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Matched Legal Cases: ['art 1', 'art 2', 'art 3', 'art 4', 'art 5', 'art 6', 'art 7', 'art 8', 'art 9', 'art 10', 'art 11', 'art 12', 'art 13', 'art 14', 'art 15', 'art 16', 'art 17', 'art 18', 'art 19', 'art 1', 'art 2', 'art 3', 'art 4', 'art 5', 'art 6', 'art 7', 'art 8', 'art 9', 'art 10', 'art 11']

LE-LOL-020 STANDING ORDERS LOCAL LAW PDF
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1 LE-LOL-020 STANDING ORDERS LOCAL LAW 2015 LOCAL GOVERNMENT ACT 1995 SHIRE OF KALAMUNDA STANDING ORDERS LOCAL LAW 2015 ARRANGEMENT 1.1 Citation 1.2 Commencement 1.3 Purpose and intent 1.4 Application 1.5 Repeal 1.6 Interpretation Part 1 Preliminary Part 2 Establishment and membership of committees 2.1 Establishment of committees 2.2 Types of committees 2.3 Delegation of some powers and duties to certain committees 2.4 Limits on delegation of powers and duties to certain committees 2.5 Appointment of committee members 2.6 Tenure of committee membership 2.7 Resignation of committee members 2.8 Register of delegations to committees 2.9 Committees to report Part 3 Calling and convening meetings 3.1 Ordinary and special Council meetings 3.2 Calling Council meetings 3.3 Convening Council meetings 3.4 Calling committee meetings 3.5 Convening committee meetings 3.6 Public notice of meetings Part 4 Presiding member and quorum Division 1: Who presides 4.1 Who presides 4.2 When the Deputy President can act 4.3 Who acts if no President 4.4 Election of presiding members of committees 4.5 Election of deputy presiding members of committees 4.6 Functions of deputy presiding members 4.7 Who acts if no presiding member Division 2 Quorum 4.8 Quorum for meetings 4.9 Reduction of quorum for Council meetings 4.10 Reduction of quorum for committee meetings
2 4.11 Procedure where no quorum to begin a meeting 4.12 Procedure where quorum not present during a meeting 4.13 Names to be recorded Part 5 Business of a meeting 5.1 Business to be specified 5.2 Order of business 5.3 Motions of which previous notice has been given 5.4 New business of an urgent nature 5.5 Motions without notice 5.6 Adoption by exception resolution Part 6 Public participation 6.1 Meetings generally open to the public 6.2 Meetings not open to the public 6.3 Question time for the public 6.4 Question time for the public at certain meetings 6.5 Minimum question time for the public 6.6 Procedures for question time for the public 6.7 Other procedures for question time for the public 6.8 Distinguished visitors 6.9 Deputations 6.10 Petitions 6.11 Presentations 6.12 Participation at committee meetings 6.13 Council may meet to hear public submissions 6.14 Public Inspection of agenda materials 6.15 Confidentiality of information withheld 6.16 Recording of proceedings 6.17 Standard of conduct 6.18 Right of reply Part 7 Questions by members 7.1 With due notice 7.2 Without due notice Part 8 Conduct of members 8.1 Members to be in their proper places 8.2 Respect to the presiding member 8.3 Titles to be used 8.4 Advice of entry or departure 8.5 Members to indicate their intention to speak 8.6 Priority of speaking 8.7 Presiding member may take part in debates 8.8 Relevance 8.9 Speaking twice 8.10 Duration of speeches 8.11 No speaking after conclusion of debate 8.12 No interruption 8.13 Personal explanations 8.14 No reopening of discussion 8.15 Adverse reflection 8.16 Withdrawal of offensive language
3 Part 9 Preserving order 9.1 Presiding member to preserve order 9.2 Point of order 9.3 Procedures on a point of order 9.4 Calling attention to breach 9.5 Ruling by the presiding member 9.6 Continued breach of order 9.7 Right of presiding member to adjourn Part 10 Debate of members 10.1 Recommendations in reports 10.2 Alternate motion 10.3 Motions to be stated and in writing 10.4 Motions to be supported 10.5 Unopposed business 10.6 Only one substantive motion at a time 10.7 Order of call in debate 10.8 Limit of debate 10.9 Member may require question to be read Consent of seconder required for alteration Order of amendments Form of an amendment Amendment must not negate original motion Relevance of amendments Mover of motion may speak on amendment Effect of an amendment Withdrawal of motion or amendment Right of reply Foreshadowing alternative motions Part 11 Procedural motion 11.1 Permissible procedural motions 11.2 No debate 11.3 Who may move 11.4 Procedural motions - right of reply on substantive motion 11.5 Meeting to proceed to the next business 11.6 Debate to be adjourned 11.7 Meeting now adjourn 11.8 Question to be put 11.9 Member to be no longer heard Ruling of the presiding member to be disagreed with Part 12 Disclosure of interests 12.1 Disclosure of interests Part 13 - Voting 13.1 Question - when put 13.2 Voting 13.3 Majorities required for decisions 13.4 Method of taking vote Part 14 Minutes of meetings 14.1 Keeping of minutes 14.2 Content of minutes
4 14.3 Public inspection of unconfirmed minutes 14.4 Confirmation of minutes Part 15 - Adjournment of meeting 15.1 Meeting may be adjourned 15.2 Effect of adjournment Part 16 Revoking or changing decisions 16.1 Requirements to revoke or change decisions 16.2 Limitations on powers to revoke or change decisions 16.3 Implementing a decision Part 17 Suspension of local law 17.1 Suspension of local law 17.2 Where local law does not apply Part 18 Meetings of electors 18.1 Electors' general meetings 18.2 Matters for discussion at electors' general meetings 18.3 Electors' special meetings 18.4 Requests for electors' special meetings 18.5 Convening electors' meetings 18.6 Who presides at electors' meetings 18.7 Procedure for electors' meetings 18.8 Participation of non-electors 18.9 Voting at electors' meetings Minutes of electors' meetings Decisions made at electors' meetings 19.1 Penalty for breach 19.2 Who can prosecute Part 19 - Enforcement
