HomeMy WebLinkAboutPD-29-99
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THE CORPORATION OF THE MUNICIPALITY OF CLARINGTON
REPORT
Meeting:
Ge~ral Purpose and Administration Committee
File #
Date:
Monday, March 29,1999
Res. # ~Pf\~ 133-'1'1
Report #:
PD-29-99
File #: PLN 1.1.7
By-law #
Subject:
DURHAM PLANNING SYSTEM REVIEW: PHASE 1 REPORT
FILE NO.: PLN 1.1.7
Recommendations:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report PD-29.99 and the Durham Planning System Review: Phase 1 Report
be received;
2. THAT the recommendations contained within the Durham Planning System Review:
Phase 1 Report be endorsed;
3. THAT the Municipality of C1arington indicate to the Region of Durham that it isa
.willing host" for the delegation of authority to approve plans <>f
subdivisionlcondominium;
4. THAT the Region of Durham, the local area municipalities within Durham Region,
the Urban Development Institute and the Durham Home Builders be advised of
Council's decision.
1. In 1998, Planning Directors within the Regi<>n of Durham initiated a comprehensive
process to review the current planning system in Durham. The revi.ew team, with
the assistance of an outside facilitator, examined opportunities to improve the
planning process, particularly in areas of overlap of service delivery. Decisions
were based <>n the analysis, judgements and consensus of the review team. The
goals established by the review team are to:
. create an adaptive planning system
. streamline the planning system
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REPORT PD..29..99
PAGE 2
2. Within two broad categories, five planning service areas were identified as
providing the best opportunity for system improvement:
a} Planning Approval Processes
. official plan amendments; and
. subdivision of lands.
b} Policy and Research
. data collection and analysis;
. studies; and
. policy formulation
3. The attached report "Durham Planning System Review: Phase 1 ReportH examines
the planning approval process. Various types of planning applications were
examined for either exemption from or delegation of the Region's statutory approval
powers and for improvements to the current process. The recommended actions are
contained in Section 7 of the Report. In summary, the recommend<\tions provide
for:
i} enhancements to the processing of Regional Official Plan Amendments
should be examined;
ii} local Official Plan Amendments should be exempted from Regional
approval in accordance with guidelines to be established;
iii) consents should be retained with the Regional land Division Committee but
opportunities should be examined for enhancing.the current processes;
iv) the approval function for Part lot Control should be delegated to local
municipalities; and
v} the approval function of plans of subdivision and condominium should be
delegated to "willing host" local municipalities.
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REPORT P0-29.99
PAGf 3
4. If this framework is approved by the Councils of the Region and local
municipalities, planning staff from all municipalities would work through the
balance of 1999 to develop procedures, guidelines and train their staff to assume
these new responsibilities.
Phase 1 of the Review also identified areas of Data Collection, Studies and Policy
Formation as areas of overlap and duplication that could be enhanced through
changes to the planning system. However, these areas require more time,
additional input from stakeholders and the involvement of other staff reSOurces.
These issues will be addressed in Phase 2 of the Review.
6. The delegation of the subdivision approval powers was requested by a number of
municipalities within the Region prior to the initiation of this Review. The concept
of the "willing host" was established in recognition of the varying planning staff
resources available to local municipalities. The three northern municipalities do not
wish to assume this additional responsibility. Many of the lakeshore municipalities
west of Clarington wish to assume subdivision approval as soon as possible.
It is recommended that Clarington indicate that it is a "willing host" to assume
subdivision approval powers. However, given staff resources and other priorities,
such as the zoning by-law review and the implementation of the MAP development
tracking system, it is recommended that delegation not proceed immediately. At
such time as the Director of Planning and Development determines staff are ready
to assume this delegated function, a report will be forwarded to Council for
approval of a Memorandum of Understanding with the Region.
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. REPORT PD-29-99
PAGE 4
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7. If Council endorses the recommendations of the Phase 1 Report of the Durham
Planning System Review, staff will proceed with:
· the Phase 1 implementation steps identified in the Report; and
· an examination of service delivery improvements for Data Collection and
Analysis, Studies and Policy Formulation culminating in a Phase 2 Report.
8. CONCLUSION
The Durham Planning System Review has led to cooperative approach to rationalize
the delivery of planning services in Durham. In this current phase, the
recommendations will lead to an improved customer service and less confusing
planning approval process. The Municipality would be delegated or exempted from
certain development approval functions currently undertaken by the Region.
Similar exercises undertaken in Halton and York Regions, have led to similar
recommendations.
It is recommended that Council endorse the recommendations of the Phase 1
Report. Staff would initially work on procedures for the exemption of Local Official
Plan Amendments and the delegation of Part Lot Control.
