4.             ROADWAY MODIFICATIONS APPROVAL PROCESS FOR DEVELOPMENT APPLICATIONS

 

PROCESSUS D’APPROBATION DES MODIFICATIONS DE LA CHAUSSÉE VISANT LES DEMANDES D’AMÉNAGEMENT

 

 

 

Transportation COMMITTEE AND PLANNING AND ENVIRONMENT COMMITTEE RECOMMENDATIONS

 

That Council approve:

 

1.         That a new Roadway Modifications Approval process be integrated into the development review process, including public notification, for all development applications which require roadway modifications, in keeping with the One Stop Service delivery model endorsed by Council in March 2009; and

 

2.                  That the General Manager, Planning and Growth Management Department be authorized to establish an internal process and timelines such that Roadway Modification Approvals for development applications, are fully integrated into the development review process.

 

 

RECOMMANDATIONS DU COMITÉ DES transports ET DU COMITÉ DE L’URBANISME ET DE L’ENVIRONNEMENT

 

Que le Conseil approuve:

 

1.         Qu’un nouveau processus d’approbation des modifications de la chaussée soit intégré dans le processus d’examen des demandes d’aménagement, y compris les avis émis à l’intention du public, pour toute demande d’aménagement nécessitant des modifications de la chaussée, conformément au modèle de prestation de services en un point adopté par le Conseil en mars 2009;

 

2.         Que le directeur général d’Urbanisme et Gestion de la croissance soit autorisé à mettre en place un processus interne et des échéanciers, de manière à ce que les approbations de modification de la chaussée accompagnant les demandes d’aménagement soient entièrement intégrées dans le processus d’examen des demandes d’aménagement.

 

 

Documentation

 

1.                  Deputy City Manager's report Planning, Transit and the Environment dated 14 March 2010 (ACS2010-ICS-PGM-0001).

 

2.                  Extract of Draft Minutes 41, Transportation Committee, 5 May 2010.

 


Report to/Rapport au:

 

                                                    Transportation Committee

Comité des transports

 

and

 

Planning and Environment Committee

Comité de l’urbanisme et de l’environnement

 

and Council / et au Conseil

 

14 March 2010 / le 14 mars 2010

Submitted by/Soumis par: Nancy Schepers, Deputy City Manager/

Directrice municipale adjointe,

Infrastructure Services and Community Sustainability/Services d’infrastructure et Viabilité des collectivités

 

Contact Person/Personne-ressource : Michael Wildman, Manager/Gestionnaire, Development Review-Suburban Services/Examen des projets d'aménagement-Services suburbains, Planning and Growth Management/Urbanisme et Gestion de la croissance

(613) 580-2424 x 27811  Mike.Wildman@ottawa.ca

 

City Wide/à l'échelle de la Ville

Ref N°: ACS2010-ICS-PGM-0001

 

SUBJECT:

ROADWAY MODIFICATIONS APPROVAL PROCESS FOR DEVELOPMENT APPLICATIONS

 

 

OBJET:

processus d’approbation des modIFICATIONs de la chaussée visant les demandes d’aménagement

 

REPORT RECOMMENDATIONS

 

That Transportation Committee and Planning and Environment Committee recommend that Council approve:

 

1.                  That a new Roadway Modifications Approval process be integrated into the development review process, including public notification, for all development applications which require roadway modifications, in keeping with the One Stop Service delivery model endorsed by Council in March 2009; and

 

2.                  That the General Manager, Planning and Growth Management Department be authorized to establish an internal process and timelines such that Roadway Modification Approvals for development applications, are fully integrated into the development review process.