5 LOCAL GOVERNMENT ACT 1955 SHIRE OF KALAMUNDA STANDING ORDERS LOCAL LAW 2015 Under the powers conferred by the Local Government Act 1955 and under all other powers enabling it, the Council of the Shire of Kalamunda resolved on 21 December 2015 to make the following local law. Part 1 Preliminary 1.1 Citation This local law may be cited as the Local Law Commencement This local law comes into operation 14 days after the date of its publication in the Government Gazette 1.3 Purpose and intent (1) The purpose of the local law is to provide for the conduct of meetings of the Council, Committees and electors. (2) This local law is intended to result in- 1.4 Application (a) better decision-making at meetings; (b) the orderly and efficient conduct of meetings; (c) greater community participation and understanding of the business of the Council; and (d) more open and accountable local government. All meetings of the Council, committees and the electors are to be conducted in accordance with the Act, the Regulations and this local law. 1.5 Repeal The Local Law 1999 as published in the Government Gazette on 20 August 1999, and amendments published in the Government Gazette on 30 December 2003 are repealed on the day this local law comes into operation.
6 1.6 Interpretation In this local law, unless the contrary intention appears- absolute majority has the meaning given to t in the Act; Act means the Local Government Act 1995; CEO means the Chief Executive employee of the Shire; committee means a committee of the council (established under section 5.8 of the Act); Council means the Council of the Shire; Councillor has the same meaning as is given to it in the Act; Deputy President means the deputy president of the Shire employee has the same meaning as is given to it in the Act; Local Government means the Shire meeting means a meeting of the Council or of a committee, or an electors meeting, as the context requires; member has the same meaning as given to it in the Act; Minister means the Minister responsible for administering the Act; President means the president of the Shire; presiding person means the person presiding at a meeting; Regulations means the Local Government (Administration) Regulations 1996; Shire means the Shire of Kalamunda; simple majority means more than 50% of the members present and voting; special majority has the same meaning as is given to it in the Act; substantive motion means an original motion, or an original motion as amended, but does not include an amendment motion or a procedural motion.
7 Part 2 Establishment and membership of committees 2.1 Establishment of committees (1) The establishment of committees is dealt with in the Act. (2) A Council resolution to establish a committee under section 5.8 of the Act is to include - (a) the terms of reference of the committee; (b) the number of Council members, employees and other persons to be appointed to the committee; (c) the names or titles of the Council members and employees to be appointed to the committee; (d) the names of other persons to be appointed to the committee or an explanation of the procedure to be followed to determine the appointments; and (e) details of the delegation of any powers or duties to the committee under section 5.16 of the Act. (3) This local law is to apply to the conduct of committee meetings. 2.2 Types of committees The types of committees are dealt with in the Act. 2.3 Delegation of some powers and duties to certain committees The delegation of some powers and duties to certain committees is dealt with in the Act. 2.4 Limits on delegation of powers and duties to certain committees The limits on the delegation of powers and duties to certain committees are dealt with in the Act. 2.5 Appointment of committee members The appointment of committee members is dealt with in the Act. 2.6 Tenure of committee membership Tenure of committee membership is dealt with in the Act. 2.7 Resignation of committee members The resignation of committee members is dealt with in the Regulations. 2.8 Register of delegations to committees The register of delegations to committees is dealt with in the Act. 2.9 Committees to report A committee - (a) is answerable to the Council; and (b) is to report on its activities when, and to the extent, required by the Council.
8 Part 3 Calling and convening meetings 3.1 Ordinary and special Council meetings (1) Ordinary and special Council meetings are dealt with in the Act. (2) An ordinary meeting of the Council, held on a monthly basis or otherwise as determined by the Council, is for the purpose of considering and dealing with the ordinary business of the Council. (3) A special meeting of the Council is held for the purpose of considering and dealing with Council business that is urgent, complex in nature, for a particular purpose or confidential. 3.2 Calling Council meetings The calling of Council meetings is dealt with in the Act. 3.3 Convening Council meetings (1) The convening of a Council meeting is dealt with in the Act. (2) Subject to subclause (3), the CEO is to give at least 72 hours notice, for the purposes of section 5.5 of the Act, in convening a special meeting of the Council. (3) Where, in the opinion of the President or at least one-third of the members, there is a need to meet urgently, the CEO may give a lesser period of notice of a special Council meeting. 3.4 Calling committee meetings A meeting of a committee is to be held (a) If called for in a verbal or written request to the CEO by the President or the presiding member of the committee, advising the date and purpose of the proposed meeting; (b) If called for by at least one-third of the members of the committee in a notice to the CEO, setting out the date and purpose of the proposed meeting; or (c) In accordance with a decision of the Council or the committee. 3.5 Convening committee meetings (1) The CEO is to convene a committee meeting by giving each member of the committee notice of the date, time and place of the meeting and an agenda for the meeting (2) Subject to subclause (3), the CEO is to give at least 72 hours notice, for the purposes of subclause (1), in convening a meeting of a committee. (3) Where, in the opinion of the President, the presiding member of the committee or at least one-third of the members of the committee, there is a need to meet urgently, the CEO may give a lesser period of notice of a committee meeting. 3.6 Public notice of meetings Public notice of meetings is dealt with in the Regulations.