It is also recommended that Council indicate that Clarington is a .willing host. for
the delegation subdivision approval but that implementation proceed subsequent to
the above matters and at such time that the Director of Planning and Development
confirms staff readiness to assume this function. At such time, a Memorandum of
Understanding on subdivision delegation will be forwarded for Council's approval.
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REPORT PD-29-99
PACE 5
Respectfully submitted,
Reviewed by,
a~~0,--
Davi Crome, M.C.I.P., R.P.P,
Acting Director of Planning & Development
Franklin Wu, M.C.I.P., R.P.P.,
Chief Administrative Officer
DJC*cc
March 23,1999
Attachment #1:
Durham Planning System Review: Phase 1 Report
Interested parties to be notified of Council and Committee's decision:
Mr. Kelvin Whalen
Urban Development Institute
Durham Region Area
1100 fglinton Ave. E.
Toronto On
M3C 1 H8
Richard Tranquada
Oshawa and District HomebuHders
King Street Postal Outlet
P.O. Box 26064
206 Ki ng Street East
Oshawa, On
L1 H lCO
612
"
DURHAM PLANNING SYSTEM REVIEW
PHASE 1 REPORT
Prepared by Planning System Review Team of Region and Local Municipalities
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February 11, 1999
613
TABLE OF CONTENTS
Recommended Actions ....................................... 1
1.0 Introduction............................................ 2
2.0 Goals................................................. 2
3.0 Objectives............................................. 3
4.0 Team Composition ...................................... 3
5.0 Review Process ........................................ 4
6.0 Identification of Planning Services .......................... 4
7.0 Recommended Phase 1 Actions Regarding Planning Approval
Process Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. 5
7.1 Regional Official Plan Amendments .................... 5
7.2 Local Official Plan Amendments ....................... 6
7.2.1 Guidelines for Exemption of Local Official Plan Amendments 6
7.3 Subdivision/Condominium Approvals ................... 8
7.3.1 Guidelines for Delegation of Subdivision Approvals ........ 8
7.4 Part-Lot Control Approvals .......................... 10
7.5 Consent Approval by Regional Land Division Committee. .. 11
8.0 Recommended Phase 2 Actions Regarding Data Collection and
Analysis, Studies, and Policy Formulation ................... 13
9.0 Next Steps and Implementation ........................... 14
10.0 Conclusion ........................................... 14
614
Appendix 1
Appendix 2
Appendix 3
TECHNICAL COMPENDIUM
Planning System Review Work Plan
Types of Planning Service
Service Delivery OPTIONS and PRO/CON Analysis
615
Recommended ActiQM
In the area of Planning Approval Processes, it is recommended:
(i) that opportunities to enhance the current Regional Official
Plan Amendment process, as identified in Section 7.1 of this
Report, be examined by a sub-committee consisting of
representation from the Region and local municipalities;
(ii) that the exemption of Local Official Plan Amendments be
implemented in accordance with the guidelines and process
identified in Section 7.2 of this Report;
(iii) that the approval function for subdivision/condominium
applications be delegated to willing host local
municipalities, in accordance with the delegation principles
and guidelines identified in Section 7.3 ofthis Report;
(iv) that the approval function for part-lot control by-laws be
delegated to local municipalities, subject to conditions in
the Regional Council delegation by-law and agreement on
detailed procedures;
(v) that the existing approval function for consents remain with
the Regional Land Division Committee, with an examination
of potential enhancements to the current system; and
(vi) that the implementation steps outlined in Sections 7.0 and
8.0 and 9.0 of this Report be carried out by the Planning
System Review Team as part of Phase 2 of the Review.
In the area of Data Collection and Analysis, Studies, and Policy
Formulation, it is recommended that, as part of Phase 2 of the Review,
a sub-committee with representation from the Region, the area
municipalities and other stakeholders should review these planning
services, in accordance with the guidelines set out in Section 8.0 of
this Report.
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1.0 Introduction
The context of planning in Durham is changing rapidly and the planning
system must respond in a sound and proactive fashion. With this in mind
during 1998, the leaders of the Durham Planning System undertook a
comprehensive planning system review. This initiative was in recognition
that opportunities existed to seek efficiencies and streamline the planning
system in areas of overlap and duplication of service delivery. Some
municipal Councils in Durham had previously passed resolutions requesting
that the delegation of plan approval and review functions from the Region to
the local municipalities be investigated. The need for a review was also
identified in the 1997 Regional "Who Does What" Committee Report
prepared by the CAO's of the Region and local municipalities.
2.0 Goals.
The following three broad goals for the planning system review were
established:
Goal 1 - Create an Adaptive Planning System
Considerable downward delegation of responsibilities has recently occurred
between the various Provincial ministries and the Region. Accompanying
this is new enabling legislation that allows the further delegation/exemption
of approval responsibility from the Region to the local municipalities. The
new Durham Planning System should take full advantage of these
opportunities.
