Speaking to Council
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Transcript of Speaking to Council
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WEST END NEIGHBOURS - Café # 3“Speaking to City Council"
Tips on voicing your opinion
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Does Vancouver City Hall seem like a dark and forbidding place?
These are some ideas on sharing opinions effectively.
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• 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?
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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.
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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.
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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
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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.
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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.
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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.
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Typical Agenda
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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.
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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.
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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.
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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.
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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.
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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.
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Making your Voice Heard
• Be Clear• Be Brief• Be Respectful• Stay on Topic• Be Relevant
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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.
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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.
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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”.
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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.
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WEST END NEIGHBOURS - Café # 3“Speaking to City Council"
Tips on voicing your opinion