Family Advisory Committee Terms of Reference

Terms of Reference

Objective: 

The objective of the Family Advisory Committee (FAC) is to work in collaboration with the GM of Services & Programs, the Head of Customer Insights and Relationships, the Head of Programs and the National Family Support Manager to improve the quality of services and programs Camp Quality provides to families.

Membership: 

The FAC will consist of 8-10 parents/carers, 1-2 Healthcare Professional (Paediatric Oncologist and/or Child Life Therapist) with a cross section of locations, ages, demographics, family types and cultural diversity. At a minimum the committee will include at least:

  • 3 Metro based parents / carers
  • 3 regional / remote parents / carers
  • 2 newly registered families (within the last 24 months)
  • 2 long term registered families (over 3 years)

The term of the position is 2 years unless there is a voluntary resignation. We understand a family’s situation who is experiencing cancer can change suddenly, so resignations are anticipated, and vacant positions will be filled. A waitlist will be held of families wishing to join the FAC. Camp Quality may invite additional families from the waitlist to join the FAC as it considers necessary.

Application and Selection Process:

An expression of interest will go out via email to all registered families who have a child with cancer. The National Family Support Manager will collate the applications and select FAC membership based off the application forms and in consultation with the GM of Services & Programs, Head of Customer Insights & Relationships and the Head of Programs.

The selection will be based off the minimum selection criteria above. If there are multiple families who meet the selection criteria the National Family Support Manager may seek more information from the applicants and selection will be made to ensure a wide variety of circumstances and family types are included in the FAC.

Vacant FAC positions are anticipated and in the case that there is a vacant position, the National Family Support Manager and the Head of Customer Insights and Relationships will review the waitlist and contact applicants who wish to form a part of the committee.

Meetings: 

The FAC will meet three times per year for approximately 1-1.5 hours per meeting. The meetings will be held via a pre-arranged virtual meeting. As part of the membership on this committee, it is expected that members attend a minimum of two of the three meetings per year. We do understand though that things might come up and extenuating circumstances will be taken into consideration if there is not a minimum of two meetings attended per year. Please ensure you contact the National Family Support Manager as soon as you are able and explain your non-attendance at the meeting.

If a committee member consistently fails to attend meetings or participate in ad hoc engagements, Camp Quality reserves the right to remove that member from the committee.

At least two weeks prior to the FAC meeting, an email will go out to members of the FAC asking them for any items they would like added to the agenda for the upcoming meeting. These items will be included in the agenda for discussion.

The agenda will be provided by the National Family Support Manager one week prior to the scheduled meeting. The FAC might be asked to prepare for the meetings to ensure effective use of the time. The minutes will be provided by the National Family Support Manager one week post the meeting.

The FAC meeting will be chaired by the Head of Customer Insights & Relationships who will have final call on the agenda items. In the case that the Head of Customer Insights & Relationships is unable to attend the meeting, another senior member of the Services & Programs team will be elected to chair that meeting.

Decision Making:

The FAC will be invited to be consulted on decision making for key items / opportunities across Services & Programs. These items will be on the agenda for each meeting.

Decisions will be discussed, and a vote will take place and for the decision to be made quorum of at least half the committee members (50%) and this decision will be taken into consideration by the GM of Services & Programs.

Ad-Hoc Consultation:  

The FAC will also provide consultation throughout the year on an Ad Hoc basis. This will be via email, phone calls or a meeting if a group conversation is required. It is expected that each FAC member will do their best to be available and respond to ad hoc consultations throughout their membership.

Confidentiality:

All members of the FAC agree to respect and uphold confidentiality in order to create a safe and trusted environment for this committee. Members may hear or share sensitive information, including personal experiences, health-related details, or internal organisation matters. Members must:

  • Keep all personal stories and identifying information shared by other families confidential
  • Not disclose any private or sensitive information discussed in the meetings outside of this committee
  • Not share meeting content on social media or with external parties
  • Handle all documents or materials provided by the committee with care and discretion

Members understand that confidentiality applies both during their time on the committee and after their involvement ends.

Camp Quality staff will adhere to the privacy policy stated here: Privacy Policy | Camp Quality 

Access and Reporting:

The Head of Customer Insights & Relationships on behalf of the FAC will make recommendations to the Camp Quality Leadership Team for review. The outcomes agreed upon and timeframes will be implemented by the Head of Customer Insights and Relationships.

Duties and Responsibilities:

The members of the Family Advisory Committee are responsible for:

  • Being familiar with the purpose of this committee as outlined in this document
  • Attending and participating in meetings regularly and as required
  • Providing feedback and advice on matters relating to agenda items
  • Liaising and consulting with their peers as appropriate
  • Being available and providing feedback for Ad Hoc consultation throughout the membership
  • Preparing for the meeting as advised by the National Family Support Manager.

The Head of Customer Insights and Relationships will oversee the Family Advisory Committee. The Head of Customer Insights and Relationships has the authority to make changes to membership, objectives, and scope of the FAC in consultation with the GM of Services & Programs and consultation with the FAC.

Recognition:

Members of the Family Advisory Committee will be recognised at the end of their membership with a gift from Camp Quality and reference letters (if required).

Member conduct:

FAC members are expected to contribute in a respectful and supportive way that reflects Camp Quality’s values of Optimism, Celebrating Life, Accountability, and Excellence.

Members agree to:

  • Treat all participants with kindness, empathy, and respect
  • Support a positive, safe, and inclusive environment for families
  • Maintain confidentiality and protect the privacy of children and parents
  • Participate responsibly and communicate openly and honestly
  • Share feedback constructively and work collaboratively toward the Committee’s purpose

Camp Quality may address any behaviour that is inconsistent with these expectations and may end a member’s involvement where necessary to protect the wellbeing of the group.

Camp Quality Effective Meeting Guide 

  • Meeting ‘stays on task’ – agenda and timeframes
  • Members feel empowered to contribute to discussions in a safe and supportive environment
  • Discussions / airtime is shared in an equal manner
  • Members often input relating to their individual circumstances
  • The group identifies gaps in Services & Programs in a solution-based manner
  • The committee respects the speakers right to be heard and not ‘talk over them’.