Keeping you informed - The Code of Meeting Practice 

What is the Council Code of Meeting Practice?

Council's Code of Meeting Practice sets the standard for how we conduct our formal meetings at the Council, being Ordinary Council Meetings and Extraordinary Council Meetings. The Code of Meeting Practice also applies, with some procedural amendments, to meetings of Council’s wholly advisory committees during the 2024-28 Council term.

The policy sets out the standard Order of Business (agenda) for these meetings, as well as the rules for how the Council, staff and community members can engage in matters. It is a complementary document to the Code of Conduct, as the Code of Conduct continues to apply in these meetings.

Why is it required? 

The NSW Office of Local Government (OLG) prescribes that all NSW Councils must have an adopted Code of Meeting Practice and sets uniform meeting rules for councils across the State to help ensure more accessible, orderly, effective and efficient meetings through their Model Code of Meeting Practice, which can be viewed here: https://www.olg.nsw.gov.au/wp-content/uploads/2021/10/Model-Code-Meeting-Practice-2021.pdf .

Council's Code of Meeting Practice must include all mandatory provisions set out in the OLG Model. It can also choose to adopt optional additional provisions, utilising prescribed wording.

Where can I find Moree Plains Shire Council's Code of Meeting Practice?

Council's current Code of Meeting Practice (2022) can be viewed here: moree.pulsesoftware.com/Pulse/Public.aspx?page=publicpolicies

As required by the OLG, every council must review and adopt the Code of Meeting Practice at the commencement of a new council term. As such the new draft Code of Meeting Practice was reviewed by the council at the 21 November 2024 Ordinary Council Meeting and resolved to be placed on public exhibition, inviting submissions from the public over a period of 49 days.

The public exhibition period has now concluded, and the Code of Meeting Practice will be tabled at the April Ordinary Council Meeting for Council's consideration.

How can the public access the agenda for meetings?

Under clause 3.23 of Council's Code of Meeting Practice 2022, copies of the agenda and the associated business papers are to be published on the council’s website and must be made available to the public for inspection, or for taking away by any person free of charge at the offices of the council, at the relevant meeting and at such other venues determined by the council.

How can community members ask questions about a report on the agenda?

Community members can call Council on 02 6757 3222 and ask to speak to the relevant department regarding the report in question.

How can community members be involved at council meetings? 

The Model Code of Meeting Practice contains optional provisions for members of the public to address the council as part of a Public Forum as a means to provide an 'oral submission' on a matter. Moree Plains Shire Council has historically elected to adopt a generous approach to the conduct of public forums to enable the community to have their say as freely as possible.

4.1 The council may hold a public forum prior to each ordinary meeting of the council for the purpose of hearing oral submissions from members of the public on items of business to be considered at the meeting. Public forums may also be held prior to extraordinary council meetings and meetings of committees of the council.

4.9 Each speaker will be allowed three (3) minutes to address the council. This time is to be strictly enforced by the chairperson.

4.10 Speakers at public forums must not digress from the item on the agenda of the council meeting they have applied to address the council on. If a speaker digresses to irrelevant matters, the chairperson is to direct the speaker not to do so. If a speaker fails to observe a direction from the chairperson, the speaker will not be further heard.

4.11 A councillor (including the chairperson) may, through the chairperson, ask questions of a speaker following their address at a public forum. Questions put to a speaker must be direct, succinct and without argument.

4.13 Speakers at public forums cannot ask questions of the council, councillors, or council staff.

4.16 When addressing the council, speakers at public forums must comply with this code and all other relevant council codes, policies, and procedures. Speakers must refrain from engaging in disorderly conduct, publicly alleging breaches of the council’s code of conduct or making other potentially defamatory statements.

These rules ensure that public forums are conducted in an orderly, respectful, and efficient manner, allowing the community to participate in council meetings effectively.