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MUNICIPALITY OF CASSELMAN
DEVELOPMENT SERVICES REVIEW
January 2022
MUNICIPALITY OF CASSELMAN
DEVELOPMENT SERVICES REVIEW
January 2022
Prepared for:
Municipality of Casselman
Prepared by:
Re: public Urbanism
The information contained in this document produced by Re: public Urbanism is solely for the use of the
Client identified above for the purpose for which it has been prepared. Re: public Urbanism undertakes no
duty to or accepts any responsibility to any third party who may rely upon this document.
Municipality of Casselman Development Services Review
January 2022
TABLE OF CONTENTS
SECTION 1.0
1.1
1.2
1.3
INTRODUCTION
Introduction & Purpose
Methodology
Report Structure
1
SECTION 2.0
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
WORKFLOW ASSESSMENT
Building Permit
Minor Variance and Permission
Site Plan Control
Zoning By-law Amendment
Local Official Plan Amendment
County Official Plan Amendment
Plan of Subdivision and Condominium
Consent
Staff and Stakeholder Consultation
3
SECTION 3.0
3.1
3.2
3.3
3.4
PLANNING FEE REVIEW
Overview
Current Tariff of Planning Fees
Comparative Fee Analysis
Summary
40
SECTION 4.0
4.1
4.2
4.3
KEY ISSUES, OPTIONS ANALYSIS, & RECOMMENDATIONS
Key Issues & Options Analysis
Considerations for Evaluating Digital File/Land Management Solutions
Summary Recommendations
56
SECTION 5.0
5.1
5.2
5.3
5.4
RECOMMENDED INTERNAL PROCEDURES
Building Permit
Minor Variance and Permission
Site Plan Control
Zoning By-law Amendment
65
SECTION 1.0
INTRODUCTION
Municipality of Casselman Development Services Review
January 2022
1
1.1 INTRODUCTION & PURPOSE
In 2021 the Municipality of Casselman launched an internal review of its current planning and development
processes to modernize the processes, enhance accountability, improve customer service, and improve
the quality of development outcomes. The review was funded by the Province of Ontario under its Municipal
Modernization Program and focused on streamlining of workflows and service delivery improvements. For
this assignment the Municipality retained Re: public Urbanism to undertake a review of the Municipality's
planning and development processes which involved reviewing elements such as: interfacing with the public
/ applicants; the review of development applications for compliance with the Municipality's regulatory and
policy framework; funding of the development review process; and the fulfillment of statutory and legal
requirements.
The purpose of this report is to detail the analysis undertaken during the work plan and to introduce the
recommended business process improvements and revised processes. It is intended that this report be
used as the basis for the implementation of planning and development process improvements by the
Municipality of Casselman.
1.2 METHODOLOGY
The scope of work was undertaken in five stages as outlined below:
-
Review, validation, and analysis of existing planning, building, and engineering development review
and approvals processes in order to assess the existing workflows (i.e. application / approval
processes), staff roles, and statutory compliance of the Municipality's current development
approvals processes.
-
Consultation with internal and external stakeholders to validate the existing processes and identify
real or perceived inefficacies or gaps in workflows and service provision. This process included the
facilitation of two workshops. The first with internal staff and statutory bodies and the second, with
representatives from the local development community.
-
Development of an options analysis that identified and analysed potential service level
improvements for overall and individual workflows, assessing their implications from an
administrative and budgetary perspective, assessing technological and / or staffing solutions, and
making recommendations for service improvements.
-
Completion of a planning fee review of the Municipality's current tariff of fees involving an
assessment of the Department's existing revenue and expenses; a review of planning fees from
peer municipalities; and a recommended revised tariff of fees for planning applications.
-
Preparation of revised internal operating procedures based on the recommendations of the revised
workflows; the statutory obligations and timelines of the Municipality; and the integration with the
operating procedures of the other statutory bodies.
1.3 REPORT STRUCTURE
This report is divided into five sections:
-
Section 1 - Introduction, outlining the history, context, and work plan for the project
-
Section 2 - Workflow Assessment, summarizing the existing workflows for municipally-led
planning and development applications
-
Section 3 - Planning Free Review, a comparative analysis of the Municipality's planning fees in
relation to other regional peer municipalities
SECTION 1.0
INTRODUCTION
Municipality of Casselman Development Services Review
January 2022
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-
Section 4 - Key Issues, Options Analysis, and Recommendations, summarizing the key thematic
issues and proposed solutions
-
Section 5 - Recommended Process Guides, outlining recommended revisions to the processing
of municipally-led planning and development applications.
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To better understand where the Municipality can improve service levels or efficiency in the development
approvals process, it is important to develop a detailed understanding the current processes in place. With
assistance from municipal staff and the United Counties of Prescott Russell, the project team mapped out
the step-by-step process followed for each development application and identified the roles and
responsibilities in the processing of applications. The following section provides a detailed overview of
existing development approvals processes to assist in the evaluation of staff roles, efficiency, and statutory
compliance with applicable legislation. Each of the main development approvals processes have been
mapped according to actions and procedures, which ultimately made it easier to identify specific areas in
need of improvement or reorganization.
As a two-tier government, the reader will note that responsibilities of the United Counties of Prescott Russell
and Municipality of Casselman often overlap in the processing of certain development applications. This is
a result of the different delegations of approval authority under the Planning Act. These distinct and
overlapping responsibilities have been identified where applicable to better define roles in each process.
Further to the above, Sections 2.1 through 2.8 provide an overview of the development application approval
processes outlined below. For each, the approval authority has been denoted in brackets.
Section
Development Process
Approval Authority
2.1
Building Permit Application
Municipality of Casselman
2.2
Minor Variance and Permission
Municipality of Casselman
2.3
Site Plan Control
Municipality of Casselman
2.4
Zoning By-law Amendment
Municipality of Casselman
2.5
Local Official Plan Amendment
United Counties of Prescott Russell
2.6
County Official Plan Amendment
United Counties of Prescott Russell
2.7
Plan of Subdivision and Condominium
United Counties of Prescott Russell
2.8
Consent
United Counties of Prescott Russell
For each of the development processes above, the following information is presented:
Legislative Framework / Summary - summary of the basis and scope of authorities outlined under
the Planning Act and Building Code Act for the respective process;
Desired Outcomes - general intent of the process (i.e. what is the goal?);
Workflow Map - visual representation of the current workflow process in place based on input from
staff and review of internal processes; and,
Associated Parties, Roles, & Responsibilities - detailed table outlining each of the main parties or
positions involved in the process (i.e. planner, clerk, council) and their roles/responsibilities in the
respective process.
In preparing this report, the project team consulted with municipal staff and local stakeholders to discuss
existing workflows, identify issues, and begin to explore potential solutions. Section 3.9 provides a brief
overview of the discussions with stakeholders on the development approvals process in Casselman. Please
note that Section 4.0 of this report synthesises the findings of the workflow assessment and mapping to
identify the key issues, options for addressing them, and implications on different administrative facets of
the Municipality.
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2.1 BUILDING PERMIT
2.1.1 Legislative Framework / Summary (Building Permit)
Legislation
Building Code Act, 1992, S.O. 1992, c.23
Regulation
Ontario Building Code, O. Reg. 332/12
Municipal By-law
Building By-law No. 2020-013
Approval Authority
Municipality of Casselman Chief Building Official
A building permit is a document issued by the municipality to indicate that a proposed project complies
and/or otherwise meets the requirements of the Ontario Building Code, zoning, and any other applicable
legislation or law. In Ontario, a building permit is generally required prior to undertaking any works related
to construction, renovation, demolition, or change in use within a building or on a site. Building permits are
crucial in ensuring the building code is met (which outlines measures to ensure health and safety of users
is appropriately considered), that zoning and other planning controls are complied with, and that the natural
environment is considered where applicable.
A building permit is obtained through an application process administered by the Municipal Building
Department. As the sole member of the Building Department, the Chief Building Official in Casselman
administers buildings permits from application, to approval, to final inspection. Depending on the type of
construction, work, or class of building, different requirements for detailed designs, drawings, plans, or other
information may be applicable. Often, the Municipal Planner will assist the Chief Building Official with a
zoning review of more complex permit applications to ensure compliance before a permit is prepared.
Sometimes, a proposal does not comply with zoning or other applicable laws, which requires the Chief
Building Official to coordinate with other departments like Planning or Public Works to ensure any additional
approvals are addressed before a permit can be issued. Once a permit is issued for works, the Chief
Building Official also conducts inspections at various stages of a project as required to ensure compliance
with any code(s) or conditions of a permit.
2.1.2 Desired Outcomes
Ensuring the requirements of the Ontario Building Code and any local building by-law are met.
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2.1.3 Workflow Map (Building Permit)
Applicant meets with Building or Planning staff
to discuss proposed development
Applicant completes and submits application & required materials
Application
complete?
Building staff review application and materials for conformity with OBC. May
forward to Planning staff for assistance in zoning compliance review.
Direction provided to applicant
for outstanding requirements
or revisions needed
No
Planning
Approvals
Required?
Applicant meets with Planning
staff and initiates planning
approval process
Yes
Yes
Building staff inspect works (in iterations where necessary)
Applicant constructs works.
Planning Approval
obtained?
No
Building staff approve
application and issue permit.
No
Yes
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2.1.4 Associated Parties, Roles, and Responsibilities (Building Permit)
BUILDING PERMIT
Party
Roles & Responsibilities
Chief Building Official
File Lead / Administrative Lead
-
Pre-consults with applicant, provides advice and requirements for
complete application
-
Coordinates with Treasurer for intake and maintenance of building
permit deposit
-
Reviews application for completeness - open file if complete
-
Reviews permit and supporting information
-
If more complex permit, circulates to Municipal Planner for zoning
review
-
Coordinates with Treasurer for calculation and payment of
Development Charges (where applicable)
-
If additional approvals (site plan, zoning, etc.) needed,
coordinates with Municipal Planner to have applicant go through
process
-
If permit all permit requirements satisfied, prepares and issues
permit
-
Conducts follow-up inspection(s) of work when/where required
-
Conducts final inspection and issues relevant occupancy permits
Municipal Planner
Commenting Department
-
May participate in per-consultation stage to ensure no planning
approvals required
-
Reviews building permits where requested by CBO for zoning
compliance
Treasurer
Deposit and Development Charges Intake/Management
-
Collects and manages building permit fees and deposit(s)
-
Assists in calculation and collects and manages development
charge fees
3rd Party Engineer
Engineering Peer Review
-
Provides peer review services for engineering/infrastructure-
related matters, where requested by Municipality
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2.2 MINOR VARIANCE AND PERMISSION
2.2.1 Legislative Framework / Summary (Minor Variance and Permission)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Sections 44 & 45
Regulation
O. Reg. 200/96
Approval Authority
Municipality of Casselman Committee of Adjustment
Sometimes a development or use is proposed on a property that, while permitted in the zoning by-law, does
not conform exactly to one or more requirements of the zone (such as a minimum setback). If the non-
conformity is minor and/or the result of a unique circumstance (such as an irregular shaped lot), but the
proposal otherwise meets the intent of the zoning by-law, a minor variance may be applied for to approve
a reduction or elimination of a minimum standard to allow the development to proceed. Similarly, if a zoning
by-law is updated to prohibit certain uses on a site, but there is an existing use that was legally occurring
on the property before the zoning by-law was updated, a permission can be applied for that allows a legal
non-conforming or "grandfathered" use to be expanded or added onto.
Section 44 of the Planning Act authorizes a municipality to appoint a committee of adjustment to hear
applications of this nature. Committees of adjustment are most often tasked with reviewing and issuing
decisions on minor variances, permissions, and consent applications (where land division rests with the
local municipality). The Municipality of Casselman Committee of Adjustment only deals with minor
variances and permission requests as land division rests with the United Counites. To support the
Committee, a secretary treasurer is appointed, who is usually a member of municipal staff - this individual
will assist with application intake and circulation, as well as preparation for meetings and administrative
support for the Committee. The Committee itself may be made up of a mix of community members and
council, who are tasked with reviewing requests and issuing decisions.
Minor Variances
Minor Variances are granted through an application process, where an applicant would submit their request
to the Municipality for consideration at a formal hearing of the Committee of Adjustment. Under Section
45(1) of the Planning Act, the Committee may grant a minor variance from the provisions of the zoning by-
law in respect of the land, buildings, structures, or uses thereof, subject to the request meeting what are
commonly known as the "four tests":
1. Is the general intent and purpose of the Official Plan(s) maintained?
2. Is the general intent and purpose of the Zoning By-law maintained?
3. Is the variance minor in nature?
4. Is the variance desirable for the appropriate development or use of the land, building, or structure
in question?
In reviewing requests, municipal staff such as the Planner and Chief Building Official are typically asked to
comment on applications and provide input to assist the Committee in reaching a decision.
Permissions
Like minor variances, permissions are also granted through an application process to the Committee of
Adjustment. However, where a minor variance deals with relieving one or more zoning provisions (ex.
setbacks, lot coverage, number of parking spaces, etc.) required for a use permitted in the zoning by-law,
a permission deals with allowing for a pre-existing use or building that is not permitted in the zoning by-law
to be expanded, enlarged, or otherwise changed, so long as it was legally established before the date the
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zoning by-law prohibited it, and has continued until application to the Committee. Under Section 45(2) of
the Planning Act, where any land, building or structure, on the day the zoning by-law was passed, was
lawfully used for a purpose now prohibited by the by-law, a Committee of Adjustment may grant a
permission for the following:
i.
the enlargement or extension of the building or structure, if the use that was made of the building
or structure on the day the by-law was passed, or a use permitted under (ii) continued until the date
of the application to the committee; or
ii.
the use of such land, building or structure for a purpose that, in the opinion of the committee, is
similar to the purpose for which it was used on the day the by-law was passed or is more compatible
with the uses permitted by the by-law than the purpose for which it was used on the day the by-law
was passed, if the use for a purpose prohibited by the by-law or another use for a purpose
previously permitted by the committee continued until the date of the application to the committee;
or
iii.
where the uses of land, buildings or structures permitted in the by-law are defined in general terms,
may permit the use of any land, building or structure for any purpose that, in the opinion of the
committee, conforms with the uses permitted in the by-law
In reviewing requests, municipal staff such as the Planner and Chief Building Official are typically asked to
comment on applications and provide input to assist the Committee in reaching a decision.
Committee of Adjustment decisions on the above requests are subject to appeal rights under the Planning
Act.
Overall, minor variances and permission requests are intended to address smaller-scale departures from
zoning requirements, in lieu of a full zoning by-law amendment process, which can be more costly and time
consuming, and typically reserved for more substantive changes in land use that have the potential to affect
the larger community. Further to this, minor variance and permission requests are largely intended to allow
for the unique context or circumstances of individual sites or scenarios to be considered, as the "black and
white" nature of a Zoning By-law does not always lend itself to flexibility.
2.2.2 Desired Outcomes (Minor Variance and Permission)
Meeting the established 'four tests' of a minor variance by ensuring that the proposed application does not
negatively impact neighbouring properties, does not negatively change the character of the area, and
maintains the intent of the official plan and zoning by-law.
Allowing for legal non-conforming or "grandfathered" uses to be expanded or intensified in limited cases
where it may be appropriate.
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2.2.3 Workflow Map (Minor Variance and Permission)
Applicant meets with Planner
to discuss proposal
Applicant completes and
submits application & required
materials
Application
Complete?
Planner notifies applicant of complete submission.
CoA Secretary Treasurer schedules hearing with Committee.
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Notice of Public Hearing prepared and circulated.
CoA meeting to hear proposal
Decision - Notice of Decision issued
Planner notifies applicant of
incomplete submission
No
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
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2.2.4 Associated Parties, Roles, and Responsibilities (Minor Variance and Permission)
MINOR VARIANCE AND PERMISSION
Party
Roles & Responsibilities
Municipal Planner
File Lead / Commenting Department
-
Pre-consults with applicant and provides advice
-
Reviews application for completeness
-
Circulates application to commenting departments and agencies
-
Prepares recommendation to Committee of Adjustment
-
Presents recommendation to Committee of Adjustment
Chief Building Official
Commenting Department
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
Director of Physical
Services and Public
Works
Commenting Department
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
Clerk/Secretary
Treasurer, Committee of
Adjustment
Administrative Assistance
-
Arranges Committee of Adjustment hearing date
-
Coordinates with planner and prepares notice of hearing
-
Circulates notice of hearing
-
Prepares draft resolutions ahead of Committee of Adjustment
hearing
-
Prepares meeting minutes
-
Prepares and circulates Notice of Decision
Committee of
Adjustment Members
Decision-Makers
-
Review proposal and recommendation provided by staff
-
Hear presentation of oral/written submissions from applicant,
members of the public, and commenting agencies
-
Decide to approve (with/without conditions), defer, or refuse the
application
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2.3 SITE PLAN CONTROL
2.3.1 Legislative Framework / Summary (Site Plan Control)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 41
Municipal By-law
Site Plan Control By-law No. 2020-052
Approval Authority
Municipality of Casselman Council
While Zoning By-laws are the primary regulatory tool for development and land use in a municipality, they
often lack specific direction for larger-scale and more complex developments in terms of building design,
site layout, or other unique planning considerations that vary from one development to the next.
Furthermore, these types of developments come with more complex considerations for potential impacts
on the community, environment, and infrastructure. To help municipalities address this, Section 41 of the
Planning Act authorizes a municipality to designate, by by-law, any part or whole of the municipality as a
site plan control area and, if desired, specifically identify certain types of uses and development that are
subject to site plan control approval. Site Plan Control can be used to help the municipality ensure:
-
Development is constructed and maintained in accordance with Council approval;
-
Certain minimum standards for quality and appearance are upheld for new development;
-
Safe and easy access for pedestrians and vehicles is appropriately considered;
-
High quality design and sustainable features are incorporated into the building and site to positively
reflect on the community;
-
Adequate landscaping and stormwater drainage;
-
Incompatible development and/or aspects of development are carefully reviewed and considered
when regulating the location of buildings, structures, or site features, exploring mitigation measures
where necessary;
-
Municipal and community interests are legally protected via site plan agreement registered against
the title of the lands with respect to infrastructure, roads, and amenities/funding.
There are many different considerations to account for, which is why the site plan control process depends
on a collaborative effort of the applicant, municipal staff, and commenting/regulatory agencies (such as the
County or Conservation Authority) to ensure success.
By-law No. 2020-052 is the Municipality of Casselman Site Plan Control By-law. The by-law does not
identify a specific geographic area to which site plan control applies, but rather specific zones and types of
development, which generally include medium and high-density residential uses, and non-residential uses
like commercial, industrial, and institutional uses. The by-law further outlines the different requirements for
obtaining site plan control approval, including details on required studies or information, financial securities,
and the format required for submission.
2.3.2 Desired Outcomes (Site Plan Control)
Ensuring a functional development through the detailed site planning and design including site layout,
servicing, ingress and egress, and public safety.
Further, ensuring that development or redevelopment is of a high calibre and contributes positively to
community character and amenity.
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2.3.3 Workflow Map (Site Plan Control)
Applicant meets with Planner
to discuss proposal.
Applicant completes and submits pre- application.
Planner schedules pre- consultation meeting.
Applicant completes and submits application & required materials.
Application
Complete?
Planner circulates site plan package to commenting depts/agencies
Yes
Advice and feedback provided to applicant to assist with complete
submission.
Planner notifies applicant of
incomplete submission
No
Issues or
Concerns?
Comments provided to
Applicant. Site Plan revised
and resubmitted.
Site Plan Agreement prepared and forwarded to Applicant for review
Yes
No
Applicant
Satisfied with
Agreement?
Planner consults with
Applicant to identify potential
solutions & may revise draft
agreement if appropriate
No
Planner prepares by- law and final draft agreement for Council approval
Yes
Upon Council approval, financial securities and any other requirements of the
site plan agreement prepared and submitted by Applicant
Applicant signs the agreement, Municipality registers on title.
Building Permit issued - work on project begins.
Partial or full works completed - applicant request for inspection of completed
works and partial/full release of securities
Work Satisfactory
for Security
Release?
Securities released in
accordance with work
completed/approved.
