 Prohibition and enforceability

Any part of this constitution which is prohibited or unenforceable in any place is, in that place, ineffective only to the extent of that prohibition or unenforceability.


Report to Council FNQ Division

March 2014

1. Member Services:• No particular contribution to member services. Membership is currently 91. Survey is

currently being developed to gain membership preference for forum topics and type ofevent to inform event planning.

2. Professional Development:• FNQ has scheduled a workshop in July on Legislation Planning. Draft title “Green Fields

Environmental Legislation - Setbacks for the meek or Opportunity for the bold”.• Pit to Port event in Mackay is proposed.• Christmas drinks were held in Townsville (25 people), Cairns (12 people) and

Rockhampton (20 people).

3. Policy & Practice:• Contribution to GBR Strategic Assessments and plans• Developing submission on the Cape York Regional Plan with Lestar Manning (P&E Law)

4. Governance:• Financial position – credits at bank $13,523.10.• Last committee meeting was held on the 4 February 2014. Next meeting is scheduled for

12th March 2014.

5. Internal Relationships:• Ongoing efforts to ensure events are held at a range of localities and times to enable

access to as many members as possible.• Patrice Brown continues to develop Central Queensland sub-branch. This move is hoped

to facilitate more Central Queensland services.

6. External Relationships:• Continue to develop relationships with other organisations including the Planning Institute

of Australia & Engineers Australia to enable more shared events for members. A jointevent between CQ University, PIA and EIANZ is proposed for May 2014.

• All committee members are promoting membership through external networking; FNQdivision is looking to access national membership drive information to promote EIANZwithin the region.

• We are currently looking to increase our student membership with contacts within JCU.We have contacted JCU Alumni with the aim to use the existing communicationnetworks for distribution of information about upcoming events. Further events are beingorganised for Mackay and Rockhampton.

Kim Wright FNQ Divisional Councillor


Report to Council NSW Division

March 2014

1. Member services• An Engagement Forum with the Institute's President, General Manager, and Chair of

CEnvP is planned for Monday 7 April, to enable NSW members to have a say on theStrategy and proposed governance options.

• Eli Gallwey has started as NSW Division Secretariat. Hand-over has been slow owingto Eli’s other paid casual work requirements which are highly variable, and familyillness.

• Social media: The Division has now set up a Facebook page in addition to theTwitter account and LinkedIn Profile to assist with promotion of NSW event,legislative updates, and sustainability sector initiatives.

• A Survey is proposed to canvas member satisfaction and event training demand,for release in April 2014. A Project Plan with Aims and Objectives has beenprepared.

• Division Christmas Party had over 50 people in attendance. Approx. 40% were non-members. Great networking event.

2. Professional development• The Climate Change Adaptation Accreditation Workshops commence on 12 March

2014 with Module 1 “Applying the Science of Climate Change”. Good responserate received. The majority of participants are from local government. Majority arebooked onto all three L2A modules. GBCA, ISCA, CEnvP CPD points arranged, andIES accreditation achieved

• Social Assessments and Sustainably PEP held on 11 February. A panel of 5 eminentpractitioners discussed case studies and techniques currently being applied in thisfield. Discussions generated many ideas for future PEPs and other forums and wasvery well receivied. Thanks to Maartje Sevenster - Sevenster Environmental, HeatherNesbitt – GHD, Mette Kirk - Warringah Council, Danielle Mulder - Edge Environmentand Claire Tucker – Banarra. GHD Pty Ltd hosted the event.

3. Governance• The closing balance in the current account at 28 February 2014 was $72,346.76.

• Term deposit No 1: $32,992.38 for a term of 6 months, at 4.1% to be reviewed on 15May 2014

• Term Deposit No 2: $20,391.07 to be reviewed on 15 June 2014

• A new Division Treasurer is being sought. Current Treasurer, Rosie van Klinken, needsto hand over owing to other commitments.

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4. Internal relationships• STEPS: $5,000 committed to assist STEPS program with first tranche of workshops. Travel

costs also committed to support Nicole Brown launch STEPs in Sydney at a SECCevent, likely to be in April associated with the mentoring program.

• Inter-Division knowledge and event promotion sharing:

o Expert Witness Course details provided to WA Division (Carel).

o ACT Division events are being promoted through NSW Div LinkedIn, Twitterand email newsletters, which has led to more NSW members attending ACTevents.

o Facilitation of potential specialist field in Contaminated Sites with CEnvP andALGA/CRC Care

• CO Administration:

o Members are continuing to have difficulty logging into the EIANZ event website, as they often forget their passwords and rarely know their login name. AsA result, members need to contact Central Office which is a oftenunresponsive owing to the volume of enquiries. We would to change thelogin function which makes it compulsory to login in as a member overriddento avoid this problem.

o There are still ongoing membership database inaccuracies with memberupdates, particularly when members have left an organisiation and do notadvise CO of a new address.

• CEnvPo The proposed major NSW planning legislative changes have stalled. As a

result, stimulated demand for CEnvP in NSW may be affected as legislativechange would have been a big incentive for more practitioners to becomeCEnvPs.

5. External relationships• Work continues to progress the Learning to Adapt training initiative nationally, with

discussions about a Queensland delivery in collaboration with NCCARF. Tom Daviesis leading this through the Climate Change SIS (see separate SIS report)

• Conversations are being held with Department of Industry about sponsorship for aNational initiative.

• The Waste Management Association of Australia (WMAA), Australian WaterAssociation, EIANZ, Sustainable Engineering Society of Engineers Australia and theSustainable Remediation Forum collaborated on the first “Enviro Trivia Night” in 2013.NSW Division is planning to support this event again in 2014. The event is aimed atbeing an opportunity for networking and learning from allied fields for youngprofessionals in the environmental sector.

• Some members are committee members are concerned about EIANZ promotingprivate conferencing firms such as Akolade. Action request: We would like the GMand President to establish a clear view on EIANZ profile opportunities, and ourSponsorship and Endorsement Policy and report back to Council. Reasons being:

2


1) Typically the cost of attendance at these events is very expensive comparedwith EIANZ's annual conference. Do these events compete with members'annual conference allowance/personal budgets?

2) Colleagues have reported back that the quality of these events is somewhatmediocre. Do we really want to attach our brand with mediocrity?

3) The organisers heavily badger colleagues to be speakers or send delegates

4) These events undermine the phenomenal amount of volunteer time EIANZmembers give to conference organization, but making a profit from delegates.

