TERMS OF REFERENCE & OPERATING … · OPERATING GUIDELINES Sector & Technical Working Groups . ......

September 2011

TERMS OF REFERENCE &

OPERATING GUIDELINES

Sector & Technical Working Groups

WasteMINZ

Terms of Reference & Operating Guidelines for Sector and Technical Working Groups

2 March 2011

WASTE MANAGEMENT INSTITUTE NZ INCORPORATED

Suite D, Level 1, 166 Kitchener Road, P O Box 31580, Milford, Auckland 0741

T +64 9 486 6722 F +64 9 486 3722 E [email protected] W www.wasteminz.org.nz

TABLE OF CONTENTS

Foreword ................................................................................................................................................ 4

Sector Groups and Steering Committees

1. Introduction ................................................................................................................................ 5

2. Purpose ........................................................................................................................................ 5

3. What are the WasteMINZ board’s expectations of the sector groups?...................................... 5

4. How is WasteMINZ governed? .................................................................................................... 7

5. Why are sector groups formed? .................................................................................................. 7

6. How is a sector group formed? ................................................................................................... 8

7. What do sector groups do? .......................................................................................................10

8. Who can participate in sector groups? .....................................................................................10

9. How are sector groups managed? .............................................................................................11

10. How are sector groups resourced? ...........................................................................................11

11. How do sector groups communicate ........................................................................................12

12. Sector group chair and facilitators’ responsibilities ..................................................................13

13. What is a steering committee? .................................................................................................14

14. How is a steering committee formed? ......................................................................................14

15. What are the steering committee’s responsibilities .................................................................15

16. Time commitment .....................................................................................................................17

17. Termination ...............................................................................................................................18

18. Current sector groups ................................................................................................................18

19. What is WasteMINZ’ role?.........................................................................................................19

Technical Working Groups

20. Why are technical working groups formed? .............................................................................21

21. Composition of technical working groups .................................................................................21

22. What is the process for establishing membership of the groups? ............................................22

23. Who can be a member of technical working groups? ...............................................................22

24. New members ...........................................................................................................................23

25. Meeting procedures ..................................................................................................................23

26. Reporting and decisions ............................................................................................................24

27. Time Commitment .....................................................................................................................24

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28. Termination ...............................................................................................................................25

Other Guidelines

29. The Commerce Act ....................................................................................................................26

30. WasteMINZ Policy: Guideline for Press or advocacy statements .............................................27

31. Fund application policy ..............................................................................................................29

Appendices

Appendix A – Principal based guidelines for preparing submissions ....................................................31

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FOREWORD

These Terms of Reference and Operating Guidelines (Guidelines) have been developed to crystallise how

sector and technical working groups (Groups) are formed and operate. It brings together the existing

but fragmented guidelines and policies that have been previously provided and combines them with

other helpful information.

The Sector Group programme was introduced by the WasteMINZ Board in 2006, in response to requests

from WasteMINZ members for dedicated resources to facilitate a range of work programmes for special

interest areas of the industry. Since that date, the programme has been expanded to include Technical

Working Groups.

In establishing the programme, a dedicated resource was required and the Sector Group co-ordinator’s

role was established, with the salary being partially offset by membership fees.

These Guidelines provide clarity for both the Groups and WasteMINZ in terms of; roles and

responsibilities; expectations; policies and processes; principle based guidelines and governance

requirements.

Observations of the composition, skills, competencies, attributes and practices of highly effective

Groups over time have provided the basis for ‘What are the WasteMINZ board’s expectations of sector

groups?’ (section 3) so that all Groups can work towards being successful and achieving their goals.

The Groups represent the technical expertise and knowledge that is WasteMINZ, with the Board and

staff of WasteMINZ acting as facilitators, empowering each Group to achieve their goals, in line with

these Guidelines.

The Groups are highly valuable for participants and the sector, and are valued by the wider stakeholder

group. It is hoped that these Guidelines will assist in preserving and growing their value for all

concerned.

If you have any questions or feedback on how these Guidelines might be improved, please feel free to

contact the WasteMINZ office.

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5 March 2011




SECTOR GROUPS AND STEERING COMMITTEES

1. Introduction

1.1. The Sector Group programme was established by the WasteMINZ Board in 2006

in response to requests by members for dedicated resources to facilitate a range

of work programmes for special interest areas of the industry.

2. Purpose

2.1. Sector groups are there to assist WasteMINZ members to work effectively within

their particular sector of the waste space to achieve common-good outcomes.

2.2. They are highly valuable for participants, provide a way to shape the future of

the industry; as well as opportunities for knowledge sharing and networking.

3. What are the WasteMINZ board’s expectations of the sector groups?

The WasteMINZ board expects sector groups to provide leadership and effectively

represent the interests of the sector: have clarity of vision and purpose; capability;

commitment; the ability to complete agreed outcomes and goals; as well as have good

governance structures in place.

3.1. Leadership: Sector groups should provide leadership to their sector. Typically

members are senior employees or business owners who are well respected; have

strong experience and expertise; and are able to influence change directly within

their own organisations, as well as more broadly through stakeholder groups.

