Public Participation

Open Forum

Open Forum sessions are held at the beginning of every monthly council meeting and allow members of the public to address the Council about a particular topic.

Prior notice is preferable, therefore if you wish to be heard at the next appropriate Council meeting please complete an Open Forum application form (below) and submit to Council:

  • in a letter to the Chief Executive Officer, PO Box 138, Alexandra 3714; or
  • in an email to councilmeeting@murrindindi.vic.gov.au; or
  • hand delivered to a Council Office at Alexandra, Yea or Kinglake.

Please allow enough time for the form to be received prior to the Council Meeting.

Open Forum guidelines:

  • Submissions as part of Open Forum may be on any matter except if it:
    • is considered malicious, defamatory, indecent, abusive, offensive, irrelevant, trivial, or objectionable in language or substance;
    • relates to Council personnel matters;
    • relates to the personal hardship of any resident or ratepayer;
    • relates to commercially sensitive matters;
    • relates to a matter declared to be confidential under section 77 of the Act;
    • relates to a matter outside of Council's functions or powers; or 
    • relates to any other matter which the Council considers would prejudice the Council or any person.
  • The Chair reserves the right to cease a submission as part of Open Forum if he or she deems the submission inappropriate.
  • It is preferable for any group or association that wishes to be heard at Open Forum to nominate a spokesperson for an issue upon which the group or association may wish to be heard.
  • If you or a delegated representative is unable to attend the Open Forum session, your submission will not be presented at the meeting on your behalf, however you will receive a written response from the Council. 

Open Forum procedure:

  • The Chair will allocate a maximum of five minutes to each person who wishes to address Council.
  • The Chair or Chief Executive Officer will first invite any person who has given prior notice to present to Council.
  • The Chair or Chief Executive Officer will then invite members of the gallery who would like to present to Council.
  • The Chair or Chief Executive Officer has the discretion to alter the order of persons to be heard.
  • The person in addressing the Council:
    • must confine their address to the five minute allocation of time;
    • shall extend due courtesy and respect to the Council and the processes under which it operates; and
    • shall take direction from the Chair whenever called upon to do so.
  • There will be no discussion or debate with the attendees to Open Forum however Councillors may ask questions of the attendee for clarification.

Open Forum response:

  1. Response to a submission or question raised during the submission in Open Forum may be provided immediately as part of the Open Forum time at the discretion of the Council.
  2. The matter will be referred to the relevant General Manager for investigation and response if required.
  3. Council officers will respond acknowledging the question and providing procedural advice and/or the response within 10 working days of the Ordinary Meeting of Council.

 Publicly Available Information

The Council meeting will be recorded and made publically available:

  • your address to Council will feature in the published audio recording of the meeting on Council’s website (available for 12 months). i.e. you may be asked to identify yourself (name and town) when addressing Council

  • meetings are open to the public and the media may be present

  • your name will be listed in the published minutes of the meeting.

 If you are speaking as part of Public Participation, be mindful of personal or sensitive information when addressing Council.

 Personal information you provide by completing this form is managed in line with our Privacy Policy.

 For all procedural details of Council meetings, please refer to our Governance Local Law 2, 2014.

Question of Council

This process allows for members of the public to submit a question of Council to be read and a response given as part of a Council Meeting. Council must receive prior notice of questions to be heard as part of Questions of Council time.

Questions submitted to the Council must be:

  • in written form via the appropriate application forms - see above;
  • contain the name, address and email or contact telephone number of the person submitting the question;
  • addressed to the Chief Executive Officer; and
  • submitted no later than 4pm on the day prior to the Ordinary Meeting by:
  • letter to the Chief Executive Office, PO Box 138, Alexandra 3714; or

Question of Council guidelines:

  • Questions must be received exactly as intended to be read.
  • No more than two questions will be accepted from any person at any one meeting.
  • Questions may be on any matter except if it:
    • is considered malicious, defamatory, indecent, abusive, offensive, irrelevant, trivial, or objectionable in language or substance;
    • relates to Council personnel matters;
    • relates to the personal hardship of any resident or ratepayer;
    • relates to commercially sensitive matters;
    • relates to a matter declared to be confidential under section 77 of the Act;
    • relates to a matter outside of Council's functions or powers; or 
    • relates to any other matter which the Council considers would prejudice the Council or any person.
  • Where the Chief Executive Officer does not accept a question, the submitter is to be informed, both verbally and in writing, of the reason or reasons for which their question was not accepted.

Question of Council procedure:

  • The Chair or Chief Executive Officer will read each question submitted and accepted, unless denied.
  • The Chair or Councillor at the request of the Chair will provide a response to the question.
  • No question will be read unless the person who submitted the question is in the gallery at the time it is due to be read, or at the discretion of the Chair or Chief Executive Officer.
  • All questions and answers shall be as brief as possible, and no discussion shall be allowed other than at the Chairs discretion.

Question of Council response:

  1. Following a question and response being heard, the matter will be referred to the relevant General Manager for investigation and response if required.
  2. Council officers will respond acknowledging the question and providing procedural advice and/or the response within 10 working days of the Ordinary Meeting of Council.

 Publicly Available Information

The Council meeting will be recorded and made publically available:

  • your address to Council will feature in the published audio recording of the meeting on Council’s website (available for 12 months). i.e. you may be asked to identify yourself (name and town) when addressing Council

  • meetings are open to the public and the media may be present

  • your name will be listed in the published minutes of the meeting.

 If you are speaking as part of Public Participation, be mindful of personal or sensitive information when addressing Council.

 Personal information you provide by completing this form is managed in line with our Privacy Policy.

 For all procedural details of Council meetings, please refer to our Governance Local Law 2, 2014.