Fiona Gainsford NSW Councillor

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Report to Council NT Division March 2014

1. Member Services:• As of the January 2014; 26 members registered with the NT Division, three associate

members and one fellow.

2. Governance:• The NT Committee is meeting next week to discuss the progression of our strategic plan.• Our bank balance is in the order of $10,651.

3. Internal Relationships:• Christmas drinks were held in December last year. Thirty members and potential

members signed up.

4. External Relationships:• We are continuing with our program to attract sponsors for our programs.

Jeff Richardson NT Divisional Councillor

Report to Council New Zealand Chapter

February 2014

Here is my report for the period 9 October 2013 to February 24 2014

1. Member Activities and Services

1.1 Membership: Membership numbers are continuing to increase albeit very slowly. We have had an increase of ten members over the last quarter to make a total of 129. We continue to have on-going problems reconciling the reports provided by central office with the records of the NZ-based membership secretary. The latest report from Central Office showed a membership for NZ of 121 (8 less than the actual) and this included names we have not heard of. This is of great concern because it means that NZ people are registering through the website with central office but the NZ Chapter is not being advised of that so no welcome is extended to them.

I have noted this problem in my previous two quarterly reports. The matter has been referred to our President in the hope something can be sorted at the meeting of the Executive 24/2/14.

The NZ Executive has finalised the job description and conditions of employment for the Membership Development position which the EIANZ Council agreed to help fund for the next 3 years. The contract has been drawn up and the Executive is now seeking suitable applicants for the position.

1.2 Branch Reports: - Canterbury: is consumed with the organising the annual NZ Chapter Symposium to be held in

Christchurch on 14 March. The topic is “Life on the Edge: Managing our rural/urban fringe environments”. Guest speakers include the Deputy Mayor of Christchurch, Morgan Williams (EIANZ Hon Fellow) and an Environment Canterbury Commissioner and Chancellor of Lincoln University.

- Wellington: On 2 March the Wellington branch is holding a garden party lunch for branch members and their families at Di Buchan’s place at Otaki Beach. A panel discussion on Biodiversity Offsetting is being organised for early April.

- Bay of Plenty: is planning on having four informal sessions on topics of interest to our members. The first will be held in early March and is on the implications of the proposed changes to the NPS for Freshwater Management. A water quality scientist and freshwater scientist from BOPRC will be presenting. These events will be open to members and non-members and also to interested New Zealand Coastal Society members. This branch is also planning to host another pre-Xmas pub quiz and maybe a mid-winter pub quiz as well.

Auckland: No action over the past quarter to report.

1.5 Students and Early Career Group: No action to report for this period

2. Professional Development:

CEnvP Five CEnvP interviews were held in January. Three more are scheduled for late February. The next intake that closes on 14 March will be the beginning of changes to the way NZ interviews are managed – panel interview dates will be pre-set at specific locations.

• Panels will be convened in Auckland, Wellington and Christchurch every intake. Panels can beconvened in Tauranga as required (once the intake closes). Interviews in other locations may be considered on a case-by-case basis.

• Dates will be set in advance and put on the CEnvP website• For those that sit on panels (ie. existing CEnvP’s) a request will go out prior to each intake closing

and you can lock the dates into your diaries. If there are no applicants in a particular location, the panel will be cancelled.

• Applicants will be required to travel to attend panels at their own cost.

STEPS Ian Boothroyd has been working on processes to facilitate the implementation of the STEPS programme in NZ. Di Buchan has been acting as a sounding board. We need a process that is suitable for New Zealand but compatible with the Australian approach. Much work still to be done. To date we have two people on a waiting list for the programme.

3. Policy & Practice:Ian Boothroyd coordinated the preparation of a substantial submission from the NZ Chapter to Ministryfor Environment on the Proposed National Policy Statement and Framework on FreshwaterManagement. Geoff Meadows, Di Buchan and Joh Taylor contributed. There is national concern aboutthe quality of the Policy Statement and the standards being proposed for water quality as well as thelack of effective guidance. The NZ Chapter submission was a substantial body of work which we hopewill be influential in the inevitable redrafting.Di Buchan has contributed to a sub-committee led by Lachlan Wilkinson reviewing the criteria forCEnvP Impact Assessment specialist criteria/

4. Professional Standards:Nothing to report

5. Governance:5.1 Executive MeetingsTwo teleconference meetings of the NZ Executive have been held since the last report and a face-to-face meeting of the full executive committee was held in Auckland in October. The focus of theAuckland meeting was the Business Plan for 2014 and beyond.

6. External Relationships:

Nothing to report

Dianne Buchan NZ Division


Report to Council TAS Division March 2014

1. Member servicesThere have been no events for members since the last report. Three events areplanned this year prior to the EIANZ conference: a lunchtime seminar on the EPBCassessment and compliance process in Launceston, a half day event on globalwarming and carbon auditing in June and another lunchtime seminar (topic still to bedetermined) in August. Another lunchtime seminar may be held in late November orEarly December.

2. GovernanceThe Tasmanian Division’s AGM was held on 19 December 2013. The elected divisioncommittee comprises:

Kathryn Pugh – president (and newsletter editor) Axel von Krusenstierna – vice president and council representative Evan Boardman - secretary Hugh Kerr – Treasurer Josie Kelman – assistant secretary Vanessa Mann – member and committee representative on the conference planning committee

Division committee meetings were held following the AGM and on 20 January 2014.

3. ConferenceThe 2014 EIANZ conference will be held in the Grand Chancellor hotel in Hobart from 29to 31 October. A separate committee has been formed to plan the conference and alocal conference organising company has been engaged to assist. The organisingcommittee met with the Institute President and Operations Manager on 30 January.Former EIANZ President, Michael Chilcott has kindly agreed to chair the conferenceorganising committee.

4. FinanceThe Division currently has a bank balance of approximately $12,000, sufficient funds forits day-to-day operations. The Division continues to employ a casual event organiser.

Axel von Krusenstierna Tasmania Councillor

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Report to Council ACT Division 28 March 2014

• Member Services:• ACT Divisional committee remain engaged with the revised governance structure review.