9 4.1 Who presides Part 4 Presiding member and quorum Division 1: Who presides Who presides at a Council meeting is dealt with in the Act. 4.2 When the Deputy President can act When the Deputy President can act is dealt with in the Act. 4.3 Who acts if no President Who acts if there is no President is dealt with in the Act. 4.4 Election of presiding members of committees The election of presiding members of committees and their deputies is dealt with in the Act. 4.5 Election of deputy presiding members of committees The election of deputy presiding members of committees is dealt with in the Act. 4.6 Functions of deputy presiding members The functions of deputy presiding members are dealt with in the Act. 4.7 Who acts if no presiding member Who acts if no presiding member is dealt with in the Act. 4.8 Quorum for meetings Division 2 Quorum The quorum for meetings is dealt with in the Act. 4.9 Reduction of quorum for Council meetings The power of the Minister to reduce the number for a quorum and certain majorities is dealt with in the Act.
10 4.10 Reduction of quorum for committee meetings The reduction of a quorum for committee meetings is dealt with in the Act Procedure where no quorum to begin a meeting The procedure where there is no quorum to begin a meeting is dealt with in the Regulations Procedure where quorum not present during a meeting If at any time during a meeting a quorum is not present, the presiding member is - (a) immediately to suspend the proceedings of the meeting for a period of up to 15 minutes; and (b) if a quorum is not present at the expiry of that period, the presiding member is to adjourn the meeting to some future time or date Names to be recorded At any meeting - (a) at which there is not a quorum present; or (b) which is adjourned for want of a quorum, the names of the members then present are to be recorded in the minutes. 5.1 Business to be specified Part 5 Business of a meeting (1) No business is to be transacted at any ordinary meeting of the Council other than that specified in the agenda, without the approval of the presiding member or the Council. (2) No business is to be transacted at a special meeting of the Council other than that given in the notice as the purpose of the meeting. (3) No business is to be transacted at a committee meeting other than that specified in the agenda or in the notice of the meeting as the purpose of the meeting, without the approval of the presiding member or the committee. (4) Where a Council meeting is adjourned to the next ordinary meeting of the Council, the business unresolved at the meeting that is adjourned is to be dealt with as soon as practicable after the confirmation of the minutes of the previous meeting. (5) Where a committee meeting is adjourned to the next ordinary committee meeting, the business unresolved at the meeting that is adjourned is to be dealt with as soon as practicable after the confirmation of the minutes of the previous meeting. (6) Where a Council or committee meeting is adjourned to a meeting not described in subclauses (4) or (5), no business is to be transacted at that later meeting other than that - (a) is specified in the notice of the meeting that is adjourned; and (b) which remains unresolved.
11 5.2 Order of business (1) The order of business of an ordinary meeting of the Council or a committee must be determined by the Council from time to time. (2) Unless otherwise decided by the Council, the order of business at any special meeting of the Council is to be the order in which that business stands in the agenda of the meeting. (3) In determining the order of business for any meeting of the Council or a committee, the provisions of the Act and Regulations relating to the time at which public question time is to be held are to be observed. 5.3 Motions of which previous notice has been given (1) Unless the Act, Regulations or this local law otherwise provide, a member may raise at a meeting such business as he or she considers appropriate, in the form of a motion, of which notice has been given in writing to the CEO and which has been included on the agenda. (2) A notice of motion under subclause (1) is to be given at least 4 clear working days before the meeting at which the motion is moved. (3) A notice of motion is to relate to the good governance of the district. (4) The CEO - (a) with the concurrence of the President, may exclude from the notice paper any notice of motion deemed to be, or likely to involve, a breach of any of this local law or any other written law; (b) must inform members on each occasion that a notice has been excluded and the reasons for that exclusion; (c) may, after consultation with the member where this is practicable, make such amendments to the form but not the substance as will bring the notice of motion into due form; and (d) may provide to the meeting relevant and material facts and circumstances pertaining to the notice of motion on such matters as policy, budget and law. (5) A motion of which notice has been given is to lapse unless - (a) the member who gave notice of it, or some other member authorised by the originating member in writing, moves the motion when called on; or (b) the meeting on a motion agrees to defer consideration of the motion to a later stage or date. (6) If a notice of motion is given and lapses under subclause (5), notice of a motion in the same terms or to the same effect is not to be given again for at least 3 months from the date of such lapse. 5.4 New business of an urgent nature (1) In cases of extreme urgency or other special circumstances, matters may, on a motion by the presiding member that is carried by the meeting, be raised without notice and decided by the meeting. (2) In subclause (1), 'cases of extreme urgency or other special circumstances' means matters
