Meeting Minutes
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. Council Meetings 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.
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
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.
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.
Agenda Briefing Guidelines
Meeting Calendar
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:
Wednesday 18, 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
|
Upcoming Meetings
- Ordinary Council Meeting is next scheduled to take place on Wednesday 24 May at 5:00pm at the Shire of Donnybrook Balingup Council Chambers.
The Annual General Meeting of Electors
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.
Previous Meetings
Please be aware that we only have the previous 5 years of Council Meeting Minutes available online. Should you require a previous year's document, please send your enquiry to the Shire Administration Office and we would be happy to assist you.
January
February
March
The following was presented at the Annual General Meeting of Electors. This presentation provides an overview of the audited financial statements for the financial year 2021-22 along with the loan impact statement.
Annual Financial Statement Presentation Loan Impact Statement
- Audit and Risk Management Committee Meeting - Wednesday 8 March 10:00am, Council Chamber
Agenda Attachments Minutes
- Ordinary Council Meeting is scheduled to take place on Wednesday 22 March at 5:00pm at the Shire of Donnybrook Balingup Council Chambers.
Agenda Attachments Recording Minutes
February
- Audit and Risk Management Committee Meeting - Wednesday 9 February 5:30pm, Council Chamber
MinutesAttachments
March
- Audit and Risk Management Committee Meeting - Thursday 3 March 5:00pm, Council Chamber
MinutesAttachments
- Special Council Meeting - Monday 14 March 5:00pm
MinutesAttachmentsRecording
- Ordinary Council Meeting - Wednesday 23 March 5:00pm, Kirup Hall
MinutesAttachmentsRecording
Please note that due to the length of this meeting, the audio recording has been divided into five parts.
April
- Ordinary Council Meeting - Wednesday 27 April 5:00pm, Council Chamber
MinutesAttachments
Unfortunately, due to unforeseen technical difficulties, the audio of this meeting was unable to be recorded. To view a full record of the meeting please see the meeting minutes. We apologise for any inconvenience.
May
- Ordinary Council Meeting - Wednesday 25 May 5:00pm, Council Chamber
MinutesAttachmentsRecording
Please note that due to the length of this meeting, the audio recording has been divided into two parts.
June
July
- Ordinary Council Meeting - Wednesday 27 July 5:00pm, Council Chamber
MinutesAttachmentsRecording
Please note that due to the length of this meeting, the audio recording has been divided into three parts.
August
September
October
November
- Special Council Meeting - Wednesday 16 November 5:00pm, Council Chamber
Purpose: for Council to consider contract documentation for the VC Mitchell Park Project (CONFIDENTIAL ITEM)
MinutesRecording
January
- Special Council Meeting - Wednesday 20 January 3:00pm
Minutes
- Annual General Meeting of Electors - Wednesday 20 January 5:00pm, Council Chamber
The Annual General Meeting of Electors will be held at the Council Chamber, Collins Street, Donnybrook on Wednesday 20 January 2021, commencing at 5:00pm.
Copies of the Annual Report for the year ended 30 June 2020 are available to the public from the Shire Administration Office during normal office hours, or viewed on the Shire website.
Benjamin (Ben) Rose
Chief Executive Officer
Minutes
February
- Ordinary Council Meeting - Wednesday 24 February 2:00pm, Council Chamber
MinutesAttachments
March
April
- Audit and Risk Management Committee Meeting - Wednesday 15 April 6:00pm, Council Chamber
MinutesAttachments
May
- Special Council Meeting - Wednesday 19 May 5:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held in the Shire of Donnybrook Balingup Council Chamber on Wednesday 19 May 2021 commencing at 5:00pm.
The purpose of the Special Council Meeting will be to consider:
1. Proposed Lease of Lot 597 Collins Street, Donnybrook (Donnybrook Goods Shed) - CONFIDENTIAL ITEM
2. Proposed Lease of 30 Allnut Street, Donnybrook (Tuia Lodge - Residential Aged Care Facility) - CONFIDENTIAL ITEM
Please note, whilst the agenda items are required to be addressed by the Council as confidential matters due to their commercial-in-confidence nature, members of the public are encouraged to attend the meeting to ask questions and/or make a deputation on either of the matters.
Benjamin (Ben) Rose
Chief Executive Officer
MinutesAttachments
June
- Special Council Meeting - Wednesday 2 June 5:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held in the Shire of Donnybrook Balingup Council Chamber on Wednesday 2 June 2021 commencing at 5:00pm.
The purpose of the Special Council Meeting will be to consider:
1. Proposed Lease of 30 Allnut Street, Donnybrook (Tuia Lodge - Residential Aged Care Facility) - CONFIDENTIAL ITEM
Please note, whilst the agenda items are required to be addressed by the Council as confidential matters due to their commercial-in-confidence nature, members of the public are encouraged to attend the meeting to ask questions and/or make a deputation on either of the matters.
Benjamin (Ben) Rose
Chief Executive Officer
Minutes
July
- Special Council Meeting - Wednesday 12 July 5:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held in the Shire of Donnybrook Balingup Council Chamber on Wednesday 12 July 2021 commencing at 5:00pm.
The purpose of the Special Council Meeting will be to consider:
1. To consider Tender RFT 04/2021 (Donnybrook Pump Track) - CONFIDENTIAL ITEM
2. To consider the Donnybrook Community, Sporting, Recreation and Events Precinct (VC Mitchell Park) Project
Benjamin (Ben) Rose
Chief Executive Officer
MinutesAtt. (6.1.1.1)Att. (6.1.1.2)Att. (6.1.1.3)
Att. (6.1.1.4)Att. (6.1.1.5)Att. (6.1.1.6)
August
September
- Ordinary Council Meeting - Wednesday 22 September 5:00pm, Council Chamber
MinutesAttachments
- Special Meeting of Electors - Wednesday 29 September 7:00am, Council Chamber
MinutesAttachments
October
- Special Council Meeting - Tuesday 19 October 6:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held in the Shire of Donnybrook Balingup Council Chamber on Tuesday 19 October 2021 commencing at 6:00pm.
