Communicating With Council

Residents are invited to provide comments on a bylaw or application that is the subject of a public hearing. Any correspondence and petitions received before the public hearing is closed will be provided to Council. All submissions received prior to the close of the hearing will form part of the permanent record of the public hearing.

Comments/correspondence should be directed to Corporate Officer in the Legislative Services Division. Residents may comment by:

1. Submitting written comments prior to the close of the public hearing.
   
2. Speaking live via telephone.

Written submissions for all applications will form part of the Council agenda, become public record, and are posted on the City's website.  By making a written submission you are consenting to the disclosure of any personal information that you provide.

The address of the speaker is permitted to be collected through Section 26(g) and disclosed under the authority of section 33.1(1) of the Freedom of Information and Protection of Privacy Act (FIPPA). Questions or concerns related to the collection of this information can be directed to the City's FIPPA Coordinator at 250-561-7600 or 1100 Patricia Boulevard, Prince George, BC, V2L 3V9.

Submissions in Writing

Written submissions will form part of the Council agenda, become a public record and are posted on the City's website.

By making a written submission you are consenting to the disclosure of any personal information that you provide.

Submissions via Telephone

In an effort to provide the public with options to speak to Council on a public hearing application, and in accordance with Ministerial Order
No. M192, the City now offers participation remotely via telephone during Public Hearings.  Submissions via telephone will be permitted during the time in which the Public Hearing is being discussed at a Council meeting.

While not required, to assist Staff in ensuring sufficient telephone lines are available for the public’s use, residents are encouraged to pre-register to speak to the proposed bylaw(s). 

Pre-registration will be open from 8:30 a.m. on the Thursday immediately preceding the Public Hearing date until 12:00 p.m. on the date of the Public Hearing.  During the time that pre-registration is available, to pre-register to speak to Council via phone, complete the online registration form or call 311.

Pre-registration to speak to Council via telephone is an option when public hearings are scheduled. The phone number and access code will be provided when available.

• View the Council Meeting Calendar for information on upcoming meetings of City Council

Members of the public who are unable to pre-register are still invited to participate in the public hearing. Please watch the meeting’s live broadcast as there will be an opportunity for you to call in at the end of the list of registered speakers for a limited period of time.  A phone number and access code will be provided during the live meeting.

For guidelines and information about telephone participation, please review the “At the Public Hearing” section.

Authority

Personal information is collected under the authority of section 26(g) and disclosed under the authority of section 33.1(1) of the Freedom of Information and Protection of Privacy Act. For information or questions, contact the City's FIPPA Coordinator at 250-561-7600 or 1100 Patricia Boulevard, Prince George, BC V2L 3V9.

Council’s role at a public hearing is to listen to the public. Council will not debate or challenge comments made but may ask questions of an individual speaker or Administration for clarification.

The Public Hearing is an opportunity for residents to have their views heard. No person should feel discouraged, intimated or be prevented from presenting their opinions. Decorum must be maintained at all times. Inappropriate language, outbursts, criticisms, or generalizations aimed at an individual or group will not be tolerated.

Any written materials and submissions considered by Council at the hearing will be available for review by the public during the hearing, and anyone wishing to comment on the content of those materials or submissions may do so.

Residents may voice their concerns, support, or opposition when the Chair calls for representations from Members of the Public. The Chair will determine the order of speakers.

Members of the public will be asked to provide their name and address for the record of the public hearing. If an individual is speaking on behalf of another person or organization, they will be asked to identify the name of that person or organization and confirm that they have appropriate authorization to speak on their behalf.

Speakers’ List

1. The Chair may implement a Speakers’ List where members of the public may register their name in advance of the hearing.
2. If a Speakers’ List is implemented, speakers will be called in the order that their name appears on the list.
3. The list will be made available when Council Chambers opens to the public before the start of the regular Council meeting.
4. Pre-registration is not permitted.
5. A person wishing to speak for a second time must re-register their name at the end of the list, and will be called in the order that their name appears on the list.

Where a Speaker’s List is not used and/or the names on the list have all had opportunity to speak, the Chair will call three times, as a final invitation for the public to speak during the hearing.

Time Limit

An initial submission for all speakers is limited to fifteen (15) minutes. After all speakers have been heard for the first time, a speaker may speak for a second time with new information. A second and further submission for all speakers is limited to ten (10) minutes.

Electronic Media

If a speaker wishes to use a PowerPoint or other electronic media during their presentation, they must submit it to City staff in advance of the hearing. Electronic presentations without prior notice and submission will not be accommodated, however, a printed copy may be provided to Council for review and consideration.

Telephone Participation

Members of the public interested in participating in the public hearing via telephone are recommended to dial into the meeting at least 15 minutes (6:45pm) before the start of the Public Hearings.

General Guidelines

• Your comments must be relevant to the item being considered at the Public Hearing.
• You will have 15 minutes to speak.
• Watch the live meeting to hear when your item is under consideration. Note: there is a one-minute delay in the live stream.
• Address your comments to “His Worship” or “Mayor Hall and Members of Council”.
• Do not use speaker phone.
• Turn off audio on the webcast or other audio sources when connecting via telephone to reduce feedback.
• When prompted, state your full name, residential address, and confirm the public hearing item you are addressing.
• The Mayor will call three (3) times for any speakers wishing to speak to the item at hand. Speakers will alternate in groups of five (5) between those present in Council Chambers and speakers on the telephone line (i.e. Five (5) speakers will be invited to speak from the Gallery, and then five (5) speakers will be invited to speak on the telephone line, and so on until all speakers have had their turn).

How to Use the Phone System

• Call into the meeting by dialing the number provided on the webcast. The telephone number will also be available on this page in advance of the Public Hearing date.
• You will be in “listen-only” mode (muted) until it is your turn to speak. Immediately following your comment or question, you will be returned to “listen-only” mode.
• You will be advised by the telephone moderator when you can enter the speaker’s queue:
• To speak to Council, Press *1.
  
• To exit the speaker's queue, Press *2.
  

• There is a 10-minute maximum time limit
• Supporting documents or materials (i.e. PowerPoint) must be received by the deadline provided by Legislative Services staff (usually before 12:00pm, two Wednesdays prior to the requested meeting day).
  
• Direct communications to the Chair (typically "Your Worship")
• All communications should be limited to the stated business.
  

Please note you may be on camera.

City of Prince George open Council meetings are public and may be televised, streamed live by webcast, recorded and archived on the City's website for viewing by the public.

By attending an open Council meeting or making a submission at a public hearing you are consenting to the disclosure of any personal information that you provide.

At the request of the presenter, alternative methods of delivery a delegation presentation may be considered.  These methods may include a pre-recorded video presentation or material submission, only.  Please made note of your preferred alternative delivery method on the request form and City Staff will contact you to discuss your request.

Written submissions will form part of the Council agenda, become a public record and are posted on the City's website.

By making a written submission you are consenting to the disclosure of any personal information that you provide.

Personal information is collected under the authority of section 26(g) and disclosed under the authority of section 33.1(1) of the Freedom of Information and Protection of Privacy Act. For information or questions, contact the City's FIPPA Coordinator at 250-561-7600 or 1100 Patricia Boulevard, Prince George, BC V2L 3V9.