Meetings

Council generally holds two formal meetings each month, with a Special Committee of Council and Ordinary Council, except January, where only an Ordinary Council meeting is held. At Council meetings, Councillors debate issues, make decisions, approve proposals, fulfil the statutory requirements of the Council, approve its budget and plan for the future. 

View the Council Meeting Schedule for specific meeting dates.

Unlike Ordinary Council Meetings, the Special Committee of Council does not consider planning matters, but does provide for members of the public to make presentations. A person wishing to make a presentation is asked to register prior to the meeting. Refer to Public Submissions for more details.

All meetings are open to the public and commence at 7pm in the Council Chamber, Whitehorse Civic Centre, 379 Whitehorse Road, Nunawading.

For those persons who are unable to attend meetings, you can access a live stream of a meeting (as its being conducted) or view an archived meeting (after the event) by visiting Live Council Meetings.

Please note that a video copy of a live stream will normally be available as an archived copy within 48 hours after the meeting. 

For meeting procedures and use of common seal please read the Meeting Procedures and Common Seal Local Law 2013 Signed and Sealed ( PDF 7.88MB)

About Council Meetings

The following information has been prepared to assist residents and other interested persons gain a better understanding about formal Council meetings.

Local Government in Australia

Local Government is the 'third arm' of government in Australia, alongside the state and federal governments. It is the most accessible level of government for the average citizen.

The City of Whitehorse is one of 79 municipalities in Victoria, which range from big metropolitan cities to small country shires. The City of Whitehorse, or Council, like the State and Federal Governments, has a 'legislature' made up of elected representatives (Councillors). Councillors are concerned citizens who have offered themselves for election as representatives of the residents of the City's electoral wards. They receive no salary, just an annual allowance.

The Council employs specialist officers to administer its affairs and provide its services. The Council's administration is headed by its Chief Executive Officer.

Whitehorse Council conducts both a Special Committee Meeting and a Council Meeting once every four weeks. 

The Council: Its Purpose and Function

The Council acts like the Board of Directors of a company, determining policies and initiatives and completing the business of the municipal organisation.  

The Meeting

At a Council Meeting, Councillors debate issues, make decisions, approve proposals, fulfil the statutory requirements of the Council, approve its budget and plan for the future.

A reference copy of the Council meeting agenda may be viewed at all Council Services Centres and libraries on the Friday afternoon prior to the meeting.  
              
A copy of meeting agendas is also easily accessible from the Council website. 

Procedures of the Meeting

The Mayor is the Chairperson at the meeting. The procedure of Council Meetings is laid down by a local law and an agenda, which lists the order of business for the meetings taken.

The meeting begins at 7pm with the reading of an opening prayer, followed by an acknowledgement of the Wurundjeri people as the traditional owners of the land. Minutes of the previous meeting are confirmed, and Councillors disclose if they have a conflict of interest in any item on the agenda.

By law, Councillors must identify matters where a conflict of interest exists.

Officer's reports cover issues in the officer's area of responsibility and make recommendations that require a Council decision or policy direction. The Council may resolve to adopt, change or reject the officer's recommendation, or just note the report, which means no action will be taken.

Motions and Amendments

A proposal being put to the Council is called a motion, and must be moved and seconded by two Councillors. If another Councillor wishes to change the motion, he or she may move an amendment to it. This may also be amended, and so on. If an amendment is defeated, another may be moved. When the debate is finished, the amendment is voted on, and if it is carried, it becomes part of the motion, which is then voted on.

At any time during the debate a Councillor may foreshadow a motion to inform the Council of an intention to move a motion at a later stage in the meeting. A foreshadowed motion will have precedence over any subsequent motion.

Points of Order and Divisions

During the debate, a Councillor may call a point of order. This is an objection raised on the grounds that a suggested action is not in accordance with proper procedure. The Mayor will rule on this and the Mayor's decision is final.

After a vote has been taken, a Councillor may call for a division whereby every Councillor must indicate whether they voted for or against the matter. This division is recorded in the minutes of the meeting.

Decisions in Camera

The Council and its committee meetings are open to the public but the Local Government Act states that certain types of business may be discussed and decisions made in camera (a closed meeting). These are matters relating to property sales or purchases, legal issues, staff matters, the personal affairs of individual ratepayers, or any other matter that may prejudice the Council or another person. These are usually conducted at the end of the agenda when Council resolves to close the meeting and go into camera. The public will be asked to leave at that time and the doors closed.

Special Committee of Council

The Special Committee of Council comprises all 10 elected Councillors. It has specific delegated powers and decisions made by the Committee are binding on the Council.

Public Submissions

Members of the public can make a submission to Council's Special Committee Meeting. For further information on how to make a submission, visit Public Submissions or phone 9262 6337.