Council Meetings
COVID-19 Pandemic Impact on Council Meetings
With the gradual easing of COVID-19 restrictions, members of the public may once again attend Council meetings. However, in order to meet physical distancing requirements (1 person per 2m²) we can only accommodate a small number of people in the Public Gallery at any one time.
Anyone interested in attending a Council Meeting is encouraged to register with the Shire’s Governance Support Officer (call 9575 5127) so that we can manage attendances to ensure that we comply with our safety obligations to members of the public, Councillors and Shire employees. If you are intending to stay for the whole meeting, please be aware that you may be asked to leave the Council Chamber from time to time to permit the attendance of others.
If you would like to present a delegation to Council then the usual application process still applies (see below) and if you are intending to ask questions during Public Question Time then we would appreciate your cooperation in continuing to submit questions in writing prior to the meeting using our online Public Question Time form (see below).
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Of all the meetings the Shire's Councillors attend, Ordinary Council Meetings are arguably the most important. Meeting procedure is based on a majority rules, Westminster style system developed over hundreds of years by parliaments around the world to provide for debate and decision making without conflict. Decisions of a council can only be made by the adoption of a motion by a majority of the members present at a properly convened meeting. The rules allow for only one person to speak at a time.
When the Shire's Councillors meet, they will make decisions on behalf of the community they represent. When making these decisions, Council's intention is to always act within the best interests of the community. Shire staff provide technical advice and support to Council when making their decisions but ultimately, the choice lies with Council as to what decisions they will make.
Ordinary Council Meetings are formal meetings of the elected Council members and are required to be open to the public (although under certain conditions, Council Meetings can be closed under provisions of the Local Government Act 1995 [the Act]). Annually a Council is required under the Act to hold Ordinary Meetings and it may hold Special Meetings if required.
Ordinary meetings are to be held not more than 3 months apart under the Act so as a general rule, many Councils (such as the Shire of Gingin) tend to meet on a monthly basis annually.
Ordinary Council Meeting Dates, Venue & Time
Ordinary Council Meetings are held on the third Tuesday of every month in the Shire of Gingin's Council Chambers, 7 Brockman Street, Gingin, unless otherwise notified. The meeting dates for 2021 are as follows:
19 January |
16 February |
16 March |
20 April |
18 May |
15 June |
20 July |
17 August |
21 September |
19 October |
16 November |
21 December |
Occasionally meeting dates and times will be subject to change, however any changes will be advertised on the Shire's notice boards, website, Facebook page, as well as via public notice in local and regional newspapers.
Council meetings commence at 3.00pm and 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. The CEO will convene the Special Meeting and arrange for a public notice if the meeting is to be open to the public.
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. A copy of the Council Agenda may be viewed by visiting the following link:
Council's upcoming AGENDAS
Copies of Minutes from Council's previous Ordinary and Special Meetings are also available online going back to 2012. Older copies of Council Minutes may be viewed upon request. Contact the Shire on (08) 9575 5100 to inquire. The Minutes available online can be viewed by visiting the following link:
Council's MINUTES of past Council Meetings
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.
The Local Law specifies that, in order to be considered by Council, a petition must:
- Be addressed to the Shire President;
- Be made by electors of the district;
- State the request on each page;
- Contain the names, addresses and signatures of the electors making the request, and the date each elector signed;
- Contain a summary of the reasons for the request;
- State the name of the person upon whom, and an address at which, notice to the petitions can be given;
- Be respectful and temperate in its language;
- Not be defamatory or scandalous, or propose any action that is unlawful; and
- 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.