Every Council meeting has time allocated for people to speak to the Council, either as part of a public forum or a deputation. People can also speak in support of a written submission made about a particular Council consultation. Please note that anything you say, including personal information such as your name, will be available to the public and media as part of the decision-making process.
Public Forums and Deputations
There are two ways you can have your say at a council meeting, in a public forum or in a deputation.
Public forums let members of the public to bring matters to the attention of the Council. The matters being raised are not on the agenda of the meeting at which the presentation is being made.
If the matter that you have spoken about is not on the agenda then no resolution can be made on your presentation, but Council officers may be asked to prepare a report for consideration at a subsequent meeting.
Deputations enable a person, group or organisation to make a presentation to a Council meeting covered by that meeting's agenda.
If the matter that you have spoken about is on the meeting agenda then your comments will be taken into consideration by the Council when they are considering that report.
What to do if you would like to speak at a public forum or deputation
If you would like to speak at a public forum or deputation, please contact the Governance Team on 06 759 6060 at least one working day before the meeting. We will discuss the rules around the processes including time limits and obtaining permission to speak.
Guidelines for attending and speaking at a Council meeting
- Public Forum and Deputation sessions are not a forum to request information. General requests for information are best made by calling us on 06 759 6060.
- You cannot question elected members at the meeting.
- You may not be disrespectful or offensive – if you are then the chair may terminate your speaking rights.
- Placards, banners and signs are prohibited, you may be asked to remove items from the room.
- The public may not make a disturbance during the meeting and the chairperson has the right to have disruptive people removed.
- Council meetings are public meetings, which means anyone can attend and observe proceedings on any day the Council meets.
Speaking in support of a submission at a Council meeting
Submissions are your opportunity to provide feedback on matters the Council is consulting on. A submission tells us what you agree with, what you are concerned about, disagree with or feel should be changed or what other issues you would like considered. For the majority of submissions processes, you will be given an opportunity to speak to your written submission at a Council meeting.
Submission forms ask you to indicate whether you'd like to speak to the Council in support of your submission. If you have advised us you would like to speak to the Council we will let you know of the approximate time that you will be able to speak.
It is important that you arrive at the meeting at least 15 minutes before your allocated time. If we are ahead of schedule you may be asked to speak earlier than your allocated time.
Well before the meeting, the Council receives copies of all submissions so you don't need to read your submission to the Council.
The purpose of the meeting is to allow submitters to speak to the Council and highlight points made in submission.
- At least a week before the meeting advise our Governance Team if you need any special equipment set up, e.g. PowerPoint, or if you have any special needs, e.g. accessibility issues.
- If you want to provide additional written material, you'll need to supply that the day before the meeting. We will provide the information electronically to elected members before the meeting. Contact the Governance Team to arrange the provision of information.
- When you arrive sit in the public seating area of the meeting room.
- If you have brought written material please give it to the committee advisor to distribute before you start speaking.
- The chairperson will advise you how long you have to speak.
- When it is your turn to speak the chairperson will introduce you to the Council and invite you up to the submitters table. You may sit or stand to present your submission. Note: Please be aware that Councillors receive copies of all written submissions and you should not read your submission to the Council.
- If you wish, you may bring a support person who can sit with you when you speak.
- The submitters table often has a microphone on it. The microphone is fully automatic and will pick up your voice provided you are not too far away from it.
- Any equipment you have prearranged to use will be accessible from your speaking position.
- When you have finished speaking the Council may ask you a few questions; you may not question or debate with the Council.
- Following your public comment, you may take a seat in the public area to hear proceedings.