Who it’s for and what people take away
Adults and older teens who want to follow or speak at a local public meeting, or write to an elected representative, for the first time.
By the end, people can:
- find and read a meeting agenda, and tell which items they can comment on
- say when a comment is most useful, and the different ways to give one
- plan a clear two-minute comment on an agenda item
- write a short, specific message to an elected member or decision maker
Before the session
- Choose the country block that matches where you are teaching and print one copy of the handout with that block for each person.
- Print the worksheet, one per person. Exercise 1 contains the made-up sample agenda used in the activity.
- Find the next public meeting of the local council or board that covers the venue: where its agenda is posted, and how it takes public comment (sign up in advance, in person, written, or online). Note the web address to show on screen.
- If you can, find one recent agenda and set of minutes from that body to show as a real example. Pick routine items, not a current controversy.
- Bring a timer or phone to time two-minute practice comments.
- Test the projector and read the careful list below. This session is strictly nonpartisan.
You will need
- Projector or large screen, with internet access if possible
- Printed handout with the country block, one per person
- Printed worksheet with the sample agenda, one per person, and pens
- A timer
- Flip chart or whiteboard
Run sheet
60 minutes. Slide numbers refer to the deck.
Session timings| Starts | Length | What happens |
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| 0:00 | 5 min | Welcome and ground rulesSlides 1–2Welcome people, introduce yourself and Moraph for Good, go through the ground rules and hand out the worksheet.Say: “Today is about how to take part, whatever your view. We won’t discuss parties, candidates or current controversies, and nobody has to share anything about themselves.” |
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| 0:05 | 10 min | How a meeting worksSlides 3–6Explain what an agenda is, where agendas, papers and minutes are published, and how to read a staff report. If you found a real agenda for the local body, show it on screen.Say: “The agenda tells you what will be decided, in what order, and often how you can have a say.” |
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| 0:15 | 10 min | When and how to commentSlides 7–9Explain why earlier is usually better, the different ways to comment, and the five parts of a short comment. Write the five parts on the flip chart.Say: “You don’t need to be an expert. Your own experience of how a decision affects you is worth hearing.” |
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| 0:25 | 20 min | Activity: read the agenda and plan your two minutesSlides 10–11Run the activity in pairs using the sample agenda on the worksheet, then invite a few volunteers to read their comment aloud while you time two minutes.Say: “There is no right side on the sample proposal. Argue for it, against it, or for a change: the point is to be clear.” |
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| 0:45 | 10 min | Writing to the people who decideSlides 12–13Go through how to write a short message to an elected member or staff, and what to do after a meeting. Show where the local body lists its members and publishes minutes.Say: “A short message about one thing, with a clear ask, is more likely to be read and answered.” |
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| 0:55 | 5 min | Questions and closeSlides 14–15Point to the country block, remind people that voting questions go to the official election office, take questions and thank everyone.Say: “The next meeting date for the local body is on the handout if you wrote it down. You’re welcome to go and watch.” |
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Read the agenda, plan your two minutes
20 minutes, using the worksheet.
- Put people in pairs. Ask everyone to turn to exercise 1 on the worksheet, the made-up sample agenda.
- Give pairs 5 minutes to answer: which items can the public comment on, and when? What does “consent items” mean? Which part is not open to the public?
- Take answers from the room and fill in any gaps. Point out that real agendas usually say how to comment, and that rules differ from body to body.
- Give pairs 7 minutes to plan a two-minute comment on item 6 (the pedestrian crossing) using worksheet exercise 2: name the item, say who you are and that you live or work in the area (no real address needed), say how it affects you, say what you would like to happen, and thank the members.
- Invite two or three volunteers to read their comment aloud while you time two minutes. Reading aloud is optional.
- Thank each speaker without commenting on their view. Ask the room what made each comment clear.
Questions for the room afterwards
- What made a comment easy to follow?
- What would you do if you couldn’t attend the meeting in person?
- Item 5 is a staff report. When would be the best time to comment on it, and how?
- What would you do after the meeting to find out what was decided?
Take care
General information, never advice about one person’s situation, and nothing to sell.
