Request to make 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.

Making a deputation is voluntary, and anyone can apply to make a deputation to a meeting.

However, an application may be refused if it's determined that it doesn't comply with Council’s Code of Meeting Practice.

Complete the deputation request form below by 9:30 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.

You will find the item name and number on the meeting agenda.

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.

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.

Rules for deputations are outlined in Council’s Code of Meeting Practice.

A summary of the speaking rules 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 the Governance Team

• your comments must be relevant to the issue at hand (i.e. they must stay on-topic)
• 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

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, such as Radio 2UUU