• Professional Development:The ACT Division delivered the following member services in the period:

• One-day forum on the environmental impact of light rail. Twenty-six registered participants alongwith five presenters . Event promoted on Twitter by Capital Metro ACT @CapitalMetroACT‘Project Director, Emma Thomas, presenting at EIANZ Environmental Impact of Light RailConference at ANU http://tinyurl.com/l5f74wo - 19 February 2014

• Forward programme of planned events include:o Joint event with the UN Association of Australia regarding the Great Barrier Reef and

World Heritage more generally. We're hoping to get a panel of speakers includingsomeone from IUCN (Aust) and WWF (Aust). - April.

o Workshop on the implications of the upcoming One-Stop Shop – 7 May 2014o Environmental impact of solar farms in the ACTo Environmental impact of kangaroos in the ACT

• Policy & Practice:

The Division has identified the following initiatives which require national support:

• Write to the Fair Work Commission seeking offering input to the review of the Professional EmployeesAward which is the employment award that applies to a majority of EIANZ members;

• Engage with the Australian Bureau of Statistics and request that the EIANZ be involved with the ABS’sEnvironment Statistics Program which contributes to meeting the demand for comprehensive andcoordinated information about Australia’s environment, focusing on key themes such as water, energy,land, waste and households and the environment; and

• Engage with the Australian Government’s Department of Employment and request that the EIANZ beinvolved with future updates of the job outlook report for environmental scientists?.

• Professional Standards:• Richard Sharp has continued raising the profile of the EIANZ and CEnvP in ACT Government

business procurement and professional service provision(see http://www.act.gov.au/browse/topics/business/environmental-issues/certified_environmental_practitioner_program_cenvp.). A narrative is being prepared that mayassist other divisions initiate similar profile raising in their jurisdictions.

http://tinyurl.com/l5f74wo

http://www.fwc.gov.au/index.cfm?pagename=awardsmodernFourYr

http://www.fwc.gov.au/documents/modern_awards/award/MA000065/default.htm

http://www.fwc.gov.au/documents/modern_awards/award/MA000065/default.htm

http://www.abs.gov.au/AUSSTATS/[email protected]/ViewContent?readform&view=ProductsbyCatalogue&Action=Expand&Num=5.1

http://www.abs.gov.au/AUSSTATS/[email protected]/ViewContent?readform&view=ProductsbyCatalogue&Action=Expand&Num=5.1


• Governance: The ACT Division committee is comprised as follows: President: Mark Williamson Vice President: Su Wild- River Councillor: Dugal McFarlane Treasurer: Richard Sharp Secretary: Elizabeth Buchan Members: Nathaniel O’Rourke, Walter Reinhardt, Paul Keighly, David Moore.

• Finances

As at 31 January 2014, the Division’s account balance was $11,731.85. The Division is awaiting notification and deposit from Central Office for 2nd quarter membership contributions. The division has scheduled committee meetings at 08:00 on the first Wednesday of each month.

• Internal Relationships: Ongoing participation in the students and early careers standing committee.

• External Relationships:

• The ACT Division has been active in establishing relationships between Central Office and the Minister for the Environment and the Department of the Environment. This culminated in President Jon Womersley and ACT VP Su Wild River meeting across the 26 Feb 2014 with Minister Hunt, First Assistant Secretary of Environment Assessment and Compliance Division, Dean Knudson and First Assistant Secretary of the Regulatory Reform Taskforce Kushla Munro. Achievements (as reported by Jon Womersley) included:

a. gaining a place at the top tier of consulted organisations in relation to the one-stop-shop reforms;

b. an opportunity to assist in delivering professional training to environmental practitioners across Australia with respect to the One Stop Shop;

c. interest in the STEPs program as concerning the assurance framework; and d. an invitation to provide input into the streamlining and efficient conduct of environmental

assessments. A range of follow-up actions requiring national input and ongoing coordination by the ACT Division are forthcoming.

Name Dugal McFarlane ACT Divisional Councillor

Gen Green 4 Australia

Page 1 of 4

Update on Learning to Adapt Training Program

For EIANZ NSW Division

4 March 2014


Page 2 of 4

1 Partners & Supporters 1.1 OEH The Impacts and Adaptation Team, Regional Operations Group, Office of Environment and Heritage have expressed an interest in proceeding as a Project Partner rather than commercial client. They approved a change to the project delivery schedule in October 2013 to accommodate delays in lining up speakers and have provided a number of expert speakers for the program. OEH have been briefed on project and have provided comments on the program. They have been invited to participate in the design of the evaluation.

1.2 GBCA Green Building Council of Australia have agreed to be a project supporter and have agreed to the terms of a letter of understanding. The nature of their support includes recognition of successful completion of the course through their Green Star scheme and access to their marketing channels.

1.3 ISCA Infrastructure Sustainability Council of Australia have agreed to be a project supporter and have agreed to the terms of a letter of understanding. The nature of their support includes recognition of successful completion of the course as an ISCA Master Class and access to their marketing channels. They have provided valuable feed back on the program and evaluation design.

1.4 IES Institute of Environmental Studies at UNSW have agreed to be a project supporter and have agreed to the terms of a letter of understanding. The nature of their support includes recognition of successful completion of the course by Issue of a Certificate of Attendance and access to their marketing channels. They have provided access to venue and catering at internal costs. In recognition of the administrative burden of this support EIANZ has agreed to a gift of $1000 to the IES Foundation in 2 instalments. EIANZ will also reimburse the internal venue and catering costs.

1.5 CenVP The Certified Environmental Practitioner Program has agreed to recognition of successful completion of the course under their CPD scheme.

2 Marketing & Enrolment There are 24 confirmed enrolments for the first module and one still to be confirmed (the Climate Council have said they will send someone in response to an offer of a complimentary registration, but have yet to provide a name). There are 23 confirmed enrolments for Modules 2 and 3, this is expected to grow as enrolments still have some time to run. Maximum class size is 30.

Ticket sales grew steadily from mid December, when marketing started, peaking at 11 tickets on the last day of sales. The spread of enrolments indicates that a number of the marketing channels have been successful, this will be confirmed during evaluation. 10 of the participants are EIANZ members, 4 have claimed partner discounts(GBCA & ISCA). 8 participants are from local Government, 8 from consulting firms, 3 from Transport for NSW and 5 are private or micro businesses.


Page 3 of 4

Enquires as to whether the course would be conducted in Perth, Brisbane, Melbourne and repeated in Sydney have been received.

3 Learning Program A completed learning program, including session plans and resources lists was submitted to the Client Representative in December 2014.

3.1 Assessment and accreditation The learning program has been endorsed by all partners and supporters. It has been designed to allow assessment and accreditation under the Australian Qualifications Framework as a post-‐graduate vocational course. Auspicing services would be available from Registered Training Organisations at a cost. UNSW have also indicated that they may be able to recognise the course under their Masters of Environmental Studies program, although this would require Faculty approval and would take considerable time. Currently the course is recognised by the CEnvP, GBCA and ISCA professional development schemes. No formal assessment is required for this.

