Code of Meeting Practice

Code of Meeting Practice

Official Council meeting practices apply to Reserve Trust, ordinary and extraordinary meetings and conform to the rules as set out in the Code of Meeting Practice, available for download here.

Members of the public are most welcome to attend any official Council meeting to observe proceedings and, additionally, during ordinary meetings may address Council using public access or question time.

Public access and question time – ordinary meetings

Richmond Valley residents are welcome to attend ordinary meetings to observe proceedings and can also participate in meetings by using public access or question time. An excerpt of the Code of Meeting Practice with regards to how the public can address Council meetings is provided for convenience.

The procedure for the conduct of the Public Access Sessions is as follows:

1) The Public Access Sessions will be held in conjunction with Ordinary Council Meetings on agenda items only.
2) The Public Access Sessions will be conducted at the commencement of the meeting on the scheduled days or during meeting time at the discretion of the Mayor/General Manager.
3) A time limit of five (5) minutes per address will be applied with a maximum of six (6) time slots allocated at any one session. Each time slot shall be for one (1) item on the agenda.
4) Prior appointment for addressing Council must be made through Council’s Governance Section with advice as to agenda item by email to council@richmondvalley.nsw.gov.au. Applications for allocation of access must be made by 4.30 p.m. on Monday prior to the scheduled meeting with details to be provided to Councillors by midday on the day of the meeting.
5) Council’s response to the address (if any) will not necessarily be given at the time of the address.
6) At all times during the address, participants will respect the right of the Chairperson to terminate the session.
7) Councillors will have the right to question the speaker on the topic outside the presentation time.
8) Applications for public access made by individuals, on behalf of an organisation, may be asked to provide proof that they have the organisation’s authority to address Council on the organisation’s behalf.

The procedure for the conduct of the Question Time Sessions is as follows:

1) Question Time Sessions will be held in conjunction with Ordinary Council Meetings on any items of interest to the community.
2) The Question Time Sessions will be conducted at the commencement of meeting on the scheduled days or during meeting time at the discretion of the Mayor/General Manager,
3) A time limit of two (2) minutes per question (i.e. for the putting of the question) will be applied with a maximum of five (5) time slots at any one session. The process is for a question to be asked not for making a statement.
4) Prior appointment for Question Time must be made through Council’s Governance Section (with the written question) by email to council@richmondvalley.nsw.gov.au. Applications for allocation of question time must be made by 4.30 p.m. on the Monday prior to the scheduled meeting with details to be provided to Councillors by midday on the day of the meeting.
5) Council’s response to the question (if any) will not necessarily be given at the time of the question. Such response time is not part of the two (2) minute question time.
6) At all times the participants will respect the right of the Chairperson to refuse any question and/or terminate the question Time Session.
7) There is to be no debate on the answer provided.
8) Where an answer to a question is provided at the meeting the response to the question is to be recorded in the minutes of that meeting.
9) Should an answer to a question not be provided at the Council Meeting, a written response will be forwarded to the person raising the question within seven (7) days of the meeting. A copy of the response is to be provided to Councillors, published on Council’s website and recorded in the minutes of the following meeting.
10) Applications for question time made by individuals, on behalf of an organisation, may be asked to provide proof that they have the organisation’s authority to ask questions on the organisation’s behalf.
11) Questions are not to be directed to any individual and they are to be in regard to Council matters.

Code of Meeting Practice

Code of Meeting Practice

Published on 10/07/2019 File Size 524 KB

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