9. TERMS OF REFERENCE FOR THE PLANNING COMMITTEE

MANDAT DU COMITÉ DE L’URBANISME

Committee recommendations, as amended

That Council approve the Committee’s Terms of Reference as outlined in Document 1, and that section 7(d) be amended to replace reference to “Affordable Housing Strategy” with the City of Ottawa “Housing Strategy” and section 7(e) be deleted, removing the reference to the Municipal Housing Statement.

Recommandations modifiées du comité

Que le Conseil municipal approuve le mandat du Comité décrit dans le document 1, et de modifier l’alinéa 7(d) afin de remplacer la mention de la « Stratégie de logement abordable » par la mention de la « Stratégie de logement » de la Ville d’Ottawa, et de supprimer l’alinéa 7(e), de façon à retirer la mention de l’Énoncé de principe municipal sur le logement.

Documentation

1. City Clerk and Solicitor’s report dated 4 January 2011 (ACS2011-CMR-CCB-0001).

2. Planning Committee Extract of Draft Minutes of 25 January 2011.

Report to/Rapport au :

Planning Committee

Comité de l’urbanisme

and Council/et au Conseil

January 4 2011 / le 4 janvier 2011

Submitted by/Soumis par : M. Rick O’Connor,
City Clerk and Solicitor/Greffier et Chef du contentieux

Contact Person/Personne ressource : Leslie Donnelly, Deputy City Clerk / Greffière adjointe

(613) 580-2424 x 28857, Leslie.Donnelly@ottawa.ca

City-wide

Ref N°: ACS2011-CMR-CCB-0001

SUBJECT: TERMS OF REFERENCE FOR THE PLANNING COMMITTEE

OBJET : MANDAT DU COMITÉ DE L’URBANISME

REPORT RECOMMENDATION

That the Planning Committee recommend Council approve the Committee’s Terms of Reference as outlined in Document 1.

RECOMMANDATION DU RAPPORT

Que le Comité de l’urbanisme recommande au Conseil d’approuver le mandat du Comité tel qu’il est décrit dans le Document 1.

BACKGROUND

On December 8, 2010, City Council approved changes to Council’s committee structure as part of the 2010-2014 Governance Review. Conducted at the beginning of each term of Council, the Governance Review is an examination of the City’s governance structure and the corresponding policies and procedures.

As is customary with every Governance Review, several changes to the City’s decision-making process have been adopted, most notably for the purposes of this report, a revised Standing Committee structure and adjusted Committee mandates for reporting to Council.

With a new Standing Committee structure now in effect, it is necessary to update the Terms of Reference documents that guide each Committee. The Terms of Reference provide a clear understanding of: the jurisdiction of each Committee in terms of making recommendations to Council on municipal programs, projects and issues; departmental reporting responsibilities; and the overarching goals of the Committee. An equitable and clear division of responsibilities between Standing Committees is essential for providing effective direction within the Corporation and accountability and transparency for members of the public.

The existing Terms of Reference documents were approved in Q1 2006 after the Rural Summit and require significant updates to reflect how the City is currently doing business. Since that time, the City’s corporate structure has undergone realignments which necessitate changes to titles and reporting. Further, with the approval of the 2010-2014 Governance Review, the former Planning and Environment Committee has now been split into a separate Planning Committee and Environment Committee. This division necessitates an overall review of the new Planning Committee’s Terms of Reference.

DISCUSSION

The mandate of the former Planning and Environment Committee had generally remained the same since the Terms of Reference were approved in 2006. However, with the division of the Committee into two separate Committees, a complete review of the Terms of Reference for the Committee was necessary.

The proposed new Terms of Reference for the Planning Committee, outlined in Document 1, focus on clarifying the mandate and further highlighting the Committee’s important planning responsibilities.

CONSULTATION

The Chair of the Planning Committee was consulted on the development of the Terms of Reference to reflect the mandate of this Committee. Additional consultation took place with the City Manager’s Office, the City Clerk & Solicitor, Legal Services, and the Deputy City Managers’ Offices. As this is an internal, administrative matter, public consultation was not conducted.

LEGAL/RISK MANAGEMENT IMPLICATIONS

There are no legal/risk management implications related to this report.

FINANCIAL IMPLICATIONS

There are no financial implications related to this report.

SUPPORTING DOCUMENTATION

Document 1 - Planning Committee Terms of Reference, 2011

DISPOSITION

Upon approval of the report by Council, the Terms of Reference will become the mandate and governing authority for the Planning Committee to be implemented by the City Clerk’s office.

Document 1

PLANNING COMMITTEE

Terms of Reference

The Planning Committee is responsible for overseeing all development and planning within the urban boundary in accordance with the City’s Official Plan document, including zoning designations, community planning, site design requirements and affordable housing.

MEMBERSHIP

Membership of the Planning Committee shall consist of Members of Council, as approved by Council. The Mayor is an ex-officio member.

GENERAL RESPONSIBILITIES

The Planning Committee shall:

1. Be responsible directly to Council for those items emanating from:

a) Applicable branches within the Infrastructure Services and Community Sustainability portfolio, specifically the Planning and Growth Management Department;

b) Applicable branches within the City Operations Portfolio, specifically the Community and Social Services Department;

c) Any Advisory Committees or Sub-committees that are within the area of responsibility of the Planning Committee;

d) The two urban panels of the Committee of Adjustment; and

e) Local boards, agencies and corporations that are created by, and report to, this Committee.

