Have Your Say

The process for making a submission may vary slightly depending on the particular engagement topic. On each engagement project page you will find the instructions you need for making a submission.

Public availability of submissions

Subject to the provisions of the Local Government Official Information and Meetings Act 1987, we will make all submissions publicly available, including all contact details you provide on your submission. If you consider there are reasons why your contact details and/or submission should be kept confidential, please notify the Council when you send your submission.

Hearing your submission

Hearings are normally held in the Council Chambers, and there is public seating at the rear of the room. You will present to the full Council, or to a hearing panel. Staff involved in the project will also be at the hearing. Other submitters and members of the public may also be present.

Members of the Council or hearing panel will have a copy of your submission before the meeting. It is suggested that you should use your time allocation to highlight your main points and emphasise the things you think are most important.

Generally 5 minutes will be allowed for hearing each submission, including time for questions. Because there may be a number of submissions to hear, and a limited time in which to hear them, your cooperation in keeping to your time allocation would be appreciated.

When it is your turn to speak, you will be asked to come up to the table. You can either sit or stand, whichever feels the most comfortable - it is up to you. You are welcome to bring a supporter with you. You may be asked questions about your submission, so please stay at the table after you have finished speaking. The Council or hearing panel will not enter into a debate with you on your submission.

Decisions

After the hearing the Council or hearing panel will consider all written and verbal submissions. Following the decisions you will be sent a letter advising you of the decision on your submission, including the reason for that decision.

Open

All of the consultation information is made available on our website so people can decide whether they want to provide feedback. Key stakeholders Council identifies may be emailed to advise them that the consultation is open, and residents might receive notice in the post-box or on the Council’s website for local consultations.

This step can take between two to eight weeks.

Analysis

Consultation has closed and all feedback is now being analysed for key themes. A report is written that will be given to the elected members to help them make their decision.

The length of time to prepare the report depends on the type of consultation and the volume of feedback received.

Report

The Council staff report makes a recommendation to the deciding body. The deciding body can be the full Council or a Committee of the Council.

Hearing

In some cases, a hearing may be held if Council considers it necessary for consultation.

As a submitter, you will be asked if you would like to attend a hearing. This means you may present a summary of your submission to a hearings panel who may ask you questions about your submission.

Following hearing, the panel will consider what they have heard from submitters and staff before making a recommendation to the full Council, who will make the final decision.

Decision

A report is presented to the full Council for a final decision.

The Council may accept the recommendations, or amendments to the recommendations might be made. A decision is called a 'resolution' which staff must then action. There can be several resolutions attached to any one decision.

The decision will be available on the Council’s website, or in some cases the submitters will be contacted with the final decision.