3.2. Effective representation: Sector groups should include a balanced mix of key

stakeholders for their area of the waste space, such as; industry (large and small

operators), territorial authorities, regional councils, suppliers and service

providers, community groups, educators, scientists, auditors, etc., and may

consider other factors such as metropolitan, rural and regional representation.

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Sector groups can have an independent view on issues affecting their sector of

the waste industry. Sector groups are able to represent themselves in various

forums provided their actions respect the WasteMINZ brand and reputation and

follow other processes and principle based frameworks published by

WasteMINZ.

3.3. Clarity: Each sector group must have a clear strategy, vision, objectives and the

ability to articulate them. They must prepare a strategic plan, annual plan and

budget for approval by the Chief Executive Officer. Sector groups are self-

resourcing and sector group activities are to be self-funded or funded from

successful funding applications or fund raising programmes, if required.

3.4. Capability: Each sector group must ensure that they have the required

competencies and skills required to achieve their objectives. This will include

contributing articles as allocated to WasteAwareness and assisting with the

content development for WasteMINZ conferences and workshops as requested.

3.5. Commitment: Sector group members must demonstrate a high level of

commitment to the strategy, vision and objectives, as well as ensuring

attendance to sector group meetings and participating in WasteMINZ events,

such as the conference and workshops.

3.6. Completion: Sector groups need to work together to complete agreed outcomes

to the timelines that they have set. Generally speaking, sector group meetings

will be facilitated to review deliverables and progress made towards these

agreed outcomes. If no progress has been made, then the sector group meeting

will be rescheduled, respecting all participants’ busy schedules.

3.7. Governance: Sector groups need to implement and maintain good governance.

This will include consideration for the items raised in this section and throughout

the terms of reference, the management and processes adopted, as well as

formation of steering committees and technical working groups (if required) and

these need to be considered when appointing members to key roles.

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4. How is WasteMINZ governed?

4.1. WasteMINZ is governed by a Board that consists of six members elected by the

organisation’s financial members. Board members serve for two years.

4.2. Any financial member can be nominated to serve on the Board. Elections for

three Board member positions are held annually. The Chair of WasteMINZ is

chosen from the Board by the elected Board members.

4.3. The day to day operation of WasteMINZ is managed by the Chief Executive

Officer (CEO) who reports directly to the WasteMINZ Chair.

5. Why are sector groups formed?

5.1. Sector groups are formed by members to meet their needs, which can include:

• Shaping policy;

• Developing Industry Standards;

• Developing best practice guidelines;

• Developing accreditation and quality management systems;

• Preparing Codes of Practice;

• Research and development;

• Training, support and development;

• Knowledge sharing; and

• Working together on projects of common interest.

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6. How is a sector group formed?

6.1. Discussion and approval by the WasteMINZ board

• The formation of sector groups is driven by membership needs and

interest.

• WasteMINZ members are encouraged to consider these Guidelines and

discuss a proposed sector group with the WasteMINZ CEO in the first

instance.

• The CEO will consider the proposed sector group, available resource and

other considerations and report to the WasteMINZ board accordingly.

• The WasteMINZ board will consider all the information provided and make

the final decision as to whether or not the sector group should precede to

the next stage.

6.2. WasteMINZ then gauge the level interest for the sector group:

• A meeting invite is circulated to members for an initial meeting;

• Interested members are provided with meeting details and agenda;

• WasteMINZ will provide a temporary chair;

• The meeting will work through the agenda and if a successful outcome is

achieved the sector group will be formed;

• The sector group will work through the processes outlined in this

document; and

• WasteMINZ members will be advised of the status of the proposed sector

group.

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6.3. Initial meeting with interested parties:

• An initial meeting will be held. WasteMINZ will provide a temporary chair.

The following meeting format will be followed:

� The chair introduces him/herself and advises why the meeting is

being held;

� Each attendee is asked to introduce themselves and advise of their

contact details;

� An overview is provided by WasteMINZ, including a summary of

information provided in this Guideline;

� A common understanding of the issues is developed and a full and

wide-ranging discussion is held by the attendees;

� The major issues and possible solutions are discussed;

� A summary is provided by the chair;

� Attendees vote on whether a sector group should be formed;

� A steering committee, if required, is elected by the attendees; and

� A chair is elected, if one has not been already.

• Following the initial meeting, the CEO will prepare a report for the

WasteMINZ board and confirm the status of the proposed Sector Group.

• WasteMINZ is responsible for managing any election process and any

formal annual meeting that the sector group may choose to have in place.

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7. What do sector groups do?

7.1. In general, sector groups:

• Develop a strategic plan to work out key issues and describe projects;

• Establish an annual plan and budget (if required);

• Contribute to the development of a communication plan for information

and knowledge sharing purposes;

• Carry out projects for common industry good;

• Contribute to the content planning process for WasteMINZ events, such as

the annual conference and workshops;

• Contribute articles to WasteAwareness in line with the dates advised (as

recorded in the WasteAwareness annual content plan developed in

January of each calendar year).

• Advocate on behalf of the sector groups, adhering to these Guidelines and

the ‘Principle based guidelines for preparing submissions’ set out in

Appendix A;

• Establish certification councils where required; and

• Identify and help with industry training programmes.

