Board and public meeting guidelines for CCOs

A review was undertaken on the initial Board meeting and public meeting guidelines provided to the CCOs¹ in January 2011. Updated guidelines are noted below:

1. Publicly advertise meetings in the NZ Herald and CCO/Council websites five working days prior to the meeting, giving notice of the date and venue.
2. Agenda outline and open reports to be published on the CCO/Council websites two working days* prior to the meetings.

NB: Confidential agenda reports to note reasons for confidentiality and confidential minutes to be available on request once the reason for confidentiality has expired.

3. For Board meetings, public deputation is by request and is at the discretion of the Chairman, in advance of the meeting, to the Chairman for up to five minutes per item.

For the two public meetings per annum required by legislation, the Board must allocate a reasonable amount of time for members of the public to address the board in relation to the subject matter of the meeting.

4. Publish the unconfirmed minutes on the CCO/Council websites, no later than five working days* after the meeting and publish the confirmed minutes after the next meeting.
NB: This incorporates the legislative requirements.

* CCOs publishing agenda and minutes through council website should allow one additional working day required for technical preparation of their materials before they can be published online.

¹ The term CCOs includes Watercare Services Limited.