Annual General Meeting of Electors

 

6:00pm 03 February 2025

Council Chamber (Level 1), Civic Centre,

23 Dundebar Road, Wanneroo

 

 

wanneroo.wa.gov.au

 

 

1.         POLICY STATEMENT

To be open and transparent regarding Council Meeting recordings and access to these recordings for members of the public and Council Members.

2.         OBJECTIVE AND PURPOSE

Objective

The objective of this policy is to ensure there is a process in place to outline the access to recorded Council Meetings.

Purpose

The purpose of this policy is to ensure that Council Members, the community, government bodies and other stakeholders are able to access recordings of the proceedings of Council meetings in compliance with the Local Government Act 1995 and associated Regulations.

3.         KEY DEFINITIONS

Nil

4.         SCOPE

This Policy applies to Council Members and employees of the City of Wanneroo.

5.         IMPLICATIONS

The policy aligns with the following Strategic Community Plan Goal and Priorities:

Strategic Community Plan 2021-2031

Goal 7: A well-governed and managed City that makes informed decisions, provides strong community leadership and valued customer focused services.

Priority 7.2 – Responsibly and ethically managed. The City of Wanneroo will be managed responsibly to ensure a long-term, sustainable future. The City will have effective governance arrangements and ethical leadership that is open and transparent, ensuring a clear understanding of roles and accountabilities.

6.         IMPLEMENTATION

6.1.            This Policy shall be printed within the Agenda of all Council Meetings, which include:

·                Ordinary Council Meeting;

·                Special Council Meeting;

·                Annual General Meeting of Electors;

·                Special Electors Meeting; and

·                Agenda Briefing Session

to advise the public that the proceedings of the meeting are recorded.

 

Recording of Proceedings

6.2.            Proceedings of Meetings detailed in this policy, as well as Deputations and Public Question Time during these meetings, shall be recorded by the City on audio and video recording equipment.  Meetings and portions of Meetings taking place in closed session will be recorded on audio recording equipment.

6.3.            No member of the public is to use any audio-visual technology or devices to record the proceedings of a Meeting, without the written permission of the Mayor or the Mayor’s Delegate.

6.4.            Arrangements for the broadcast and recording of meetings conducted by electronic means under s14D of the Local Government (Administration) Regulations 1996 (Regulations), for example in the situation of a public health emergency or state of emergency, will be made in compliance with ss.14H and 14I of the Regulations.

6.5.            Arrangements for the recording of Meetings not held at the Council’s usual meeting place, or for the recording of Meetings in the event of a technological failure of the City’s recording equipment, will be made in compliance with ss.14I(2) to 14I(9) of the Regulations.

6.6.            In compliance with the City’s approved Recordkeeping Plan and the State Records Act 2000, recordings made under this policy will be retained for the period specified in the General Retention and Disposal Authority for Local Government Information.

Access to Recordings

6.7.            Recordings of Meetings made under this policy will be published via the City’s online channels no later than fourteen (14) days after the Meeting and will remain accessible for a minimum period of five (5) years after the Meeting date.

6.8.            Members of the public may purchase a copy of the recorded proceedings or alternatively, listen to the recorded proceedings at the Civic Centre online once the recording is published on the City of Wanneroo website. Costs for providing a copy of the recorded proceedings to members of the public will include staff time to make the copy of the proceedings, as well as the cost of the digital copy for the recording to be placed on. The cost of staff time will be set in the City’s Schedule of Fees and Charges each financial year.

6.9.            Council Members may request a copy of the recording of the Council proceedings at no charge.

6.10.         All Council Members are to be notified when recordings are requested by members of the public or by Council Members.

7.         ROLES AND RESPONSIBILITIES

The Policy is the responsibility of the Manager Council & Corporate Support.

8.         DISPUTE RESOLUTION

All disputes in regard to this policy will be referred to the Director Corporate Strategy and Performance in the first instance. In the event that an agreement cannot be reached, the matter will be submitted to the Chief Executive Officer for a ruling.

9.         EVALUATION AND REVIEW PROVISIONS

This policy will be evaluated and its effectiveness reviewed by the following key performance measures:

·             All relevant meetings recorded;

·             Acceptable quality of recordings captured; and

·             Resolution of requests for copies of recordings within appropriate timeframes.

