New rules improve access to meetings
Community members will be able to have a voice at Baw Baw Shire council meetings from the comfort of their homes under new governance rules adopted by Baw Baw Shire.
Governance rules regulate meeting procedures for councillors, officers and community members.
A new rule also is included which allows the meeting chairperson to ask a councillor to “withdraw any remark which is defamatory, indecent, abusive, offensive, disorderly or objectionable.”
In this instance, the rules state the councillor required to withdraw the remark must do so immediately without qualification or explanation.
One of the main changes will allow community members to make online submissions to council meetings.
In response to COVID, the state government introduced a number of temporary measures to allow councillors to participate in meetings remotely. However these temporary measures ceased on September 1.
Officers said it was an opportunity for council to reconsider how its meetings could be conducted and the potential to allow electronic participation by community members.
Officers also conducted a gender impact assessment of the governance rules which determined the ability to present electronically “could remove barriers to participation experienced by people of different genders, who may have caring responsibilities or limited access to transport.”
“Allowing community members to participate electronically could increase community engagement and encourage participation from residents who haven’t previously engaged with council meetings,” the report said.
Councillors can lodge a written request to attend a meeting via electronic means no later than 9am on the day of the scheduled meeting.
If a majority of councillors request to attend electronically, the chief executive officer may determine the meeting be conducted entirely electronically.
“The chief executive officer may also determine the meeting is conducted electronically if extraordinary circumstances threaten the safety of community members, councillors or staff,” the report said.
Proposed changes to the governance rules also address the election of a mayor in the event when there are two or more candidates and a majority cannot be achieved.
The proposed change will introduce preferential voting for a mayor in the event three candidates are tied and will allow a meeting to be deferred if no candidate has an absolute majority.
Mayor Michael Leaney acknowledged community feedback on the policy.
“With community feedback in mind, we’ve updated our governance rules to ensure council is moving with the times and maintaining the best interests of the community throughout all council procedures,” he said.
Cr Annemarie McCabe said the governance rules now enabled community members to participate in council meetings remotely on application, removing barriers to participation that some people may have faced because of caring responsibilities or limited access to transport.
“Community submissions are an important part of the democratic process and I encourage everyone to participate in council meetings and have their say on items on the agenda – whether by attending in person, writing a submission, or now participating online,” she said.
Cr Joe Gauci said in line with changes to the Local Government Act 2020 and COVID-19 factors, there had been many changes to local government structures and council needed to keep up to speed.
“COVID has meant we have had to do things differently. The scenario around virtual meetings and people submitting virtually here will come into play,” he said.