Deputations

What is a Deputation and what to expect?

A deputation is a formal presentation enabling a person, group, or organisation to address Elected Representatives on a matter covered by the meeting's terms of reference. Deputations are delivered in a public setting and recorded in the official minutes.

Requests to make a deputation should be lodged at least five working days before the meeting and approved by the Chairperson (or their delegate); however, this requirement may be waived by the Chairperson. Requests should outline the subject matter to be addressed.

Deputations may be heard at the beginning of the meeting or at the time the relevant agenda item is being considered.

As a speaker, you are allocated up to five minutes, or longer at the discretion of the Chairperson. Up to two people may present a deputation. You may bring supporters, but they cannot address the meeting.

Meet & Greet at the Meeting

Members of the Governance Team will be there to meet and greet you at the venue, and we recommend arriving about 5 to 10 minutes before the meeting is due to start. Please make sure your mobile phone or any other devices are switched to silent mode.

Where do I sit?

You’re welcome to come into the Council Chamber / Meeting Venue during any public meeting. As you enter the room there are seats set aside for the Public Gallery; please take one of these for the first part of the meeting. If you enter after the meeting has started, we ask that you please come in quietly and take a seat.

When do I speak?

The Chairperson will open the meeting and there will be a few procedural matters to go through (Karakia, Apologies, Conflicts of Interest, and any late items) before the meeting moves to suspend standing orders and open the floor to the public.

Depending on the subject matter, your deputation may be heard at the beginning of the meeting or later when the relevant agenda item is being considered. We will confirm the timing with you beforehand.

Council and Community Board meetings are formal, and it is important not to interrupt Elected Members when they are speaking and not to speak until requested by the Chairperson.

Where will I present from?

People presenting to our Elected Members sit at the end of the table opposite the Chairperson. We will let you know when it’s your turn and will invite you to come up. When you are invited to address the meeting, please take the seat at the table marked “presenter”.

It's a good idea to:

• After introducing yourself, provide a summary of your key points;
• Be clear about what you are asking Council to consider;
• Provide reasons for your suggestion(s) or request(s);
• Reference any relevant Council plans or policies if applicable; and,
• Keep your deputation concise and to the point (be aware of your time limit);

Chairperson's Discretion

The Chairperson has the discretion to decline to hear a speaker or to terminate a deputation at any time where:

• A speaker is repeating views presented by an earlier speaker at the Meeting;
• The speaker is criticising Elected Representatives and/or Council Officers;
• The speaker is being repetitious, disrespectful or offensive;
• The speaker has previously spoken on the same issue;
• The matter is subject to legal proceedings; and
• The matter is subject to a hearing, including the hearing of submissions where the local authority or committee sits in a quasi-judicial capacity.

Will the Elected Members ask me questions?

When you have finished speaking, the Chairperson can allow Elected Members to ask you questions. These questions will be confined to obtaining information or clarification on matters you raised during your deputation.

Any debate on a matter raised in the Deputation will occur at the time, and once a motion has been moved and seconded (Resolutions).

After the Meeting

Your name and the item you spoke to, and the decisions Council resolved will be recorded in the minutes of the meeting. The minutes also note which organisation you represented, if applicable, and anything distributed or tabled at the meeting will also become part of the public record. The minutes are published on our portal, usually a couple of working days after the meeting.

Speaking on a matter not on the agenda?

If you wish to raise a matter that is not on the meeting's agenda, you would be recommended to speak in the Public Forum instead.