RECOMMANDATIONS DU RAPPORT

 

Que le Comité des transports et le Comité de l’urbanisme et de l’environnement recommandent au Conseil d’approuver ce qui suit :

 

1.         Qu’un nouveau processus d’approbation des modifications de la chaussée soit intégré dans le processus d’examen des demandes d’aménagement, y compris les avis émis à l’intention du public, pour toute demande d’aménagement nécessitant des modifications de la chaussée, conformément au modèle de prestation de services en un point adopté par le Conseil en mars 2009;

 

2.         Que le directeur général d’Urbanisme et Gestion de la croissance soit autorisé à mettre en place un processus interne et des échéanciers, de manière à ce que les approbations de modification de la chaussée accompagnant les demandes d’aménagement soient entièrement intégrées dans le processus d’examen des demandes d’aménagement.

 

 

BACKGROUND

 

In 2008, Council established a mandate calling for transparent and effective governance, service delivery excellence, and sustainable finances.  To implement this mandate, the City Manager determined how the organization needed to evolve in order to establish a service delivery model founded upon the principles of customer service enhancement.

 

In March 2009, as part of a corporate wide restructuring, the Planning and Growth Management Department (PGM) was created wherein key resources from other Departments were re-positioned into PGM, in order to establish a new “One Stop Service” delivery department for all aspects of development review and approvals. Specialized multi-disciplinary Development Review Teams were created to review all aspects of development applications.  In addition, embedded within the Development Review Branch Suburban Services, are Specialized Teams, one of which is the Design Review and Implementation Unit (DRI).  Part of the mandate of the DRI Unit is to review and approve Road Modification Approval Reports under Delegated Authority.  Selected changes are being developed to the Road Modification Approval process (RMA)  for development applications in order to create a new enhanced and streamlined process which is fully integrated with the development review process, with the overall objective of leveraging synergies created through the new departmental structure.  The result will be a process aimed at improved customer service, co-ordinated public notification, reduced approval timelines and resultant expenditures, elimination of overlap and duplication between departments, etc.  Non-development RMA approvals will continue to follow existing processes, including public notification.

 

DISCUSSION

 

On 08 October 2003, Council adopted the public consultation and statutory notification policy for roadway modifications (Document 1). 

This policy was a “carry forward” item originally emanating from the former Region of Ottawa-Carleton. This process; however, was created at a time when two levels of government had a role to play in various approvals, and thus was considerably disjointed, resulting in lack of overall co-ordination, duplication of effort and significant delays in achieving approvals.  Under this two-tier approach, the former Traffic and Parking Operations Branch managed the RMA process, while former Planning, Transit and Environment staff managed the development review process. The RMA process consistently lagged after the planning process, adding up to four months delay beyond the approval of the planning application.  These two separate and disjointed processes not only slowed down the overall approval process as noted, but also resulted in significant additional and unnecessary costs to the City and proponents in the way of staff resources, consultant efforts as well as the public notification process. 

 

In keeping with Service Excellence principles, enhanced client experience and the “One Stop Service” delivery model presented to Council in March 2009, it is proposed that development related RMAs be integrated with the development review process. 

 

By integrating the RMA and development review processes, the following will occur:

 

·         Pre-consultation will be co-ordinated for both planning applications and the RMA process, where warranted;

·         RMA staff will be embedded within the development review process from the on-set, and will work hand in hand with development review staff, resulting in better co-ordination and communication, as well as less duplication of effort;

·         Proponents will apply for RMA’s at the same time as making development applications (usually a site plan), resulting in a concurrent and co-ordinated review process;

·         Advertisement for development related RMAs will be in accordance with the process set out for the development review process;

·         RMA staff will commence working on the RMA process months earlier and will work out issues during the development review process;

·         Traffic Studies completed in support of RMAs will be available to the public online with the development application,

·         The public will be able to see and better understand the full picture when seeking information through a single point of contact,

·         Approval for RMAs and development applications will be co-ordinated together;

·         A single agreement will be used for RMA works and development works; and

·         Timelines will be reduced by up to four months.

 

By integrating the development review and RMA processes, there will be enhanced customer service, as well as cost savings for both the client and the City with the time saved by eliminating unnecessary duplication of effort, including costly advertising.  The Ward Councillor will continue to be able to withhold delegated authority and have planning matters rise to either Planning and Environment or Agriculture and Rural Affairs Committee; or alternately, RMA matters will rise to Transportation Committee.