8. Who can participate in sector groups?

8.1. Any current financial member of WasteMINZ can join a sector group.

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8.2. Membership of sector groups and participation is entirely voluntary. However,

the continued success of sector groups is dependent upon the level of

commitment and participation of its members.

8.3. Members meet their own costs when attending meetings or providing input into

group work programmes.

8.4. New WasteMINZ members have the opportunity to indicate which sector groups

they would like to be involved with on the membership application form.

Existing members can email [email protected] or telephone the

WasteMINZ office on 09 486 6722 to join sector groups.

9. How are sector groups managed?

9.1. Each sector group has a chair, a facilitator from WasteMINZ and a steering

committee (if required) – see section 13. Steering Committees. Some sector

groups may also appoint a deputy chair.

9.2. The chair of each sector group sits for a period of two years, unless otherwise

agreed by the sector group. A chair may be eligible for re-election.

10. How are sector groups resourced?

10.1. Projects: Sector group projects are self-resourced and may include the formation

of a technical working group in order to have access to specialised expertise and

additional resources.

10.2. Financial: Sector groups need to be self-resourcing, this includes being able to

fund projects and initiatives. Some sector groups have been successful at

obtaining funding from other key stakeholders or from funding applications (see

section 31. Fund application policy).

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10.3. Secretariat services: WasteMINZ provides secretariat services for each sector

group which includes;

• Updating the status of outstanding action points prior to organising a

meeting;

• Organising meeting dates and freely available venues (which are often

provided by members of the sector group);

• Providing a draft agenda to the Chair prior to circulating to the wider

group; and

• Drafting meeting notes and action point schedules, which are to be

approved by the WasteMINZ CEO.

11. How do sector groups communicate?

11.1. WasteMINZ provides the following communication channels for sector groups:

• WasteAwareness: sector groups are each allocated opportunities to

include articles in line with the annual content plan. In addition, a regular

sector group update is provided in each edition of WasteAwareness

• Sector group e-newsletters: are developed by the sector groups on an as

required basis and distributed by WasteMINZ to the database. Additionally

the publication of e-newsletters are advised in the weekly e-newsletter to

promote the sector group to the wider WasteMINZ membership base.

• Weekly e-newsletters: are prepared by the WasteMINZ team and can be

used to promote any sector group e-newsletters that have been issued

(see above).

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• Other opportunities: include email, teleconferencing, WasteMINZ

networking opportunities provided at the annual conference, workshops

and following the quarterly Board meetings that rotate around New

Zealand.

12. Sector group chair and facilitators’ responsibilities:

12.1. The Chair is to be elected by the sector group members and should have the

relevant skills and competencies to successfully fulfil their role. This includes

good strategy and governance experience, combined with the ability to clearly

and without bias represent the views of the sector group. The Chair is

responsible for:

• Ensuring that the strategic plan and annual plan are kept up to date.

Note: If there is a steering committee in place, then they are responsible for

this action point (refer section 15);

• Ensuring work programmes and projects are meeting the needs of the

sector group and are within the budgets set;

• Overseeing funding for the sector group;

• Running the sector group meetings and ensuring that all of the agenda

items are discussed within the time allocated;

• All communication from the Sector Group;

• Representing the sector group’s interests in other WasteMINZ activities;

• Ensuring the sector group has a good level of governance and understands

and works to these Guidelines; and

• Recommending the formation of sector groups, if they are required.

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12.2. The facilitators are WasteMINZ staff and are responsible for:

• Ensuring that either the sector group or steering committee does not

discuss any issues in relation to prices, margins, discounting, strategies (in

relation to suppliers or other businesses) and anything else which may

substantially lessen competition;

• Providing secretariat services (refer to clause 10.3, secretariat services);

and

• Communicating the WasteMINZ annual work plan.

13. What is a steering committee?

13.1. Steering committees are recommended where sector groups are particularly

large.

13.2. Steering committees are formed from the sector groups, mainly to enable the

timely delivery of sector group projects and work programmes.

13.3. The governance framework is similar to that of an executive committee and

steering committees are required to meet the same expectations as sector

groups (refer section 3).

14. How are steering committees formed?

14.1. The steering committee is formed from members of its sector group that are

suitably qualified/experienced.

14.2. A steering committee comprises of 6 to 10 members, although some steering

committees may operate with less. A maximum of 10 is expected for

effectiveness and efficiency, otherwise the committee may be too cumbersome.

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14.3. The sector group may decide to have a formal written nomination and election

process or may call for nominations and vote at a sector group meeting.

14.4. Steering committee members may serve either one or two year terms, in

accordance with the decision made by the steering committee, as long as it is

clearly documented.

14.5. In some instances, the work of steering committees continues over a number of

years. If this is the case, it is strongly recommended to stagger the initial period

so that only half of the steering committee stand down at the end of the first

period (this is to ensure continuity in committees).

14.6. Steering committee members are eligible for re-election.

14.7. Steering committee members can jointly determine, with WasteMINZ, the best

process for replacing any casual or other vacancies created by the resignation of

one of its members.

14.8. WasteMINZ is responsible for managing any election process and any formal

annual meeting that the steering committee may choose to have in place.

15. What are the steering committees’ responsibilities?

Steering committees have a number of responsibilities. If there is not a steering

committee, then these are the responsibilities of the sector group (refer section 12).

