Hamilton AGENDA OPEN FOR BUSINESS SUB-COMMITTEE June 24, 2016 1:30 p.m.
Council Chambers, 2nd Floor Hamilton Cit Hall, 2ndFloor 71 Main Street West Loren Kolar Legislative Co-ordinator Extension 2604
1. CHANGES TO THE AGENDA 2. DECLARATIONS OF INTEREST 3. APPROVAL OF MINUTES OF PREVIOUS MEETING 3.1 May5,2016
4. DELEGATION REQUESTS 5. CONSENT ITEMS
6. PUBLIC HEARINGS/DELEGATIONS 7. PRESENTATIONS 7.1 Commercial and Mixed Use Zone and Transit Oriented Corridor Zone Project Presentation and Update
8. DISCUSSION ITEMS 8.1 Improvements to the Zoning Review of Development Planning
Applications (PED16150) (City Wide) 8.2 Business Licensing By-law - Initial Public Consultation (PED16125) (City
Wide) (item deferred from the May 5, 2016 meeting) 8.3 AMANDA Roadmap Update from the Manager, Amanda Review and Implementation Project (item deferred from the May 5, 2016 meeting) (no
copy)
Open For Business Sub-Committee Agenda
June 24, 2016
Page 2 of 2
8.4 Business Cafe Proposal from the Hamilton Chamber of Commerce and the Planning and Economic Development Department (item deferred
from the May 5, 2016 meeting) (no copy) 9. MOTIONS
10. NOTICES OF MOTIONS 11. GENERAL INFORMATION/OTHER BUSINESS 12.
ADJOURNMENT
3.1
Hamilton OPEN FOR BUSI ESS SUB-COMMITTEE MINUTES 16-002 Thursday, May 5, 2016 9:30 a.m.
Council Chambers, 2nd Floor
Hamilton City Hall Present:
Mayor F. Eisenberger Councillor M. Pearson, Chair Councillors T. Whitehead, L. Ferguson, A. VanderBeek, R.
Pasuta Also in attendance:
Patrick Campbell, Stoney Creek Chamber of Commerce Kathy Drewitt, Business Improvement Area Advisory Committee Matt Johnston, Hamilton-Halton Homebuilders Association Keanin Loomis, Hamilton Chamber of Commerce Graham McNally, Hamilton Burlington Society of Architects Megan Platts, Hamilton Burlington Realtors Association
Absent with Regrets:
Councillors M. Green and J. Partridge - City Business
THE FOLLOWING ITEMS WERE REPORTED FOR THE CONSIDERATION OF THE GENERAL ISSUES COMMITTEE: 1. On-line Development Application Web Layer, Geographic Information
System (GIS) Planning & Analysis (Item 7.1) (FergusonA/anderBeek) That staff be directed to provide training to the Councillors and their Executive Assistants, 30 days after the on-line release of the new Geographic Information System (GIS) Enhancements.
CARRIED
Open for Business Sub-Committee Minutes 16-002
May 5, 2016 Page 2 of 6
2. Temporary Business Licence - Pilot (PED16103) (City Wide) (Item 8.1) (Ferguson/Whitehead) That Report PED16103 respecting the Temporary Business Licence - Pilot, be received.
CARRIED 3. Improving Planning Application Review (CI-15-E) (PED16040) (City Wide) (Referred to the Open For Business Sub-Committee, from the Planning Committee Report 16-003) (Item 8.2)
(Ferguson/Whitehead) (a) That the requirements listed under the Complete Application Requirements and Formal Consultation be amended to include the following: (i) That the Community Consultation requirement not be considered mandatory prior to the submission of an application; (ii) That the Community Consultation requirement be considered mandatory after the submission of an application; (iii) That the Community Consultation after the submission of an application include options such as “Neighbourhood Meetings . (Pearson/VanderBeek) (b) That staff be directed to review the requirements of the pilot-project for the Design Review Panel, and that definite criteria be included to encompass exact implications for the development community; and
(Whitehead/Ferguson) (c) That Report CI-15-E/PED16040, Improving Planning Application Review, be referred back to the Planning Committee.
