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All Council meetings are open to the public except when confidential matters are being considered. The information set out below is to assist the public in participating in the Council's decision making process.
Members of the public are welcome to address the Council on any items of business in the Business Paper other than Notices of Motion (including Rescission Motions) and Minutes by the Mayor. A "Guide to Public Speakers" will be handed out at each meeting.
Members of the public may make representations to or at a meeting before any part of the meeting is closed to the public as to whether that part of the meeting should be closed. The representations may be made either in writing or by addressing the Council at the meeting.
Those wishing to so address the Council should advise the Council Administrative Officer present in the Council Chamber either prior to the commencement of the Meeting or, if the Meeting has begun, when they arrive at the Meeting. Members of the public will not be able to address the Council on a particular item after the business on that item has been completed.
Members of the public who wish to speak must complete a form to allow the Council staff to arrange the smooth flow of business at the meeting. The form will include details of:
Only persons who have completed the form and clearly indicated their intention to speak for or against a recommendation or proposition in the business paper may address Council. Speakers who do not speak in accordance with their stated intention shall forfeit the right to continue speaking.
The Council encourages members of the public to present their views to meetings in order that Council deliberations may be better informed. The Council will give the opportunity to speak to persons representing a diverse range of views and opinions in preference to hearing the same view stated repeatedly or sequentially. Organisations may be restricted in number of speakers.
Up to 3 speakers for each opposing viewpoint will be permitted to address the Council.
On development applications, the applicant (or a spokesperson) will be permitted a final 3 minute address. In selecting other speakers, preference will be given to neighbours who would be affected by the proposal whether favourably or unfavourably.
If more than 3 persons wishing to speak on each of the differing views on an issue register through lodging a completed form with Council staff, the Mayor or Chairperson will seek the guidance of the Council as to the number of speakers to be heard. The question will be put without debate, and decided on a show of hands.
If the number of persons requesting to speak exceeds the number Council has nominated, the Mayor shall invite persons to voluntarily withdraw. If necessary Council staff will conduct a draw to determine the speakers, provided that on development applications the speakers shall include the applicant (or a spokesperson) as above and at least one neighbour for and one against the recommendation. Where necessary a separate ballot will be conducted to determine the two neighbour speakers.
Public speakers are restricted to three (3) minutes. No extensions of time will be granted.
All speakers must state their name and address, organisation (if applicable) and interest in the issue before speaking.
Presentations and questions should be made or put courteously and concisely, and without hectoring. Councillors will observe the same courtesies while members of the public are addressing the Council.
Personal allegations against Councillors and/or staff may not be made. A member of the public making such allegations forfeits forthwith the opportunity to address the Council. The Mayor shall insist that an offending speaker cease speaking.
Councillors may ask questions of speakers at the conclusion of their address.
Those in the public gallery shall not ask questions of members of the public addressing Council or otherwise canvass issues in a public way.
If, during a meeting, the Council proposes to close part of a meeting to the public as a matter of urgency and notice has not been given in the agenda, an invitation will be extended to members of the public by the Chairperson to make representations as to whether or not the meeting should be closed.
Members of the public are advised that the Council meeting is recorded and the recording becomes a Public Record. Councillors and members of the public are able to request CD copies of the recording. A fee will apply for CD copies requested by members of the public.
Unless the Council otherwise resolves no recording equipment, excepting the official recording system, will be permitted at meetings of the Council or its committees. This prohibition applies to tape recorders, video cameras and any electronic devices capable of recording speech, whether a magneticord or not.
A person may be expelled from a meeting for using a recording device in contravention of the above. (see Clause 3.10)
Once a motion has been passed it becomes a resolution of the Council and is immediately effective. The General Manager must ensure that it is implemented without undue delay as required by Section 335(1) of the Act.
A resolution of the Council will not be implemented for a period of two days after the meeting at which a motion has been passed to allow time for rescission motions to be lodged. If no rescission motion is lodged action necessary to give effect to the Council's decision must be commenced immediately to avoid excessive delay in implementation.
This means that decisions of the Council will not be implemented until the third day after a meeting or until after any notices of rescission have been dealt with. Council decisions should not therefore be acted upon until officially communicated in writing.
The Meeting Agenda lists the items of business.
The Council generally meets every third Tuesday. The Meetings commence at 7.30 p.m. and are scheduled to finish at 11.30 p.m. The Council can, by resolution, extend past this time. This schedule may be varied from time to time. Extraordinary Meetings may be held outside this schedule.