There's an opportunity for you to speak at the start of each public meeting.

At the start of each meeting there is up to 30 minutes set aside for public comment. Each member of the public can speak for up to five minutes which can be extended at the discretion of the chair.

What topics can you comment on?

In general, you can talk about any item on the agenda, but you must notify the Committee Secretary two days prior to the meeting.

If you wish to address council or community board on something that may not be on the agenda that is fine as well, however we ask that you notify the Committee Secretary at least eight days before the meeting. This way you can be added to the agenda and elected members are then free to make decisions regarding your subject matter at the meeting.

If, in the opinion of the chair, the subject is a matter of urgency or major public interest then the chair may use discretion to waive the requirements for notice.  Contact the chair to discuss.

What to do if you’d like to comment

Contact the Committee Secretary and provide the following information:

• your name and contact details
• which meeting you would like to speak to
• the subject you want to speak about
• if you're representing an organisation or group, the name of the organisation and any other speakers appearing for that organisation
• if you are giving an electronic presentation, advise whether a computer or datashow are required.

If you wish, you may bring a support person who can sit with you when you speak.

Contact the Committee Secretary: Suzanne Clark 06 306 9611 xtn 823 suzanne.clark@swdc.govt.nz

Before the Meeting

The Committee Secretary will confirm the meeting date, time and location as well as allocate you a speaking time. If an email address is provided an agenda will be emailed to you, or alternatively you can access the agendas and minutes on our website.

You will need to bring a minimum of 12 copies of any material you are presenting so copies can be distributed to the Mayor, councillors and council officers, or alternatively allow time before your presentation time to ask our receptionist to make 12 copies for you at no charge.

Please arrive early in case the public participation section of the meeting is running ahead of the schedule.

What happens at the meeting?

When your name is read out by the chair, take a seat at the meeting table. Use your speaking time effectively. If there is time left at the end of your presentation, the chair will facilitate any questions from elected members. These must fall within the time given to you. Following your public comment, you may take a seat in the public area to hear proceedings.

Every now and then an issue will be brought to the Council by staff or elected representatives which requires discussion in confidence. There will be a specific reason why the public is not allowed to listen to that item. If this happens, any members of the public or media will be asked to leave the room until the discussion is finished. You will then be able to return to the room.

After the Meeting

Personal information such as your name and a brief summary of your comments will be included in the meeting minutes. All information you present will be in the public realm and media representatives may also be present. You cannot ask elected members to keep information presented confidential.