Secretariat Services for GBAC Councils

Overview The City of Ballarat is seeking responses to this invitation for the provision of secretariat services for the Greater Ballarat Alliance of Councils (GBAC). The successful tenderer will need to provide all necessary secretariat and administration support to enable the effective, efficient running of the business activities of GBAC. It will be essential that the provider has a full and complete understanding of the GBAC structure and a clear awareness of its key aims and aspirations. Scope Key responsibility areas associated with fulfilling the role of the GBAC Secretariat include but are not limited to the following. Good Governance Provide timely advice to GBAC to ensure all governance requirements are met Meet all requirements associated with compliance with the GBAC Terms of Reference Co-ordinate meeting content, produce meeting agendas and minutes, implement and monitor meeting resolutions and actions, and meet all governance requirements associated with the conduct of monthly meetings Provide support and guidance to the GBAC Chair as required Maintain a central record of all documents, reports, publications, paperwork, policies, licences, copyrights and any other documents as requested by the Secretary/Treasurer, and maintain compliance with applicable information management legislation Maintain databases of GBAC key contacts including Executive, Council, Independent Advisory Committee, Core Groups, Standing Committees, Special Interest Groups, Board of Trustees and Industry Partners Maintain a database of GBAC documents and guidelines to ensure document governance, review and version control Produce a report twice a year to GBAC summarising the key activities, to be circulated two weeks prior to the meeting it is presented at Input to Government Directions and Policy Develop and prepare submissions on key issues that GBAC becomes aware of, including public submissions from MAV, VLGA, LGV and other government directions and policy as required Communications, Marketing and Promotions Implement a program of marketing and promoting the projects and work of GBAC Establish and implement a program for promoting and evaluating all projects Develop and implement a communications program with GBAC members Maintain the GBAC website, ensuring up to date news and strategic content Provide media releases and responses as necessary, including through social media platforms Draft speeches and any media releases as required Receive and provide responses to all communication directed to GBAC as required Provide a single point of contact to direct any queries, workstreams or communication to the Secretary/Treasurer Respond to email and phone enquiries within 48 working hours Maintain a database of members, key contacts and stakeholders Support the Organisation of Meetings Support the organisation of monthly CEO meetings, quarterly Mayor and CEO meetings, and ad hoc meetings as required, noting that meetings are currently a mixture of face to face and videoconferencing and remote attendance must be an option for all meetings Identify suitable venues in which to hold meetings, negotiate the most cost effective rates and secure the booking once approval for the venue and costings has been gained from the Secretary/Treasurer Collate and circulate agendas, minutes, action logs and papers to GBAC member representatives prior to each meeting as requested by the Secretary/Treasurer Coordinate apologies and keep a record of attendance at Council meetings and other meetings as agreed with the Secretary/Treasurer Arrange any meetings required by videoconference and ensure joining instructions are circulated at least 48 hours prior to the call Attend meetings and take minutes as requested or agreed with the Secretary/Treasurer, including all Executive meetings and Mayor and CEO meetings Support the Secretary/Treasurer in programme planning Contractor Requirements Individuals or organisations interested in delivering this work should provide the following: An outline of previous activity they have undertaken of a similar nature and the success of this activity The CV/details of who would work on the contract, identifying the skills, knowledge and experience they possess to undertake the role described Confirmation of rates/fees that would be charged if successful, and details of any rate reductions proposed (if applicable) Confirmation of availability for the contract period In addition to the above, the successful bidder will be required to: Deliver the requirements outlined in the sections above Maintain full records, including financial and accounting records, for the contract Instructions to Tenderers Respondents should review the GBAC Terms of Reference as part of preparing their submission.