Public speaking in meetings
The following instructions outline how you can speak at a Council meeting, including how to book a public speaking time. Public speaking time takes place as part of the meeting, and be recorded and minuted. Topics will generally relate to items on the agenda.
Please let us know if you need any extra support to speak to elected members in this setting.
Speaking and interacting with elected members at meetings
Council, committee and community board meetings are public meetings held under the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.
The Mayor, or Chair of the committee or community board, makes sure the meetings run smoothly. These Acts require Council and community boards to follow a set of rules called Standing Orders. These must follow the law, and cover:
- how the public take part in and speak at meetings
- how meetings are advertised
- who can attend and how many Council or committee members need to attend for the meeting to take place
- how Council committees and community boards make decisions and discuss items on the agenda.
Council, committee and community board meetings are not ‘public meetings’ where members of the community and elected members can freely talk and discuss topics. They are meetings of Council, committees and community boards held in public so the community is able watch and, at a certain point, speak to elected members about issues on the meeting agenda.
If you want to speak to elected members about an issue on the agenda, let the Council staff at the meeting know. There is time at the start of each meeting for public speaking, and people usually get 3–5 minutes to share their thoughts. After this time, according to the Standing Order rules, the public can’t participate in the discussion. If you want to comment on the discussion, you can do so after the meeting by talking to an elected member directly.
If you want to talk about an issue not on the agenda, the Mayor or Chair may let you briefly, or suggest another way for you to present the issue to elected members.
Public speaking time
At the beginning of Council and committee meetings there's time where you may address the Mayor and councillors about matters generally relating to the items on the agenda. Find out about public forums for speaking with elected members on items not on the agenda.
You'll usually have a maximum of 3 minutes of speaking time. The Chair may restrict the time eg to 2 minutes where there are more than six speakers for public speaking time.
Speakers must book by emailing the Governance team by 12 midday the day before the meeting. You'll need to provide:
- your name
- whether you're representing an organisation
- which agenda item, if any, you wish to speak on
- whether you're speaking to a written submission
- any written material supporting your position that you wish to share with councillors
You can read copies of agendas and reports online at least two days before the meeting.
The Governance team will advise you of your allocated speaking slot by 5pm the day before the meeting. We'll also confirm how long you have to speak.
Health and safety
For the health and safety of all attendees in the meeting, you must let the Governance team know before the day of the meeting, and seek any required approval, if you intend providing material samples or evidential material (other than paper form). Council reserves the right to decline the individual's request if it believes there is potential to endanger the health and safety of others.
At the meeting
Council meetings are quite formal, so please understand and follow these basic rules:
- At the end of your oral submission, you may be asked questions by elected members.
- It's important not to interrupt councillors when they're speaking, and not to speak until requested by the Chair.
Speaking
The Chair will also advise you how long you have to speak. You'll be timed, so please be careful to use your minutes wisely. The Chair may terminate your statement if it's disrespectful or offensive.
Rules generally pertaining to Public Speaking Time are under Section 15 of Standing Orders, which were adopted by Council on 24 November 2022.