Council Assessment Panel (CAP) Meeting Procedures.pdf

## Council Assessment Panel (CAP) Meeting Procedures Summary

These procedures govern meetings of the CAP, outlining:

I. Ordinary Meetings:

- Timing & Notice: Regularly scheduled meetings occur at times determined by CAP; first meeting after establishment by the Assessment Manager.
- Notice Requirements: Written notice provided to all CAP members at least 3 days prior, including agenda, documents, and streaming details (if applicable). Alternative notification methods allowed with authorization.
- Public Access: Agenda, report, and associated materials available online and at Council offices after notice is given to CAP members. Legal advice or sensitive information may be withheld until the meeting.

II. Special Meetings:

- Request & Notice: The Assessment Manager can call for a special meeting with written request to the Presiding Member or two or more CAP members, including an agenda. Notice provided at least 4 hours before the meeting.

III. Deputy Members:

- Substitution: A CAP member unable to attend may designate a deputy to represent them.

IV. Meeting Commencement & Quorum:

- Quorum: A minimum of three CAP members required for a meeting to begin.
- Adjournment: Meetings can be adjourned by the Presiding Member or Assessment Manager if quorum is not met or cannot be achieved.

V. Representations and Responses:

- Timely Submissions: Representations must be submitted on time; late submissions may be excluded at the discretion of the Presiding Member.
- New Information: The Presiding Member can accept new material from applicants or representors, potentially deferring consideration until fully assessed.
- Hearing Opportunities: Representors and applicants have the right to be heard in person or through an agent, with time limits for addresses. CAP members question parties after addresses.

VI. Review of Assessment Manager Decisions:

- Process Initiation: Applications for review must relate to prescribed matters as defined in relevant regulations.