12 (a) that have arisen after the preparation of the agenda that are considered by the presiding member to be of such importance and urgency that they are unable to be dealt with administratively by the Local Government and must be considered and dealt with by the Council or committee before the next meeting; and (b) that, if not dealt with at the meeting, are likely to (i) have a significant adverse effect (financially or otherwise) on the Local Government; or (ii) result in a contravention of a written law. (3) Before debate begins on a matter under this clause that is not the subject of a written employee report to the meeting (a) the presiding member is to ask the CEO to give; and (b) the CEO, or the CEO s nominee, is to give, a verbal report to the meeting. (4) The minutes of the meeting are to include (a) a summary of the verbal report and any recommendations of the CEO or the CEO s nominee; and (b) the reasons for any decision made at the meeting that is significantly different from any advice or recommendations of the CEO or the CEO s nominee. 5.5 Motions without notice A motion moved without notice, must be worded so as to refer to a particular matter for investigation and report to a committee for consideration of the Council at a later date. 5.6 Adoption by exception resolution (1) In this clause 'adoption by exception resolution' means a resolution of the Council that has the effect of adopting, recommendations from any committee or, for a number of specifically identified reports, the employee recommendation as the Council resolution. (2) Subject to subclause (3), the Council may pass an adoption by exception resolution. (3) An adoption by exception resolution may not be used for a matter - (a) that requires a 75% majority or a special majority; (b) in which an interest has been disclosed; (c) that has been the subject of a petition or deputation; (d) that is a matter on which a member wishes to make a statement; or (e) that is a matter on which a member wishes to move a motion that is different to the recommendation. Part 6 Public participation 6.1 Meetings generally open to the public Meetings being generally open to the public is dealt with in the Act.
13 6.2 Meetings not open to the public (1) The CEO may, at any time, recommend that a meeting or part of a meeting be closed to members of the public. (2) The Council or a committee, in one or more of the circumstances dealt with in the Act, may at any time, by resolution, decide to close a meeting or part of a meeting. (3) If a resolution under subclause (2) is carried - (a) the presiding member is to direct everyone to leave the meeting except - (i) the members; (ii) the CEO; (b) (iii) any employee specified by the presiding member; and the meeting is to be closed to the public until, at the conclusion of the matter justifying the closure of the meeting to the public, the Council or the committee, by resolution, decides otherwise. (4) A person who fails to comply with a direction under subclause (3)(a) may, by order of the presiding member, be removed from the meeting. (5) While the resolution under subclause (2) remains in force, the operation of clause 8.9 is to be suspended until the Council or the committee, by resolution, decides otherwise. (6) A resolution under this clause may be made without notice. (7) Unless the Council resolves otherwise, once the meeting is reopened to members of the public, the presiding member is to ensure that any resolution of the Council made while the meeting was closed is to be read out including the vote of a member or members that is required under clause 13.4(3) to be included in the minutes. 6.3 Question time for the public Question time for the public is dealt with in the Act. 6.4 Question time for the public at certain meetings Question time for the public at certain meetings is dealt with in the Regulations. 6.5 Minimum question time for the public Minimum question time for the public is dealt with in the Regulations. 6.6 Procedures for question time for the public Procedures for question time for the public are dealt with in the Regulations. 6.7 Other procedures for question time for the public (1) A member of the public who raises a question during question time, is to state his or her name and address.
14 (2) A question may be taken on notice by the Council or a committee for later response. (3) When a question is taken on notice the CEO is to ensure that - (a) a response is given to the member of the public in writing; and (b) a summary of the response is included in the agenda of the next meeting of the Council or the committee. (4) Where a question relating to a matter in which a relevant person has an interest is directed to the relevant person, the relevant person is to - (a) declare that he or she has an interest in the matter; and (b) allow another person to respond to the question. (5) Where a member of the public provides written questions then the presiding member may elect for the questions to be responded to as normal business correspondence. (6) The presiding member may decide that a public question must not be responded to where - (a) the same or similar question was asked at a previous meeting, a response was provided and the member of the public is directed to the minutes of the meeting at which the response was provided; (b) the member of the public uses public question time to make a statement, provided that the presiding member has taken reasonable steps to assist the member of the public to phrase the statement as a question; or (c) the member of the public asks a question that is offensive or defamatory in nature, provided that the presiding member has taken reasonable steps to assist the member of the public to phrase the question in a manner that is not offensive or defamatory. (7) The presiding member may agree to extend public question time. (8) Where an answer to a question is given at a meeting, a summary of the question and the answer is to be included in the minutes. (9) In this clause: relevant person has the same meaning as in section 5.59 of the Act. 6.8 Distinguished visitors If a distinguished visitor is present at a meeting of the Council, the presiding member may acknowledge the presence of the distinguished visitor at an appropriate time during the meeting, and the presence of that visitor must be recorded in the minutes. 6.9 Deputations (1) Any person or group wishing to be received as a deputation by the Council or a committee, is to either - (a) apply, before the meeting, to the President for approval; or (b) with the approval of the presiding member, at the meeting, address the Council or a committee. (2) Any application for a deputation is to include details of the topic on which the deputation is to be made and a brief outline of the contents of the proposed submission which will be made during the deputation. (3) The President may either -
