Meeting processes
What is a meeting agenda?
The Council meeting agenda is a public document, although parts of it may be withheld if any of the circumstances set out here apply. Meeting agendas are available online here, or can be viewed at the district libraries or our Council office in Martinborough. You can also request an agenda or specific report from one of our Committee Advisors.
Notice of meetings
Each year council adopts a schedule of ordinary meetings. Despite this, in accordance with section 46 of the Local Government Official Information and Meetings Act 1987, Council generally must, not more than 14 days and not less than 5 days before the end of every month, publicly notify a list of all meetings of the Council scheduled to be held in the following month (together with the dates on which, and the times and places at which, the meetings will be held). Extraordinary meetings must be publicly notified as soon as practicable before the meeting is to be held. See section 46 of the Local Government Official Information and Meetings Act for more requirements relating to notice of meetings.
What is a standing order?
Standing Orders are a set of procedures for conducting meetings. They include rules on who can speak and when, and contain procedures for voting and making decisions. The Council Chair and councillors must follow the standing orders. The Council may suspend standing orders temporarily during a meeting by a vote of 75 percent of the members present. The reason for the suspension shall be noted in the minutes of that meeting.
Click here for a copy of the South Wairarapa District Council Standing Orders.
The Council Chair and committee chairpersons are responsible for maintaining order at the meetings they chair and may, at their discretion, order the removal of any member of the public for disorderly conduct, or remove any member of the Council who does not comply with Standing Orders.
Why are meeting minutes kept?
Minutes of meetings must be kept as evidence of the proceedings of each meeting. These must be made publicly available, subject to the provisions of the Local Government Official Information and Meetings Act 1987. Unconfirmed minutes are posted on our website after the meeting. Minutes are confirmed at the meeting following and if there are changes the minutes will be updated. Minutes record the decisions made at a particular meeting.
