Council Meetings

Agendas & Minutes

The Agenda for Council's next Ordinary Meeting will be made available on the Friday prior to the Council Meeting occurring on the following Tuesday. To view any current Agendas, please see the link available at the bottom on this page. 

Copies of Minutes from Council's previous Ordinary and Special Meetings are also available online (see here for previous Council Meeting Agendas and Minutes) going back 5 years (as per the Local Government Act 1995).

Older copies of Council Minutes may be viewed upon request. Contact the Shire on (08) 9575 5130 to inquire. 

Deputations to Council

Deputations provide an opportunity for members of the public to address Council on a specific issue. Each deputation can consist of up to five persons who collectively will have a period of 15 minutes to address the meeting. Any deputation requests received will be presented to Council during the Briefing Session prior to their monthly Council Meeting. 

Deputations to Council are scheduled for Council meeting day, immediately prior to the start of the meeting itself. If you wish to present a deputation, please submit your request via the below online form. A confirmation of your deputation time will be sent to you. Please also note that:

• A deputation is not to exceed 5 persons in number and only those persons may address the meeting; 
• Members of a deputation are collectively to have a maximum of 15 minutes to address the meeting, unless the Council grants an extension of time; and
• You need to ensure that you arrive 10 minutes prior to your scheduled deputation time.

*Deputation requests must be received by 2pm on the day before the Council meeting.  Requests received after this time will not be considered.

Ordinary Council Meeting Dates, Venue & Time

Ordinary Council Meetings are held on the third Tuesday of every month unless otherwise notified. The meeting dates for 2026 are as follows: 

Occasionally meeting dates and times will be subject to change, however any changes will be advertised on the Shire’s website and, if practicable, on our Facebook page, official noticeboards and in local newspapers.

See here for previous Council Meeting Agendas and Minutes.

Members of the public are welcome to attend.

Special Council Meetings

When required a Special Meeting of Council may be called by the Shire President or by at least one third of the Councillors. Public notice of a Special Council Meeting will be given as practicable, in accordance with the requirements of the Local Government Act 1995.

Petitions to Council

Petitions are one of the traditional processes by which an individual or group can directly place matters before Council.

Petitions serve to inform Council (in a public manner) of the views of a section of the community. For example, petitions may ask the Council to change an existing policy, local law or recent decision or to take action for a certain purpose or for the benefit of particular persons. It is important for prospective petitioners to bear in mind that a petition should only address a matter that Council has the power to act upon. 

A Petition for Electors Form may be downloaded (link below). Instructions are provided below to ensure your petition complies with the required format.

Petition for Electors Form

Petition Requirements

Petitions must comply with the requirements of the Shire’s Meeting Procedures Local Law 2014 in order to be considered valid. Invalid petitions will not be accepted for presentation to Council. Signatures from members of the public who are not enrolled to vote at Shire of Gingin Elections will not be considered.

The Local Law specifies that in order to be considered by Council a petition must:

1. Be addressed to the Shire President;
2. Be made by electors of the district;
3. State the request on each page;
4. Contain the names, addresses and signatures of the electors making the request, and the date each elector signed;
5. Contain a summary of the reasons for the request;
6. State the name of the person upon whom, and an address at which, notice to the petitions can be given;
7. Be respectful and temperate in its language;
8. Not be defamatory or scandalous, or propose any action that is unlawful; and
9. Comply with any form prescribed by the Local Government Act 1995 or any other written law.

Petition Presentation

A petition can only be presented to Council by a Councillor or the Chief Executive Officer.

The Principal Petitioner should forward the petition to the Chief Executive Officer or a Councillor prior to the commencement of the Council meeting at which they would like the petition to be presented.

Presentation of a petition by a Councillor does not mean that the Councillor necessarily agrees or disagrees with its content.

Petitions at Council Meetings

One of the first items of business at a Council meeting is for Council to receive any petitions that have been submitted. The Chief Executive Officer or Councillor presenting the petition will read out a summary of the reasons for the petition's submission and the number of signatures contained within it (if possible).

The petition will be received by Council and if necessary, be forwarded to Administration for appropriate action which will usually entail the preparation of a report for Council’s consideration at a future meeting.

The Principal Petitioner will be advised of the petition’s progress.

Public Question Time

Questions that are of a political nature, contain language that is considered by the Presiding Member to be offensive or defamatory, or which reflect adversely on the integrity of Councillors or Shire staff will not be accepted.

Council meeting minutes are not a verbatim record of meeting proceedings. 

Minutes will include a summary of the question and the response provided

Public Question Time Protocols