Goal 2 - Streamline tbe..EJanning System
To develop a streamlined planning system where the activities of all
participants improve and speed up the decision making process. A one
window system provides a focal point for the receipt of applications,
processing of information, and analysis. This benefits all of the participants
in the planning system, including the public, developers and various
agencies. Increased effectiveness, timeliness and certainty will be
hallmarks of the new system.
Goal 3 - Design a Elexible. Continuously Improving Planning System
There is every indication that our operating environment will continue to
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change rapidly. Our planning system must be able to anticipate change and
proactively adjust to it before the change occurs.
3.0 Objectives
The objective of the review was to identify opportunities to transfer, share or
otherwise partner the delivery of planning services, in order to improve the
value and effectiveness of these services. This review and appropriate
follow-up should achieve one or more of the following benefits:
· improved service delivery;
· enhanced service accessibility for the public;
· clarified local govemment service responsibilities for the public;
· improved/enhanced quality of service;
· enhanced recognition of the input of various stakeholders in the
planning system;
· improved efficiency of service delivery; and/or
· improved planning decisions.
The result should be a more effective Planning System.
4.0 Team Composition
The review Team was composed of one member with planning
responsibility from the Region of Durham and each of the eight local
municipalities, as well as a facilitator working outside the planning area.
5.0 Review Process
The Team worked together using a collaborative approach. Decisions were
based on analysis, judgement and consensus. Consensus meant that any
recommendations were to be generally acceptable to all participants, in the
sense that everyone was prepared to "live with them" and support them
back in their home jurisdiction. The use of an outside facilitator fostered
openness, ensured the process was run efficiently, recognized and
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respected the diverse interests of the participants, and helped drive the
discussions toward a package of implementable recommendations.
The review began in early 1998 with the organization of the r.eview, the
development of the terms of reference, and the hiring of the facilitator. The
facilitated review started in April 1998 and included 13 half-day meetings
(approximately every 2-3 weeks with the exception of July and August) and
finished in November 1998. The Work Plan for each of the meetings is
included as Appendix I of the Technical Compendium to this Report. A
number of subsequent meetings were held to finalize the Report.
At a special meeting of the Team held on December 17, 1998, a number of
stakeholders were invited to provide input on how to make the planning
system more effective and efficient Those stakeholders invited included:
school boards, conservation authorities, police services, Urban
Development Institute, Durham Homebuilders and Ministry of Municipal
Affairs.
6.0 Identification of Planning Services
Initially the Team generated a list of ten Planning Service Areas in which
both the Region and the local municipalities are involved in varying degrees
(refer to Appendix 2 of the Technical Compendium). The Team recognized
five of these Planning Service Areas as candidates for initial review, and
that, if examined in detail, would provide the best opportunity for early
system improvement These five areas fall in to two basic catergories:
a) Elanning Approval Processes which includes:
· Official Plan Amendments which involves Regional Official Plan
Amendments; and Local Official Plan Amendments; and
· Subdivision of Land which involves subdivision/condominium
approval, Part-Lot Control Approval, and Consent Approval by
Land Division Committee (LDC).
b) fQlicy and_Researcl1 which includes:
· Data Collection and Analysis;
· Studies; and
· Policy Formulation.
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It was agreed that the Phase 1 topic areas would include the planning
approval processes as noted above. These provided the best opportunities
to streamline the process, thereby promoting an effective and efficient
planning system. The other types of planning services involving Policy and
Research also provide similar opportunities, but would require more time,
additional input from stakeholders, and involvement of other staff resources
to develop recommendations. These areas will be addressed in Phase 2 of
the review.
7.0 RECOMM~DED PHASE 1 ACTIONs..REGARDING PLANNING
AffROVAL PROCESS IMPROVEMENTS.
The following is a general outline of the process used to examine each
Planning Approval Process:
· identified macro process;
· examined strengths, weaknesses and opportunities to improve for
each macro step;
· identified various service delivery options;
· examined the pros and cons for each option;
· arrived at a preferred vision for the process; and
· agreed on a recommended approach for preferred option.
The Work Plan outlined in Appendix 1 of the Technical Compendium further
details the process and highlights the major outcomes of the process.
7.1 Regional Official ~Ian Amendments
Since delegation was not an option, the focus of discussion was on potential
improvements in the current system. The Team identified a number of
areas of potential process improvement as follows:
· overcome public meeting overlap between site-specific regional and
local official plan amendments by either having joint public
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meetings/notices/minutes or some form of consolidation of all statutory
public meetings;
· review duplication of application forms by having joint regional and
local forms;
· avoid overlap in circulation with other applications by consolidating
circulation; and
· clarify roles and responsibilities regarding coordination and sign-off on
technical studies (eg: environmental impact studies).