3.2 Speakers Speakers for all three modules have been confirmed with the exception of a speaker from NSW Treasury in June. The speakers are of a very high calibre as can be seen in the bios given in the Participant’s Guide.

3.3 Omnium Platform An on-‐line learning platform has been established to facilitate team building amongst the participants, sharing and discussion of resources including pre-‐course readings and collaboration on work-‐based projects. The platform, Omnuim, is freeware designed by the UNSW School of graphic arts. It is intuitive, visual and learner centred. At a small cost UNSW Graphic Arts have tailored the platform for Learning to Adapt and provided coaching on the most effective use of this resource.

3.4 Additional facilitator As specified in the original Proposal and budget for class sizes above 15 an additional facilitator is required for each of the training days. On the day the additional facilitator will assist with registrations, participant inquires, venue liaison, speaker liaison and the facilitation of break-‐out group. Sustainably Pty Ltd has sourced an additional facilitator, Judy Turnbull, who is experienced in event & stakeholder management and holds qualifications in training. Her CV is attached.

4 Budget 4.1 Variation A variation to the agreed proposal has been submitted for approval. This covers activities additional to those in the proposal, specifically:

• Collaborative partnership management• Marketing support• Administration of payments and enrolments

The cost of the additional services are $4,800 + GST.

Climate change specialist guidance notes

CEnvP Climate Change specialisation

Application Guidance notes The Certified Environmental Practitioner (CEnvP) has implemented specialist certification categories to recognize specialist areas of practice requiring unique subsets of competence and ethical standards. Climate Change practitioners require specialist knowledge, experience and skills that they can apply to the field whether it is broadly science, mitigation or adaptation. The establishment of a specialist Climate Change (CC) certification under the CEnvP Scheme will help promote sound CC practice by recognising ethical and professionally competent CCs within Australia and New Zealand. This should lead to improved confidence and outputs in professional CC practice. A CEnvP CC Specialist applicant must first meet the fundamental requirements for CEnvP certification. It is not necessary to be a CEnvP at the time of application.

Minimum criteria for CC specialist certification CC Specialist requirements are: A tertiary qualification that includes core elements of CC study. Ten (10) years of relevant learning from experience would be acceptable in lieu of a tertiary qualification; Professional work experience of ten (10) years, a minimum of five (5) years must be climate change specific, and of those, at least three (3) years must be supported by evidence; An a p p lic a tio n su mmary, Curriculum Vitae (CV), list of documents and five (5) selected documents. The summary will explain your role and responsibilities and demonstrate how proficiencies for CC practice were achieved. The CV, list and examples will be supporting evidence. Two (2) signed Referee Reports from nominees in climate change practice, one must be external to your current workplace. These will attest to the applicant is a respected, proficient, ethical and active member of the profession A list th re e (3) re fe re e s w illin g to vo uch for your skills, performance and professional conduct. They should include the two referees completing reports above; A sig ne d c o m m itm e n t to sp e c ia list C PD re q u ire m e n ts. 50% o f yo u r 100 p o in ts o f CEnvP CPD every two (2) years must be directly related to climate change practice; A signed statement of ethical conduct;

lta2 - guidance notes for cc specialists final draft Certified Environmental Practitioner – an initiative of the EIANZ Page 1

A signed Statement of Claim, witnessed by an Authorised Signatory, stating that all the information you have given is true, accurate and complete; and,

A completed Application Form with application fee.

Certification objective At application and over time, a practitioner will need to demonstrate practice that is likely to improve our climate or help adaptation to a changing climate.

Key proficiencies of CC specialists

Proficiencies will evolve over time. The proficiencies listed in Attachment A are in draft form and should be referenced in a written application, at interview and in Continuous Professional Development. Proficiencies are aligned to EIANZ’s Staged Training of Environmental Professionals (STEPs) program.

Notes for a CC specialist applicant who is currently CEnvP

Please see the Completed Application Checklist in Attachment B for the required documentation.

A single non refundable CEnvP Specialist Certification fee applies. It is due upon submission of the required documentation and will allow the application to be considered.

Notes for a concurrent CC specialist and CEnvP applicant

A practitioner applying for both CEnvP and CC Specialist certification must be deemed eligible for standard CEnvP certification before being assessed for CC Specialist certification eligibility. Where possible, both applications will be assessed at the same interview. A new CEnvP applicant cannot be recommended for CC Specialist certification without being certified for Standard CEnvP.

Please see the Completed Application Checklist in Attachment B for the required documentation for CC specialist.

A single non refundable CEnvP Certification Application fee PLUS the Specialist Certification fee applies (see http://www.cenvp.org/apply/payment/ for fees table), and is due upon submission or application in order for a candidate’s application to be considered.

Completing an application

An application will include Parts A to H, as summarised in the Completed Application Checklist in Attachment B and explained in detail below.

Part A: Administration & Payment lta2 - guidance notes for cc specialists final draft Certified Environmental Practitioner – an initiative of the EIANZ Page 2

Complete a separate application form in full and forwarded with: the a p p lic a tio n fe e sup p o rting e vid e nc e o f c la im (complete with signatures and certified copies of qualifications)

Completed application forms can be submitted by Post, online or via email. Details below: POST: Forward whole application to: Certified Environmental Practitioner Scheme Suite 16, 79 High Street Kew VIC 3101 AUSTRALIA

Online: Upload your scanned application form to http://www.cenvp.org/applications.php#upload. Remember to enter your Full Name in the ‘description’ box. Note: you will still need to post the witnessed Statement of Claim and Certified copies of your qualification documents to the address above. Both items will need the original certifying/witness signatures on the hard copy.

Email: Email your application to [email protected]. Note: you will still need to post the witnessed Statement of Claim and Certified copies of your qualification documents to the address above. Both items will need the original certifying/witness signatures on the hard copy.

Please ensure that all parts are completed and signed where indicated. Incomplete or flawed applications will be delayed until all missing materials are received, and may result in an application being held until the following intake.

Part B: Educational qualifications

Have either a tertiary qualification that includes core elements of CC study or ten (10) years of relevant learning from experience

The tertiary qualification may be for example an environmental, economic, social, science, engineering, accountancy, health degree that included climate change courses or electives. Verification of climate change content will be provided, e.g. a transcript or academic record.

Evidence of qualifications in the form of original documents or certified copies is required. For authorised signatories see:

• Australia: http://www.ag.gov.au/statdec and,• New

Zealand: http://www.legislation.govt.nz/act/public/1957/0088/latest/DLM314584.html#DLM314584

The certified copy with original signature must be posted to CEnvP.

