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  1. Government Recordkeeping
  2. Rules
  3. Retention & Disposal Authorities
  4. General retention and disposal authorities
  5. Local government records (GA39)
  6. Part 2: The General retention and disposal authority (GA39)
  7. GOVERNANCE (GA39 13.0.0)
GOVERNANCE (GA39 13.0.0)

TOC

The function of managing the election, terms of appointment and meetings of representatives of Council and the boundaries of local government areas, districts and wards.

See COMMUNITY RELATIONS - Enquiries for records relating to the handling of enquiries concerning elections, meetings and governance processes.

See CORPORATE MANAGEMENT for records relating to audits of governance processes, reports and standards for the management of councils and councillors.

See CORPORATE MANAGEMENT - Circulars for circulars, memoranda and Government directives relating to the management of election processes, Council representatives and local government areas, districts and wards.

AMALGAMATIONS (13.1.0)

The activities associated with the monitoring and review of local government areas and boundaries and proposals for the amalgamation or splitting of administrations.

See CORPORATE MANAGEMENT - Agreements for records relating to agreements regarding the transfer of responsibilities and ownership of assets due to administrative change.

See GOVERNANCE - Boundaries for records relating to the monitoring and review of ward boundaries within areas.

See GOVERNANCE - Policy for records of policies relating to the management or administration of amalgamations or area or boundary reviews.

No Description of records Disposal action
13.1.1 Records relating to the monitoring and review of local government areas and boundaries and the proposed amalgamation, abolition or splitting of administrations. Records include:

  • proclamations of the constitution of cities and areas, amalgamations, abolitions and of the naming or re-naming of areas
  • proposals, recommendations or representations submitted to the Minister, Electoral Commissioner, the Australian Statistician, etc.
  • submissions received
  • commissioned research or reports
  • results of polls or referendums.
 Required as State archives
13.1.2 Records of arrangements and routine correspondence relating to the administration and management of amalgamations and boundary reviews or changes. Includes records relating to arrangements for consultation processes, the placement of public notices of proposals, correspondence relating to amalgamations and boundary changes of other council areas. Retain minimum of 5 years after action completed, then destroy

AUTHORISATION (13.2.0)

The process of seeking and granting permission to undertake a requested action.

No Description of records Disposal action
13.2.1 Records of authorisation for the use of Council Seal. Required as State archives
13.2.2 Records relating to delegations for members of governing bodies or their sub-committees to enter into agreements or arrangements that bind the organisation. Includes records of ministerial delegation. Required as State archives
13.2.3 Records relating to other delegations for members of governing bodies or their sub-committees, i.e. that do not involve entering into agreements or arrangements that bind the organisation. Retain minimum of 7 years after expiry of delegation, then destroy

BOUNDARIES (13.3.0)

The process of monitoring and reviewing boundaries within a local government area.

See GOVERNANCE - Amalgamations for records relating to the monitoring and review of local government areas and boundaries.

See GOVERNANCE - Policy for records of policies relating to the management or administration of ward boundary reviews.

No Description of records Disposal action
13.3.1 Records relating to the monitoring and review of ward boundaries within local government areas. Records include:

  • proclamations of the constitution of or of the naming or re-naming of wards
  • proposals, recommendations or representations submitted to the Minister, Electoral Commissioner, the Australian Statistician, etc.
  • submissions received
  • commissioned research or reports
  • final results of polls or referendums.
 Required as State archives
13.3.2 Records of arrangements and routine correspondence relating to the administration and management of ward boundary reviews or changes. Includes records relating to arrangements for consultation processes, the placement of public notices of proposals, correspondence relating to ward boundary changes of other council areas. Retain minimum of 5 years after action completed, then destroy

COUNCILLORS (13.4.0)

The activities associated with managing councillors.

See relevant function/activity for records created or received by councillors in an official capacity, in the course of undertaking business on council's behalf or in relation to their role as councillors.

See COMMUNITY RELATIONS - Addresses for addresses given by members of governing bodies at public events.

See GOVERNANCE - Elections, Referendums and Polls for records relating to the election of council, Mayor or Deputy Mayor.

See GOVERNANCE - Meetings for records relating to meetings of Council, Committees of Council, Councillor representation on external committees, etc.

See GOVERNANCE - Policy for policies relating to the rights, entitlements and responsibilities of councillors.

