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Publicly available documents

The Local Government Act 2020 requires various documents to be made publicly available. Facilitating access to these documents supports good governance through openness and accountability and aligns with Council’s Public Transparency Policy 2023.

If you would like to arrange an inspection of any of the documentation listed below which cannot be accessed on-line, please contact the Governance Team on 9217 2170. 

This Public Transparency Policy (Policy) outlines what Council will do to maximise transparency in Council decision making, access to and availability of information and commits Council to key principles in how it will achieve this. Council adopted its current Public Transparency Policy 2023 (PDF - 237KB) or Public Transparency Policy 2023 (Word - 64KB) on 19 September 2023. 

Council information includes but is not limited to:

Documents such as:

  • Plans and reports adopted by Council
  • Council policies;
  • Project and service plans;
  • Templates concerning grant applications, tenders and tender evaluation material;
  • Service agreements, contracts, leases and licences;
  • Council leases, permits and notices of building and occupancy; and
  • Relevant technical reports and / or research that informs decision making.

Process information such as:

Council records will, at a minimum, be available on Council’s website:

The Local Government Act 2020 requires that Councillors and key Council staff submit a record of their personal interests to Council.  Declaring personal interests and conflicts of interest ensures decision makers perform their duty in an impartial way and gives the community greater trust in the integrity of the decision-making process.  At the City of Whittlesea, the following people are required to submit Personal Interests Returns:

  • An Administrator
  • The Chief Executive Officer
  • All members of ELT (Directors and Executive Managers)
  • All Managers
  • Members of staff who have a statutory or delegated power, duty or function and have been nominated by the CEO because of the nature of their duties or functions of their role.

A Personal Interest Return must be completed within 30 days of the commencement in their role, and then biannually in March and September of each subsequent year.

The Victorian Government imposes penalties for false and incomplete information provided in any Personal Interest Return, and for failing to lodge the Personal Interest Return within the legislated timeframes.

Find linked below summaries of the Personal Interest Returns of Council’s specified persons:

Council can exercise its powers by resolution of the whole Council at a Council meeting, or through members of Council staff acting on its behalf. 

In practice, most of Council’s decision-making occurs through delegations. Effective delegation also enables Council to focus more on strategic policy issues and less on day to day administrative or operational matters.

Delegations are used to transfer decision-making from Council and the CEO to other members of Council staff.  This enables decisions to be made by members of Council staff with the appropriate skills and knowledge.  A decision of the delegate, once made, is for all legal purposes a decision of the Council.

The Local Government Act 2020 as well as other legislation makes express provision for the appointment of delegates to act on behalf of Council.   There are two forms of delegation from Council –

  • delegations made directly to the CEO; and
  • delegations made directly to members of Council staff.

The Delegations Policy and Procedural Guidelines establishes a framework for delegating authority that facilitates efficiency, encourages delegation of decision-making to the lowest competent position within the organisation and achieves the best outcomes for Council and the community.



Last reviewed
 1. Council to the CEO 27 June 2022
 2. Council to Members of Council Staff 27 June 2022
 3. CEO Sub-Delegation of Council Powers Duties and Functions to Members of Council Staff  20 August 2020
4. CEO Powers Duties and Functions to Members of Council Staff 30 September 2021
5. CEO to Members of Council Staff for VicSmart Applications (Planning and Environment Act 1987) 3 June 2019
6. Financial Delegation from CEO to Members of Council Staff 13 July 2022

7. Instrument of Sub-Delegation from Council to Members of Council Staff - Powers under the Environment Protection Act

 6 September 2021

8. Instrument Delegation of the MFPO under Country Fire Authority Act 1958

 17 November 2022

9. Instrument of Delegation of the MFPO under the Fire Rescue Victoria Act 1958

 17 November 2022

The Audit & Risk Committee is an independent advisory committee of Council and its role is to report to Council and provide appropriate advice and recommendations on matters presented to it.  It acts in this capacity by monitoring, reviewing, and advising on issues within its scope of responsibility and assisting Council’s governance obligations to its community. 

The Committee has no executive authority and no delegated financial responsibilities and is therefore, independent of management.

The Audit & Risk Committee’s responsibilities and authority are outlined in the Audit and Risk Committee Charter (PDF - 135KB) or Audit and Risk Committee Charter (Word - 53KB).

The Freedom of Information Act 1982 (Vic) requires Council to provide the public with access to certain Council information. This Act ensures that individuals and organisations can effectively exercise their right to obtain access to government information which may affect them.   

You can request access to Council documents through the Freedom of Information Act. Please visit our freedom of information webpage to obtain further information regarding how to submit a Freedom of Information Application.

Available for download: