How do Council Meetings work?

 

Ordinary Council Meetings

Ordinary Council meetings are held every fourth Wednesday of each month (except December which is held on the third Wednesday). Meetings are held in the Council Chamber, except where otherwise indicated, and are open to the public to attend.

As of July 2022, we implemented a policy to livestream our Council Meetings at every opportunity, where technically possible, unless the Council has resolved to close the meeting to members of the public in accordance with Section 5.23 of the Local Government Act 1995. The primary purpose of these streams is to be open and transparent, giving the public greater access to Council decisions, debates and discussions by eliminating geographic and/or personal barriers that may prevent physical attendance at a Council Meeting.

Please be aware that some external locations that the Council visits do not have livestreaming or recording facilities. We invite the public to visit these locations with the Council, should you be interested in the meeting topics of discussion. Alternatively, we will have our documented Meeting Minutes published online for you to access. You can read the Live Streaming and Recording of Council Meetings Policy for more information.

Governance & Transparency

Agenda Briefing Sessions

Agenda Briefing Sessions are held the third Wednesday of the month at 2:00pm in the Shire of Donnybrook Balingup Council Chamber. These sessions are open to the public to attend, however there is no opportunity for public participation. These have not been required during the Commissioner's tenure.

Agenda Briefing Guidelines

 

Public Question Time

If you wish to ask a question, you can do so during Public Question Time at the start of the meeting. Each member of the public with a question is entitled to ask up to two questions at a time. If a question is unable to be answered at the meeting, it may be taken on notice by the Council for a later response. 

Commissioner McGowan has introduced a new form system for receiving questions from the public. This is to ensure that we have a true record of all questions and can ensure nothing is missed, and will assist in addressing questions appropriately and concisely. If you are planning on asking a question at the upcoming meetings, please ensure that you have filled and sent us a copy of this form, or bring it with you on the day of the meeting. 

Public Question Time Form - ONLINE Public Question Time Form - PRINTABLE

Please ensure that all details have been provided when filling out the form so that answers to questions can be sent to the correct person.

Deputations & Petitions

A person or group that wishes to make a deputation to Council is to apply to the Chief Executive Officer in writing prior to the meeting for approval, or request the Presiding Member’s approval at the meeting. Deputations are not to exceed five persons, only two of whom may address the Council, although others may respond to specific questions from Members. The deputation is not to exceed 10 minutes without the agreement of the Council.

A petition is a request for action. Any elector or group of electors may petition the council to take action. However, the subject of a petition must be a matter on which the Council has the power to act. An elector is a person who owns or occupies rateable property within the Shire of Donnybrook Balingup, and is eligible to vote in local and state elections.

All petitions must:

  • Be addressed to the Council
  • Be respectful and temperate in its language
  • Set out a concise statement of facts and the action sought
  • State the name, address and signature of all electors making the request, including date of signature
  • Set out the name and address of the petition initiator.

 

What does the calendar look like?

These meeting dates were updated and resolved at the Ordinary Council (Commissioner) Meeting in February, 2023. All meetings and briefing sessions will be held at the Council Chamber for 2023 as per item 9.3.2 from this meeting. Please be aware that these dates, times, and venues are subject to change:

    January February March April
    N/A

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 22, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 22, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    N/A
    May June July August

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 24, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 28, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 26, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 23, 5:00pm, Council Chamber
    September October November December

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Wednesday 27, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    N/A

    Ordinary Council Meeting: 
    Thursday 19, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    Wednesday 15, 2:00pm, Council Chamber

    Ordinary Council Meeting: 
    Wednesday 22, 5:00pm, Council Chamber

    Agenda Briefing Session: 
    Wednesday 6, 2:00pm, Council Chamber

    Ordinary Council Meeting: 
    Wednesday 13, 5:00pm, Council Chamber

     

    What is an Annual General Meeting of Electors?

