Meaningful engagement would lead to better outcomes says Alex Makin
Community engagement with Council can often seem unnecessarily adversarial – the mechanisms for formal public participation in Council meetings are purely transactional, with little opportunity for meaningful dialogue.
The City of Port Phillip adopted new Governance Rules in November 2022, providing just two mechanisms for public discussion at Council meetings.
- A question to Council (asked within 2 to 3 minutes) which is answered and recorded in the minutes with no further discussion allowed.
- Or speaking to an agenda item where the community member’s contribution is not recorded in Council minutes and therefore has no official bearing on Council decisions.
Neither option fosters dialogue, leaving community members underwhelmed and potentially frustrated.
It wasn’t always like this. Prior to 2022 the City of Port Phillip had a third method of engagement – Deputations. Unlike the other two methods, Deputations incorporated a formal presentation to Council allowing the community to explore an issue in depth and enabling Councillors to engage in discussion – all of which was recorded in Council minutes.
Between 2005 and 2012 I served two terms as a Councillor for Maroondah City Council covering Ringwood and Croydon in Melbourne’s east. In 2010 I had the privilege of being elected Mayor for Maroondah and used that opportunity to overhaul our public engagement at Council meetings.
In 2010 we introduced our revised meeting procedures which included deputations, providing an opportunity for community members to substantively raise an item with Councillors, including opportunities for questions and discussion. Deputations complemented other forms of engagement by providing substantive discussion and encouraging dialogue.
For example, one deputation included Whitehorse Bicycle Users Group, which raised the need for a bicycle trail between Box Hill and Ringwood. Their deputation highlighted community need, with data on accessibility, sustainable transport and the benefits of linking two urban centres with a continuous cycle trail.
The discussion not only increased Council’s knowledge of this project, but also led to Council supporting advocacy efforts that in turn contributed to State Government funding announcements during 2010.
Councils work best when they are grounded by the community and share their aspirations. Deputations would provide an opportunity for in-depth dialogue and discussion above the cut and thrust of other mechanisms.
The City of Port Phillip previously allowed deputations, it is time to bring them back and encourage meaningful dialogue at Council meetings.
Alex Makin was a Councilor for Loughan’s Hill Ward (2005 – 2008) and Mullum Ward (2008 – 2012) serving two terms on Maroondah City Council. He served as Maroondah’s youngest elected Mayor in 2010.
Alex moved to the City of Port Phillip in 2014 and lives in Port Melbourne.
