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 & 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 Questions at the AGM
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.
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.