SEPP 65 - Apartment Design Guide

05 I Review Panels5D Meeting proceduresThe following design review panel meeting procedureshave been developed to ensure consistency in theprocess and to make expectations clear for all parties.A council may choose to include additional operatingprocedures to address local circumstances. If a councilchooses to include additional operating procedures thepanel chair should make recommendations to the councilfor their endorsement.It is recommended that an inception meeting be heldwhen new panels are established to confirm generaloperating and meeting procedures. The inception meetingshould be hosted by the council so that members canbe briefed on specific operational matters. Meetingprocedures can also be discussed and confirmed.Suggested topics to be covered in the inception meetingare outlined below. Where individual new members areappointed to a panel at a later time, it is recommendedthat they be briefed jointly by the panel coordinator andchair on this information.Suggested inception meeting topics:• introduce panel coordinator, members, relevantcouncil staff and provide contact details• provide background on local planning and designissues and copies of relevant policies including theLEP and DCP• advise of annual meeting schedule, confirm memberresponsibilities and reporting timeframes• advise of responsibilities for preparing the agenda,circulation of project information and minutes• confirm contact details for remuneration matters, andfrequency of invoicing• advise of council’s media protocols• determine a protocol for the panel responding to anymedia enquiries (e.g. only through the chair, or onlythrough council’s media unit)• appoint a chairperson (which may be revolving)• confirm standard meeting procedures and anyadditional local procedures• arrange to advise the Minister for Planning andcouncil of the agreed procedures and publicise oncouncil's websiteMeeting preparation and site inspection• panel members should familiarise themselves withthe agenda and documents prior to the meeting• panel members should visit each site on the agendaprior to the meeting. Joint inspections are arrangedby the panel coordinator, and can be part of theoverall agenda for the day. Specific arrangements forthis can be determined by each panelQuorum and attendanceEach meeting is to maintain a quorum. A quorumconsists of three appointed or alternate design reviewpanel members. If less than three members are presentthere is no quorum and the meeting cannot proceed.Panel members should attend at least 75% of designreview panel meetings. The Minister or council/s mayreplace panel members who are regularly unavailable formeetings during a 12 month period.138 DRAFT | Apartment Design Guide I September 2014