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Policies, Procedures and Guidelines

Policies, procedures and guidelines are integral components of the governance of the organisation, as they:

provide a strategic and consistent course of action to be followed;
encourage long-term planning, prudent practice and attention to the bigger picture;
show the community how Council is compliant, accountable and transparent; and
help to avoid inconsistencies in Council practices, processes and actions.

You can search for any Council Policy in the search function below.

Council policy and procedure templates

All Council policies and procedures must address specific criteria under various instruments of legislation. The following templates include all legislative and Council requirements that must be considered when developing or reviewing any Council policy or procedure. If you need any assistance, please contact the Governance Unit.

Policy template - 108.4KB

Procedure template - 109.9KB

Committee Terms of Reference

The following template should be used for the development of all Council Advisory Committee Terms of Reference:

Terms of Reference template - 781.8KB

What is the difference between a policy, procedure and a guideline?

Council's Integrated Planning Framework (IPF) outlines how all of our corporate documents link to each other, from the Community Vision to operational policies and guidelines. It includes a flowchart to help decide the type of document you are developing and/or reviewing and provides definitions for each category to guide staff in the development of these documents.

What is a policy?

Policies address an important issue concerning the achievement of the overall purpose of the organisation and set parameters for decision-making and the controls and behaviours that support effective accountability and performance outcomes. A policy show’s the “Who, what, when and where” behind actions. They make the organisation’s thought processes predictable and consistent and establish a standard by which the organisation operates. A policy mandates, specifies, or prohibits conduct in order to ensure coordinated compliance with applicable laws and regulations, promote operational efficiency, and/or reduce institutional risk.

What is a procedure?

A procedure informs employees how to carry out or implement a policy offering a roadmap or step by step instructions. They make the organisation’s actions predictable and consistent. A properly developed and approved procedure ensures that policy is implemented efficiently and applied consistently. Unlike policy, procedures may change frequently to accommodate updated standards or methods.

What is a guideline?

A guideline provides general guidance, and additional advice and support for policies and/or procedures. It will also assist in explaining the policy in simpler terms. The biggest difference between a policy and a guideline is that a guideline is voluntary and policy requires compliance. Like procedures, guidelines may change frequently depending on the organisation’s needs.

Developing and reviewing policies - How to?

Policies ensure Council operates consistently, compliantly and remains transparent and accountable to its stakeholders. Policies are necessary to:

Establish Consistency: Policies should ensure uniformity in decision-making across Council.
Support Risk Management: Policies should identify potential vulnerabilities and provide measures to mitigate risks.
Promote Accountability: Policies should clearly define roles and responsibilities, ensuring all stakeholders are aware of their obligations
Enable Compliance: Policies help Council navigate legislative and regulatory landscapes and avoid legal penalties.
Reinforce Council’s Values: Policies should align with Council goals, visions and ethical commitments.

How do I know if I need a policy?

A policy is generally required when there is a need to formalise rules, ensure consistent behaviour, manage risk or it is mandated by legislation.

Policies are also crucial for clarifying expectations, reinforcing organisational values and guiding decision-making.

Approval from the Executive Team must be sought prior to the development of a new policy.

Who is responsible for the development and review of policies?

The requirement for new policies will be determined by Council or the Executive Team.

The policy owner is responsible for initiating a review in consultation with the relevant stakeholders. This may include other departments, the Staff Consultative Committee, the Audit and Risk Committee and/or public consultation.

The policy owner is responsible for ensuring compliance, accuracy and periodic reviews.

What do I need to consider when developing or reviewing a policy?

Community Engagement

There are circumstances where Council is mandated by the Local Government Act 2020 to engage with the community in the development and review of Council policies.

In all other circumstances Council is required to consider the Community Engagement Principles outlined in the Act particularly where a policy affects the community.

Council has a Community Engagement Policy which outlines these requirements.

Collaboration with Internal Stakeholders

Robust stakeholder engagement should occur through the policy development and review processes. An organisational approach ensures that the policy is not created in a vacuum.

Policy Review Cycle

The standard review cycle for a policy is 1-4 years depending on the policy however they may need to be reviewed sooner if:

There are changes to Legislation
There are operational changes or community concerns/needs
An audit or internal review recommends a change.

Mandated policies may have a statutory deadline for conducting a review.

How do I get a policy approved?

All policies are required to be endorsed either by the Executive Team or Council.

The Executive Team are responsible for the endorsement of operational and staff related policies which are submitted as a report via Doc Assembler.

Council approves policies that are mandated by Legislation, pose a regulatory risk, have significant community impact, or for which Council will have ultimate accountability.

Some policies will also need to be presented to the Staff Consultative Committee and the Audit and Risk Committee for feedback.

Does the policy need to go to the Staff Consultative Committee for feedback?

Policies that directly impact staff must be presented to the Staff Consultative Committee for feedback in accordance with the SCC Terms of Reference.

Does the policy need to go to the Audit and Risk Committee for feedback?

All mandated policies must be presented to the Audit and Risk Committee for feedback and risk assurance.

The ARC Charter states that the Committee will monitor the compliance of Council policies and procedures with the overarching governance principles, the Local Government Act 2020 and regulations and Ministerial direction.

How do I get a policy abolished?

Where a policy has been endorsed by Council and is either superseded or superfluous to Council’s needs it must be abolished by way of resolution of Council.

Where a policy has been endorsed by ET and is either superseded or superfluous to Council’s needs it must be abolished by way of resolution of ET.

A report outlining the reasons for the abolition must be presented to either Council or ET via Doc Assembler. Policies going to Council for abolition are not required to go to CBS, however approval must be sought from ET prior.

Policy communication and Feedback

Communication

The policy creation and review process (including abolition) does not end when the new or revised policy is endorsed. The policy must be communicated to every appropriate stakeholder. Once a policy is approved it should be included in The Source Weekly News to notify all staff.

Feedback

If you have feedback on an existing Council policy please forward your comments to the policy owner or the Governance, Legal and Risk department.

What is a Gender Impact Assessment (GIA) and do I need to do one?

A Gender Impact Assessment (GIA) is a tool used to examine how people of different genders may be affected by a policy, program or service.

A GIA must be completed:

When developing a new policy, program or service.
When reviewing or updating an existing policy, program or service.
If the initiative is likely to have a direct and significant impact on members of the community.

To find out more go to the GIA page on The Source or contact Chelsea Hayes in People and Change x5281