15 (a) approve the request and invite the deputation to attend a meeting of the Council or committee; or (b) refer the request to the Council or the committee to decide by simple majority whether or not to receive the deputation. (4) Unless the Council or committee resolves otherwise, a deputation invited to attend a Council or committee meeting - (a) is not to exceed 5 persons, only 2 of whom may address the Council or a committee, although others may respond to specific questions from members; (b) is not to address the Council or a committee for a period exceeding 10 minutes without the agreement of the Council; and (c) an extension of time and the increase in number of speaking members of the deputation may be allowed with the leave of the presiding member. (5) Unless decided otherwise by the President or presiding member of a committee, the number of deputations approved for any meeting must not exceed four. (6) Any matter which is the subject of a deputation to the Council or a committee is not to be decided by the Council or the committee until the deputation has completed its presentation Petitions (1) Where a member or the CEO receives a petition conforming to the requirements of subclause (2), that petition is to be presented to the next Council meeting. (2) Except where required by the Act, the Regulations or any other written law, any petition to the Council - (a) must be addressed to the Council; (b) state the name and address of the person to whom correspondence in respect of the petition may be served; and (c) be in the form detailed in Schedule 1 of this local law. (3) Once a petition is presented to the Council, a motion may be moved to receive the petition and refer it to the CEO for action Presentations (1) In this clause, a presentation means the acceptance of a gift or an award by the Council on behalf of the Local Government or the community. (2) A presentation may be made to the Council at a meeting only with the prior approval of the President Participation at committee meetings (1) In this clause a reference to a person is to a person who - (a) is entitled to attend a committee meeting; (b) attends a committee meeting; and (c) is not a member of that committee.
16 (2) Without the consent of the presiding member, no person is to address a committee meeting. (3) The presiding member of a committee may allow a person to make an oral submission to the committee for up to 3 minutes on a recommendation contained in a report to the committee, with a maximum of 3 speakers for the recommendation and 3 speakers against the recommendation. (4) A person addressing the committee with the consent of the presiding member is to cease that address immediately after being directed to do so by the presiding member. (5) A person who fails to comply with a direction of the presiding member under subclause (4) may, by order of the presiding member, be removed from the committee room. (6) The Council may make a policy dealing with the circumstances in which a person may be given consent to address a committee meeting Council may meet to hear public submissions (1) Where an item on the agenda at a Council meeting is contentious and is likely be the subject of a number of deputations, the Council may resolve to meet at another time to provide a greater opportunity to be heard. (2) The CEO and the President must set the time and date of the meeting to provide the opportunity to be heard. (3) Where the Council resolves to meet to provide the opportunity to be heard under subclause (1), the presiding member must - (a) instruct the CEO to provide local public notice of the time and date when the Council will meet to provide an opportunity to be heard; (b) provide a written invitation to attend the meeting to provide the opportunity to be heard to all members of the public who have applied under clause 6.9 to make a deputation on the issue; and (c) cause minutes to be kept of the meeting to provide the opportunity to be heard. (4) A meeting held under subclause (1) must be conducted only to hear submissions but a member may, at any time with leave of the presiding member, ask a question to seek to clarify any aspect of a submission, the Council must not make resolutions at a meeting held under subclause (1). (5) At a meeting held under subclause (1), each person making a submission must be provided with the opportunity to fully state his or her case. (6) A member of the public must be limited to 10 minutes in making an oral submission, but this period may be extended at the discretion of the presiding member. (7) Once every member of the public has had the opportunity to make a submission the presiding member is to close the meeting. (8) The CEO is to ensure that a report is included on the agenda of the next Council meeting summarising each submission made at the meeting.
17 (9) The Council must not resolve on the matter that is the subject of a meeting to provide the opportunity to be heard until it has received the CEO s report under subclause (8) Public Inspection of agenda materials The right of the public to inspect the documents referred to, and in accordance with, regulation 14 of the Regulations may be exercised at the Shire s administration office, any Shire library or on the Local Government s website Confidentiality of information withheld (1) Information withheld by the CEO from the public under regulation 14(2) of the Regulations is to be - (a) identified in the agenda of a Council meeting under the item Matters for which meeting may be closed ; and (b) marked Confidential in the agenda. (2) A member or an employee who has - (a) confidential information under subclause (1); or (b) information that is provided or disclosed during a meeting or part of a meeting that is closed to the public, is not to disclose any of that information to any person other than member employee to the extent necessary for the purpose of carrying out his or her functions. (3) Subclause (2) does not prevent a member or employee from disclosing the information; (a) at a closed meeting; (b) to the extent specified by Council and subject to such other conditions as the Council determines; (c) that is already in the public domain; (d) to an officer of the Department; (e) to the Minister; (f) to a legal practitioner for the purpose of obtaining legal advice; or (g) if the disclosure is required or permitted by law. (4) The Council may by resolution declare that any information withheld under clause 6.15 (1) must remain confidential for a specified period or indefinitely Recording of proceedings (1) A person is not to use any electronic, visual or audio recording device or instrument to record the proceedings of the Council, any committee or electors meeting without the permission of the presiding member. (2) If the presiding member gives permission under subclause (1), the presiding member is to advise the meeting, immediately before the recording is commenced, that such permission has been given and the nature and extent of that permission.
