Request to speak

All items from a public agenda are listed on this page when requests to speak open for the next Council meeting.

Ways to request

You can request to address Council in one of 4 ways:

  1. written statement to be read out during the meeting by a Council officer
  2. pre-recorded video message
  3. pre-recorded audio message
  4. speaking in person.

You must adhere to our Governance Rules and Election Period Policy for all ways of requesting to speak.

From time to time, we may need to prepare and move a procedural motion to move the order of agenda items. If you have requested to speak and are attending the meeting to hear about the particular agenda item(s), then you should arrive at the Nellie Ibbott Chambers at 7pm.

Important things to know

  • All submissions will be presented to Council before the related agenda item is considered during the meeting.
  • We are unable to accept presentations or additional information with your request.
  • We limit the number of speakers to 3 for and 3 against any agenda item.
  • You may speak about 2 items on the agenda, and you will have 2 minutes to do so for each with no summary allowed. If you want to speak on multiple items, you will need to complete the request form on this page a second time.
  • Organisations should choose 1 spokesperson to address Council.

Submitting a request does not guarantee you will speak at a meeting. We will contact you by 3pm on the day of the meeting if you are not listed to speak at the meeting.

Audio

Step 1.Preparation

Write down the statements you want played in a meeting separately for each agenda item.

  • Ensure your statement does not contain derogatory, defamatory or personally embarrassing statement of any councillor, member of staff, ratepayer or member of the public.
  • Be mindful of personal or sensitive information when addressing Council as it will become public.

Step 2.Practice

Practice reading your statements out loud. Make sure you can clearly and comfortably read them within the 2-minute time limit.

Step 3.Record

To record, find a spot that:

  • is quiet
  • is comfortable for you to sit or stand
  • avoids blocking the microphone.

Start by stating your full name and suburb.

Then, read your rehearsed written statement as a voicemail.

Step 4.Troubleshooting

  • Adjust your setup, make sure the mic is not blocked, for example by a phone case.
  • Move closer, typically within arms reach of the phone mic.
  • Use a headset with a mic if you have access to one.

Video

If you are listed to speak, your video will be played publicly as part of the meeting.

Step 1.Preparation

Write down the statements you want played in a meeting separately for each agenda item.

Ensure your statement does not contain derogatory, defamatory or personally embarrassing statement of any councillor, member of staff, ratepayer or member of the public.

Be mindful of personal or sensitive information when addressing Council as it will become public.

Step 2.Practice

Practice reading your statements out loud. Make sure you can clearly and comfortably read them within the 2-minute time limit.

Step 3.Understand the specifications

  • Any video format can be used.
  • Recording quality set to a high-definition minimum standard of 720p (a minimum resolution of 1280x720).
  • 1 video file per agenda item.
  • 1024MB maximum file size.
  • 2-minute maximum duration.
  • Landscape format only, turn your mobile phone on its side while recording.

Step 4.Record

To record, find a spot that:

  • is quiet
  • is comfortable for you to sit or stand
  • has little to distract viewers in your surroundings
  • has good lighting and you are well lit
  • avoids having a light source behind you
  • where possible, fills your face with sunlight or the equivalent
  • is suitable to adjust your setup to keep the camera at eye-level
  • allows you to look into the camera lens.

Start by stating your full name and suburb.

Then, read your rehearsed written statement looking into the camera.

Step 5.Troubleshooting

  • Adjust your setup, make sure the microphone is not blocked, for example by a phone case.
  • Move closer, typically within arms reach of the phone camera.
  • Use a headset with a microphone if you have access to one.

Support and proxy

We are committed to creating an inclusive community and will work with you to ensure equitable access is available to support your attendance at our meeting to make this submission.

If you identify a need for assistance or adjustments in your request, the Governance and Integrity Team will contact you to work through how we can make equitable changes to support your meeting attendance.

Proxy

If you are unable to attend the meeting as planned and you require a person to speak on your behalf, you must notify the Governance and Integrity Team before 12pm on the day of the meeting.

Email council.meetings@banyule.vic.gov.au with the name of your proxy speaker and your consent for them to speak on your behalf.

Requests for a proxy after 12pm on the day of the meeting cannot be accommodated.

Start your request

If you have recorded an audio or video message, or have a written message to be read aloud, you will need to have access to that media file so you can upload it into the form.

You can request to speak on any available agenda item. However, you cannot request to speak on an item that is listed as not available.

Click here to view form.

Privacy collections notice

We record our meetings to support transparency and community access. In accordance with section 66(2) of the Local Government Act 2020, any part of the meeting that is closed to the public is not recorded.

Meeting minutes and video recordings are published online. Video recordings are live-streamed online and on our Facebook page, then made available on our YouTube page within 24 hours (subject to technical issues).

During the meeting, the video primarily captures the Mayor and councillors. However, members of the public seated in the gallery, or who move through the chamber, may be incidentally filmed. Comments or noise from the public gallery may also be captured.

  • If you speak at a meeting, you will be filmed, and your name and position on the item will be included in the official meeting minutes.
  • For speakers submitting written statements to be read out by officers, your name and position on the item will also be included in the official minutes.
  • If you submit a public question, your name and a transcript of your question will be included in the meeting minutes.
  • If you attend the meeting in person to read out your question, you will be filmed and appear in the video recording.

Meeting recordings are retained online for 4 years in accordance with our record-keeping obligations. For information about how we manage personal information, refer to our Privacy Policy.

If you would like your details listed as anonymous in the minutes, you must request this in advance. If you are reading out your question, your name will be read out and you will appear in the recording; however, your name will be listed as anonymous in the minutes.

When speaking at a Council meeting, please be mindful of any personal or sensitive information, both your own and that of others, as:

  • meetings are open to the public and the media may be present
  • your name will be listed in the published minutes of the meeting
  • your address to Council will feature in the published recording of the meeting (available for a minimum of 12 months).

Contact

If you have questions about requesting to speak, contact us on 9490 4222 or council.meetings@banyule.vic.gov.au.

Deadlines

  • Requests open when an agenda is published.
  • Requests close at 12pm (noon) on the day of the Council meeting.

Accessibility

If you have decided to speak in person, there are accessibility tools available to guide you. Cérge is an online tool that helps people with disability plan and access venues with confidence by providing clear information about accessibility and sensory experiences before they arrive. It also enables users to share their needs with staff in advance, supporting more informed, inclusive and personalised service.

This tool is available for Ivanhoe Library and Cultural Hub where meetings are held.

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