Guidelines for AGM of Electors


Holding and convening Annual General Meeting of Electors


A general meeting of the electors of a district is to be held once every financial year.

A general meeting is to be held on a day selected by the local government but not more than 56 days after the local government accepts the annual report for the previous financial year.

The matters to be discussed at general electors’ meetings are to be those prescribed.


Meeting Procedure


The meeting procedure is prescribed by Section 5.31 of the Local Government Act 1995 and Regulation 18 of the Local Government (Administration) Regulations 1996. The Presiding Member will Chair the Meeting, in accordance with Section 5.30(1) of the Act.


The following procedures will normally apply to the meeting (unless changed by the Presiding Member):

  1. Opening.
  2. Welcome and Introduction.
  3. Apologies.
  4. Items to be discussed, these being:
  • Mayor’s report – Mayor to read out/summarise her report and give highlights
  • CEO’s report – CEO to read out/summarise his report and give highlights
  • Annual Report inclusive of Audited Financial Statements – CEO to give highlights
  • General Business
  1. Close.


Registration and sign in

In order to be able to ask a question and/or move/second a motion and/or vote all Electors in attendance must be on the Town of Port Hedland Electoral roll. Town officers will be verifying this on arrival, so in order to commence the meeting on time, members of the public who wish to be part of the voting process are encouraged to arrive half an hour prior to the meeting. Electors will be marked off the Town’s Electoral Roll as they enter the meeting.

If a member of the public is not on the current electoral roll he/she must provide identification/proof of enrolment (being on the Federal and/or State Roll) within the Town of Port Hedland. The burden of proof is the responsibility of the Elector in order to prove that they are an elector of the district.

Should members of the public not be found on the roll then they will have the opportunity to sit in on the meeting but as observers only.


Minute Taking & Recording

The meeting will be recorded on audio tape as an additional record of the meeting and to assist with minute-taking purposes which may be released upon request to third parties. If and Elector does not give permission for recording his/her participation he/she will have to indicate this at the meeting.

The public is reminded that in accordance with section 20.3 of the Town of Port Hedland Local Law on Standing Orders nobody shall use any visual or vocal electronic device or instrument to record the proceedings of any meeting unless that person has been given permission by the presiding member to do so.


Questions from Electors

The Presiding Member will allow five minutes for questions from electors on each item. The Presiding Member will ask for show of hands, let each person ask two questions, move onto the next elector and if there is enough time go back to the first person, should this person have another question to ask. Electors asking questions are requested to state their name and address prior to asking a question. For minute taking purposes electors are also encouraged to fill out a Public Question Form which is available online and will be made available at the meeting.



Only Electors are entitled to move motions and vote at the meeting. The mover will be able to speak for three minutes, then the seconder will speak for three minutes. The Presiding Member will allow for three speakers for and three speakers against and the mover will then have the right of reply. Voting will only take place after a motion that has been moved and seconded has been provided to the administration in full. All decisions are to be made by simple majority (via way of a show of hands) and secret voting is not permitted. The mover and seconder of a motion must state their name and address prior to moving or seconding a motion.


Seating arrangements 

Designated observer and voting sitting areas will be set for the day.

Rules of Conduct & Recording of Meeting


All elected members and ToPH officers will have to abide by the Town of Port Hedland Code of Conduct. All members of the public attending electors meeting must be fair and respectful before, during and after the meeting.

All recordings of meetings are prohibited except from the Town of Port Hedland for minute taking purposes.


Decisions made at Electors’ meetings


Decisions made at a Electors’ meetings are required to be considered in accordance with s5.33 of the Local Government Act 1995, which states:

"5.33 Decision made at electors' meetings

(1) All decision made at an electors' meeting are to be considered at the next ordinary council meeting or, if that is not practicable -

(a) at the first ordinary council meeting after that meeting;


(b) at a special meeting called for that purpose,

whichever happens first.

(2) If at a meeting of the council a local government makes a decision in response to a decision made at an electors' meeting, the reasons for the decision are to be recorded in the minutes of the council meeting."

However, it should be noted that any decisions made at a meeting of Electors are not binding on the Council.


Extract from ToPH Standing Orders


Meetings of Electors

19.7 Electors meetings

(1) The Presiding Member is to apply the provisions of the Standing Orders Local Law 2014, so far as is practicable, to any meeting of electors but, where there is any inconsistency between the provisions of the standing orders and the provisions of the Act, the latter shall prevail.

19.8 Restriction on speaking at elector’s meetings

A person who is not an elector of the local government shall not take part in any discussion at an electors’ meeting unless the meeting, by resolution, permits the person to do so.