By-law reviews

Upbeat music plays. B-roll of Ottawa.
Title “Understanding the City’s by-law review process” displays on screen. Upbeat music ends as title fades.
Ashley Cheslock appears on the screen with her name and job title in the lower corner of the screen.
Ashley: I’m sometimes asked – what exactly is a by-law? Simply put, by-laws are the local laws established by a municipality to regulate the variety of activities occurring within that city. In fact, the “by” in “by-law” comes from the old Norse word for “town” – so, at its root, a by-law is a town law.
B-roll of Ottawa relating to the by-law examples described in the next line.
Ashley: The City of Ottawa’s by-laws regulate many different types of activities, such as granting business licenses, ensuring our communities are safe and clean, and setting standards for noise in the community. Each new term of City Council, the Public Policy Development Team at the City of Ottawa works with employees in departments across the City to either develop new by-laws or review and update existing ones based on the Council approved by-law review framework.
Fiona Mitchell appears on the screen with her name and job title in the lower corner of the screen.
Fiona: There are many possible reasons to review and update a by-law, from changes in Provincial or Federal legislation to new enforcement approaches, and general updating requirements. Similarly, new by-laws may need to be developed to address gaps in regulations or emerging issues in the community that need regulations. Let’s take a closer look at what a by-law review involves and how important feedback from Ottawa’s residents and businesses is to this review work.
Flow chart of the six phases in the by-law review process displays with an “unlit” effect: Scoping, Research and Analysis, Engagement, By-law development and reporting, City Council / committee approval, By-law implementation. As each step is mentioned in the dialogue below, the corresponding step “lights up” on the screen.
Ashley: The by-law review process involves six phases: Scoping, Research and Analysis, Engagement, By-law development and reporting, City Council and committee approval, and finally, the implementation of the by-law. This process ensures that we stay consistent and on track when reviewing a by-law, which results in the development of sound public policy through evidence-based decision-making.

Ashley: The first phase, Scoping, sets the entire by-law review process up for success. This is where we confirm that, yes, a new by-law needs to be developed or an existing by-law requires review, and how extensive a review is required. Key issues along with community and industry partners are identified and we develop detailed plans to guide our work – because an extensive by-law review may take up to several years to fully complete!

Fiona: With our plans in hand, we move onto the next phase: Research and Analysis. A by-law may be impacted by legislative requirements, legal issues, other by-laws, economic or other factors at play in the regulated area, and even Council plans and initiatives. So it’s important from an early point in the review process that we have a clear understanding of these factors. We analyze issues and gaps in areas under review, identify and consider related best practices and technological trends, and determine whether the present moment is the best time to introduce new regulations to the area or amend the existing by-law. Based on these findings, we develop our policy directions for potential new regulations or amendments to the existing by-law.

Fiona: Once we have the policy directions in mind, it’s on to the Engagement phase. Every by-law project is different, meaning the engagement activities we plan differ for each review, ranging from surveys to consultation sessions and focus groups. For most reviews, we want and need input from residents as well as the businesses, community partners or other entities that may be affected by the regulations. We frequently consult with community associations, BIAs, advocacy groups and NGOs to understand their experiences with the subject matter under review, and to determine how new or different regulations may affect them. We always want to ensure that policy options are informed by data and evidence. By-laws under review may impact you or your business, so it's important that you let us know your feedback and how you may be affected.

Fiona: After we’ve summarized the findings from our engagement activities and research, we have the necessary information to draft the final recommendations for the by-law being developed or under review. This is a critical part of the process where we consider any related financial and legal implications, prepare supporting documents, and obtain all of the necessary internal approvals before presenting our recommendations to Committee and then City Council.

Ashley: In the Committee and Council approval phase, we take the final recommendations and materials from the previous phase and share this wealth of information with Members of Council and Committee Chairs. We’re available to discuss any questions and concerns, and overall ensure that City Council and Committees have all of the information they need to make an evidence-based, informed decision on the proposed by-law changes.

Ashley: If the proposed changes to the by-law are approved, the by-law review isn’t over just yet – it’s time to implement and communicate those changes! We may need to update forms and webpages, revise procedures, consolidate other by-laws, or train staff. Monitoring the implemented by-law is also important, just in case any technical issues arise that require additional support or an amendment.
By-law review flow chart appears on the screen. The linear flow chart morphs into a circular chart reflecting the cyclical nature of the by-law review process.
Ashley: Because, at its core, the by-law review process is a cycle. Once we reach “the end”, we’re really back at the beginning.
Ashley Cheslock appears on the screen.
Ashley: Creating and reviewing by-laws is a huge undertaking and one that we cannot do alone. With involvement from Ottawa’s residents, community partners, local businesses and industry experts, we ensure a systematic review for all regulatory by-laws. Sharing your experiences, observations and suggestions helps ensure that new or amended by-laws reflect the changes that our community needs to continue growing and thriving. We invite you to join us in the by-law review process – there’s always a review or two going on!
Text “ottawa.ca/bylawreviews” displays on the screen.
Ashley: Visit ottawa.ca (slash) bylaw reviews to learn more about our on-going and upcoming by-law reviews.
Screen fades to black and City of Ottawa logo displays.