10.       RELATED DOCUMENTS

City of Wanneroo Recordkeeping Plan

11.       REFERENCES

Nil

12.       RESPONSIBILITY FOR IMPLEMENTATION

Manager Council & Corporate Support

 

Acronym	Meaning
ABN	Australian Business Number
ACN	Australian Company Number
Act	Local Government Act 1995
CBP	City of Wanneroo Corporate Business Plan
CHRMAP	Coastal Hazard Risk Management & Adaption Plan
City	City of Wanneroo
CPI	Consumer Price Index
DBCA	Department of Biodiversity Conservation and Attractions
DFES	Department of Fire and Emergency Services
DOE	Department of Education Western Australia
DOH	Department of Health
DPLH	Department of Planning Lands and Heritage
DPS2	District Planning Scheme No. 2
DLGSCI	Department of Local Government, Sport and Cultural Industries
DWER	Department of Water and Environmental Regulation
EPA	Environmental Protection Authority
GST	Goods and Services Tax
JDAP	Joint Development Assessment Panel
LTFP	Long Term Financial Plan
MRS	Metropolitan Region Scheme
MRWA	Main Roads Western Australia
POS	Public Open Space
PTA	Public Transport Authority of Western Australia
SAT	State Administrative Tribunal
SCP	City of Wanneroo Strategic Community Plan
WALGA	Western Australian Local Government Association
WAPC	Western Australian Planning Commission

 

 

 

Notice is given that the next Annual General Meeting of Electors will be held in the
Council Chamber (Level 1), Civic Centre,

23 Dundebar Road, Wanneroo on Monday 3 February 2025 commencing at 6:00pm.

 

B Parker

Chief Executive Officer

23 January 2025

 

CONTENTS

Item  1           Attendances   1

Item  2           Apologies and Leave of Absence  1

Item  3           Reports   1

3.1                   City of Wanneroo 2023/24 Annual Report  1

Item  4           General Business   308

Item  5           Closure   308

 

 

 

 

INFORMATION AND PROCEDURE ON HOW THE

ANNUAL ELECTORS’ GENERAL MEETING WILL BE CONDUCTED

 

Welcome to the City of Wanneroo Annual Electors’ General Meeting.

 

In accordance with Regulation 15 of the Local Government (Administration) Regulations 1996 (the Regulations), 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.

 

Regulation 18 of the Regulations states that the procedure to be followed at a general or special meeting of electors is to be determined by the Person Presiding at the meeting.

 

In accordance with clause 5.30 of the Local Government Act 1995 (the Act), the Mayor is to preside at electors meetings.

 

The Mayor has determined the procedure to be followed and that procedure is published in this agenda.

 

 

PROCEDURE FOR THE ANNUAL ELECTORS’ GENERAL MEETING

 

Part 1 - Attendance at an Electors’ Meeting

1.         All attendees must:

a.         register their attendance including name and address, on the attendance register provided by City of Wanneroo staff. The attendance register is for internal record purposes only and will not be published or distributed; and

b.         remain seated at all times during the meeting, unless invited by the Presiding Person to address the meeting at the lectern;

c.         not cause any disturbance or disrupt the meeting proceedings in any way; and

d.         comply with this Procedure and the direction of the Presiding Person at all times.

2.         Attendees who are verified electors of the City of Wanneroo will be provided first priority to access the Council Chamber, subject to seating capacity.

3.         Attendees who are not verified electors of the City of Wanneroo will be required to remain in the designated overflow areas (as determined by City staff), unless, at the commencement of the AGM, there is sufficient capacity within the Council Chamber for those attendees to enter the Council Chamber. Should there be sufficient capacity, then staff will direct attendees to the Chamber.

4.         Attendees who do not adhere to the Procedure, may be requested by the Presiding Person to leave the meeting and/or the building, and that person (or persons) are required to comply with the direction of the Presiding Person.

 

 

Part 2 – Participants at an Electors’ Meeting (ref. Act clauses 5.26)

5.         All participants at an Electors’ Meeting must be verified electors of the City of Wanneroo.

6.         A verified elector is:

a.     an elector whose name and address is recorded on the -

                                          i.    City of Wanneroo district electoral roll from the last ordinary Council election held; or

                                         ii.    City of Wanneroo Owner and Occupier electoral roll; or

                                        iii.    Western Australian Electoral Commission or Australian Electoral Commission website at ‘check your enrolment eligibility’ and which confirms electoral eligibility for the district of Wanneroo; or

b.    a ratepayer of the City of Wanneroo.

7.         All attendees who wish to participate as a verified elector must be registered by the City staff as a verified elector. Proof of identity or other evidence may be requested.

8.         All verified electors will be provided a ‘Voting Card’. Upon request, the ‘Voting Card’ must be shown to evidence a person is a verified elector.

