Deputations

What is a deputation?

A ‘deputation’ is when a person, or a representative of a group of people, appears personally to address a Council meeting on a specific matter.

Deputations are only allowed in relation to matters (items) listed on the agenda for that 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 an application may be refused if determined to be non-compliant with Council’s Code of Meeting Practice

How do I apply to make a deputation?

• Complete the Deputation Request form by 09:30 AM on the day of the meeting
• Or contact our Governance Team

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?

• You will find the item name and number on the meeting agenda page

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 to speak
• Deputations will usually be heard at the beginning of the meeting after the 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.

A summary of speaking rules:

• 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 the Governance Team

Is there anything I can't say at the 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 Councilors and/or staff or be disrespectful. If/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 meetings are streamed online
• Meetings may be recorded and broadcast by external media organisations e.g. Radio 2UUU