✨ Meeting Procedures
NEW ZEALAND GAZETTE, No. 9 — 30 JANUARY 2017
2.6.4 Where a member is attending a meeting by electronic link, the chairperson must ensure that:
a. the technology for the link is available and of suitable quality; and
b. procedures for using the technology in the meeting will ensure that:
i. everyone participating in the meeting can hear each other;
ii. the member’s attendance by electronic link does not reduce their accountability or accessibility in relation to the meeting;
iii. the requirements of Part 7 of the Local Government Official Information and Meetings Act 1987 are met;
and
iv. the requirements in these standing orders are met.[cl. 25A(3) Schedule 7, LGA] (See Appendix C of these standing orders.)
Chairperson May Terminate Link
2.6.5 The chairperson may direct that an electronic link should be terminated where:
a. use of the link is increasing, or may unreasonably increase, the length of the meeting;
b. the behaviour of the members using the link warrants it, including the style, degree and extent of interaction between them;
c. it is distracting to the members who are physically present at the meeting; or
d. the quality of the link is no longer suitable.
[cl. 27 Schedule 7, LGA]
Giving or Showing a Document
2.6.6 A person attending a meeting by electronic link may give or show a document by:
a. transmitting it electronically;
b. using the electronic link; and
c. any other manner that the chairperson thinks fit.
Link Failure
2.6.7 Where an electronic link fails, or there are other technological issues that prevent a member who is attending by link from participating in a meeting, that member must be deemed to be no longer attending the meeting.
Confidentiality
2.6.8 A member who is attending a meeting by electronic link must ensure that the meeting’s proceedings remain confidential during any times that the public are excluded. At such times, the chairperson may require the member to confirm that no unauthorised people are able to view or hear the proceedings.
[cl. 25(A)(1) & 27(5) Schedule 7, LGA]
2.7 Use of Teleconferencing
For Discussion not Decisions
2.7.1 A council or its committee can hold discussions by teleconferencing but should not make decisions on behalf of the council or committee.
2.7.2 A meeting of the council or committee requires a quorum of members to be present at such times and places the council or chairperson appoints. The implication being it requires members to be physically present, not just by voice (unless a member has been granted dispensation by the chairperson to utilise electronic attendance).
[s. 26K(3) CA]
2.7.3 Decisions should be made in meetings open to the public where an agenda has been released in advance to allow those interested in the items to attend, and not in situations that impose unreasonable barriers to public attendance.
2.7.4 Notes from teleconferencing discussions need to be confirmed as a true and correct record with the recommendations repeated for adoption as a council or committee resolution at its next meeting.
3. Meetings
3.1 Public at Meetings
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NZ Gazette 2017, No 9
✨ LLM interpretation of page content
🏛️
Standing Orders for Rules for the Conduct of Meetings
(continued from previous page)
🏛️ Governance & Central Administration30 January 2017
Standing Orders, Meeting Conduct, Electronic Links, Teleconferencing, Chairperson, Quorum, Public Attendance