No Description of records Disposal action
13.4.1 Summary records documenting disclosures of councillors' interests. Records include registers of pecuniary interests and benefits, voting on planning matters. Includes summary records of campaign donations. Required as State archives
13.4.2 Declarations and disclosures of pecuniary interest and benefits. (A) Where a summary record exists:
Retain minimum of 10 years after member's term expires, then destroy
(B) Where no summary record exists:
Required as State archives
13.4.3 Records relating to arrangements for members of Council or sub-committees to travel. Records include:

  • itineraries
  • determinations of allowances
  • accommodation and transport arrangements and bookings.
 Retain minimum of 2 years after action completed, then destroy
13.4.4 Records of conditions, entitlements, including allowances, leave, fees and facilities provided to councillors. Records include:

  • attendance records
  • leave records
  • codes of conduct
  • oaths of allegiance
  • travel expenses
  • expenses returns and fees.
 Retain minimum of 10 years after term of office ceases, then destroy
13.4.5 Records relating to:

  • the dismissal of whole Councils and the appointment of administrators
  • the dismissal, censure and/or suspension of individual councillors
  • allegations of fraud, corruption or misconduct made against individual councillors.
 Required as State archives
13.4.6 Records relating to determinations of categories and amounts of fees to be paid to councillors and Mayors received from the Local Government Remuneration Tribunal. Records include submissions, notices of determination and associated correspondence. Retain minimum of 3 years after action completed, then destroy
13.4.7 Career summaries and information on Lord Mayors, Mayors, Presidents, aldermen and councillors. Required as State archives
13.4.8 Records relating to administrative arrangements for the conduct of training courses or attendance at workshops, seminars or conferences by members of Council and their sub-committees. Records include:

  • records of applications
  • records of confirmation of attendance
  • venue bookings
  • records of equipment hire
  • catering arrangements.
 Retain until administrative or reference use ceases, then destroy

ELECTIONS, REFERENDUMS AND POLLS (13.5.0)

Activities associated with the conduct of elections, referendums or polls. Includes the conduct of elections for council, Mayor or Deputy Mayor, the processes undertaken by the Electoral Commissioner to prepare electoral rolls and conduct elections, arrangements for conducting elections, the setting up of polling booths, etc.

No Description of records Disposal action
13.5.1 Records of certification of eligibility to vote. Records include electoral rolls (returning officers' copy). Required as State archives
13.5.2 Records of the declaration of election results. Required as State archives
13.5.3 Records relating to the reporting of election results to the Electoral Commission. Retain minimum of 6 years after date of election to which the records relate, then destroy
13.5.4 Records relating to the conduct of elections. Records include:

  • voters' and electoral lists
  • notices of appointment, candidature, failure to vote
  • candidate information sheets
  • returning officers correspondence and accommodation arrangements
  • polling station arrangements
  • appeals regarding rolls, including enrolment claims and objections
  • requests for recount
  • objections
  • notifications of civic office vacancies
  • applications to dispense with a by-election where casual vacancies occur in civic offices, including determinations of applications.
 Retain minimum of 4 years after action completed, then destroy
13.5.5 Records relating to the preparation for elections. Records include:

  • ballot papers
  • applications for enrolment
  • records relating to the printing of ballots
  • postal votes
  • pre-poll votes
  • statistical information sheets from nomination papers.
 Retain minimum of 6 months after action completed, or as directed by the Electoral Commissioner, then destroy
13.5.6 Records relating to the election of the Lord Mayor, Mayor or deputy mayor by councillors. Records include nomination forms, ballots. Retain minimum of 2 years after action completed, then destroy

MEETINGS (13.6.0)

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 CORPORATE MANAGEMENT - Meetings for records of meetings of external committees and associations where the organisation provides the secretariat or where a councillor or Mayor is the local government representative.

No Description of records Disposal action
13.6.1 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: Duplicate copies of Council meeting papers, including councillors' copies, may be disposed of under the normal administrative practice (NAP) provisions of the State Records Act 1998.

 Required as State archives
13.6.2 Records relating to the preparation of meetings and the production of minutes. Records include draft minutes, transcripts and audio-visual recordings. Retain until minutes of meeting have been confirmed, then destroy
13.6.3 Questions without notice. Retain minimum of 2 years after action completed, then destroy
13.6.4 Records relating to councillor representation on external committees or organisations. Records include nominations and appointment, minutes, agendas etc. Retain minimum of 5 years after representation ceases, then destroy
13.6.5 Records relating to requests for councillor representation on external committees or organisations that are declined. Retain minimum of 2 years after action completed, then destroy
13.6.6 Records relating to administrative arrangements for meetings including records or correspondence relating to:

  • meeting notifications
  • catering arrangements
  • venue bookings
  • related correspondence
  • tracking of actions due.

Note: this class covers audio-visual recordings of Council meetings for the purpose of facilitating public access to Council meetings (e.g. webcasting).​ For recordings created to support the preparation of meeting minutes see entry 13.6.2 above.

 Retain until administrative or reference use ceases, then destroy

POLICY (13.7.0)

The activities associated with developing and establishing decisions, directions and precedents which act as a reference for future decision making and as the basis from which the organisation's procedures are determined.

No Description of records Disposal action
13.7.1 Records relating to the development of policies concerning governance processes and matters. Includes policies on Council elections, amalgamations and boundary change processes, policies relating to the rights, entitlements, responsibilities and conduct of councillors, terms and conditions of office. Records include:

  • final versions and significant drafts
  • background research
  • records or notes of consultations or meetings (e.g. submissions received)
  • associated correspondence indicating who the policies apply to and responsibilities for their implementation.
 Required as State archives