15.1. The vision and strategy:

• Vision: the nature and purpose of the group;

• Strategy (which needs to link into the WasteMINZ strategy), including;

� Key issues: boundaries and issues to tackle;

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� Stakeholders: participants and roles;

� Goals and objectives, including scope and purpose;

� An action plan for each goal and objective with timelines;

� Methods to achieve objectives; and

� Funding.

15.2. Operations, including:

• Determining how the committee will operate, including

� Timing - meetings are generally held quarterly;

� Voting – a quorum shall constitute 80% of the membership of a

steering committee (or 80% of the membership of a sector group, if a

steering committee has not been formed);

� Locations; and

� Communication style (face-to-face, tele-conference or email). Note:

The meeting timetable is included in the WasteMINZ annual work plan.

• Setting a formal meeting process including electing members, composition

of committees, office holders and annual general meetings (if required).

• Ensuring the steering committee has a good level of governance and

understands and works to these Guidelines.

15.3. Preparation of an annual plan and budget and management, which needs to

consider:

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• Actions to achieve the strategic plan objectives ( i.e. what needs to be

done, projects for the upcoming year, by whom, by what time and

resources required to achieve the action (i.e. funding, advice and labour));

and

• Sources of funding/fundraising opportunities

and may include the following:

• Providing technical support to the industry, where appropriate;

• Identifying where industry research is necessary or where there are

information gaps;

• Providing input into the content plans for the WasteMINZ workshops and

conferences;

• Preparing topical articles for WasteAwareness from time to time;

• Leading discussions on some topics at WasteMINZ events;

• Considering the need for industry standards or best practice guides and

contributing towards their development if necessary; and

• Assisting with other waste and/or resource recovery sector issues from

time to time.

15.4. The steering committee must communicate the Strategy, annual plan and budget

to the wider sector group.

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16. Time commitment

16.1. Sector groups: meet to review delivery to work programmes. Therefore they

may meet up to 4 times a year or as little as once a year. The Chair and Deputy

Chair could spend up to 2 - 4 additional days each year on sector group activities.

16.2. Steering committees: usually meet 3 - 4 times a year. The Chair and Deputy Chair

are likely to spend up to 2 - 4 additional days each year on committee business.

Sub-committees, if required, may spend up to an additional 2 - 3 days a year on

sub-committee business.

17. Termination

17.1. Sector groups and their steering committees operate on behalf of the wider

membership and at the end of the project(s) may be terminated by the

WasteMINZ CEO/Board if no longer required.

17.2. Sector groups and their steering committees may be also terminated by the

WasteMINZ CEO/Board if they are not meeting these Guidelines and/or are

unable to be resourced.

18. Current sector groups (as at January 2011):

Sector Group Vision/purpose

Behaviour Change Share knowledge and resources to develop and encourage

the implementation of behaviour change best practice

into WasteMINZ members’ organisations and their

broader communities

Compost NZ To support a professional and viable industry

Construction and

Demolition Waste

Sustainable use of natural resources by minimising

construction and demolition waste and maximising

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beneficial recovery

Contaminated Land

Management

To enable practitioners in New Zealand to identify, assess

and manage contaminated land efficiently, cost-

effectively, and within a framework of sustainability

Health & Safety To eliminate occupational injury or illness in the solid

waste and resource recovery sector

Liquid and Hazardous

Waste

To encourage generator responsibility, create a positive

industry image and promote closing the loop in all aspects

of liquid and hazardous waste generation, handling and

disposal

Landfill and Residual

Waste Management

Seeks to be recognised for its ability to provide balanced,

credible and valuable advice and feedback to key

stakeholders, to promote industry best practice, and to

provide a voice for the sector.

19. What is WasteMINZ’ role?

WasteMINZ acts as a facilitator and has a number of roles on behalf of sector groups,

steering committees, technical working groups and other groups as formed by

WasteMINZ from time to time.

This includes; working to any guiding documentation, including these Guidelines;

providing secretariat services; seeking to build and maintain relationships with

stakeholders (including strategic relationships); adhering to WasteMINZ’ governance

requirements; providing feedback; and, seeking opportunities to promote/communicate

the vision, goals and objectives of the group, which may include WasteMINZ

communication channels (WasteAwareness and e-newsletters) and events (workshops

and the conference) and with strategic stakeholders.

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19.1 Guiding documentation: Adhere to and share the requirements of guiding

documents, such as the New Zealand Waste Strategy 2010, the Waste

Minimisation Act 2008, Local Government Act, these Guidelines, any Codes,

Standards, Guidelines and policies, Sector Group Strategic Plans, etc.

19.2 Secretariat services: Provide secretariat services for each sector group, as

outlined in section 10.3.

19.3 Stakeholder relationships: To effectively, and without bias, represent the views

and needs of sector groups with stakeholders in a professional manner, whilst

adhering to good governance and preserving the value of the WasteMINZ brand

for all of its members.

19.4 Governance requirements: Adhere to the governance requirements for

WasteMINZ, which include; New Zealand law and accounting standards, the

organisation’s rules formed under the Incorporated Society Act 1908, any

contractual arrangements, and other guiding documents as confirmed by the

WasteMINZ board. This includes providing feedback and recommendations to

sector groups on their activities, including where activities cannot be supported

under the WasteMINZ brand (see below).

