Deputations and petitions

This page outlines the process for deputations at meetings and the presentation of petitions.

Deputations

The purpose of a deputation is to enable a person, group or organisation to make a presentation to a meeting on a matter, or matters, covered by that meeting's terms of reference. Deputations have to be approved by the chairperson of the meeting. A request to make a deputation has to be made at least 7 days before the meeting; however, this may be waived by the chairperson. Deputations can be heard at the commencement of the meeting or at the time that the relevant agenda item is being considered.

Speakers can speak for up to 5 minutes, or longer at the discretion of the chairperson. No more than two speakers can speak on behalf of an organisation's deputation.

The chairperson has the discretion to decline to hear or 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 members and/or staff
• the speaker is being repetitious, disrespectful or offensive
• the speaker has previously spoken on the same issue
• the matter is subject to legal proceedings
• the matter is subject to a hearing, including the hearing of submissions where the local authority or committee sits in a quasi-judicial capacity

At the conclusion of the deputation members may, with the permission of the chairperson, ask questions of speakers. Questions are to be confined to obtaining information or clarification on matters raised by the deputation.

Any debate on a matter raised in a deputation must occur at the time at which the matter is scheduled to be discussed on the meeting agenda, and once a motion has been moved and seconded.

Petitions

Petitions may be presented to the Council or any of its committees or community boards, as long as the subject matter falls within the terms of reference of the intended meeting.

Petitions must contain at least 20 signatures and consist of fewer than 150 words (not including signatories). They must be received by the chief executive at least 7 days before the meeting at which they will be presented (this requirement may be waived by the chairperson).

Any petitions can be sent to [email protected]. The team will be in contact with the petitioner to make the relevant arrangements.

Petitions must not be disrespectful, use offensive language or include malicious, inaccurate or misleading statements. They may be written in English or te reo Māori. Petitioners planning to make a petition in te reo Māori or sign language should advise the chief executive in time to allow translation services to be arranged.

A petitioner who presents a petition to the Council or any of its committees or community boards, may speak for 5 minutes (excluding questions) about the petition, unless the meeting resolves otherwise. The chairperson can terminate the presentation of the petition if they believe the petitioner is being disrespectful, offensive or making malicious statements.