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. Attending and submitting comments, in-person, at the public hearing.
   
2. Submitting written comments prior to the close of the public hearing.
3. 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 Person

City of Prince George open Council meetings and public hearings 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 the open Council meeting or making a submission at a public hearings you are consenting to the disclosure of any personal information that you provide.

Please note you may be on camera.

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 in the submission, including your name and address.

Written submissions must:

• Be addressed to Mayor and Council
  
• Be dated, legible, and coherent
  
• Include the writer's name and mailing address
  
• Not be libelous
  
• Not contain offensive language
  

Submissions via Telephone

In an effort to provide the public with options to speak to Council on a public hearing application, submissions via telephone will be permitted during the opportunity for public input at the public hearing.

Public hearings are scheduled for 7:00pm. To participate via telephone, interested persons are recommended to dial into the meeting at least 10 minutes before the start time of the Public Hearing using the phone number and access code provided below.

Phone Number: 1-877-708-3350
Access Code: 1269574#

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

Speakers using a PowerPoint or other electronic media during their presentation must submit it to City staff before 12:00pm on the day of the hearing.

Electronic presentations without prior notice and submission will not be accommodated, however, you may provide a printed copy for Council’s 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 10 minutes (6:50pm) 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 using this phone number and access code: Telephone Number: 1-877-708-3350 // Access Code: 1269574#.
  
• 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.
  

After the public hearing is closed, the bylaws are debated and voted upon by Council or consideration is given to approval of the subject permit application. After the public hearing is closed, Council may not receive further submissions from the applicant or the public regarding the application and/or bylaw(s) that were the subject of the hearing.

Communications shared through informal channels are not a matter of public record and are not referred to during Council's decision-making process. Informal channels of communication include correspondence with individual Council members. Councillors may be reached by email, phone, or by mail at:

City Hall
1100 Patricia Boulevard
Prince George, BC V2L 3V9

Phone: 311 or 250-561-7600 if outside city limits
Email: mayorandcouncil@princegeorge.ca

• Contact the Mayor and individual Councillors
  
• Make a Service Request
  

Communications shared through formal channels are a matter of public record and are documented and referred to in Council's decision-making process. This information is available through general inquiries and may be reported by the media. Formal channels of communication include:

City Council Meetings

Residents may communicate with Council by arranging to make a delegation presentation at a City Council meeting or by speaking on any application that is the subject of a public hearing.

Council Agenda Correspondence

Correspondence for inclusion on Council meeting agendas is an alternative to speaking at a Council meeting. These are public documents and are reviewed by Council at each meeting and published on the City's website.

By making a written submission, you are consenting to the disclosure of any personal information that you provide in the submission, including your name and address.

Email a submission or mail it to:

1100 Patricia Boulevard
Prince George, BC V2L 3V9
Canada

Email: cityclerk@princegeorge.ca

Submissions must:

• Address Mayor and Council
• Include the writer's name and mailing address.
• Clearly indicate that it is to be included on the Council meeting agenda
• Only include information meant to be on public record
• Be received by 12:00pm on the Monday immediately preceding the meeting day
• Be legible and signed, if handwritten
• Include a telephone number, which will be used to contact the writer for confirmation - in lieu of a signature - if emailed
  
  

• 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.
  

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 delegation presentation you are consenting to the disclosure of any personal information that you provide.

Delegation submissions may be provided via Zoom, telephone, or in-person.

Please make note of your preferred delivery method on the request form and City Staff will contact you to discuss your request.

Please note you may be on camera.

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.

• Learn more about how personal information is collected under the Freedom of Information and Protection of Privacy Act