Skip to main content

Publicly available documents

You are entitled to access and/or inspect many Council documents.  Details of the type of documents made available to the public are listed on this webpage.

If you would like to arrange an inspection of any of the documentation listed below which cannot be accessed on-line, please contact the Governance Team on 9217 2294. 

This Public Transparency Policy (Policy) outlines what Council will do to maximise transparency in Council decision making, access to and availability of information and commits Council to key principles in how it will achieve this.  Council adopted its first Public Transparency Policy 2020 (PDF - 237KB) or Public Transparency Policy 2020 (Word - 64KB) on 1 September 2020. 

Council information includes but is not limited to:

Documents such as:

  • Plans and reports adopted by Council;
  • Council policies;
  • Project and service plans;
  • Templates concerning grant applications, tenders and tender evaluation material;
  • Service agreements, contracts, leases and licences;
  • Council leases, permits and notices of building and occupancy; and
  • Relevant technical reports and / or research that informs decision making.

Process information such as:

Council records will, at a minimum, be available on Council’s website:

  • Council meeting agendas and minutes (not including confidential information);
  • Terms of Reference and records relating to Council Advisory Committees Meetings;
  • Registers of gifts, benefits and hospitality for Administrators and members of Council Staff
  • Registers of travel undertaken by Administrators or members of Council Staff;
  • Registers of Conflicts of Interest disclosed by Administrators or Council Staff ;
  • Submissions made by Council to other levels of government;
  • Register of donations and grants made by Council;
  • Register of leases entered into by Council, as lessor and lessee;Register of Election campaign donations;
  • Submissions received under section 223 of the Local Government Act 1989 until its repeal or received through any other community engagement process undertaken by Council.

The Local Government Act 2020 requires that Councillors and key Council staff submit a record of their personal interests to Council.  Declaring personal interests and conflicts of interest ensures decision makers perform their duty in an impartial way and gives the community greater trust in the integrity of the decision-making process.  At the City of Whittlesea, the following people are required to submit Personal Interests Returns:

  • An Administrator
  • The Chief Executive Officer
  • All members of ELT (Directors and Executive Managers)
  • All Managers
  • Members of staff who have a statutory or delegated power, duty or function and have been nominated by the CEO because of the nature of their duties or functions of their role.

A Personal Interests Return must be completed within 30 days of the commencement in their role, and then biannually in March and September of each subsequent year.

The Victorian Government imposes penalties for false and incomplete information provided in any Personal Interests Return, and for failing to lodge the Personal Interests Return within the legislated timeframes.

Find linked below summaries of the Personal Interests Returns of Council’s specified persons:

Council can exercise its powers by resolution of the whole Council at a Council meeting, or through members of Council staff acting on its behalf. 

In practice, most of Council’s decision-making occurs through delegations. Effective delegation also enables Council to focus more on strategic policy issues and less on day to day administrative or operational matters.

Delegations are used to transfer decision-making from Council and the CEO to other members of Council staff.  This enables decisions to be made by members of Council staff with the appropriate skills and knowledge.  A decision of the delegate, once made, is for all legal purposes a decision of the Council.

The Local Government Act 2020 as well as other legislation makes express provision for the appointment of delegates to act on behalf of Council.   There are two forms of delegation from Council –

  • delegations made directly to the CEO; and
  • delegations made directly to members of Council staff.

The Delegations Policy and Procedural Guidelines establishes a framework for delegating authority that facilitates efficiency, encourages delegation of decision-making to the lowest competent position within the organisation and achieves the best outcomes for Council and the community.

 

Instrument

Last reviewed
 1. Council to the CEO 27 June 2022
 2. Council to Members of Council Staff 27 June 2022
 3. CEO Sub-Delegation of Council Powers Duties and Functions to Members of Council Staff  20 August 2020
4. CEO Powers Duties and Functions to Members of Council Staff 30 September 2021
5. CEO to Members of Council Staff for VicSmart Applications (Planning and Environment Act 1987) 3 June 2019
6. Financial Delegation from CEO to Members of Council Staff 13 July 2022

7. Instrument of Sub-Delegation from Council to Members of Council Staff -
Powers under the Environment Protection Act

 6 September 2021

8. Instrument Delegation of the MFPO under Country Fire Authority Act 1958

 17 November 2022

9. Instrument of Delegation of the MFPO under the Fire Rescue Victoria Act 1958

 17 November 2022

You can also access documents that Council is legally required to make publicly available. 

If you would like to inspect any of the documents mentioned specified in table, please contact the Governance Team on 9217 2294.

Council is required to consult with and consider the views of community members when making decisions that involve the exercise of certain powers.

The Local Government Act 1989 and the Local Government 2020 (the Acts) require Council to consult with the community when it proposes to exercise certain prescribed powers.

You may be directly invited to participate in consultation (ie through a direct mail out) or may be indirectly invited to participate (ie through an ad in your local newspaper).

The guidelines below detail the processes which Council will follow when undertaking formal consultation, ensuring that all members of our community are able to meaningfully participate and contribute.

Available for download:

The Audit & Risk Committee is an independent advisory committee of Council and its role is to report to Council and provide appropriate advice and recommendations on matters presented to it.  It acts in this capacity by monitoring, reviewing, and advising on issues within its scope of responsibility and assisting Council’s governance obligations to its community. 

The Committee has no executive authority and no delegated financial responsibilities and is therefore, independent of management.

The Audit & Risk Committee’s responsibilities and authority are outlined in the Audit and Risk Committee Charter (PDF - 135KB) or Audit and Risk Committee Charter (Word - 53KB).

The Freedom of Information Act 1982 (Vic) requires Council to provide the public with access to certain Council information. This Act ensures that individuals and organisations can effectively exercise their right to obtain access to government information which may affect them.   

You can request access to Council documents through the Freedom of Information Act. Please visit our freedom of information webpage to obtain further information regarding how to submit a Freedom of Information Application.

Available for download:

This webpage was last updated on 24 January 2022.