VPS LGBTIQA+ Pride Network: Governance

The objectives of the Victorian Public Sector (VPS) LGBTIQA+ Pride Network (the Network) are to:

• connect LGBTIQA+ staff and allies through professional and social networking opportunities.
• build LGBTIQA+ and ally staff networks and support organisational human resources capability to embed LGBTIQA+ diversity in practice across the Victorian Public Sector
• raise awareness about the specific challenges and experiences LGBTIQA+ staff have at work
• create communication channel into the Office of the Commissioner for LGBTIQA+ Communities, the Equality Branch and the VPSC
• promote inclusion to make the Victorian Public Sector a safe place for LGBTIQA+ staff to be who they are, and aim to create a safe space for all LGBTIQA+ identifying VPS staff.

Victorian Public Sector

Any reference to the Victorian Public Sector shall include all public service bodies and public entities, as described by the Victorian Public Sector Commission(opens in a new window).

Operations

The Operations Team shall take actions as necessary to implement the resolutions of the Council and shall manage the day-to-day affairs of the Network, including (but not limited to) communications campaigns (including email marketing, Innovation Network maintenance and Sharepoint maintenance), events organisation and support (including the biannual Pride Awards, Midsumma Pride March, days of significance and social events), and administrative duties involved with the operation of the Network.

Membership of the Operations Team shall include chairperson, secretary, and portfolio leads for communications and event from within the Victorian Public Sector.

Operations Team role terms

Each role will hold a term of two years, enabling new incoming Operations Team members sufficient time to excel in their respective roles and enact change where required.

Operations Team members can hold their role for no longer than two terms (equivalent to four years) to ensure ample opportunity for prospective members to self-nominate and be elected into a role.

If a member of the Operations Team is unable to fulfill the full term of their position, an EOI will be distributed to council for volunteers to fill the vacant position, with a two-week period for council members to express their interest in the role. Should there be no volunteers, an EOI will be distributed to the broader VPS LGBTIQA+ Pride Network membership to fill the vacant position, with a two-week period for members to express their interest in the role. If there are more applicants than available positions for each respective role, council members will vote for their preferred applicant.

Council

The Council shall be the governing body of the Network and also operate as a community of practice to facilitate collaboration between departments/agencies and to share best practice. The Council shall meet four times a year in a formal capacity, but ad-hoc meetings can be facilitated as required.

Membership shall include:

• an executive member of each departmental/agency Pride Network (or leading representative), or employee representative where there is no Pride Network in that department/agency
• a representative from Equality Branch in the Department of Families, Fairness and Housing
• a representative from Workforce and Engagement Branch in the Victorian Public Sector Commission
• a representative from GenSHED.

The Council, with advice from Operations, may appoint members to lead Ad Hoc committees. The Ad Hoc Committee will be given a specific task to achieve within a specific timeframe and shall report to the Operations Team and Council as required. Once the task has been achieved the Ad Hoc Committee will disband.

Executive Sponsor

The Commissioner for LGBTIQA+ Communities shall act as executive sponsor and shall provide high level support and advice to the Network and GenSHED. This includes:

• leading work to support the objectives of the Network within the Victorian Public Sector
• meeting with representatives of the network quarterly.

• Coordinating events across Departmental pride networks for diversity days
• Logistical leads for the biannual VPS LGBTIQA+ Pride Awards evening
• Coordinating social events by running our own or supporting departmental networks to run their own events
• Leadership of sector attendance at the annual Midsumma Pride March.

• Coordinate communications initiatives across Departmental pride networks
• Development and publication of the bi-monthly newsletter
• Monitor and update the network’s website, Innovation Network and Sharepoint site and any other channels
• Support the network with ad-hoc communications needs.

• Leadership of the VPS LGBTIQA+ Pride Awards nominations and judging
• Act as a “critical friend” in relation to any policy or Human Resources initiative that impacts the sector
• Advocate for LGBTIQA+ inclusive practice across the sector both in policy development and implementation
• Analyse results from People Matters Survey to identify opportunities to work with relevant stakeholders on creating an inclusive workspace for all LGBTIQA+ identifying VPS staff.

Purpose

The role of the chair is to facilitate the effective contribution of all members of the Network, and promote constructive relationships and with the network’s stakeholders.

The chair leads the Network in fulfilling its role, which is to:

• raise awareness of the network in the VPS
• act as steward on behalf of the network’s members and ensure that the network remains focused on its purpose
• maintain effective relationships with key stakeholders, including, but not limited to, the Office of the Commissioner for LGBTIQA+ Communities, the Equality Unit, the VPSC and GenSHED
• engage with other diversity Networks to embed intersectionality into the activities of the network.

The chair also leads the Operations Team, which is made up of the chair, and functional leads. The Chairperson facilitates business between meetings, and is responsible for securing any required funding for initiatives each year, in coordination with Council members and departmental network leads.