 

This new integrated process will only apply to development applications.  All non-development RMA projects will continue to follow the same process set forth by Council as set out in Document 1.

 

ENVIRONMENTAL IMPLICATIONS

 

Planning applications will follow the integrated class environmental assessment process, where applicable.

 

RURAL IMPLICATIONS

 

It is proposed that the recommendations of this report be applied to all City Wards.

 

CONSULTATION

 

The development industry was consulted and participated in the development of this process though the Engineering Liaison Sub-committee.  The development industry supports this enhanced process.

 

City Clerk and Solicitor Department staff have been consulted.  Notification for development related RMAs will be through the City’s Planning process, including posting of on-site signage.

 

COMMENTS BY THE WARD COUNCILLOR(S)

 

Ward Councillors were not consulted prior to the submission of this report.

 

LEGAL/RISK MANAGEMENT IMPLICATIONS

 

There are no legal or risk management impediments to the implementation of this report’s recommendations.

 

CITY STRATEGIC PLAN

 

This report fulfils the City Strategic Plan that calls for transparent and effective governance, service delivery excellence, and sustainable finances. 

 

TECHNICAL IMPLICATIONS

 

There are no technical implications foreseen with the implementation of this report’s recommendations.

 

FINANCIAL IMPLICATIONS

 

There are no financial implications to approving the recommendations of this report.   The cost of sign production and placement will be borne by the applicant of the development application.

 

SUPPORTING DOCUMENTATION

 

Document 1    Public Consultation and Statutory Notification Policy for Roadway Modifications

 

DISPOSITION

 

Subject to Council approval, Planning and Growth Management staff will finalize the preparation and implementation of a new Roadway Modifications Approval process for development applications. Legal staff will ensure that one agreement is used for RMAs and development applications.

 

 


transportation Committee

Extract of

draft minutes 41

5 may 2010

 

ComitÉ des transports

extrait de l’ébauche

du procès-verbal 41

le 5 mai 2010

 

 

ROADWAY MODIFICATIONS APPROVAL PROCESS FOR DEVELOPMENT APPLICATIONS

processus d’approbation des modIFICATIONs de la chaussée visant les demandes d’aménagement

ACS2010-ICS-PGM-0001                             CITY WIDE / À L'ÉCHELLE DE LA VILLE

 

            Klaus Beltzner wanted to ensure that public consultations continue no matter what the legal obligations are under the Municipal Act or other statutes.  He explained that the City would not want to lose opportunities for making small improvements on projects that would create big benefits, had they been included.  Mostly, such benefits and improvements come about with input from the local community and he urged the Committee to ensure there is a healthy public consultation process for the planning of these activities, in terms of trying to improve any roadwork being planned at the planning stage.

 

            Following on this presentation and in response to questions posed by Councillor Legendre with regards to how the public would be affected, Mike Wildman, Manager, Development Review (Suburban) advised that the consultation process to be followed will be the same used for the development review process, which is far more enhanced than what is currently used.  The process involves a number of approaches taken, including:

·         on-site signage;

·         posting the proposed modifications to the City’s web site;

·         having the modification searchable under the development applications search tool;

·         posting all plans, reports and studies in support of the roadway modification on the City’s website;

·         circulating the particular application to all registered community associations.

 

He further noted that the ward councillor would be advised and public meetings can be held on an optional basis for site plans and on a mandatory basis for all other planning applications.  The delegation was pleased to hear these details from staff.

 

That Transportation Committee and Planning and Environment Committee recommend that Council approve:

 

1.         That a new Roadway Modifications Approval process be integrated into the development review process, including public notification, for all development applications which require roadway modifications, in keeping with the One Stop Service delivery model endorsed by Council in March 2009; and

 

2.         That the General Manager, Planning and Growth Management Department be authorized to establish an internal process and timelines such that Roadway Modification Approvals for development applications, are fully integrated into the development review process.

 

                                                                                                            CARRIED