Electors' General Meeting Procedure
The following procedure is provided for guidance only and the final procedure will be determined by the Shire President at the meeting.
1. All present are required to sign the attendance register upon entry to the meeting, including name and address.
2. Speakers must be electors of the Shire of Coolgardie.
3. The proceedings may be recorded for the purpose of production of minutes, and speakers are requested to use the microphone when speaking.
4. No other audio-visual recordings are to be undertaken without permission from the Shire President.
5. The order of proceedings will firstly be reference to these rules by the Shire President followed by:
- Declaration of opening / Announcement of Visitors
- Acknowledgment of Country
- Public Notice of AGM and Annual Report
- Record of Attendance, Apologies and Leave of Absence
- Public Question Time
- Confirmation of Minutes of Previous Annual Electors Meeting
- Annual Report
- General business
- Closure of meeting
6. During general business, questions, or motions may only relate to the matters that affect the local government and will be accepted at the discretion of the Shire President.
Public Question Time
7. Questions may be asked in relation to any matter affecting the Shire.
8. All questions must be directed to the Shire President.
9. Please clearly state your name and address for the record before putting a question to the Shire President.
10. To ensure that all members of the public wishing to ask a question have the opportunity to do so, each individual will be restricted to asking two question at a time. The Shire President will then call on other members of the public in sequence to ask their question. Once all members of the public have had an opportunity to present their question, the Presiding Member will call for further questions.
11. Answers to questions are provided in good faith. However, unless questions are submitted in writing to the CEO at least 24 hours prior to the meeting, it must be accepted that the answer provided may not be totally comprehensive and therefore should not be relied upon.
12. If a question cannot be answered at the meeting it will be taken on notice by the Presiding Member and dealt with in accordance with normal Council procedure, with a written response being provided. If possible, written responses will be included in the Minutes of the meeting.
Electors proposing motions to the meeting
13. Proposed motions can be submitted prior to the meeting or at the meeting. Annual Electors General Meeting Form are available at our offices or you can make a submission online below.
14. Motions from the floor may be ruled out of order at the discretion of the Shire President.
15. The Shire President will call for a mover and seconder for a motion.
16. No motion is open to debate until it has been seconded. Only one motion shall be received at a time.
17. Upon a motion being proposed, the Shire President will call for speakers to address the meeting.
18. When addressing the meeting, a speaker is to:
- Move to the podium (unless unable to do so due to sickness or a disability)
- State their name and address
- Address the meeting through the Shire President
- Limit the question/ statement to fact, not opinion or supposition
19. The mover of a motion has the right of reply and closes the debate.
Voting at the meeting
20. Once a motion has been moved and seconded, the Shire President will ask for a vote on the motion from the electors.
21. Each elector has one vote. An elector is not required to vote.
22. Voting is determined by a show of hands.
23. A simple majority carries the vote.
Decisions made at the meeting
24. The decisions of this meeting are not binding on the Shire of Coolgardie Council. All decisions made at the meeting will be presented to Council for its consideration at its next practicable meeting.
25. Minutes of this meeting will be available on the Shire of Coolgardie’s website as soon as practicable after the meeting and before the next Ordinary Council meeting.