Meeting Requirements and Community Briefings


Community Briefings

A community briefing is a forum with Councillors that presents or discusses strategic topics or key projects that is open to the community to observe. They are held on the same day as a Council meeting.

Community briefings are usually from:

  • Council officers, contractor, consultant, Councillors or Council Committee’s;
  • A community member representing an organisation; or
  • An individual community member.

Community briefings must be booked in advance by email to the Governance Coordinator with the subject ‘Community Briefing Request’ or in writing to PO Box 304, Warragul, VIC 3820.

Requests must include an outline of the presentation and an indication of when you would like to present. It’s important that contact numbers are also included in your request so we can contact you and discuss your presentation and dates. There is no guarantee that requests will be accepted.

Presentations are limited to a maximum of 20 minutes, each with an additional 10 minutes scheduled to allow for questions and answers with Councillors. We try to book no more than two Community Briefings on any one day, and commence them no earlier than 4.00pm. This allows for a break and general networking with community members, Councillors and presenters prior to the Council meeting commencing at 5.30pm.

Council Meeting Legislative Requirements

Council meetings are formally governed by the Local Government Act 2020 and Council’s Governance Rules.

The Governance Rules assist with:

  • Regulating proceedings at Council meetings, Committee meetings and other meetings conducted by or on behalf of Council where Council has resolved that the provisions of this Local Law are to apply;
  • Regulating proceedings for the election of the Mayor, Deputy Mayor and Chairpersons of various Committees;
  • Regulating the use of the common seal;
  • Prohibiting unauthorised use of the common seal or any device resembling the common seal;
  • Making provisions for related administrative procedures; and in essence, provides for the peace, order and good government of the municipal district.

There needs to be a majority of Councillors (five) present to make sure that a Council meeting can go ahead. This is the minimum quorum for a Council meeting.

If a quorum cannot be achieved or maintained due to conflict of interests in an item on the agenda, the item will need to be adjourned so the Chief Executive Officer can ask the Minister for Local Government for special consideration for the affected Councillors to allow a decision to be made.