CARRIED FOR THE INFORMATION OF THE COMMITTEE: (a) CHANGES TO THE AGENDA (Item 1) The Clerk advised of the following changes:
1. ADDED DELEGATION REQUESTS (ITEM 4) 4.1 Delegation request from Sergio Manchia, UrbanSolutions Planning & Land Development Consultants Inc., respecting Item 8.2 Improving Planning Application Review (CI-15-E)
(PED16040) (for today s meeting).
Open for Business Sub-Committee Minutes 16-002
May 5, 2016 Page 3 of 6
(FergusonA/anderBeek) That the agenda for the May 5, 2016 meeting be approved, as amended.
CARRIED
(b) DECLARATIONS OF INTEREST (Item 2) There were no declarations of interest.
(c) APPROVAL OF MINUTES (Item 3) (I) January 28, 2016 meeting (Item 3.1) (Pasuta/Ferguson) That the Minutes of the January 28, 2016 meeting be approved, as presented.
CARRIED (d) DELEGATION REQUEST (Item 4) (I) Delegation request from Sergio Manchia, UrbanSolutions Planning & Land Development Consultants Inc., respecting Item 8.2 Improving Planning Application Review (CI-15-E) (PED16040)
(for today s meeting) (Item 4.1) (VanderBeek/Pasuta) That the delegation request from Sergio Manchia, UrbanSolutions Planning & Land Development Consultants Inc., respecting Item 8.2 Improving Planning Application Review (CI-15-E) (PED16040) for today s meeting, be approved.
CARRIED
(e) STAFF PRESENTATIONS (Item 7) (I) On-line Development Application Web Layer, Geographic Information System (GIS) Planning & Analysis (Item 7.1) Angela Monaco and Richard Paola, GIS - Planning and Analysis addressed the Committee respecting the On-line Development Application Web Layer, with the aid of a PowerPoint presentation. A copy of the presentation has been included in the public record. Their presentation included, but was not limited to the following: • Introduction • Development Application • Application Types • Data Attributes • Basic Stats • Demonstration
• Next Steps
Open for Business Sub-Committee Minutes 16-002
May 5, 2016 Page 4 of 6
(VanderBeek/Ferguson) That the presentation respecting the On-line Development Application Web Layer, Geographic Information System Planning & Analysis, be received.
CARRIED For disposition of this matter, please refer to Item 1
(ii) Status of the Open For Business Initiative by the General Manager, Planning and Economic Development (Item 7.2) Jason Thorne, General Manager, Planning & Economic Development
addressed the Committee respecting the Status of the Open For Business Initiative, with the aid of a PowerPoint presentation. A copy of the presentation has been included in the public record. Mr. Thorne s presentation included, but was not limited to the following: • 22 initiatives in 12 month • Eliminating the unnecessary steps • Streamlining the necessary steps • Clear guidelines and expectations • Technology • Staff development and customer service (Ferguson/Pasuta) That the presentation respecting the Status of the Open For Business Initiative, be received.
CARRIED (f) DISCUSSION ITEMS (Item 8) (I) Temporary Business Licence - Pilot (PED16103) (City Wide) (Item 8.1) Ken Leendertse, Director, Licensing and Monica Ciriello, Senior Project Manager made themselves available to answer questions from the Committee.
For disposition of this matter, refer to Item 2.
