Special Interest Group Network Operational Procedures

Operational procedures approved by the LGPro CEO on September 2026

Convenors

The convenor role is essential to ensure the effective operations of the Special Interest Group (SIG). The convenor is appointed by the members of the SIG. There can be up to four convenors for each SIG who will each receive free membership whilst in these roles.

Convenor roles and responsibilities

Convenors must be familiar with the operating procedures of the SIGs and their Terms and Reference.

Convenors must inform LGPro when commencing the SIG convenor role.

Convenors must advise LGPro if resigning from the convenor role. In this event, a handover to other convenors and/or a steering committee should be done to ensure continuity and viability of the SIG.

LGPro roles and responsibilities

LGPro will undertake an induction of new convenors and update records and the LGPro website where appropriate.

If the convenor is no longer able to fulfil their role, LGPro reserves the right to appoint a new convenor.

LGPro will liaise with convenors when opportunities arise to integrate feedback from the SIG into broader LGPro operations.

Meetings

All SIG meetings will be held online to ensure equitable access is available to all members. LGPro will not support hybrid meetings.

An in-person meeting can be considered if the SIG can secure catering and a venue free of charge. However, if payment is required for a venue or catering, this must be held as a paid, in-person-only event that is managed by LGPro. Such events will not form part of these operational procedures.

Convenor roles and responsibilities

Meeting agendas and dates will be determined by the convenor/s.

Meeting dates must not clash with LGPro conferences or forums.

Meetings are chaired by the convenor/s or a person from the steering committee.

Convenors may invite specific non-member organisations from other industries to participate in a SIG to contribute specialist skills or knowledge.

Convenors must advise LGPro if an in-person meeting is requested and discuss any expenditure.

LGPro roles and responsibilities

LGPro reserves the right to contribute to the agenda.

Notice of meetings will be communicated via LGPro’s channels.

LGPro will attend SIG meetings as required.

LGPro may invite specific non-member organisations from other industries to participate in a SIG to contribute specialist skills or knowledge.

If there are costs involved with an in-person meeting, LGPro will determine the timing and venue for the event and advise the convenor/s.

Communication

To support open participation, the SIG operates mainly electronically and via email, supported by virtual meetings and the Microsoft Teams platform.

Within dedicated SIG Teams groups, members can upload shared documents.

Convenor roles and responsibilities

Convenors will communicate to members via dedicated Teams groups and promote the use of this platform at each meeting and through other communications.

Convenors must use LGPro-branded material for presentations.

Convenors may request LGPro undertake a survey and provide questions.

LGPro roles and responsibilities

LGPro will hold and manage the central membership and contact list for the SIG membership.

LGPro will provide convenor/s with a standard meeting template and with information on Acknowledgements of Country, how to promote the efficient use of Teams platform, and how to utilise other communication channels with LGPro.

LGPro will distribute convenor email messages to members.

LGPro will manage surveys if requested by convenor/s and advise them of the results.

Expenditure

The SIGs have no financial authority.

Sponsorship & Corporate Sector Relationships

Corporate Partners and Sponsors can support the SIGs with knowledge and thought leadership.

In these arrangements, conflicts of interest must be avoided, including where that relationship limits the ability of the SIG to carry out its role with complete independence and integrity.

Convenor roles and responsibilities

Convenors must advise LGPro of any Corporate Partnership / Sponsorship approaches they receive.

LGPro roles and responsibilities

LGPro will assess any such proposal with convenor/s, undertake negotiations with the potential Corporate Partner and advise convenor/s of the outcome.

Code of Conduct

All SIG participants must comply with the Code of Conduct.

Convenor roles and responsibilities

Advise LGPro of any concerns about compliance with the Code of Conduct.

LGPro roles and responsibilities

Provide information about the Code of Conduct in the induction package to new convenors.

Creation of a new SIG

Proposals for new SIGs can come from financial Fellow, Professional or Young Professional members. SIGs should be formed to address the strategic needs of the sector.

Eligible members seeking a new SIG should present evidence of the need to LGPro which includes a three year plan of activity that:

Demonstrates that there is no duplication with an existing SIG.

Details the purpose of the SIG.

Demonstrates how the group will benefit and involve people within the sector on a state-wide level.

Outline the professional development activities that are being considered.

LGPro roles and responsibilities

LGPro will assist with sector responses to demonstrate the level of interest.

LGPro will consider the activity plan and decide whether a new SIG should be formed, considering whether there is an existing SIG where the issue/s can be discussed, if there is enough demand for the SIG across the sector including its spread across metropolitan, regional and rural councils and if there is a tangible purpose of the SIG.

Cessation of a SIG

Convenor roles and responsibilities

Convenors must advise LGPro if the SIG members wish to dissolve the SIG or combine with another SIG.

LGPro roles and responsibility

LGPro can dissolve a SIG if requested by a convenor, it has brought LGPro or the work of LGPro into disrepute, in the event of non-compliance with these operating procedures, if it is no longer contributing to the work, aims and strategic objectives of LGPro or if there is limited activity and/or does not have a convenor for two consecutive reporting years.

One or a combination of the above reasons will be considered when dissolving a SIG. LGPro will advise SIG members and/or convenors of the decision to dissolve the SIG if it is made.

When dissolving a SIG, LGPro may consider whether the SIG could be combined with another SIG and undertake discussions with the relevant convenors about this approach.