The activities associated with gatherings held to formulate, discuss, update or resolve matters pertaining to the management of the organisation. Includes arrangements, agenda, taking of minutes, etc.
See relevant function/activity for records relating to petitions received by councillors.
See General Retention and Disposal Authority - Administrative recordsCommittees for records relating to the management of internal, external or inter-agency committees, task forces, working groups or parties, etc
See General Retention and Disposal Authority - Administrative recordsStrategic Management - Meetings for records relating to routine general and section or unit meetings of employees and senior management diaries
| No | Description of records | Disposal action |
|---|
| 7.1 | Records relating to the meetings of Council and sub-committees of Council. Records include: - agenda, minutes and business papers
- advice and briefing papers
- submissions and reports
- recommendations and resolutions
- correspondence arising from business discussed or resolutions passed at meetings.
Note: There is no requirement to create hard copy minutes of Council meetings to comply with the State Records Act. Copies of Council meeting papers, including councillors' copies, may be disposed of under the normal administrative practice (NAP) provisions of the State Records Regulation. A sub-committee of Council is comprised of Council members only. | Required as State archives |
| 7.2 | Records relating to preparation for Council meetings and the production of minutes. Records include draft minutes, transcripts and audio visual recordings used to prepare minutes. | Retain until minutes of meeting have been confirmed, then destroy |
| 7.3 | Records relating to questions without notice and administrative arrangements for meetings. Includes: - audio visual recordings of meetings for the purpose of facilitating public access to Council meetings (e.g. webcasts)
- meeting notifications
- catering, venue bookings etc
- related correspondence
- tracking of actions due.
Note: The Office of Local Government’s Model Code of Meeting Practices states the webcasts/recordings of meetings should be retained on the council’s website for at least 12 months. | Retain until administrative or reference use ceases, then destroy |
No 7.1 Description of records Records relating to the meetings of Council and sub-committees of Council. Records include: - agenda, minutes and business papers
- advice and briefing papers
- submissions and reports
- recommendations and resolutions
- correspondence arising from business discussed or resolutions passed at meetings.
Note: There is no requirement to create hard copy minutes of Council meetings to comply with the State Records Act. Copies of Council meeting papers, including councillors' copies, may be disposed of under the normal administrative practice (NAP) provisions of the State Records Regulation. A sub-committee of Council is comprised of Council members only. Disposal action Required as State archives |
No 7.2 Description of records Records relating to preparation for Council meetings and the production of minutes. Records include draft minutes, transcripts and audio visual recordings used to prepare minutes. Disposal action Retain until minutes of meeting have been confirmed, then destroy |
No 7.3 Description of records Records relating to questions without notice and administrative arrangements for meetings. Includes: - audio visual recordings of meetings for the purpose of facilitating public access to Council meetings (e.g. webcasts)
- meeting notifications
- catering, venue bookings etc
- related correspondence
- tracking of actions due.
Note: The Office of Local Government’s Model Code of Meeting Practices states the webcasts/recordings of meetings should be retained on the council’s website for at least 12 months. Disposal action Retain until administrative or reference use ceases, then destroy |