(ii) Improving Planning Application Review (CI-15-E) (PED16040) (City Wide) (Referred to the Open For Business Sub-Committee, from the Planning Committee Report 16-003) (Item 8.2) Melanie Pham, Planner, addressed the Committee respecting the
Improving Planning Application Review (CI-15-E) (PED16040), with the aid of a PowerPoint presentation. Copies of the presentation were
Open for Business Sub-Committee Minutes 16-002
May 5, 2016 Page 5 of 6
distributed at the time of the meeting, and a copy has been included in the public record. Ms. Pham s comments included, but were not limited to the following:
• Status of PED16040 • Purpose of PED16040 ® Proposed Complete Application Requirements ® Concerns Raised - Community Consultation and Design Review Panel • Changes under consideration • Next Steps Sergio Manchia, UrbanSolutions Planning & Land Development Consultants Inc., addressed the Committee respecting the Improving Planning Application Review. His comments included, but were not
limited to: • I have concerns with two aspects of the report • More consultation is a better way to achieve goals, but it is the methods I am concerned with • Public participation prior to the application being deemed complete is inefficient • Meeting with the Design Review Panel prior to public participation regarding a submission is a dangerous situation • We cannot describe a project fully at this point in the process • Public consultation after the application is deemed complete would make sense
• Reports and studies cost a great deal of money ® Let s reduce the 1000 days, let’s move on to good urban design and let’s participate with neighbourhoods as best we can
(Whitehead/Ferguson) That the staff presentation and the delegation respecting Improving Planning Application Review (CI-15-E) (PED16040), be received.
CARRIED For disposition of this matter, please refer to Item 3. (iii) Business Cafe Proposal from the Hamilton Chamber of Commerce and the Planning and Economic Development Department (Item 8.3) This item was deferred to the next Open For Business Sub-committee meeting.
(iv) Consultation Program for Business Licence Review (Item 8.4) This item was deferred to the next Open For Business Sub-committee meeting.
May 5, 2016 Page 6 of 6
Open for Business Sub-Committee Minutes 16-002
(v) AMANDA Roadmap Update from the Manager, Amanda Review and Implementation Project (Item 8.5) This item was deferred to the next Open For Business Sub-committee meeting.
(g) GENERAL INFORMATION / OTHER BUSINESS (Item 11) (I) Continuous Improvement Team Updates (Item 11.1) Bill Janssen, Director, Open For Business Initiative addressed the Committee respecting the Continuous Improvement Team Updates. The information will be circulated to Council. (VanderBeek/Pasuta) That the Continuous Improvement Team Updates, be received.
CARRIED
(h) ADJOURNMENT (ITEM 12) (Ferguson/VanderBeek) There being no further business, that the meeting be adjourned at 12:43 p.m.
CARRIED Respectfully submitted,
Councillor M. Pearson, Chair
Open for Business Sub-Committee Loren Kolar Legislative Coordinator
Office of the City Clerk
• Zoning By-law 05-200 came into effect on May 25, 2005 and is being implemented in phases. • The current phase is introducing the
Commercial and Mixed Use (CMU) Zones and Transit Oriented Corridor (TOC) Zones.
• Implementation of the Urban Hamilton Official Plan • Create consistency in zoning for the Urban Area • Encourage new investment and/or redevelopment
opportunities • Prepare for development of the LRT Corridor • Acknowledge emerging trends
o
Open Air market Second Hand Goods
liance Store Hardware Store J3 1c Fixtures Shop General Merchandise
fg Grocery Store 2 Toy, Hobby or Souvenir Store
Retail
Camera and P otographic Supply Store
Plumbing Supply Appliance Store
Pet Shop "o Antique Store Jewellery Store Home Furnishings
(§ Hardware, Paint, Wallpaper and Glass store WomerTs Clothing 5* Confectionary Goods
Liquor Dispensary | Dry Goods Store (5 Home Im rovement
Photographer s Studio
Motion Picture Studio Art Gallery
Studio Radio Broadcasting Station Telecommunication Broadcasting
Artist s Studio
Personal Services Cloud
Q_
O in
Shoe Repair Shop
>, Self-Service Laundry Establishment
Jj Hairdressing Establishment Furrier § Wearing Apparel Workshop
Tailor s Shop Personal Service Dressmaker s Establishment Barber Shop
Laundry Establishment Dry Cleaning Establishment Reducing Salon Beauty Parlour Laundry Pick-Up Station
zs
o CD
CL 0
0 O CD Q.
0) CD
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C/)
C
0 CD
JZ
0 o C
Restaurant Cloud Hamilton.
