Council meetings are held every six weeks on a Wednesday. Special council meetings might also be called when needed. Infrastructure and Services Committee meetings are also held every six weeks, Audit and Risk Committee meetings are held on a quarterly basis.
Anyone is welcome to attend a meeting and you can get the relevant papers two working days before the meeting. The minutes for each meeting appear in the agenda of the following meeting, you can also request a copy by emailing [email protected]
You can get them:
- online, by clicking on the events below,
- at the reception desk, 161 Queen Street and at the Library, 54 Queen Street, where copies are available for inspection, or
- by getting in touch with us on 06 370 6300 or [email protected]
At the beginning of the Infrastructure and Services Committee and Council meetings, there is time for you to speak about anything relevant to the committee or council meeting. If you’d like to speak should get in touch with Harriet Kennedy, Governance Advisor/Committee Secretariat by calling 370 6300 or emailing [email protected].
Public forums are a time for public comments, normally at the start of a meeting. They are for members of the public to talk about things that aren’t necessarily on the agenda and bring them to the attention of the Council. In the case of a committee or subcommittee, any issue, idea or matter raised in a public forum must fall within the terms of reference of that body.
There will be about 30 minutes available for the public forum. If you want to speak you need to make your request to the Chief Executive (or their delegate) at least one clear day before the meeting, your request should say what you’re planning to talk about. If you don’t make your request in time the Chairperson can still decide to let you speak. You can speak for up to 5 minutes. You can only have two speakers talk on behalf of an organisation. If there’s more than 6 people who want to speak, the Chairperson can restrict the speaking time for all the speakers.
The Chairperson can decline to hear a speaker or stop a presentation if the speaker:
• is repeating views presented by an earlier speaker at the same forum;
• is criticising elected members and/or staff;
• is being disrespectful or offensive;
• has already spoken on the same issue; or if
• The matter is subject to legal proceedings; and
• The matter is subject to a hearing, including the hearing of submissions where the local authority or committee sits in a quasi-judicial capacity.
At the end of the presentation, with the permission of the Chairperson, elected members can ask questions. Questions have to be about getting information or clarification on things the speaker has talked about. After the forum there is no debate and no decisions will be made about things raised during the forum unless they are to do with items that are already on the agenda.
Where to come
You will be told where the meeting is. Most of them are in the Council Chamber at Waiata House, Lincoln Road, Masterton. You will need to arrive at least 15 minutes before your allocated time. If we’re ahead of schedule we might ask you to speak earlier than the time you were given.
At the meeting
When you arrive, sit in the public seating area of the meeting room. If you have written material please give it to the secretary to hand out. The chairperson will let you know how long you have to speak. When it’s your turn to speak the chairperson will introduce you to the Council and invite you to the submitters table. You can sit or stand to present your submission.
What you can’t do at a meeting
Public Forums are not a place to ask for information. If there is information you want you can call us on 06 370 6300.
You can’t ask elected members questions.
The public can’t disturb the meeting and the chairperson can have disruptive people removed.