Speaking to a Council or Committee
We welcome the opportunity to hear from residents and groups about important community matters. This is called a Deputation Request.
In a Deputation, a person or group speaks with a council or committee to address a particular matter, usually during a Council meeting.
First, you need to provide a clear outline of the topic.
It must be a relevant responsibility of the Council or its Committees. View our upcoming Council and Committee agenda topics.
If your deputation is accepted
You must agree to the meeting protocol outlined within the Deputation Meeting Procedures and Conduct.
If your deputation is declined
The Mayor or Committee must report the declined application at the next Council or Committee meeting. They have the power to allow a deputation to be heard even if it's initially refused. This will happen on the night of the scheduled meeting.
Code of Practice
The Council’s Code of Practice for Meeting Procedures allows for 2 deputations at each scheduled meeting. We sometimes accept extra deputations with support from Council Members on the night.
At the Council Meeting
There is a 5 minute limit for presentation and question time. Council accepts deputations in order of submission.
Some matters are subject to a Confidential Order. If this is the case, you must leave the Chamber for the duration of discussion. The process outlined below still applies in this situation.
For more information on Confidential Orders, refer to Section 90 of the Local Government Act 1999.
- If your topic is already an agenda item, you must lodge your deputation in writing by 10am on the morning of the meeting.
- If your topic is not an agenda item, you must lodge the deputation in writing at least 5 days before the meeting.
2. Read the Deputation Meeting Procedures and Conduct
3. Complete the Deputation Request Form
We'll email you to let you know we received your request. Then we’ll forward it to either the Mayor or the Committee Presiding Officer for their acceptance.
When reviewing an application, we take into account:
- subject matter
- whether it is within the powers of the Council
- relevance to the Council's agenda, powers or purpose
- the integrity of the request
- the size and extent of the meeting's agenda
We'll email to let you know if your application is successful within 48 hours of your request.
If we receive your request on the morning of a meeting, we'll be in touch by 2pm the same day to let you know the outcome.
Current Council Committees
All meetings (Council, Committee and CAP) are open to the public. An exception is when confidential items are discussed. Examples of confidential items are staff or legal matters.
The Council or Committee may keep some documents confidential. In this case, they must also specify the duration or circumstances of the order. Sometimes, an order will last for a particular amount of time before review.
We keep a register of all confidential items here: