Operation Sunshine

A Guide for Speaking at Local Government Meetings

[The image here is from a viral public speech. Yours will be viral, too!]

Introduction

Speaking at local government meetings can be an effective way to voice your concerns, advocate for change, and engage with your community. However, it can also be intimidating, especially if you’ve never done it before. This guide provides you with the knowledge and confidence to speak effectively at local government meetings.

Following some background, I’m going to try to keep the main steps to just three:

  1. Find a meeting to attend
  2. Prepare your message
  3. Attend and deliver your message

Understanding Local Government Meetings

Local government meetings, such as city council or school board meetings, are where elected officials make decisions that affect your community. These meetings are typically open to the public, and there is usually a designated time for public comment.

Step 1: Find A Meeting

  • Get The Basics: In most places, meeting dates, places, and times are required to be published, usually in a local newspaper, and probably on the organization website, if they have one. 
  • Get the Agenda: Often the agendas are published as well, but because they can change, they may be hard to find, so be persistent. You can always contact the administrative office to get the information, and they should provide it because that’s what the sunshine laws generally say they must do.
  • Get Comfortable: If this is your first time speaking or attending a public meeting, I strongly suggest attending one or two meetings BEFORE proceeding.  You will have a much better sense of the way the meetings are run, including knowing who and how the meetings are run, when the public comment periods take place, and the way the room is set up.

Step 2: Prepare Your Message

  • Know your Audience: Each governmental body, be it a board, council, or some other name, is made up of different members of the local public, often elected.  They have their own points of view or can sometimes serve a certain constituency of voters or stakeholders.  It is good to know who each of the members are, and the more you know about them and, if possible, know them directly, the more likely you are to connect with them on the issues you care about.
  • Know the Rules: Each local government body has its own rules for public comment. These rules may include time limits, sign-up procedures, and restrictions on topics. Contact the administrative office or visit the government website to learn the rules.  And since each state may provide the general legal requirements, even at the local level, knowing the state laws can help you be prepared for any resistance in letting you speak.  CHECK THAT AUDIO AND/OR VIDEO RECORDINGS ARE PERMITTED.  These are public meetings, so it is rare that they cannot be, but it is always best to check.
  • Know the Issue(s): Be well-informed about the issue(s) you plan to address. Gather relevant facts, statistics, and personal stories. If you can connect your issue to a member or members of the body, do so. The more personal an issue for each member, the more likely you will get a response, or at least a reaction. If you need ideas for topics, look here.
  • Prepare Your Remarks: Write out your remarks and practice them beforehand. If you like, use a template to get started. Keep your comments concise and focused. Watch your word count. You only have a few minutes usually to make your remarks, and people generally speak at about 100 words per minute.  As you practice, use timings to learn your own speaking rate.
    • Be Clear and Concise: Avoid jargon and get to the point quickly.
    • Be Personal: Share your personal experiences and how the issue affects you or your community.
  • Anticipate Questions: Be prepared to answer questions from elected officials or the public. The officials will often not respond or defer to their executive director (the person who runs the daily operations of the organization) or solicitor (their lawyer).
  • Anticipate Opposition: Some meetings limit comments in certain ways. Here’s some ways to make sure you stay relevant to the meeting agenda and purpose.

Step 3: Attend With a Friend and Deliver Your Message

  • Announce Your Intent: [This is from an excellent comment.] Elected officials pay attention when you state you’re speaking on behalf of, say, 100 people. So before a meeting/event, post this message on Facebook and Bluesky: “I will be attending an event where my [elected official] is giving an update and answering questions. What questions do you have for them? Even though they don’t represent you, it’s likely he’s either for or against issues that impact EVERY American. Submit your questions by _____ [date]. I will be taking notes and distributing the notes after my meeting.”
  • Be Professional OR Be Bold: Dress appropriately and maintain a professional demeanor.  However, and because you may be on camera, it is OK to wear almost anything that draws attention to your issue.  There are really no rules here, but don’t be offensive or your message will be lost.
  • Sign Up: Follow the sign-up procedure for public comment, if there is one.  Because meetings are documented, the secretary will generally ask for you to write your name and address on a simple form.  This also serves to confirm that you are a member of the community served by the body you are speaking to.
  • Prepare to Record Yourself: This will generally be by having a friend ready with their phone or any camera to record you.  They should be positioned to see both you and the body.  We want to catch their reaction, even if they say nothing.
  • Introduce Yourself: When it’s your turn to speak, state your name and address for the record.
  • Read Your Statement: Clearly and concisely state your position on the issue, just as you practiced.  Take your time.  You know the material, so just let it flow out.
    • Be Passionate: Speak with conviction and show that you care about the issue.
    • Be Respectful: Maintain a respectful tone and demeanor, even if you disagree with others.
  • Stay on Topic: If there are questions or reactions from members, stick to the issue at hand and avoid personal attacks.
  • Thank the Officials: Thank the elected officials for their time and consideration.

OK, GREAT!  YOU DID IT!

Following Up

  • Provide Written Comments: If you have additional information or comments, consider submitting them in writing to the elected officials.
  • Stay Informed: Keep track of the issue and follow up with elected officials as needed.
  • Get Involved: Consider getting more involved in local government by attending meetings regularly, joining a committee, or running for office.
  • Be Patient: Don’t expect immediate results. Change takes time.

Conclusion

Speaking at local government meetings can be a powerful way to make your voice heard and influence decisions that affect your community. By following these tips and guidelines, you can become an effective advocate for change. 

Above all, remember, your voice matters!  And you, too, are serving your community by speaking up and speaking out on issues they care about.