Guidelines for Public Question Time and Deputations

Members of the public are able to address Council during Council meetings at Item 4.2 Public Question Time or Item 7 Deputations.  The Shire of Augusta Margaret River Standing Orders Local Law 2011 details the procedure for question time for the public and deputations. 

Public question time

Public Question Time is a means by which members of the public can seek responses from Council about issues affecting the local government of which are concern to them.  It also provides the Shire with a mechanism to identify issues of importance to the community.

Questions asked during Public Question Time must pertain only to business of Council.  This includes any matter before Council at the meeting or any issue relating to the Shire. 

Here are some important things to remember when you prepare and deliver your question to Council:

• Ensure your question is clear and concise
• Do not phrase your question as a statement or personal opinion
• Ensure your question is not an offensive nature to any member of the public, the Council or employee of the Shire

A maximum of 20 minutes will be allowed for public question time unless extended by the Presiding Member or decision of Council.  To ensure that people are given an equal and fair opportunity and time is used efficiently, questions will be limited to two per person if there are a number of persons wishing to ask questions.

Questions must be asked by the author at the meeting.  Prior to asking a question you must state your name and address.  The Shire President may nominate a Shire officer to answer the question and may also determine that any complex questions requiring research be taken on notice and answered in writing.

A summary of each question asked and the response given will be included in the minutes of the meeting.  Responses to questions that are taken on notice will be included in the agenda of the next ordinary meeting of Council.

If you wish to ask a question, please complete the Public Question Time Form and submit it to the Governance / Council Support Officer prior to the commencement of the meeting.  You can do this via email cschiller@amrshire.wa.gov.au or alternatively, the Governance / Council Support Officer will be available 15 minutes prior to the commencement of the meeting to receive completed submission forms.

Deputations

A deputation is a presentation by a member of the public regarding an item on the agenda in which the speaker/s has a direct interest.  A deputation must be requested in advance of the meeting and approved by the Shire President.

Below are a few things to remember about deputations:

• Email the Governance Officer / Council Support your request for deputation as soon as possible (the Standing Orders state that the application needs to be received by the CEO five working days before the meeting, so any request received after this time will be approved only at the discretion of the Shire President)
• Include a concise description of the purpose of your deputation and to which agenda item it relates
• A maximum of 3 people may present per deputation, with a maximum of five  minutes each, or ten minutes if only one person presents
• You will need to provide the Shire with a written copy of your deputation notes
• Deputations may not be of an offensive nature and may be terminated if the Presiding Member deems it necessary
• The speaker must be prepared to answer questions from the Council with regards to their presentation

If you would like to know more about the procedures for Public Question Time and Deputations, please contact the Shire’s Governance / Council Support Officer on 9780 5205 or email cschiller@amrshire.wa.gov.au.

Contact Claire Schiller

Phone 08 9780 5205

Email cschiller@amrshire.wa.gov.au

Further information

• Public question time form