9.         For clarity, a person who is not a verified elector may not participate in an Electors’ Meeting.

 

Part 3 - Recording and Live Broadcast of an Electors’ Meeting

10.      The proceedings will be recorded for the purpose of production of the minutes and speakers are requested to use the microphones each time they speak.

11.      In accordance with the Recording and Live-Streaming of Council Meetings Council Policy, this meeting will be video recorded and live-streamed on the City’s website, with the exception of confidential items and periods of adjournment as determined by the Presiding Member.

12.      The official record of the meeting will be the written minutes kept in accordance with the Local Government Act 1995 and any relevant regulations.

13.      No other audio or visual recording is to be undertaken without the permission of the Presiding Person.

 

Part 4 – Order of Proceedings

14.      The order of proceedings will firstly be reference to these procedures by the Presiding Person followed by Attendances, Apologies and Leave of Absence, presentation of the contents of the Annual Report and General Business.

15.      During General Business, statements may only relate to matters that affect the local government and will be accepted at the discretion of the Presiding Person.

 

Part 5 - Putting a Motion to an Electors’ Meeting

16.      Proposed motions must be provided in writing to Administration by 12 noon on the day of the meeting.  Forms are available from Council Support (phone 9405 5000) or on the City’s website Motion to Annual General Meeting - City of Wanneroo

17.      An elector may only move or second a maximum of five motions. To clarify, an elector may move or second any motion, but the combined total of being either a ‘mover’ or a ‘seconder’ is not to exceed five in entirety for any elector.

18.      “Motions from the Floor” will only be accepted at the discretion of the Person Presiding.

19.      Motions will be presented to the meeting in the order they have been received by the City. To clarify, motions received in writing prior to the meeting will be presented first in the order of receipt.

20.      Motions from electors will be read aloud by the Person Presiding and displayed on the public screen in the Council Chamber, to ensure that everyone is clear about what they are voting on.

21.      The Presiding Person will request a mover and a seconder for a motion.

22.      No motion or amendment is open to debate until it has been seconded. Only one amendment on any one motion shall be received at a time and such amendment shall be disposed of before any further amendment can be received.

23.      Only two amendments may be put to the vote; on any one motion.

24.      An amendment may not negate the intent or purpose of the main motion.

25.      Upon a motion being proposed, the Presiding Person may call for speakers to address the meeting.

 

Part 6 – Speakers at an Electors’ Meeting

26.      Only verified electors may address an Electors’ Meeting.

27.      When speaking at the meeting, a speaker must:

a.         rise and move to the lectern unless unable to do so by reason of sickness or disability;

b.         use the microphone provided;

c.         state his or her name and address for recording in the minutes;

d.         address the meeting through the Presiding Person;

e.         limit statements to fact, not opinion or supposition;

f.          not reflect adversely on Council Members or City employees;

g.         refrain from making repetitive comments on matters that have already been discussed, to ensure the meeting can progress effectively.

28.      Unless otherwise authorised by the Mayor, all speakers will have a maximum of three minutes to make their statement or to ask a question(s) to clarify any matters related to the motion under discussion.

29.      The mover of a motion will be invited to speak first, and the seconder will be provided the opportunity to speak next. If time permits and subject to the number of Motions received, the Presiding Member may then call for other verified electors who wish to speak for a maximum of three minutes each, unless otherwise authorised by the Mayor.

30.      The mover of a motion (but not the mover of an amendment) has the right of reply, and this closes the debate. All other speakers may speak once on a motion or an amendment.

31.      The right of reply is limited to a maximum of three minutes.

32.      A verified elector may rise and move without discussion, “That the motion be now put”, which, on being duly seconded and carried by a simple majority, will result in submission of the motion at once to the meeting.

33.      The Presiding Person will manage the time allocated for speakers to ensure that all verified electors are given a fair and equal opportunity to speak.

34.      If the Presiding Person determines that sufficient and fair debate has occurred on a motion or amendment then the Presiding Person, after inviting the mover to exercise the right of reply (but not the mover of an amendment), will put that motion to the vote.

 

Part 7 - Voting at an Electors’ Meeting (ref. Regulation 17)

35.      The Presiding Person will ask for a vote on the motion.

36.      Each verified elector is entitled to one vote on each matter to be decided at the meeting. An elector does not have to vote.

37.      Voting is determined by raising the Voting Card either for or against a motion, at the time the Presiding Member calls for the vote.

38.      Voting at a general or special meeting of electors is to be conducted so that no voter’s vote is secret.

39.      All decisions at a general or special meeting of electors are to be made by a simple majority of votes.

 

Part 8 - Minutes and Decisions of an Electors’ Meeting (ref. Act clauses 5.32 and 5.33)

40.      The Presiding Person is to determine questions of order or process not stated in this procedure.

41.      Minutes of this meeting will be available for inspection for members of the public as soon as practicable after the meeting and before the Council meeting at which decisions made at the Electors’ Meeting are considered.