- Stay strictly nonpartisan. Don’t take a side on the sample proposal or on any real local issue, and don’t praise or criticize named elected members.
- Practice comments are optional to read aloud. Never ask anyone for their real address or personal circumstances.
- Don’t state the rules for a particular council or board unless you have checked them. Say that each body sets out how it takes comments, and show where to look.
- Moraph for Good doesn’t organize letter-writing or petition campaigns, lobby, or tell people what to say. Help people say what they think, clearly.
- Voting and registration questions go to the official election office only.
Questions people ask
Do I have to live in the area to comment?
It depends on the body. Many take comments from anyone affected. The agenda or the body’s website usually says; if not, ask the clerk or staff.
What if I’m nervous about speaking in public?
Most bodies also accept written comments. You can also read from a page, and it’s fine to keep it short.
Can I comment on something that isn’t on the agenda?
Some bodies set aside time for general comments, as in the sample agenda; others don’t. You can always write to the elected members or staff.
Why are some items discussed in private?
Some business, such as legal advice or information about individuals, can be taken in a closed session. The country block explains the rules where an official source covers them.
How do I find out what was decided?
Read the minutes, which are usually published on the body’s website, or watch the recording if there is one. You can also ask staff.
Who do I contact about voting or elections?
Only your official election office. The handout says where to find it.
Where you are teaching
The rules differ by country. Teach the shared material from the slides, then use the block for the country you are in, and hand out that country’s sheet.
United States
- Find your local government. USAGov has a directory of contact information for local governments, by state. Check your city, county or school district website for meeting dates, agendas and how it takes public comment.
- Contact your officials. USAGov lists ways to find the names and contacts of the people who represent you at the federal, state and local levels.
- Commenting on federal rules. Federal agencies publish proposed rules in the Federal Register for public comment, and must respond to comments in the final rule.
- Where to send federal comments. Regulations.gov is the central federal docket site for submitting and viewing comments. Documents open for comment on FederalRegister.gov have a “Submit a Formal Comment” button; some agencies collect comments another way, which the document explains.
- Voting questions. Your state or local election office helps with registering, voting and election results. USAGov links to each one.
United Kingdom
- Papers before every meeting (England). Every council must publish details of when key decisions will be taken, meeting papers at least 5 working days beforehand, and minutes showing the decisions made. You can attend most council meetings, although usually you will not be able to speak at them.
- The law on open meetings. Under the Local Government Act 1972, meetings of principal councils are open to the public, except for items where the public is excluded, for example where confidential information would be disclosed. The agenda and reports must be open to inspection at least five clear days before the meeting, with exceptions for meetings called at shorter notice.
- Filming and reporting. The Openness of Local Government Bodies Regulations 2014 let members of the public film, audio-record, blog and tweet the proceedings of council meetings, and see information about significant decisions made by officers outside meetings.
- Your councillors. Local councillors are elected for 4-year terms to represent the local community. They must declare interests, gifts and hospitality that could influence their decisions, and the council must publish these.
- If something goes wrong. Use the council’s complaints procedure first. If that doesn’t resolve it, you may be able to go to the Local Government Ombudsman.
Canada
- Municipal councils. Municipal councils, usually a mayor or reeve and councillors, pass by-laws that affect the local community. Check your municipality’s website for council meetings, agendas and how to take part.
- Your Member of Parliament. The House of Commons website has a search to find your Member of Parliament and their contact details.
- Federal consultations. The Government of Canada’s Consulting with Canadians page lists federal consultations that are open to the public.
- Voting questions. Elections Canada runs federal elections. Provincial, territorial and municipal elections have different rules, so check with the election authority for that level.
Australia
- Local councils. States and territories make the laws that create local councils, so check your council’s website for meeting dates, agendas and how to take part. The ACT has no local councils; its Legislative Assembly handles local responsibilities.
- Contacting senators and members. Each senator and member chooses their preferred contact method. Find their home page on the Parliament of Australia website for contact details.
- Parliamentary committees. Parliamentary committees investigate matters of policy or government administration. You can take part by lodging a submission to a committee inquiry.
- Voting questions. The Australian Electoral Commission handles enrolment and federal elections. State and territory electoral commissions run their own elections.