Meetings of Electors

Overview

There are two types of electors’ meetings – the Annual Meeting of Electors and Special Meetings of Electors.

Both of these meetings are dealt with by the Local Government Act 1995 and Policy 053 Meeting of electors.

Annual Meeting of Electors

The Annual Meeting of Electors is the meeting required to be held once every financial year for the purpose of discussing the annual report and any other general business. The meeting gives electors of the Town the opportunity to ask questions, make statements and move motions to be voted on by the electors of the Town. 

How is the date of the meeting set?

The date of the Annual Meeting of Electors is set by Council at the same time that the annual report and annual financials for the previous financial year are accepted.

The Town’s policy states that meetings are not to be held in the last two weeks of December or the first two weeks of January.

How can I find out when the meeting is to be held?

The Chief Executive Officer must give electors of the Town 14 days’ notice of the meeting. This is done through the Town’s website, social media, in the local newspaper and on the Town’s noticeboards at the administration building and library.

What is the format of the meeting?

Unless changed by the presiding person of the meeting, the format for the meeting is:

  • discussion about contents of annual report for the previous financial year
  • update on decisions from previous Annual Meeting of Electors
  • general business (including motions to be voted on by the electors of the Town).

Do electors need to register to attend the meeting?

There is no requirement to pre-register to attend the meeting however, electors must sign the attendance register at the meeting. An elector must provide their name and address to confirm that they are an elector of the Town before participating in the meeting. 

Do I need to be an elector to attend the meeting?

Electors’ meetings are open to all members of the public however, only electors may move, second, speak to and vote on motions.

How are motions from electors dealt with at the meeting?

At an Annual Meeting of Electors, electors may raise any motion that is related to the responsibilities and functions of local government. It is preferred that these motions be provided in advance to governancevicpark@vicpark.wa.gov.au to assist with them being recorded accurately however, this is not required.

Each elector present is entitled to one vote on each matter to be decided, but is not required to vote.

How are the decisions from a meeting considered by Council?

Decisions made at electors’ meetings are considered by Council at the next Ordinary Council Meeting, or as soon as reasonably practicable.

A report is presented to Council that addresses all decisions made at the meeting, including proposed actions. A recommendation is made by the Town on how the decisions should be progressed, for Council to make a decision.

An update on the decisions made at the Annual Meetings of Electors is provided at the following years’ Annual Meeting of Electors.

What is the role of elected members at an Annual Meeting of Electors?

Elected members may attend electors’ meetings and are able to move, second, speak to and vote on motions in their capacity as an elector.

The Mayor is the presiding person of the meeting and is responsible for running the meeting. They are also entitled to move, second, speak to and vote on motions in their capacity as an elector.

What is the role of Town of Victoria Park employees?

Senior officers may attend electors’ meetings to provide information.

Special Meeting of Electors

A Special Meeting of Electors is held at the request of electors or council members to discuss specific matters. Electors have the opportunity to ask questions, make statements and move motions to be voted on by the electors of the Town. These must relate to the purpose of the meeting.

How is a Special Meeting of Electors requested?

A Special Meeting of Electors call be requested by:

  • 100 electors of 5% of the number of electors – whichever is the lesser number; or
  • ·one third of elected members.

The request is to be sent to the Mayor and must outline the matters to be discussed at the meeting.

How is the date of the meeting set?

The date of a Special Meeting of Electors is set by the Mayor. It must be held within 35 days of when the request was received.

How can I find out when the meeting is to be held?

The Chief Executive Officer must give electors of the Town 14 days’ notice of the meeting. This is done through the Town’s website, social media, in the local newspaper and on the Town’s noticeboards at the administration building and library.

What is the format of the meeting?

Unless changed by the presiding person of the meeting, the format for the meeting is:

  • presentations on the matters specified in the request for the Special Meeting of Electors
  • general business (including motions to be voted on by the electors of the Town).

Do electors need to register to attend the meeting?

There is no requirement to pre-register to attend the meeting however, electors must sign the attendance register at the meeting. An elector must provide their name and address to confirm that they are an elector of the Town before participating in the meeting. 

Do I need to be an elector to attend the meeting?

Electors’ meetings are open to all members of the public however, only electors may move, second, speak to and vote on motions.

How are motions from electors dealt with at the meeting?

At a Special Meeting of Electors, electors may raise motions that are related to the purpose for which the meeting was called for. It is preferred that these motions be provided in advance to governancevicpark@vicpark.wa.gov.au to assist with them being recorded accurately however, this is not required.

Each elector present is entitled to one vote on each matter to be decided, but is not required to vote.

How are the decisions from a meeting considered by Council?

Decisions made at electors’ meetings are considered by Council at the next Ordinary Council Meeting, or as soon as reasonably practicable.

A report is presented to Council that addresses all decisions made at the meeting, including proposed actions. A recommendation is made by the Town on how the decisions should be progressed, for Council to make a decision.

What is the role of elected members at a Special Meeting of Electors?

Elected members may attend electors’ meetings and are able to move, second, speak to and vote on motions in their capacity as an elector.

The Mayor is the presiding person of the meeting and is responsible for running the meeting. They are also entitled to move, second, speak to and vote on motions in their capacity as an elector.

What is the role of Town of Victoria Park employees?

Senior officers may attend electors’ meetings to provide information.

How to write motions

Motions need to stand alone and include the direction or action that is being proposed for consideration.

In all cases they should start with ‘That Council’. This is because Council are the final decision-makers that are being asked to consider the proposal.

Motions should be written in the command tense and require Council to do something.

Words that could be used include:

  • approves
  • endorses
  • supports
  • investigates
  • develops
  • requests

If a motion has more than one part, all parts should be numbered.

The general format for a motion is as follows:

Single-line motion

That Council [action verb in command tense] + [what is to be conducted].

Example:

That Council develops a schools and youth community outreach program to educate youth about the role of local government.

Multi-line motion

That Council:

1. [action verb in command tense] + [what is to be conducted]

2. [action verb in command tense] + [what is to be conducted]

Example:

That Council:

1. Investigates the prospect of installing CCTV on Albany Highway.

2. Investigates potential grants to fund the installation of CCTV on Albany Highway.

For further advice on how to write a motion, contact Governance at governancevicpark@vicpark.wa.gov.au or on 9311 8111.