Understanding meetings

Speaking at Meetings

As part of our democratic process, members of the community are invited to speak directly to Councillors during Committee meetings about items on the agenda or in Public Forum during Ordinary Council meetings regarding the business of Council.
To hear a wide range of views and concerns within the limited time available, we encourage people interested in speaking at a Committee to:

  • Register to speak by calling Council before 3pm on the day of the meeting, contact the Executive Manager Governance and Internal Control, and complete the form below.
  • Check the recommendation in the Committee report before speaking, as it may address your concerns so that you just need to indicate your support for the recommendation.
  • Note that there is a five minute time limit for each speaker and prepare your presentation to cover your major points within that time.
  • Avoid repeating what previous speakers have said and focus on issues and information that the Committee may not already know.
  • If there is a large number of people interested in the same item as you, try to nominate three representatives to speak on your behalf and to indicate how many people they are representing.
  • Be prepared to quickly return to the microphone and respond briefly to any questions from Councillors, after all speakers on an item have made their presentations.
Committee meetings can continue until very late, particularly when there is a long agenda and a large number of speakers. This has an impact on speakers who have to wait, as well as Council staff and members of the Committee or Council who are required to remain focused and alert. As a result, at the start of each Committee meeting the Committee Chair may reorder agenda items so that those items with speakers can be dealt with first.
If you wish to address a Committee, Council or Working Party meeting you must review and sign the Procedure for Addressing Council and Standing Committees (PDF 231.1KB) and return it to the Executive Manager Governance and Internal Control. 


More information

For further information contact Council's Governance and Internal Control Manager on 02 6801 4000.

Last Edited: 27 Jul 2021

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