Direction to close meeting

1.    Objective

1.1.    The Director General is conferred specific powers under the Local Government Act 1995 (Act). This policy provides guidance on the exercise of power under section 5.23AA(2) of the Act to direct a local government to close a meeting, or part of a meeting, to the public at a local government’s request.

2.    Relationship to Local Government Act 1995

2.1.    This policy should be read in conjunction with sections 5.23 and 5.23AA of the Act, which set out the circumstances in which a meeting may be closed to the public.

2.2.    A direction given under section 5.23AA(2) applies only to the closure of a meeting or part of the meeting and does not remove, limit or replace a local government’s obligations under any other provisions of the Act.

3.    Definitions

3.1.    Act 
Means the Local Government Act 1995. 

3.2.    Closed meeting 

A meeting, or part of a meeting, that is closed to members of the public under the Act. 

3.3.    Director General 

The Chief Executive Officer of the department responsible for administering the Act. 

3.4.    Local government 

Has the meaning given in the Act. 

3.5.    Meeting

Means a local government council or committee meeting.

3.6.    Request 

A written request from a local government for a direction under section 5.23AA(2) of the Act. 

3.7.    Department

Department of Local Government, Industry Regulation and Safety

4.    Principles

4.1.    The Director General may give a direction under section 5.23AA(2) only where satisfied the closure of the meeting, or part of the meeting, is justified. 

4.2.    In considering a request, the Director General will: 

a)    have regard to the objects and intent of the Act 

b)    apply a presumption that meetings are to be open to the public 

c)    only support closure where it is necessary and proportionate in the circumstance. 

4.3.    A direction may be given where the Director General is satisfied that: 

a)    the matter involves confidential or sensitive information;

b)    disclosure would create a real and demonstrable risk of harm; and 

c)    the risk cannot reasonably be managed under section 5.23 of the Act. 

4.4.    In considering a request, the Director General may have regard to: 

a)    the nature and sensitivity of the information 

b)    the adequacy of the reasons provided 

c)    the potential consequences of information being made public

d)    the impact on public confidence in local government

whether a partial closure or other alternative measures are appropriate.

4.5.    Relevant risks may include: 

a)    prejudice to legal proceedings 

b)    risk to the safety of a person 

c)    unreasonable disclosure of personal information 

d)    material harm to commercial or financial interests. 

4.6.    A direction will generally not be given where: 

a)    the matter can be addressed through the usual operation of section 5.23 of the Act 

b)    the request is made for administrative convenience or reputational reasons 

c)    the information provided does not demonstrate a clear need for closure. 

5.    Approvals

5.1.    A request must: 

a)    be made in writing by the Chief Executive Officer 

b)    identify the meeting, or part of the meeting, requested to be closed 

c)    state the reasons for the request including any perceived or potential consequence/s of a matter being considered at a meeting open to the public

d)    provide supporting information sufficient to enable a decision.

5.2.    The Department will:

a)    acknowledge receipt of applications to the Director General made to the legislation@lgirs.wa.gov.au inbox; and

b)    process complete applications seeking a direction to close a meeting within 10 working days of receipt.

5.3.    The Director General may: 

a)    give a direction 

b)    give a direction subject to conditions 

c)    refuse the request. 

5.4.    The Director General will provide reasons for the decision.

6.    Conditions

6.1.    A direction may include conditions, which may: 

a)    limit the closure to specified agenda items 

b)    limit the closure to a scheduled meeting 

c)    require the publication of a summary in addition to the requirements of section 5.23(8) of the Act, where appropriate 

d)    require written confirmation that any conditions have been met following consideration of the matter.

6.2.    A local government must always comply with section 5.23(8) of the Act and any conditions specified in the direction.

6.3.    Failure to comply with conditions of a direction may result in the matter being referred to the Local Government Inspector.