Bars
Refreshment Stand Take Out and Delivery Food Service
| § Restaurant Licensed Restaurant o Eating Establishment Refreshment Room Unlicensed Restaurant
• Draft Zones are not being applied to the following lands either due to an existing Secondary Planning process or a current
OMB appeal: - West Harbour Secondary Plan area - Fruitland Winona - Centennial Neighbourhoods - Downtown Hamilton Secondary Plan area
Proposed Zone
Urban Hamilton Official Pla
Local Commercial (C1) (C2) and (C3)
Neighbourhoods
Zones
District Commercial (C4) Zone
District Commercial
Mixed Use Medium Density (C5) Zone Mixed Use - Medium Density Mixed Use Medium Density Pedestrian Predominant (C5a) Zone
Mixed Use Medium Density Pedestrian Predominant
Mixed Use High Density (C6) Zone
Mixed Use - High Density
Arterial Commercial (C7) Zone
Arterial Commercial
C3 Zone
MixedUseM diumDen
ilia
JiO
Pedestrian Oriented • Ground floor uses will encourage interaction with pedestrians
• Buildings that are brought up to the street
Mixed Use Area • Mixture of uses within a
building • Residential buildings mixed in
with Commercial buildings • Transit Supportive
• The Zone will permit commercial uses that meet the needs of the local residents. • Residential uses are permitted only on upper floors to maintain commercial uses and an active pedestrian environment.
Stable Residential Areas • Recognizing the existing residential neighbourhoods along the corridor • Any existing use that is not
residential will be recognized • Plan for future residential development
• The following Sections of Zoning By-law 05-200 will need changes to implement the Draft CMU and TOC Zones: • Section 4:
General Provisions
• Section 3:
Definitions
Parking • Schedule C: Special Exceptions • Section 5:
• Schedule D: Holding Provisions
An amendment to the Urban Hamilton Official Plan will be required to implement the CMU Zones and along the LRT Corridor. The amendments are to refine the parent and Secondary Plan policies to reflect areas for development/redevelopment potential and to allow preservation of other areas. Address planning trends that may have arisen along
the LRT Corridor
TRANSIT ORIENTED CORRIDOR ZONES Planning Committee and Council
October 2016 (to meet the Interim Control Bylaw expiry date)
COMMERCIAL AND MIXED USE ZONES Fall 2016 Open Houses (Wards 5-13, 15)
PLANNING COMMITTEE AND COUNCIL WINTER 2017
Staff appreciates your comments on the draft Commercial and Mixed Use Zones and the draft ransit Oriente Corr dor Zones. Your feedbac will e considered prior to. bringing the.Zones forward for Council approval,.
If you have any fee back please submit your com ents either b .mail or the
fee back form available at this meeting or online: City of Hamilton Polic Plan ing a d Zo ing B law Reform la ing & Eco omic Development. Depart e t
71 Mai Street 'West, 4th Floor
Ha ilton, ON LSP 4Y5 Shannon Mckie, Planner
Phone: 905-546-2424 Ext. 1288 Ema il : IRTzon ing ha m i It on xa Website: ww w.ha ml I o n a/LRTzo i ng
Timoth Lee, Pla ner o e 905-546-2424 Ext. 1249:
Em il: CM U zoning ha m ilto n a ebsite www.:hamiI.tonxa/CMUzoning
Thank you, staff would be pleased to answer any questions.
