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Attending and speaking at meetings

http://www.gw.govt.nz/attending-and-speaking-at-meetings

Attending and speaking at meetings

Updated 18 August 2021 9:38am

COVID-19 information

During the current COVID-19 alert status it is not possible for Greater Wellington to conduct its meetings at a publicly accessible physical location. All Council and committee meetings are being held remotely, with all participating members counting for the purpose of the meeting quorum in accordance with clause 25B of Schedule 7 to the Local Government Act 2002.

Attending the meeting

If you want to attend a meeting and not speak, you can. All Council and committee meetings are open to the public unless the meeting resolves to exclude the public.

Where are the meetings held?

All Council and committee meetings will be held via Microsoft Teams, so you are able to attend these meetings (except for any Public Excluded session) via Microsoft Teams. Please contact Democratic Services (details below) to request the meeting link.

For up to date details for all our meetings, including meeting locations, head to our meetings calendar.

Speaking at a meeting

All meetings, except for the inaugural Council meeting of each triennium and when Council or a committee is sitting as a hearing body, have time set aside for public participation. This is an opportunity for the public to bring matters of concern to the attention of Councillors and to comment on agenda items.

To speak at a Council, Civil Defence Emergency Management Group, or Wellington Regional Leadership Committee meeting, you must address an item listed on the meeting’s agenda. For all other meetings you can speak to an item on the agenda, or on a subject relevant to that committee.

To take part in public participation, or present a petition, you must submit your request to Democratic Services by midday on the working day before the day of the meeting.

When you apply please let us know:

  • Your name, and the name of your organisation (if you’re speaking on behalf of an organisation)
  • Which meeting you’d like to speak at
  • What you’d like to speak about (including the meeting agenda item, if relevant)
  • Whether to wish to speak to the meeting remotely (see below)
  • Whether you wish to include a presentation as part of your speaking time (see below)
  • Your contact details.

Please send your request to:

Democratic Services

Email: democratic.services@gw.govt.nz

Speaking remotely

You are welcome to speak at a meeting remotely via Microsoft Teams, subject to the link’s quality. If you wish to speak to at a Council or committee meeting, please let us know when you request the meeting link.

Before the meeting

On the day of the meeting please arrive at least 10 minutes before the start of the meeting.

Please provide Democratic Services any presentations as a single electronic document (preferably in PowerPoint form) by midday on the working day before the day of the meeting. Please note that we are not able to accept external devices (such as USB). If you are speaking remotely and have a presentation, you will need to share your own screen to enable you to manage your presentation.

If you wish to table any supporting documents, please provide an electronic copy to Democratic Services. This will be circulated to members prior to the meeting.

During the meeting

Public participation is at the start of the meeting after some initial meeting procedures.

Individuals and persons speaking on behalf of organisations and groups may speak for up to five minutes. A further five minutes is allocated to the Council and committee members to ask the speaker/s questions.

After the meeting

Your name and the item you spoke to will be recorded in the minutes of the meeting. The minutes also note which organisation you represented, if applicable. Anything distributed or tabled at the meeting will also become part of the public record.

Further information

For further information on speaking at a Council or committee meeting, please refer to Section 4 – Public Input at Meetings of Council’s Standing Orders.