Ordinary Council Meetings
Ordinary Council meetings are held every fourth Wednesday of each month, a week after Agenda Briefing Sessions (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 typically held in the third week of every month at the Shire of Donnybrook Balingup Council Chambers. These sessions are open to the public to attend, however there is no opportunity for public participation.
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.
To ensure we have a true record of all questions asked, please complete the online or printable form, using the links below. Sending your question prior to the meeting will ensure an accurate and concise response. You can also bring your question with you to the meeting, although your question may be taken on notice and answered at the next meeting.
Ask via our printable/fillable form Ask via our website form
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.
When and where are the meetings held?
The final Agenda Briefing Session for 2023 is being held at 5:00pm on Wednesday 6 December, 2023, at the Council Chamber in Donnybrook.
The final Ordinary Council Meeting for 2023 is being held at 5:00pm on Wednesday 13 December, 2023, at the Council Chamber in Donnybrook.
Download as a PDF
The above dates were approved by Council at the Ordinary Council Meeting held on 22 November 2023.
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.
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.