42.      As far as practical all decisions made at an Electors’ Meeting are to be considered at the next Ordinary Council meeting.

43.      The decisions of an Electors’ Meeting are not binding on the Council, but as required by the Act, the reasons for any Council decision on a decision of this meeting are to be recorded in the minutes of the Council meeting.

 

 

Good evening Councillors, staff, ladies and gentlemen, this meeting today is being held on Whadjuck Nyoongar Boodjar and I would like to acknowledge and pay my respects to Elders, past, present and future. I thank all past and present members of the community that have supported the City to better understand and value Nyoongar culture within the City of Wanneroo.

 

I invite you to bow your head in prayer:

 

Lord, We thank you for blessing our City, our community and our Council. Guide us all in our decision making to act fairly, without fear or favour and with compassion, integrity, wisdom and honesty. May we show true leadership, be inclusive of all, and guide all of the City’s people and many families to a prosperous future that all may share. We ask this in your name. Amen.

Item  1     Attendances

Item  2     Apologies and Leave of Absence

Item  3     Reports

Declarations of Interest by Council Members, including the nature and extent of the interest. Declaration of Interest forms to be completed and handed to the Chief Executive Officer.

File Ref:                                              49219 – 25/12198

Responsible Officer:                          Director Corporate Strategy & Performance

Attachments:                                       1         

Issue

To present the City of Wanneroo Annual Report 2023/24 (Annual Report) and the Annual Audited Financial Statements (Audited Financial Statements) for the City of Wanneroo (City) for the year ended 30 June 2024.

Background

Section 5.53(1) of the Local Government Act 1995 (the Act) requires local governments to develop and publish an Annual Report for each financial year. Section 5.27 of the Act requires that a general meeting of electors be held once every financial year and not more than 56 days after the local government accepts the annual report.

Detail

Regulation 15 of the Local Government (Administration) Regulations 1996 prescribes that 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.

 

At the Ordinary Council meeting held on 10 December 2024, the Council accepted the Annual Report and the Audited Financial Statements.

 

The Annual Report and Audited Financial Statements have been published on the City’s website in accordance with Section 5.55A of the Act and hard copies made available for members of the public at the Annual General Meeting of Electors.

Consultation

The Annual Report and the Audited Financial Statements were considered at an Audit and Risk Committee meeting held on 19 November 2024. The Audit and Risk Committee recommended that the Council accept the Annual Report and the Audited Financial Statements.

Comment

The Annual Report provides a comprehensive account of the City’s activities over the twelve months from 1 July 2023 to 30 June 2024. It outlines the progress made towards the strategic objectives as set out in the City’s Strategic Community Plan 2021-2031, and details achievements and performance against the 2023/24 commitments made in the Corporate Business Plan 2023/24 – 2026/27. 

 

The Annual Report has been developed in accordance with good practice guidelines and feedback from the Australasian Reporting Awards. By entering the Awards, the City is endeavouring to improve the quality of reporting year on year to enhance transparency and the quality of communication to Electors and the wider community.

 

The Audited Financial Statements are included in the designed version of the Annual Report.

Statutory Compliance

The preparation and publication of the Annual Report is in accordance with the Local Government Act 1995.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2021 – 2031:

7 ~ A well governed and managed City that makes informed decisions, provides strong community leadership and valued customer focused services

7.2 - Responsibly and ethically managed

Risk Appetite Statement

In pursuit of strategic objective goal 7, we will accept a Medium level of risk as the City balances the capacity of the community to fund services through robust cost-benefit analysis and pursues evidence-based decision making to be effective stewards of the Council and City for future generations.

 

Risk Management Considerations

 

Risk Title	Risk Rating
CO-O09 Integrated Reporting	Low
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
CO-017 Financial Management	High
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

Policy Implications

Nil

Financial Implications

The cost of development and production the 2023/24 Annual Report has been included within the City’s operating budget.

Voting Requirements

Nil

 

Recommendation

That the Annual General Meeting of Electors NOTE the contents of the City of Wanneroo 2023/24 Annual Report and the Audited Financial Statements as presented to the Electors of the City of Wanneroo.

 

 

Attachments:

1⇩.

Attachment 1 - City of Wanneroo 2023-24 Annual Report

25/12181

 

 

 

 

Item  4     General Business

During the item ‘General Business’, any Motions that have been submitted by an Elector may be considered.

Item  5     Closure