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Request to be heard at a Council meeting

When to use this form:

To lodge a Request to be Heard in respect of eligible Agenda items for a:

  • Ordinary / Special meeting of Council 
  • Planning and Amenity Delegated Committee meeting

* Note - for Planning and Amenity Delegated Committee meetings:
Existing objectors, supporters and the permit applicant will be notified in writing if the application will be considered by the Committee, and advised of the relevant date and time. Until notification, any submissions / queries should be directed to the Planning Department.

Important Notice

As a result of the relaxation of Victoria's 'COVIDSafe’ settings, Council recently resolved, subject further changes in public health directions, for the reintroduction of members of the public to the Council Chamber for Council and delegated committee meetings.

If attending a meeting, you will need to provide your contact details on arrival as required by Council’s COVIDSafe plan. Officers will assist with this process and a QR code facility will be available.

Depending on the number of Councillors and officers present, 25 to 30 community members may be present in the public gallery at any given time. Therefore, you may be directed to a waiting area and we ask that you vacate the Chamber at the conclusion of each item.

Council and delegated committee meetings can also be live-streamed via Council's website:

Live Council Meetings

Please note: due to the review presently underway of Council’s Governance Rules, Council also resolved to continue with the current temporary meeting procedures until the review is completed in the coming weeks, so as to limit disruption to meeting processes.

Temporary meeting procedures with respect to Requests to be Heard:

  • In place of speaking in-person at a Council / Committee meeting, members of the public may submit a written statement (maximum of four (4) A4 single pages) which must be sent electronically, or delivered to Council's Corporate Centre, by 9:00am on the day of the meeting.
  • Written statements received after 9:00am on the day of the meeting will not be considered by the meeting.
  • A person may only make a written statement to an Ordinary Meeting/Special Committee Meeting in relation to an item listed in the agenda under Reports by the Organisation, and even then not if the item is in the nature of a report summarising a decision already made by another body; or if the report relates to a Tender Report relating to the awarding of a contract.
  • In accordance with Chapter 2, Section 83(1) of Council’s Governance Rules 2020 , any statement which is derogatory, or defamatory of any Councillor, member of Council staff, or member of the community may not be accepted.
  • Where a person has formally made a written statement in relation to an item on the agenda, the statement will be provided to all councillors in advance of the meeting.
  • Written statements are not confidential and, following the closure for receipt of statements, will be published (including first and last names only) on Council’s website as an attachment to the Agenda for the relevant meeting: Agendas.
  • Written statements will not be read out at the meeting; however, the Chair will advise the meeting of the number of statements received to each item.

Once you click the submit button below, you will receive an automated acknowledgement email and your request will be forwarded to our Governance office for processing. If you do not receive the automated acknowledgement, please contact the Governance office on (03) 9599 4444.

Request to be heard at a Council meeting

Your details

Your submission

Please upload your submission

  • Maximum of four (4) A4 single pages will be accepted.
  • Text to be in 11pt or above.
  • Mac users - please convert to Word '.doc' or '.docx' format (How to convert Pages documents)
Maximum 15,000 characters (including spaces)
Files must be less than 10 MB.
Total upload limit per form is 20 MB.
Allowed file types: doc docx.

•    my written statement is not confidential and will be published (including my first and last name only) on Council’s website; and
•    in accordance with section 83 (1) of Council’s Governance Rules 2020, any statement which is derogatory, or defamatory of any Councillor, member of Council staff, or member of the community may not be accepted.


Please make sure you submit your request prior to 9am on the day of the meeting.