2. Ensure co-ordination and consultation with other Standing Committees and departments where responsibilities overlap on planning matters and on issues relevant to the mandate of more than one Committee.

3. Have the authority to hear briefings on litigious matters of a planning and development nature and to give direction to the City Clerk and Solicitor on such matters where it is consistent with current Council direction or policy.

4. Subsequent to the approval of the budget, consider, for recommendation to Council, all operating and capital budget adjustments pertaining to items within the Committee mandate.

5. Consult with the Agricultural and Rural Affairs Committee on issues having an effect on the City’s rural residents and businesses, or relating to items of interest for the agricultural and associated industries.

6. Receive reports from staff regarding the exercise of delegated authority (By-law 2009-231) on items within the Committee’s mandate.

7. Receive public delegations on matters affecting general land use planning in the City of Ottawa and hold public hearings, as required by the Planning Act, the Ontario Heritage Act and the Municipal Act, 2001.

8. Review and recommend to Council revisions to the Planning Committee Terms of Reference, as required.

9. Address all matters related to, and arising from, Advisory Committees or Sub-Committees under the Standing Committee’s responsibility and that are in line with the established Committee and Council Strategic Plans.

10. Have the delegated authority to decide matters that are consistent with the application of federal and/or provincial statutes and/or regulations.

11. Recommend to Council, the City of Ottawa’s participation in federal or provincial cost-sharing programs for matters within the mandate of the Committee.

12. Monitor federal and provincial legislation with a distinct impact on planning matters.

13. Recommend to Council proposed by-laws that are under the Committee’s jurisdiction.

14. Pursuant with the Delegation of Authority By-law (Section – Conferences and Conventions), approve Councillors travel and attendance at conferences that are related to the Committee’s mandate.

SPECIFIC RESPONSIBILITIES

The Planning Committee shall:

Planning

1. Provide direction to staff for the implementation of the planning and development goals and policies as outlined in the City’s Official Plan document.

2. Make recommendations to Council with respect to all Official Plan matters.

3. Ensure the proper investigation and survey of the physical, social, economic and environmental conditions in relation to the development and redevelopment of land within the urban boundary.

4. Consult with applicable local boards having jurisdiction within the City of Ottawa and whose mandates deal with items pertaining to this Committee.

5. Make recommendations to Council on items related to the delegation by the Ontario Ministry of Municipal Affairs, as set out in the Planning Act, for those matters not delegated to staff.

6. Review and make recommendations to Council concerning other planning matters of the City, including neighbourhood area studies, special studies, aerial photography and mapping, development control matters and planning policy matters.

7. Make recommendations to Council on appointments to the urban panels of the Committee of Adjustment.

8. When applicable, and where delegation of authority has been lifted, review and consider reports on the following matters that are consistent with an adopted Council policy and fall within the mandate of the Committee:

· Subdivision and condominium applications;

· Extensions of draft plan approvals;

· Site Plan Control applications;

· Approval of Zoning By-laws;

· Land severance applications and minor variances granted by the two urban panels of the Committee of Adjustment;

· Official Plan amendments;

· Street openings and closings;

· Street name changes;

· Municipal addressing;

· Administration and enforcement of the Ontario Building Code;

· Lifting of 30 cm reserves;

· Lifting of Holding Provisions;

· Signs By-laws, Variances and Amendments; and

· Cash-in-lieu of Parking agreements.

9. Review and make recommendations to Council on the planning, design and implementation of infrastructure for developing communities, specifically Environmental Assessments that relate to infrastructure required for future subdivision growth.

Development Charges

10. Review and make recommendations to Council on all front-ending agreements pertaining to items within the mandate of this Committee.

11. Review and make recommendations to Council on all issues pertaining to the Development Charges Act.

12. Review and make recommendations to Council on the general enactment of the Development Charges By-law.

Affordable Housing

Make recommendations to Council on housing policies for the City’s Official Plan, based on:

(a) housing requirements and targets for the City of Ottawa;

(b) federal and provincial housing policies and other related policy initiatives;

(d) the implementation of the City of Ottawa Affordable Housing Strategy and related housing policy initiatives; and

(e) matters designed to ensure that the City of Ottawa Municipal Housing Statement remains up-to-date.

8. Make recommendations to Council on how to adequately and affordably house Ottawa residents, and provide options for increasing the supply of affordable housing.

9. Make recommendations to Council on all issues related to any funding opportunities from other levels of government or other sources, supporting projects along the spectrum of housing-related needs from new construction, to renovations to supportive housing.

(Note that Community and Protective Services Committee (CPSC) is responsible for housing policies related to the ongoing administration and funding of existing social housing programs, emergency shelters, supportive housing and homelessness programs – see CPSC Terms of Reference)

Heritage

10. Make recommendations to Council on heritage protection within the urban boundary through applications and proposals brought forward by the Ottawa Built Heritage Advisory Committee for designation under the Ontario Heritage Act as well as other heritage applications.

11. Make recommendations to Council on general heritage matters including the development and implementation of heritage policies, by-laws, strategies and programs applicable to the urban and suburban areas of the City.