Yes
No
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2.3.4 Associated Parties, Roles, and Responsibilities (Site Plan Control)
SITE PLAN CONTROL
Party
Roles & Responsibilities
Municipal Planner
File Lead / Commenting Department
-
Pre-consults with applicant and provides advice for completing
pre-consultation form
-
Arranges and leads pre-consultation meeting with municipal staff,
commenting agencies, and applicant
-
Prepares consolidated feedback letter for applicant to help
prepare application
-
Reviews application package(including all technical drawings,
plans, and reports) for completeness based on pre-consultation
requirements
-
Circulates application package to commenting departments and
agencies
-
Prepares consolidated feedback letter for applicant for any
required changes/revisions on behalf of commenting parties
-
Drafts site plan agreement and calculates securities required -
circulates draft agreement to applicant and discusses any
concerns
-
Prepares planning report and recommendation to council on site
plan control proposal and draft agreement
-
Assists Clerk with preparation of draft by-law for site plan and
agreement
-
Arranges signing of site plan agreement by both parties -
coordinates with Clerk to have site plan agreement registered
-
Coordinates intake of financial security deposit with Treasurer
-
Conducts and/or coordinates site visits and inspections as
necessary to review works completed (may be in response to
request for release of securities) - will work with other
commenting agencies and/or third party engineer services as
needed
Chief Building Official
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
-
Assist with site visits and inspections as-necessary to review
works completed (may be in response to request for release of
securities or part of building permit conditions)
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SITE PLAN CONTROL
Party
Roles & Responsibilities
Director of Physical
Services and Public
Works
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
-
Assist with site visits and inspections as-necessary to review
works completed (may be in response to request for release of
securities or part of building permit conditions)
Clerk
Administrative & Legal Assistance
-
Assists Planner with preparation of draft by-law for site plan and
agreement
-
Assists Planner with arranging for registration of site plan
agreement
Treasurer
Manage Financial Securities
-
Assists Planner with intake of financial security deposit
-
Maintains financial security deposit until release requested
Council
Decision-Makers
-
Review proposal and recommendation provided by staff
-
Make decision to approve, defer, or refuse site plan and/or
agreement
South Nation
Conservation
Conservation Authority & Stormwater Management
-
Provides commentary on natural heritage features, regulated
area, and stormwater management, where applicable
3rd Party Engineer
Engineering Peer Review
-
Provides peer review services for engineering/infrastructure-
related matters, where requested by Municipality
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2.4 ZONING BY-LAW AMENDMENT
2.4.1 Legislative Framework / Summary (Zoning By-law Amendment)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 34
Regulation
O. Reg. 545/06
Municipal By-law
Zoning By-law No. 1996-635
Approval Authority
Municipality of Casselman Council
Section 34 of the Planning Act outlines the authority of a municipality to pass a zoning by-law. A zoning by-
law regulates how lands can be used and developed, organizing the community into different zones based
on land use types (ex. Residential, Commercial, Industrial). Within these zones it outlines development
regulations such as permitted uses, building size, height, setbacks, minimum parking, or density for
example, that must be adhered to when developing a property. The main goal of a zoning by-law is to
implement the policies of the official plan for future growth and land use in the community - as part of this
goal, the zoning by-law will ensure that development is compatible with its surroundings, does not
negatively impact people or the environment, and occurs in an orderly fashion.
Considering the above, in some cases, a landowner may wish to develop or use their property in a way that
is not permitted in the zoning by-law - in these circumstances a zoning by-law amendment is typically
required to change the zoning of the lands and allow for the proposal to be carried out. While similar
circumstance to a minor variance or permission process - which typically grant "minor" relief from minimum
zoning standards - a zoning by-law amendment deals with proposals that fundamentally change the nature
of uses permitted on the land, significant reductions or relief from minimum zoning standards, and/or
increasing the intensity to which land can be developed. As part of this process, a zoning by-law amendment
involves a more comprehensive review of potential impacts to things like surrounding land uses, the
environment, local economic base, servicing capacity, and/or traffic, for example.
Municipal Council is the approval authority on zoning by-law amendments and is tasked with taking into
consideration feedback from the public and commenting agencies prior to making their decision. All
decisions are subject to appeal, pursuant to the Planning Act. When considering a proposed amendment
to the zoning by-law, Council needs to carefully consider:
-
Whether the proposal conforms to the official plan and is compatible with surrounding uses;
-
The suitability of the land to accommodate the proposal development;
-
Potential impacts on infrastructure (roads, sewer, water, pedestrian access); and
-
Level of impact on community safety and/or hazard to the natural environment.
The Municipal Planner is tasked with providing advice and information to Council on the above matters,
and evaluates whether the proposal is consistent with the Provincial Policy Statement and whether an
approval would constitute "good planning".
2.4.2 Desired Outcomes (Zoning By-law Amendment)
Ensuring that all changes in zoning conform to the underlying land use designations and policies in both
the county and municipal official plans and are consistent with the Provincial Policy Statement.
Ensuring land use compatibly and that appropriate uses and development standards are applied on a given
property.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
16
2.4.3 Workflow Map (Zoning By-law Amendment)
Applicant meets with Planner
to discuss proposal
Applicant completes and submits pre- application. Planner schedules pre-
consultation meeting.
Applicant completes and
submits application & required
materials
Application
Complete?
Planner notifies applicant of complete submission.
Planner & Clerk coordinate to schedule Public meeting.
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Notice of Complete Application & Public Meeting prepared and circulated.
Public Meeting held to review proposal and receive input
Council Meeting to consider decision on proposal
Decision - Notice of Decision issued
Planner notifies applicant of
incomplete submission
No
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
17
2.4.4 Associated Parties, Roles, and Responsibilities (Zoning By-law Amendment)
ZONING BY-LAW AMENDMENT
Party
Roles & Responsibilities
Municipal Planner
File Lead / Commenting Department
-
Pre-consults with applicant and provides advice for completing
pre-consultation form
-
Arranges and leads pre-consultation meeting with municipal staff,
commenting agencies, and applicant
-
Prepares consolidated feedback letter for applicant to help
prepare application
-
Reviews application submission for completeness based on pre-
consultation requirements
-
Prepares consolidated feedback letter for applicant for any
required changes/revisions on behalf of commenting parties
-
Coordinates with Clerk to schedule Public Meeting
-
Prepares joint notice of application and public meeting
-
Prepares statutory circulation list for notice
-
Manages intake of comments from public, agencies, and other
submissions
-
Presents at public meeting
-
Prepares planning report and recommendation to council on
proposal
-
Assists Clerk with preparation of draft by-law for amendment
-
Prepares and circulates notice of decision
Chief Building Official
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
Director of Physical
Services and Public
Works
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
Clerk
Administrative Assistance
-
Coordinates with Planner to schedule public meeting
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
18
ZONING BY-LAW AMENDMENT
Party
Roles & Responsibilities
-
Assists Planner with preparation of draft by-law for amendment
-
Provides certification of no appeals following appeal period
Council
Decision-Makers
-
Review proposal and recommendation provided by staff
-
Consider submissions from agencies and members of the public
-
Make decision to approve, defer, or refuse zoning amendment
South Nation
Conservation
Conservation Authority & Stormwater Management
-
May participate in pre-consultation meeting depending on location
and scope of proposal
-
Provides commentary on natural heritage features, regulated
area, and stormwater management, where applicable
3rd Party Engineer
Engineering Peer Review
-
May participate in pre-consultation meeting depending on location
and scope of proposal
-
Provides peer review services for engineering/infrastructure-
related matters, where requested by Municipality
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
19
2.5 LOCAL OFFICIAL PLAN AMENDMENT
2.5.1 Legislative Framework / Summary (Local Official Plan Amendment)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Sections 17 and 22
Regulation
O. Reg. 543/06
Municipal Plan
Municipality of Casselman Official Plan
Approval Authority
United Counties of Prescott Russell
An Official Plan sets the future vision for the growth and development of a community and how land should
be used to achieve that vision. These documents are developed in close collaboration with the public to
ensure they reflect their priorities and values for their community. An official plan is generally composed of
two main components related to land use:
-
Land Use Designations - these identify where certain types of development and uses should be
generally located in the Municipality, based on the community's vision. These will provide guidance
on where to locate uses such as housing, businesses, or industry. Further to this example,
designations provide a foundation on which a zoning by-law can further elaborate on the specific
types of housing, businesses, or industry permitted.
-
Planning Policies - these policies help to guide local decision-makers in approving development
that conforms with the vision of the official plan, and constitutes good planning for the benefit of the
community.
Some of the main issues dealt with under an official plan include:
-
Where certain types of land uses should be located;
-
Infrastructure and services such as roads, water, sewer; and
-
Where and when the community plans on growing.
Sections 17 and 22 of the Planning Act outlines the legislation related to official plans and amendments.
Like a zoning by-law, in some cases a landowner may wish to develop or use their property in way that
does not conform or goes against official plan policies, or the circumstances/goals in the municipality may
change. In these circumstances, an official plan amendment is required to change the designation of the
lands, or one or more policies or sections of the official plan.
The Municipality of Casselman is located within the United Counties of Prescott Russell, which is a "two-
tier" government system: the Municipality of Casselman is the "lower-tier" or "local" municipality, and the
United Counties of Prescott Russell is the "upper-tier" or "regional" municipality. Under the Planning Act,
the United Counties of Prescott Russell (as the "upper-tier") is the approval authority for local official plan
amendments in the Municipality of Casselman. Notwithstanding this, Casselman staff and council are still
tasked with carefully considering requests to amend the official plan, and making decisions on proposal;
however, while local council will review and issue a decision on requests for amendments to the local official
plan, final approval of any amendments rest with the County.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
20
2.5.2 Desired Outcomes (Local Official Plan Amendment)
Ensuring that applications conform to the county Official Plan and that applications are consistent with the
Provincial Policy Statement.
Ensuring that an application to amend the Official Plan respects the overall vision and planning directions
and policies established in the Municipality's Official Plan.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
21
3.5.3 Workflow Map (Local Official Plan Amendment)
Applicant meets with Planner
to discuss proposal
Applicant completes and submits pre- application.
Planner schedules pre- consultation meeting.
Applicant completes and
submits application & required
materials
Application
Complete?
Planner notifies applicant of complete submission - proposal reviewed.
Planner & Clerk coordinate to schedule public meeting if appropriate at time.
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Public Meeting to review
proposal and receive input
Council Meeting to consider decision on proposal
Planner notifies applicant of
incomplete submission
No
Notice Issued
20- Day Appeal
Period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
Public meeting
scheduled?
No
Issue notice of request for
amendment.
