Communicating With City Council Guide Letters, Public Meetings, Deputations, Presentations, Open Delegations at Reference Committees

Communicating With City Council Guide Letters, Public Meetings, Deputations, Presentations, Open Delegations at Reference Committees Revised: March 2015 Prepared by: Legislative and Court Services Department

Introduction Barrie City Council is the policy-forming and decision making body of the City of Barrie which is elected for a four-year term. City Council is comprised of the Mayor and 10 Councillors, representing 10 wards. Council meetings are held on alternate Mondays at 7:00 p.m. except during July and August, when Monday is a holiday or when otherwise specified by resolution of the Council. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. Barrie City Council has one standing committee, General Committee. General Committee is composed of all members of Council. The procedure followed by General Committee is somewhat less formal than that of Council meetings. This is designed to allow a more open and full discussion by the members. At General Committee it is not required to have motions moved and seconded in writing. The Mayor presides as Chair. General Committee acts in place of Council to conduct Public Meetings concerning the Planning Act, Development Charges Act and other matters. General Committee meetings commence on alternating Mondays at 7:00 p.m. except during July and August or when a Monday is a holiday or when otherwise specified by resolution of the Council. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. General Committee reports to Council. The recommendations dealt with at General Committee are considered by Council at its next meeting, typically held the following week. Both City Council and General Committee meetings are generally televised on Rogers Cable 10. Rogers Television also live streams the meeting, as feasible. General Committee duties include studying and reporting to City Council on all matters brought to it by the Reference Committees which are: Transportation and Economic Development Committee, Development Services Committee, Finance and Corporate Services Committee and Community Services Committee. Members of City Council are appointed to the Reference Committees. A Reference Committee considers and reports on all matters referred to it by the Council, listed on its pending list and items brought forward from of an Advisory Committee. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. The duties of the Reference Committee are identified below: Community Services Committee The duties of the Community Services Committee shall be to study and report to General Committee on matters referred to it within the following subjects: Operational matters including fire prevention, operations and training, community emergency management, parks operations, environmental (water supply, treatment and distribution, wastewater collection and treatment, environmental investigation and response and waste management), recreation, cultural, special events, seniors, youth and by-law enforcement services. Finance and Corporate Services Committee The duties of the Finance and Corporate Services Committee shall be to study and report to the General Committee on matters referred to within the following subjects: Corporate sustaining matters including financial (capital and operating budgets, revenue and taxation, financial policies, procurement and audit functions), legal, real estate, risk management, information technology, legislative, court, human resources, accessibility, health and wellness, communications, fleet, history and archives, corporate facility management and licensing services. Also includes Intergovernmental, Service and Community Partner relations. 2

Infrastructure, Investment and Development Services Committee The duties of the Infrastructure, Investment and Development Services Committee shall be to study and report to the General Committee on matters referred to within the following subjects: Infrastructure, investment and development matters including land and property development and use, property standards, street names, building standards, zoning, plumbing and building inspections, planning services (policy planning, development control, growth management, development policies and standards, housing policy, subdivision services, and heritage properties), City Centre revitalization, Infrastructure planning, design, and construction (roads, water, sanitary and storm sewers), Business Development retention, attraction, and transportation services (roads maintenance, traffic management, transit operations, parking operations, rail, and airport services). The Infrastructure, Investment and Development Services Committee conducts public meetings in accordance with the Building Code Act, with respect to significant adjustments of permit fees. Barrie City Council has also established a number of advisory committees to ensure opportunities for public input into community decision-making. The majority of Advisory Committees report to a Reference Committee of Council and meet on a monthly basis, or at the call of the Chair. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. In some cases Committees or City Council deal with issues that may require the Committee or Council to meet in closed session (without the public in attendance). A closed meeting or portion of a meeting that is closed to the public is subject to the topic adhering to the criteria for a closed meeting under Section 239 of the Municipal Act, 2001 and majority approval of a motion or resolution to hold the closed session and the resolution stating the general nature of the matter to be considered in the closed session. In these circumstances, the Committee or Council will adopt a motion/resolution to move into closed session after identifying the general nature of the matter, and the media and members of the public would be asked to leave the Council Chamber/meeting room for this portion of the meeting (or the Committee/Council will move to a separate meeting room for the closed session). This Guide to Communicating with City Council is designed to assist you in understanding how to communicate with Council and explain which area your communication would be addressed on an agenda. Any questions concerning this guide should be directed to the Legislative and Court Services Department at (705) 739-4204 or e-mailed to cityclerks@barrie.ca. 3

