The Decision Makers
Speaking at a panel meeting is not essential as the DA assessment report will generally summarise and/or attach all development application objections and submissions made. Attending and speaking does, however, highlight your particular submission and there are certain circumstances where it may be important, for example:
if you feel there’s a need to correct something in the assessment report, or
if you have something to add or request (eg a condition that might address some of your concerns).
Note, however, that panels have limited ability to deal with issues ‘on the run’ and may have a policy that any significant new evidence/argument/submission be provided in writing a certain number of days before the meeting. This is to provide opportunity for the author of the assessment report to investigate the further matter and respond to it, often by a ‘supplementary memo’.
The golden rule is - always check the council website and any notification from council concerning the protocols and procedures for the running of the panel meeting.
Protocols between panels vary. Some will allow a certain number of speakers ‘for’ and ‘against’ but the Panel chair usually has discretion to vary this. You will need to register to speak and you will be usually be allowed around 3 minutes to put your case – so use your time wisely. It’s a good idea to have a couple of practice runs with a stop-watch – it’s amazing how many times objectors run out of time after spending their 3 minutes making introductory comments that have very little bearing on what their concerns really are. It’s fine to use notes.
Don’t worry if you’re not a confident public speaker – the panel doesn’t expect you to be. The chair will aim to ensure a non-confrontational environment. Other attendees (whether for or against the DA) will be required to keep quiet while you are speaking and not interrupt.
If a few of your neighbours have common concerns it’s fine for you to elect one person to speak on behalf of all neighbours. Panels will appreciate not hearing one objector after another repeat the same concerns. It’s advisable, in this circumstance, for each neighbour to provide a signed note indicating their consent. Likewise, when you stand up to speak it is perfectly fine (and again, usually welcomed by panels) to say ‘I agree with everything my neighbour just said about streetscape, traffic and parking’ for example, and then go on to simply explain the additional points that specifically affect you.
Addressing the panel
If you are an immediate neighbour of the development site, briefly explain the relationship of your property to it.
Explain your concerns as succinctly as possible. Keep it focussed.
Assume your written submission has been made available to the panel members - you do not need to and should not, repeat it. Instead, focus on the main points, and anything new you wish to add or point out.
Do not repeat evidence given by other community members - if you agree with what they’ve said, just say so.
Once you have finished speaking, the panel members may ask you questions for clarification.
When you have finished, step back (or turn your computer back to mute) and listen quietly to other speakers. Do not interject or call out or clap. Be respectful of everyone attending. The Panel meeting gives you an opportunity to express your views, but it is not a general discussion. You will not usually be permitted to ask questions of the applicant or panel members, for example.
Written submissions
An alternative to attending to speak may be to provide a written submission to the Panel. If so, you should adhere to the guidelines above. Even moreso than for your original submission, it is important to keep your submission short and focused. Bear in mind that by the date of the meeting each panel member will have read, within a very short period of time, an enormous amount of written material, much of this being highly technical in nature, and as well will need to have formed an understanding of the DA plans and other supporting material. The workload, especially for a full or contentious agenda, can be very significant. So do what you can to make it easy for the panel members to understand the points you want to make.
If there’s something in a report that supports your view, then rather than leaving it to the panel member to plough through the report trying to find what you’re referring to, give a page or paragraph reference number to the relevant passage.
If a photograph you attach shows something important, annotate the photo to make sure it’s clear what that ‘something important’ is. Don’t forget to show/explain where the photo was taken from.
If there’s something about the DA plans you’d like changed, be as specific as you can about what that change is; rather than say ‘the windows facing me should be screened’ try ‘Windows W10 (living room), W12 (study) to proposed Unit 203 on the eastern elevation look directly into my private garden and should be screened.’