Joint notice of request for
amendment and public
meeting circulated.
Planner & Clerk coordinate to
schedule public meeting.
Issue notice of public meeting
Yes
Decision
Refusal
Notice Issued. Clerk compiles record to be forwarded to the UCPR.
UCPR approval process begins
Disputed or
Undisputed
Amendment?
UCPR Director of Planning
and Forestry reviews
amendment and makes
decision
UCPR Planning and Forestry
Committee reviews
amendment and makes
decision
Undisputed
Disputed
Notice issued
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
Local official plan consolidated with final amendment.
Appeal Refused
Approved
Granted
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
22
2.5.4 Associated Parties, Roles, and Responsibilities (Local Official Plan Amendment)
LOCAL OFFICIAL PLAN AMENDMENT
Party
Roles & Responsibilities
Municipal Planner
File Lead / Commenting Department
-
Pre-consults with applicant and provides advice for completing
pre-consultation form
-
Arranges and leads pre-consultation meeting with municipal staff,
commenting agencies, and applicant
-
Prepares consolidated feedback letter for applicant to help
prepare application
-
Reviews application submission for completeness based on pre-
consultation requirements
-
Prepares consolidated feedback letter for applicant for any
required changes/revisions on behalf of commenting parties
-
Coordinates with Clerk to schedule Public Meeting
-
Prepares joint notice of application and public meeting
-
Prepares statutory circulation list for notice
-
Manages intake of comments from public, agencies, and other
submissions
-
Presents at public meeting
-
Prepares planning report and recommendation to council on
proposal
-
Assists Clerk with preparation of draft by-law for amendment
-
Prepares and circulates notice of decision
-
Assists Clerk with preparation of "Statutory Record of the Clerk"
package to be forwarded to United Counties of Prescott Russell
-
Once the amendment is adopted, consolidates the official plan to
reflect amendment
Chief Building Official
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
Director of Physical
Services and Public
Works
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
23
LOCAL OFFICIAL PLAN AMENDMENT
Party
Roles & Responsibilities
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
Clerk
Administrative & Legal Assistance
-
Coordinates with Planner to schedule public meeting
-
Assists Planner with preparation of draft by-law for adoption
-
Prepares "Statutory Record of the Clerk" package to be forwarded
to United Counties of Prescott Russell
South Nation
Conservation
Conservation Authority & Stormwater Management
-
May participate in pre-consultation meeting depending on location
and scope of proposal
-
Provides commentary on natural heritage features, regulated
area, and stormwater management, where applicable
3rd Party Engineer
Engineering Peer Review
-
May participate in pre-consultation meeting depending on location
and scope of proposal
-
Provides peer review services for engineering/infrastructure-
related matters, where requested by Municipality
Local Council
Local Decision-Makers
-
Review proposal and recommendation provided by staff
-
Consider submissions from agencies and members of the public
-
Make decision to adopt, defer, or refuse to adopt proposed
amendment
United Counties of
Prescott Russell
Approval Authority
-
Receives and reviews "Statutory Record of the Clerk"
-
Considers proposed amendment and makes decision to approve,
defer, or refuse
-
Prepares and circulates notice of decision
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
24
2.6 COUNTY OFFICIAL PLAN AMENDMENT
2.6.1 Legislative Framework / Summary (County Official Plan Amendment)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Sections 17 and 22
Regulation
O. Reg. 543/06
Municipal Plan
United Counties of Prescott Russell Official Plan
Approval Authority
United Counties of Prescott Russell
As mentioned in the previous section, an Official Plan sets the future vision for the growth and development
of a community and how land should be used to achieve that vision. Just as the Municipality of Casselman
has a local official plan to guide development, growth, and land use, the United Counties of Prescott Russell
(UCPR) also have their own official plan. Due to the broader scope and geographical size of the UCPR, the
County plan deals with regional land use planning and cross-jurisdictional matters (such as the county road
system, and environmental policy) at a higher level than the local plans, offering considerable autonomy to
local councils to direct growth and development in their own community. Notwithstanding this, all local
official plans and planning decisions must be in conformity with the UCPR Official Plan.
While it is rare that an individual would be seeking to amend the County Official Plan without requiring, at
minimum, a concurrent amendment to the local official plan. As mentioned in the previous section, Sections
17 and 22 of the Planning Act outlines the legislation related to official plans and amendments (regardless
of whether it's a lower or upper tier plan). Like a zoning by-law, in some cases a landowner may wish to
develop or use their property in way that does not conform or goes against official plan policies, or the
circumstances/goals in the municipality may change. In these circumstances, an official plan amendment
is required to change the designation of the lands, or one or more policies or sections of the official plan.
For County plan amendments, the Municipality of Casselman staff and Council act in a commenting agency
capacity, while the United Counties of Prescott Russell are the approval authority. It should be noted that
the Minister of Municipal Affairs and Housing remains the approval authority for amendments.
2.6.2 Desired Outcomes (County Official Plan Amendment)
Ensuring that applications are consistent with the Provincial Policy Statement.
Ensuring that an application to amend the Official Plan respects the overall vision and planning directions
and policies established in the County's Official Plan.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
25
2.6.3 Workflow Map (County Official Plan Amendment) (County Official Plan Amendment)
Applicant meets with Local or County Planner
to discuss proposal
Applicant completes and submits pre- application to County.
County Planner schedules pre- consultation meeting.
Applicant completes and
submits application & required
materials
Application
Complete?
Planner notifies applicant of complete submission - proposal reviewed.
County seeks to schedule public meeting if appropriate at time.
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Public Meeting to review
proposal and receive input
Planner notifies applicant of
incomplete submission
No
Public meeting
scheduled?
Issue notice of request for
amendment.
No
Joint notice of request for
amendment and public
meeting circulated.
Planner & Clerk coordinate to
schedule public meeting in
Local Municipality.
Issue notice of public meeting
Yes
Following public meeting, County Planner prepares recommendation report
to UCPR Council
Notice issued
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
Official Plan consolidated with final amendment.
Municipality submits a Clerk's record to the UCPR including: copies of all
submissions made, certification of public meeting requirements met, list of
persons and agencies who made submissions, and a copy of the meeting
minutes
Local Planner prepares recommendation report to local Council
Municipal Council review's planner's report and makes recommendation for
support, deferral, or refusal
Planner notifies applicant of Council's recommendation, and forwards
recommendation to United Counties of Prescott Russell
Local Planner reviews application, circulates to other municipal departments
(public works, building, parks, etc.), conducts site visit
UCPR Council reviews planner's report and recommendation and makes
decision to adopt or refuse the amendment
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
26
2.6.4 Associated Parties, Roles, and Responsibilities (County Official Plan Amendment)
COUNTY OFFICIAL PLAN AMENDMENT
Party
Roles & Responsibilities
Municipal Planner
Municipal File Lead / Commenting Department
-
Pre-consults with applicant and provides advice
-
Participates in formal pre-consultation meeting/process led by
County to determine requirements for complete application
-
Review proposal and provide comments to County Planner within
scope of Planning Act/Local Planning policy
-
Prepares consolidated comments on behalf of municipality from
other departments
-
Coordinates with the County to schedule public meeting and
provide notice to agencies and public
-
Prepares presentation and hosts public meeting
-
Prepares report to Local Council with recommendation to
support/not support amendment, to be forwarded to United
Counties
Chief Building Official
Commenting Department
-
Participates in formal pre-consultation meeting/process led by
County to determine requirements for complete application
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
Director of Physical
Services and Public
Works
Commenting Department
-
Participates in formal pre-consultation meeting/process led by
County to determine requirements for complete application
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
Clerk
Administrative Assistance
-
Assists with scheduling of public meeting
-
Assists with preparation of materials to be provided to County
following public meeting (minutes, attendance, etc.) to assist in
decision-making
Local Council
Local Decision-Makers
-
Review proposal and recommendation provided by staff
-
Consider submissions from agencies and members of the public
-
Pass resolution to support or not support proposed amendment
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
27
COUNTY OFFICIAL PLAN AMENDMENT
Party
Roles & Responsibilities
United Counties of
Prescott Russell
County File Lead / Approval Authority
-
Carries out duties and responsibilities as outlined in the Planning
Act and United Counties of Prescott Russell Planning Procedures
Manual
-
Coordinates with Municipal Planner to schedule public meeting
and provide notice to agencies and public
-
Issues decision on proposed amendment to adopt, defer, or
refuse
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
28
2.7 PLAN OF SUBDIVISION AND CONDOMINIUM
2.7.1 Legislative Framework / Summary (Plan of Subdivision and Condominium)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Sections 50 and 51
Regulation
O. Reg. 544/06
Approval Authority
United Counties of Prescott Russell
Subdivision is a means of dividing lands into two or more new parcels, typically for the purpose of separate
sale/development. Generally speaking, there are two types of land subdivision: the first is through a land
severance or "consent", which typically involves the splitting of land to create one new lot (this will be
covered in Section 2.8) or adjust the boundaries of existing lots; the second, which is covered in this section,
is through a plan of subdivision or condominium, which involves the division of land into multiple new lots
for sale and development. Each are subject to their own application and review processes to ensure that:
-
the subject lands are suitable and appropriate for the proposed use(s);
-
the proposed land division aligns with local and provincial planning policy; and,
-
expected or potential impacts to the surrounding community and environment are appropriately
considered, evaluated, and addressed where possible.
Plans of condominium are considered a form of subdivision and are typically handled in a similar process.
However, while a plan of condominium typically divides a property or building into privately-owned individual
units, it also incorporates common elements that are jointly-shared or owned with other condominium
owners. On a vacant land condominium, these common elements can include internal roads, parking areas,
garbage facilities, etc., and for a condominium within an existing building such as an apartment, these can
include hallways, main entrances/vestibules, and even the exterior of the building.
The review process for plans of subdivision and condominium is considerably more intensive than for
consents, simply due to the difference in the number of lots created and infrastructural requirements often
associated with any development proposed. Section 51 of the Planning Act outlines the legislation related
to plans of subdivision and condominium, including the requirements for public notice and participation,
appeal rights, and required processes to follow when considering these proposals. In the Municipality of
Casselman, the United Counties of Prescott Russell is the approval authority for plans of subdivision and
condominium. Notwithstanding this, the Municipality of Casselman plays an integral role in the review and
decision-making process for these types of proposals, particularly in obtaining feedback from the public and
working with the applicant to facilitate the project.