Mail Delivery for Members of Council The Mayor maintains an office at City Hall. Correspondence addressed to the Mayor is delivered to the Mayor s Office on a daily basis. Individual Councillors do not have offices at City Hall. Equipment is provided to Councillors to allow them to maintain an office at home. All correspondence directed to individual Councillors and received in the Legislative and Court Services Department by Wednesday at 9:00 a.m., is delivered to the embers of City Council with the City Council/General Committee Agenda package. Councillors do not receive a daily mail delivery. Mail that is received after the weekly Council Mail Delivery will be provided to Councillors at the Monday Council/General Committee meeting. Submissions may be dropped off at the Legislative and Court Services Department, main floor of City Hall or faxed to (705) 739-4243 or e-mailed to cityclerks@barrie.ca. Note: Letters containing profanity or submitted anonymously will not be circulated. Circulation List The Circulation List is categorized into the following sections: Staff Information Memos; Meeting Agendas for City Advisory and Reference Committees; and General Correspondence. The Circulation List is a public document that is reviewed by Members of Council each week. Copies of the circulation list are provided to the media and are posted on the City s website. Council may refer any matter on the Circulation List to a department or committee either for information, action or response. The Circulation List is prepared the Thursday prior to each Monday meeting. The General Correspondence section of the Circulation List includes letters and communications from other agencies or organizations as well as residents of the City of Barrie expressing their views or concerns with respect to various issues within the City, where such correspondence is specifically requested to be included on the Circulation List. How To Make A Submission for the Circulation List If you would like to provide information to Members of Council, please follow the below steps: 1. Submissions may be dropped off at the Legislative and Court Services Department, main floor of City Hall, faxed at (705) 739-4243 or e-mailed at cityclerks@barrie.ca. Submissions must be received before 9:00 a.m., on the Wednesday prior to the Monday meeting. 2. It has to be noted on your submission if you would like it circulated to Members of Council via the Circulation List. It will be distributed by email/hard copy to the members only. Please be aware that the Circulation List is a public document and is posted on the City s website. Do not include personal information on your document if you do not wish this information to be published. 3. All correspondence should be addressed to the Mayor and Members of Council. If you would like your letter to be circulated to only certain member(s) of Council, please specify. In this case, your letter will only be circulated to the individual member(s) of Council and your letter will not be placed on the Circulation List. 4. Include your complete mailing address, including your postal code, home, business phone numbers and email address as part of a covering email or cover page to your submission, in order for staff in the Legislative and Court Services Department to contact you after the meeting to advise you of the outcome. Do not include personal information on the correspondence to be circulated if you do not wish this information to be published. 5. Members of Council will receive your letter as part of the Council package. Note: Letters containing profanity or submitted anonymously will not be circulated. 4

Public Meetings Public meetings are meetings that are legislated for certain applications under Provincial legislation such as the Planning Act, the Development Charges Act and other matters. Public Meetings are held at General Committee and occur at approximately 7:00 p.m. Public Meetings allow the applicant an opportunity to provide details regarding the proposed application and provide the public with an opportunity to present their comments regarding the proposal. Public Meetings also provide owners/residents the opportunity to voice their comments or concerns regarding an application. It is important to note that under the Planning Act, if you do not express your views at a Public Meeting or in writing to the Legislative and Court Services Department before Council makes a decision regarding the application, the Ontario Municipal Board (OMB) may refuse your request for referral or dismiss all or part of your appeal without holding a hearing. At the Public Meeting It is not necessary for you to register with the Legislative and Court Services Department prior to the meeting if you wish to speak at the Public Meeting. If a group of individuals wish to address General Committee, the group may wish to consider designating one individual as the spokesperson. If a group of citizens wish to speak on the same issue, it is recommended that individuals avoid repeating what has already been said and provide new information only. If you prefer not to address General Committee verbally, your comments can be submitted in writing (procedure noted below) and will be placed on the public record as part of the circulation for members of Council s and City staff s consideration. Please note that attendance and participation in a Public Meeting is a matter of public record. Information recorded at a Public Meeting is available through a general inquiry including the participant s names and address. Once the meeting is concluded all of the correspondence (both written and verbal) will be provided to staff in the appropriate department for the preparation of a subsequent report to General Committee. Decisions regarding the application are not made on the date of the public meeting. It may be several weeks before the staff report is presented to General Committee. All meetings are open to the public and the media, and as such, your comments may be reported in the newspaper or on the radio or television. Public Meeting Procedure 1. The Mayor will announce the matter to be heard. 2. The applicant or his/her representative will provide a brief presentation regarding the application describing the proposal and explaining the rationale. The City Planning staff member assigned to the file will provide an overview of the comments received at the Ward Meeting. 3. The Mayor will invite members of the audience to approach a microphone and provide their comments on the subject application. You will be requested to provide your name and address for the record. 4. The public may address any questions they have to the applicant and/or his/her agent to request clarification. 5. Once all of the public input has been received, the Mayor will open the floor to members of Council for any questions with respect to the application. Once the questions from members of Council have been addressed, the Mayor announces that the Public Meeting is complete. 5