Because CC is a young profession, some CC practitioners may not have a suitable tertiary qualification. They may have learnt either by doing, e.g. policy development, fire management, or have studied before qualifications were available. They will need to verify that they have developed skills over at least 10 years of on-the-job learning (see Part E).


http://www.ag.gov.au/statdec

http://www.legislation.govt.nz/act/public/1957/0088/latest/DLM314584.html%23DLM314584

http://www.legislation.govt.nz/act/public/1957/0088/latest/DLM314584.html%23DLM314584

Current CEnvPs applying for Specialist Certification do not need to provide evidence of their educational qualifications.

Part C: Statement of Ethical Conduct

Complete an ethical conduct form

Ensure that the separate form is fully completed, and you have signed and dated in the relevant boxes showing you have understood and agree to abide by the EIANZ Code of Ethics.

Part D: Referees

List three (3) respected professionals who are willing to support the application and two (2) of which will provide reports

Three (3) respected climate change practitioners willing to act as referees are required. Each must have known the applicant for at least two years. They should be familiar with the applicant’s skills and attributes as they relate specifically to CC practice, ethics and professional integrity.

At least two (2) nominees should be CC specialists who would be eligible to apply for CEnvP CC Specialist themselves, and are required to complete the Referee Reports (see Part G).

One of the referees writing a Referee Report must be external to the applicant’s current place of work.

PART E: Work Experience

Have ten (10) years of professional experience, a minimum of five (5) years must be climate change specific, and of those, at least three (3) years must be supported by evidence

The minimum requirement is ten (10) years of full time equivalent experience of which five (5) years must be in the functional areas of CC practice. For those without tertiary qualifications, the five (5) years of CC practice is extended to ten (10) years. Full time work is defined as thirty five (35) hours or more per week. Part-time work, volunteer work and work conducted during study may also be recognised where appropriate.

Refer for more details to the proficiencies in Attachment A.

A shorter period may be allowed on an exceptional basis where an applicant: • can demonstrate that their previous work history has enabled them to

develop proficiencies adaptable to CC, and that they have acquired a level of proficiency in CC at least equivalent to that normally obtained by a person with the required work experience; and,

• meets all other CC certification criteria.


Demonstration of work experience and professional competencies is shown by work verification signatures for 10 years of professional practice and a current detailed CV. The experience claimed for the minimum 10 years must be fully relevant to management and improvement of the environment (5 years must be CC specific), and 3 years should be independently verified by signature (e.g. current or former employer, senior colleague, referee who knew you at that time). These individuals may be contacted by the CC Panel or Certification Board. Nominate a maximum of 3 areas of Environmental Practice if you are also applying for CEnvP. The nominated areas will be used to assess your eligibility for CEnvP and once certified these nominated areas will be used in online profiles and directories. PART F: Continuing Professional Development Sign a commitment to specialist CPD requirements. 50% of your 100 points of CEnvP CPD every two (2) years must be directly related to climate change practice Standard CEnvP Continued Professional Development (CPD) requirements require that once accepted for certification, applicants must keep a log of professional development undertaken and accrue 100 points every two years. CC Specialist CPD requirements are that at least 50 points are related to CC practice such as researching latest trends and contributing to the field’s higher level processes, policy and strategy. A guide with examples is provided in the CEnvP Continuing Professional Development Log available at www.CEnvP.org/apply. Any recent CPD activity may be provided on a log to support your application. Certification will be reviewed every two years. At this time, the applicant will need to provide evidence of CPD and a statement verifying any changed circumstances including employment and ethical conduct. PART G: Further Evidence of Claim Supply further evidence in the form of:

• An application summary • A list of documents • Two (2) referee reports • A Curriculum vitae (CV) • Five(5) reference documents

Application summary The summary will explain your role and responsibilities and demonstrate how you achieved CC proficiencies in the 5 examples you submit. You may also summarise other evidence such as the documents you have listed.


http://www.cenvp.org/apply

Document list

A list of documents will be attached to the Application Summary and will list the 5 examples submitted, other work that could be drawn upon to support your application, the CV, 3 nominated referees, noting which have provided reports.

Referees

The applicant will include information on referees’ qualification, employment and relationship to the applicant. For suitability of referees, see PART D Referees.

Referee Reports

Specialist Certification applicants will provide at least two Referee Reports.

Reports must cover the applicant’s skills and attributes as they specifically relate to CC practice, ethics and professional integrity, and must be completed on the official CEnvP Referee Report Form available at www.CEnvP.org/apply.

Note, the Referee should follow the instructions and complete all questions separately as marked on the Form, otherwise there may be delays in your application if we need to follow up. The document must be signed by hand, as electronic signatures are not acceptable.

Educational Qualifications

Qualification needs are explained in PART B Educational qualifications.

The CV you submit with your application will be detailed and describe experience, roles and responsibilities, skills, outcomes, achievement, citations (evidence in journals, articles, reports, books etc), presentations etc.

Five Examples of Professional Proficiency

Skills, knowledge and experience contributing to proficiency are described in PART E Work Experience.

A minimum of five (5) selected documents will provide supporting evidence for your application. Signatures are explained in PART E. The size of documents sent electronically should be restricted to 7MB and specifically to your contribution.

The Registrar and/or Assessment Panel will indicate, when arranging Assessment Panel interviews, which documents should be brought to the interview. Documents are likely to be one or more of the 5 selected but may also be other listed documents.

Additional Supporting Materials

Information may include but not necessarily be limited to testamurs, academic records, publications, citations, reports, training records, record of CPD activities undertaken, written statements of service, or information supplied by a witness,


http://www.cenvp.org/apply

associate or referee. For CPD requirements, refer PART F: Continuing Professional Development.

PART H Statement of Claim

A signed (and witnessed) Statement of Claim covering qualifications, experience, ethics, commitment and accuracy of materials provided to the certification board.

All applicants are required to sign a statutory declaration that the materials they have provided are accurate and complete in the presence of an appropriately authorised witness (e.g. Justice of the Peace or other relevant qualification in the jurisdiction).

Please see http://www.ag.gov.au/statdec for suggested Authorised Signatories in Australia, and http://www.legislation.govt.nz/act/public/1957/0088/latest/DLM314584.html#DLM314584 in New Zealand.