2.7.2 Desired Outcomes (Plan of Subdivision and Condominium)
Conformity to the local and county official plans, the Provincial Policy Statement, and conformity to the
Zoning By-law and to ensure the orderly division of land.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
29
2.7.3 Workflow Map (Plan of Subdivision and Condominium)
Applicant meets with Local or County Planner
to discuss proposal
Applicant completes and submits pre- application to County.
County Planner schedules pre- consultation meeting.
Applicant completes and
submits application & required
materials
Application
Complete?
Planner notifies applicant of complete submission - proposal reviewed.
County seeks to schedule public meeting if appropriate at time.
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Public Meeting held by
municipality to review proposal
and receive input
Municipality submits a Clerk's record to the UCPR including: copies of all
submissions made, certification of public meeting requirements met, list of
persons and agencies who made submissions, and a copy of the meeting
minutes
Planner notifies applicant of
incomplete submission
No
Public meeting
scheduled?
Issue notice of application
No
Joint notice of application and
public meeting circulated.
County and local municipality
coordinate to schedule public
meeting in Local Municipality.
Issue notice of public meeting
Yes
UCPR determines whether proposal is disputed or undisputed
Disputed or
Undisputed?
UCPR Director of Planning
and Forestry reviews proposal
and makes decision
UCPR Planning and Forestry
Committee reviews
amendment and makes
decision
Undisputed
Disputed
Notice issued
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
As applicant satisfies conditions of approval some may require follow- up by
municipal staff, agencies, or the County. Local Planner will address and
track conditions requested by municipality. Upon clearance of one or more
conditions, notification is provided to County via email or letter.
Local Planner prepares recommendation report to local Council (usually with
recommended conditions, including requirement for subdivision agreement)
Municipal Council review's planner's report and makes recommendation for
support, deferral, or refusal
Planner notifies applicant of Council's recommendation and conditions, and
forwards recommendation to United Counties of Prescott Russell
Local Planner reviews application, circulates to other municipal departments
(public works, building, parks, etc.), conducts site visit
Municipal Planner prepares draft subdivision agreement and forwards to
Applicant for review and concurrence.
Municipal Planner prepares report and presents draft subdivision agreement
to Municipal Council for authorization to execute agreement by by- law
Municipal Council reviews draft subdivision agreement and by- law and
makes decision to approve as- is, approve with revisions, or defer
Subdivision agreement is signed and registered by the local Municipality.
Financial securities taken from applicant in respect of development. Local
Planner notifies County of Subdivision Agreement registration.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
30
2.7.4 Associated Parties, Roles, and Responsibilities (Plan of Subdivision and Condominium)
PLAN OF SUBDIVISION AND CONDOMINIUM
Party
Roles & Responsibilities
Municipal Planner
Municipal File Lead / Commenting Department
-
Pre-consults with applicant and provides advice for completing
pre-consultation form
-
Coordinates with County Planner to arrange for pre-consultation
meeting with commenting agencies and departments
-
Participates in formal pre-consultation meeting/process led by
County to determine requirements for complete application -
consolidates comments from Municipality
-
Coordinates with the County and Municipal Clerk to schedule
public meeting and provide notice to agencies and public
-
Coordinates with Clerk to prepare and issue notice of application
and public meeting
-
Prepares presentation and hosts public meeting
-
Review proposal and provide comments to County Planner within
scope of Planning Act/Local Planning policy
-
Prepares consolidated comments on behalf of municipality from
other departments
-
Following public meeting - assists Municipal Clerk in compiling
"Statutory Record of the Clerk" to be forwarded to United Counties
-
Prepares draft conditions of approval to be recommended to
County to address Municipal requirements
-
Prepares report to Local Council with recommendation to
support/not support proposal - including recommended conditions
of approval
-
Prepares draft subdivision agreement and arranges for
signature/registration on title
-
Coordinates with Treasurer for intake and maintenance of
financial securities
-
May assist in site visits/inspections in coordination with County or
other municipal departments to clear conditions of approval
-
Coordinates 3rd party peer review/engineering services and
inspection
-
Manages/monitors subdivision agreement and requirements
-
Reviews and makes decision on any requests for release of
securities - coordinates release with Treasurer
Chief Building Official
Commenting Department
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
31
PLAN OF SUBDIVISION AND CONDOMINIUM
Party
Roles & Responsibilities
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within scope of Ontario Building Code, building by-law, and/or
other related matters concerning department
-
May assist in follow-up inspections associated with subdivision
agreement and/or requests for release of securities
Director of Physical
Services and Public
Works
Commenting Department
-
Participate and provide feedback in pre-consultation
meeting/stage
-
Review proposal and provide comments to Municipal Planner
within general scope of infrastructure, roads, servicing, recreation,
and/or other related matters concerning department
-
May assist in follow-up inspections associated with subdivision
agreement and/or requests for release of securities
Clerk
Administrative Assistance
-
Coordinates with Planner to schedule public meeting
-
Prepares "Statutory Record of the Clerk" package to be forwarded
to United Counties of Prescott Russell
South Nation
Conservation
Conservation Authority & Stormwater Management
-
Participates in pre-consultation meeting depending on location
and scope of proposal
-
Provides commentary on natural heritage features, regulated
area, and stormwater management, where applicable
-
May assist in follow-up inspections associated with subdivision
agreement and/or requests for release of securities
3rd Party Engineer
Engineering Peer Review
-
May participate in pre-consultation meeting depending on location
and scope of proposal
-
Provides peer review services for engineering/infrastructure-
related matters, where requested by Municipality
-
May assist in follow-up inspections associated with subdivision
agreement and/or requests for release of securities
Treasurer
Manage Financial Securities
-
Assists Planner with intake of financial security deposit
-
Maintains financial security deposit until release requested
Local Council
Local Decision-Makers
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
32
PLAN OF SUBDIVISION AND CONDOMINIUM
Party
Roles & Responsibilities
-
Review proposal and recommendation provided by staff
-
Consider submissions from agencies and members of the public
-
Make decision to support or not support proposed plan of
subdivision
-
Following approval - reviews draft subdivision agreement and
authorizes staff to execute agreement with development by by-law
United Counties of
Prescott Russell
County File Lead / Approval Authority
-
Generally leads file, including pre-consultation and review process
-
Carries out duties and responsibilities as outlined in the Planning
Act and United Counties of Prescott Russell Planning Procedures
Manual
-
Coordinates with Municipal Planner/Clerk to schedule public
meeting and provide notice to agencies and public
-
Issues decision on proposal to approve, defer, or refuse
-
Maintains and monitors conditions of approval until all satisfied
and final approval can be given.
SECTION 2.0
WORKFLOW ASSESSMENT
Municipality of Casselman Development Services Review
January 2022
33
2.8 CONSENT
2.8.1 Legislative Framework / Summary (Consent)
Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 53
Regulation
O. Reg. 197/96
Approval Authority
United Counties of Prescott Russell
As mentioned in the previous section, subdivision is a means of dividing lands into two or more new parcels,
typically for the purpose of separate sale/development. Generally speaking, there are two types of land
subdivision: the first is through a land severance or "consent", which typically involves the splitting of land
to create one new lot or adjust the boundaries of existing lots (covered in this section); the second, covered
in Section 2.7 is through a plan of subdivision or condominium, which involves the division of land into
multiple new lots for sale and development. Each are subject to their own application and review processes
to ensure that:
-
the subject lands are suitable and appropriate for the proposed use(s);
-
the proposed land division aligns with local and provincial planning policy; and,
-
expected or potential impacts to the surrounding community and environment are appropriately
considered, evaluated, and addressed where possible.
Consents often involve the creation of a one-off lot or an adjustment of an existing property boundary and,
while this may not be as intensive as a 30-lot plan of subdivision, it is still very important for the Municipality
and United Counties to ensure that these proposals are appropriately evaluated. Section 53 of the Planning
Act outlines the legislation related to consents, including the requirements for public notice and participation,
appeal rights, and required processes to follow when considering these proposals. In the Municipality of
Casselman, the United Counties of Prescott Russell is the approval authority for consents. Notwithstanding
this, the Municipality of Casselman plays an integral role in the review and decision-making process for
these types of proposals, particularly through staff's review of proposals and liaising with applicants to
ensure any issues are identified and appropriately considered.
2.8.2 Desired Outcomes (Consent)
Conformity to the local and county official plans, the Provincial Policy Statement, and conformity to the
Zoning By-law and to ensure the orderly division of land that does not require division by away of plan of
subdivision or condominium.
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2.8.3 Workflow Map (Consent)
Applicant meets with Planner
to discuss proposal
Applicant completes and
submits application & required
materials to United Counties of
Prescott Russell
Application
Complete?
Planner notifies applicant of complete submission, circulates Notice of
Application to local municipality requesting comments
Yes
Advice and feedback provided
to applicant to assist with
complete submission
Local Planner reviews application, circulates to other municipal departments
(public works, building, parks, etc.), conducts site visit, and prepares
recommendation report to Council (usually with recommended conditions)
Municipal Council review's planner's report and makes recommendation for
support, deferral, or refusal
Planner notifies applicant of Council's recommendation and conditions, and
forwards recommendation to United Counties of Prescott Russell
Planner notifies applicant of
incomplete submission
No
20- day
appeal period
OLT process as outlined in
Planning Act
Appeal
Decision Final
No Appeal
Director of Planning & Forestry reviews application with County Planner
Director of Planning and Forestry makes decision to approve, defer, or deny
the application
Director of Planning and Forestry signs decision sheet granting provisional
consent with conditions - Clerk circulates notice of decision
As applicant satisfies conditions of approval some may require follow- up by
municipal staff, agencies, or the County. Local Planner will address and
track conditions requested by municipality. Upon clearance of one or more
conditions, notification is provided to County via email or letter.