6. If you sign the public notification list on the table at the back of the Council Chambers, it will allow the Legislative and Court Services Department to place on file, names of individuals with their contact information who may wish to be contacted regarding further action on the application. You will be notified by telephone or email ONLY, the Friday or Monday before the matter is to be considered by General Committee. 7. To provide a comment in writing, submissions may be dropped off at the Legislative and Court Services Department, main floor of City Hall, faxed at (705) 739-4243, regular mail addressed to the D. McAlpine, City Clerk, Box 400, Barrie, L4M 4T5 or e-mailed to cityclerks@barrie.ca. After the Public Meeting Once the Public Meeting has been held, staff will prepare a staff report to be brought forward to a future General Committee meeting. The report will include a summary of the comments submitted and/or presented by the public at the Public Meeting as well as staff s recommendation for approval, approval with conditions, or denial of the application in question. If you placed your name on the list to be notified, you will be telephoned or emailed the Friday or Monday before the meeting to advise that the matter will be considered by General Committee. At the General Committee meeting, members will discuss the application and make their recommendation to City Council. The recommendation will be considered at the next City Council meeting (typically held the following week). If you are in opposition to General Committee s recommendation you may request an opportunity to make a deputation at the Council meeting or provide comments in writing to the Legislative and Court Services Department. (Refer to the information regarding deputations). The City of Barrie s agendas and minutes are posted on the City s website at www.barrie.ca, the Friday morning prior to the meeting. To inquire about meeting dates and times, or to obtain any other assistance or guidance, please contact the Legislative and Court Services Department at (705) 739-4204. 6

Deputations Deputations are heard at City Council meetings. You must be in opposition to a motion made at the previous General Committee meeting in order to be heard by Council. Deputations are not permitted at General Committee. In order to make a deputation the following procedure must be followed: How to Request a Deputation before City Council 1. Submit a written request to the City Clerk no later than 12:00 noon (according to Procedural Bylaw 2013-072) the Wednesday, prior to the City Council meeting so that you are listed on the agenda. 2. Your submission should be addressed to the Mayor and Members of Council and must describe the nature of your opposition as concisely as possible. It is important to indicate that you wish to make a deputation to City Council in opposition to the matter. If you do not, your letter will be placed on the circulation list for Council s information. 3. Include your complete mailing address, including your postal code and home and business phone numbers on a covering page or a separate covering email. You may complete the Deputation Request Form included in this Guide or submit a letter containing the pertinent details. Your request may be dropped off at the Legislative and Court Services Department, main floor of City Hall, 70 Collier Street, faxed to (705) 739-4243 or e-mailed to cityclerks@barrie.ca. 4. Written material for the deputation should be made available to the Legislative and Court Services Department in advance of the meeting so that Council and staff are aware of your concerns. Your submission should be delivered/faxed or e-mailed to the Legislative and Court Services Department by the Wednesday prior to the meeting or if this is not possible, by noon on the Monday of the meeting. 5. A maximum of ten (10) minutes is permitted for each deputation. 6. If you wish to conduct a deputation using slides, the presentation must be provided in an electronic version (preferably in Microsoft PowerPoint) at least 48 hours in advance of the meeting otherwise you will NOT be permitted to make a PowerPoint presentation. A maximum of 12 slides should be submitted. The Council Chamber is equipped with computer equipment for presentations. Please contact the Legislative and Court Services Department at (705) 739-4204 on or before the Friday prior to the meeting to discuss arrangements. Deputations Received after the Deadline In the event of a deputation request received after the Council agenda has been prepared and published, or in an emergency, an individual may still request an opportunity to appear before City Council in opposition to a recommendation from General Committee. The City Clerk will notify the Mayor and the Mayor will call for a vote of Council at the meeting to allow the person to speak. Upon a majority vote in the affirmative, the person will be permitted to address Council. If you prefer not to make a deputation, your comments can be submitted in writing and will be placed on the Circulation List for members of Council s consideration. (Refer to the section of this Guide to Corresponding with Council on the Circulation List.) Procedure At the Meeting Deputations are heard at the beginning of each Council meeting. Each deputation is limited to 10 minutes. Your comments should be confined to the stated business. Please direct your presentation to the Chair. Following your presentation, you may be asked questions with respect to your deputation by members of Council and in some instances, from City staff. City Council will make its decision regarding the matter in question, later in the meeting. 7

