Deputations at Council meetings

What is a Deputation?
Who can make a deputation to a meeting?
How do I apply to make a deputation?
Where can I find the item name & number that I wish to speak on?
How will I know if my application has been approved?
How much time will I have to speak?
Are there any rules for speaking at the meeting?
Is there anything I can't say at a meeting?
Are Council meetings recorded?
Availability of Information
Application form

What is a deputation?

"Deputation" means a person, or a representative of a group of persons, appears personally before a council or council committee in order to address the council or committee on a particular matter.

Note – deputations are only allowed in relation to matters (items) listed on the agenda of the meeting.

Who can make a deputation to a meeting?

  • Anyone can apply to make a deputation to a meeting.

  • Making a deputation is voluntary, and application may be refused if determined to be non-compliant with Council’s Code of meeting practice (PDF 291kb).

How do I apply to make a deputation?

Complete the on-line application form (at the bottom of this page) by 12 noon of the day of the meeting.

Alternatively, you can phone the Governance team during business hours on (02) 4429 3111.

When applying to make a deputation, you need to advise which item you are speaking to and whether you are speaking for or against the recommendation of the report.

Where can I find the item name and number that I wish to speak on?

The item name and number is in the meeting agenda which can be found on the Agendas and minutes page of Council’s website. 

How will I know if my application has been approved?

  • Your application must be approved by the Chairperson of the meeting.

  • A Council representative will contact you by phone or email advising if your application is successful.

How much time will I have to speak?

  • Each speaker is allocated five (5) minutes in which to speak.

  • Deputations will usually be heard at the beginning of the meeting, once formalities are completed.

  • Councillors may ask speakers questions following the deputation.

Are there any rules for speaking at the meeting?

Rules for deputations are outlined in Council’s Code of meeting practice (PDF 291kb), in summary they are as follows:

  • You may apply to speak on any Council related matter if it is listed on the agenda of that meeting.

  • An individual or representative group is only permitted to address Council or Committee once on an issue except where a formal resolution is passed permitting a deputation on the basis that new material has been presented, and in this case the comments are limited to that new material.

  • Deputations will be limited to one speaker for and one speaker against each item, except in extenuating circumstances.

  • Where an organisation or group is granted permission to address a meeting, one main spokesperson is to be nominated.

  • Where more than one request is received to address a meeting, either for or against a proposal, the individuals and/or groups involved are encouraged to appoint one representative to present a joint submission.

  • Presentations should be courteous and concise.

  • Electronic presentations to be displayed at the meeting should be emailed to allgovernance@shoalhaven.nsw.gov.au

Is there anything I can’t say at a meeting?

  • Comments must be relevant to the issue at hand.

  • You must refrain from making personal comments or criticisms or revealing any private, sensitive or privileged information.

  • You may not make insulting or defamatory statements

  • You may not make personal allegations against Councillors and/or staff or be disrespectful. When such statements are made the deputation will cease and the individual will be asked to leave the meeting.

  • Speakers do not have absolute privilege. A speaker who makes any offensive or defamatory remarks about another person may be personally liable for their actions.

Are Council meetings recorded?

Council’s Code of Meeting Practice permits the electronic recording and broadcast of the proceedings of meetings of the Council which are open to the public. Your attendance at the meeting is taken as consent to the possibility that your image and/or voice may be recorded and broadcast to the public.

The Ordinary, Development Committee and Strategy & Assets Committee meetings are recorded and broadcast by Radio 2UUU.

Availability of Information

  • Council is to be regarded as the agency that holds the information presented during a deputation.

  • Council meetings, including deputations, are minuted and are recorded for purposes of providing a public record of the meeting.

  • Your application notes and any documents presented will be considered as public information and may be made available to others upon request.

 




OR
I am representing:

(insert name of person or organisation)








You can find the item name and number on Agendas & Minutes page




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council@shoalhaven.nsw.gov.au
P.O. Box 42, Nowra NSW 2541 Australia
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