Submission and Hearing Process for the Draft Annual Plan

The Submission Process

Your submission tells the Council:

  • What you agree with;
  • What you are concerned about, disagree with or would like to see changed;
  • What other issues you would like considered;
  • Whether or not you wish to have your say at a Council meeting

Meeting locations

Meetings to hear submissions will be in three separate locations:


Coromandel Service Center, 355 Kapanga Road


Lakes Resort, 100 Augusta Drive, Pauanui


Council Chamber, 515 Mackay Street, Thames

Meeting Dates

Meetings to hear submissions will be held on:

  • 23 April : Coromandel-Colville
    Coromandel Service Center, 355 Kapanga Road
  • 29 April : Tairua-Pauanui, Whangamata, Mercury Bay
    Lakes Resort, 100 Augusta, Pauanui
  • 29 April : Thames
    Council Chamber, 515 Mackay Street, Thames
  • 30 April : Thames
    Council Chamber, 515 Mackay Street, Thames

You will receive a letter from Council advising you of the date and time that you will be able to speak to the Councillors.

It is important for you to arrive at least 10 minutes before your allocated block of time. Please be prepared to wait, if Council is running behind time. We will endeavour to ensure you speak soon as possible.

When you arrive you can enter the Council Chamber and take a seat in one of the chairs allocated in the public gallery. Please enter quietly as other submitters may be speaking.

When it comes time for you to speak, the Mayor will acknowledge your presence and invite you to speak.

Please remember that these are public meetings. You may attend to observe proceedings on any day that the Council meets.

Who will be there?

You will be there together with:

  • The Mayor and Councillors
  • Community Board Chairs
  • Council management and officers involved with the preparation of the document
  • Other submitters
  • Members of the public
  • The media – radio and newspaper

What happens at the meeting?

  1. The purpose of the meeting is to allow people who have made submissions, to speak to the Council and highlight or explain points made in their submissions.
  2. A limit of 10 minutes is placed on a speaker. If there are 2 or more members of the same submission, a total of 10 minutes only is allowed for the group
  3. Councillors already have copies of all submissions well ahead of the meeting and will have read all submissions, so there is no need to read your submission to the Council.
  4. At the end of the meeting the Council does not make any decisions. It listens to what you have to say and then Councillors may ask you questions to help them understand your submission.

To help you and the Council there are a number of things that you can do before the meeting, which are listed on the following page.

Before the meeting

  • Advise Council if you need any special equipment set up such as
    • Electronic whiteboard
    • Data projector (PowerPoint presentation)
      If you bring a presentation on a USB stick, you will need to come to the meeting 20 minutes earlier to allow the IT department time to check your USB stick for viruses.
      Or if you have any special needs, e.g. Accessibility
  • If you have written documents that you wish to present to Council in support of your original submission. You will need to make 20 copies to bring with you to the meeting.
  • It is important that you talk to the Governance Support Team about equipment needs at least a week before the meeting. Please do not leave things to the last minute.

At the meeting

  1. Seats are available for you to sit on in the public gallery in the Council Chamber
  2. When it is your turn to speak the chairperson (usually the Mayor) will invite you up to the table. There are seats reserved for submitters. You may sit or stand to present your submission.
  3. If you are on your own, you may bring a support person who may sit with you when you speak.
  4. Any equipment you have arranged to use will be accessible from your speaking position.
  5. This is your opportunity to make your point. Your presentation should be to the point and must only address issues outlined in your written submission. If the points you want to make have already been made by another speaker already, do not feel obligated to repeat them. You can simply refer to the submission and add your support. You cannot ask questions of other submitters.
  6. After you have finished speaking, Councillors may ask you questions about your submission.
  7. If there are no further questions, the chairperson will thank you for your time and will ask you to resume your seat in the public gallery.
  8. After you have finished speaking you are welcome to remain in the meeting (in the public gallery seating) but it is not necessary for you to stay and you may leave if you wish.

After the meeting the council tells you its decision

After the Council has finished hearing from all of the people and groups wishing to speak about their submissions, it will hold  deliberations on Monday 13 May and Tuesday 14 May to confirm its decisions with respect to all of the submissions received.

The Council will make a decision on each of the issues raised in your submission and plan to adopt the 2013/2014 Annual Plan.

The meetings will be open to the public and the dates will be advertised in the Hauraki Herald newspaper and on Councils website.

After the meetings, Council officers will write to you of the Council’s decision on your submission and who to contact for further information or help.