Information for Committees of Management

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.

If you would like to discuss aspects of managing Crown land call 136 186 to be put through to the DELWP Regional Manager Land and Built Environment in your part of the State.

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.

Incorporated associations (category 4)

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.

01 - About these guidelines (DOCX, 193.5 KB)
  • About these guidelines
  • Other key sources of guidance
02 - About committees of management (DOCX, 211.2 KB)
  • Role, duties and powers of the committee
  • Engaging with the community
  • Role of the department

  • Categorisation framework (see accordion below)
03 - Appointment and end of term (DOCX, 217.9 KB)
  • Appointments process
  • Resignation and removal from office
  • Induction and handover to new committee

  • Induction video, induction kit (see accordion below)
04 - Meetings (DOCX, 235.7 KB)
05 - Standards of conduct (DOCX, 208.9 KB)
06 - Good work practices (DOCX, 910.5 KB)
  • Landfolio self-serve kiosk
  • Benefits and safety of incorporation
  • Legal Advice
  • Working with children checks
  • Dealing with public complaints
  • Recording keeping, and Assets register
07 - Management and business plans  (DOCX, 222.6 KB)
  • Management and business plans

08 – Day-to-day management (DOCX, 205.6 KB)
  • Day-to-day management of the reserve
  • Local council services that can assist
  • Reserve-specific regulations
09 - Developing the reserve  (DOCX, 201.2 KB)
  • Approvals required for developing the reserve
  • Aboriginal cultural heritage, native title and Traditional Owners rights.
10 - Lease and license (DOCX, 210.4 KB)
  • Approvals and processes for issuing leases and licence
  • Crown land leasing policy

  • Leases and licences (see accordion below)
11 - Risk  (DOCX, 260.2 KB)
  • Risk management process plans
  • Step-by-step guide to identifying and managing risk.
12 - Insurance  (DOCX, 230.4 KB)
  • Insurance provided to your committee 
    Insurance your committee may need to purchase
    Incidents and claims – process to follow

  • Including insurance fact sheet, certificates of currency, insurance policy wording (see accordion below)
13 - Employees  (DOCX, 205.5 KB)
  • Obligations of the committee if it employs staff
14 - Hiring contractors (DOCX, 196.7 KB)
  • Process for hiring a contractor.
  • Applies to services, goods, maintenance and development works.
  • Warning about conflicts of interest
15 - Volunteers (DOCX, 199.5 KB)
  • Volunteer attendance register
  • Insurance, privacy and other obligations
  • Attracting and using volunteers
16 - Annual reporting (DOCX, 193.3 KB)
  • Annual return or report to the department
  • Other obligations to provide information.

  • Annual return templates (see accordion below)
17 - Finances  (DOCX, 196.6 KB)
  • Revenue/income and spending
    Sourcing funding
  • Australian Business Numbers.

  • Grants (see accordion below)

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.

Annual Return - Category 2 2019-20

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. Your committee does not need to read it.

CoMs categorisation framework (2018-19) (DOCX, 1.7 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).

Grants to assist committees in their work may be available from a number of sources. See the links below for more information.

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:

Please note that although some of the electronic links in the newsletters may no longer be current the articles will still be of interest.

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: 15/09/20