Whitehorse City Council
Delegated Committee of Council Minutes 15 June 2021
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OBJECTIVE To enhance the consultative process and facilitate public participation and involvement of the municipal community in Council decision making in accordance with the Local Government Act 2020 (the Act) and Council’s Governance Rules. PURPOSE OF GUIDELINES To facilitate public participation and involvement in meetings of the Delegated Committee (Committee). These Guidelines complement Council’s Governance Rules. PROVISION FOR PUBLIC PARTICIPATION (The information below refers to ‘General’ Submissions. Please refer to page 2 of these Guidelines for information on Submissions on Council’s Proposed Budget 2020/21 to be heard at 15 June 2021 meeting of the Delegated Committee of Council.) The public has two opportunities to participate in a Committee meeting - either by a submission which may be heard at the start of the meeting, ie Public Submissions (refer below) and by Public Comment later in the meeting. There is no public interjection during the meeting and speakers are heard in an orderly manner. Public Submissions: A submission may be made on any matter, providing it is not in contravention of Council’s Governance Rules. A maximum of 10 speakers will be permitted to make a submission and they will be determined in order of registration. No individual submission shall exceed three minutes (ie each speaker has 3 minutes in total, not 3 minutes per topic). Where submissions have already been made under the provisions of any statutory process, further submissions shall not be heard, unless the matter is listed as an item of business on the Committee agenda. Procedures for Public Submissions: Persons wishing to make a submission to the Committee on matters other than land planning matters must directly notify the Civic Services Department by 4pm on the day of the meeting and register to speak, by telephoning 9262-6338. The person who registers to speak shall be the person who will make the submission to the Committee. Persons wishing to make a submission to the Committee on any land use planning matter must directly notify the Civic Services Department, at least five working days prior to the day of the meeting and register to speak by telephoning 9262-6338. The person who registers to speak, shall be the person who will make the submission to the Committee. Submissions may also be registered online. An online registration form must be completed and submitted, with registrations determined in order of receipt. Online public submission registration is to be made via Council’s website www.whitehorse.vic.gov.au (type Public Submissions Registration in the website search function); alternatively access is available via the following link https://www.whitehorse.vic.gov.au/public-submissions-registration An online submission on any land use planning matter must be completed by 4.00pm at least five working days prior to the Committee meeting. An online submission for matters other than land planning matters must be received by 4.00pm on the day of the meeting. At the time of registering to speak, that person must indicate whether he or she will be speaking in support of or opposition to any planning permit application or Planning Scheme Amendment (or proposed planning permit application or proposed Planning Scheme Amendment). The Committee must not listen to or read anything said by that person unless it is satisfied that, at least four working days before the day of the Committee Meeting, a member of Council staff has contacted the person(s) whose interests are contrary to the person who has registered to speak (eg has contacted the planning permit applicant if the person who has registered to speak has indicated that he or she will speak in opposition to the grant of a planning permit application) and invited the first-mentioned person (or a person authorised by him or her) to also register by 4pm on the day of the meeting to attend the Committee Meeting and speak. Persons wishing to table written material must provide 15 copies to the Committee Clerk prior to the commencement of the meeting to enable distribution to Councillors prior to the start of the meeting. No material will be distributed during the meeting by any person, including Council staff. Requests to speak will be registered strictly in the order of receipt. In instances where a number of persons wish to address the Committee on the same matter, the Chairperson at his or her discretion may request they nominate a speaker/speakers to represent them. In accordance with Council’s Governance Rules, it is not necessary for Standing Orders to be suspended to allow a person to address the Committee, subject to compliance with these Guidelines. Public Comment: After the ‘Other Business’ Section of the meeting has concluded, the Mayor will invite members of the gallery to indicate by show of hands if they wish to make a comment. Only matters pertaining to this evening’s meeting are to be commented on, (ie. a Council Officer report or presentation, and any “Other Business” matters) and a 3 minute period per speaker applies. A maximum period of 15 minutes shall be provided for public comment. The Mayor will call individuals forward to be heard and they should begin by clearly stating their name. This is a period for comment, not questions or debate and there is no opportunity for any further Public Submissions. ADOPTION AND AMENDMENT OF THESE GUIDELINES These guidelines were adopted by resolution of Council dated 24 August 2020 and may be further amended by resolution of Council from time to time. The Chairperson at his or her discretion may vary procedures under these Guidelines, at any meeting of the Committee. A Delegated Committee is a committee established by the Council under section 63 of the Act. Under the Act, the formation of, appointment to, and administration of delegated committees is highly controlled given their ability to exercise statutory functions and powers on behalf of the Council. A Delegated Committee exercises the powers, duties or functions of Council. Therefore, the Committee is subject to the same Governance Rules as Council (section 60 of the Act). A resolution of a Delegated Committee holds the same weight as a resolution of Council - provided it falls within the delegated powers of the Committee. v Please note that due to COVID-19 restrictions Whitehorse City Council has implemented the shut-down of various facilities announced by the Premier, and the advanced social distancing announced by the Prime Minister. In accordance with the COVID-19 Omnibus (Emergency Measures) Bill 2020 – Amendment of Local Government Act 2020 our Council meetings remain open to the public via Live stream only, please do not attend in person. Meetings can be viewed via Council’s live stream platform https://webcast.whitehorse.vic.gov.au/video.php Members of the public are invited to register a submission on any issue or matter that they would like to present to Council at https://www.whitehorse.vic.gov.au/about-council/what-we-do/meetings/public-submissions-questions-petitions/public-submissions.
*SUBMISSIONS ON COUNCIL’S 2021-22 PROPOSED BUDGET A person who makes a written submission on Council’s 2021 -22 Proposed Budget may also request to be heard by a Delegated Committee of Council appointed to consider and hear submissions. Council at its meeting held 19 April 2021 determined that pursuant to section 223 (1) (b) of the Local Government Act 1989 the Delegated Committee of Council hear any submissions received in relation to the Proposed Budget 2021/22 on (Insert Date, Month Year). Submitters spoke in support of their written submission on Council’s 2021/22 Proposed Budget; in line with statutory requirements these speakers have up to five minutes for their verbal submission. COVID-19 Restrictions The Delegated Committee of Council meeting 15 June 2021 was held remotely via Zoom as advised due to COVID-19 Restrictions in place at the time.
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