Project objective

A targeted review of Council’s Governance Rules is required as a result of new provisions in the Local Government Act 2020 relating to electronic Council meetings – commonly referred to as ‘virtual meetings’. Further minor changes are also proposed as enhancements to Council’s existing Governance Rules. Council will seek the views of the community on the proposed changes. It is important to note, however, that this is not a review of Council’s Governance Rules in its entirety. Community engagement on Council’s Governance Rules was undertaken in August 2020, with a further review in mid 2021.

Project impacts

Physical or virtual attendance at Council and Committee Meetings (of Councillors)

  • We are proposing to amend Council’s Governance Rules to include the options for Council Meetings and Delegated Committee meetings to be conducted in-person or entirely by electronic (‘virtual) means or a hybrid model of partially in attendance and partially virtual.
  • The proposed default position for scheduled Council meetings and Delegated Committee meetings would be in-person meetings.
  • A ‘hybrid’ option is also proposed where meetings are conducted in person, with the option for some Councillors to join virtually. This option would be enabled in the Governance Rules subject to 2023–24 budget considerations and an upgrade to infrastructure within the Council Chamber.
  • Particular consideration would be given to the level of public interest in the matter/s being considered at the relevant meeting proposed to be conducted by wholly electronic means. The target, at least at first, for meetings by electronic means would be meetings of low community interest/impact.

Physical or virtual participation in meetings (by community members)

  • We propose that public participation in a Council meeting ‘mirrors’ the format in which Councillors are attending the given meeting.
  • This would enable registered speakers to be heard remotely at:
    • Section 223 Special Committee of Council meetings
    • Special Council Meetings that have been determined to be held by electronic means,
    • scheduled in-person meetings that may have to be moved to electronic means with late notice, noting that registered speakers etc would need to be notified of the change.

Other changes proposed

  • Permanent removal of the requirement for a person to be present in the meeting to have their public question read out and answered (as per the current temporary measure in practice)
  • A requirement that all matters be recorded under the ‘division’ voting system where the votes ‘for’ or ‘against’ of all Councillors are noted in the minutes (currently this only occurs if a Councillor calls for a division when the vote is taken – otherwise the chairperson only counts the votes each way and the result is only recorded in the minutes as ‘Carried’ or ‘Lost’)
  • A shift from gender-specific terminology (i.e. ‘his/her’)

What information do we need from the community?

We are seeking community feedback on the proposed targeted changes to the Governance Rules, particularly in regard to how ‘virtual’ meetings might best be used.

What can the community influence?
  • The targeted areas of the Governance Rules under review
What can’t the community influence?
  • The broader Governance Rules – this is not a review of the Governance Rules in their entirety.

Stakeholders and community

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

Stakeholder / community

Impact

Interest

Influence

Individuals with interest in specific Council agenda items/decisions

M

M

Consult

Individuals with broad interests in the business of Council and governance

M

M

Consult

Individuals with interest in a Council agenda item(s) who are uncomfortable speaking in a public setting

M

H

Consult

Previous speakers at Council meetings

M

M

Consult

Planning and Amenity Permit Applicants (supporters and objectors)

M

M

Consult

Community groups/associations/organisations

M

M

Consult

General Bayside community

L

L

Consult


Selected tools and techniques

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
  • Direct email 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.

Project timelines

  • Community engagement opens – 28 July 2022
  • Community engagement closes – 10 August 2022
  • Revised Governance Rules adopted – 20 September 2022. Council is expected to consider community feedback and the proposed amendment to the Governance Rules at a Meeting of Council on Tuesday 20 September at 6.30pm.

Decision-making process

It is expected that Council will consider the results of the community engagement and revised Governance Rules at a Meeting of Council on Tuesday 20 September at 6.30pm.

The agenda, including the community engagement report and revised Governance Rules, will be published on 14 September via Council's website. Project subscribers will also be notified of the results of the engagement program and the proposed revised Governance Rules at this time.

The 20 September 2022 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.

More information

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