Meetings: what you need to know

Ordinary Council:
This meeting deals with the full array of all Council business.

Operations and Regulatory Committee:
This committee deals with resource consents, compliance monitoring and pollution incidents.

Policy and Planning Committee:
This committee deals with all policy matters, whether developed by the Council or by third parties.

Executive, Audit and Risk Committee:
This committee deals with administrative and financial matters relating to the Council’s operations, budgets and work streams.

Regional Transport Committee:
This joint committee meets quarterly and includes representatives of the Council, New Plymouth District Council, South Taranaki District Council, Stratford District Council, the NZ Transport Agency and other agencies.

Civil Defence Emergency Management Group:
This meeting is usually held quarterly and includes members of Taranaki's four councils. It discusses issues around emergency management.

Taranaki Solid Waste Management Committee:
This meeting discusses rubbish and recycling and includes members of Taranaki's four councils.

Council and Committee meetings are guided by legislation to keep the meeting in order and moving along smoothly. The Chairperson will ensure that your time before the Council/Committee has minimum formality and maximum comfort so that we all get the best out of the time available.

The following points outline key guidelines for members of the public presenting to a report on an agenda during a Council meeting.

You will be provided with a time to attend the meeting. If you require any equipment or have any special needs, please let us know at least two to three days in advance. Our Governance staff require enough notice to ensure they can adequately prepare for the meeting.

• Report to reception on arrival at Council offices and advise the staff that you are presenting and at what meeting. Please make sure you are on time for your appointed speaking time. If you are held up, or are unable to make it on time, please contact Council on 0800 736 222.
• At the front counter, you will be registered as a visitor and shown to the Council Boardroom.
• Please enter the room and take a seat in the public seating area set aside.
• If you arrive before the start time for the meeting, Governance staff will identify you and let the Chairperson know that you are here.
• If you arrive during the meeting, your arrival will be noted. Please feel free to enter the meeting room and take a seat.
• Remember that time slots provided are only guidelines. You may have to wait a short time before you make your presentation to allow other business to be completed.
• When your time comes, the Chairperson will invite you to make your presentation. If necessary, the Chairperson will guide you through any special meeting protocols.
• Any written submission or other material previously lodged with Council will have already been circulated to elected members. If you have further written material or a presentation to make, the elected members will usually ask for a copy for their future reference. If not, governance staff will approach you at the end of your presentation and ask to copy your material. This is important for public record purposes and can also assist your presentation as the elected members can refer back to your personal statements.
• At the conclusion of your presentation, elected members may discuss it. You may answer any questions if the elected members ask you specifically to make a point of clarification.
• The Chairperson will advise when you may return to your seat. You are generally entitled to stay for the remainder of the meeting, as all meetings are open to the public unless there is a confidential section. The Chairperson will advise you on this as required.
• At this stage, you may leave the meeting at any time you wish.

If there is anything you are unsure about before you come along to the meeting, please contact the Governance Team by email: agendas@trc.govt.nz or by phone: 0800 736 222 to discuss your situation.