✨ Standing Orders for Rules for the Conduct of Meetings
NEW ZEALAND GAZETTE, No. 9 — 30 JANUARY 2017
3.11.2 The chairperson may in his or her discretion refuse a deputation/public forum on any reasonable grounds including, but not limited to:
a. insufficient time to hear the deputation/public forum at the meeting;
b. the deputation/public forum would more suitably be heard at another meeting of council or before a committee;
c. the subject matter of the deputation/public forum is offensive or repetitious or vexatious or is considered likely to be so;
d. the subject matter is insufficiently relevant to the business of council (or a committee); and
e. the previous disorderly or inappropriate behaviour of members of the deputation/public forum at council or committee meetings.
Procedures for Deputations
3.11.3 Except with the approval of the council (or committee) not more than two members of a deputation may address the meeting. After a deputation is received members may put to the deputation any question pertinent to the subject heard, but no member shall express an opinion upon, or discuss the subject, nor move a motion until the deputation has completed making its submissions and answering questions.
Termination of Deputation if Disrespectful
3.11.4 The chairperson may terminate a deputation in progress which is disrespectful or offensive, or where the chairperson has reason to believe statements have been made with malice.
Time Limit on Deputation
3.11.5 Unless the meeting determines otherwise, a limit of 10 minutes is placed on a speaker making a presentation, or if there are two members of the deputation addressing the meeting 10 minutes in total for the two speakers.
3.12 Minutes
Minutes to be Evidence of Proceedings
3.12.1 The council or, its committees must keep minutes of their proceedings. These minutes, when duly entered and authenticated, will be prima facie evidence of those proceedings.
[cl.28, Schedule 7, LGA]
Matters Recorded in Minutes
3.12.2 The Chief Executive or his/her designated representative must keep the minutes of meetings. The minutes must record:
a. the date, time and venue of the meeting;
b. the names of the members present;
c. the chairperson;
d. any apologies tendered and accepted;
e. the arrival and departure times of members;
f. a list of the speakers who gave public input, and the subjects they covered;
g. a list of the items considered;
h. any declarations of financial or non-financial conflicts of interest with these items;
i. the resolutions and amendments made to considered items, including those that were lost or were ruled out of order;
j. any failure of a quorum;
k. any objections made to words used;
l. all divisions taken;
m. the names of any members requesting that votes or abstentions be recorded;
n. the contempt, censure and removal of any members;
o. any resolutions to exclude members of the public; and
p. the time that the meeting concludes or adjourns.
Approval of Minutes
23
Next Page →
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, Procedural Motions, Voting, Debate, Adjournment, Chairperson, Closure Motions, Suspension of Standing Orders, Right of Reply, Revocation, Alteration, Questions, Deputations, Public Forum, Minutes, Evidence of Proceedings, Matters Recorded in Minutes, Approval of Minutes