If a group of individuals wishes to address City Council, the group should consider designating one individual as the spokesperson. If a group of citizens wish to speak on the same issue, as is sometimes the case, it is recommended that they avoid repeating what has already been said and provide new information only. You must also be aware that all meetings are open to the public and the media, and as such your comments may be reported in the newspaper or on the radio or television. After the Meeting You will be notified in writing by the Legislative and Court Services Department of the outcome of the issue. The City of Barrie s agendas and minutes are posted on the City s website at www.barrie.ca, the Friday morning prior to the meeting. To inquire about meeting dates and times, or to obtain any other assistance or guidance, please contact the Legislative and Court Services Department at (705) 739-4204. 8

DEPUTATION REQUEST Request for deputation, any written submissions and background information for consideration by City Council must be submitted to the Legislative and Court Services Department by 9:00 a.m. on the WEDNESDAY PRIOR TO THE REQUESTED MEETING. PLEASE PRINT COUNCIL MEETING DATE: GENERAL COMMITTEE MOTION NUMBER: SUBJECT: NAME OF PERSON TO APPEAR: EMAIL ADDRESS: STREET ADDRESS: City Postal Code PHONE: HOME: BUSINESS: NAME OF PERSON REQUESTING APPEARANCE (if different from person appearing): PHONE: HOME: BUSINESS: NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable): BRIEF STATEMENT OF PURPOSE OF DEPUTATION: LETTER SUBMITTED WITH REQUEST: YES NO Personal information on this form is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the City Clerk, City of Barrie, 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5, Telephone 705 739-4204. City of Barrie, Legislative and Court Services Department 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5 Tel: 705 739-4204 Fax: 739-4243 www.barrie.ca 9

PRESENTATIONS A Presentation means an informational presentation given by City staff or representatives of an organization, agency, board, service partner or Committee including community announcements, status reports concerning projects, initiatives, programs or services. Informational presentations by organizations, agencies, boards, service partners, Committees or the public concerning community announcements, status reports concerning projects, initiatives, programs or services are conducted at Council Meetings. The Council meetings are held on alternating Monday s (except during July and August, statutory holidays and when otherwise specified by City Council). City Council begins at 7:00 p.m. in the Council Chamber at City Hall. Requests to make a presentation must be submitted to the City Clerk for Council s consideration, no later than two weeks prior to the proposed presentation date. Your request will be included on the Circulation List for consideration. If the request is approved by Council has considered the request, you will be notified by the Legislative and Court Services Department to confirm a date for the presentation or to be advised of Council s decision. A maximum of 3 presentations will be permitted at each meeting and are scheduled by the City Clerk. A maximum of 10 minutes shall be permitted for each presentation and following each presentation, Members of City Council may ask questions of the presenter. Before the Meeting 1. Written material, should be made available to the Legislative and Court Services Department in advance of the meeting. Your submission should be delivered, faxed or e-mailed to the Legislative and Court Services Department by 9:00 a.m. the Wednesday prior to the meeting or if this is not possible, by noon on the Monday of the meeting. 2. Anyone wishing to conduct a presentation must provide an electronic version of their presentation, preferably in Microsoft PowerPoint, at least 48 hours in advance of the meeting otherwise you will NOT be permitted to make a PowerPoint presentation. The Council Chamber is equipped with computer equipment for presentations. Please contact the Legislative and Court Services Department at (705) 739-4204 by the Friday prior to the meeting to discuss arrangements. At the Meeting Presentations are the 12 th agenda item at each Council meeting. Each presentation is limited to 10 minutes. A maximum of 12 slides is recommended for each presentation. Please direct your presentation to the Chair. Following your presentation, you may be asked questions by members of Council, and in some instances, from City staff. Please be aware that all meetings are open to the public and the media, and as such, your comments may be reported in the newspaper or on the radio or television. After the Meeting The City of Barrie s agendas and minutes are posted on the City s website at www.barrie.ca, the Friday morning prior to the meeting. To inquire about meeting dates and times, or to obtain any other assistance or guidance, please contact the Legislative and Court Services Department at (705) 739-4204. 10