Opportunities such as the above require careful examination. The Team
recommends that a sub-committee, with representatives from the
Region and local municipalities, should review opportunities in this
area and recommend process improvements.
7.2 LocalQfficial Plan Amendments.
Regional Council, on January 29,1997, agreed to the principle of exempting
certain types of Local Official Plan Amendments from Region approval. As
a result, the Team did not undertake a review of options. The Team
discussed the principle and guidelines for granting exemption. The Team
also agreed that a general list of matters that reflect Regional interests to
guide the process should be developed.
The Team felt it was important that all Local Official Plan Amendments that
are locally significant should be exempt. The local municipality would be
notified of such exemption near the beginning of the process by the
Regional Planning Commissioner, after consultation. The Team agreed on
the following as a general guide to matters of Regional interest.
7.2.1 GuidEllines for Exemption olLocal Official ~an Amendments
The Region shall exempt all local official plan amendments except where a
Regional interest is identified. The Region may have an interest in
amendments that:
- are not conformity with the Regional Official Plan or have a concurrent
Regional Official Plan Amendment;
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- substantially impact on Regional servicing and road infrastructure;
- substantially change Regional capital forecasts;
- substantially impact regional traffic flows;
- involve major secondary plans;
- propose large retail facilities with a regional draw;
- involve significant environmental issues;
- are located in or impact on the Oak Ridges Moraine;
- are in proximity to major mineral aggregate resources;
- are in proximity to or including contaminated sites;
- are in proximity to sewage treatment plants and landfill sites;
- have major cross boundary impacts; and
- propose non-farm development in the rural area.
The process to implement exemptions will include the following. Local
municipalities will submit amendment applications and any necessary
supporting information to the Region in sufficient time to allow review and
preparation of comments on the applications. The Region's written
response (within 30 days) will include a written notice that the amendment
application is or is not exempt, using the criteria above as a general guide.
A decision not to exempt will be made in consultation with the local
municipality.
With this overall direction set, the next steps would include:
· preparation of detailed procedures in consultation with local
municipal staff;
· approval of an exemption by-law by Regional Council; and
· request from Regional Council to the Ministry of Municipal Affairs
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and Housing for authorization to implement the exemption
process.
7.3 SWllIiYision/Condominium ApprovalJ:!
Five options were considered by the Team:
(a) maintain status quo;
(b) delegate entire process to local municipalities;
(c) partial delegation to local municipalities by part of macro process (eg.
application receipt and circulation);
(d) partial delegation to local municipalities by type of application (e.g.
rural/urban, standard/complex etc.); and
(e) delegate entire process to willing host local municipalities.
The pros and cons of each option were examined. Refer to Appendix 3 for a '
list of pros and cons of each option.
It was agreed that Option (e), delegate entire process to willing host
local municipalities, was the recommended option. The delegation of
subdivision approval could improve customer service by simplifying the
process and potentially result in a faster process.
The Team agreed on the following delegation principles/guidelines to
address/protect Regional financial and policy interests.
7.3.1 Guidelines for Delegation of Subdivision Approvals
Delegation of all authority to approve plans of subdivision would be offered
to willing local municipalities. A specified effective date would be mutually
agreed to by various parties.
The local municipality, in considering applications for plans of subdivision,
would agree to ensure:
conformity with Durham Official Plan policies on the basis of the
opinion of the Regional Commissioner of Planning; and
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conformity with the local Official Plan on the basis of the opinion of the
chief local planning official.
Local municipalities that opt to assume subdivision approval authority, would
execute a Memorandum of Understanding, (MOU) with the Region prior to
assuming delegation. This would outline how matters of Regional interest
would be addressed, define procedures and requirements, define roles of
the Region, the municipality, the Conservation Authority and other agencies
in the process, and clarify a dispute resolution mechanism, all modelled as a
partnership. The following conditions and matters, amongst others, would
form the basis for the MOU:
to initially assume delegation for all existing files that have not
progressed to draft approval and to review the balance of the existing
files with a view to further delegation;
to assign file numbers in a particular manner, as set out by the Region
in consultation with local municipal staff;
to use a common form for all applications as set out by the Region in
consultation with local municipal staff;
to collect all of the Region's application fees;
to have regard for Provincial interests and the Provincial Policy
Statement as identified by the Regional Commissioner of Planning in
all decisions;
to address the Regional policy and interests as required by the
Regional Commissioner of Planning in all decisions;
to review and evaluate delegation within one year in conjunCtion with
the Region, with a view to continuous improvement of the planning
system;
to provide a notice of application receipt and draft/final approval
decisions, on a timely basis including statistical information;
to provide an annual statistical report by March of each year, on the
number and status of plans and the number and type of units
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approved in the previous year (using receipt, draft approval,
. registration and building permit issue as the categorization of data);
to inform the Region if the authority to approve has been further
delegated to a committee or an appointed officer; and
With the overall direction set, the next steps would include:
· completion of a Memorandum of Understanding that reflects the
guidelines for delegation above and clearly defines the
redesigned process; and
· adoption of delegation by-law by Regional Council.
