Code of Practice - Access to Meetings & Documents
We reviewed our Code of Practice – Access to Meetings & Documents in October/November 2024.
On this page: Background / Have your say / Frequently asked questions
Consultation now closed
Submissions on our Draft Code of Practice – Access to Meetings & Documents closed at 9am on Thursday 7 November 2024. The Code of Practice was adopted at our 25 November 2024 Ordinary Council Meeting.
Background
Our Code of Practice – Access to Meetings & Documents complies with our legislative requirements (under the Local Government Act 1999) and ensures we appropriately allow access to meetings and documents in a timely, effective and fair way.
We are consulting on the draft revised Code of Practice as it is due for review.
Rather than simply updating a few words, we are reformatting the document to simplify Council’s process, and provide clear direction for the community on Council’s approach to these matters, in an easy, accessible way and complies with Council’s legislative requirements.
Read the current Code of Practice
Read the revised Draft Code of Practice
What can be changed?
Code of Practices can be complicated, but essentially they provide the operational framework within which Council functions to guide decision making by Council Members and administration.
We can decide on:
- Additional key considerations for making access to documents easier e.g. copies in library;
- Location on website for easier;
- How the community are informed regarding agenda/minute publishing;
- Comment on approach to confidentiality but not if we do/do not go into confidence e.g. leaving confidential items to the end of a meeting;
- If there are any other additions that doesn’t contradict legislation.
All relevant feedback will be considered and may change wording to the final draft revised policy, or reflected in our internal processes
What has changed?
To make our Code of Practice – Access to Meetings & Documents easier to understand we are updating how our documents are formatted. Our revised draft Code of Practice – Access to Meetings & Documents may look different to some of our older documents you might have read but hope it helps clear up the process regarding community access.
Have your say
Consultation was open from Wednesday 16 October to 9am Thursday 7 November 2024.
Frequently asked questions
The Local Government Act 1999 provides provisions for when Council may exclude the community from a meeting for which cannot be changed. However, Council welcomes feedback regarding our approach to confidential items e.g. the time in which they appear in the agenda.
Attendance to Council Meetings is encouraged by Council for the community to observe the decision making process. If a member of the Community wishes to address Council a deputation request form must be completed and submitted to Council 5 clear days before the meeting.
Livestreaming, and maintaining a recording of the live stream of our Council meetings is not a legislative requirement, and is at the discretion of Council. The minutes are the official record of a Council meeting.
We livestream, and maintain a recording of the live stream on our website to enable our community to observe, and remain updated, on Council matters when they are unable to attend in person.
We have, based on average viewing and access to our recordings, decided to only keep a video recording of our Council meetings for 12 months. This also helps with the usability and loading time on our website. The community will still have access to the meeting minutes on our website after this time.
Documents
Last updated 27 November 2024