Application process

Applications will be sought and processed in batches biannually. Applicants can expect a period of up to two months before they are notified of a requirement to attend an interview. Typically, March and September intake interviews are held in May and November, respectively. Application processing times typically take around 6 months, but may take up to 12 months, particularly where an insufficient or incomplete application is provided. The application process is summarised in Figure 1.

CEnvP Certification Board & Assessment Panels

A Certification Board oversees the Certification process and is made up of respected environmental practitioners from Australia and New Zealand.

The Certification Board is supported by Assessment Panels. The panels consist of panel members who will undertake a detailed assessment of applications and conduct assessment interviews. CC Panel will be setup and administered by CC SIS Executive. Panel members are highly respected CC professionals who are known for their proficiency and ethical behaviour.

The Assessment Panel will convene to consider a number of applications at the one time and provided all relevant information is provided with the application, make arrangements for an interview with the applicant. The applicant will be advised of the time and place for the interview and what additional documentation must be brought to the interview to be verified by the Panel (for example testamurs, certificates, etc.). At the assessment interview, candidates will be asked questions relating to experience, competence and ethical conduct. It will also be an opportunity for the panel to sight documentation. The interview will take approximately 1 hour.

Following the interview, the Panel will recommend acceptance or rejection of the application to the Certification Board, who will then ratify the decision or otherwise and advise the applicant.

Commented [S1]: CEnvP and CC panel to confirm this.

Commented [S2]: CEnvP and CC SIS Exec to confirm this


Applications to the Certification Registrar Applications assessed by the Certification Registrar (for completeness and preliminary checks). Applicants advised of receipt and if any further information is required. Applications sent to CC Assessment Panel and to the Certification Board. CC Assessment Panel assesses application and convenes assessment interview. Makes recommendation to the Certification Board. Recommendation accepted or rejected by the Certification Board. Board (through the Certification Registrar) notifies the applicant as to whether their application has been accepted or otherwise. If successful and on payment of certification fee, Certificate and Registration Card will be sent to the applicant, and the applicant’s name will be added to the publicly-available register of CEnvP professionals If an application is rejected, the applicant can lodge an appeal to the CEnvP Certification Board. Figure 1: Application Process C E N V P – BUILDING THE ENVIRONMENT PROFESSION IN A USTRALIA AND NEW ZEA LAND

Payment of fees

The returned application form must be accompanied by the non-refundable application fee (refer to table on www.cenvp.org/apply/payment or page 3 of the application form). The Certification Registrar will record details of the application in a management database and carry out preliminary checks to ensure that the application is ready to be forwarded to an Assessment Panel. An advice of receipt of the application will be sent to the candidate. In the case of an incomplete application, it will be referred back to the candidate for correction.

Application fees are non-refundable unless it is obvious to the Registrar that the applicant cannot meet certain criteria, in which case the application will be returned to the applicant together with a portion of the application fee.

If the application is successful applicants will be certified on receipt of their annual certification fee.

Specialist Certification renewal fees are in addition to standard CEnvP renewal fees. Annual Renewal Fees are due at the outset of each calendar year.

Post-nominal designation

Upon certification the additional qualification of Certified Environmental Practitioner Climate Change Specialist, or “CEnvP (CC Specialist)”, will follow a professional’s name denoting a peer recognised level of ethical and professional proficiency in climate change.

Commented [S3]: Same flow diagram as in IA specialist with the IA acronym replaced by CC

Commented [S4]: To be confirmed by CEnvP Board and CC SIS Exec

Commented [S5]: To be agreed by CEnvP Board and CC SIS Exec


Further information

For further information regarding the completion of this application form please contact the Registrar at: CEnvP Program:

Tel:+ 61 (0)3 9001 6948 Suite 16 Fax: +61 (0)3 9853 5030 79-83 High Street [email protected] Kew, VIC 3101 www.CEnvP.org Australia

Completed Application Checklist

In order to ensure your application has been filled out correctly and completely, please tick the Completed Application Checklist below.

Current CEnvP Applicants should submit items listed in Column A.

New Applicants applying for both CEnvP and Specialist Certification concurrently should submit items listed in Column B.

A B Have you included: PART A : ADMINISTRATION Ap p lic a tio n Fe e & Na tu re o f Wo rk PART B : EDUCATIONAL QUALIFICATIONS - Ev id e nc e o f e d uc a tio na l q u a lific a tio ns (m u st b e C e rtifie d C o p ie s, se e Pa g e 3). PART C : STATEMENT OF ETHICAL CONDUCT - Sig ne d sta te m e n t o f e th ical conduct and agreement to abide by the EIANZ Code of Ethics PART D : REFEREES De ta ils o f 3 no m in a te d re fe re e s wh o a re re sp e c te d e nv iro n m e n ta l p ro fe ssio na ls including their: Q ua lific a tio ns C u rre n t p o sit io n Re la tio nsh ip to the a p p lic a n t C o n ta c t d e ta ils If re fe re e is a lso liste d o n Pa rt E, ha ve the y sig ne d Pa rt E?

PART E : WORK EXPERIENCE Ve rific a tio n o f wo rk e xp e rie nc e w ith sig n a tu re s o f ve rifie rs Ha ve yo u g o t sig na tu re s fo r a t le a st 10 ye a rs o f p ro fe ssio n a l wo rk e xperience, with at least 5 years specifically in CC practice? PART F : COMMITMENT TO CONTINUING PROFESSIONAL DEVELOPMENT Sig ne d c o m m itm e n t to a m in im u m o f 100 p o in ts o f p ro fe ssio n a l d e ve lo p m e n t over a 2-year period PART G : FURTHER EVIDENCE OF CLAIM Have you summarised your application? Have you listed each item supporting your evidence of claim? Re fe re e re p o rts fro m a t le a st 2 o f yo u r no m in a te d re fe re e s, w ith a le a st o ne fro m an external referee

Commented [S6]: This is the same as IA checklist with IA replaced by CC and Part G expanded by one line.


from outside your current workplace, that are: C C specialists, who themselves would be eligible to apply for CEnvP CC Specialist c o m p le te d o n the fo rm p ro v id e d a t ww w .C EnvP.o rg / a p p ly sig ne d (p ro v id ing e v id e nc e tha t the re fe re e is a wa re o f the p u rp o se o f he r/ h is

report) De ta ile d c urriculum vitae including at least the last ten years of working experience Five Examples of Professional proficiency. A list o f re c e n t C o n tin u ing Pro fe ssio n a l De ve lo p m e n t a c tiv it ie s. C PD fo rm is provided at www.CEnvP.org/apply . PART H : STATEMENT OF CLAIM STATUTORY DECLARATION A sig ne d a nd w itne sse d Sta te m e n t o f C la im , th a t is: In it ia lle d in the a p p ro p ria te b o x to ind ic a te yo u r Sta te / ju risd ic t io n Witn e sse d b y a n a p p ro p ria te ly q ua lifie d a u tho rity (se e p a g e 6)

Inc lu d e s the w itn e ss’ qualification to witness statutory declarations in a legible format


Attachment A - Proficiencies for Climate Change practitioners (draft) The table below defines core and enabling proficiencies for Climate Change practitioners working in the fields of Adaptation, Greenhouse Gas (GHG) Quantification and GHG Verification. They are early draft proficiencies only to guide practitioners in their application.

