Meeting Processes

This page outlines the legal procedures applicable to meetings, as required by section 40(g) of the Local Government Act 2002.

The legal requirements for Council meetings are set out in the  Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 (LGOIMA).  These requirements also apply to meetings of committees and community boards.

Open to the public

All Council, Committee and Community Board meetings must be open to the public , unless there is reason to consider some items in a "public excluded" session. Although meetings are open to the public, members of the public do not have speaking rights unless prior arrangements are made.   See Systems for Public Access page for information on speaking in public forum at a meeting.

LGOIMA contains a list of the circumstances where councils may consider items with members of the public excluded from the meeting.  These circumstances generally relate to protection of personal privacy, legally privileged or commercially sensitive information.

The Council, Committee and Community Board agendas are publicly available documents, although parts may be withheld if the public excluded circumstances apply to those parts.

Copies of meeting agendas can be viewed on Council's website at the Agendas, Minutes and Meeting Videos page, or a printed copy viewed at Council Services Centres / Libraries.

Chairperson presides at meeting

The Chariperson presiding at a meeting is responsible for maintaining order at that meeting, and may, at their discretion, order the removal of any member of the public for disorderly conduct, or remove any elected member who does not comply with Standing Orders.

Minutes of meetings

Minutes of meetings must be kept as evidence of the proceedings of the meeting.  These must be publicly available, subject to the provisions of LGOIMA.

Copies of meeting minutes and video recordings of the meetings can be viewed on Council's website at the Agendas, Minutes and Meeting Videos page.

Notice of meetings

For meetings of Council, Committees and Community Boards, public notice must be given in accordance with LGOIMA.  In most circumstances, the upcoming month's meetings are publicly notified before the start of the month on Council's website.

The public notice can be viewed on Council's website at the Public Notice of Meetings page.

Information on Council's meeting schedule is also published in the local newspaper "Bush Telegraph".

Extraordinary meetings can be called with three working days' notice or 24 hours' notice in some circumstances.  Council's public notice page on its website is kept up to date with any changes made to the month's meetings.

Standing Orders

During meetings elected members must abide by Standing Orders.  Standing Orders contain rules for the proceedings of Council, Committee and Community Boards.  They incorporate the legislative provisions relating to meetings, decision making and transparency. Their purpose is to enable members to exercise their decision-making responsibilities in a transparent, inclusive and lawful manner and give effect to the principles of good governance.

A copy of Council's Standing Orders can be viewed on Council's website at the following link: Standing Orders