Council adopted its own Standing Orders on 14 December 2016. These are based on the Model Standing Orders of the Standards Association of New Zealand.
These Standing Orders govern meeting procedures to enable effective Local Government and public accountability.
Public Attendance at Meetings
The public is welcome and encouraged to attend all Council and Committees meetings. However, the Chairperson will ask the public to leave when and if the meeting moves into the public excluded section of the meeting.
Deputations and Presentations
Deputations and Presentations are held subject to Council's Standing Orders at the commencement of Standing Committee and Council meetings which are open to the public. The time allowed is 5 minutes per speaker. No debate will take place in regard to issues raised at public forums and no decisions will be made, except to refer the information/matter if required, to a committee for further consideration.
Members of the public who wish to participate should contact the Governance team. Requests to speak may be declined and presentations may be terminated by the Committee Chairperson if it is felt the subject matter and material may be repetitious, disrespectful and offensive, and not comply with Council's adopted Standing Orders and any relevant legislation.
Agendas and Minutes
Agendas for all open Council and Committee meetings are available for public inspection two days prior to the meeting, with the exception of Extraordinary meetings of Council where agendas are available as soon as is reasonable and at the meeting. (Public excluded items are not included). Copies of the current open agendas and minutes may be inspected during normal office hours at the Council.
Formal Council Meetings are held at six weekly intervals, with the cycle commencing in February and ending in mid December. The Council operates a system of double debate, whereby reports and recommendations from all Committees are reconsidered at the Council meeting in order to reach a final decision. The exception is when an urgent decision is required, in which case a decision of Council may be made at Committee level, where there is unanimous approval.
Council meetings are held in the Main Committee Room, Civic Building, Hastings Street, Napier, at 3pm.
Extraordinary meetings of Council are called to deal with specific issues, as and when required. Public notification of the meeting must be given as is reasonable, and must include the general nature of the business to be transacted.
If the meeting was not previously notified in the usual manner, resolutions from these meetings must be notified as soon as practicable, unless the resolution was passed in the public excluded section of the meeting.