Purpose
To ensure council meetings are conducted lawfully, transparently, and in accordance with the LGA 2002 and LGOIMA 1987 requirements.
Scope
Elected members, the Chief Executive, and governance support staff involved in preparing for and conducting council and committee meetings.
Procedure steps
Meeting schedule & notice
Confirm meetings are scheduled in the annual meeting schedule. Give public notice at least 14 days before the first meeting of a new triennium. Subsequent meetings require 3 working days' notice minimum under LGOIMA s46.
Agenda preparation
Circulate agenda to members and publish publicly at least 2 working days before the meeting. Include all reports and officer recommendations.
Quorum
Confirm quorum is present at the start of the meeting. Quorum is a majority of members (LGA s25). The meeting cannot proceed without quorum.
Public excluded business
Identify items that may be considered in public excluded session under LGOIMA s48. Pass a formal resolution to exclude the public, stating the grounds.
Decision making
Decisions are made by simple majority unless the Act or standing orders require otherwise. The chair has a casting vote in the event of a tie. Record all votes.
Minutes
Draft minutes must be circulated to members promptly. Minutes must record: decisions made, voting, any dissent. Minutes must be confirmed at the next meeting.
Conflicts of interest
Members must declare any conflicts of interest at the start of the meeting or before the relevant item. A conflicted member must not participate in discussion or voting on that item.
Legislation
| LGA 2002 s25 | A local authority may not transact business at a meeting unless a quorum of members is present |
| LGOIMA 1987 s46 | Public notice of meetings must be given at least 3 working days before the meeting |
| LGOIMA 1987 s48 | A local authority may by resolution exclude the public from the whole or any part of a meeting on specified grounds |
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