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2.8.4 Associated Parties, Roles, and Responsibilities (Consent)
CONSENT
Party
Roles & Responsibilities
Municipal Planner
Municipal File Lead / Commenting Department
-
Pre-consult with applicant and provide advice before applicant
submits to County
-
Reviews proposal and prepares planning recommendation report
to Local Council, including recommended conditions
-
Presents report to Local Council
-
Forwards recommendation and conditions to applicant
-
Following County approval, monitors and manages Municipal
conditions of approval/clearance with applicant and County
Chief Building Official
Commenting Department
-
May be asked to review proposal and provide comments to
Municipal Planner within scope of Ontario Building Code, building
by-law, and/or other related matters concerning department
Director of Physical
Services and Public
Works
Commenting Department
-
May be asked to review proposal and provide comments to
Municipal Planner within general scope of infrastructure, roads,
servicing, recreation, and/or other related matters concerning
department
Clerk
Council/Admin Support
-
Prepares Council resolution(s) in accordance with
recommendation report from Planner
-
Forwards Council resolution and Planning report to United
Counties for consideration
Local Council
Local Decision-Makers
-
Review proposal and recommendation provided by staff
-
Decide to support or not support proposal
United Counties of
Prescott Russell
County File Lead / Approval Authority
-
Generally leads file, including pre-consultation and review process
-
Carries out duties and responsibilities as outlined in the Planning
Act and United Counties of Prescott Russell Planning Procedures
Manual
-
Issues decision on proposal to approve, defer, or refuse
-
Maintains and monitors conditions of approval until all satisfied
and final approval can be given.
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2.9 STAFF & STAKEHOLDER CONSULTATION
As mentioned earlier in this Section, part of understanding the existing development approvals workflows
came from discussing processes with municipal staff and local stakeholders. The goal of this was to validate
processes and identify real or perceived inefficacies or gaps in workflows and service provision. This
consultation was generally broken into two parts, as outlined below.
2.9.1 Part I - Staff Consultation Overview
Part I involved meeting with the Municipal Clerk and the Chief Building Official (CBO) to review workflows
and identify potential issues (please note that the position of planner was vacant at the time of this project
and shortly thereafter the position of CBO became vacant).
Summary of Main Discussion Points with Municipal Staff
General Comments
-
Review process for building permits, development applications is siloed - sometimes things fall
by wayside/get missed (statutory timelines/requirements in particular for planning applications)
-
Due to limited staff, the CBO sometimes has to make a call on which building permits to
circulate to planner - there is no set timeline in place for Planner to review building permits,
which can cause issues for meeting statutory timelines
-
Municipal staff and members of Council could benefit greatly from more education on building
permit/development processes, with particular focus on legislation/scope/requirements
-
A coordinated system to help with workflow efficiency is needed - currently most of the file
handling is done with physical files/folders and there is no digital system
-
The Municipality has only recently shifted to offering full-time planning services in response to
growing demand in the development industry/area - previously had a contract with the United
Counties of Prescott Russell to commit 2 half-days per week to the Municipality
-
Feel that having a full-time planner is essential now, and in some cases, one is not enough
human resources to meet demand
-
Municipality currently retains third party (JL Richards) for larger files involving plans of
subdivision and engineering peer review
-
There are no internal procedure documents or instructions for processing applications, except
for site plan control, which has led to issues in process timelines/staff coordination and efficient
processing
Pre-Consultation Forms
-
Pre-consultation form is intended to be required 100% of the time for OPAs, ZBLAs, and Site
Plan Control. This was a new introduction in the last year. However, actual implementation has
been arbitrary.
-
There is no turnaround time established for the pre-consultation form, which can lead to
frustrations for applicants
-
No set arrangement for use of form (circulation to departments, commenting, feedback, etc.)
nor is there any direction for who should be involved in pre-consultation
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Summary of Main Discussion Points with Municipal Staff
Building Department Specific
-
One of the key issues noted is that the Building Department collects deposits on building
permits (even on smaller permits) - it's slowing people down significantly on both sides of the
counter and in most cases is not necessary for smaller permits
-
The current system with VADIM for Building Permit reporting makes it extremely tough to meet
legislative requirements - would ideally like a digital solution that can run reports/track
permits/cover most of the admin tasks as-needed
-
CBO is the sole person responsible for building permits and is expressly overextended in their
responsibilities
-
Building department would greatly benefit from an inspector or even a technical support admin,
either separate or shared with Planning Department
-
Vacations or extended leaves of staff in the Building or Planning departments bring operations
to a halt, unless third party retained to provide support
What Works Well
-
(in respect to current physical file system) with less staff, there's less moving parts/ability for
confusion - however, this also results in overwhelming staff
-
Inner-office team relationships are fantastic and close-knit
2.9.2 Part II - External Agency and Stakeholder Consultation Overview
Part II involved contacting local agencies who were currently assisting the Municipality with processing
development applications (or who were intimately involved in the development approvals process), as well
as representatives from the development community to discuss existing workflows, pain points with
processes, and ideas for improvement. The following stakeholders were successfully contacted via
telephone as part of this process:
-
United Counties of Prescott Russell (Planner) (Public Agency)
-
South Nation Conservation Authority (Planner & Planning Team-Lead) (Public Agency)
-
Lucso Home Designs (Local Builder Developer)
Summary of Main Discussion Points/Feedback from South Nation Conservation and United
Counties of Prescott Russell Planning Staff
Main Issues
-
Casselman is beginning to see a significantly increased demand for planning
services/development review and approvals - even with a full-time planner, often not enough
-
Having no operating procedures or step-by-step guidance made it difficult for staff and
applicants - while goal was always to meet minimum stat requirements, may not have been
the case with some files
-
No remote access to files or system remotely/interdepartmentally - files being passed/sent
around led to confusion and doubling up on information and documents
-
Site Plan Control had issues with process, including:
o
Inconsistencies from one file to the next for requirements, processing timelines,
agreements, etc.
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Summary of Main Discussion Points/Feedback from South Nation Conservation and United
Counties of Prescott Russell Planning Staff
o
SPC guide was prepared recently, but isn't really followed too closely
o
Site plan was biggest challenge/still is - education was missing on process, which led
to misunderstandings, and expectations not being met
o
No physical application for site plan control (submission requirements contained in by-
law)
-
High turnover rate necessitates operating procedures/guides to be established
-
No consistency in process for filing/tracking action items
o
Should put more thought into digital filing, maintaining ONE file containing everything
from application, comments, meeting minutes, emails, etc.
o
Digital system/filing should be a priority
-
Establishing a standard practice for digital file-keeping should be a priority
-
Challenges with front end staff not having expertise or qualification to answer inquiries/address
minor items - no dedicated front-end admin staff for building/planning
-
A lot of planners work with site plan was related to engineering - Casselman doesn't have an
engineer, so many frustrations were the peer review fees for engineering consultants - need to
be more up front at the start of the process through pre-consultation about engineering fees
Suggestions
-
One suggestion was to utilize the pre-consultation development review process on a consistent
basis to ensure all affected/involved parties can provide input early in the planning application
process
o
Development review team meetings allow various reviewers and approval authorities
to provide comments to applicants early in the development review process.
o
Preliminary comments can confirm the documents, plans and approvals required for a
proposed project including any approvals required such as a permit from SNC for
alterations to a watercourse.
o
Comments at these meetings can also inform the design and may help reduce the
number of revisions and resubmissions required, thereby shortening the approval
timeline and the costs for reviews where charges are hourly.
-
County did provide some assistance at times to full time planner on files, which was a good
temporary solution, but not really formalized
-
Many issues around developer satisfaction/expectations issues could likely be solved by
having consistent pre-consultation practices and clear education/process outlined
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Summary of Main Discussion Points/Feedback from Lucso Homes Representative
General Comments
-
Staffing and administration uncertainty is concerning to them as they consider investing in the
community - lack of consistency in development application processing
-
Lack of public information on the steps involved for applications
-
No major issues with the subdivision process to date, however, currently at beginning stages
-
Smaller community allows for more personal engagement with staff (when they're available
SECTION 3.0
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3.1 OVERVIEW
A review the Municipality's planning fees was carried out as part of this assignment. This review examined
the Municipality's current tariff of planning fees, service cost and revenue, and involved a comparative fee
analysis with neighbouring local municipalities in the United Counties of Prescott Russell and United
Counties of Stormont, Dundas, and Glengarry. Through this review, anticipated implications of any service
or workflow improvements are presented (as they related to the options presented in Section 4.0 of this
report), alongside recommendations for any revisions to the tariff of planning fees.
3.2 CURRENT TARIFF OF PLANNING FEES
By-law No. 2017-083 outlines the Municipality of Casselman's tariff of fees for the processing of planning
applications and services associated with planning-related matters.
Application / Service Description
Fee(s)
Disbursement
Deposit*
Joint Official Plan Amendment
$4,000 Application
+ Disbursements
$3,000
Official Plan Amendment
$2,500 Application
+ Disbursements
$3,000
Zoning By-law Amendment
$2,000 Application
+ Disbursements
$3,000
Removal of Holding
$350 Application
N/A
Subdivision - Application for Draft Plan Approval
$3,500 Application
+ Disbursements
$2,500
Subdivision - Major Revision to Draft Plan
$1,500 Application
+ Disbursements
$1,500
Subdivision - Agreement
$5,000 Application
+ $500 Legal
+ $100 Registration
+ $1,000 Administration
+ Disbursements
$10,000
Subdivision - Surveillance of Works
$325 / lot
+ Disbursements
N/A
Site Plan Agreement - Major
$1,000 Application
+ $500 Legal
+ $100 Registration
+ Disbursements
$2,500
Site Plan Agreement - Minor
$500 Application
+ $500 Legal
+ $100 Registration
+ Disbursements
$1,000
Consent
$500 Application
+ $1,000 Parkland CiL
N/A
Minor Variance
$550 Application
N/A
Part-Lot Control Removal
$300 Application
N/A
Release of Securities
$150 Request
N/A
Condo Conversion
$500 Application
N/A
Lifting 0.3 m Reserve
$300 Request
N/A
Encroachment Agreement
$300 Request
+ $500 Legal
+ $100 Registration
N/A
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Application / Service Description
Fee(s)
Disbursement
Deposit*
Compliance Report
$150
N/A
Written Opinions/Replies
$75
N/A
*Please note that the disbursement deposit is used to cover any fees associated with engineering, peer
review, or other matters necessary for the processing of an application or service, denoted in the table as
"disbursements"
3.3 COMPARATIVE ANALYSIS
A comparative fee analysis was carried out for Casselman to see where the Municipality's service costs
stand in relation to their regional neighbours in the United Counties of Prescott Russell and United Counties
of Stormont, Dundas, & Glengarry (SDG). All 11 lower-tier or "local" municipalities within each of the
Counties were examined (Casselman included), as listed below:
United Counties of Prescott-Russell
-
Township of Alfred & Plantagenet
-
Municipality of Casselman
-
Township of Champlain
-
City of Clarence-Rockland
-
Township of East Hawkesbury
-
Town of Hawkesbury
-
Township of Russell
United Counties of SDG
-
Township of North Dundas
-
Municipality of South Dundas
-
Township of North Stormont
-
Township of South Stormont
-
Township of North Glengarry
-
Township of South Glengarry
The Section will present the findings of the comparative fee analysis. Please note that direct comparison
with all municipalities was not feasible in all scenarios, given differences in fee structure or absence of a
comparable, as such, some charts may have a reduced number of Municipalities listed. For ease of
reference, the average fee observed is highlighted in light blue, and, where applicable, the Municipality of
Casselman's fee is highlighted in dark blue.