19.5 Promote and communicate: the value of sector group participation, sector group

views and needs to stakeholders (see above) and via WasteMINZ’

communication channels (see section 11. ‘How do sector groups communicate?’

in these Guidelines).

19.6 Annual work calendar: WasteMINZ will prepare an annual work plan, recognising

key events, such as the workshops and the annual conference, key dates for

WasteAwareness, etc., as well as how to best allocate its available resource to

assist in meeting the needs of sector groups.

19.7 Brand champion: The WasteMINZ board and CEO are responsible for preserving

the brand value of WasteMINZ for the benefit of all members. There may be

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times, where a project (or similar) of a sector group or some members of a sector

group, is considered to be detrimental to the value of the WasteMINZ brand. In

these cases, the sector group can consider individually (in their own individual

names or the names of their organisation) actioning the project (or similar),

rather than collectively under the WasteMINZ brand.

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TECHNICAL WORKING GROUPS

20. Why are technical working groups formed?

20.1. Technical working groups are formed for specific purposes and can act as an

independent expert reference group on behalf of WasteMINZ members. Groups

are formed to provide:

• representation on relevant government committees or similar;

• input to bodies developing regulations, guidelines or standards affecting

WasteMINZ members;

• responses to technical questions that may be directed to WasteMINZ; and

• project delivery.

21. Composition of technical working groups

21.1. Each technical working group will be made up of a Chair and no more than 10

other members.

21.2. At the discretion of the Chair, representatives from an organisation may be

substituted, provided that the substitution adds value to the scope and purpose

of the working group.

21.3. Organisations can make a request to the WasteMINZ CEO to consider a request

for substitution, should there be a dispute.

21.4. The Chair of a technical working group may temporarily co-opt limited additional

specialist technical advisers if required, keeping WasteMINZ informed.

21.5. Meet the WasteMINZ board’s expectations as outlined in section 3.

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22. What is the process for establishing membership of the groups?

22.1. WasteMINZ will call for nominations of interested members, when there is a

need for a technical working group to be established.

22.2. In some cases, the decision as to who serves on the technical working group sits

with the relevant agency, such as the Ministry for the Environment

22.3. Where the technical working group is being formed from a sector group, then

members of that sector group have voting rights. Should elections be drawn, the

WasteMINZ CEO will have the casting vote.

22.4. If the technical working group is being formed by WasteMINZ, then the

WasteMINZ board and CEO will consider the nominations and make the final

decision.

23. Who can be a member of technical working groups?

23.1. Technical working group members should:

• be working in and recognised as an industry leader in the discipline with a

minimum of five years experience;

• be available for quick “turn around” of responses;

• be able to work in a collaborative manner;

• be a WasteMINZ member; and

• commit to contribute on the working group for the period of its operation.

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24. New members

24.1. In the event of a technical working group member resigning, a replacement, if

required, will be identified by the Chair and WasteMINZ and invited to join the

group. This only applies to technical working groups formed by WasteMINZ.

25. Meeting procedures

25.1. Ideally, the first meeting of the technical working group will be face-to-face to

enable members to become acquainted. Where members will:

• define the scope and purpose of the technical working group’s activities;

• set the term of the technical working group;

• establish a meeting schedule;

• develop terms of reference;

• set objectives; and

• develop an operating budget (if required).

25.2. These documents are to be approved by the WasteMINZ CEO.

25.3. Caution needs to be exercised, particularly where there are likely to be issues of

liability for WasteMINZ. These must be referred to the CEO for further

clarification and direction.

25.4. Email may be used to review material, prepare discussion points and

submissions.

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25 March 2011




25.5. Meetings may be held by teleconference.

25.6. A quorum shall constitute 80% of the membership of a technical working group.

25.7. Responses to urgent questions should be made (where possible) within two days

of the request.

26. Reporting and decisions

26.1. No significant decisions or agreements can be made as an official position of the

group unless a consensus representing 80% of the group can be achieved.

26.2. Dissenting views should be expressed in writing by the technical working group

to the organisation/party requesting input from the technical working group.

26.3. On major issues, an appropriate consultation process with the wider WasteMINZ

membership body should be implemented, providing them an opportunity to

comment.

26.4. Regular summary reports of the work programme are to be prepared for

WasteMINZ communication channels (see section 11. ‘How do sector groups

communicate’ in these Guidelines), respecting any confidentiality requirements.

26.5. Published information must clearly identify the views as being those of the

technical working group and not an official position of WasteMINZ. Any press

release must conform to the WasteMINZ Policy: Guideline for Press or advocacy

statements (refer to ‘WasteMINZ Policy: Guideline for Press or advocacy

statements’ included in these Guidelines).

27. Time commitment

27.1. Technical Working Groups usually meet 3 - 4 times a year, however specific

projects may require more frequent meetings as agreed by participants. The

Chair and Deputy Chair are likely to spend up to 2 - 4 additional days each year

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on committee business. Sub-committees, if required, may spend up to an

additional 2 - 3 days a year on sub-committee business.

