Communicating with the Board
Guidelines for Delegations
Committee and Board 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.
What is a "delegation"? It is anyone who wishes to speak
at a Committee 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 Committee may
have to reduce the 5-minute limit if there
are many delegations). When circumstances
warrant, the Committee may also extend the 5-minute
Be ready to answer questions from
the Park Commissioners after your presentation.
Speaking To Commitee Agenda Topics
- To speak at a meeting, sign-up online, email firstname.lastname@example.org, or call the Park Board Meeting Line at 604-257-8158 by 12 noon the day of the
scheduled meeting to state your interest in speaking to an
- If you have questions about procedure, call or email 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 Commitee Meeting
- Once a recommendation is read or "put on the table" regarding
a Committee agenda item and staff/consultant presentations are completed, speakers
are invited to be heard by the Committee Chair.
- Speakers should state their name, organization (if applicable)
and their position regarding the agenda item and advise the Commitee
of their rationale - supportive written material can be shared with
- The Commitee may direct questions to the speaker. Once the speaker
is excused, the Commitee debates and recommends action/decision on the motion for the Board's consideration..
Speaking About Non-agenda topics
- If you would like to address an issue not appearing on a Commitee meeting's
agenda, please apply in writing.
- Make sure your letter of application clearly states the topic to
- Vancouver Board of Parks and Recreation
staff review all requests and schedule
a report, if required, or requests the
Committee 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 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 Committee and 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
on the website and social media.
- 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 by email, or by calling
- Attend a regularly scheduled Committee or Board meeting.
Vancouver Board of
Parks and Recreation
2099 Beach Avenue
Vancouver, BC V6G 1Z4
Phone: 3-1-1 (Vancouver), 604-873-7000 (outside Vancouver)
Meeting Agenda Line: 604-257-8158