18 6.17 Standard of conduct (1) A reference in this clause to a person is to a person other than a member. (2) A person at a meeting - (a) addressing the Council or a committee must, when invited to speak, extend due courtesy and respect to the person presiding and others at the meeting; (b) must not reflect adversely on the character or actions of any member or employee; (c) must not impute any motive to a member or employee; (d) must not use offensive or objectionable expressions; (e) must not create a disturbance, by interrupting or interfering with the orderly conduct of the proceedings, whether expressing approval or dissent, by conversing or by any other means; (f) must ensure that his or her mobile telephone or audible pager is not switched on or used; and (g) must not behave in a manner that is contrary to section 75 of the Criminal Code. (3) The presiding person may warn a person who fails to comply with this clause. (4) If (a) after being warned, the person acts contrary to this clause, or to this local law; or (b) the person refuses or fails to comply with a direction by the presiding member, the presiding member may expel the person from the meeting by ordering him or her to leave the meeting room. (5) A person who is ordered to leave the meeting room and fails to do so may, by order of the presiding person, be removed from the meeting room and, if the presiding person orders, from the premises Right of reply (1) A member who is aggrieved by a statement made (including a question asked) by a member of the public at a meeting may, with the leave of the presiding member, reply to that statement. (2) A reply under this clause is to be confined to a succinct response to the specific part of the statement in respect of which the member is aggrieved.
19 7.1 With due notice Part 7 Questions by members (1) A question on notice is to be given by a member in writing to the CEO at least four (4) clear business days before the meeting at which it is raised. (2) If the question referred to in subclause (1) is in order, the answer is, so far as practicable, to be included in written form in the agenda of the meeting, or otherwise tabled at that meeting. (3) Every question and answer is to be submitted as briefly and concisely as possible and no discussion is to be allowed thereon, unless with the consent of the presiding member. 7.2 Without due notice (1) Members may ask questions relating to an item on the notice paper or on matters related to the good government of persons in the district. (2) A member requesting general information from an employee at a Council or committee meeting may ask a question without notice and with the consent of the presiding member, may ask one or more further questions of that employee or another employee present at the meeting. (3) Where possible the employee must endeavour to answer the question to the best of his or her knowledge and ability, however, if the information is unavailable or the answer requires research or investigation, the employee may ask that - (a) the question be placed on notice for the next meeting of Council; or committee and (b) the answer to the question be given to the member who asked it within 14 days. (4) Every question and answer - (a) is to be brief and concise; and (b) is not to be accompanied by argument, expression of opinion or statement of facts, except to the extent necessary to explain the question or answer. (5) In answering any question, an employee may qualify his or her answer and may at a later time in the meeting or at a subsequent meeting alter, correct, add to or otherwise amend the original answer. Part 8 Conduct of members 8.1 Members to be in their proper places Each person is to occupy his or her position, as allotted by the CEO at each Council or committee meeting.
20 8.2 Respect to the presiding member After the business of a Council or a committee has been commenced, a member is not to enter or leave the meeting without first paying due respect to the presiding member. 8.3 Titles to be used A speaker, when referring to the President, Deputy President or presiding member, or a member or employee, is to use the title of that person's office. 8.4 Advice of entry or departure A member is not to enter or leave the meeting without first advising the presiding member, in order to facilitate the recording in the minutes of the time or entry or departure. 8.5 Members to indicate their intention to speak A member of the Council who wishes to speak is to indicate his or her intention to speak by raising his or her hand or by another method agreed by the Council. 8.6 Priority of speaking (1) Where two or more members indicate, at the same time, their intention to speak, the presiding member is to decide which member is entitled to be heard first. (2) A decision of the presiding member under subclause (1) is not open to discussion or dissent. (3) A member is to cease speaking immediately after being asked to do so by the presiding member. 8.7 Presiding member may take part in debates The presiding member may take part in a discussion of any matter before the Council or a committee, subject to compliance with this local law. 8.8 Relevance A member is to restrict his or her remarks to the motion or amendment under discussion, or to a personal explanation or point of order. 8.9 Speaking twice A member is not to address the Council or a committee more than once on any motion or amendment except - (a) as the mover of a substantive motion, to exercise a right of reply; (b) to raise a point of order; or (c) to make a personal explanation.