28. Termination

28.1. Technical Working Groups operate on behalf of the wider memberships and at

the end of the project(s) may be terminated if no longer required by the

WasteMINZ CEO/Board.

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27 March 2011




OTHER GUIDELINES

29. The Commerce Act

29.1. To ensure there is no potential conflict with the Commerce Act, WasteMINZ will

make members fully aware of the implications of meeting and discussing issues

which may be misconstrued by the Commerce Commission. WasteMINZ will do

this by informing new members of steering committees of the policy and

Commerce Act Compliance Statement through regular reminders at the start of

meetings.

29.2. The scope and purpose of each group will be clearly documented and good

governance practices adopted so to discourage and avoid any possibility of

collusion.

29.3. The following statement will be regularly read out by the Sector Group Co-

ordinator (or the Chair of a group in their absence) at sector group, technical

working group or specialist committee meetings to ensure no-one breaches the

law.

29.4. Commerce Act Compliance Statement

“Due to the nature of WasteMINZ being an industry representative body,

members are exposed to particular risks under the Commerce Act 1986.

Awareness of these risks is particularly important where actual or potential

competitors are meeting.

I now remind you that at this meeting, we must not discuss any issues in

relation to: prices, margins, discounting, strategies, in relation to suppliers

or other businesses and anything else which may substantially lessen

competition.

During the meeting I will intervene if the conversation heads towards any of

the risk areas.”

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30. WasteMINZ Policy: Guideline for Press or advocacy statements

30.1. Direct contact by media

• WasteMINZ must be notified of any approaches made to its members by

the media for a statement on behalf of a WasteMINZ sector group,

technical working group or WasteMINZ;

• The process set in the ‘External communication process’ below must then

be followed.

30.2. Communication to the media instigated by a sector group or technical working

group

• WasteMINZ must be advised if a sector group or technical working group

wishes to make a statement or submit a press release to the media.

• WasteMINZ may be able to assist the sector group or technical working

group in drafting a ‘media release’.

• The process set out below in the section ‘External communication process’

must then be followed.

30.3. External communication process

• All external communications presenting a position from a sector group,

technical working group, or other WasteMINZ body, must be the consensus

or clear majority, such as greater than 80%.

• The communication must be presented by the Chair or member authorized

by the steering committee of that group.

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• The release must clearly state that the information and opinions expressed

are those of the technical working group or sector group concerned and

are not necessarily the views of WasteMINZ.

• Prior to any press release or other external communication, the initiator

must consult with all other members of the steering committee and, if

appropriate, with the wider membership of the group. Members must

have a reasonable opportunity to express an opinion on the

communication or position. The initiator needs to ensure they have

consensus or a clear majority prior to releasing the press release or other

external communication.

• Where the steering committee decides the full membership of a group

should be consulted, no further action may be taken with the press release

or external communication unless at least majority support is received

from those consulted.

30.4. Advocacy statements

• WasteMINZ will work to fairly represent the views of sector groups or

technical working groups to key stakeholders.

• WasteMINZ must be advised if a sector group or technical working group

wishes to make an advocacy statement.

• WasteMINZ may be able to assist the sector group or technical working

group in drafting their ‘advocacy statement’.

• Sector groups and technical working groups must adhere to the ‘Principle

based guidelines for preparing submissions’ set out in Appendix A.

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30.5. External communications by Certification Councils

• Certification Councils should follow the rules for external communications

set out in the relevant compliancy programme.

31. Fund application policy

31.1. Principle based policy: this policy has been adopted for two reasons. Firstly,

WasteMINZ is the legal entity that signs the funding application and therefore

must meet all governance requirements. Secondly, there is a need to preserve

the value and reputation of the WasteMINZ brand for all members.

• WasteMINZ is to be notified in writing within 10 days of a fund opening

that the sector group/technical working group (group) intend to make an

application to the fund.

• In the notification, the group must outline the purpose and amount of the

application, as well as the amount of match funding being contributed by

the group and/or its partners.

• Prior to proceeding, the group must complete the initial criteria test, if any,

and only proceed if a positive result is received

• All funding applications must meet the criteria of that fund.

• All funding applications must be submitted on the required forms.

• All funding applications must be completed in full.

• Final funding applications that meet all the above criteria are to be

submitted to WasteMINZ for approval at least 21 days prior to the

application close date.

• Any applications that do not meet the above criteria will be returned to the

group for resolution.

• WasteMINZ will provide feedback and recommendations (if any) to the

groups within 7 days of receipt of the completed application form.

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• Once finalized, WasteMINZ will sign and submit the application on behalf

of the sector group, no later than 2 days prior to the application close date.

• Completed fund applications will be communicated to the wider

membership base by WasteMINZ.

31.2. Sector group/technical working group applications: are to be resourced by the

group, however WasteMINZ is available to provide feedback and

recommendations as outlined in the principle based policy above.

31.3. Endorsement of other applications: from time to time sector group/technical

working groups and/or WasteMINZ will be requested to endorse other funding

applications. This will be referred to the WasteMINZ board for approval,

together with supporting documentation.

