Meeting Etiquette / Making a Submission

Anyone is entitled to make a submission to Council

The process for making a submission may vary slightly depending on the engagement topic.

At the start of the meeting the Chairperson will run through some housekeeping matters.

Please remember, Council meetings are formal so please read through these housekeeping rules to ensure you and other submitters can have your say in a respectful environment.

What’s the process?

Hearings are normally held in the Council Chambers. You will present to the Council, or to a hearing panel. Staff, other submitters, and members of the public may also be present.
There is public seating at the rear of the room. If seats are not available, viewing will be made available through screens outside the chambers (it will be made clear at the meeting where this is). You are not allowed to stand.
The public should not enter past the ‘no entry’ points.
Members of the Council or hearing panel will have a copy of your submission before the meeting. You should use your time to highlight your main points and emphasise the things you think are most important.
10 minutes will be allowed for hearing each submission, including time for questions.
When it is your turn to speak, you will be asked to come up to the table. You can either sit or stand, whichever feels the most comfortable - it is up to you. You are welcome to bring a supporter with you.
You may be asked questions about your submission, so please stay at the table after you have finished speaking.
A bell will be signalled at 8 minutes to let you know you have 2 minutes remaining.

What you can expect from the Council

Council will have read your written submission ahead of time. Your presentation is an opportunity to build on this.
At the end of your presentation, questions to further explore your submission may be asked.
Questions will be confined to obtaining information or clarification on matters raised.
The Council or hearing panel will not enter a debate with you on your submission. Any debate on a matter raised will occur later when the matter is scheduled for deliberation.
The Council will listen to your submission objectively and with an open mind.
Following any formal decision, you will be advised on the outcome.
All decisions of Council are done with public best interest at heart.
Councillors will give you their full attention and be courteous.

What we expect from you

Please keep within to your 10 minute submission time. There may be a number of submitters to hear, and a limited time in which to hear them, so your cooperation in keeping to your time allocation is appreciated.
Your presentation should focus on the topic you have raised and not stray into other matters.
Use your time to build on your points that you have made. This is not an opportunity to ask questions of the Council or panel.
Respectful, civil, and polite behaviour.

Unacceptable behaviour

Constant interjection or talking over the proceedings.
Members of the public calling out, clapping or making any other noise that distracts the presentation and meeting.
Contemptuous laughter or derisive comments at other submitters.
Interfering or interrupting other members of the public who are presenting.
Refusal to adhere to a Chairperson's instructions, particularly when asked to desist from disruptive behaviour.
Use of abusive and/or inflammatory language when addressing Council.
False allegations, defamation of, and aggressive/intimidating or threatening behaviour towards either elected members, council staff or members of the public.

Chairperson discretion

The Chairperson has the discretion to decline to hear or terminate a submission or deputation at any time where:

A speaker is repeating views presented by an earlier speaker at the meeting
The speaker is being repetitious, disrespectful, or offensive
The speaker has previously spoken on the same issue
The matter is subject to legal proceedings; and
The matter is subject to a hearing, including the hearing of submissions where the Council or Committee sits in a quasi-judicial capacity.

Failure of submitters or members of the public to behave in accordance with these guidelines may result in the meeting being adjourned. The disruptive member of the public will be asked to leave the premises so the meeting can continue.

Public availability of submissions

Subject to the provisions of the Local Government Official Information and Meetings Act 1987, all submissions are publicly available. If you consider there are reasons why your contact details and/or submission should be kept confidential, please notify the Council when you send your submission.

We look forward to your participation in the hearings process and look forward to listening to your points.