Petitions, Joint Letters and Deputations

• Must be lodged by 12pm at least 7 days before the Council meeting.
• Must be signed by at least 10 people.
• Each signature must be from the actual person (no one can sign on someone else’s behalf unless due to incapacity).
• Each signatory must include their full name and address.
• Every page must include the full text of the request - signatures on pages without the full text may not be counted or may mean your submission is declined. 
• Pages must be single sheets (no stapling or attachments).
• Electronic petitions are accepted if they’re from a legitimate website. It is a requirement that the online petition is closed to further signatures when submitted to Council.

The CEO may reject petitions or joint letters that:

• Are unclear or vague.
• Relate to matters outside Council’s powers.
• Would cause Council to act invalidly.
• Are aimed at embarrassing staff or Councillors.
• Are complaints about staff or departments (these will be handled through Council’s complaints process).
• If the Petition or Joint Letter relates to an operational matter, this will not be included in the meeting agenda, but the Chief Executive Officer will instead address it directly through Council’s service operations or complaint handling program

• If accepted, the petition will be included in the meeting agenda.
• If it relates to an item already on the agenda, it will be considered with that item.
• For planning or statutory matters, it may be treated as a joint submission to that item.
• Council will respond to the nominated contact person, or the first signatory if none is nominated.

• To help get you started, we've provided a sample petition document that meets Council's requirements. 

Download Sample Petition Form (PDF 51 KB)

Make sure your petition: 

• Includes the full wording of the request on every page.
• Has at least 10 valid signatures, with each person’s name and address clearly stated.
• Is submitted as single sheets (no staples or attachments).
• Is lodged 12pm at least 7 days before the Council meeting.

If you’re collecting signatures online, please ensure the petition is closed and submitted in full before lodging.

• Must be lodged by 12pm midday at least 7 days before the Council meeting that is requested to be considered. 
• A request for a deputation will only be considered for matters of significant public interest as determined by the Chief Executive Officer in consultation with the Mayor.
• Council will not hear more than one deputation per Council meeting.
• Councillors and members of Council staff may question the deputation on matters raised by it for purposes of clarification, but no discussion will be allowed.
• No motion must be allowed on any deputation until the next Council meeting after the deputation has been heard.

• Depending on the subject of the matter, the Mayor may
• Ask the CEO to include your deputation in the agenda for the requested Council meeting or a future one.
• Ask the Chief Executive Office to arrange for the deputation to be heard by a group of Councillors, at an informal meeting of Council
• You may be invited to speak to your deputation at an upcoming Council meeting or meet informally with a group of Councillors to discuss your deputation. 

• Council will not make a decision on the deputation at the same meeting.
• Any motion related to the deputation will be considered at the next available Council meeting.

• Before being included on a Council agenda, you must meet with relevant Council officers to see if your concerns can be addressed through existing services or complaint processes.