21 8.10 Duration of speeches (1) A member is not to speak on any matter for more than 5 minutes without the consent of the Council or a committee which, if given, is to be given without debate. (2) An extension under this clause cannot be given to allow a member's total speaking time to exceed 10 minutes No speaking after conclusion of debate A member is not to speak on any motion or amendment - (a) after the mover has replied; or (b) after the question has been put No interruption A member is not to interrupt another member who is speaking unless - (a) to raise a point of order; (b) to call attention to the absence of a quorum; (c) to make a personal explanation under clause 8.13; or (d) to move a procedural motion that the member be no longer heard (see clause 11(1)(e)) Personal explanations (1) A member who wishes to make a personal explanation relating to a matter referred to by another member who is then speaking is to indicate to the presiding member his or her intention to make a personal explanation. (2) The presiding member is to determine whether the personal explanation is to be heard immediately or at the conclusion of the speech by the other member. (3) A member making a personal explanation is to confine his or her observations to a succinct statement relating to a specific part of the speech at which he or she may have been misunderstood No reopening of discussion A member is not to reopen discussion on any Council or committee decision, except to move that the decision be revoked or changed Adverse reflection (1) A member is not to reflect adversely on a decision of the Council or committee except - (a) on a motion that the decision be revoked or changed; or (b) where the meeting resolves, without debate, that the question then before the meeting cannot otherwise be adequately considered. (2) A member is not - (a) to reflect adversely on the character or actions of another member or employee; or
22 (b) to impute any motive to a member or employee, unless the meeting resolves, without debate, that the question then before the meeting cannot otherwise be adequately considered. (3) A member is not to use offensive or objectionable expressions in reference to any member, employee or other person. (4) If a member specifically requests, immediately after their use, that any particular words used by a member be recorded in the minutes - (a) the presiding member is to cause the words used to be taken down and read to the meeting for verification; and (b) the Council or committee may, by resolution, decide to record those words in the minutes Withdrawal of offensive language (1) A member who, in the opinion of the presiding member, uses an expression which - (a) in the absence of a resolution under clause 8.15(2) - (i) reflects adversely on the character or actions of another member or employee; or (ii) imputes any motive to a member or employee; or (b) is offensive or insulting, must, when directed by the presiding member, withdraw the expression and make a satisfactory apology. (2) If a member fails to comply with a direction of the presiding member under subclause (1), the presiding member may direct the member to refrain from taking any further part in the debate of that item, other than by voting, and the member must comply with that direction. Part 9 Preserving order 9.1 Presiding member to preserve order (1) The presiding member is to preserve order, and, whenever he or she considers necessary, may call any member to order. (2) When the presiding member speaks during a debate, any member then speaking, or indicating that he or she wishes to speak, is to preserve strict silence so that the presiding member may be heard without interruption. (3) Subclause (2) is not to be used by the presiding member to exercise the right provided in clause 8.7, but to preserve order. 9.2 Point of order (1) A member may object, by way of a point of order, only to a breach of- (a) any of this local law; or (b) any other written law. (2) Despite anything in this local law to the contrary, a point of order - (a) takes precedence over any discussion; and (b) until determined, suspends the consideration or discussion of any other matter.
23 9.3 Procedures on a point of order (1) A member who is addressing the presiding member is not to be interrupted except on a point of order. (2) A member interrupted on a point of order is to resume his or her seat until - (a) (b) 9.4 Calling attention to breach the member raising the point of order has been heard; and the presiding member has ruled on the point of order, and, if permitted, the member who has been interrupted may then proceed. A member may, at any time, draw the attention of the Presiding Member to any breach of this local law. 9.5 Ruling by the presiding member (1) The presiding member is to rule on any point of order which is raised by either upholding or rejecting the point of order; (2) A ruling by the presiding member on a point of order is to be final unless the majority of members then present and voting, on a motion moved immediately after the ruling, dissent from the ruling; (3) Subject to a motion of dissent being carried under subclause (2), if the presiding member rules that - (a) any motion, amendment or other matter before the meeting is out of order, it is not to be considered further; and (b) a statement made or act done by a member is out of order, the presiding member may require the member to make an explanation, retraction or apology. 9.6 Continued breach of order If a member - (a) persists in any conduct that the presiding member had ruled is out of order; or (b) refuses to make an explanation, retraction or apology required by the presiding member under clause 9.5(3), the presiding member may direct the member to refrain from taking any further part in the debate of that item, other than by voting, and the member is to comply with that direction. 9.7 Right of presiding member to adjourn (1) For the purpose of preserving or regaining order, the presiding member may adjourn the meeting for a period of up to 15 minutes. (2) On resumption, the debate is to continue at the point at which the meeting was adjourned. (3) If, at any one meeting, the presiding member adjourns the meeting more than once for the purpose of preserving or regaining order, the second or subsequent adjournment may be to a later time on the same day or to another day.
24 Part 10 Debate of members 10.1 Recommendations in reports (1) Recommendations contained in a committee or employee s report are to be given first priority consideration for adoption by the Council. (2) Any proposed amendment to a recommendation in a committee or employees s report that is significantly different to the recommendation, is not to be accepted unless a notice of motion in accordance with clause 5.3 has been given by the mover of the proposed amendment. (3) The Council may by majority decision dispense with requirements of clause 5.1 (2) where the Council is satisfied that the reason for the proposed amendment meets the criteria of extreme urgency or other special circumstances in clause 5.4 (2). (4) The requirements for recording of written reasons in the minutes of a meeting for each decision made at the meeting that is significantly different from the relevant written recommendation of a committee or an employee are dealt with in the regulations Alternate motion (1) A member may submit an alternative motion for consideration by the Council that differs from a committee or employee s recommendation contained in the meeting agenda. (2) A member may submit an alternative motion for consideration by a committee that differs from an employee s recommendation contained in a meeting agenda. (3) A request for an alternative motion must be received by the CEO or their delegate no later than 9.00am on the day of the meeting. (4) The meeting may by absolute majority dispense with the requirement of clause 10.2 (3) where the meeting is satisfied that that the alternative motion does not - (a) (b) reflect a significant departure from the intent of the recommendation; or involve a determination of a matter or the exercise of a discretion under the Local Planning Scheme Motions to be stated and in writing Any member who wishes to move a substantive motion or an amendment to a substantive motion - (a) is to state the substance of the motion before speaking to it; and (b) if required by the presiding member, is to put the motion or amendment in writing. (c) for complex amendments they must be in writing, 10.4 Motions to be supported (1) A substantive motion or an amendment to a substantive motion is not open to debate until it has been seconded.