7.4 ~Lot Control Approval.&.
Four options were considered by the Team:
(a) maintain status quo;
(b) delegate entire approval process to local municipalities;
(c) delegate to the entire approval process to Region; and
(d) partial delegation of approval process to local municipalities by type of
application (e.g. within a registered plan of subdivision and frontage on
a local road).
The pros and cons of each option were examined. Refer to Appendix 3 of
the Technical Compendium for a list of pros and cons of each option.
It was agreed that Option (b), delegate entire approval process to local
municipalities, was the recommended option. This delegation
administratively streamlines the process. Use of part-lot control implements
a predictable lot arrangement and does not affect any feature of the
subdivision to which the public or the other agencies have an interest (e.g.
walkways/street layout, public lands, water and sewer services or
capacities). The Region's interests have been adequately addressed in the
subdivision approval.
With this overall direction set, the next steps would include:
,
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· adoption of a delegation by-law by Regional Council, which would
establish conditions defining the scope of its use and how
Regional interests would continue to be satisfied; and
· preparation of detailed procedures in consultation with local
municipal staff.
7.5 Consent Approvat-aRegional Land Division Committee
Four options were considered by the Team:
(a) maintain status quo;
(b) delegate entire process to local municipalities;
(c) partial delegation to local municipality by type of application (e.g.
leases, easements, farm-related etc.); and
(d) delegate entire process to willing host local municipality.
The pros and cons of each option were examined. Refer to Appendix 3 of
Technical Compendium for a list of pros and cons for each option.
It was agreed that Option (a), maintain status quo was the
recommended option, with a goal to analyze the current system, to
further enhance it. This recognized that the existing system is effective
and efficient, results in consistencies across the Region, and there are no
significant service delivery advantages of delegating this function, at this
time.
8.0 Recommended Phase 2 Actions Regarding Data Collection and
AmlIysis, Studies. and Policy Formulation
The recommendations outlined in the Phase 1 - Review of Planning
Approval Processes, have laid a good foundation for the consideration of
improvements in the other Planning Services Areas. With the direction and
the identification of next steps for the Phase 1 agenda complete, the Team
turned its attention to the Planning Service Areas of Data Collection and
Analysis, Studies, and Policy Formulation.
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The importance of Data Collection and Analysis, Studies, and POlicy
Formulation, is the role they play in assisting the decision making process.
These Planning Service Areas provide the necessary information or
framework to guide appropriate and informed decisions, from support staff
to Council, at both the local municipalities and the Region. The availability
or ease of access to these items also affects the timeliness of decisions.
Consistency of approach is also important.
The review of these three Planning Service Areas should identify
opportunities to improve the value and effectiveness of service delivery, in
terms of the benefits listed in Section 3 - Objectives, of this Report.
In reviewing the manner in which Data Collection and Analysis, Studies and
Policy Formulation are dealt with and by whom, the following parameters
should be considered to improve the value of these planning services:
· the importance of these items for decision making;
· the ability and ease of using information;
· the efficient communication of information;
· the cost efficieocy of generating and updating information and
analysis;
· who can best generate and/or maintain particular items;
· integration/coordination of existing and new data collection efforts; and
· the collection and sharing of data for needs not currently met.
A review of these Planning Service Areas should follow similar steps as the
Phase 1 Planning System Review;
· who are the players involved;
· what data, studies, policy activities currently exist;
· who produces which type of data, studies, and policy;
· analyze the strengths and weaknesses of current system;
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· where appropriate, determine optional procedures;
· assess the pros and cons of each option;
· make recommendations; and
· address sharing of costs and confidentiality.
With this basic direction set, the next step would include:
· the establishment of a sub-committee to investigate
improvements to Data Collection and Analysis, Studies and
Policy Formulation planning activities. The sub-committee would
be composed of planning representatives from each local
municipality and the Region, and other stakeholders (ie. School
Boards, Conservation Authorities, etc.). Findings would be
reported to the Team.
This sets the direction for the Phase 2 examination of Data Collection and
Analysis, Studies and Policy Formulation. It is also important to clearly set
out the recommended next steps and implementation measures for Phase 1
planning approval process initiatives.
