Applications to speak at the Public Forum must be received by 9:00am, three (3) business day before the date on which the Public Forum is to be held, and must identify the item of business on the agenda of the Council Meeting on which the person wishes to speak, and whether they wish to speak ‘for’ or against’ the item.
Approved speakers at the Public Forum are to make a request to Council prior to 9:00am, three (3) business day prior to the date on which the Public Forum is to be held, if they are wishing to use, register or present any written, visual or audio material during their Public Forum address to the Council. This material must be provided to Council for review, prior to being presented at the Meeting of Council to ensure appropriateness. The use of any such materials will not provide the speaker with more allocated time with which to address the Meeting.
Each speaker will be allowed three (3) minutes to address the Council. This time is to be enforced by the Mayor / Chair or nominated Chairperson.
A person may apply only to speak to a General Managers & Officers report which is listed on a Council Meeting Agenda for the Meeting for which the Public Forum is held, noting that a person may speak on no more than two (2) items of business on the agenda of any Council Meeting.
There is no Public Forum on any other items listed on the Council Meeting Agenda.
Legal representatives and/or consultants acting on behalf of others are not to be permitted to speak at a Public Forum unless they identify their status as a legal representative and/or consultants when applying to speak at the Public Forum.
The General Manager or their delegate may refuse an application to speak at a Public Forum. The General Manager or their delegate must give reasons in writing for a decision to refuse an application.
No more than two (2) speakers are to be permitted to speak ‘for’ or ‘against’ a General Managers & Officers report which is listed on a Council Meeting Agenda for the Meeting for which the Public Forum is held.
If more than the permitted number of speakers apply to speak ‘for’ or ‘against’ a General Managers & Officers report, the General Manager or their delegate may request the speakers to nominate from among themselves the persons who are to address the Council on the item of business. If the speakers are not able to agree on whom to nominate to address the Council, the General Manager or their delegate is to determine who will address the Council at the public forum.
For Council Meetings, if more than the permitted number of speakers apply to speak ‘for’ or ‘against’ a General Managers & Officers reports, the General Manager or their delegate may, in consultation with the Mayor or the Mayor’s nominated Chairperson, increase the number of speakers permitted to speak on an item of business, where they are satisfied that it is necessary to do so to allow the Council to hear a fuller range of views on the relevant item of business.
The General Manager or their delegate is to determine the order of speakers at the public forum.
Speakers at public forums must not digress from the item on the agenda of the Council Meeting that they have applied to address the Council on. If a speaker digresses to irrelevant matters, the Chairperson is to direct the speaker not to do so. If a speaker fails to observe a direction from the Chairperson, the speaker will not be further heard.
A Councillor (including the Chairperson) may, through the Chairperson, ask questions of a speaker following their address at a public forum. Questions put to a speaker must be direct, succinct and without argument.
Speakers are under no obligation to answer a question. Answers by the speaker, to each question are to be limited to one minute.
Speakers at public forums cannot ask questions of the Council, Councillors, or Council staff.
The General Manager or their nominee may, with the concurrence of the Chairperson, address the Council for up to three (3) minutes in response to an address to the Council at a public forum after the address and any subsequent questions and answers have been finalised.
Where an address made at a public forum raises matters that require further consideration by Council staff, the General Manager may recommend that the Council defer consideration of the matter pending the preparation of a further report on the matters.
When addressing the Council, speakers at public forums must comply with the Code of Meeting Practice and all other relevant Council codes, policies, and procedures. Speakers must refrain from engaging in disorderly conduct, publicly alleging breaches of the Council’s code of conduct or making other potentially defamatory statements.
If the Chairperson considers that a speaker at a public forum has engaged in conduct of the type referred to in clause 4.2 xx of the Code (Speakers must refrain from engaging in disorderly conduct, publicly alleging breaches of the Council’s code of conduct or making other potentially defamatory statements), the Chairperson may request the person to refrain from the inappropriate behaviour and to withdraw and unreservedly apologise for any inappropriate comments. Where the speaker fails to comply with the Chairperson’s request, the Chairperson may immediately require the person to stop speaking.
- Clause 4.2 xxi of the Code (If the Chairperson considers that a speaker at a public forum has engaged in conduct of the type referred to in clause 4.2 xx, the Chairperson may request the person to refrain from the inappropriate behaviour and to withdraw and unreservedly apologise for any inappropriate comments. Where the speaker fails to comply with the Chairperson’s request, the Chairperson may immediately require the person to stop speaking) does not limit the ability of the Chairperson to deal with disorderly conduct by speakers at public forums in accordance with the provisions of Part 15 of this code.
Where a speaker engages in conduct of the type referred to in clause 4.2 xx of the Code, the General Manager or their delegate may refuse further applications from that person to speak at public forums for such a period as the General Manager or their delegate considers appropriate.
Councillors (including the Mayor) must declare and manage any conflicts of interest they may have in relation to any item of business that is the subject of an address at a public forum, in the same way that they are required to do so at a Council Meeting. The Council will maintain a written record of all conflict of interest declarations made at Public Forums and how the conflict of interest was managed by the Councillor who made the declaration.