Communicating with Council

Communicating with Council

Do you want to share your opinion or ideas with Council?  City Council is accessible to the public and opportunities are provided to participate in regular Council meetings.  Your opportunities to communicate with Council include:

Contact Council Members Directly

Council members are interested in what you have to say.  Your opinions and input assist Council in making informed decisions on services, bylaws and overall municipal operations. Council members do not have set hours at City Hall; therefore residents are welcome to contact them at the provided Council Contact Information.  

Write a Letter or Email

All correspondence addressed to the Mayor and Council becomes a public record and is provided for consideration of Council.  Most correspondence is considered at the first regularly scheduled meeting after receipt and a written response is provided. 

It is important to distinguish your intent – are you providing information only, do you have a suggestion or are you asking a specific question or proposing  a specific action?  Please make it clear in your correspondence what you expect from Council.

Letters

Mayor and Council
City of Port Alberni 
4850 Argyle Street
Port Alberni BC  V9Y 1V8

Emails

To send an e-mail to Council for consideration at a regular Council meeting direct your email to the City Clerk.  The sender must include their full name.

Speak to Council

Council meetings provide you with an opportunity to make a presentation to Council, on a matter of civic interest, by appearing before Council as a Delegation or through the Public Input Period.  

Public Input Period

Members of the public may address Council on a matter of interest for a maximum of three minutes during the Public Input Period. This occurs at the beginning of the meeting following the adoption of the agenda.  Four speakers will be accommodated in total. Speakers must identify themselves for the public record and may not address items that refer to concluded Public Hearings or to Public Hearings progressing through a public participation process.   

Delegation

If you wish to speak to Council as a Delegation you should be aware of the following:

  • The purpose of Delegations is to provide a forum for input on matters of relevance to civic affairs.  It is not intended to be a forum for issues that are not the responsibility for the City (i.e. provincial or federal policy).
  • Each Delegation is provided a maximum of ten minutes.
  • Delegations are generally limited to no more than three at each meetings and are signed up on a first come basis.
  • To speak as a Delegation you must submit a written request.  Requests to be a delegation should be addressed to the City Clerk and must be received before 12:00 pm the Wednesday before the regular meeting. 
  • Materials to be handed out to Council at the meeting should be copied a minimum of fifteen times for Council, staff and the media.
  • The written request must provide the following information:
    • The topic of discussion.  
    • If you are requesting that an action be taken by Council it must be specified in your written request.
    • Background materials are appreciated and are circulated to the Mayor and Council with the agenda. 
    • Audio visual equipment is available, but these arrangements must be made in advance of the meeting and are the responsibility of the Delegation.
  • As a Delegation you should be aware of Council procedures.  The Mayor is the chair of the meeting and all comments are to be directed to the Mayor, including questions that Council members may have of you.

Question Period

A question period follows every regular meeting.  This provides an opportunity for the public or a member of the press to ask a specific question of Council or request clarification on items considered during the meeting.

 

For more information, please contact
Davina Hartwell
City Clerk

City Hall, 4850 Argyle Street
Port Alberni BC V9Y 1V8

Telephone: 
250-720-2810
Mobile: 250-731-6101