Victoria's approximately 1,200 committees of management of crown land reserves perform a valuable community service.

DELWP provides the guidance below to assist committees to perform their role. Committees can also contact their local DELWP regional office or phone the customer care centre on 136 186.

Who is this guidance for?

The guidance on this page is for small (category 3) committees that manage reserves for their local community.  

If you are a committee member of a small (category 3) committee, this is your one-stop-shop. There is no need to use the other support modules on On Board.

Note that:

  • Large (category 1 and 2) committees that manage reserves of regional or state-wide significance have additional obligations and should use the guidance notes and model policies in the support modules for major DELWP agencies.
  • Category 4 committees, such as incorporated associations, may, depending on the committee, find the guidance for category 3 committees or the guidance for category 1 and 2 committees more applicable and useful to them.

If you wish to check which category your committee is in please contact your local DELWP regional office or see the Categorisation Framework (below).

Guidance notes

These guidance notes:

  • should be read by all new committee members
  • will help experienced committee members to keep up-to-date
  • are useful for anyone thinking of joining a committee.

Help from DELWP

Lists the key guidance notes, model policies, guidelines and other resources available from DELWP to assist you and your committee.

Help from DELWP (PDF, 311.3 KB)
Help from DELWP (DOCX, 103.8 KB)

Meetings and decisions

An easy-to-read guide on:

  • how committee meetings must be conducted
  • how decisions must be made.

Meetings and decisions (PDF, 195.2 KB)
Meetings and decisions (DOCX, 112.3 KB)

Conflict of Interest

An easy-to-read guide on:

  • how to recognise conflicts of interest
  • how they must be declared and managed.

Conflict of Interest (PDF, 421.7 KB)
Conflict of Interest (DOCX, 113.9 KB)

Code of conduct (including gifts)

Committee members must maintain certain ethical standards. For example, if a member is offered a gift as a result of their role.

Code of conduct (including gifts) (PDF, 325.3 KB)
Code of conduct (including gifts) (DOCX, 118.3 KB)

Dispute resolution

If a committee has members who cannot work together this needs to be resolved.

Dispute resolution (PDF, 309.4 KB)
Dispute resolution (DOCX, 104.8 KB)

As well as reading the guidance notes, you may find it useful to watch DELWP’s induction video for small committees.

The Committees of management responsibilities and good practice guidelines assist small (category 3) committees of management to manage their reserve. They may also be useful reading for large (category 1 and 2) committees and for certain types of category 4 committees, such as incorporated associations.

The guidelines include:

  • further detail on topics in the guidance notes
  • additional topics such as leasing and licensing, insurance, and risk management.

Full guide

Individual chapters

ChapterTopicSummary
01 Introduction  
02 Membership of a committeeHow committee members are appointed
Role of a committee member
03 Committee meetings:How meetings must be conducted
Templates for agendas and minutes
04 Standards of conductConflict of interest, Gifts and hospitality, Code of conduct, Confidentiality, etc.
Induction kit for new members
05 Good work practicesHealth and safety, public complaints, record-keeping
06 Regulating the reserve  
07 Managing the reserve  
08 Leasing and licensing  
09 Developing the reserve  
10 Risk  
11 Insurance  
12 Employment  
13 Finances  
14 Contacts and useful links

Each year the department requests an annual return from committees pursuant to the Crown Land (Reserves) Act.

Annual return template – category 3

This is the annual return template which your category 3 committee fills in and returns to the department each year.

Annual Return - Category 3 2015-16 template (PDF, 406.2 KB)
Annual Return - Category 3 2015-16 template (DOCX, 214.5 KB)

Annual return template – category 2

For convenience, the template for category 2 committees is also provided here.

Annual Return - Category 2 2015-16 template (PDF, 409.2 KB)
Annual Return - Category 2 2015-16 template (DOCX, 216.7 KB)

The department provides public liability, professional indemnity and group personal accident insurance cover for committees. Please refer to chapter 11 of the Committees of management responsibilities and good practice guidelines (above) for details.

Certificates of currency for these insurances are provided below.

Public liability – certificate of currency

Public liability insurance certificate of currency 2016-17 (PDF, 52.6 KB)

Professional indemnity insurance – certificate of currency

Professional indemnity insurance certificate of currency 2016-17 (PDF, 37.5 KB)

Group personal accident insurance – certificate of currency

Group personal accident insurance certificate of currency 2016-17 (PDF, 175.6 KB)

DELWP has developed a Categorisation Framework which sets out the categories of committees that the department oversees and supports on behalf of the minister.

This document is for background interest only.

CoMs categorisation framework (2016-17) (PDF, 1.4 MB)
CoMs categorisation framework (2016-17) (DOCX, 1.9 MB)

What category is my committee?

Almost all CoMs are small (category 3) committees. They are elected by their local community and appointed to manage a reserve of local significance.
Your committee can check with its local DELWP office about which category it falls into. 

Unless your committee does any of the following, it will usually be a small (category 3) committee:

  • manages annual revenue of more than $250,000
  • has a cash balance of more than $250,000 current for three consecutive years
  • manages crown land of regional or state-wide significance (as determined by DELWP)
  • manages coastal land
  • has been advised by DELWP that it is a category 1 or 2 committee (e.g. because it is managing a large development)
  • fits the category 4 criteria (e.g. some committees that are incorporated associations).