The AEMVF membership is as follows:
- A Chair
- A Deputy Chair
- A representative from those Australian Governments which have emergency management responsibilities (Particularly DSS and Home Affairs)
- A representative from each State and Territory Emergency Sector Volunteer Committee
- A senior member representing each nationally based volunteer based emergency management organisation
- At the discretion of the Forum, One Youth representative (18-25)
- At the discretion of the Forum, up to two ex-officio members.
Subject matter experts and representatives from other Australian Government Departments and committees may be invited to attend meetings from time to time. The Bushfire and Natural Hazards Combined Research Centre and the Australian Institute for Disaster Resilience will be invited to all face to face meetings.
The Chair and Deputy Chair will be elected by consensus of members for a period of three years. They are eligible to be reelected.
Representatives of Member agencies will be selected by their peak bodies where they exist or by agreement of the heads of their state based organisations.
- AEMVF Members must be in a position to maintain contact with their state and territory counterparts at a senior level, so that matters of national significance can be brought forward and actioned. By all concerned. They must be in a position to;
- Obtain advice from their state and territory constituents of potential national issues prior to each meeting;
- Disseminate the outcomes of each AEMVF meeting and other matters of national significance;
- Coordinate the attendance of state and territory representatives at national level activities required.
In the event that a member cannot attend a proxy is to be appointed by the member. In the absence of the Chair the Deputy Chair is to chair the meeting. In the absence of both, the meeting is to be postponed.
Membership is open to non-government organisations which align with the following:
- Are national in nature
- Representatives would be in a position to provide a national view and commit their organisations to make decisions on behalf of their constituencies.
- Be substantially volunteer in nature.
- Are substantially involved in emergency management planning an and operations. ( Prevention, Preparedness, Response and Recovery)
Requests for membership will be considered by the AEMVF.
The AEMVF has advisor status on the Community Outcomes and Recovery Committee
An up-to-date website is essential to communicating national issues to the emergency management volunteer sector and members are encouraged to use their own communications channels to disseminate important information to the sector.
The Department of Home Affairs will cover the domain, hosting and technical support costs of maintaining the AEMVF website. However, the AEMVF is responsible to provide material for the website to keep it up-to-date.
The Commonwealth Department of Home Affairs will provide secretariat support to the AEMVF.
Method of Operation
The AEMVF will meet face-to-face twice per year and may meet via telephone conferencing as required. Face-to-face meetings should be kept to one day wherever possible.
Meeting schedules should be decided by the Chair and the Secretariat early in each calendar year. Members will need to be consulted as to availability.
Meetings should be scheduled in Sydney, Melbourne or Canberra to keep the costs down and wherever possible the venues should be AEMVF member facilities. The Secretariat will be responsible for catering.
Where possible the cost of attending meetings should be covered by theAEMVF member agencies. Where this is not possible the Secretariat is to be notified in advance and by agreement will cover the cost of travel, accommodation and meals.
The costs of invited subject matter experts and other invited guests should be met by the parent organisations where possible. However, arrangements can be made with the Secretariat to cover them on a case-by-case basis.
These Terms of Reference are to be reviewed every three years.