Committee Member Knowledge Bank - Meetings

Meetings

Section 41 Committee meetings should be scheduled in a public place on a regular basis, either monthly or bi-monthly. Committees should also communicate to their community when the meetings are held so that guests can attend. For more information about meeting procedures, please click here to read the regulations.

I am the Chair Person, what is my role?

As a Chair Person, you are required to produce an agenda, lead the Committee meetings and ensure that correct process is followed. You are also required to ensure that minutes are complied and districuted to Committee members and Council (Manager, Administrative Services) within 5 business days of the meeting. For further information, please see the excerpt from the meeting procedure regulations.

I am a Committee member, what is my role?

Committee members arerequired to actively particpate in meetings and approved activities such as events and speicial projects. For further information, please see the excerpt from the meeting procedure regulations.

I am an Authorised Agent, what is my role?

At the discretion of the Committee, you are able to enter into contracts on behalf of the Council (and Committee), Expend Council's (Committee's) approved budget funds (up to $5,000), sign purchase orders and approve invoices for payment.

Motion

A motion is a resolution by the Committee to take an action (this may be to purchase, hold an event, support a community purpose etc)

  • Motions must be tabled by a member and seconded for support prior to any discussion. Once discussion is complete, the Chairperson can put the motion and take a vote.
  • A majority vote supporting the motion is recorded showing that it was Carried.
  • Voting is by a show of hands or can be by secret ballot.
  • All motions must be formally documented in the minutes of the meeting.

Quorum

A quorum is the minimum required number of Committee members present at a meeting for it to be formally proceed.

Divide by 2 the total number of members of the Committee (as defined in Committee Terms of Reference) and add 1.
If a quorum is not achieved on any given meeting date, no formal meeting may be held, and no decisions made.

Please still minute that there was not a quorum to run the meeting.

Conflict of Interest

Conflict of interest is a conflict between a Committee member’s personal interests and the public interest, which might lead to a decision that is contrary to the public interest. Such a situation could arise when a
Committee member makes a decision that would create a benefit (or avoid a detriment) for them or someone close to them. They must declare such a conflict before any discussion and vote of that matter has occurred and leave the room. The debate and vote can then occur in their absence. Such conflict should be minuted. Note that a conflict won’t arise if Committee member would receive the same benefit/detriment as a substantial group would also enjoy/suffer. 

Minutes

Minute documents are a formal record of the Committee’s resolutions that is published on Council’s website and are available for public inspection.

  • Template - Please use template ( Minutes Template.docx ) and distribute minutes to your Committee members, caretakers (if applicable) and Council (Manager Administrative Services) within 5 business days of your meeting.
  • Chairperson to sign final page of minutes at next Committee meeting.

 Attendance by members of the public

any member of the public is allowed to observe a Committee meeting. It is therefore important that the community are aware of the frequency and meeting locations. It is not permissible however for guests to take part in debate or address the meeting until such time as the Chairperson provides them the opportunity with consent of the members.

Confidentiality

There may be limited occasions where it is necessary for the Committee to discuss a topic in confidence—eg when the discussion could reveal someone’s personal information or sensitive tenders.
A motion for the Committee to enter into confidence under section 90(3) of the Local Government Act 1999 must be tabled and supported in order for this to occur. At this stage, all guests to the meeting are required to leave the meeting until the matter has been voted on. Ahead of a meeting which has an agenda item requiring a confidential discussion, please contact Rebecca Tappert for assistance with the wording required for compliant motions  and separate Confidential Minutes.