WEST END NEIGHBOURS - Café # 3“Speaking to City Council"

Tips on voicing your opinion

Does Vancouver City Hall seem like a dark and forbidding place?

These are some ideas on sharing opinions effectively.

• Many Citizens come to speak before the Council for the first time. Their comfort level is low since it can be overwhelming at times.

• We hope this information helps people feel more at ease in addressing the Council so that they can better articulate their thoughts.

Why Provide this Information?

What is a Public Hearing

• A Public Hearing is special meeting of City Council.

• Public Hearings are held to consider rezoning matters and heritage designations.

• The Mayor or Deputy Mayor is the chair of the meeting and at least six members of City Council must be present.

• The Vancouver Charter requires that Council hear from the public about these issues before making a decision.

How and When to Provide Input?

Opportunities for input can be informal or formal.

• Any resident can send a letter or an email to their elected Council members at any time and on any issue related to City government.

• Or a formal opportunity may be provided through a Public Workshop, a Council Meeting or a Public Hearing.

Public Hearing Notice

• Notice of a hearing must be published in a local newspaper at least 7 days, and not more than 14 days, before the date of the hearing.

• The City sometimes sends “courtesy letters” to nearby properties, or to people who have declared an interest in the proposal.

• Notice is also provided on the City’s website at: www.vancouver.ca

How do I register to speak at a Public Hearing?

There are two ways to register to speak:• Call the City Clerk's Office at 604-873-7276 and

ask to have your name added to the speakers list.• Residents can go to the Public Hearing about 30

minutes early and register to speak at the sign-up table.

What if I don’t wish to Speak?

If you cannot attend a hearing, or simply don’t wish to:

• You can share your information and thoughts through a letter or email that can be entered into the official record of the hearing or Council meeting.

• An appearance in person does tend to “carry more weight” than a written submission.

Public Hearing Agenda Package

• The City Clerks Department will prepare a “Speakers List”.

• The Speakers List will be filled on a “first come, first served” except if members of Council, advisory panels, or union representatives wish to speak – then those speakers go to the front of list.

• The Speakers List and the Hearing Agenda will be published and available at the entrance to the Council chamber at the time of the Public Hearing.

Typical Agenda

Public Hearing Procedure

• A "roll call" confirms attendance and Council quorum and the Clerk reads the first agenda item.

• The Clerk then provides a summary of all correspondence received for Council.

• Planning staff explain the application and the staff recommendation before Council.

• The applicant is called upon to comment on their application.

Public Hearing Procedure

• The Chair proceeds with delegations from the public, in order, based on the Speaker’s List.

• If a person is not on the Speakers List they are eligible to address Council after those on the list have concluded speaking.

• When the last person on the Speaker’s List has spoken, the Chair will call three times for any others who wish to address Council on the application.

Public Hearing Procedure

• The Chair may also allow Council members to direct questions to staff or the applicant in response to comments from the public.

• Council's role is to listen to the public - Council does not debate or challenge the comments but may ask questions about what they hear.

• All comments presented to City Council must be about the merits of the application before Council - other comments are out of order.

Tips on Speaking at the Public Hearing

• Give your name and address – or just the street on which you live – this is helpful for Council.

• If you wish, state how long you have lived in the neighbourhood.

• Write down your comments, both to speak from, and so they can be submitted to Council after you speak.

• Try not to repeat what others have said, but do reinforce points already raised.

Speaking at the Public Hearing

• Address all comments to the chair of the meeting, not to individual Council members or staff.

• Don’t expect Council to answer questions you have raised.

• There is no set limit on speaking times, but speakers are normally requested to keep comments to no more than 5 minutes.

• If you exceed your speaking time, you may speak again but you may not repeat yourself.

What Happens Next?

• When the Public Hearing has concluded, Council may discuss the application and reach a decision or defer the discussion to a future meeting.

• At this stage, no further public input is heard.

Making your Voice Heard

• Be Clear• Be Brief• Be Respectful• Stay on Topic• Be Relevant

Some Tips on Making an Effective Submission

• Know your material. • Practice! • Know the audience – tailor your message to the

decision-makers.• Don’t apologize for any nervousness or

“stumble”.• Format you submission to represent you — as

an authority and as a person – the purpose of a Public Hearing is to hear from you – the Public.

Making your Case

• Make sure you are factual – generalizations can cause Council to dismiss your argument.

• BUT – don’t be shy about sharing personal stories or impacts. Provide the “human element” that Council needs to make its decisions.

• Relate your submission back to the purpose of the Public Hearing – the bylaw under consideration.

• Remind Council of its own legislation and guidelines.

• Remind Council of past consultation and input.

Council Response

• Council’s role is to Listen at a Public Hearing.• Council MAY badger members of the public or

attempt to deflect the discussion from the issues.

• Don’t feel obliged to answer questions or to provide solutions.

• Defer questions to staff – the “experts”.

Final Conclusions

• Be firm, but avoid being confrontational or angry.

• Remember that Council cannot entertain discussion unrelated to the specific application – stick to the topic.

• Provide solutions – Offer constructive solutions about different approaches.

WEST END NEIGHBOURS - Café # 3“Speaking to City Council"

Tips on voicing your opinion