Contacting DELWP regional office
Regarding Crown land reserve matters, DELWP staff can be contacted through the Crown Land Kiosk (available to all Crown land reserve Committees of Management), by phone to the DELWP Customer Service Centre on 136 186 (and ask to be put through to the DELWP Regional Manager Land and Built Environment in your part of the State) or email: customer.service@delwp.vic.gov.au (and your email will be forwarded to the relevant public land email in your region).
Visit our Communities and regions webpage for more information about DELWP regions and locations.
Crown Land Kiosk
The Crown Land Kiosk is a part of DELWP’s internet-based land management information system. The Kiosk is specially tailored to assist Committees of Management with the management of Crown land reserves.
Features include:
- submitting the Annual Return, including financial details (no more paper forms or envelopes/postage required)
- storing copies of key documents and required committee policies, such as the Conflict of interest policy
- maps of Crown land reserve boundaries
- details of leases or licences
- a committee's assets register can be maintained through the Kiosk
And much more! For example, there is a section to submit issues related to reserves for response by DELWP.
All committees are encouraged to make sure they have at least two or three Committee members who are comfortable using the Kiosk.
The Kiosk is designed for individual committee members to have their own unique log-in with a password. Access can be from a mobile phone, tablet, laptop or desktop computer.
For further information and to request access to the Kiosk, email: CLIP@delwp.vic.gov.au or contact a DELWP Committees of Management staff member in your region (see contact details above).
Coronavirus (COVID19) information for committees
Please see the Information and resources for land managers website for updates on the responsibilities of land managers in implementing coronavirus (COVID-19) restrictions.
Official information and advice about coronavirus (COVID-19), including directions about current public health measures that Committees of Management must follow, is available on the Department of Health and Human Services (DHHS) website.
Committees of Management should check the DHHS web site on a regular basis as the situation is very dynamic; advice and directions will change as circumstances change. It is important to reduce the risk of transmission of the virus in the Victorian community.
Role of committees of management
Victoria's approximately 1,200 committees of management (CoMs) of Crown land reserves perform a valuable community service.
The role of the CoMs under the Crown Land Reserves Act (1978) is to “manage, improve, maintain and control” Crown land reserves that have been set aside for the benefit of the people of Victoria.
The reserves support a broad range of amenities and uses such as public halls, showgrounds, gardens, bushland, caravan parks, foreshores, sporting facilities, playgrounds, swimming pools, walking tracks and rail trails.
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 contact centre on 136 186.
Who is this guidance for?
The guidance on this page is suitable for all committees of management, as set out in the table below.
Committees of management guidelines
Small committees that manage a reserve for their local community (category 3)
- This page is your one-stop-shop.
- You only need to visit other On Board support modules if a link is given.
Large committees that manage reserves of regional or state-wide significance (category 1 and 2)
- Your committee has additional obligations
- Also see the guidance and model policies in other support modules (e.g. conflict of interest)
Committees that manage a coastal reserve
- Your committee has additional obligations
- Also see the guidance and model policies in other support modules (e.g. conflict of interest)
- Also see the Marine and Coast information.
The committees of management guidelines assist committees to manage their reserve.
Full guide
Committees of Management Guidelines (DOCX, 4.9 MB)
Committees of Management Guidelines (PDF, 1.4 MB)
This is the full 2020 guidelines. See the individual chapters below.
| Topic | Summary |
|---|---|
| 01 - About these guidelines (DOCX, 193.5 KB) |
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| 02 - About committees of management (DOCX, 211.2 KB) |
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| 03 - Appointment and end of term (DOCX, 217.9 KB) |
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| 04 - Meetings (DOCX, 235.7 KB) |
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| 05 - Standards of conduct (DOCX, 208.9 KB) |
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| 06 - Good work practices (DOCX, 910.5 KB) |
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| 07 - Management and business plans (DOCX, 222.6 KB) |
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| 08 – Day-to-day management (DOCX, 205.6 KB) |
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| 09 - Developing the reserve (DOCX, 201.2 KB) |
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| 10 - Lease and license (DOCX, 210.4 KB) |
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| 11 - Risk (DOCX, 260.2 KB) |
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| 12 - Insurance (DOCX, 230.4 KB) |
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| 13 - Employees (DOCX, 205.5 KB) |
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| 14 - Hiring contractors (DOCX, 196.7 KB) |
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| 15 - Volunteers (DOCX, 199.5 KB) |
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| 16 - Annual reporting (DOCX, 193.3 KB) |
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| 17 - Finances (DOCX, 196.6 KB) |
|
Other guidance
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 2019-20 (DOCX, 147.9 KB)
Annual return template – category 2
For convenience, the template for category 2 committees is also provided here.
In each region, DELWP staff members provide support and guidance to Committees of Management managing Crown land reserves. The DELWP support role for committees includes:
- Advice on committee governance and operation.
