City Confidential: Best Practices For When Dealing with your Municipality
Dealing with your municipality can be an intimidating experience, especially when it comes to setting up and maintaining a culinary business. While both sides have the same goal- to safely serve food for the public to enjoy- this goal can get lost in legal jargon, bureaucratic drama and miscommunication.
Today, I’ll be sharing some best tips and practices to ensure that your relationship with your city or town stays harmonious. After all, small businesses are the tapestry that adds colour and personality to towns, increasing them in value and attracting investors. We have just as much to offer as the city itself. Remember going in that this is usually a beneficial relationship, and that you are just as important as any city official.
Get the Receipts: Try to limit city interactions entirely to email so you always have a date and time stamped record of your interaction, the information you were told and by whom. This will ensure that should any issues arise, you have the proof of what you were told. Avoid phone calls and in person meetings, and if you must have a “talk session” ask the city official to immediately email you a summary of what was discussed and what you were told. Dig your heels in on this one, it is so important to do your due diligence as well as hold city workers accountable for the information they are giving out. It will save you time, confusion and money.
Do the Work: Some cities have more informative websites than others- take the time and try to search for the answer to your query on the city website and information sources before approaching any officials so you are well informed as to your municipalities bylaws and regulations. Save links and keep careful notes for yourself before your first city interaction.
Due Diligence: I use this term a lot- it’s official definition is “reasonable steps taken by a person in order to satisfy a legal requirement, especially in buying or selling something.” In our case essentially this means don’t just take someone’s word for it. Ask for links, emailed approvals or summaries, official documents, receipts. Essentially, always cover all the bases and ask for proof. For example, If you’re told that the zoning is appropriate for your business, that's great- but ask the officer to send you the city official links and documents that show that you’re good to go. We don’t do this as we doubt the expertise of the person providing us with the information, but because we want to ensure that we are doing right by our business for future success.
Makin’ Frens: It’s vital in business to establish and nurture professional relationships, just like friendships in one’s personal life. Taking time to do this can establish mutually beneficial relationships that can last for years as you look out for one another and become each other's “go to” source for information. Start this up by taking a card when dealing with an officer/ inspector/employee and try to make them your one point of contact anytime you need information. This ensures consistency, as well as a trusted source at your municipality to reach out to when needed.
Make Yourself Known: Find out who your local Councillor is (for the area your business is in) and make yourself known to them immediately. I used to email and introduce myself and let them know I was new to the area. I’d also invite them to a Grand or Soft Opening (Politicians love a good photo opp) so we could meet in person. Your local Councillor can help you if you get caught up in permits, are being delayed or bullied by a city official, can inform you of any future city project happening (road closures, construction, etc.), and just help out with the general well being. Our city officials are here to serve and help the community- and your small business falls under that umbrella.
Get Involved: Sometimes the rules aren't always in the best interest of small business as they are developed by professionals who don’t have a lot of experience in the entrepreneurial realm. If you come across something that isn’t realistic or logical, don’t ever be afraid to push back and challenge your municipality as to why. Work with your Councillor, your BIA, Rotary Clubs and any other interest groups to move your cause forward. It’s up to us to make the future easier for the entrepreneurs that will follow us. Make sure you do your part.
While it may seem that the city isn’t always on our side, there’s no reason that we can’t work together to make the future of small business better for everyone. Keep your attitude pleasant and professional, and open to flexibility and you’ll be met with a similar attitude by the folks who work hard to set our standards. We’re all in this together after all.
If you haven’t caught my notices yet, I’m delighted to let you all know I am relocating to the Kootenay region of British Columbia this fall in pursuit of a quieter lifestyle that’s closer to nature. I Hope you’ll continue to join me on my culinary business adventures. You can read more about it here.
Join me next week for- COVID Tax- To Charge or Not to Charge? We’ll review how to keep money coming in with reduced dining rooms and business without pissing off your client base.
Also August’s “Ask Mandi” will be Sunday August 30. Email me with your culinary business inquiry and I’ll answer it here on the blog. Yum@Foodbusinesscoach.com