31.4. WasteMINZ ‘hands-up’ register: WasteMINZ will administer a voluntary register

of those organisations considering completing a funding application and will

record details such as: contact name, organisation name, phone number, email

address, waste stream, project purpose and region. The intent being that

organisations that are considering similar types of applications will be emailed

the relevant entries from the register so that partnerships might be considered

and formed. Participation in the register is on the basis that the information

collected will be shared.

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APPENDIX A

Principle based guidelines for preparing submissions

These principles are intended to guide members when preparing information for submissions.

1. WasteMINZ actively encourages all sector and technical working groups to make

submissions appropriately.

2. As an umbrella organisation with a diverse membership base, WasteMINZ will rarely

make a submission directly, preferring that submissions are prepared and presented by

the sector and technical working groups which have been formed to meet member

interests in special interest areas.

3. In preparing submissions, the sector and technical working groups need to be mindful of

WasteMINZ’ diverse membership base and respect that there will be a variety of interests

and views expressed, which may result in contradictory submissions being prepared by

the different sector or technical working groups.

4. The submission should represent the views of all participants of the sector or technical

working group.

5. Where the sector or technical working group is unable to agree fully, it is recommended

that the submission is modified/reduced to the point at which consensus can be reached.

6. In this case, it is recommended that those organisations with additional submission points

prepare these in the name of their own organisation/s, indicating their support for the

submission prepared by the sector or technical working group.

7. The name of the sector or technical working group, including logo if available, to be

clearly identifiable at the top of the submission.

8. Full contact details are to be provided for the primary contact.

9. In preparing a submission, clearly state if you wish to appear before the Committee to

speak to your submission.

10. The names and organisation name of the participants in the sector or technical working

group should be included at the end of the submission.

11. The submission is to be emailed to WasteMINZ prior to release, to ensure that it meets

these principle based guidelines and is recorded appropriately in the ‘Submissions and

external communications register’.

12. Further advice on preparing successful submissions is provided in ‘Preparing Submissions’

published by WasteMINZ and should be referred to when preparing a submission.

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Preparing submissions

This information paper is intended to assist WasteMINZ’ members, sector and technical groups

prepare submissions. The WasteMINZ team is also available to assist with any queries and

preparation of submissions.

1. Content of submissions

The content of submissions should be in keeping with WasteMINZ’ ‘Principle based guidelines

for preparing submissions’ dated May 2009. These documents are available in the members’

only logon section of the WasteMINZ website.

Some submissions that sector and technical working groups make will be for a specific issue set

out in a Bill from Parliament. Parliament has detailed requirements for those making

submissions to Select Committees and members should follow those.

The link below leads to the document “how to make a submission” prepared by the Office of

the Clerk of the House of Representatives.

http://www.parliament.nz/en-

NZ/HvYrSay/Submission/a/9/8/a984338c3a574fcbb2adafa93aadd14f.htm

A summary table from that document, highlighting the structure and content of a submission to

a Select Committee, is provided in Appendix One – page 31. A further framework is provided in

Appendix Two – page 32, which reflects the framework used for past submissions by sector or

technical working groups, and is an adaptation of Appendix One.

Submissions to regional councils and territorial authorities usually follow the same format as

those for Select Committees. However, requirements for making submissions are usually laid

out in the documents setting out issues needing public consultation.

2. WasteMINZ Requirements for Submissions

WasteMINZ requires submissions from sector and technical working groups to be clearly

identified as being from individual special interest (sector) groups. Clearly identifying who the

submission is from provides that:

• There is no confusion in select committees or other bodies that the submission is from

the sector and technical groups representing members’ various special interests, not

WasteMINZ itself; and

• That each sector and technical working group can provide information relevant to their

work area, even though it may be a different view from that of another sector or

technical working group from WasteMINZ; and

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• WasteMINZ groups are treated no differently to other special interest groups or

organizations with legitimate issues to debate.

3. Standard description for ‘Our Organisation’ to be used for Submissions

To ensure the various interests and views from across the membership continue to be

represented in relevant forums, the following paragraph should be included in official

correspondence and submissions from a sector or technical working group:

Xxxxxx sector group has been established to enable business, councils, consultancies and

research organisations in New Zealand to work together and develop a clear view of the

issues facing the xxxx sector.

This organisation is a sector group of the Waste Management Institute New Zealand

(WasteMINZ). Sector groups have been established by WasteMINZ to ensure special

interests in the waste sector are adequately represented.

This submission represents the views of the Xxxxxx sector group and not necessarily those

of WasteMINZ.

WasteMINZ was founded in 1989 and is the largest membership based organisation

operating in the waste and resource recovery sector representing central and local

government, waste management and resource recovery specialists, and other entities that

operate within the waste management and minimisation space including; manufacturers,

engineers, planners, consultants, educators and researchers, as well as environmentalists

and community groups.

Please find below examples incorporating the standard description to be used when preparing

submissions.

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Appendix One – Submission framework from the Office of the Clerk of the House of

Representatives:

Date Page number

SUBMISSION on the XXX Bill/Inquiry

To the XXX Committee

Introduction

This submission is from (name of individual/organisation and address).

I/we wish to appear before the committee to speak to my/our submission.

I can be contacted at: (List your daytime contact telephone number or the name, address

and contact telephone number of the contact person for your organisation if different

from above. These details could be included in a covering letter instead for privacy

reasons.)