PRESENTATION REQUEST PLEASE PRINT SUBJECT: PREFERRED DATE: ALTERNATE DATE: NAME: EMAIL ADDRESS: STREET ADDRESS: City Postal Code PHONE: HOME: BUSINESS: FAX NO.: E-MAIL ADDRESS: NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable), INCLUDING THE PERSON(S) WHO WILL BE SPEAKING AND/OR PRESENT AT THE MEETING: BRIEF STATEMENT OF PURPOSE OF PRESENTATION: DO YOU REQUIRE AUDIO-VISUAL EQUIPMENT? YES NO If yes, please contact the Legislative and Court Services Department to make arrangements. WHAT FORMAT? i.e. Power Point, Overhead slides etc. (Note: a maximum of 12 slides is recommended). Power Point Audio Windows Media Player Version # Personal information on this form is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the City Clerk, City of Barrie, 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5, Telephone 705 739-4204. City of Barrie, Legislative and Court Services Department 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5 Tel: 705 739-4204 Fax: 739-4243 www.barrie.ca 11

OPEN DELEGATIONS An Open Delegation means a person who wishes to address a Reference Committee of City Council to share their insights and comments concerning subjects of community interest. A person may appear before a Reference Committee as an Open Delegation provided that a request has been submitted to the City Clerk in writing for approval, no later than two weeks prior to the proposed Reference Committee meeting. The submission must identify the requester s name and nature of the matter to be discussed. Information concerning the mandates of each of the Reference Committees is included on pages 2 and 3 of this Guide. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. An Open Delegation is restricted to a single subject matter. The subject matter of a delegation shall be of a community interest and shall not utilize the delegation opportunity to promote a specific business. A person addressing a Reference Committee shall not utilize profane or offensive words or insulting expressions and shall not impugn the reputation of any individual member. The City Clerk is authorized to refuse an Open Delegation request where the topic of the Open Delegation relates to a subject matter that Section 239 of the Municipal Act, 2001, permits a meeting or part of a meeting to be closed to the public, promotes a specific business, is not of community interest or may impugn the reputation of any individual or member. A maximum of four (4) delegations will be permitted at each meeting and delegations shall be scheduled in consultation with the Chair of the appropriate Reference Committee, with due consideration to the date and time of the submission of the delegations request In accordance with Procedural By-law 2013-072, a person shall only be entitled to appear as a delegation, a maximum of one (1) time every three (3) months. A maximum of five (5) minutes shall be permitted for each delegation and each delegation shall only be permitted to speak to the matter listed on their delegation request. Following each delegation, Members of Committee may ask questions of the delegate. How to Request an Open Delegation before a Reference Committee 1. Submit a written request to the City Clerk no later than two weeks prior to the proposed Reference Committee meeting so that you are listed on the agenda. Information concerning the mandates of each of the Reference Committees is included on pages 2 and 3 of this Guide. The schedule of meetings is available at http://barrie.legistar.com/calendar.aspx. 2. Your submission should be addressed to the Reference Committee and indicate your name and the matter to be discussed. 3. Include your complete mailing address, including your postal code, email address and home and business phone numbers in your covering email or on a covering page to your submission. You may complete the Open Delegation Request Form included in this Guide or submit a letter containing the pertinent details. Your request may be dropped off at the Legislative and Court Services Department, main floor of City Hall, 70 Collier Street, faxed to (705) 739-4243 or e- mailed to cityclerks@barrie.ca. 4. Open Delegations are restricted to a maximum of five (5) minutes. Any written material for the open delegation should be made available to the Legislative and Court Services Department in advance of the meeting so that the Committee members and staff are aware of your concerns. Your submission should be delivered/faxed or e-mailed to the Legislative and Court Services Department two weeks prior to the meeting or if this is not possible, by noon on the date of the meeting. 12

OPEN DELEGATION REQUEST PLEASE PRINT SUBJECT: REFERENCE COMMITTEE: PREFERRED DATE: ALTERNATE DATE: NAME: EMAIL ADDRESS: STREET ADDRESS: City Postal Code PHONE: HOME: BUSINESS: FAX NO.: E-MAIL ADDRESS: NAME OF GROUP OR PERSON(S) BEING REPRESENTED (if applicable), INCLUDING THE PERSON(S) WHO WILL BE SPEAKING AND/OR PRESENT AT THE MEETING: BRIEF STATEMENT OF PURPOSE OF THE OPEN DELEGATION: Personal information on this form is collected under the legal authority of the Municipal Act, S.O. 2001, c.25 as amended. The information is collected and maintained for the purpose of creating a record that is available to the general public pursuant to Section 27 of the Municipal Freedom of Information and Protection of Privacy Act. Questions about this collection should be directed to the City Clerk, City of Barrie, 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5, Telephone 705 739-4204. City of Barrie, Legislative and Court Services Department 70 Collier Street, P.O. Box 400, Barrie, L4M 4T5 Tel: 705 739-4204 Fax: 739-4243 www.barrie.ca 13