Why meetings are the place to start
Most local decisions are made by boards and councils voting in a meeting. That includes adopting the budget, passing ordinances, approving contracts, deciding land-use applications and setting school policy. Because these bodies act in public, a resident can usually watch decisions being made, read the documents behind them and, in many cases, speak.
This guide covers general practice in New Jersey. Rules for notice, comment and format differ by body and can change, so check the specific board’s published schedule and rules before attending.
What counts as a public meeting
New Jersey’s Open Public Meetings Act, often called the Sunshine Law, applies to public bodies and generally requires that their meetings be open to the public and that adequate notice be given. Bodies that commonly hold such meetings include:
- city or township councils and committees
- boards of education
- planning boards and zoning boards of adjustment
- county boards of commissioners
- authorities and commissions, such as housing, parking or utilities authorities
- advisory boards and committees
The law applies to a quorum of the members discussing public business, so informal gatherings can also be covered. Not every group is covered. A neighborhood association, for example, is usually a private organization and sets its own rules.
Types of meetings
- Regular meetings are held on a published schedule, often monthly or twice a month. Notice of the yearly schedule is usually posted at the beginning of the year.
- Special meetings are called for specific business and need advance notice, which can be shorter than for regular ones, and the agenda is typically limited.
- Work sessions or caucus meetings allow discussion before formal votes. Some bodies hold them separately from the voting meeting.
- Public hearings are held on particular matters, such as a budget, an ordinance or a development application, and invite testimony.
- Executive or closed sessions are the exception. The law lists limited subjects, such as certain personnel, pending litigation or contract negotiation, that a body may discuss privately. It must publicly vote to enter closed session and state the general reason, and decisions generally have to be made in public.
Finding when and where
Look for these sources.
- the municipality, county or district website, which usually has a calendar or agenda page
- the posted annual notice on the clerk’s bulletin board or website
- newspaper legal notices, which some bodies use for official notice
- email or text notification lists that some governments offer
- the office of the clerk or board secretary, who can answer questions by phone or email
A phone call to the clerk is often the fastest way to confirm a date, a location or whether a meeting has been moved.
Reading the agenda
An agenda lists the items a body plans to consider. They typically follow a regular order.
- Call to order and statement that notice was given
- Roll call and approval of earlier minutes
- Public comment, sometimes limited to agenda items
- Reports from officers or committees
- Ordinances and resolutions, with first or second readings
- Consent agenda items, which are routine matters approved together in one vote
- Old and new business
- Further public comment and adjournment
Several terms are useful.
- Ordinance: a local law, which usually has an introduction and a later public hearing and vote.
- Resolution: a formal statement or decision, such as authorizing a contract.
- Consent agenda: a batch of items passed together. Members or the public can usually ask that an item be pulled for separate discussion.
- Minutes: the written record of what was done, approved at a later meeting.
Agenda packets, and sometimes supporting documents such as budgets and applications, are often posted ahead of time. Reading them ahead makes the discussion easier to follow, especially for technical items like zoning or municipal budgets.
Attending in person
A few simple practices help.
- Arrive a little early to find a seat and any sign-up sheet for speakers.
- Bring a copy of the agenda or have it open on a device.
- Observe the order of business. Items can be moved, tabled or postponed.
- Expect formal procedure. Votes are by roll call or voice, and the presiding officer runs the meeting.
- Accessibility needs, such as interpretation or mobility access, can usually be arranged by contacting the clerk in advance.
Speaking during public comment
New Jersey law generally requires that members of the public have a chance to comment on agenda items at some point in a meeting, though bodies may set reasonable rules.
- Time limits are common, often a few minutes per speaker.
- Some bodies ask speakers to state their name and address.
- Speakers address the body, not the audience, and are usually not entitled to a back-and-forth answer. Staff may respond later or follow up.
- Written comments may be accepted by email or mail, which can be a good option for those who prefer not to speak.
- Planning and zoning hearings follow different rules, where sworn testimony and evidence may matter and only those with a legal interest may have certain rights.
Staying concrete and respectful tends to work better than general complaint. Naming the item, stating a position and suggesting an outcome helps the body understand the point.
Following remotely
Since 2020, many bodies have offered video or phone access, and some record or livestream meetings. Practices vary, and rules on remote participation have changed, so it is worth checking each body’s current approach. Recordings and minutes are sometimes posted afterward, which allows following up without attending.
Public records after the meeting
Minutes, ordinances and many documents can be requested under the Open Public Records Act, the state’s records law, which has its own procedures and exceptions. This is separate from the meetings law, though the two work together. Residents who want a fuller understanding of how the structure works can review the overview of city government and the guide to local elections, since voters choose the members who sit at the table.
This article offers general information, not legal advice. Rules and practices differ by body and change over time.