    In accordance with Section 5.27 of the Local Government Act 1995 an Annual General Meeting of Electors of a district is to be held once every financial year. A general meeting is to be held on a day selected by the local government but within 56 days of accepting the annual report for the previous financial year (Section 5.27). The matters to be discussed at the general electors’ meetings are to be those prescribed under the Act and associated Regulations.

    Why, when, and where?

    It is a requirement of local government to prepare an annual report (Section 5.53), accept the report (Section 5.54), advertise its availability (Section 5.55) and hold an Annual General Meeting of Electors (AGM) within 56 days of accepting the annual report (Section 5.27).

    The annual report is to be accepted (by absolute majority), by the local government no later than 31 December after that financial year (or later with DLGSC approval). The Chief Executive Officer (CEO) is then responsible for giving local public notice of the availability of the annual report as soon as practicable after the report has been accepted (Section 5.55) and must publish the report on the local government’s official website within 14 days after acceptance (Section 5.55A).

    Attendance and Participation in the meeting

    The Annual General Meeting of Electors is a less formal meeting than a Council meeting. On arrival, those attending and participating in the meeting will be requested to record their names and addresses and to confirm their status as an elector as they enter to confirm they are an eligible elector for minute taking purposes.

    Any member of the public is welcome to attend the meeting but will only be permitted to participate as an elector if they have confirmed that they are eligible to vote in the Shire of Donnybrook Balingup local government elections. Residents can check to see if they are on the electoral roll through the Western Australian Electoral Commission website. If you have previously registered to be on the Shire’s Owners and Occupiers electoral roll, you can check these details by contacting the Shire office. Please note that if you are already on the State or Federal electoral roll and live within the Shire district you are automatically included on the Shire’s electoral roll.

    Who is an elector?

    In accordance with Section 1.4 of the Local Government Act 1995 an elector is defined as: “elector, in relation to a district or ward, means a person who is eligible to be enrolled to vote at elections for the district or ward;” and as depicted in section 5.26 of the Act also includes ratepayers.  Residents can check to see if they are on the electoral roll through the Western Australian Electoral Commission website. If you have previously registered to be on the Shire’s Owners and Occupiers electoral roll, you can check these details by contacting the Shire office. Please note that if you are already on the State or Federal electoral roll and live within the Shire district you are automatically included on the Shire’s electoral roll.

    Who presides at the AGM of Electors?

    The Shire President is to preside at the electors' meeting, if not available the Shire Deputy President may preside according to Section 5.30., however, this year it will be Commissioner McGowan.

    Matters of Discussion

    In line with Section 5.27(3) of the Local Government Act 1995 and regulation 15 of the Local Government (Administration) Regulations 1996, the matters to be discussed at a general electors’ meeting are, firstly, the contents of the annual report for the previous financial year and then any other general business.

    Voting

    Only electors are entitled to move motions and vote at the meeting. Both the mover and seconder of a motion must state their name and address prior to moving or seconding a motion. As stipulated in Regulation 17 of the Local Government (Administration) Regulations 1996 voting provisions at an electors' meeting are as follows:

    • Each elector at the meeting is entitled to one vote on each matter to be decided, but does not have to vote;
    • All decisions are to be made by a Simple Majority vote; and
    • Voting is to be conducted by a show of hands, ensuring that no voter’s vote is secret.

    Asking question at an Annual General Meeting

    Members of the public are encouraged to use this opportunity to ask questions about any issue relating to the business of the Shire. Complex questions requiring research should be submitted prior to the meeting to allow sufficient time to prepare a response. However, you can also submit your completed Public Question Time Form (linked above) at the meeting and ask your question there.

    Minute taking and recording

    The meeting will be recorded as per our COUNCIL POLICY EM/CP-2-LIVE STREAMING AND RECORDING OF COUNCIL MEETINGS.

    Rules of conduct

    All elected members and officers must abide by the Shire’s Code of Conduct for Council Members, Committee Members and Candidates and Code of Conduct for Employees, Contractors and Volunteers. All members of the public attending the electors meeting are expected to conduct themselves in a manner that is respectful and fair before, during and after the meeting.