How you can speak at your local board meeting
There are two ways to speak at a local board meeting:
- In a public forum.
- Through a deputation.
What is a public forum?
Public forum is your chance to express your opinion to your elected representatives.
You don't need formal approval from the chairperson.
The subject matter must be relevant to the board and the chairperson has the power to veto speakers.
The board allocates 30 minutes total for the public to speak to elected members. Each speaker has only three minutes.
What is a deputation?
A deputation is a formal presentation, requiring seven days' notice and the chairperson's approval.
Each speaker is allocated 10 minutes for a presentation.
You can talk about issues facing you or your community group or give updates about your group's activities.
A deputation is delivered in a public setting and is recorded on the official minutes.
The board does not make any resolutions about funding decisions.
How to prepare an effective deputation
Check the timing and agenda of the local board meeting, and allow plenty of time for preparation.
Email the Democracy Advisor at least three weeks before the meeting with your request to speak. Contact details for the Advisor will be on the meeting agenda.
The chairperson can refuse your request if:
- it does not comply with local board standing orders
- there is insufficient time to receive the deputation
- there is a more appropriate committee or person to receive the deputation
- it is offensive, vexatious or repetitive.
The Democracy Advisor will ask for an electronic copy of your final supporting material two weeks before the meeting.
Get a copy of the local board's agenda before appearing at a meeting.
How to present a deputation at a meeting
Be clear, concise and allow time for questions from the board, within your 10-minute slot.
Two people can present a deputation. You may bring supporters, but they cannot address the board.
The chairperson has the power to end your deputation if it is disrespectful, offensive or if your statements are malicious.
