Public Forum

What is a Public Forum and what to expect?

Public forums are a defined period of time, usually at the start of an ordinary Community Board Meeting. This is your chance to express your opinion to your Elected Representatives and to bring matters, not necessarily on the meeting's agenda, to the attention of the Community Board. The matters raised must fall within the board's terms of reference. It is not intended as a forum to question the Board members.

These presentations do not form part of the formal business of the meeting i.e. consideration of business items listed on the Agenda, however, a brief record of matters raised will be included in the official minutes of the Meeting.

Where a public forum is provided, we typically allocate 30 minutes for public participation. As a speaker, you are allocated up to three (3) minutes to address the Community Board. No more than two people can speak on behalf of an organisation during a public forum. Where  the number of speakers presenting exceeds six (6) in total, the Chariperson has the discretion to restrict the speaking time permitted for all presenters

The Chairperson may refuse applications which are repetitious or offensive and may terminate a speaker in progress where the subject matter is disrespectful or offensive. There are not to be criticisms of individual Board members or individual staff members.

Meet & Greet at the Meeting

Members of the Democracy Service Team will be there to meet and greet you at the venue, and we recommend arriving about 5 to 10 minutes before the meeting is due to start. Please make sure your mobile phone or any other devices are switched to silent mode.

Where do I sit?

You’re welcome to come into the Council Chamber / Meeting Venue during any public meeting. As you enter the room there are seats set aside for the Public Gallery; please take one of these for the first part of the meeting. If you enter after the meeting has started, we ask that you please come in quietly and take a seat.

When do I speak?

The Chairperson will open the meeting and there will be a few procedural matters to go through (Karakia, Apologies, Conflicts of Interest, and any late items) before the Chairperson calls the public forum attendees to present.

Community Board meetings are formal, and it is important not to interrupt Elected Members when they are speaking and not to speak until requested by the Chairperson.

Where will I present from?

People presenting to our Elected Members sit at the end of the table opposite the Chairperson or stand at the lectern. We will let you know when it’s your turn and the Chairperson will invite you to come up to address the meeting.

Chairperson's Discretion

The Chairperson has the discretion to decline to hear a speaker or to terminate a presentation at any time where:

• A speaker is repeating views presented by an earlier speaker at the same public forum;
• The speaker is criticising Elected Representatives and/or Council Officers;
• The speaker is being repetitious, disrespectful or offensive;
• The speaker has previously spoken on the same issue;
• The matter is subject to legal proceedings; and
• The matter is subject to a hearing, including the hearing of submissions where the local authority or committee sits in a quasi-judicial capacity.

Will the Elected Members ask me questions?

When you have finished speaking, the Chairperson can allow Elected Members to ask you questions if tiem allows and they want to clarify anything you talked about or find out more. Elected Members can ask questions of clarification but will not debate the issues raised.

Will the Elected Members make a decision based on what I say?

No debate or decisions will be made at the meeting on issues raised during the forum, unless related to items already on the agenda, however, the Elected Members may request matters for action be referred to the Chief Executive for further investigation.

After the Meeting

Your name and the item you spoke to will be recorded in the minutes of the meeting. The minutes also note which organisation you represented, if applicable, and anything distributed or tabled at the meeting will also become part of the public record. The minutes are published on our portal, usually a couple of working days after the meeting.

Speaking to an Agenda Item?

If you wish to speak on a matter that is on the meeting's agenda, you would be recommended to make a Deputation instead.