Public submission and deputation form

Submission

‘Submission’ is defined as a presentation made to Council by an individual member of the public, who can demonstrate that they are directly affected (whether adversely or favourably) by a matter on the Ordinary Council Meeting Agenda. A submission may be made at this time in accordance with the Rules of Public Submission Time and Deputations. As this meeting is to be held electronically, submissions are to be provided in writing on this form before 12 noon on the business day prior to the Agenda Briefing Forum.

Deputation

‘Deputation’ is defined as a presentation made to Council by members of the public, whether as an individual or a group of up to five people, who can demonstrate that they are directly affected (whether adversely or favourably) by a matter on the Ordinary Council Meeting Agenda. A deputation will cause the relevant agenda item to be reviewed by Council, at which time a presentation can be provided in accordance with the Rules of Public Submission Time and Deputations. As this meeting will be held electronically, deputations are to be provided in writing on this form before 12 noon on the business day prior to the Agenda Briefing Form.

1. Only those persons, who can demonstrate to the Presiding Member’s satisfaction that they are directly affected by the matter on the agenda, will be entitled to make a submission or deputation.
2. Where a directly affected person has sought the prior endorsement of the Presiding Member, ‘advocates’ (acting on behalf of the directly affected person) will be permitted on the condition that the directly affected person is present at the meeting.
3. Where possible, members of the gallery are required to provide submissions/
   deputations in writing to the Presiding Member prior to the commencement of the forum, to assist with the recording of forum notes.
4. Only submissions/deputations that relate to a specific item of the Council agenda will be accepted.
5. Prior to making a submission/deputation, the person is to give their name and residential address.
6. Submissions and deputations are to be directed through the Presiding Member, with the Presiding Member having the discretion of accepting or rejecting a presentation.
7. As per Council’s standing orders, no debating of the issue between the gallery, Elected Members or officers is permissible.
8. A Submission/Deputation will be refused by the Presiding Member as ‘out of order’ and will not be recorded in the forum notes if a Submission/Deputation is classed as one of the below. The Presiding Member or Chief Executive Officer may offer comment by way of correction, to any false information presented.
   • inappropriate;
   • repetitious;
   • lacking in decorum or adversely reflect on the integrity of any councillor or employee;
   • offensive or otherwise not in good faith;
   • duplicates or variations of earlier submissions;
   • relevant to the personal affairs or actions of Council members or employees; and/or
   • legal advice, legal proceedings or other legal processes.
9. A Submission/Deputation will be refused by the Presiding Member as ‘out of order’ and will not be recorded in the forum notes if the person(s) presenting the Submission/Deputation:
   • do not comply with the Rules of Public Submission Time and Deputations;
   • do not abide by a ruling from the Presiding Member;
   • behaves/behave in a manner in which they are disrespectful of the Presiding Member, Elected Members or Officers; or
   • refuse to abide by any direction from the Presiding Member.
10. Public Submission Time is set for a period of 30 minutes and will terminate earlier should no further submissions be forthcoming.
11. Submissions/Deputations to be made at the forum will be registered in order of receipt, and the priority for making submissions/deputations shall be in accordance with that register.
12. To enable all members of the public a fair and equitable opportunity to participate in Public Submission Time, each person shall be provided a maximum three-minute time limit, in which to make a submission.
13. Deputations will be made at the time the matter subject to the deputation is reviewed by Council. Unless otherwise approved by a majority of Elected Members, a deputation is to consist of no more than five persons, only two of whom may address the Council (with the exception of a person responding to an instruction by the Presiding Member). The time for a deputation, including interaction from Elected Members, is not to exceed 15 minutes.
14. To enable all members of the public a fair and equitable opportunity to participate, a person who has earlier made a submission cannot make or participate in a deputation on the same subject matter.
15. A submission/deputation may include a request for the tabling of documents where these are relevant to an issue before Council. The Presiding Member will indicate when the allotted maximum time for a submission/deputation has elapsed. The presentation will cease at that time.
16. Should there be time remaining of the initial period for Public Submission Time after all members of the public have made their initial submission, the Presiding Member will then allow members of the public to in order of the register) make a further submission (within a three minute time limit) until the initial period for Public Submission Time has expired.
17. Any extension to the initial period for Public Submission Time is to be limited to a period that will allow sufficient time for any remaining members of the public to make their initial submission.
18. The Presiding Member may limit presenters to a shorter period to make a submission/deputation if time is restricted and reserves the right to limit the number of submissions/deputations that can be made in respect to any one matter.