STEPs Climate Change (Adaptation) Climate Change (GHG Quantifier) Climate Change (GHG Verifier) Core proficiencies

Environmental Awareness

Understands current climate projections and climate science at global and local levels

Understands the environmental, political, social, cultural and economic context of their work

Understands the environmental, political, social, cultural and economic context of their work

Understands and uses the right tools for effective climate adaptation decision making, e.g. understands principles for developing adaptation pathways

Understands and uses the right tools for effective environmental decision making

Understands and uses the right tools for effective environmental decision making

Understands relevant legislation and compliance measures

Understands greenhouse gas, energy, accounting and mitigation legislation and compliance measures, including voluntary programmes’ compliance requirements

Understands greenhouse gas, energy, accounting and mitigation legislation and compliance measures, including voluntary programmes’ compliance requirements

Environmental Ethics

Makes decisions and acts in a professional and ethical way



Gives impartial and forthright advice, justifying their own position when needed

Gives impartial and forthright advice, justifying their own position when needed

Draws impartial, independent and unbiased conclusions, substantiating their own position when needed

Resolves ethical issues in line with accepted standards and practices

Resolves ethical issues in line with accepted standards and practices

Confirms independence and conforms to ethical standards and requirements in line with accepted standards and practices

Policy & Planning

Uses appropriate policies, systems and frameworks in decision making

Uses appropriate international standards, policies, systems and frameworks in decision making

Uses appropriate international standards, policies, systems and frameworks in decision making


STEPs Climate Change (Adaptation) Climate Change (GHG Quantifier) Climate Change (GHG Verifier) Understands and uses the right tools for effective climate adaptation decision making

Understands and uses the right tools for effective decision making, including required competencies of the individual / team

Understands and uses the right tools for effective decision making, including required competencies of the individual / team

Identifies and complies with regulatory and legislative obligations



Analysis & Risk assessment

Undertakes objective and systematic analysis and draws accurate conclusions based on evidence



Understands and uses impact and risk assessment tools, techniques and methods, e.g. AS5334, ISO31000

Understands and uses risk assessment tools, techniques and methodologies during quantification.

Understands and uses verification or assurance planning risk assessment tools, techniques and methods, in line with standards

Collects, analyses and interprets data effectively

Collects, analyses and interprets data effectively to reduce uncertainty

Analyses and interprets data effectively to plan the verification or assurance.

Evaluates data to inform decision making

Evaluates data to inform decision making

Evaluates data to inform decision making both qualitatively and quantitatively.

Enabling proficiencies

Decision Making

Analyses problems and finds effective and targeted solutions



Understands the strategic and organisational context of their work



Uses risk and opportunity assessment and understands methods for assessing costs and benefits of potential adaptation strategies

Can prioritise what is important Can prioritise what is material and still meet the verification / assurance standards.

Applies sound reasoning and judgement to decision making

Applies sound reasoning and judgement to decision making

Applies evidence-based judgement to decision making

Can adapt to change and explore innovative solutions

Can adapt to change and explore innovative solutions

Can adapt to change and manage conflict resolutions effectively during the verification / assurance.

Works in a professional way Works in a professional way Works in a professional way


STEPs Climate Change (Adaptation) Climate Change (GHG Quantifier) Climate Change (GHG Verifier)

Professional Practice

Able to assemble and work with a team of relevant technical and professional experts

Understands how to work in and be part of an organisation

Understands how to work with an organisation and maintain independence.

Plans and manages work and projects effectively and efficiently

Plans and manages work and projects effectively and efficiently

Plans and manages the verification including team members effectively and efficiently

Understands what is expected and delivers what is required



Reflects and learns from the experience of others and from their personal performance



Has the appropriate technical skills to do their job

Has the appropriate technical skills to do their job

Has the appropriate technical skills to do their job, or to identify the need for a subject-matter expert

Communication

Identifies and uses effective and appropriate communication methods



Can identify and consult with stakeholders



Can write well in a range of formats Can write well in a range of formats Can write well in a range of formats Understands how to communicate within the reporting and delegation requirements of their organisation

Understands how to communicate within the reporting and delegation requirements of their organisation

Understands how to communicate within the reporting and delegation requirements of their organisation


2013 Annual Information StatementEnvironment Institute Of Australia & New Zealand Inc39364288752

Section A: Charity Information

1. What is your charity's Australian Business Number (ABN)?

39364288752

2. What is your charity's legal name?

Environment Institute Of Australia & New Zealand Inc

3. Are there any other names your charity is known by (such as a trading name)?

EIANZ

4. What is your charity's address?

Email [email protected]

Postal address

GPO Box 211MELBOURNE VIC 3001

Business address

Suite 109685 Burke RoadCAMBERWELL VIC 3124

5. What is your charity's contact and address for service?

Contact

Title Ms

Family name Young

Given name Anne

Other given name Maree

Date of birth 31/01/1957

Daytime number 03 9654 7473

Mobile number 0413 112 200

Address for service

Email [email protected]

Postal Suite 109685 Burke RoadCAMBERWELL VIC 3124

6. Does your charity have a financial year ending 30 June?

Yes

Page 1 of 5

Section B: Activities

11. Has your charity conducted any activities in the last financial year?

Yes

12. Main activity:

Environmental activities

General activities:

Economic, social and community developmentEnvironmental activitiesInternational activitiesOther activity: Seminar and networking events for environmental practitioners

13. Describe how your charity pursued its charitable purposes in the last financial year:

Our organisation services the professional needs of environmental practitioners throughout Australasia

14. Is your charity going to change the way it pursues its charitable purposes in the next financial year?

No

What changes are planned?

15. Who was helped by your charity’s activities in the last financial year?

General community in AustraliaOthers not listedOther beneficiaries your charity helped last financial year: Environmental Practitioners

On what date does your financial year end?

