Shire of Toodyay

Agendas & Minutes

Council Meetings

Click here for Council Meeting Agendas

Click here for Separate Attachments to Meeting Agendas

Click here for Council Meeting Minutes

Agendas for Council Meetings are available 72 hours prior to the meeting.

In accordance with Standing Order 4.1 (1) No business is to be transacted at any Council Meeting other than that specified in the Agenda, without the approval of the Council.

Minutes for Council Meetings are available within ten days after the meeting.

When Minutes are put onto the Shire of Toodyay website, they are in essence "Unconfirmed Minutes." The minutes are signed off by the Chief Executive Officer and uploaded to the website complete with relevant attachments however they will remain "Unconfirmed" until the following Ordinary Meeting of Council where the minutes will be confirmed subject to any amendments made by the Council. When this process is complete, the "Confirmed" Minutes are then signed off by the Presiding Person and uploaded to the website the following day.

Availability of Agendas and Minutes

A hard copy will be available to view at the Shire of Toodyay Administration Centre, 15 Fiennes Street, Toodyay between the hours of 8.30am and 4.30pm (or the Toodyay Public Library).  Copies will cost $30 plus postage (per hard copy) or $10.00 plus postage (if supplied on a c.d.).  Limited copies may be available at the meeting.

As the information provided within the Attachments to the Agenda will form part of the Minutes, once minutes have been posted the agenda will be removed from the website. 

If you require a copy of the Agenda or Minutes of a Council Meeting or Committee Meeting or have any queries please contact our Records Officer on (08) 9574 9300 or via email 

Separate Attachments to Council Meetings

Items in the agenda will sometimes specify that something has been provided to Council as a separate attachment.  When this occurs they can be found under the following link:

Click here for Council Meeting Information

Committee Meetings

Click here for Committee Meeting Agendas

Click here for Committee Meeting Minutes

Agendas for Committee Meetings (where open to the public) are available 72 hours prior to the meeting.

In accordance with Standing Order 4.1 (1) No business is to be transacted at a committee meeting other than that specified in the agenda, or in the notice as the purpose of the meeting, without the approval of the committee.

Minutes for Committee Meetings are available within five days following the meeting.  

When Minutes are signed off by the Chief Executive Officer and uploaded to the website they are in essence "Unconfirmed Minutes" until the following Committee Meeting where the minutes will be confirmed subject to any amendments made by the Committee. When this process is complete, the "Confirmed" Minutes are then signed off by the Presiding Person and uploaded to the website the following day.

Council Forums

Click here for Programs

Click here for Notes

Programs for Council Forums are available 72 hours prior to the meeting.

A hard copy will be available to view at the Shire of Toodyay Administration Centre, 15 Fiennes Street, Toodyay between the hours of 8.30am and 4.30pm (or the Toodyay Public Library).  Copies will cost $30 plus postage (per hard copy) or $10.00 plus postage (if supplied on a c.d.).  Limited copies may be available at the meeting

Concept Forum Items listed on the Council Forum Program will be discussed by Council behind closed doors in accordance with Section 5.23 of the Local Government Act 1995.

Council Forum Notes are available within ten days following the holding of a Council Forum.

The Council Forum Notes are signed off by the Chief Executive Officer and uploaded to the website complete with the relevant attachments (i.e. those that formed part of the program and any tabled documentation).

Council Forum notes are in essence "not confirmed" until the following Ordinary Meeting of Council where the notes will be received subject to any amendments made by the Council. When this process is complete, the "Received" Notes are then signed off by the Presiding Person and uploaded to the website the following day. 

General Electors Meetings

Agendas are posted under Council Meeting Agendas

Minutes are posted under Council Meeting Minutes

A statutory requirement of the Local Government Act 1995 is that each Council must have a General Meeting of Electors once every financial year. 

The purpose of the meeting is to present the Annual Report and to discuss any items within the report, as well as general business. The Meeting is attended by the President, Councillors and Senior Staff who are happy to answer any questions that may arise.

The Shire's Annual Reports are available via the Annual Reports link in the Publications section of our website.

Agendas for General Electors Meetings are available 72 hours prior to the meeting. 

A hard copy will be available to view at the Shire of Toodyay Administration Centre, 15 Fiennes Street, Toodyay between the hours of 8.30am and 4.30pm (or the Toodyay Public Library).  Copies will cost $30 plus postage (per hard copy) or $10.00 plus postage (if supplied on a c.d.).  Limited copies may be available at the meeting.

As the information provided within the agenda will form part of the minutes, once minutes of meetings have been posted the agenda will be removed from the website.  Should you have any queries please click here to send us an email.

Local Government Requirements

The Local Government Act 1995 s.5.5 Convening Council Meetings:

  1. The CEO is to convene an ordinary meeting by giving each council member at least 72 hours’ notice of the date, time and place of the meeting and an agenda for the meeting.
  2. The CEO is to convene a special meeting by giving each council member notice, before the meeting, of the date, time, place and purpose of the meeting.

The Local Government (Administration) Regulations 1996 s.14 Notice papers, agenda etc., public inspection of (Act s. 5.25(1) (j))

  1. A local government is to ensure that notice papers and agenda relating to any council or committee meeting and reports and other documents which —
    1. are to be tabled at the meeting; or
    2. have been produced by the local government or a committee for presentation at the meeting,
    3. and which have been made available to members of the council or committee for the meeting are available for inspection by members of the public from the time the notice papers, agenda or documents were made available to the members of the council or committee.
  2. Nothing in subregulation (1) entitles members of the public to inspect the information referred to in that subregulation if, in the CEO’s opinion, the meeting or that part of the meeting to which the information refers is likely to be closed to members of the public under section 5.23(2).

            [Regulation 14 amended in Gazette 31 Mar 2005 p. 1030.]

The Local Government (Administration) Regulations 1996 s.13 Unconfirmed minutes, public inspection of (Act s. 5.25(1)(i))

A local government is to ensure that unconfirmed minutes of each council and committee meeting are available for inspection by members of the public —

  1. in the case of a council meeting, within 10 business days after the meeting; and
  2. in the case of a committee meeting, within 5 business days after the meeting.