Petitions and joint letters

The following information has been prepared to assist those who wish to present a petition or joint letter to Council.

Preparing your petition or joint letter

In accordance with Local Law No 2 – Council Meeting Procedure and Common Seal a petition or joint letter must:

  • be legible, written, typed or printed without erasure;
  • state the reason and whole wording of the petition or joint letter on each page;

  • be signed by more than one person;

  • include each signatory’s name, address and signature (no duplicates);

  • include the name(s) and address(s) of the person(s) and/or organisation(s) submitting the petition or joint letter on any letter or document accompanying the petition or joint letter;

  • not be defamatory, indecent, offensive, abusive, irrelevant, trivial or objectionable in language;

  • not encourage unlawful activity;

  • not relate to a matter beyond the power or duties of Council;
  • not be confidential in nature or of legal significance;

  • not be repetitive of a question already answered (whether at the same or any earlier meeting;

  • not be aimed to embarrass a Councillor or member of Council staff;

  • not relate to personnel matters;

  • not relate to the personal hardship of any resident or ratepayer;

  • not relate to proposed developments or legal advice;

  • not relate to matters affecting the security of Council property;

  • not relate to a matter which has already been acted on;

  • not relate to any other matter which Council considers would prejudice the Council or any person.

Please note, a petition or joint letter which does not conform to these requirements may not be accepted by Council.

For assistance, a Petition Template is available to download

Submitting your petition or joint letter

A petition or joint letter can be submitted to Council by:

  • hand delivering to the main office, 1 Merrijig Drive, Torquay, 3228

  • posting to the PO Box 350, Torquay, 3228

  • emailing to info@surfcoast.vic.gov.au

  • faxing (03) 5261 0525

  • giving to a Councillor.

 Consideration of your petition or joint letter

  • Once submitted the petition or joint letter will be presented at the next available ordinary meeting of Council with a motion to receive.

  • To ensure inclusion in the agenda for the forthcoming ordinary meeting of Council, please submit the petition or joint letter 7 business days prior to the meeting.

  • Unless Council determines to consider the petition or joint letter as an item of urgent business, no motion other than a motion to receive, will be made on any petition or joint letter until the next ordinary meeting of Council.

  • An officer report pertaining to the matter will be prepared and presented to a future ordinary meeting of Council for a decision.

  • If a petition or joint letter presented to an ordinary meeting of Council relates to an item of business on the agenda, it will be considered by Council as part of the deliberations on such item.

 Privacy and petitions or joint letters

  • Surf Coast Shire Council is committed to protecting all personal and sensitive information consistent with the principles set out in the Privacy and Data Protection Act 2014.

  • The personal information in a petition or joint letter will be used solely by Council for the primary purpose of petitioning Council or directly related purposes as permitted by law.

  • The signatories understand that the personal information provided is for presentation to Council and that they may apply to Council for access to and/or amendment of the information. 

  • Any personal information contained in a petition will be redacted from the public agenda.

Where to go for more information

Local Law No 2 – Council Meeting Procedure and Common Seal Section 19 governs petitions and joint letters.

Please contact Council’s Governance Department on 5261 0600 for further assistance.