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CORPORATION OF THE TOWN OF NEWCASTLE
PLANNING AND DEVELOPMENT DEPARTMENT T.T.EDWARDS,M.C.I.P.,Director
HAMPTON,ONTARIO LOB UO TEL.(416)263.2231
REPORT TO THE GENERAL PURPOSE AND ADMINISTRATION COMMITTEE MEETING
OF FEBRUARY 18, 1985
REPORT NO. : PD-35-85
SUBJECT: DEVELOPMENT CONTROL ACTIVITIES
ADMINISTRATION
OUR FILE: Pln 30.1
RECOMMENDATION:
It is respectfully recommended that the General Purpose and
Administration Committee recommend to Council the following:
1 . That Report PD-35-85 be received for information.
BACKGROUND AND COMMENTS:
On January 21 , 1985, the General Purpose and Administration
Committee passed the following resolution requesting a report on
the Town 's development control activities and administration of
development agreements:
"BE IT RESOLVED THAT staff review the Town's ability to
satisfactorily perform its responsibilities relating to
review, administration, inspection and co-ordination of
such development, and present to Committee a report and
recommendations which deals with the method and mechanics
of administration and staffing requirements."
Staff interprets this request as an expression of Council concern -`'
for the expeditious and efficient administration of the numerous
REPORT NO. : PD-35-85 Page 2
development agreements presently in force within the Town of
Newcastle, a need which is becoming increasingly evident as a
result of heightened development activity within the Town. Staff
share the Council 's concern and have reviewed the situation in
order to identify the best possible means of dealing with these
concerns.
At present, administration of Development Agreements is the
responsibility of the Planning and Development Department, which
is responsible for co-ordinating the preparation of all
Development Agreements and their ultimate execution and
implementation. However, given the nature of development, there
is a great deal of cross-departmental information exchange
required in order to ensure that all the terms of the agreements
are being complied with. This is particularly critical where
Performance Guarantees, inspections and issuance of building
permits are involved.
At the present point in time, administration of the agreements is
the responsibility of the Planner handling the particular file.
This function is carried out in addition to all other assigned
responsibilities, and given the complexity of the files in the
extensive system of checks and balances, contained within the
agreements, it is a very time consuming exercise, but one which is
required in order to ensure that the developer's obligations have
been met prior to construction of any of the works or homes
proceeds.
Ideally, the responsibility for administering the Development
Agreements should rest with one individual only. However, given
the present level of activity and other departmental activities,
i
this can not be achieved without the addition of Staff unless
substantial technical improvements can be achieved within the
Department. Given the present space limitations and the
uncertainty as to whether or not current levels of activity will
continue, it would be, in our estimation, unwise to increase Staff
I
complements at this time.
. . .3
REPORT NO.: PD-35-85 Page 3
Through the budget preparation process, Staff have attempted to
address this need through our recommendations relative to the
acquisition of computer capabilities. It is felt that the
addition of mini or micro computers to the Planning and Public
Works Department would provide the most cost effective means of
improving the Town 's ability to deal with increasing pressures
relative to administering Development /agreements and
correspondingly reduce the amount of time actually spent on this
aspect of development control . The addition of computer
capability to our departments will , of course, require some
additional training and the possible upgrading of existing
technical staff. It will , however, avoid the need, in the short
term, for additions to existing staff complements and will
substantially improve our ability to monitor development
activity.
Based on the foregoing considerations, Staff have recommended that
the necessary computer hardware and software be acquired, and have
made appropriate allocations within the 1985 Budget.
Respectfully submitted,
T.T. Edwards, M.C.I .P.
Director of Planning
R.G. .Dupuis, P. En
g.
9
Director of Public Works
TTE*jip
February 8, 1985