Palmerston North City Council Candidates Information Booklet

29RAISING MATTERS WITH THE COUNCILThere are five main ways for citizens to put matters of concern before the City Council:- Talk to a Councillor- Write to the Council- Talk to a Council Committee (Deputation)- Talk to a Council Committee (Public Comment)- Present a PetitionTalking to a CouncillorInstead of approaching the Council, citizens can speak to a Councillor. Citizens maytelephone or email a Councillor, or may arrange to meet a Councillor in person. Contactdetails for individual Councillors may be obtained from the Customer Service Centre (06)356 8199 or from the Council’s website www.pncc.govt.nz.Writing to the CouncilA letter may be written to the Chief Executive outlining a concern. While the letter shouldbe as complete as possible, it should also be brief. The Chief Executive will pass theletter to the Council Committee responsible for the matter. Sometimes, it may bepossible for a staff member to deal with the letter. Otherwise, the Chief Executive willrefer the letter to the appropriate Council Committee. Usually, the writer of the letter willbe advised of the meeting and invited to attend. Normally, they would join in thediscussion only if the Chairperson agrees. The writer of the letter will be advised of theCommittee’s decision, which may take more than one meeting if additional information isneeded, or if involvement of the full Council is required.Talking to a Council Committee (Deputation)The principal way for concerned citizens to talk to a Council committee is by making adeputation. The first step is for a letter to be written to the Chief Executive or theappropriate Committee Administrator requesting that a deputation be heard, andoutlining the matter concerned. This letter should be received by the Chief Executive orCommittee Administrator at least 7 working days before the appropriate Committeemeeting. When making a deputation, one or two persons can speak in support of it, for 5minutes each. Again, it may take more than one meeting before any decision arisingfrom the deputation is made. If people are unsure which Committee to address, or needmore advice on the procedure, then contact the Governance and Support Team Leaderor a Committee Administrator.The 7 working days is needed because, assuming the Committee Chairperson agrees tohear the deputation (this should not be taken for granted), the members of the deputation74 Palmerston North City Council Elections 2013