TOWNSHIP OF ESQUIMALT MEMORANDUM
MEETING DATE: May 27, 2024 Report No. ADM-24-030
TO: Council
FROM: Deb Hopkins, Director of Corporate Services
SUBJECT: 2024 UBCM Requests for Meetings with Ministers
INFORMATION:
The annual Union of British Columbia (UBCM) Municipalities Convention is scheduled to be held from September 16 - 20, 2024. This Convention provides an opportunity for municipal Councils to briefly meet with Provincial Cabinet Ministers, together with their staff, to discuss a broad range of issues and initiatives considered important to Esquimalt Council.
There is no obligation for Council to request any meetings each year and not all requests for meetings are granted. These meetings do afford Council with a practical forum to conduct advocacy on matters of community and regional importance, however strong preparation is required to be successful in your request and to result in greater overall effectiveness of these meetings.
The invitations from the Premier and the Minister of Municipal Affairs are attached. Should Council wish to submit meeting requests for the 2024 Convention the following information is required for each submission:
• Name of Cabinet Minister or Parliamentary Secretary
• If multiple meetings are requested Council must provide preference order
• Indicate whether the MLA will also invited to attend
• Identify who will be representing Esquimalt at the meeting
• Identify the primary Esquimalt contact person at the Convention
• Outline the topic of discussion (up to 3, maximum 100 characters each)
• Give background information for each topic of discussion (maximum 700 characters) including context, timeframe, parties involved, and previous step or actions taken
• Include a one sentence summation of what you would like from the meeting (maximum 300 characters)
As a reminder, these brief meetings are limited to approximately 10 minutes for discussion, so it is recommended that only one topic of discussion be proposed to keep the conversation focused on a single key issue. Prior to considering whether a meeting be requested, Council should consider and identify what the outcomes are that they are looking to achieve by requesting each meeting.
To allow for Council to provide informed staff direction, it is recommended that this matter be received for information and then be further added to the agenda for the Council meeting scheduled on June 3, 2024, for Council to provide staff with comprehensive direction encompassing the required information noted above. This will allow Council time to consider the information, identify significant issues, and prepare the details necessary to complete any identified meeting requests within the prescribed deadline.
Based on Council’s direction at their meeting on June 3, 2024, requests will be submitted, and staff will advise of the outcome once notified.
REVIEWED BY:
1. Dan Horan, Chief Administrative Officer, Concurrence
LIST OF ATTACHMENTS:
1. 2024 UBCM Premier and Ministers Meeting Request Invitation
2. 2024 UBCM Minister of Municipal Affairs Meeting Invitation