- Providing approvals, e.g. consent for new uses and developments, and for leases/licences.
- Advice on reserve management and planning.
- Clarifying issues regarding insurance and risk management.
- Managing the selection and appointment of the committee.
- Assisting with information about funding opportunities.
- Running events and celebrating the work of committees.
DELWP also has an oversight role: checking that committees are complying with all the expectations and requirements of DELWP for managing a Crown land reserve.
DELWP aims to ensure that all committees:
- are provided with a range of tailored knowledge, guidance material and contacts to assist in performing the committee role.
- feel supported and valued by the DELWP team.
- are confident that DELWP provides a reliable source of advice on Crown land management issues.
DELWP uses a Committee of Management Categorisation Framework to guide the support and oversight provided for committees of management.
The financial criteria used as a guide to categorisation include:
- Category 1: Greater than $1 million per year in revenue (or cash balance) or built assets valued at greater than $20 million.
- Category 2: Greater than $250,000 (and less than $1 million) per year in revenue (or cash balance) or built assets valued at more than $5 million (and less than $20 million).
- Category 3: Less than $250,000 per year in revenue (or cash balance) and built assets valued at less than $5 million.
Heritage and public land values are also considered along with other regional knowledge, such as land or assets under management being of regional, statewide or national significance, a current major infrastructure development, or other unique circumstances. Some coastal committees are categorised as Category 2 or 1 based on income/assets. All other coastal committees are considered as Category 2 irrespective of income/assets.
For further information about the Committee of Management Categorisation Framework, committees can contact their DELWP regional office committee of management contact person.
Grants to assist committees in their work may be available from a number of sources. See the links below for more information.
- DELWP Grants:
- Vic Gov Grants
- Local councils can also provide grants.
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.
Insurance Fact Sheet for Committees of Management
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 & Products liability insurance certificate of currency 2020-21 (PDF, 23.9 KB)
Professional indemnity insurance – certificate of currency
Professional indemnity insurance certificate of currency 2020-21 (PDF, 23.6 KB)
Group personal accident insurance – certificate of currency
Group personal accident insurance certificate of currency 2020-21 (PDF, 125.8 KB)
Crown land is leased and licensed to enable communities to use, benefit from and enjoy Crown land including recreational, cultural, sporting and commercial uses.
There are two types of tenure that a committee can issue:
- A lease is for the exclusive use of part or all of a reserve. It is suitable where large facilities are being used entirely for a particular group, such as social clubrooms.
- Licences are for non-exclusive use of part or all of a reserve. They are suitable where there are many users of the reserve who need regular access, for example, several sporting clubs that want to use the oval of a reserve at different times.
Lease proposals require the in-principle approval of the Minister (or delegate) before negotiations begin and must comply with DELWP requirements. In the first instance, discuss the details of any proposed lease or licence with the local DELWP office or call the DELWP Customer Contact Centre on 136 186.
The Leasing Policy for Crown land in Victoria 2018 andDELWP Crown Land Leasing Guidelines 2012 provides more information on leasing Crown land, while General Crown Land Licencesprovides more information on licensing Crown land.
DELWP’s publishes newsletters with tips, advice, and news for committees. You can:
- download previous newsletters
- subscribe to receive future newsletters electronically (they are usually published biannually in March and September). Email voluntary.committees@delwp.vic.gov.au.
Please note that although some of the electronic links in the newsletters may no longer be current the articles will still be of interest.
Your committee must have certain policies in place as outlined below. It can do so by simply adopting these DELWP model policies.
Meetings and decisions
Meetings and decisions (PDF, 486.8 KB)
Meetings and decisions (DOCX, 125.3 KB)
Conflict of Interest
Conflict of Interest (PDF, 423.2 KB)
Conflict of Interest (DOCX, 103.1 KB)
Code of conduct (including gifts)
Code of conduct (including gifts) (PDF, 329.5 KB)
Code of conduct (including gifts) (DOCX, 109.2 KB)
Dispute resolution
Dispute resolution (PDF, 309.3 KB)
Dispute resolution (DOCX, 103.4 KB)
Caravan and camping parks on Crown land
Additional resources are available for specific types of committees, for example, best practice guidelines for Caravan and camping parks on Crown land. It is important to note that these guidelines are in addition to the Committees of management responsibilities and good practice guidelines (see above), which are relevant to all committees.
Standing for election to Parliament or a local council
If you are considering standing for election to Parliament, important legal considerations apply because of your public sector appointment as a committee member. Considerations may also apply if you decide to stand for local council. See DELWP’s guidance note on this topic.
On Board - Terms - 01 - Standing For Election (PDF, 412.9 KB)
On Board - Terms - 01 - Standing For Election (DOCX, 196.7 KB)
Page last updated: 09/03/21