Standing orders.pdf - Hutt City Council

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HCC Standing Orders 3 August 2004 Issue No. 2 46 No discussion on minutes 35.5 No discussion shall arise on the substance of minutes at the succeeding meeting, except as to their correctness. 36. MINUTE BOOKS Inspection of minute books 36.1 The minute books of the local authority shall be kept by the Chief Executive and be open to inspection in accordance with the LGOIMA and the LGA 2002 (See standing order 14.14). [s. 51, LGOIMA] Minutes of last meeting before election 36.2 The Chairperson and the Chief Executive shall be responsible for confirming the correctness of the minutes of the last meeting of a local authority prior to the next election of members. 37. DEPUTATIONS AND PRESENTATIONS Deputations where heard 37.1 Deputations may be received by the local authority or any of its committees provided an application for admission setting forth the subject has been lodged with the Chief Executive at least three clear working days before the date of the meeting concerned and has been subsequently approved by the Chairperson. The Chairperson may refuse requests for deputations that are repetitious or offensive. Presentations commissioned by Chairperson or Committee Urgency or major public interest Deputations and presentations in English or Maori Procedures for deputations 37.2 Presentations from Council officers, consultants, other local authorities or any other individual or organisation may be commissioned by any committee, and are to be listed on the order paper for the meeting in question. Time limits for presentations will be agreed in discussion with the Chairperson of the meeting prior to distribution of the order paper. 37.3 Notwithstanding standing order 37.1, where in the opinion of the Chairperson the matter which is the subject of a deputation is one of urgency or major public interest, the Chairperson may determine that the deputation be received by the local authority. 37.4 A deputation or presentation to a local authority or any of its committees may be made in English or Maori. Prior arrangement with the Chairperson should be sought at least two working days before the meeting if the address is not in English. The Chairperson may order that any speech or document presented be translated and/or printed in another language. 37.5 Except with the approval of the local authority or committee, not more than two members of a deputation may address the meeting. After a presentation is received members may put to the deputation any question pertinent to the subject heard, but no member shall express an opinion
HCC Standing Orders 3 August 2004 Issue No. 2 47 upon or discuss the subject until the deputation has completed making its submissions and answering questions (see standing order 33.2 regarding qualified privilege). Termination of presentation if disrespectful and right of reply Time limit on presentation 37.6 The Chairperson may terminate a presentation in progress which is disrespectful or offensive, or where the Chairperson has reason to believe that statements have been made with malice (see standing order 33.2 regarding qualified privilege). If a speaker's comments under deputations or presentations are about any person or organisation represented at the meeting, the Chairperson has the discretion to grant a right of reply at the time the comments are made. 37.7 Unless the meeting determines otherwise in any particular case, a limit of 10 minutes is placed on a speaker making a presentation, or 5 minutes each if there are 2 members of the deputation addressing the meeting. 38. PUBLIC COMMENT Public comment 38.1 A period of up to 30 minutes is to be set aside for public comment at the commencement of all meetings that are open to the public. Each speaker during the public comment section of a meeting is permitted to speak for a maximum of three minutes. This standing order may be suspended on a vote of not less than 75% of those present to extend (as applicable): (a) (b) (c) In respect of Council and its committees (excluding community committees) the period allowed for public comment up to a maximum of an additional 15 minutes or, in exceptional circumstances, for a specified longer period as is resolved; In respect of community board and community committee meetings, the period allowed for public comment up to a maximum of such specified longer period as is resolved; and The maximum allowable period for which each speaker during the public comment section of a meeting is permitted to speak, provided that the further time allowed does not exceed the maximum period set aside (or resolved to be set aside) for public comment at the meeting. [Note: It is not advisable from the point of view of good order of meetings to depart from the time limits specified in the standing orders. It may be more appropriate, where further dialogue with a member of the public is required, to invite them to make a presentation at a subsequent meeting or to make use of standing order 37.3.] [Amendment from Eastbourne Community Board – 25/3/08 That Public Comment on items on the order paper be heard either at the commencement of the meeting or in conjunction with the relevant order paper item at the request of the speaker and at the discretion of the Chair.] Subjects of public comment 38.2 Public comment is to be confined to those items appearing on the agenda for the particular meeting concerned, excluding items already
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Standing orders.pdf - Hutt City Council

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