The chair also engages regularly with the Commissioner’s Office, VPSC and Equality Unit and will ensure appropriate representation from GenSHED is included in these meetings.

Key accountabilities

• Leads the Network and enables efficient organisation and conduct of the network's processes
• Provides timely, relevant information to assist members to be effective and fully participate in activities
• Manages the business of the network by chairing meetings, seeing that decisions are reached effectively, ensuring work is progressed and monitoring network performance
• Represents and promotes the network, e.g. speaking about the network at meetings and other events
• Develops and maintains relationships with key stakeholders such as the Commissioner for LGBTIQA+ Communities, Department of Families, Fairness and Housing - Equality unit, Victorian Public Sector Commissioner, GenSHED, executive sponsors and other key stakeholders
• Leads the operations team in facilitating network business between meetings
• Ensures the network’s governance structures work effectively, and updates these as necessary
• Exits responsibly when stepping down as chair and/or from the network by ensuring there is someone to take their place, and providing the incoming person with handover information to help them move into the role.

Skills and experience

• Ability to manage a diverse team of representatives from different organisations across the VPS
• Confidence in working in a whole-of-government context
• Ability to think strategically
• Ability to represent the views and interests of the network in a wide variety of forums, both informal and formal (including public speaking)
• Knowledge of government processes, including around securing funding and authorisation
• Confidence in working flexibly and adapting to changing priorities and needs
• Ability to promote diversity and ensure all parts of LGBTIQA+ communities are involved in the network and decision-making
• Understanding of the network’s obligation to act in accordance with the VPS Code of Conduct, and what this means in practice for the network’s communications and activities
• Experience and knowledge of LGBTIQA+ communities and community priorities
• Ability to model inclusive behaviour and practice.

Purpose

The role of the secretary is to support the chair in facilitating the effective contribution of all members of the Network and promoting constructive relationships within the network and with the network’s stakeholders.

The secretary supports communication within the Network including record keeping, and managing the network's email and collaboration spaces.

The secretary is a member of the Operations Team, along with the portfolio leads, vice chairs and the chair. As part of the operations team, the secretary will assist to facilitate Network business between meetings, and to secure any required funding for initiatives each year.

When the Chairperson is on leave, any of the Deputy Chair roles may be required to step up as acting Chairperson for part of or the entirety of the leave period. This will be voluntary and will be determined by the Operations Team based on capacity of volunteers.

Key accountabilities

• Represents and promotes the Network where needed, e.g. speaking about the network at meetings and other events
• Develops and maintains relationships with key stakeholders
• Actively participates as part of the Operations Team in facilitating Network business between meetings
• Keeping of the Network's records including: recording attendance at meetings, recording and preserving the minutes of meetings, reporting as required to VPS bodies
• Managing the network's email and collaboration spaces
• Performing other duties as usually pertain to the office of secretary
• Supports the chair in their duties
• Acts as chair when the chair is absent, including by chairing meetings
• Exits responsibly when stepping down by ensuring there is someone to take their place, and providing the incoming person with handover information to help them move into the role.

Skills and experience

• Confidence working in a whole-of-government context
• Ability to think strategically
• Ability to represent the views and interests of the network in a wide variety of forums
• Knowledge of government processes, including around securing funding and authorisation
• Confidence in working flexibly and adapting to changing priorities and needs
• Ability to promote diversity and ensure all parts of LGBTIQA+ communities are involved in the network and decision-making
• Understanding of the network’s obligation to act in accordance with the VPS Code of Conduct, and what this means in practice for the network’s communications and activities
• Experience and knowledge of LGBTIQA+ communities and community priorities
• Ability to model inclusive behaviour and practice.

Purpose

The role of the portfolio lead, communications is to co-ordinate the activities of the Communications portfolio, and ensure that the portfolio delivers on its key objectives and core responsibilities to promote the network across the Victorian Public Sector.

The Communications portfolio lead is a member of the operations team, along with the other portfolio leads, the vice chairs, and the chair. As part of the operations team, the Communications portfolio lead assists in facilitating Network business between meetings, and in securing any required funding for initiatives each year.

When the Chairperson is on leave, any of the Deputy Chair roles may be required to step up as acting Chairperson for part of or the entirety of the leave period. This will be voluntary and will be determined by the Operations Team based on capacity of volunteers.

Key accountabilities

• Ensuring their portfolio delivers on its strategic objectives
• Ensuring other portfolios are kept up-to-date on their portfolio’s activities, to ensure initiatives are co-ordinated and avoid duplication
• Ensuring correspondence directed to the portfolio receives a timely response
• Monitoring deadlines for the portfolio’s activities and ensuring these are met
• Actively participating as part of the Operations Team in facilitating Network business between meetings
• Supports the chair in their duties
• Acts as chair when the chair is absent, including by chairing meetings
• Exit responsibly when stepping down as a portfolio lead by ensuring there is someone to take their place, and providing the incoming person with handover information to help them move into the role.