iiF
8.1
INFORMATION REPORT Hamilton TO:
Chair and Members Open for Business Sub-Committee
COMMITTEE DATE:
June 24, 2016
SUBJECT/REPORT NO: Improvements to the Zoning Review of Development Planning Applications (PED16150) (City Wide) WARD(S) AFFECTED: City Wide PREPARED BY:
Jorge M. Gaetano (905) 546-2424 Ext. 3931
Steve Robichaud (905) 546-2424 Ext. 4281
SUBMITTED BY:
Jason Thorne General Manager Planning and Economic Development Department
SIGNATURE:
Council Direction: Not applicable. Information: The purpose of this Report is to inform the Open for Business Sub-Committee that the Building Division will be hiring two additional Zoning Examiners in the Building Division on a temporary, pilot basis for 18 months to address two objectives that respond directly to issues raised through the Open for Business consultations with the development industry and other stakeholders. First, the pilot is intended to reduce the timeframe it is currently taking to provide Zoning comments for planning applications. Second, the pilot will introduce a new, enhanced service in which Zoning staff would now be able to comment on Formal Consultations (FC). This pilot will expand the current team of four Zoning Examiners to a team of six on a temporary basis. The total yearly cost of these two positions is estimated to be $180,000. The cost of these two positions will be covered through existing planning fees and charges that are available as a result of positive gapping pressures in the Planning Division. There would be no levy impact for the pilot project. OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
SUBJECT: Improvements to the Zoning Review of Development Planning
Applications (PED16150) (City Wide) - Page 2 of 3 Reducin Timelines for Zonin Reviews The Zoning Section of the Building Division is responsible for reviewing all planning applications (e.g. minor variances, Zoning Amendments, site plan applications) for compliance with the City s Zoning By-laws. In 2015 the Zoning Section received 375 planning applications. Currently, the time required for reviews of Zoning Amendments and site plan applications is between 43 days and 54 days (see Table 1). As part of the Open for Business initiative, the Planning and Economic Development Department is seeking to reduce this review period to 15 days, which is the target timeline established by the Planning Division. It is expected that the hiring of the two temporary Zoning Examiners will allow the Building Division to meet this 15 day target. It is important to note that the preliminary results from the Department s Lean process review confirms that Zoning review is a critical path item, so reducing the time necessary for Zoning review is expected to result in an overall reduction in approval timelines.
TABLE 1 Average Timeframes (Business Days) for Zoning Review of Planning Applications
(From January to May of 2016) Type of Application
Target Timeframe for Zoning Review
Actual Timeframe for Zoning Review
15 days
43 days
15 days
54 days
Zoning Amendments (includes ZAR, ZAC, ZAH, Cl, and ZAA
files) Site Plans (includes DA, SPA, MDA, DAB,
DAR, MDAR, SPAR and PSR files)
Zoning Review at Formal Consultation This pilot program will also introduce a new service to development applicants that is not currently offered. Currently, Zoning staff from the Building Division do not comment on Formal Consultations. By hiring the two additional temporary Zoning Examiners, it would allow Zoning staff to provide comments at the Formal Consultation stage. This would give an applicant the opportunity to be made aware of zoning issues at the very beginning of the process instead of having to wait until a formal planning application is made. This issue was raised in December of 2015 by the Hamilton Halton Homebuilders Association (HHHBA). They put forward the suggestion that a zoning review should be carried out in conjunction with Formal Consultation in order to
OUR Vision: To be the best place in Canada to raise a child, romote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
SUBJECT: Improvements to the Zoning Review of Development Planning
Applications (PED16150) (City Wide) - Page 3 of 3 expedite approvals. This item was further raised at the HHHBA / City of Hamilton Open For Business meeting of March 15, 2016. The hiring of the additional Zoning Examiners would address the HHHBA s recommendation and would be a process improvement in line with the Lean Approach which has a philosophy of continuous impro ement that enables an organization to meet the needs of its customers and employees. Reportin and Trackin Staff will be monitoring Zoning review timelines throughout the pilot project, including timelines by application type, in order to determine if the pilot is successful in reaching the 15 day target. Staff will also track Zoning reviews at Formal Consultations and survey applicants and the development industry with respect to this enhanced level of service.
After 12 months, staff will provide the Open for Business Sub-Committee with a report with respect to each of these KPIs in order to provide the committee an update on the effect that the additional staff has had on our approval timelines and level of customer service. At that time, and based on the evidence from the KPIs, staff will provide a recommendation with respect to the continuation, modification, or termination of the pilot program. Should the recommendation be to continue with the additional staff, a recommendation would be made either to refer it as an enhancement to the 2018 budget process or to accommodate the additional service through an increase to development application fees.
