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 about items on a meeting’s agenda. Deputations have to be approved by the chairperson of the meeting. A request to make a deputation has to be made to the Chief Executive and received at least seven days before the meeting (this requirement can be waived by the chairperson) and should clearly outline the item to be addressed. 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 five 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
• where a speaker has previously caused a disruption at multiple meetings, the chairperson can ask the individual to send in their deputation in writing.

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.

Pursuant to Standing Orders clause 3.19, deputations may be received, provided an application for admission, setting out the subject, has been lodged with the Chief Executive at least two working days before the date of the meeting concerned, and has been subsequently approved by the Chairperson. The Chairperson may refuse requests for deputations which are repetitious, or offensive.

Petitions

Petitions may be presented to Council or any of its committees, local boards 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 five working days before the meeting at which they will be presented (this requirement may be waived by the chairperson).

Petitions must not be disrespectful, use offensive language or include malicious, inaccurate or misleading statements.  They may be written in English or teo 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. 

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

A petitioner who presents a petition to Council or any of its committees and subcommittees, local boards or community boards, may speak for five 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.