What is a deputation?
A deputation is a formal process where members of the community can request permission to address Council on a particular matter of concern or interest related to Local Government business.
How do I submit a deputation?
A person or persons wishing to appear as a deputation at a Council meeting must complete the attached deputation form.
You are required to provide sufficient information regarding the issue and indicate the preferred meeting at which you would like to be heard. The details you supply should clearly state the topic you wish to address to the Council. The topic you specify MUST be relevant to matters within Council’s responsibility.
Deputations must be received by 12 noon on the first working day of each month and require the approval of the Chief Executive Officer, prior to being included on any Agenda. Late requests will not be accepted.
Deputations must be marked to the attention of: Team Leader Governance and can be delivered in person to the Council office, 90 Welsford Street, Shepparton or submitted via email firstname.lastname@example.org or posted to:
Greater Shepparton City Council
Locked Bag 1000
Shepparton VIC 3630
Deputations are made at Ordinary Council meetings which are held on the third Tuesday of each month at 5.30pm and are published in the Shepparton News confirming the date, time and location of the Ordinary Council Meeting.
What happens once I submit a deputation?
Once your deputation request has been received it will be forwarded to the Chief Executive Officer for consideration.
Council will then contact you to advise the outcome of your deputation request. If your request is approved, you will be advised of the date and time of the relevant meeting.
If your deputation is declined by the Chief Executive Officer, it will be reported at the next Council meeting. An explanation of the reason/s why will be provided in accordance with Councils Local Law No. 2 – Processes of Local Government (Meetings and Common Seal).
Making your deputation
Once you have received confirmation that your request has been granted, you are ready to attend an Ordinary Council Meeting.
During the meeting the Chairperson will invite you to come forward and make your deputation on the topic or issues which you have nominated. You will be asked to state your name and the topic of your deputation, which will be recorded in the minutes of the meeting.
The maximum allowable time is ten (10) minutes.
After you have made your deputation, you should remain in position to allow for any questions from Councillors. Councillors may ask questions for clarification purposes only.
Discussion on topics other than the subject matter of the written request will not be permitted.
After the completion of any questions, the speaker will be asked to be seated in the gallery. Council is unlikely to provide an answer or decision at the completion of your deputation.
Further, subsequent deputation on the same topic, without significant new information, may also be refused by the Chief Executive Officer.
A maximum of 3 deputations may be heard at any given Council meeting. Deputations will be heard in the order they were received. Any additional deputations submitted and approved by Chief Executive Officer will be carried forward to the next Ordinary Council Meeting.
If you have any questions or would like further information in relation to the deputation process, please contact the Governance Officer on (03) 5832 5206.