30/06

7. Based on your revenue for the last financial year, what is your charity size?

Medium: Revenue of $250,000 to $999,999

8. What are the charitable purposes of your charity?

Other purposesEnhance the professional standing of environmental practitioners

9. If your charity’s charitable purpose is the advancement of religion, do you meet the criteria of a ‘basic religious charity', as set out in the Australian Charities and Not-for-profits Commission Act 2012 (ACNC Act)?

Not Applicable

10. Is your charity part of a reporting group that has been approved by the ACNC?

No

Page 2 of 539364288752 Environment Institute Of Australia & New Zealand Inc

2013 Annual Information Statement

Section C: Resources and operating locations

16. What is the number of paid employees and unpaid volunteers who worked for your charity during the last pay period of your last financial year?

Full time employees 2Part time employees 2Volunteers 85

17. Indicate where your charity operated during the last financial year.

ACTNSWNTQLDSATASVICWAPlease list the relevant countries NEW ZEALAND



Section D: Reporting and regulatory obligations (This section is optional)

18. Did you have a corporate or financial reporting obligation to a Commonwealth department or agency over the last financial year?

No

Commonwealth department or agency name and relevant program

19. Apart from any corporate reporting obligation you may have to a state or territory regulator (under associated incorporations or cooperatives legislation), did you report to any state or territory department or agency over the last financial year?

No

Please indicate which state or territory you had non-corporate reporting obligations to.

20. If you had corporate or financial reporting obligations to a Commonwealth, state or territory department or agency in the last financial year, how many hours do you estimate your charity spent completing these reporting obligations over the last 12-month period?

Approximate hours spent reporting by paid staff

0

Approximate hours spent reporting by unpaid volunteers

0

Total hours spent reporting

0

Upload your financial report for the last financial year.It is optional for all charities to submit a financial report for the 2013 financial year. For the 2014 financial year onwards, your charity's size will determine if you are required to provide financial reports.



Section E: Declaration

It is a serious offence to give false or misleading information. Penalties may be imposed.

21. Who is the person signing this declaration?

Title Mr

Family Name Paul

Given Name Keighley

Other Given Name

22. Phone number

Business hours 02 6275 9816

Mobile Number 0415 983 330

23. Email Address [email protected]

24. Position Held Secretary

ABOUT THIS STATEMENT An incomplete statement may delay processing and we may ask you to complete a new statement.

PrivacyThe Australian Charities and Not-for-profits Commission (ACNC) is required to handle infomration we collect in accordance with the Australian Charities and Not-for-profits Commission Act 2012 (the ACNC Act) and the Privacy Act 1988. For more information about our information-handling policies please see acnc.gov.au or contact us. The ACNC is authorised by The ACNC Act to collect the information requested in this statement. We may use information we collect to help us administer The ACNC Act, update our records about your organisation, maintain the ACNC Register or provide information to other government agencies when authorised to do so.

25. DeclarationResponsible person' has the same meaning as 'responsible entity' under s.205-30 of the ACNC Act. A responsible person is a person (or in some limited cases an organisation) responsible for directing a charity, and who is a member of the charity's governing body (including directors or committee members) or who is a trustee (including insolvency trustees or administrators).

You selected the:

Authorised person's declarationWe accept that you are authorised to sign on behalf of the charity if you:

• are a responsible person of thecharity, or

• hold a position in the charity whichgives you authority to do so.

I declare that:• I am authorised to sign on behalf of

the charity whose ABN appears on this form about the contents of this form, and

• the information given on this form andany attached document is true and correct.

Date submitted: 13/03/2014



Membership report - 14 March 2014Membership Renewals - December 2013 - 14 March 2014

From FNQ SEQ NSW ACT VIC TAS SA WA NT NZ O/S Total31/03/2013 0 0 2 0 0 0 0 0 0 0 0 230/06/2013 3 16 26 3 1 2 8 9 1 0 1 7030/09/2013 0 10 7 3 3 2 0 3 0 0 0 2831/12/2013 2 10 7 1 0 0 0 0 0 0 0 2031/03/2014 4 14 11 3 9 0 1 2 1 0 0 45

9 50 53 10 13 4 9 14 2 0 1 165

New Members - December 2013 - 14 March 2014Student Retired Assoc Full Fellow Total

FNQ 0 0 0 1 0 1SEQ 5 0 4 19 0 28NSW 1 0 3 13 0 17ACT 2 0 0 2 0 4VIC 2 0 1 6 0 9TAS 0 0 0 2 0 2SA 0 0 3 3 0 6WA 1 0 3 1 0 5NT 0 0 0 3 0 3NZ 0 0 0 4 0 4O/S 0

1 0 6 11 0 79

Institute Membership at 20 February 2014FNQ SEQ NSW ACT VIC TAS SA WA NT NZ O/S Total

Student 1 52 32 9 18 2 5 5 0 5 0 129Retired 2 7 5 2 3 0 1 2 0 0 0 22Associate 12 64 31 8 22 3 7 13 3 8 1 172Full 79 499 318 61 175 33 77 128 26 111 14 1521Fellow 1 16 8 5 14 1 4 2 1 4 1 57Life 0 1 0 1 1 0 1 0 0 0 0 4

95 639 394 86 233 39 95 150 30 128 16 19054.99% 33.54% 20.68% 4.51% 12.23% 2.05% 4.99% 7.87% 1.57% 6.72% 0.84% 100.00%

EIANZ Correspondence Log - November 2013 - December 2014

Date To From DetailsIncoming

16/12/2013 EIANZ Mackinnon Jacobs EIANZ as Registrable Australian Body13/02/2014 EIANZ Dept of the Environment Professional Standing of Environmental Practitioners

To From DetailsOutgoing

6/03/2014 Bovill Risk & Insurance Consultants Jon Womersley Insurance Offering - Response24/02/2014 Minister for the Environment Jon Womersley Invitation to Speak at EIANZ Conference 20/12/2013 Regulatory Reform Taskforce Jon Womersley EIANZ Representations on EPBC Act Assurance Arrangements10/12/2013 Minister for the Environment Jon Womersley Submission on Queensland Assessment Bilateral Agreement

9/12/2013 RMIT University Jon Womersley Letter of thanks for hosting EIANZ office accommodation12/11/2013 Consumer Affairs Victoria Paul Keighley Submission of financial statements for FY ended 30/6/13

7/11/2013 Konstantinos Kariotoglou Jon Womersley Letter advising the result of Code of Ethics Hearing

AGENDA - EIANZ

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