9.0 ~ Steps and Implementation
The Team has outlined some initial shifts in service delivery for some of the
planning system services. The next steps in the process is to move from
idea to implementation.
This requires four action steps:
· presentation of a Report to Regional Planning Committee
recommending that the Planning System Review Phase 1 Report,
be received for information and forwarded to local municipalities
for endorsement;
· endorsement of the Phase 1 directions by local Councils and
subsequent approval by Regional Council;
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· implementation of Phase 1 directions by the Planning System
Review Team by the end of 1999. This would include any
approvals of Regional or local Councils (eg. memorandum of
agreements, by-laws, etc.); and
· co-ordination by Planning System Review Team of an
examination of service delivery improvements for Data Collection
and Analysis, Studies, and Policy Formulation. This would
involve preparation of a Planning System Review Phase 2 Report
with appropriate recommendations to Regional and Local
Councils.
10.0 Conclusions
The proposed changes will alter and improve the overall planning system.
Resources will have to be adjusted to account for these changed functions.
Detailed costing of the recommended system changes was not investigated,
as the Team felt that the effort required to investigate and analyse the cost
implications of the adjustments recommended was not warranted. Any shift
in administrative costs were judged by the Team to be minimal.
Benefits will come from the rationalization of functions/responsibilities and a
re-designed system that is simpler and less confusing to the development
industry and the public. This can have positive economic development
implications.
The various stakeholders consulted generally support the directions set out
in this Report. They are very interested in working with the Team on the
details of implementation.
The direction set for the redesigned and improved planning approval
process meets the Goals and Objectives set out in Sections 2.0 and 3.0 of
this Report.
There will be a need to continuously monitor the changes implemented to
determine further improvements and to make any adjustments deemed
necessary.
Durham Planning Directors support the recommendations of the Planning
Systems Review Phase 1 Report. We appreciate all of the assistance
received from the various stakeholders in this review. With the adoption of
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the recommendations set out in this Report, the Planning System Review
Team will initiate the necessary action plan to bring about implementation.
630
DURHAM PLANNING SYSTEM REVIEW TEAM
PLANNING TEAM
NAMEfTlTLElMUNICI PALlTY
Neil Carroll, Director of Planning,
Town of Pickering
Nestor Chornobay, Director, Strategic
Planning, Region of Durham
Jim Blair, Director, Current Operations,
Region of Durham
David Crome, Director of Planning &
Development, Municipality of Clarington
Earl Cuddie, Chief Administrative
Officer, Township of Scugog
Leo DeLoyde, Director of Planning,
Town of Ajax
Thomas Gettinby, Director of Planning,
Township of Brock
Bruce Hunt, Director, Planning Branch,
City of Oshawa
Robert Short, Director of Planning,
Town of Whitby
Walter Taylor, Town Clerk, Township of
Uxbrid e
SIGNATURE
'~
,
//~~~~
631
Appendix 1
M VIEW
1) Agreed to concept of collaborative Initiative Meeting # 1
and defined parameters of process,
Including use of an outside facilitator. January 29, 1998
2) Reviewed and agreed to terms of reference Meeting # 2
and established ground rules.
February 12,1998
Established sub-group to select facilitator.
3) Initial meeting with facilitator. Meeting # 3
Established foundation issues ie. role of April 3, 1998
facilitator, minutes/agendas, objectives, time
lines, givens, deliverables, roles, ground
rules, communication channels, schedule of
meetings, etc.
4) Prepared chart of types of planning services Meeting # 4
and discussed Halton Region Process.
April 16, 1998
5) Revised chart of types of planning services. Meeting # 5
Agreed on need to map out macro April 23, 1998
processes involved in certain types of
planning services.
632
2
1) Agreed to concept of collaborative Initiative Meeting # 1
and defined parameters of process,
including use of an outside facilitator. January 29,1998
2) Reviewed and agreed to terms of reference Meeting # 2
and established ground rules.
February 12, 1998
Established sub-group to select facilitator.
6) Revised chart of types of planning services. Meeting # 6
Reviewed process for remaining sessions. April 30, 1998
Identified 5 types of planning services where
the 2 levels of government are Involved to a
significant extent.
Used subdivisions to work out process
mapping and to identify strengths and
weaknesses and opportunities for change.
633
3
7) Reviewed strength and weakness analysis Meeting # 7
for subdivisions, condominiums, part-lot
control, local official plan amendments May 7,1998
regional official plan amendments, and
consents by land division.
Considered chart to examine the data
collection and analysis service delivery area.
8) Revised chart of types of planning services. Meeting # 8
Used part-lot control process to identify May 20,1998
service delivery options and list pros and
cons for each option.
