Council meetings


Council meeting update

On Thursday 23 April 2020, the Victorian Parliament passed a new Bill that allowed councillors to attend a Council meeting by electronic means of communication during the ongoing coronavirus COVIC-19 pandemic.

The first meeting of Council under the new provisions will be a Special Council meeting on Friday 1 May at 3.30pm. To view livestreamed meetings, see: Council meetings livestreamed. A recording of the livestream will be available following the meeting. The agenda for Friday's Special Committee meeting will be available from 5pm Monday 27 April.

Attend or live stream a meeting 

Ordinary Council meetings are generally held on the fourth Wednesday of the month, February to December from 6pm.

Submitters Committee meetings are held when required on the second Wednesday of the month, February to December from 6pm.

Special Council meetings are held when urgent matters arise. Councillors consider and make decisions on reports and issues of Council services.

See Meeting Dates

Agendas are available online or at each administration centre from 5pm on the Friday before the meeting. Urgent items may sometimes be added at the start of the meeting.

You can also watch Ordinary Council meetings, Submitters Committee meetings and Special Council meetings through our meeting live stream

What happens at a Council meeting?

Meetings follow the rules set out in Local Law No 11:

  • The Mayor opens the meeting by reading the prayer.
  • The Chairperson introduces each item on the agenda.
  • The Council officer who prepared the report for the item will give a brief overview and answer questions from Councillors.
  • A Councillor will move to either accept or refuse the Council officer’s recommendation.
  • Any debate and discussion of each item, and motion carried or otherwise, will proceed in line with Council’s Local Law No. 11.
  • Notices of Motion, urgent or other business, and confidential reports are heard at the end of the meeting.

Public question time

Ask a question about any Council matter during public question time, which is usually at 6.45pm:

  • Download and complete a question form(PDF, 399KB) and bring it with you
  • Complete our online question form by 3pm on the day of the meeting.
  • Complete a question form on the night—forms can be found at the entrance to the Council Chambers

Questions are collected approximately 30 minutes after the meeting begins and considered at 6.45pm.

The Chairperson decides whether or not a question will be read and then a brief verbal or written answer is given.

If you are present at the time of the question, you may be asked to clarify your question. No further discussion is permitted.

Closed meetings

All Council meetings are open to the public. There are times, however, when Council may resolve to close the meeting to discuss:

  • personnel and industrial relations issues
  • legal issues
  • personal hardship of a resident/ratepayer
  • matters regarding commercial transactions in which Council has an interest.

When meetings are closed, the public and press are asked to leave for the length of that particular discussion.

For more information, contact the Governance unit via or (03) 5422 0352.

Assemblies of Councillors

Assemblies of Councillors (commonly referred to as Councillor briefings) are information sessions involving Councillors and Council officers. These sessions ensure that Councillors are well-informed so they can debate the issues effectively at a Council meeting.


  • can occur at various stages in the process leading up to a Council meeting
  • help Councillors determine whether they have enough information and advice to help them form an opinion about the matters in question
  • are generally held in private so that Councillors are able to openly ask questions of Council officers about the information they have been given, seek further information and consider ideas.

Briefings do not feature debates or Councillors taking a collective position on an issue. Decisions are not made at Councillor briefings. The appropriate place for this to occur is in a council meeting. In briefings, there is generally a one-way information flow from Council officers to Councillors who may ask questions and seek further information. 

Although briefings are not decision-making forums, Councillors must still comply with the Local Government Act’s conflict of interest requirements as part of the briefing process. Briefings are considered ‘assemblies of councillors’ under the Act. At each monthly Ordinary Council Meeting, the record of the Assemblies of Councillors held in the preceding month is presented to Council.

Councillor briefings assist in making the decision-making process more efficient.

Meeting with Councillors and presenting to a Councillor briefing

Councillors welcome the opportunity to meet with community groups and organisations.

To enable such meetings, please submit a Meeting with Councillors request form. Your request will be considered by Councillors at the next scheduled Councillor briefing and then an officer will contact you to discuss the most appropriate way forward.

Community forums

At the 18 April 2018 Ordinary Council Meeting, Council resolved to conduct three community forums to be held annually (one per Ward) at times and venues to be confirmed closer to the date.

Please note: The Gisborne community forum has been cancelled.

Date Location
18 March 2020 Gisborne
15 July 2020 Kyneton
 5 August 2020       Riddells Creek