25 (2) A motion to revoke or change a decision made at a Council meeting is not open to debate unless the motion has the support required under regulation 10 of the Regulations Unopposed business (1) Immediately after a substantive motion has been moved and seconded, the presiding member may ask the meeting - (a) if any member opposes it; or (b) if any member wishes the mover to speak to the motion before deciding whether to oppose it. (2) If any member wishes the mover to speak to the motion, the presiding member may - (a) Call on the mover to speak to the motion; and (b) After the mover has spoken to the motion, again ask the meeting if any member opposes it. (3) If no member opposes the motion, the presiding member may declare it carried without debate and without taking a vote. (4) A motion declared carried under this clause is to be recorded in the minutes as a unanimous decision of the Council. (5) If a member opposes a motion, the motion is to be dealt with under this Part. (6) This clause does not apply to a motion to revoke or change a decision which has been made at a Council meeting Only one substantive motion at a time When a substantive motion is under debate at a meeting of the Council, no further substantive motion is to be accepted. The Council is not to consider more than one substantive motion at any time Order of call in debate The presiding member is to call speakers to a substantive motion in the following order: (a) the mover to state the motion; (b) a seconder to the motion; (c) the mover to speak to the motion; (d) the seconder to speak to the motion; (e) a speaker against the motion; (f) a speaker for the motion; (g) other speakers against and for the motion, alternating where possible; and (h) mover takes right of reply which closes debate Limit of debate The presiding member may offer the right of reply and put a substantive motion to the vote if he or she believes that sufficient discussion has taken place even though all members may not have spoken.
26 10.9 Member may require question to be read A member may require the question or matter under discussion to be read at any time during a debate, but not so as to interrupt any other member who is speaking Consent of seconder required for alteration The mover of a substantive motion may not alter the wording of the motion without the consent of the seconder Order of amendments Any number of amendments may be proposed to a substantive motion, but when an amendment is moved to a substantive motion, no second or subsequent amendment is to be moved or considered until the first amendment has been withdrawn, carried or lost Form of an amendment An amendment must add, delete, or substitute words to the substantive motion Amendment must not negate original motion An amendment to a substantive motion cannot negate the original motion or the intent of the original motion Relevance of amendments Each amendment is to be relevant to the motion in respect of which it is moved Mover of motion may speak on amendment Any member may speak during debate on an amendment in reference to the order set out in Effect of an amendment If an amendment to a substantive motion is carried, the motion as amended then becomes the substantive motion, on which any member may speak and any further amendment may be moved Withdrawal of motion or amendment (1) Subject to subclause (2), the Council may, without debate, grant leave to withdraw a motion or amendment on the request of the mover of the motion or amendment and with the approval of the seconder. (2) Where an amendment has been proposed to a substantive motion, the substantive motion is not to be withdrawn, except by consent of 28
27 the majority of members present, until the amendment proposed has been withdrawn or lost Right of reply (1) The mover of a substantive motion has the right of reply. (2) The mover of any amendment to a substantive motion has a right of reply. (3) The right of the reply may only be exercised - (a) where no amendment is moved to the substantive motion at the conclusion of the discussion on the motion; or (b) where one or more amendments have been moved to the substantive motion at the conclusion of the discussion on the substantive motion and any amendments. (4) After the mover of the substantive motion has commenced the reply (a) no other member is to speak on the question; and (b) there is to be no further discussion on, or any further amendment to, the motion. (5) The right of the reply is to be confined to rebutting arguments raised by previous speakers and no new matter is to be introduced. (6) At the conclusion of the right of reply, the substantive motion, or the substantive motion as amended, is immediately to be put to the vote Foreshadowing alternative motions (1) Should a member wish to negate a substantive motion and have a meeting consider a new substantive motion on the matter with different intent, the member is to foreshadow the content of the new substantive motion prior to the right of reply. (2) Should a substantive motion be lost, the presiding member is to call upon the member who foreshadowed the new substantive motion to move the proposed motion. (3) Once moved and seconded, the foreshadowed motion becomes the substantive motion and the same procedures and rules of debate apply to this motion as any other motion. (4) If more than one foreshadowed motion is proposed for any item before a meeting, the presiding member is to deal with them in the order in which they were presented. Part 11 Procedural motion 11.1 Permissible procedural motions In addition to the right to move an amendment to a substantive motion, a member may move the following procedural motions: (a) that the meeting proceed to the next item of business; (b) that the debate be adjourned; (c) that the meeting now adjourn; (d) that the question be now put; (e) that the member be no longer heard; (f) that the ruling of the presiding member be disagreed with; and (g) that the meeting be closed to the public.
MINUTE TAKERS HANDBOOK FOR LOCAL GOVERNMENT
MINUTE TAKERS HANDBOOK FOR LOCAL GOVERNMENT 2014 PREFACE An initiative of the Eastern Region Alliance Governance Group, this handbook has been developed for use as a practical, clear and concise resource