Making Public Comments During City Council or Planning Commission Meetings

The City of Sunnyvale’s City Council and Planning Commission Meeting agendas include opportunities for members of the public to address the Councilmembers and Planning Commissioners. Use this checklist to help prepare and deliver public comments.

Select the Appropriate Speaking Opportunity

Oral Communications

Portion of the meeting agenda following Roll Call/Special Orders of the Day which provides an opportunity for members of the public to address Council or the Commission on matters not listed on the agenda, including announcements related to community events, programs or recognition. This section is limited to 15 minutes with a maximum of up to three minutes per speaker. The Brown Act (Open Meetings Law) does not allow Councilmembers or Commissioners to take action on an item not listed on the agenda. Individuals are limited to one appearance during this section.

Public Hearing or General Business

The public is invited to speak following the staff presentation on each item.

• Tailor speech to three minutes – Speakers are allotted three minutes for each item. An on-screen timer displays the remaining time. For telephone participants the City Clerk or Recording Secretary will advise when 30 seconds remain. The Councilmembers and Commissioners may ask follow-up questions.


• For land use items
  • City Council Meeting – project applicants and appellants are limited to a maximum of ten minutes for opening comments and five minutes for closing comments.
  • Planning Commission Meeting – project applicants and appellants are limited to a maximum of ten minutes for opening comments and five minutes for closing comments.

Request to Speak

Visit Meetings and Agendas for meeting location and online participation details.

• In-person participation: You may provide public comment by filling out a speaker card and giving it to the City Clerk or Recording Officer.
• Online participation: You may provide audio public comment by connecting to the meeting online or by telephone. Use the Raise Hand feature to request to speak (*9 on a telephone).

Create Effective Presentation Materials

While not necessary, speakers may use presentation materials to support their public comments. In most cases, presentation materials will appear on the television monitors in the Council Chambers and on the City’s government access cable channel (AT&T Channel 99 and Comcast Channel 15), when the meeting is being broadcast. To ensure materials display with the highest quality, follow these guidelines:

Presentation Slides

• Use an easy-to-read font such as Arial and a minimum of a 28-point font size.
• Do not fill slide to the edges – leave a border at least three-quarters of an inch on all sides.
• Graphics and charts should contain data and labels that are easy to read.

Video

• Videos (such as .mp4, .mpeg, .wmv) are generally used for special presentations only. The video length is included in the total allotted speaking time.

Submit Presentation Materials in Advance

Speakers must submit presentation materials in advance to ensure they display properly and meetings run smoothly. Speakers cannot use their own computer or projection equipment for displaying presentation material. Submit materials to the following offices within the timeframes listed below:

• Presentation Slides – Submit electronic presentation slides, such as a PowerPoint presentation, no later than noon on the day of the meeting, to be loaded onto the City’s equipment. Submit the presentation via email, CD or USB flash drive.
• Video – Submit video material at least three working days prior to the meeting.

If submitting by email, call the appropriate office below to confirm receipt.
Emails, including attachments cannot exceed 50 MB. Contact the Division listed to submit larger files.

• City Council Meeting – City Clerk Division, 408-730-7483, email City Clerk
• Planning Commission Meeting – Planning Division, 408-730-7440, email Planning

Deliver the Presentation

• Be prepared to advance the presentation. City Staff will share your content on screen and grant you remote control to move through your slides.
• Speak clearly into your microphone.