The purpose of the Special Council Meeting will be to consider:
1. Swearing in of New Councillors and Election of the Shire President and Deputy Shire President.
Benjamin (Ben) Rose
Chief Executive Officer
Minutes
November
- Ordinary Council Meeting - Wednesday 24 November 5:00pm, Balingup Town Hall
MinutesAttachments
December
- Audit and Risk Committee Meeting - Tuesday 7 December 5:00pm, Council Chamber
MinutesAttachments
eMeeting Procedures
The Local Government (Administration) Regulations have been amended to allow eMeetings to be held during the COVID-19 pandemic situation and in accordance with Government guidelines.
Members of the public are advised that public questions need to be received by 3pm the day of the meeting. Under the amended Local Government (Administration) Regulations, Council can determine at the meeting whether to respond to the question at the meeting, or to take the question on notice and respond at a later date.
In accordance with Regulation 14E(b), the unconfirmed minutes of the meeting will be available for public inspection immediately following the meeting.
February
- Ordinary Council Meeting - Wednesday 26 February 5:00pm, Council Chamber
MinutesAttachments
March
- Annual General Meeting of Electors - Monday 16 March 5:30pm, Council Chamber
The purpose of the meeting is to discuss the 2018/19 Annual Report and any general business of electors of the district.
Copies of the 2018/2019 Annual Report are available via the Shire’s website, or for viewing at the Shire Office or Shire Libraries (Donnybrook and Balingup).
Benjamin (Ben) Rose
Chief Executive Officer
MinutesAtt. (1)Att. (2)
- Special Council Meeting - Wednesday 18 March 8:00am, Council Chamber
For Council to approve delegation under the Public Health Act 2016.
Minutes
- Ordinary Council Meeting - Wednesday 25 March 5:00pm, Donnybrook Memorial Hall
For Council to approve delegation under the Public Health Act 2016.
MinutesAttachments
April
May
June
July
August
September
- Ordinary Council Meeting - Wednesday 23 September 5:00pm, Council Chamber
MinutesAttachments
October
- Special Council Meeting - Wednesday 21 October 3:45pm, Council Chamber
Minutes
- Ordinary Council Meeting - Wednesday 28 October 5:00pm, Balingup Town Hall
MinutesAttachments
November
- Ordinary Council Meeting - Wednesday 25 November 5:00pm, Council Chamber
MinutesAttachments
December
January
- Annual General Meeting of Electors - Thursday 31 January 6:00pm, Council Chamber
MinutesAttachments
February
March
- Audit Committee Meeting - Wednesday 27 March 4:00pm, Council Chamber
Minutes
- Ordinary Council Meeting - Wednesday 27 March 5:00pm, Council Chamber
Minutes
April
May
June
July
- Special Council Meeting - Monday 22 July 5:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held on Monday 22 July 2019 commencing at 5.00pm to consider the Draft 2019/20 Budget. The meeting is open for the public to attend and will be held in the Shire of Donnybrook Balingup Council Chambers, Collins Street Donnybrook.
Benjamin (Ben) Rose
Chief Executive Officer
Minutes
- Ordinary Council Meeting - Wednesday 24 July 5:00pm, Council Chamber
MinutesAttachments
August
- Special Council Meeting - Wednesday 21 August 5:00pm, Council Chamber
The Shire of Donnybrook Balingup advises that a Special Council Meeting will be held on Wednesday 21 August 2019 commencing at 5.00pm to consider:
1. Statutory Budget 2019/20
2. Audit Committee Minutes and Recommendations
The meeting is open for the public to attend and will be held in the Shire of Donnybrook Balingup Council Chambers, Collins Street Donnybrook.
Benjamin (Ben) Rose
Chief Executive Officer
MinutesAttachments
- Ordinary Council Meeting - Wednesday 24 July 5:00pm, Council Chamber
MinutesAtt. (1)Att. (2)
September
- Local Emergency Management Committee Meeting - Tuesday 17 September 9:00am, Donnybrook Incident Control Centre (SES Building)
Attachments
- Ordinary Council Meeting - Wednesday 23 September 5:00pm, Council Chamber
MinutesAtt. (1)Att. (2)
October
- Bushire Advisory Committee Meeting - Thursday 17 October 7:00pm, Council Chamber
Minutes
- Special Council Meeting - Monday 21 October 4:10pm, Council Chamber
Minutes
- Ordinary Council Meeting - Wednesday 28 October 5:00pm, Balingup Town Hall
MinutesAttachments
November
- Special Council Meeting - Tuesday 19 November 5:30pm, Council Chamber
Purpose: Confidential Item - Consideration of Tenders for Tuia Lodge Fire Suppression System.
Benjamin (Ben) Rose
Chief Executive Officer
Minutes
- Ordinary Council Meeting - Wednesday 27 November 5:00pm, Council Chamber
MinutesAttachments
December
- Ordinary Council Meeting - Wednesday 18 December 5:00pm, Council Chamber
MinutesAttachments
February
March
April
May
June
July
August
September
October
- Special Council Meeting - Tuesday 16 October 8:00am, Council Chamber
MinutesAttachments
- Bushire Advisory Committee Meeting - Thursday 18 October 7:30pm, Seniors Room, Donnybrook Community Library
Minutes
November
December