Public Information Meeting
Rationale
The City of Langford Council expects neighbourhood consultation to be conducted by all applicants prior to submitting their application for rezoning to the City. Further, Council recommends that Public Information Meetings be held by applicants of significant and/or potentially controversial rezoning applications. Public Information Meetings are a good venue for the applicant to explain the project, clarify misunderstandings, and respond to the comments of residents that may be affected by the proposed development. As well, this provides the opportunity for the applicant to listen and react to the concerns of the community prior to the commencement of the formal application process.
Meeting
The meeting is to be conducted by the applicant and/or representatives (architect, engineer, etc.). The meeting may be held in a local school, church, or meeting hall with the permission of the appropriate authorities, but not in the Fire Hall or City Hall Council Chambers. The applicant is responsible for covering all costs related to the meeting.
At the meeting, a brief presentation should be provided by the applicants (at a specified time) after which the public will have an opportunity to informally discuss the project. Any member of the public not able to attend the presentation may drop in at any time during the evening to review the details of the project. The applicant should ensure that there is adequate opportunity for comments and questions from the public.
The applicant should consider providing the following details of the proposal, as appropriate, at the meeting:
- Site description, including the legal description and the street address;
- Existing and proposed zoning/density;
- Building arrangement;
- Design;
- Transportation impact;
- Environmental impact;
- Community benefit;
- Tree retention/landscaping proposals; and
- Development phasing.
Visual presentations, such as sketches and models, are usually the most effective method of relaying information to the public.
A staff member from the Planning Department may attend, but only as an observer.
Timing
It is recommended that the applicant hold the public information meeting at least 2 weeks before the application is considered by the Planning, Zoning and Affordable Housing Committee. The City Planner must be advised in writing of the date, time, and place of the meeting at least two weeks in advance of the meeting, so Municipal representatives may attend as observers. Mid-week evening meetings are preferred.
Notification
An Information Package should be mailed or otherwise delivered to all residents (property owners and occupiers) within 100m of the subject property two weeks prior to the date of the meeting. This package should include a notice provided by the applicant, which clearly explains who is conducting the meeting, the topic of the meeting, the location of the subject property, the date, time, and place of the meeting, the specific time at which the formal presentation will begin, as well as full details of the proposal.
Further Information
If you would like further information on holding a Public Information Meeting, please contact the Langford Planning Department at 250-478-7882.
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