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3.4 SUMMARY
Relatively speaking, Casselman's fees are very competitive compared to other regional fee structures, often
falling near or below the average fees. Section 69(1) of the Planning Act permits municipalities to pass a
tariff of fees to recuperate the anticipated costs of processing planning application. The Municipality's
current tariff was passed in 2017 meaning that essentially five years have passed since it was last reviewed.
Should the Municipality decide to undertake an update to it is tariff of fees it is recommended that the fee
update be conducted on the following basis that:
-
Planning fees should generally recover most, if not all, of the associated costs with the processing
of planning applications and generally function as a 'full cost recovery' exercise; and
-
Planning fees should be comparable to other municipalities to support economic development and
ensure the Municipality remains a desirable place for new development.
SECTION 4.0
OPTIONS ANALYSIS & RECOMMENDATIONS
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4.1 KEY ISSUES AND OPTIONS ANALYSIS
Based on the analysis conducted of the current planning and development workflows, the consultation
conducted with stakeholders, and the project team's involvement in providing planning services to the
Municipality, five primary issues were identified in the Municipality's development review process. Namely
the:
1. Identification of Appropriate Staffing Levels for Planning & Building;
2. Implementation of an Application Management Solution;
3. Greater transparency in the planning process;
4. An Integrated Approach to Development Approvals; and
5. Building Additional Capacity Across the Organization
This section describes the key identified issues and analyses options and recommendations through a four-
part lens analysing the potential solution against its impacts on administration, budget, technology, and
customer service. Administration refers to impacts on existing staff duties and the general operations of
the Municipality. Budget refers to overall financial impacts to implementation the proposed option, while
technology refers to general impacts on supplying hardware or software to implement the recommendation.
Finally, customer service refers to the potential improvement to overall customer service from either the
applicant or public's standpoint.
Impacts are categorized as either being low, medium, and high to delineate recommendations that have
major considerations and potential outcomes / improvements along with a brief commentary on the noted
impact.
Issue 1: Identification of Appropriate Staffing Level for Planning & Building
Currently, both planning and building services are staffed by one individual each. These individuals are
responsible for application intake, application processing, receiving, and processing inquiries from the
public, and general administration of both the office and of files. Balancing these responsibilities means
that staff with specialized skills sets and accreditations (i.e. building officials and registered planners) are
regularly taken away from their specialized core responsibilities to address other matters that could be more
appropriately dealt with by administrative staff or technicians. This has led to delays in the processing of
applications and addressing administrative matters and the public due to high volumes of applications
currently being experienced.
Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
Option 1 - hire
admin/technical
support staff for
Planning and
Building
High - Providing
assistance to
specialized core staff
by addressing
administrative matters
and inquiries from the
public more efficiently
Medium - Need
to budget for
salary and
benefits of a new
position
Low - Need to
provide existing
hardware and
software to new
position
High - Would see a
new dedicated staff
person provide
direct customer
service and manage
general inquiries
Option 2 - hire a
full-time in-house
planner
High - Having a
dedicated on-staff
planner to permit new
development
Medium - Need
to budget for
salary and
benefits of a new
position
Low - Need to
provide existing
hardware and
software to new
position
High - could
advance the
processing of
planning
applications more
efficiently, and
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Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
provide a higher
level of customer
service
Option 3 - retain
consultant as
support
Low / Medium -
depending on capacity
of firm retained, this
could provide additional
support for
administrative matters
High -
consultants can
be expensive to
retain depending
on the level of
work expected of
the firm and
whether
consultant costs
are recovered
during the
application
process
Low - No
hardware or
software is
required to be
supply as this is
managed by the
external
consultant
Low / Medium -
depending on the
nature and extent of
services provided
by the consulting
firm, improvements
to customer service
are likely in the
medium range.
Option 4 - partner
with neighbouring
municipality or
County for planning
and / or building
services
High - depending on
the service
arrangement this could
greatly reduce the
administrative burden
on existing staff.
Medium -
shared services
can provide a
way for the
Municipality to
divide costs and
reduce the
financial burden
of hiring full-time
staff.
Low - No
hardware or
software is
required to be
supply as this is
managed by the
external
consultant
Medium - while a
fulltime staff person
would likely see the
greatest impact on
customer service, a
semi-designated
staff person would
likely see significant
improvements in
day-to-day service
provision
Issue 2: Implementation of an Application Management Solution
There is currently no file and application management system for both Planning and Building, and files are
currently managed manually by staff. When application volumes are high, this creates risks to good file
management and the efficient processing of files (particularly considering Issue 1). Given the nature of bot
Planning and Building, with highly regulated processes and multiple mandated statutory requirements for
individual applications, the Municipality would likely greatly benefit from having an application management
solution to self-monitor the progress of application and ensure that regulatory and statutory requirements
are being complied with.
Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
Option 1 -
implement a digital
file management
solution
High - Providing
automated file
management and
removing the
requirement for manual
file management
Medium - Need
to obtain new
software
subscriptions
High - Need to
identify an
appropriate
software vendor
Medium - Would
see general
improvements to
the efficiency and
transparency of the
application process
Option 2 - develop
detailed hardcopy
process manual to
Low/Medium -
Preparation of a
detailed process
Low - This work
could be easily
completed by an
Low - Standard
software and
internet access
Low - would likely
result in some
improvements to
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Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
detail all aspects of
individual
applications
manual may assist staff
in better understanding
statutory obligations
existing staff
member or
summer student
as there are
many templates
available
is required to
complete the
manual
the application
process and could
assist staff in
explain the process
to the public
Issue 3: Greater Transparency in the Planning Process
The planning process in Ontario is a complex and highly regulatory process that is not well understood by
the general public. Notwithstanding that, notification and consultation with the public is a core (and
legislated) component of the planning process. Some larger jurisdictions, such as the City of Ottawa, have
go so far as to invite the general public to take city-run courses on how the planning system functions and
how the public can participate in the planning process. Educating and involving the public early on in the
planning process can assist in ensuring that the planning process is transparent and accessible to the
public, and can assist in avoiding reactionary responses from the public on planning applications and can
build confidence in council's decision-making.
Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
Option 1 - develop
public information
guides / pamphlets
on planning
applications
Low - development of
information guides can
allow existing staff to
share more detailed
and clear information
about the planning
process
Low - this could
potentially be
produced and
maintained by
staff in house
Low - Standard
software and
internet access
is required to
complete the
guides
High - Accessible
language and easy
to follow diagrams
on each application
can greatly assist
applicant's and the
public's
understanding of
the process
Option 2 - create a
planning advisory
committee for
citizens to
participate in to
review and provide
advice to council on
planning
applications
Medium - Establishing
and maintaining an
advisory committee
would likely have some
significant start-up
requirements to identify
potential members,
establish terms of
reference, etc.
otherwise there is likely
low to medium impact
to maintain the
committee
Low -
Honorariums and
staff time from
existing staff
members would
be required
Low - Standard
software and
internet access
is required
Low - aside from
increasing overall
visibility and
transparency of the
planning process.
There are likely few,
if any, positive
impacts from a
customer service
perspective
Option 3 -
increase use of
social media to
advertise planning
applications
Low / Medium -
depending on the
volume of applications,
on existing staff person
would be needed to
regularly post
Low - there is no
cost to
maintaining
social media
accounts. Only
staff time to
maintain them
Low - Standard
software and
internet access
is required
Low - aside from
increasing overall
visibility and
transparency of the
planning process.
There are likely few,
if any, positive
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Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
information on planning
applications
impacts from a
customer service
perspective
Option 4 - create
an online public
consultation
platform
Medium - Establishing
and maintaining an
online public
consultation platform
will likely have some
significant start-up
requirements otherwise
there is likely low to
medium impact to
maintain the platform
Medium -
subscription
costs can vary
greatly between
services and the
amount of
functionality the
Municipality
would require
Medium -
Standard
software and
internet access
is required,
however there
may be
additional IT
maintenance
considerations.
Low - aside from
increasing overall
visibility and
transparency of the
planning process.
There are likely few,
if any, positive
impacts from a
customer service
perspective
Issue 4: An Integrated Approach to Development Approvals
Currently the responsibility for administering the planning process at the Municipality rest almost completely
with the position of planner despite the need for direct involvement from all department who have a stake /
interest in development. This includes public works, recreation, transportation, emergency services,
economic development, and finance. Siloed approaches to development approvals can lead to redundant
/ conflicting comments being provided to applicant and confusion over areas of responsibility. It can also
create a poor perception of the municipality by applicants and the public over who is responsible for what.
Taking an integrated approach to development approvals with involved departments can create clear simple
lines of communication, allows for clear input and direction from the municipality, and encourages
innovative and integrated solutions from staff.
Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
Option 1 - create a
staff technical
advisory committee
to internally review
development
proposals /
applications
Medium - potentially
chaired by the planner,
the internal committee
composed of relevant
department heads,
would meet regularly to
review development
proposes and
applications
Low - No real
budget
implications
Low - Standard
software and
internet access
is required
High - For
applicants this can
mean more regular
review and receipt
of consolidated
comments on
applications
resulting in greater
process efficiencies
Option 2 -
dedicate an
administrative staff
person to manage
commenting from
departments and
outside agencies
Low - Aside from
assigning a staff person
to manage this task
and accounting for their
time spent, there is
likely few administrative
implications
Low - an
existing staff
person could be
trained in this
capacity
Low - Standard
software and
internet access
is required
High - For
applicants this can
mean more regular
review and receipt
of consolidated
comments on
applications
resulting in greater
process efficiencies
as well as a
dedicated contact
staff member to
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Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
speak with about
their applications
Issue 5: Building Additional Capacity Across the Organization
The regulation and permitting of development are powerful and core responsibilities of municipalities in
Ontario including Casselman. The planning and development process is also having major implications on
any number of the municipality's other strategic priorities as they relate to attracting new businesses and
residents and increasing tax assessment and revenue generation, as well as other priorities related to
climate change, public health, heritage conservation, etc. Having a staff and council with a clear
understanding of the planning and development process, its implications, and their respective roles and
responsibilities can have significant positive impacts on both the development review process and well as
development outcomes.