JMC/jmc
OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous com unity, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
INFORMATION REPORT Hamilton TO:
Chair and Members Open For Business Sub-Committee
COMMITTEE DATE:
May5, 2016
SUBJECT/REPORT NO: Business Licensing By-law - Initial Public Consultation
(PED16125) (City Wide) WARD(S) AFFECTED:
City Wide
PREPARED BY:
Monica Ciriello (905) 546-2424 Ext. 6656
SUBMITTED BY:
Jason Thorne General Manager Planning and Economic Development Department
SIGNATURE:
Council Direction: The Open For Business Sub-Committee, at its meeting of January 28, 2016, approved that staff be directed to report back on an initial input consultation schedule for the re¬ write of City of Hamilton Business Licensing By-law 07-170. Information: Staff is committed to a public consultation process to collect initial input on all Schedules affected by the re-write of the Business Licensing By-law. Two formal meetings are scheduled to hear input from stakeholders and the general public on all Schedules in the Business Licensing By-law. The meetings will be conducted by Licensing Division staff, and all members of Council are invited to attend. Staff intends to give a short presentation on the goal of the Business Licensing By-law re-write, and the remainder of the time will be dedicated to comments from the community. The two meetings for input from stakeholders and the general public are scheduled for: Date: May 26, 2016 Location: Room 264, City Hall (2nd Floor)
Date: June 1,2016 Location: Room 264, City Hall (2nd Floor)
Time: 4:00 p.m.-6:00 p.m.
Time: 1:00 p.m.-3:00 p.m.
OUR Vision: To be the best place in Canada to raise a child, romote innovation, engage citizens and provide diverse economic opportunities. OUR Mi sion: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
SUBJECT: Business Licensing By-law - Initial Public Consultation (PED16125) (City Wide) - Page 2 of 2
To maximize public engagement at the initial input level, a City e-mail address has been established;
[email protected]. and will be reviewed for overall initial input. The email address will be promoted on the City s Licensing website as well through other means of City social media. These comments will be collected and reviewed as staff draft each independent schedule. These comments may also be submitted by mail to Monica Ciriello, Senior Project Manager, at Suite 250, 77 James Street North, Hamilton,
ON L8R2K3. In addition to public consultation at the initial input level, stakeholders and license holders and the general public will have the opportunity to provide feedback on a draft schedule before it is presented to the Planning Committee for consideration. These public consultations will be schedule specific and dates will be determined as the drafts are complete.
Current Schedules Being Reviewed: • Schedule 7: Kennels and Pet Shops • Schedule 22 Salvage and Second-hand Goods, Pawnbroker and Jewellery and Precious Metals • Schedule 25: Taxicabs • Potential Ride Share Schedule
MC:cab
OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, espect and Teamwork.
O INFORMATION REPORT Hamilton TO:
Chair and Members Open for Business Sub-Committee
COMMITTEE DATE:
June 24,2016
SUBJECT/REPORT NO:
Improvements to the Zoning Review of Development
WARD(S) AFFECTED:
Planning Applications (PED16150) (City Wide) City Wide
PREPARED BY:
Jorge M. Gaetano (905) 546-2424 Ext. 3931 Steve Robichaud (905) 546-2424 Ext. 4281
SUBMITTED BY:
Jason Thorne General Manager Planning and Economic Development Department
SIGNATURE:
Council Direction: Not applicable. Information: The purpose of this Report is to inform the Open for Business Sub-Committee that the
Building Division will be hiring two additional Zoning Examiners in the Building Division on a temporary, pilot basis for 18 months to address two objectives that respond directly to issues raised through the Open for Business consultations with the development industry and other stakeholders. First, the pilot is intended to reduce the timeframe it is currently taking to provide Zoning comments for planning applications. Second, the pilot will introduce a new, enhanced service in which Zoning staff would now be able to comment on Formal Consultations (FC). This pilot will expand the current team of four Zoning Examiners to a team of six on a temporary basis. The total yearly cost of these two positions is estimated to be $180,000. The cost of these two positions will be covered through existing planning fees and charges that are available as a result of positive gapping pressures in the Planning Division. There would be no levy impact for the pilot project.
OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
SUBJECT: Improvements to the Zoning Review of Development Planning
Applications (PED16150) (City Wide) - Page 2 of 3 Reducin Timelines for Zonin Reviews
The Zoning Section of the Building Division is responsible for reviewing all planning applications (e.g. minor variances, Zoning Amendments, site plan applications) for compliance with the City s Zoning By-laws. In 2015 the Zoning Section received 375 planning applications. Currently, the time required for reviews of Zoning Amendments and site plan applications is between 43 days and 54 days (see Table 1). As part of the Open for Business initiative, the Planning and Economic Development Department is seeking to reduce this review period to 15 days, which is the target
timeline established by the Planning Division. It is expected that the hiring of the two temporary Zoning Examiners will allow the Building Division to meet this 15 day target. It is important to note that the preliminary results from the Department’s Lean process review confirms that Zoning review is a critical path item, so reducing the time necessary for Zoning review is expected to result in an overall reduction in approval timelines.
TABLE 1 Average Timeframes (Business Days) for Zoning Review of Planning Applications
(From January to May of 2016) Type of Application
Target Timeframe for Zoning Review
Actual Timeframe for Zoning Review
15 days
43 days
15 days
54 days
Zoning Amendments
(includes ZAR, ZAC, ZAH, Cl, and ZAA
files) Site Plans (includes DA, SPA, MDA, DAB,
DAR, MDAR, SPAR
and PSR files)
Zoning Review at Formal Consultation This pilot program will also introduce a new service to development applicants that is not currently offered. Currently, Zoning staff from the Building Division do not comment on Formal Consultations. By hiring the two additional temporary Zoning Examiners, it would allow Zoning staff to provide comments at the Formal Consultation stage. This would gi e an applicant the opportunity to be made aware of zoning issues at the very beginning of the process instead of having to wait until a formal planning application is made. This issue was raised in December of 2015 by the Hamilton Halton Homebuilders Association (HHHBA). They put forward the suggestion that a zoning review should be carried out in conjunction with Formal Consultation in order to
OUR Vision: To be the best place in Canada to raise a child, romote innovation, engage citizens and provide diverse economic opportunities. OUR Mission: WE pro ide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
SUBJECT: Improvements to the Zoning Review of Development Planning
Applications (PED16150) (City Wide) - Page 3 of 3 expedite approvals. This item was further raised at the HHHBA / City of Hamilton Open For Business meeting of March 15, 2016. The hiring of the additional Zoning Examiners would address the HHHBA s recommendation and would be a process improvement in
line with the Lean Approach which has a philosophy of continuous improvement that enables an organization to meet the needs of its customers and employees. Reportin and Trackin
Staff will be monitoring Zoning review timelines throughout the pilot project, including timelines by application type, in order to determine if the pilot is successful in reaching the 15 day target. Staff will also track Zoning reviews at Formal Consultations and survey applicants and the development industry with respect to this enhanced level of service.
After 12 months, staff will provide the Open for Business Sub-Committee with a report with respect to each of these KPIs in order to provide the committee an update on the effect that the additional staff has had on our approval timelines and level of customer service. At that time, and based on the evidence from the KPIs, staff will provide a recommendation with respect to the continuation, modification, or termination of the pilot program. Should the recommendation be to continue with the additional staff, a recommendation would be made either to refer it as an enhancement to the 2018 budget process or to accommodate the additional service through an increase to development application fees.
JMC/jmc
OUR Vision: To be the best place in Canada to raise a child, romote innovation, engage citizens and provide diverse economic opportunities, OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner. OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork.
