Deputation

Deputation request

A deputation request can be made in writing to the Democracy Services Team detailing the issue you wish to present.

Follow these steps to submit your request:

1. Prepare your details: Draft a clear description of the topic you want to discuss (it is recommended to do this well in advance of the meeting).
2. Contact Democracy Services: Email your request to the Democracy Services Team at governance@fndc.govt.nz.
3. Approval: Your request will be reviewed and if approved, you will be allocated a specific time at an upcoming meeting to present your views and if time allows answer elected members' questions.

For further assistance, please contact the Democracy Services Team at governance@fndc.govt.nz or 09 401 5231.

What is a Deputation and what to expect?

A deputation is a formal presentation enabling a person, group, or organisation to address Elected Representatives on a matter covered by the meeting's terms of reference. Deputations are delivered in a public setting and recorded in the official minutes.

Requests to make a deputation should be lodged at least two clear working days before the meeting and approved by the Chairperson (or their delegate).

Deputations may be heard at the beginning of the meeting or at the time the relevant agenda item is being considered.

As a speaker, you are allocated up to five (5) minutes. Up to two people may present a deputation. You may bring supporters, but they cannot address the meeting.

Kaikohe-Hokianga Community Board standing orders allow for speakers up to ten (10) minutes.

Representatvies of Iwi and hapū groups shall have a period of fifteen (15) minutes in total on any item or issue which has been identified or initiated by the tangata whenua.

Meet & Greet at the Meeting

Members of the Democracy Services Team will be there to meet and greet you at the venue, and we recommend arriving about 5 to 10 minutes before the meeting is due to start. Please make sure your mobile phone or any other devices are switched to silent mode.

Where do I sit?

You’re welcome to come into the Council Chamber / Meeting Venue during any public meeting. As you enter the room there are seats set aside for the Public Gallery; please take one of these for the first part of the meeting. If you enter after the meeting has started, we ask that you please come in quietly and take a seat.

When do I speak?

The Chairperson will open the meeting and there will be a few procedural matters to go through (Karakia, Apologies, Conflicts of Interest, and any late items) before the Chairperson will request yo address the meeting.

Depending on the subject matter, your deputation may be heard at the beginning of the meeting or later when the relevant agenda item is being considered. We will confirm the timing with you beforehand.

Council, Committee and Community Board meetings are formal, and it is important not to interrupt Elected Members when they are speaking and not to speak until requested by the Chairperson.

Where will I present from?

People presenting to our Elected Members sit at the end of the table opposite the Chairperson or at the lecturn. We will let you know when it’s your turn and the Chairperson will invite you to come up and address the meeting.

It's a good idea to:

• After introducing yourself, provide a summary of your key points;
• Be clear about what you are asking the meeting to consider;
• Provide reasons for your suggestion(s) or request(s);
• Reference any relevant Council plans or policies if applicable; and,
• Keep your deputation concise and to the point (be aware of your time limit);

Chairperson's Discretion

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

• A speaker is repeating views presented by an earlier speaker at the Meeting;
• The speaker is criticising Elected Representatives and/or Council Officers;
• 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 local authority or committee sits in a quasi-judicial capacity.

Will the Elected Members ask me questions?

When you have finished speaking, the Chairperson may allow Elected Members to ask you questions if time allows. These questions will be confined to obtaining information or clarification on matters you raised during your deputation.

Any debate on a matter raised in the Deputation will occur at a later time, and once a motion has been moved and seconded (Resolutions).

After the Meeting

Your name and the item you spoke to, and the decisions resolved will be recorded in the minutes of the meeting. The minutes also note which organisation you represented, if applicable, and anything distributed or tabled at the meeting will also become part of the public record. The minutes are published on our portal, usually a couple of working days after the meeting.

Speaking on a matter not on the agenda?

If you wish to raise a matter that is not on the meeting's agenda, you would be recommended to speak in the Public Forum instead.