Skills and experience

• Ability to coordinate work of a diverse team of representatives from different organisations
• Confidence working in a whole-of-government context
• Ability to think strategically
• Ability to represent the views and interests of the network in a wide variety of forums
• Confidence in working flexibly and adapting to changing priorities and needs
• Ability to promote diversity and ensure all parts of LGBTIQA+ communities are involved in the network and decision-making
• Understanding of the network’s obligation to act in accordance with the VPS Code of Conduct, and what this means in practice for the network’s communications and activities
• Experience and knowledge of LGBTIQA+ communities and community priorities
• Ability to model inclusive behaviour and practice.

Purpose

The role of the Events portfolio lead is to co-ordinate the activities of the Events portfolio, and ensure that the portfolio delivers on its key objectives and core responsibilities to prepare and run events for network members and their allies.

The Events portfolio lead is a member of the Operations Team, along with the other portfolio leads, the vice chairs and the chair. As part of the Operations Team, the Events portfolio lead assists in facilitating Network business between meetings, and in securing any required funding for initiatives each year.

When the Chairperson is on leave, any of the Deputy Chair roles may be required to step up as acting Chairperson for part of or the entirety of the leave period. This will be voluntary and will be determined by the Operations Team based on capacity of volunteers.

Key accountabilities

• Ensuring their portfolio delivers on its strategic objectives
• Ensuring other portfolios are kept up-to-date on their portfolio’s activities, to ensure initiatives are co-ordinated and avoid duplication
• Ensuring correspondence directed to the portfolio receives a timely response
• Monitoring deadlines for the portfolio’s activities and ensuring these are met
• Actively participating as part of the Operations Team in facilitating Network business between meetings
• Supports the chair in their duties
• Acts as chair when the chair is absent, including by chairing meetings
• Exit responsibly when stepping down as a portfolio lead by ensuring there is someone to take their place, and providing the incoming person with handover information to help them move into the role.

Skills and experience

• ability to coordinate work of a diverse team of representatives from different organisations
• confidence working in a whole-of-government context
• ability to think strategically
• ability to represent the views and interests of the network in a wide variety of forums
• confidence in working flexibly and adapting to changing priorities and needs
• ability to promote diversity and ensure all parts of LGBTIQ+ communities are involved in the network and decision-making
• understanding of the network’s obligation to act in accordance with the VPS Code of Conduct, and what this means in practice for the network’s communications and activities
• experience and knowledge of LGBTIQ+ communities and community priorities
• ability to model inclusive behaviour and practice.

In late December 2015 the Victorian Secretaries Board endorsed and encouraged the creation of departmental Pride Networks across Victorian Government, attendance of senior executives at Pride events and support of Victorian public service (VPS) staff to participate in network activities.

This was in an effort to better support lesbian, gay, bisexual, transgender and gender diverse, intersex, and queer (LGBTIQA+) staff in the VPS.

Alongside this they also endorsed the creation of 3 Victorian Public Sector groups to support collaboration between departments/agencies; the Victorian Public Sector Pride Network (VPS Pride Network), the LGBTIQA+ Inclusion in the Public Sector (LIPS) Network for Human Resources staff (now the VPS Diversity and Inclusion community of practice), and the LGBTIQA+ Executive Sponsors group.

In 2024, the Network has undertaken the task of updating these Terms of Reference and evaluating the structure of the Network, Council and Operations team to ensure the evolving needs of the broader network are being met. This work was undertaken by a working group comprising council members and representatives from the Equality Unit and the Office for the Commissioner of LGBTIQA+ Communities.

These terms of reference are to be reviewed on a biannual basis. The most appropriate mechanism and/or person to undertake the review will be proposed by the Operations team, and any changes are to be endorsed by the Executive Sponsor(s) and approved by the Council of the Network.

The VPS Pride Network (the Network) is a peer-led network created to connect and support lesbian, gay, bisexual, transgender and gender diverse, intersex, and queer and questioning (LGBTIQA+) employees and their allies across the Victorian Public Sector.

The Network works to connect Departmental Pride Networks and Pride representatives to assist their work to promote understanding of issues faced by LGBTIQA+ staff in the workplace and contribute to Victorian Public Sector being a safe and inclusive work environment.

The Network also aims to coordinate events, communications and initiatives from across Departmental Pride Networks.

We encourage an LGBTIQA+ inclusive culture, so that we can promote all parts of the Victorian Public Sector as an employer of choice, decision-maker and service provider for LGBTIQA+ Victorians.

The following principles inform the Network’s governance structure:

• the Network is voluntary and staff-led
• the Network demonstrates public sector values in governance arrangements, decision making processes and stakeholder engagement
• the Network ensures clarity of roles and responsibilities
• the Network promotes relationships that feature trust, open communication, robustness, accountability and inclusion
• the Network promotes effective stakeholder engagement
• clarity and transparency about accountability arrangements
• acknowledges and balances the complimentary role of the Network and work of Departments.