How to Address Council

How to address Council During the COVID-19 Pandemic

On September 28, 2020, Council approved a policy to allow members of the public to speak at regular Council meetings, and to allow a limited number of people to attend Council meetings in person during the COVID-19 pandemic. 

Public Hearings and Opportunities to be Heard continue to be held electronically under Ministerial Order No. M192/2020.

See the policy.

Frequently asked Questions:

• Speakers at Regular Council Meetings FAQ

GENERAL GUIDELINES ON SPEAKING TO COUNCIL

Written and verbal comments to Council:

I want to watch a Council meeting at City Hall

Starting June 28, 2021, you can watch a Regular Council meeting electronically or in person:

Due to ongoing COVID-19 concerns and capacity limits at City Hall, you are encouraged to use one of the online options to watch the meeting.
 

I WANT TO SPEAK TO COUNCIL AT A REGULAR COUNCIL MEETING.

Due to COVID-19 and restrictions on the number of people permitted in the Council Chamber speakers are encouraged to use one of the electronic options (phone or Zoom) to speak.

Council will hear Open Delegations at the first Regular meeting of each month. In 2021, Council will hear speakers on the following days; speakers may sign up starting on the date the speaker sign up form is opened, six days before the meeting:

PLEASE NOTE: Open Delegations regarding land use bylaws (e.g. OCP amendment, rezoning, etc) are not permitted after the bylaw has received second reading, unless it has been either adopted or defeated.

Click here for a list of bylaws currently in this category.

If you would like to speak to Council at an upcoming Council meeting, please sign up in one of the following ways:

• fill out the Request to Speak form (opens six days before the meeting) before 12pm on the day of the meeting
• email: , and tell us what you want to speak to Council about along with the best way to reach you
• Call 604-527-4523 and leave your name, phone number and what you want to speak to Council about

Staff from Legislative Services will contact you within two business days of your request, or by 2pm on the day the meeting.

If you would like to have a presentation along with your comments, send it to  by noon Friday before the meeting.

INFORMATION FOR PUBLIC HEARINGS AND REQUESTS FOR PUBLIC COMMENT

I WANT TO WRITE TO COUNCIL ABOUT A PUBLIC HEARING OR A REQUEST FOR PUBLIC COMMENT.

Written comments are encouraged and may be submitted as follows:

1. Email: send your comments to ; or,
2. Mail: address your submission to Legislative Services, 511 Royal Avenue, New Westminster, BC V3L 1H9; or,
3. In person: drop off a letter at the mailbox on the north side of City Hall

NOTE: Comments submitted by 5 pm, three business days before the meeting will be distributed with the agenda. Comments submitted after that time will be distributed on table at the meeting.

I WANT TO TELL COUNCIL WHAT I THINK ABOUT A PUBLIC HEARING ITEM OR OPPORTUNITY TO BE HEARD.

Advance Registration for speakers is highly recommended, but not necessary.

Fill out the form at speakers.newwestcity.ca or call 604-527-4523 to provide your:

• name;
• city of residence;
• phone number and/or email address; and, 
• the item you would like to speak to.

If you don't register in advance, you can join the meeting at any time and speak at the end of the registered speakers list for the item.

See the Public Notices page for the current public hearing items.

Five minutes before the start of the meeting, you can join and participate in the meeting by computer, smart device or phone

• You will not be able to access the meeting until it is started by staff. If you are unable to connect, please try again a few minutes later;
• When you enter the meeting, you will be able to see and hear presentations, and Council and staff speakers, but you will not be able to activate your microphone or turn on your camera;
• The Q&A feature in Zoom should only be used for technical questions related to Zoom. If you have a question about the application, please notify us that you want to speak at the appropriate time.
• To ask for technical help with Zoom, use the Q&A feature. Type in your question and staff will attempt to help you remotely;

I REGISTERED IN ADVANCE.  HOW DO I KNOW WHEN IT IS MY TURN TO SPEAK?

Registered speakers are heard first. The City Clerk will go through the names on the list in the order registered.

When your name is called:

• Computer: Click the “Raise Hand” button at the bottom of the Zoom meeting window
• Smartphone/Tablet: tap the “Raise Hand” button on the bottom left of your screen.
• Phone: press *9 on the keypad

The City Clerk will unmute you and confirm that you can be heard and are ready to speak. At that point, you will have five minutes to speak. A buzzer will end your time.

After you are finished speaking, the Mayor will ask if Council has any questions for you, or of staff in relation to what you’ve spoken about. If there are no questions, you will be muted.

If you have more to say, please “Raise Hand” when the Mayor calls for additional and second-time speakers.

While we will be using Zoom to facilitate the meeting, your image will not be displayed to the public.

I CANNOT CALL IN OR WRITE IN FOR A PUBLIC HEARING OR OPPORTUNITY TO BE HEARD. HOW CAN MY VOICE BE HEARD?

Call 604-527-4523 to make an appointment with a Legislative Services staff member. You can record a 5 minute video which will be sent to Mayor and Council.

The video will form part of the public record and be posted to the City's Website.