Communicating with the Board

Guidelines for Delegations

Board and Committee Meetings

Scheduled evening meetings at the administration office at 2099 Beach Avenue are held to discuss staff reports, review Board policy and projects and plan for the future. Each meeting is structured around a list of topics for discussion and the "rules of order" are carefully followed. Occasionally, an extraordinary meeting may be called.

Seating is available and the public is welcome. The Board Room is equipped to assist those with hearing disabilities and is wheelchair-accessible.

The Vancouver Board of Parks and Recreation welcomes public input - either written or by brief, verbal comments presented by a delegation at a scheduled meeting.

Delegation Guidelines

What is a "delegation"? It is anyone who wishes to speak at a regular meeting on an issue that concerns the Board, and it consists of one or more people, with a designated speaker.

Delegations should confine their total presentation to 5-minutes (the Board may have to reduce the 5-minute limit if there are many delegations). When circumstances warrant, the Board may also extend the 5-minute limit.

Be ready to answer questions from the Park Commissioners after your presentation.

Speaking About Agenda Topics

Pre-Meeting

• Contact the Meeting Coordinator at 604-257-8453 by or sign-up online 12 noon the day of the scheduled meeting to state your interest in speaking to an agenda item.
• If you have questions about procedure, call the Meeting Coordinator prior to the meeting.
• If there is more than one speaker for a specific topic, speakers will be heard in the order in which they were accepted.

At the Meeting

• Once a motion is read or "put on the table" regarding an agenda item and staff/consultant presentations are completed, speakers are invited to be heard by the Board Chair.
• Speakers should state their name, organization (if applicable) and their position regarding the agenda item and advise the Board of their rationale - supportive written material can be shared with the Board.
• The Board may direct questions to the speaker. Once the speaker is excused, the Board debates and votes on the motion.

Speaking About Non-agenda topics

• If you would like to address an issue not appearing on a meeting's agenda, apply in writing.
• Make sure your letter of application clearly states the topic to be discussed.
• Vancouver Board of Parks and Recreation staff review all requests and schedules a report, if required, or requests the Board Chair to consider hearing the delegation.
• If your request concerns an issue being dealt with in a public participation process, address it through that public process.

Public Participation

Public involvement is a vital part of the democratic process and the Vancouver Board of Parks and Recreation makes it a priority to be accessible to all citizens.

Systems are in place to ensure everyone is heard fairly. These guidelines will assist you in communicating with the Board and staff.

• This website gives you 24-hour access to information on Board meeting schedules, agenda items and public services.
• Contact a Commissioner (or staff) directly by phone or in writing.
• If it is in writing, address correspondence to the General Manager. Your letter will be acknowledged and directed to the appropriate person(s), who will be in touch with you.
• Attend a public meeting. They are held frequently on issues or projects under consideration. Watch for advance notice in the newspaper, on the website, or on signs and flyers in your neighbourhood.
• Staff reports and minutes of meetings, many reports and studies, park plans, by-laws and relevant information is available for public review. If you need help, contact the Meeting Coordinator at 604-257-8453.
• Attend a regularly scheduled Board meeting.

Vancouver Board of Parks and Recreation
Administration Office
2099 Beach Avenue
Vancouver, BC   V6G 1Z4

Phone: 3-1-1 (Vancouver), 604-873-7000 (outside Vancouver)
Fax: 604-257-8427
TDD: 604-257-8498
Meeting Agenda Line: 604-257-8507
Online Delegation Sign-up Form

Email: pbcomment@vancouver.ca
Website: vancouverparks.ca

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