I/we wish that the following also appear in support of my/our submission: (List names

and positions in organisation. If an organisation, give brief details of your organisation’s

aims, membership and structure and the people consulted in the preparation of the

submission.)

Summary

I/we support/oppose the intent of this bill because (state reasons).

I/we wish to make the following comments (general views on the inquiry).

Clause * (if submitting on a bill)

I/we support/oppose this clause because (state reasons).


Although I/we agree with the general intent of this clause, I/we feel that (note changes

you would like made and suggest new wording).

Specific comments (if submitting on an inquiry)

I/we wish to raise the following matters under term of reference 1, term of reference 2,

etc (expand on your views and give reasons).

Recommendations

(List any further recommendations or conclusions you wish the committee to consider. You

may wish to restate recommendations mentioned earlier.)

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Appendix Two – Submission framework used by past sector and technical working groups:

Date Page number

SUBMISSION on the XXX Bill/Inquiry

To the XXX Committee

Introduction

This submission is from (name of individual/organisation and address).

I/we wish to appear before the committee to speak to my/our submission.

I can be contacted at: (List your daytime contact telephone number or the name, address

and contact telephone number of the contact person for your organisation if different from

above. These details could be included in a covering letter instead for privacy reasons.)

I/we wish that the following also appear in support of my/our submission: (List names and

positions in organisation. If an organisation, give brief details of your organisation’s aims,

membership and structure and the people consulted in the preparation of the submission.)

1. Our organisation

See examples provided on page 6

1.1 Who has been consulted (short paragraph only)

1.2 Specific terms of reference

2. Submission points

Use research well and quotes sources


I/we support/oppose this clause because (state reasons).


Although I/we agree with the general intent of this clause, I/we feel that (note

changes you would like made and suggest new wording).

2.1 Specific comments (if submitting on an inquiry)

I/we wish to raise the following matters under term of reference 1, term of

reference 2, etc (expand on your views and give reasons).

2.2 Recommendations

(List any further recommendations or conclusions you wish the committee

to consider. You may wish to restate recommendations mentioned earlier.)

3. Support for other submissions

4. Summary

I/we support/oppose the intent of this bill because (state reasons).

I/we wish to make the following comments (general views on the inquiry)

5. Contacts (of participants in the submission)

Name, title/position, organisation, email, phone number

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Appendix Three - Example submission structure and introduction to groups

Submission on the XXX Bill

To the Local Government and Environment Select Committee

XXXXXXX Submission

This submission is from:

xxxx (special interest sector group)

WasteMINZ

PO Box 31 580

Milford

Auckland

Appearing before the Select Committee

I, XXXXXXXX (Chair, xxxx Sector Group) wish to appear before the committee to speak to our

submission

Contact details

I can be contacted at:

Telephone:

XXXXX

Solid Waste Manager

XXXX District Council

PO Box 5000

Canterbury

Appearing in Support

We wish that the following also appear in support of our submission

(Name and organisation name here)

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Example One – Compost NZ

Our organisation

Compost NZ is the lead organisation promoting organic recycling and use in New Zealand.

Green waste comprises 60% of the waste stream. Diverting this waste from landfill contributes

significantly to achieving objectives set out in the New Zealand Waste Strategy. As a result of

the combined effect of our business activities, there have been and will continue to be

significant environmental and economic benefits for New Zealand. Compost NZ represents the

major organic waste composting operations in New Zealand and has been established to enable

business, councils, consultancies and research organisations in New Zealand to work together

and develop a clear view of the issues facing the organics sector.

Compost NZ is a sector group of the Waste Management Institute of New Zealand

(WasteMINZ). Sector groups have been established by WasteMINZ to ensure special interests

in the waste sector are adequately represented.

This submission represents the view of the Compost NZ sector group and not necessarily those

of WasteMINZ.

WasteMINZ was founded in 1989 and is the largest membership based organisation operating

in the waste and resource recovery sector representing central and local government, waste

management and resource recovery specialists, and other entities that operate within the

waste management and minimisation space including; manufacturers, engineers, planners,

consultants, educators and researchers, as well as environmentalists and community groups.

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Example Two – Landfill and Residual Waste

Our organisation

The Landfill and Residual Waste sector group was established to promote the advancement of

landfill technology and to foster the interests of the owners, operators, designers and

regulators of residual waste processing facilities and landfills in New Zealand. Active members

of the Group include local authorities, regulators and private sector owners and operators of

landfills, transfer stations and resource recovery facilities. These members are in the ‘front line’

of waste management in New Zealand on a day to day basis.

The Landfill and Residual Waste Sector Group is a sector technical group within the Waste

Management Institute of New Zealand (WasteMINZ). Sector groups have been established by

WasteMINZ to ensure special interests in the waste sector are adequately represented.

This submission represents the view of the Landfill and Residual Waste sector group and not

necessarily those of WasteMINZ.

WasteMINZ was founded in 1989 and is the largest membership based organisation operating

in the waste and resource recovery sector, representing central and local government, waste

management and resource recovery specialists, and other entities that operate within the

waste management and minimisation space including; manufacturers, engineers, planners,

consultants, educators and researchers, as well as environmentalists and community groups.

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