NEW ZEALAND GAZETTE, No. 9 — 30 JANUARY 2017

Meetings Normally to be Open

3.1.1 All meetings of the council and its committees shall be open to the public and news media except where otherwise provided by Part VII of the Local Government Official Information and Meetings Act 1987.

[s. 47 and 49 LGOIMA]

3.2 Public Excluded Meetings

Lawful Reasons to Exclude Public

3.2.1 The council or a committee may by resolution exclude the public from the whole or any part of the proceedings of any meeting, workshop or briefing only on one or more of the grounds specified in section 48 of the Local Government Official Information and Meetings Act 1987 (see Appendix A of these standing orders).

Form of Resolutions to Exclude Public

3.2.2 Any resolution to exclude the public must be in the form set out in Schedule 2A to the Local Government Official Information and Meetings Act 1987 and state the general subject of each matter to be considered while the public is excluded, the reason for passing that resolution in relation to that matter, and the grounds on which the resolution is based (see Appendix B of these standing orders).

Motion to Exclude Public to be Put with the Public Present

3.2.3 Every motion to exclude the public must be put at a time when the meeting is open to the public, and copies of the text of that motion must be available to any member of the public who is present. The resolution then forms part of the minutes of the meeting.

[s. 48(4) LGOIMA]

Provision for Persons to Remain After Public Excluded

3.2.4 A resolution may provide for one or more specified persons to remain after the public has been excluded if those persons have, in the opinion of the council or committee, knowledge that will assist the deliberation. Any such resolution is required to state the knowledge possessed by those people who will be of assistance in relation to the matter to be discussed and how it is relevant to the matter. No such resolution is necessary in respect of the attendance of the Chief Executive and relevant staff during a public excluded session.

[s. 48(5) & (6) LGOIMA]

Release of Public Excluded Information

3.2.5 A council may provide for the release to the public information which has been considered during the public excluded part of a meeting.

Application of Standing Orders Apply to Any Public Excluded Session

3.2.6 These standing orders shall apply to meetings or parts of meetings from which the public has been excluded.

3.3 Chairperson’s Role at Meetings

Chairperson to Preside at Meetings

3.3.1 The chairperson of the council must act as the chairperson at council meetings unless he or she vacates the chair for a particular part, or all, of a meeting. If the chair is absent from a meeting the deputy chair must act as chairperson. If the deputy chair is also absent, or has not been appointed, the council members who are present must elect a member to be chairperson at that meeting. This person may exercise the responsibilities, duties and powers of the chair.

[Sch. 7 Cl. 26(1), (5) & (6) LGA]

[s. 26] CA

Chairperson of Committee to Preside

3.3.2 The appointed chairperson of a committee must act as chairperson at all committee meetings, unless he or she vacates the chair for a particular meeting. If the chairperson is absent from a meeting, the deputy chairperson (if any) will act as chairperson. If the deputy chairperson is also absent, or has not been appointed, the committee members who are present must elect a member to act as chairperson at that meeting. That person may exercise the responsibilities, duties and powers of the chairperson.

[Sch. 7 Cl 26(2), (5) & (6) LGA]

Addressing the Chairperson

3.3.3 Members will address the chairperson in a way that reflects his or her statutory office.

Chairperson’s Rulings

3.3.4 The chairperson will decide all procedural questions where these standing orders make no or insufficient

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