The 2021 review of the Governance Rules 2020 will seek the views of the community and provide the newly elected 2020–24 Council an opportunity to refine and enhance the existing Governance Rules.

Council resolved when the Governance Rules 2020 were adopted on 25 August 2020 to review the Governance Rules within 12 months of an election. The 2020-24 Council was elected in November 2020.

Two changes are proposed as part of this review, both regarding ‘Chapter 2 – Meeting Procedure for Council Meetings’:

1. Individual presentations (sections 59 to 63) become written statements to be submitted by 9am the day before the relevant meeting, instead of speakers attending Council meetings.
2. Public questions (Section 57) must be submitted by 9am the day before the relevant meeting (instead of 11am).

If the proposed change to Individual Presentations was adopted, requests to be heard in person would not be permitted.

The change in statement format from verbal to written is being considered to:

• encourage fairness and participation, demonstrated by a 155% increase in community engagement with Council meetings since written statements were introduced in March 2020 due to COVID restrictions
• provide more consideration time for Councillors before making decisions
• keep meetings to a reasonable duration
• improve transparency by publishing statement content instead of speaker names only.

We are seeking community feedback on the Governance Rules 2020, particularly in regard to proposed changes to meeting procedures and individual presentations to Council.

Governance Rules 2020, with particular reference to:

• Sections 59 to 63 Individual Presentations (members of the public)
  Proposal that speakers are not permitted and written statements are the permitted format for submissions to Council. If this change was adopted, Section 58 – Petitions and Joint Letters would also be amended to reflect that written statements are the permitted method for members of the public to address a report that may later arise as a result of a petition

• Section 57 Public Question Time
  Minor change proposed relating to deadline for submission of public questions (9am instead of 11am on the day before the relevant meeting)

• Any aspect of the existing meeting procedures

• Local Government Act 2020 requirement for Council to adopt and apply Governance Rules

• Council resolution to review its Governance Rules within 12 months of a general election

This stakeholder assessment is a generalised understanding of sections of the community that have a connection to the project or matter. This information is used to understand the types of tools and techniques that will achieve the strongest and most effective outcomes for engagement and communication.

Impact: What level of change the stakeholder / community segment may experience as a result of the project / matter

Interest: What level of interest has been expressed or is anticipated

Influence: Reference to the IAP2 Spectrum

The tools and techniques selected for this project are informed by the project content, stakeholders and type of feedback sought.

Key tools for communicating the project

• Email notification to Have Your Say members
• Council's website and e-newsletter This Week in Bayside
• Social media, especially sponsored posts to increase audience reach
• Direct emails and/or addressed mail to key stakeholder groups

Key methods for gathering feedback

• Online engagement through Have Your Say, including opportunity to ask questions, as well as provide feedback
• Phone, post and email correspondence to Governance office.
• Printed survey and consultation materials available on request.

It is expected that Council will to consider the results of the community engagement program and revised Governance Rules 2020 at 6.30pm on 15 June 2021 at the Council Meeting. The agenda, including the community engagement report and revised Governance Rules 2020, will be published on 10 June 2021 via Council's website. Project subscribers will also be notified of the results of the engagement program and the proposed Governance Rules 2020 (2021 review) at this time.

The 15 June 2021 Meeting of Council will be live-streamed via Council’s website. Community members can also ask a question or request to be heard at this meeting.

If you would like more information, please contact Terry Callant, Governance Manager, on 9599 4327 or tcallant@bayside.vic.gov.au