Centre Wellington council is taking a new approach to hearing from members of the public.
On June 20, councillors agreed to waive the current procedural bylaw to try out a different process for accepting delegations from the public.
If council deems the new process to be successful, it will be incorporated into the township’s procedural bylaw.
The issue cropped up at council last month as councillors expressed a desire to expand public engagement in the community by allowing members of the public, community groups and organizations to address council on matters of concern to them.
A report to council’s committee of the whole on June 20 from clerk Kerri O’Kane noted the township’s current procedural bylaw did not permit delegations to address council unless the subject is already on the agenda, therefore, council would have to suspend this provision of the procedural by-law with a two-thirds majority vote.
O’Kane said waiving this part of the current procedural bylaw would allow delegations “under certain circumstances.” After a review by staff, O’Kane said “we believe there are several types of community delegations.”
She explained “one type are those making requests of a policy nature or principles they would like council to adopt or review … such as changes to the (township’s) strategic plan or proclamations.”
The other type would be operational requests … such as noise mitigation, speed bumps, increased grass cutting or streetlight signalization/stop signs.
The next, O’Kane said, would be those coming before council to speak to planning issues.
O’Kane said what is before council is a proposal that each type of request be dealt with separately.
Planning matters have statutory open houses and O’Kane stated that forum should be used to raise issues rather than during regular council meetings.
O’Kane said community delegations would be citizens, special interest groups or organizations wishing to make a presentation at a council or committee meeting to hear matters of concern to them and subject matters that do not form part of the regular agenda and for which there are no other statutory public meetings or public consultation processes underway or planned.
For those seeking to address council on issues relating to long-term goals, policies or community initiatives, O’Kane said delegates would be asked to fill out a form that outlines information staff believe council should have when considering any request to make an informed decision.
O’Kane said this is the same type of information presented by staff in its reports to council.
“We think this process is fair and we can get delegates on the agenda – provided they submit the information we ask for,”she said.
As to the operational type of requests for delegates “we are still going to try to see if we can resolve the issue through staff first,” O’Kane said.
She said it is possible that a simple conversation with staff might clarify everything, rather than coming directly to council.
If the individual remains dissatisfied with the action or lack thereof, or the timing, then there is still the opportunity to get onto a council agenda.
But trying to resolve the matter via staff first might help to iron out issues ahead of time, O’Kane said.
Once approved, delegates would be invited to speak for a period not to exceed 10 minutes.
O’Kane also suggested community delegations be heard at the end of the meeting to ensure the business of council is not delayed or deferred and that no more than three community delegations, pertaining to separate subject matters, can be accommodated on any one agenda.
“We think we would be able to open the doors a little bit and let the community reach out.”
Mayor Kelly Linton said he considered the report a good one and noted it “strikes a balance, making sure we have an open and transparent council session, but helps us get through the business of the day.”
O’Kane said this approach gives the township a chance “to feel it out” before putting it into the procedural bylaw.
Councillor Mary Lloyd agreed the approach provides an opportunity for the community and frees up staff time.
Lloyd said this way it allows council to decide if staff should pursue the matter further.
Councillor Don Fisher said planning matters are already dealt with and did not need to be part of the new process.
Councillor Stephen Kitras asked how the changes would be advertised to the public.
O’Kane said she was uncertain the municipality would “exactly advertise.” She explained “there are already people who have asked to come to council so we would like to be able to clear that backlog first.”
She added, “flexibility is important if we are going to make this work.”
O’Kane added a process is being developed to allow residents to file requests online. “We’re not quite there yet, but it’s a priority for us.”
She noted rules of procedure will still apply to delegates – “it won’t be an open mic … we would still follow parliamentary procedure.”
Councillor Fred Morris said this is not something new. “It was kicked around by a previous council.”
Morris commented, “I am not persuaded the business of council is to legitimize the causes that sometimes exist within the community. We are here to move the business of the township forward, but I am not sure we are here to move the agendas of special interest groups forward.”
Morris explained that when delegations on special interests come forward, council only hears one side of the story, but no opposing sides to the argument.
“I am not persuaded this is the best way for council to go, because I’m not completely convinced council needs to put itself in the position to endorse, support or even entertain presentations of groups that basically have their own agendas and not the community in mind at all.”
Morris also said the report does not address the concerns of people who want to make an impact on planning decisions, but feel their input is accepted as a courtesy, while they have no impact on the actual decision.
“They feel the access is simply an exercise in futility because (their presentation) in no way contributes to council’s decision on a matter,” said Morris.
He added that during statutory planning meetings residents are told it is not a decision-making meeting and can only hope their arguments are taken into account when a decision is made.
“I think the frustration of our citizens is that they don’t have a real sense that happens,” said Morris.
“They are allowed to talk, but there are no guarantees that what they say has any bearing whatsoever on what comes down the pipe.”
He shared the feelings of his colleagues of wanting to be engaged and more open with the community, “but I don’t want to be used by people either. I see this a potential door to be manipulated.”
Morris stated, “all too often a special interest group will come to council and make their cause sound like mom and apple pie.”
He believes the current approach has served the municipality well and “this is making a more significant change than council realizes.”
At the same time, he said he felt that for those looking to have input on planning issues “this is not opening the door wide enough for them.”
Councillor Steven VanLeeuwen indicated he believed the approach means staff will not be generating as many reports and will give council time to decide later as to whether more needs to be done to address a specific issue.
“Hopefully in this we’ll be able to see efficiencies in staff time – but we will have to deal with this one step at a time.”
Lloyd commented that the township has entertained comments from groups concerned on planning matters in the works. She pointed to presentations made by Smart Growth Fergus Elora, which were made prior to council making a decision.
Linton added anything on a planning issue on the agenda opens the doors for additional comment.
“As soon as something is on the agenda, residents do have the opportunity to speak on it.”
Morris commented, “if everything said here is true … why is there a level of frustration within community that they do not have the right access to council regarding planning?”
Council approved implementing the new approach regarding community delegations on a temporary basis, to be incorporated into the township’s new procedural bylaw and citizen communication tracking system if deemed successful.
