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Agendas & Procedures

Agendas for upcoming and recent meetings are available below. This information has been provided for your convenience only and is subject to change.
You may wish to refer to the District of Saanich Privacy and Disclaimer Notice.

For information on meeting procedures, click the hyperlink or scroll down.

Date Meeting Type
June 20, 2016
** Open Forum, 7:00 p.m., Council Chambers**
Special Council Meeting - 5:00 p.m.
Council/Committee of the Whole - 7:30 p.m.
June 14, 2016 Public Hearing
Public Hearing Agenda Package
June 13, 2016 Council/Committee of the Whole
2015 Annual Report
May 31, 2016
** Please note this meeting is on Tuesday, May 31 **
Special Council/Special Committee of the Whole
May 31, 2016 Public Hearing
May 16, 2016
** Open Forum, 7:00 p.m., Council Chambers **
Council/Committee of the Whole

Agendas with Packages

Please be patient - these files are optimized for web viewing, but downloading or opening them may take some time depending on your web service provider and computer system. Every effort will be made to ensure agenda packages are available on the Friday preceding the meeting.

Please contact the Legislative Division at 250-475-1775 or e-mail enquiries/written comments to clerksec@saanich.ca.

Meeting Procedures

Saanich's Council Procedure Bylaw regulates the proceedings of Council particularly with respect to meeting procedures and is used as a reference document.

Addressing Council

There are several ways for you to be involved in the meetings of Saanich Council. The following public input opportunities are provided.

Delegation at a Regular Council Meeting

"Delegation" means a presentation for information from a person or persons on behalf of an organization or association.

A delegation is a more structured way to have your topic of interest presented to Council. It is best used to bring forward an idea or concept, to update Council about an on-going project or initiative, or to make a presentation to Council on any matter of broad interest to Saanich.  The delegation process is not intended as a means to circumvent another more appropriate process and there are restrictions on the subject matter that can be presented to Council. Examples of restrictions include items that are the subject of pending legal action, or bylaws that have been to Public Hearing where final reading is pending. Refer to the Council Procedure Bylaw for the complete list, or review the summary provided in the Guidelines for Delegations at Council Meetings.   Delegations will not be scheduled for the last Council meeting of the month where an Open Forum is held.

Up to two delegation applications may be scheduled on a Council agenda. Delegates are given ten (10) minutes to address Council. This time limit is inclusive of any audio / visual presentation material. Your Application to Appear as a Delegation must be received in Legislative Services at least ten (10) days prior to the preferred meeting date. Any correspondence, background material or hand-outs should be submitted in sufficient time to be included in the agenda package. Refer to the Guidelines or contact Legislative Services at 250-475-1775, or, by e-mail at clerksec@saanich.ca for more information.

Public Input: Items on a Regular Council Agenda

Public input is permitted on items scheduled for consideration on a regular Council meeting agenda. This is intended to enable comment on items that may be appearing for the first time on an agenda and may not have been subject to any of the other input opportunities before Council.  Up to five minutes per speaker will be permitted to address Council on items such as initial bylaw readings, resolutions for adoption, recommendations from committees, or reports from members of Council. This input will be heard only during the 'Public Input on Business Items' portion of the agenda, and not as each applicable agenda item is raised for discussion.

Public Input: Items on a Regular Committee of the Whole Agenda

For each item on the Committee of the Whole agenda, a speaker will be allowed up to five (5) minutes to address Council on that item.  Neighbourhood Community Associations may be afforded up to ten (10) minutes for one (1) Association representative to address Council where the Association has undertaken a neighbourhood engagement process.

Open Forum

 If you wish to address Council on a topic of interest without the formality of a meeting, a 30-minute Open Forum will be held before the last regular Council meeting of each month starting at 7:00 p.m.. Each speaker will be given three (3) minutes to address Council.

Correspondence to Council

Saanich has always welcomed and encouraged input from its citizens - whether during the annual budgeting process, at meetings of its advisory committees or at its regular Committee of the Whole meetings. It is not necessary to attend a meeting in order for your input to be considered.  Please know that you may e-mail Council at any time at council@saanich.ca,  or mail a submission to 770 Vernon Ave, Victoria BC, V8W 2X7, or drop information off  in person to Legislative Services on the second floor at 770 Vernon Ave. 

If your correspondence is pertaining to an item on a Council or Committee of the Whole agenda, it will be forwarded to Council as part of the agenda package.  If your correspondence is pertaining to a matter not on an agenda, it will be forwarded to the appropriate department  for a direct response to you or for a report to Council. If a report to Council is requested, the matter will be scheduled for consideration at a regular Committee of the Whole meeting and the Legislative Division will notify you when the meeting has been scheduled so that you may attend and make representation to Council if you wish. 

Should you wish to contact a specific member of Council, please visit the 'Meet Your Council' web page where contact details for all Council members are available.

General Information about Council and Committee of the Whole Meetings

  • Council meets at 7:00 p.m. on Monday evenings, except for the last meeting of the month  where an Open Forum is held.  On the dates where an Open Forum takes place, Council meets at 7:30 p.m.  Council conducts the majority of its business as Committee of the Whole. The agenda format presents the Council meeting first, followed by the Committee of the Whole meeting.
  • Special Committee of the Whole meetings are occasionally held for matters that will attract a large volume of speakers and these meetings are usually held on a Tuesday or Wednesday evening.
  • Council, Committee of the Whole, Special Council and Special Committee of the Whole meetings are open to the public.
  • In Camera meetings may be necessary and are held in the absence of the public.  In Camera meetings generally deal with property transactions, personnel matters and legal matters as outlined in the Community Charter.

Public Hearings

  • A Public Hearing is a Special Council meeting; it is chaired by the Mayor or the Acting Mayor. Presently, Public Hearings may be scheduled to take place during a Regular Council meeting or on a Tuesday evening.
  • Amendments to the Zoning Bylaw and Official Community Plan (OCP), and proposed heritage designations are required to be considered at Public Hearings.  Where development permits, development variance permits or temporary commercial/industrial use permits accompany Zoning or OCP amendments, the permits are also considered at a Public Hearing. Amendments to land use contracts and restrictive covenants may also be considered at a Public Hearing.
  • Council welcomes your participation at Public Hearings. These Hearings are subject to formal rules and procedures and the following information is intended to help you better understand the process.
  • At a Public Hearing, any person present who believes that he or she is affected by a proposed bylaw and/or permit will be given an opportunity to speak or to present a written submission. You do not have to register to speak at a Public Hearing.
  • If you do not wish to speak at the hearing or simply cannot attend, you may submit a letter by mail or e-mail. All correspondence received until 4:00 pm on the date of the meeting will be provided to each member of Council.

What happens at a Public Hearing?

  1. The Municipal Clerk will introduce each item, after which the Council will be given an opportunity to ask questions of staff.
  2. The applicant will be asked to detail the proposal to Council and the public.
  3. A request for public input will be called a total of three (3) times for those persons wishing to be heard either in favour or in opposition to the application.
  4. If you wish to speak on the item being considered, come to the microphone, state your name and address and then give your comments. Please be aware that inappropriate language, outbursts or criticisms aimed at individuals or groups will not be condoned. Once the call for public input has been given three (3) times, no further input from the public can be considered.
  5. After all persons wishing to address Council have been heard, the applicant will be asked to respond to any questions, new information or factual matters raised.
  6. Once the applicant has been provided an opportunity to respond, the Public Hearing will be closed and Council will be asked to debate the matter. No further submissions or public input may be received by Council.

Tips for Presenting to Council

Last modified: June 17, 2016