Part 18MINUTES OF MEETINGS

PART 18—MINUTES OF MEETINGS 18.1 Keeping of minutes The keeping and confirmation of minutes are dealt with in the Act. 18.2 Content of minutes (1) The content of minutes is dealt with in the Regulations. (2) In addition to the matters required by the Regulations, the minutes of a Council meeting or a meeting of a Committee to which powers and duties have been delegated under section 5.16 of the Act are to include the reasons for the decision where— (a) an application for approval is refused or the authorisation of a licence, permit or certificate is withheld or cancelled; or (b) an objection to a local government decision is dealt with under section 9.6 of the Act. (3) A record of decisions made at a meeting or part of a meeting that is closed to the public is not to disclose any information that is prescribed as being confidential for the purposes of section 5.95(6) of the Act unless the Council has resolved under section 5.95(7) to make it available for inspection. 18.3 Request for specific words to be recorded in minutes (1) If a Member specifically requests, immediately after their use by another Member, that any particular words be recorded in the minutes— (a) the Presiding Member is to cause the words used to be taken down and be read to the meeting for verification; and (b) the Council may, by resolution, decide to record those words in the minutes, subject to verification with the audio recording of the meeting. (2) Subclause (1) applies only to the recording of words already spoken and is not to be used by a Member to seek to have a statement of their own opinion recorded in the minutes. 18.4 Publication of unconfirmed minutes of meetings Public access to unconfirmed minutes of Council and committee meetings is dealt with in the Regulations.

6 May 2022 GOVERNMENT GAZETTE, WA 2923 18.5 Public inspection of minutes and meeting documents Public inspection of confirmed minutes and meeting documents is dealt with in the Act and Regulations. 18.6 Amendment of minutes (1) Substantive amendments to minutes are restricted to correcting objective errors of fact or material omission in the record of the meeting. (2) The unconfirmed minutes of a meeting may be amended— (a) on a motion of which notice has been given in writing by a Member under clause 7.3, submitted prior to the meeting at which the minutes are to be confirmed; or (b) on an amendment motion to the motion to confirm the minutes being moved. (3) Confirmed minutes may be amended on a motion of which notice has been given in writing by a Member under clause 7.3. (4) A notice of motion to amend minutes is to include— (a) identification of the minutes to be amended; and (b) the portion of the minutes proposed to be amended; and (c) the alternative words to be substituted or the words to be added or deleted; and (d) the reasons for the proposed amendment. (5) In considering a motion to amend unconfirmed or confirmed minutes, Council is to have regard to the contents of any audio record of the relevant meeting. (6) If a motion to amend confirmed minutes is carried*, then— (a) the minutes of the meeting at which the motion was carried will record the original and the amended version of the relevant part of the minutes to which the motion related and the reasons for the amendment; and (b) a notation will be added to the existing record of the original confirmed minutes, drawing attention to the amendment, the reasons for it and the date on which it was approved.