When developing a consultation strategy, several best practice guidelines are available to draw on. These guidelines have been developed from international literature, New Zealand case law, organisational and ministerial reviews, and extensive community consultation. A broad range of these sources have been considered when developing these guidelines.

2.1 Considerations for Consultation

When setting the objectives for a consultation, the following questions are considered an effective guide for developing the nature of the consultation process to follow.

• Why is consultation taking place?
• What is the subject of the consultation?
• What information do the local authority and consultation partners require?
• What work has already been done/is being done?
• Who is to be reached?
• What is the best method to reach these people?
• What specific information is required by these people to enable them to respond?
• How can this information best be provided?
• What is the timeline?
• How will the feedback be recorded?
• How will the responses be analysed?
• What are the possible limitations; that is, what can prevent or lessen the chances of a successful consultation?

2.2 When to Consult

The times when the Council will seek to engage with the community are established at a base level by the Council’s Significance Policy. This policy outlines actions and decisions on which the Council has identified as necessary for them to consult with the community. However, it is recognised that situations may arise where the Council wishes to consult with the community where it is not required as a matter of significance, but instead, reflects a spirit of community partnership and co-operation.

When considering the timing of consultation, the Council will:

• Consult on all issues outlined as significant in the Matamata-Piako District Council Significance Policy; including but not limited to legislative requirements to consult as outlined in the Local Government Act 2002;
• Recognise the numerous demands and responsibilities already impacting on members of the community and seek to consult at times, locations and with processes that minimise disturbance to the existing routines and responsibilities of the community;
• Seek to consult in a manner that allows reasonable opportunity for the relevant members of the community to appreciate the significance of the issue in question, and to consider and provide meaningful feedback;
• Will consult sufficiently prior to any decision making process to allow the community to have meaningful input into the decision making process itself.