Speaking at public forum

​​​Up to 30 minutes is set aside at the beginning of each Council and each Committee meeting to hear from members of the public – both individuals and groups - on matters that are on agenda for that meeting. This is called a public forum and each speaker is allowed three minutes to speak – groups may be allowed up to five minutes at the discretion of the Chair.  Both the Council and Committee meetings are usually held in the Council Chamber in the Municipal Building in Garden Place.

How to request to speak at a meeting

  • You can request to speak at a Council or Committee meeting on a subject that's on the agenda for that meeting by contacting the Governance Unit at HCC.Governance@hcc.govt.nz or on 07 838 6439.
  • You will need to provide the following details:
    • Your name and contact details;
    • Which meeting you would like to speak at;
    • The subject you wish to speak about; and
    • The name of the organisation you're representing (if applicable) 
  • Speakers will be put on a list on a first come first served basis and as many speakers as possibly will be heard within the allocated time. 

Preparing to speak at a meeting:

  • Please prepare to speak for a maximum of three minutes if you are an individual or five minutes if you are a group;
  • If there is any time left at the end of your presentation, the Chair will facilitate questions from Elected Members;
  • If you would like to use a PowerPoint presentation, please email it to the Governance Unit no later than 24 hours before the meeting;
  • If you have a handout, please advise the Governance Unit no later than 24 hours before the meeting and bring a minimum of 20 copies for distribution; and
  • Please note that your name, a summary of what you say and anything you distribute at the meeting will be included within the minutes and made available online as well as Livestreamed and included on our Youtube site.

At the meeting

  • Find a seat in the public gallery (a space reserved for members of the public at the rear of the Council Chamber). 
  • The Committee Advisor will be in the room 10-15 minutes before the meeting begins and will register your arrival, confirm your place on the list of speakers and will be happy to answer any questions you have.
  • The Chair will call you to speak, usually after running through housekeeping matters for the day.
  • The Chair may stop your presentation at any time if your presentation is irrelevant to the agenda or your words are offensive or disrespectful. 

​Find out more about Council Committees​

​​​The Council has three strategic committees which comprise all members of the Council and Maangai Maaori (representatives of Iwi of Maata Waaka) and a number of other committees which oversee compliance and regulatory matters.

Page reviewed: 14 Jan 2019 12:06pm