9) Identified service delivery options for Meeting # 9
consents and pros/cons for each option.
June 4, 1998
Introduced "willing host" concept for
delegation in recognition of differences in
expertise and/or staffing resources
10) Identilied service delivery options for Meeting # 10
plans subdivision/condominium and
pros/cons for each option. June 12, 1998
11) Generated a list of issues around the idea Meeting # 11
of subdivision delegation, based on the
need to protect Regional interests. June 23, 1998
(no quorum)
12) Agreement on principle of exemption of Meeting # 12
local official plan amendments from
Region's approval, subject to guidelines June 30, 1998
for identifying circumstances when the
Region would not grant exemption.
Identified weaknesses and potential
solutions in the Regional Official Plan
Amendment process.
634
4
13) Reviewed and revised subdivision Meeting # 13
delegation conditions.
- September 24,1998
Reviewed and revised local official plan
amendment exemption guidelines.
Discussed timing of getting input from
stakeholders. .
14) Finalized chart of types of planning Meeting # 14
services.
October 22, 1998
Reviewed and revised subdivision
delegation conditions.
Reviewed and revised local official plan
amendment exemption guideline.
15) Consensus on subdivision delegation Meeting #15
conditions.
November 12,1998
Revised local official plan amendment
exemption guideline. (Last session with
Tony White as
Determined that review of planning facilitator)
services involving data collection and
analysis/studies/policy formulation would
occur during Phase 2.
Reviewed basic report structure and
determined follow-up actions.
.
635
5
16) Arranged meeting with: Meeting #16
i) consultants working for Regional November, 1998
Goverance Committee; and
ii) with other stakeholders to obtain input.
Discussed changes to draft report and
determined follow-up actions to report
preparation.
17) Overviewed progress on Durham Meeting # 16
Planning System Review to consultants
for Regional Goverance Committee. December 17, 1998
Obtained input from various
stakeholders.
Discussed changes to draft report, with
late January 1999 as anticipated date for
completion.
18) Finalization of Report and discussion of Meeting # 17
implementation steps.
January 15,1999
H:\1.2\ADMIN\JWB\PSREVlEW\WORKPlAN.WPO
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Page 3-1
Appendix 3
SERVICE DELIVERY OPTIONS AND PRO/CON ANALYSIS
1. REGIONAL PLAN AMENDMENTS
WEAKNESS
POTENTIAL SOLUTIONS
. Public meeting overlap between local
official plan amendments and
Regional Official Plan Amendments
. joint public meeting/notice/minutes
held in local municipality
. Duplication of forms
. strive to coordinate/consolidate all
statutory public meetings
. Overlap in circulation with other
applications
. joint Regional/Local form
. consolidate circulation
. Lack of clarity surrounding leadership . clarify roles and responsibilities
and sign-off of technical studies eg:
Environmental Impact Studies
The_Team agreed that since delegation was not an option that the
focus should be on pinpointing current weaknesses in the system
and then devising solutions.
649
.
Page 3-2
2. Subdivision/Condominium
OPTION #1 - STATUS QUO
PROS
. familiarity with process
. one process for all
. allows for 3rd party mediation on
issues/conditions
. public meeting at local municipality
expedites the process
. implements regional & local policy
. any liability rests with approval
authority
. provides for regional control - capital
budget
. applications are dealt with by regional
CONS
. duplication of application (e.g. - fees,
forms, staff review)
. technical study, review requirements
are onerous
. provincial interest mapping not
immediately available to local
municipality
. lack of one-window
. lack of local knowledge
. 2 leads
2.2 OPTION #2
DELEGATE ENTIRE SUBDIVISION/CONDOMINIUM PROCESS TO
LOCAL MUNICIPALITIES
PROS
CONS
. improved Customer Service/One
Window
. faster process (potential for)
. simple
. increased accountability at the local
level
. may eliminate overlaps
. in-house technical expertise & control
,
. local knowledge
. Municipalities may have to have
add itional staff
. no opportunity for 3rd party mediation
. increased risk that Regional interests
would not be implemented
. increased administration costs to the
Region .
