On the 12 March 2018 Council resolved to adopt a revised Committee Structure effective from April 2018. The Corporate & Works Committee (C&W), Community & Environment (C&E) and Urban Planning (UP) Committee delegations have been rescinded and no further meetings of Committees or Council will be held in March 2018.
Under the new Committee Structure, the responsibilities of C&W, C&E and UP Committees have been split into two (2) new Committees being:
The meeting cycle will see the two new Committees meeting concurrently on the 1st Monday of the month and one Council Meeting held on the 3rd Monday of the month.
The first meeting of the FCS and EP Committees will be held on Monday 9 April 2018 and the next full Council meeting held on the Monday 23 April 2018.
The meeting cycle will then resume back to the 1st and 3rd Mondays of the month. All meetings will start at 6pm.
Further information on each of the Committee membership and meeting procedures will be available soon.
Each Committee agenda is divided into 2 sections. The first section contains items shown as "D" (for Delegated) items. These are matters that the Committee has delegated authority to deal with.
The second section contains items shown as "R" (for Recommendation) items. These are matters that the Committee does not have delegated authority to deal with. For "R" items the Committee makes a recommendation that is then submitted to the next Council Meeting for final determination.
Once an agenda has been prepared, a Councillor may wish that the matter be dealt with by all the Councillors at a Council Meeting rather than by the Committee Councillors and may call any item to full Council for determination by either:
If an item is called to Council, the Chairperson will advise the public present at the Committee meeting when the Council meeting will be held to consider the "called item".
If an item is called to Council, the Committee still hears submissions from members of the public and makes a recommendation that is submitted to the next Council Meeting for consideration.
The Chairperson will call the meeting to order and ask for apologies and late correspondence.
The order of business will be as shown in the index to the agenda.
At the beginning of each item, the Chairperson will ask whether there are any members of the public who wish to address the Committee.
Members of the public may address the Committee on any item listed on the business paper.
It is not necessary to register before the meeting if you wish to address the meeting.
When an item is called for consideration, the Chairperson will ask whether there is anyone present who wishes to address the meeting. At this stage each person will be individually invited to come forward and make their presentation.
If a large number of people wish to address a Committee meeting on a particular item, it will be at the discretion of the Chairperson to determine, with a view to fairness of representation, how many people may address the meeting.
Each person will be allowed to speak for four minutes only. Members of the Committee may ask speakers questions or seek clarification of the matters raised by the speaker.
At the conclusion of questions from Committee members to the person making the submission, the speaker is to resume their seat and take no further part in the debate unless specifically called to do so by the Chairperson.
After a submission, a member of the Committee may ask Council staff to comment on the matters raised by the speaker.
After considering all submissions and staff comments, the Committee will debate the matter and either make a decision (D Item) or a recommendation (R Item) to Council.
The Committee may make the following decision:
For "R" items the Committee will make a recommendation that will be considered at the next Council meeting (the Committee does not have delegated authority to determine "R" items).
After each meeting Council staff will implement the decision of the Council. Staff will also forward letters to all interested parties that made formal submissions to Council, advising them of Council's decision.
Minutes of the meeting will be available three days after the meeting on Council's website.