To outline a policy with respect to community residents petitioning the OSCA Board on issues which require the Board to make representations or recommendations to other bodies (such as the City of Ottawa).
In general when the Board makes its representations to outside organizations on the basis of issues brought to it by residents it needs to be assured of the following:
- that the facts presented are sound and fairly represent the situation;
- that a reasonable attempt has been made to canvass all affected parties and that the impacts on all affected parties are clearly and fairly presented;
- that the community consultation process has been transparent and accessible.
In order to meet the above objectives, it is proposed that the following procedures be followed:
- Individuals or groups will in the first instance be asked to take the matter up with the appropriate OSCA Committee and the committee will work with the group/individual to help resolve the issue and if necessary report any recommendations to the Board.
- If it is still necessary for the group to approach the Board, the president will arrange for a specific place on the board's agenda at its next meeting. The Board will then hear the group and consider whatever recommendations have been made by the OSCA committee. The chair of the relevant OSCA committee that worked with the group will be asked to comment on the proposal at the Board meeting.
- In cases where the issue may have significant impacts on a number of residents, it is the expectation that the group will hold a public meeting, properly advertised, where it is clear all affected parties have been invited to attend and provided with sufficient opportunity to do so.
- At such a public meeting it is to be hoped that all views can be canvassed and a consensus developed or resolution passed. The chair of the relevant OSCA committee, or at least one member of the Board if there is no appropriate committee involved, should be present at the meeting to hear the discussion and provide appropriate technical advice as necessary.
- When the issue is presented to the Board by the group or individual, the Board representative or committee chair that participated in the public meeting will be asked to comment on the process and provide background information on the consultation process to the best of his/her knowledge.