Council Meetings and Agendas

Public question time provides an opportunity for people to ask questions about council’s activities, not make statements. Anyone wishing to address council and make a statement may do so under the deputation section of Council Meeting agenda.

The procedures for the conduct of public question time at meetings of the Whitsunday Regional Council are set out as per the Council Meeting Standing Orders(PDF, 335KB).

As per Councils standing orders:

Time may be required to permit members of the public to address the local government on matters of public interest related to local government. An appropriate period shall not exceed 15 minutes and no more than three (3) speakers shall be permitted to speak at one meeting. The right of any individual to address the local government during this period shall be at the absolute discretion of the local government.

How do I submit a public question?

Members of the public are encouraged to submit their public questions to governance@whitsundayrc.qld.gov.au or hand the question in to the Customer Service team prior to the Council Meeting. Please ensure you leave contact details for the Governance team to contact you.

What happens after I submit the question?

Once you have submitted your question, it will be forward onto the CEO and Mayor for approval. Once the Mayor has granted approval, you will be contacted by the secretary to confirm the details of your attendance.

What happens at the meeting?

During the public question time section of the agenda – the Mayor will invite you up to address Council regarding your public question.

Any public questions raised at an Ordinary Council Meeting will not be responded to on the day. The response will be provided in writing and included into the next Ordinary Council Meeting Agenda under the Business Arising section.

A Deputation is a collective way to lobby Council to address an issue of concern from an individual or group (of up to 3 people), appointed to take part in a formal process.

It should be noted that deputations are a public process and as such, the identity of persons making a deputation to Council will be on the public record as well as livestreamed on the day.

Deputations must be submitted in accordance with Council's Standing Orders and Meeting Procedures Policy(PDF, 335KB).

How do I submit a deputation request?

A person/group wishing to make a deputation must submit an application form(PDF, 263KB) to the Chief Executive Officer prior to the Council Meeting. The submission can be delivered into one of the customer service centres, sent via email to governance@whitsundayrc.qld.gov.au or sent by post to PO Box 104, Proserpine QLD 4800.

What happens after I submit my deputation request?

The CEO, on receiving an application(PDF, 263KB) for a deputation, shall notify the Chairperson who will determine whether the deputation may be heard.

Where it has been determined that the deputation will be heard, you will be notified accordingly by the minute clerk and any arrangements for your attendance will be organised. The meetings generally commence at 9.00am (unless stated otherwise on the notice of meeting). Where it has been determined that the deputation has been approved - it is expected that you arrive prior to the meeting commencing to present the deputation.

If you have material you wish to hand out to elected members at the meeting please provide eight copies to our minute clerk by 5pm the Tuesday prior to the meeting. If you wish to present a Powerpoint with your deputation, it must also be provided to to the minute clerk by 5pm Tuesday via governance@whitsundayrc.qld.gov.au.

What happens at the meeting?

During the order of business, time is set aside on the agenda for deputations. You will be invited by the chairperson to come forward and make your deputation on the topic or issue which you have nominated.

Deputations are limited to the topic or issue which has been nominated in the written request. The time allocated for deputations may be determined by the chairperson however, may not exceed 15 minutes.

The Chairperson may terminate an address by a person in a deputation at any time where:

• The Chairperson is satisfied that the purpose of the deputation has been sufficiently explained to the Councillors at the meeting;
• The time period allowed for a deputation has expired; or
• The person uses insulting or offensive language or is derogatory towards Councillors or staff members.

What happens after the Deputation?

Once the deputation has been presented, the deputation will be recorded in the minutes with a statement of who presented the deputation only.