Request to speak at a meeting

An individual, or a representative of a group or committee (deputation), can request to speak to an item of Council business (being items listed within Responsible Authority Decisions, Planning Authority Decisions and Council Decisions) on the Council meeting agenda. 

The request to speak must be received 24 hours prior to the meeting.

The request to speak can be made using this Online Form.

The rules about speaking at a Council meeting include:

  1. Representations will only be allowed for matters that are on that meeting’s agenda.
  2. If Council agrees to hear the representation, it will hear a maximum of six speakers at any scheduled Council meeting.
  3. A five minute time limit for each speaker will be set.
  4. Councillors may question the person making the representation for the purpose of clarification, but no discussion will be entered into.
  5. Any further information that the you may want Council to have must be given to the Chief Executive Officer, by 12 noon on the day of the meeting. This can be provided by loading the documents into the Online Form.
  6. No further written or audio-visual information is allowed to be presented during the meeting, unless approval is given by the Chief Executive Officer before the start of the meeting.
  7. Representations for items under the agenda headings of Responsible Authority Decisions and Planning Authority Decision representations will be heard in the following order:
    1. First - Submissions of objection
    2. Second - Submissions of support
    3. Third - Applicant
  8. The Chief Executive Officer will advise you of the date, time, venue and protocols applying for Council to hear the representation. 

Council's Governance Rules defines representations as - An individual, deputation or delegation seeking to address the Council.

Individual – a person who evidences that they are, or would be, directly affected by the outcome of a business item on the agenda that requires a decision by the Council.

Deputation – a person who evidences that they represent the interests of a group of people who are, or would be, directly affected by the outcome of a business item on the agenda that requires a decision by the Council

Delegation – a person or group that evidences they represent a recognised body or group (eg. an incorporated body, government agency or authority) and wish to make a presentation to a Council Briefing Session.