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Deputations

If you would like to make a deputation and be heard at a Council meeting, you will need to send a written request to the Chief Executive Officer.

The Chief Executive Officer will then refer your request to the Mayor.

Once the Mayor has received the request they will either:

  • ask the Chief Executive Officer to include the deputation on the agenda for a future Council meeting (approve the request)
  • ask the Chief Executive officer to include the request for a deputation on the agenda for a future Council meeting
  • in consultation with the Chief Executive Officer decline the request.

If approved, Council will only hear a maximum of two (2) speakers on behalf of any deputation request. The time limit for each speaker will be three (3) minutes unless the Chairperson determines otherwise.

Councillors and Council staff are able to ask questions of clarification only. This is not an avenue for debate and therefore no discussion will be allowed. 

Public submissions

Public Submission under the Community Engagement Policy

If you have been given a right to make a submission under the Community Engagement Policy, you may also request to be heard in support of your submission at a Council meeting.  To be heard, your request should be included in your original written submission. If you have not done this, you will need to contact the council department responsible for the matter to officially request to be heard.

It is standard practice for the responsible council department to send you an invitation to the future Council meeting which will generally include details on the relevant day, time and location of the Council meeting.

The content of your public submission should be consistent with the written submission you have already submitted to Council.

The time limit for each speaker will be three (3) minutes unless the Chairperson determines otherwise.  The Chairperson and/or Councillors are able to ask questions of submitters in order to clarify any matters raised by the submitter.

Public Submission or Presentation on an Agenda Item

Members of the public may be given the opportunity to make submissions or presentations to the Delegated Committee meeting on an item on the meeting’s agenda. This does not apply to Council meetings.

Each submitter may only speak once to each agenda item and for a duration of three (3) minutes; unless the Chairperson determines otherwise. 

The Chairperson and/or Councillors are able to ask questions of submitters in order to clarify any matters raised by the submitter.
Before you are able to make a submission or present to an agenda item you must first register your intention to do so.  

The registration must include:

  • the name and address of the person requesting to submit/present
  • the relevant report number and or report title
  • an indication of whether you are in support or opposed to the officers recommendation.

For face to face meetings registration is done by completing a hard copy form which is available in the Civic Foyer. Once completed this form must be lodge with a member of the Governance Team.

For virtual meetings hosted via Webex Events registration is done by contacting the council department responsible for the matter.  This registration generally must be completed the week before the Delegated Committee meeting.

This provides officers with the required time to send an email invite with instructions on how to operate WebEx Events.

Petition Council

A petition is a formal written request signed by more than one person appealing to Council about a particular cause.

Note: if your petition relates to an application for a Planning Permit, see Planning Permit objections.

Step 1: Prepare your petition

We have a petition template you can print out and use if required.

We can only accept petitions that:

  • are typed or written legibly in ink
  • relate to a matter Council has control over or is in a position to advocate with other levels of government
  • include the name, address and signature of all signatories
  • include the request and expected action clearly at the top of every page.

We cannot accept petitions that:

  • contain abusive language
  • contain defamatory, indecent or offensive remarks about a person or entity
  • are unclear
  • are illegible
  • are intended to embarrass a Councillor or Council staff member
  • encourage unlawful activity.

Step 2: Submit your petition

Send you petition via:

  • email Council
  • mail to Private Bag 1 Camberwell VIC 3124
  • fax to 9278 4466
  • in person to 8 Inglesby Road, Camberwell.

Step 3: Council considers your petition and responds

For petitions with fewer than 20 signatures:

  • we pass it to the appropriate Council officer for consideration
  • a written response is sent to the contact person for the petition.

For petitions with more than 20 signatures:

  • we provide you with contact details for the responsible Council officer and the date of the next Council meeting
  • it is presented at the next Council meeting
  • we include any actions as a result of the petition in the quarterly report to Council
  • we will let you know about Council's response in a letter from the Mayor or the responsible Council director.

If the petition is an objection to a Planning Permit application, the contact person is registered as an objector to the application. See Planning Permit objections.

For privacy reasons, only the subject of the petition and the number of signatories are revealed to Council.

Public question time

To ask a question during public question time at a Council meeting, you need to submit your question prior to the meeting so we can prepare a considered response.

Questions received after 12 noon on the day of the meeting may receive a verbal response, or if that's not possible, then a written response.

Detailed provisions regarding public question time are set out in Division 8 of Chapter 2 in the Governance Rules.

It's important to note:

  • You may ask a maximum of 2 questions per meeting and 11 questions per calendar year.
  • You have be in the public gallery for your question to be considered.
  • Multi-part questions are not permitted and contextual statements or extra information before or after the question cannot be read.
  • Questions may be disallowed by the Chairperson under Rule 55 of Chapter 2 in the Governance Rules.
  • To be allowed, all questions must relate to a matter on the Council meeting agenda and/or already have been sent in writing to a Councillor or a member of Council staff and received a written response.

You can find full details of questions that may be disallowed in Rule 55 of Chapter 2 in the Governance Rules.

How to submit a question

You can submit a question for public question time by completing our Public question time form.

Petitions are presented to Council meetings for consideration by relevant directors. See petition Council for more information.

After you make a deputation, submission or presentation

If you choose to make a deputation, submission or presentation at a Council or Delegated Committee meeting it will be live-streamed on the night and a recording will be made publicly available on Council’s website.

Consequently, any personal information that you disclose, including your name and image, will be collected by Council and made publicly available as part of the recording of the meeting. Your name and the organisation you are speaking on behalf, if applicable, will also be recorded in the official written minutes of the meeting.  

It is not possible for you to be heard in support of your deputation, submission or presentation without providing your name or address.  If you do not want your image to be live-streamed or recorded you may be able to turn off the video function.

More information

For more information on deputations, submissions and presentations, download our Governance Rules.

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