Virtual Public Hearings and Opportunities to be Heard while City Hall is Closed to the Public during the COVID-19 Pandemic

 

I WANT TO WRITE TO COUNCIL WITH MY THOUGHTS ON A PUBLIC HEARING ITEM.  HOW DO I DO THAT?

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

I want to tell Council what I think about a Public Hearing item.  How do I do that since City COUNCIL MEETINGS ARE currently closed to the public due to the COVID-19 Pandemic?

Advance Registration for speakers is highly recommended, but not necessary. Email  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 in one of three ways:

1. 

Computer: Go to www.zoom.us, click on "Join a meeting". Enter Meeting ID when prompted, and click "Join".

Please use a headset with microphone (earbuds or ear pods will do)

 

Make sure you are in a quiet environment

2. 

Smartphone/tablet: Download the Zoom Cloud Meetings app, open it, select "Join a meeting". Enter meeting ID, and select "Join".

3. Phone: Call 778-907-2071. Enter the meeting ID followed by #.

Please do NOT use speakerphone

Make sure you are in a quiet room.


zoom MEETING ID for Sept 28:

617 5151 7378

zoom MEETING ID FOR SEPT 30:

652 4965 7067

*Note: this information is specific to the September 28th and 30th, 2020 Public Hearings and will change.

Please note:

  • 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.

I didn't register in advance.   When can I speak?

After registered speakers have been heard, the Mayor will call for more speakers. Raise your hand in Zoom with Raise Hand option on your computer or other device, or press *9 on the keypad on your phone.

I want to show a presentation when I speak.  What do I have to do?

If you want a presentation to accompany your speaking at the Public Hearing, send it to  by noon on the Friday before the meeting.

When you are speaking to Council, your presentation will be displayed on Zoom and on the video of the meeting. The City Clerk will flip through the slides for you. When you are finished one slide and ready to move to the next, simply say "Next slide, please."

Privacy Notice: Zoom can be used via a computer with a webcam and microphone, a tablet or smart phone, or by a land line. All three options are available to you. Zoom is a US based video conferencing solution used extensively by municipalities and the provincial government currently. Because it is a US company, it will collect a limited amount of personal information about you when you join the meeting. By joining the meeting you are consenting to the collection of the following information:

  • your computer address (IP and MAC); and,
  • your rough geographic location.

Click here to find out more about Zoom privacy. The provincial government has waived the rule preventing storage and access of information in the US during this state of emergency.

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