. liability of local municipality to opt out
of process
. reduction in economics of scale
. less consistency
650
Page 3-3
2.3 OPTION #3
PARTIAL DELEGATION OF SUBDIVISION/CONDOMINIUM TO LOCAL
MUNICIPALITIES
(i.e. by part of macro process)
PROS
CONS
. reduces duplication
. keeps strengths of existing system
while addresses the weaknesses
. allows a more "seamless" process at
local municipality
. addresses some of the CONS in
OPTIONS # 1 & 2
. confusion to applicant
. internally complicated (two leads)
. doesn't alleviate perception of
duplication
. "not quite a one-window approach"
2.4 OPTION #4
PARTIAL DELEGATION OF SUBDIVISION/CONDOMINIUM TO
- LOCAL MUNICIPALITY
(i.e. by type of application eg: urban/rural, standard/complex, condo)
PROS
CONS
. removes Region from process when
no regional interests are apparent
. certain applications may be expedited
(leg. Small in-fill)
. single lead
. certain condo applications expedited
. confusion to applicants, public & staff
. economics of scale issues
. two-windows
. interpretation of standard complex
2.5 OPTION #5
DELEGATION OF SUBDIVISION/CONDOMINIUM TO WILLING HOST
PROS
CONS
. keeps everyone happy
. fear of potential for forced delegation
Pros and Cons as per Options # 2 & 3
651
Page 3-4
It was agreed by the area municipalities that Option #5 "Delegation
of subdivision/condominium by Municipality to Willing Host" is the
preferable option. The Region felt that it could agree with this
option as long as a number of conditions were met and accepted
by the entire group. These conditions will be discussed at the next
meeting.
3. PART -LOT CONTROL
3.1 OPTION #1
MAINTAINS STATUS QUO
PROS
CONS
. FasUefficient & achieves Region's
objectives
. Provides impartial review
. Ensures compliance with Act
. Ensures compliance with Regional
policy
. Consistency across Region
. Keeping with the "spirit" of original
approved application
. Duplication of checking the by-law
. Confusion for applicanUcustomer
. Local impact issue (predominantly)
3.2 OPTION #2
DELEGATE ENTIRE PART-LOT CONTROL PROCESS TO LOCAL
MUNICIPALITIES
(Under certain conditions)
PROS
CONS
. Streamline
. Less administration
. Essentially local administration
. Conditions provide opportunities to
respect Regional interests
. Potential for abuse
. Regional interests may not be
considered
.
652
Page 3-5
3.3 OPTION #3
TRANSFER ENTIRE PROCESS TO REGION
PROS
CONS
. Consistency across the region
. Creates one point-of-contact
. Would require amendment to Act
. Creates inefficiencies for both local
municipalities & Region
. Inefficient for customer
3.4 OPTION #4
REGION PARTIALLY DELEGATES PART-LOT CONTROL TO LOCAL
MUNICIPALITY
(By type of application eg: frontage on a Regional Road)
PROS
CONS
. Streamlining for majority of applicants
. Compliance with Planning Act
. Regional interests would be
addressed
. Two points of contact for non-
delegated applicants
. Creates a 2-stage process for
exception
. Potential confusion for customers and
staff
It was agreed by the Team that Option #2 "Delegate Entire Process
to local municipalities under certain conditions" would be
recommended. The conditions for delegation will need to be
defined.
653
Page 3-6
4. CONSENT
4.1 OPTION #1 - STATUS QUO
PROS
CONS
. maintains impartiality (representation)
. ensure regional objectives are met
. ensure local objectives are met
. consistency across the Region
. availability of applications
. infrastructure knowledge
. access to in-house legal
. convenience to applicants, agents &
agencies
. regular schedule of meetings
. breadth of knowledge of land Division
Committee staff
. local - no need to hire extra staff
(North)
. low cost service
. distance to make application
(inconvenience)
. time * workload for simple application
. duplication of fees
. lack of coordination with Certificate of
Approval and other processes
. cost to the consumer
. lack of local knowledge
. (Urban/Rural) appeals carried by local
municipalities
4.2 OPTION #2
DELEGATE ENTIRE CONSENT PROCESS TO LOCAL AREA
MUNICIPALITIES
PROS
CONS
. one-window approach to related
applications
. opportunities to streamline
. enhanced customer service re: local
office
. local knowledge
. potential to reduce fees (urban)
. local municipalities will require more
staffing (Rural)
. loss of impartiality
. lack of consistency across Region
. more regional staff time/work
. questionable regard for regional
comments
. less opportunity for specialized staff
. inconvenience to customers making
multiple applications
. duplication of fees
654
J .
Page 3-7
4.3 OPTION #3
PARTIAL DELEGATION TO LOCAL MUNICIPALITIES
(By type of application eg: leases, easements, farm-related, urban area/rural area)
PROS
CONS
. implementation of regional policy
. opportunity to expedite simple
applications
. confusion to customer
. administrative duplications
. difficult to "clearly" split
. economies of scale loss
4.4 OPTION #4
DELEGATE BY MUNICIPALITIES
PROS CONS
. keeps everyone happy . fear of potential for forced delegation
Pros & Cons as per #2 & #3
It was agreed by the Team that Option #1 "Maintain Status Quo"
would be recommended the cons of the current system would be
investigated to provide greater efficiency.
655