Regulation 38 of the Local Government (Meeting Procedures) Regulations 2015 provides as follows:
“(1) The chairperson of a meeting, including a closed meeting, may invite a person –
(a) to address the meeting; and
(b) to make statements or deliver reports to the meeting.
(2) An invitation under subregulation (1) may be subject –
(a) in the case of a council meeting, to any condition the council may impose; or
(b) in the case of a council committee meeting, to any condition the council, or council committee may impose.”
Minute No. 167/2005 – 20.06.2005 provides as follows:
“That the following conditions be imposed on deputations to meetings of the Council or a Council committee:
1 Any person who intends to comprise a deputation to the Council or a Council committee is to make a written request to the chairperson setting out:
(a) the likely members of the delegation; and
(b) the nature of the matter or matters intended to be placed before the Council or Council committee.
2 The chairperson and the General Manager are to decide whether or not the deputation is to be received and in the event of a refusal all Councillors are to be advised as soon as possible of the application and the reason(s) for refusal.
3 If the chairperson and General Manager decide that the deputation is to be received, the General Manager is to note the item on the appropriate agenda.
4 Unless the Council or Council committee decides otherwise, the recommendation, request or other matter placed before the Council or Council committee by the deputation is not to be considered:
(a) until the deputation has withdrawn; and
(b) unless advice has been provided under section 65 of the Local Government Act 1993.
5 A deputation:
(a) is not to exceed three persons; and
(b) is not to be permitted to continue in attendance on the Council or Council committee for a longer period than 20 minutes.”