Options
Implications (Low / Med / High)
Administrative
Budget
Technology
Customer Service
Option 1 - new
council member
training
Low - Several
facilitated training
modules and courses
are offered by
municipal
organizations,
particularly immediately
following municipal
elections
Low - Outside
training courses
on planning
processes are
regularly offered
and often at very
reasonable / low
cost
Low - Standard
software and
internet access
is required
Low/Medium - As
decision-makers
councillors how are
more informed on
the development
process will be in a
position to make
better informed
decision on
planning
applications
Option 2 - general
staff education /
training on the
planning process
and their role in it
Low - Several
facilitated training
modules and courses
are offered by a wide
range of planning /
municipal organizations
Low - Outside
training courses
on planning
processes are
regularly offered
and often at very
reasonable / low
cost
Low - Standard
software and
internet access
is required
High - cross-
departmental
training would likely
have significant
positive impacts on
customer service
arising from a better
understanding of
roles and
responsibilities, and
a more efficient
development review
process
SECTION 4.0
OPTIONS ANALYSIS & RECOMMENDATIONS
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4.2 CONSIDERATIONS FOR EVALUATING DIGITAL FILE/LAND MANAGEMENT
SOLUTIONS
At the outset of this project the Municipality identified the need to understand the considerations and criteria
that should be used to evaluation of any new digital file management solution. To that end, it is
recommended that any evaluation criteria developed by the Municipality should take into account the
following considerations:
-
Vendor Info - How responsive is the vendor to inquiries for information? Can Ontario-specific
municipal references be provided? Is an in-person or on-line demonstration available that is tailored
to the site plan approval process?
-
Product Info - What are the available models of software ownership and licencing for the system?
Who are the Ontario / North American jurisdictions currently using the software for planning
applications and what has the vendor's recent experience introducing a new software from the
ground-up? Are there different classes of users? Can the system be used by staff in agencies
outside the Municipality, such as the Conservation Authority?
-
Cost - What are the costs of initial implementation for the system? What are the ongoing required
maintenance costs associated with the system? How is the license fee calculated (e.g. number of
properties, permits or users)?
-
Data Storage / Security - Does the system use cloud technology (e.g. is data controlled in the US
or is there a Canadian controlled cloud environment that is exempt from Patriot Act searches) or
individual servers(provided by the Municipality - if so, what are the requirements)? Is there flexibility
in this regard? What are the system's security framework?
-
Customer Support - What customer support options and plans are available? What staffing
resources are required at the Municipality to maintain the system?
-
Reporting - What is the system's reporting capabilities? Does it have the ability to integrate
reporting in various file formats?
-
Software Integration - How does the proposed system integrate with other applications,
particularly GIS applications. Are there added functionalities through integration? What system-
specific interfaces are available, what generic interfaces are available? Does the system have its
own e-mail interface? Does it interface with Outlook (or other municipal e-mail system?)
-
Permit Management - What are the permit/application management capabilities of the system?
How does the system manage permit application, issuance, customization, tracking, archiving,
querying and reporting?
-
Citizen Request and Response - Does the system support interface / communication between
the public / applicants and municipal staff?
-
Plan & Document Review - What is the software's capabilities in managing, archiving, plans and
other documents? Does the system have tools that allow for municipal staff to review / mark-up
plans, drawings, and other external documents? Is there version control of the mark-up?
-
Fee & Cashier Management - Is the system able to manage and track the payment and
processing of multiple fees? Does the Municipality want automated fee calculation? Or just tracking
of payments? (There is a lot of overhead in automatic fee calculation.)
-
Mobile Operations - Does the software have mobile operability? What are the system's GPS
capabilities, and functions specific to inspection activities? Are there limitations to mobile
operability? For mobile applications does the system use the mobile for live access? If so what is
the data volume? Or does the application allow the user to download and take data without live
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linkage? Can the system update the inspection record from the field? Can inspectors get their
assignments remotely?
-
Task and Personnel Management - What is the systems capabilities related to tracking and
managing staff workflows, productivity/workload reporting? What are its capabilities and related
task notifications and tracking? How does it manage electronic signatures?
-
Product Roadmap - What enhancements are planned - functionality, technical architecture. How
are upgrades rolled out?
4.3 SUMMARY OF RECOMMENDATIONS
The following section provides a summary of the five key recommendations arising from Section 4.0 of this
report that the project team recommends the Municipality pursuing. Recommendations arising from this
report are categorized as follows:
-
Recommendations related to cost savings;
-
Recommendations related to improving service levels; and
-
Other recommendations.
Each recommendation is described in greater detail below along with identifying the category which the
recommendation falls into as well as any quantifiable cost saving associated with the recommendation.
RECOMMENDATION #1
Partner with the United Counties or another area municipality for the
provision of shared planning services
Category of
Recommendation
Cost-savings and improved service levels
Potential Cost Savings
$41,500 to $42,500 per year
Like many municipalities of similar size and context, Casselman has struggled to retain certain qualified
professionals such as building officials and planners given their high demand, competitive salary ranges,
need for bilingual staff, and proximity to the City of Ottawa. In lieu of hiring a full-time planning professional,
the Municipality has the option of retaining an outside consultant or alternatively partnering with another
local municipality or the United Counties of Prescott Russell to share planning services (resulting essentially
in the creation of a part-time planning position).
From a customer service perspective having a full or part-time planner would ostensibly have the largest
impact on customer service levels, providing a designated individual with regular office hours dedicated to
the Municipality. This is in comparison to an outside consultant who are dedicated to other assignments
and clients and whose fee structure is driven by the need to profit financially from service provision.
The Municipality budgets approximately $85,000 per year in salary and budget for the position of planner
(which is currently vacant). The budgetary requirements of retaining land use planning consultants on a
yearly basis are estimated by the project team at approximately $84,000 based on work providing services
to a municipality of similar size and scale. The budgetary requirements of sharing a planning staff person
(on a 50/50 basis) with an area municipality are estimated to be approximately $42,500.
SECTION 4.0
OPTIONS ANALYSIS & RECOMMENDATIONS
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RECOMMENDATION #2
Implement a Digital File Management Solution
Category of
Recommendation
Improved service levels
Potential Cost Savings
N/A
As noted previously, the Municipality currently has no digital file management solution for planning and
development files, and this is managed manually by municipal staff. This is both time-consuming given the
highly regulatory nature of the work and can leave significant room for human error in the processing of
files and the meeting of statutory timelines and legislative requirements. There are several digital file
management solutions available to municipalities of a wide range of sizes, and that can be integrated with
a municipality's finance system and / or asset management. These software solutions also typically have
a wide range of functionally including front-facing customer service portals to allow applicants and the public
to track application progress in an open and transparent fashion and Section 4.2 of this report highlights
several considerations that the Municipality should examine when analysing solutions.
RECOMMENDATION #3
Production of Public Guides and Increased Use of Social Media for
development applications
Category of
Recommendation
Improved service levels
Potential Cost Savings
N/A
One of the key issues noted by the project team in this review was the need to increase transparency and
accessibility of the planning and development process given its complex and highly regulatory nature, that
is not well understood by the general public. Two low-cost solutions to assist in increasing the processes'
transparency would first be the production of user-friendly public guidelines to the planning and
development process to improve applicant's and the public's understanding of the application process
which can be maintained on the municipality's website.
It is also noted that the Municipality does maintain at least one social medial account (with a following
approximately 2,230 people and businesses for a municipality with a population of approximately 3,550).
This well-followed account could be used to advertise and notify the public more regularly on development
applications and how the application process works. As noted previously, educating and involving the
public early on in the planning process can assist in ensuring that the planning process is transparent and
accessible to the public, and can assist in avoiding reactionary responses from the public on planning
applications and can build confidence in council's decision-making.
SECTION 4.0
OPTIONS ANALYSIS & RECOMMENDATIONS
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RECOMMENDATION #4 Create a Technical Advisory Committee to Review and Input into
Development Applications
Category of
Recommendation Improved service levels
Potential Cost Savings N/A
As noted by both internal and external stakeholders during the consultation process, current development
review is characterized by inconsistent timelines and a siloed approach to commenting on development
applications. As such it is recommended that the Municipality establish an internal staff Technical Advisory
Committee (TAC) to regularly review development proposals and consisting of representation from those
departments who are directly impacted by development proposals and / or are asked to provide input into
the review of proposals (i.e. transportation, infrastructure, and park and recreation, etc.).
Chaired by the planner or chief building official, a regular weekly review meeting could be established to
review development applications weekly (or ad hoc depending on development levels). This would ensure
that all departments involved in development review are able to provide direct input into applications and
permits a more integrated approach to development review with all departments providing input collectively
with the ability to discuss and resolve cross-departmental issues.
RECOMMENDATION #5 Continuous Training on the Development Process for Staff and
Council
Category of
Recommendation Other
Potential Cost Savings N/A
Having a staff and council with a clear understanding of the planning and development process, its
implications, and their respective roles and responsibilities can have significant positive impacts on both
the development review process, and well as development outcomes. As noted previously in this report,
there are a wide range of training modules and learning opportunities available to municipal staff and council
by a range of municipal organizations and bodies including the Association of Municipalities of Ontario
(AMO), the Association of Municipal Clerks and Treasurers of Ontario (AMCTO), the Ontario Association
of Committees of Adjustment & Consent Authorities (OACA). These modules and training opportunities
are often come a very low or no cost municipalities and can provide council and staff with resources to
better understand their roles and responsibilities in the planning and development process.
SECTION 5.0
RECOMMENDED INTERNAL PROCEDURES
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INTRODUCTION
Some of the key issues identified by Casselman staff and stakeholders in the development services review
were largely associated with a lack of clarity and direction on the step-by-step processes for each
development application at the local level. This was identified as a risk to service delivery, meeting statutory
requirements, and staff/applicant understanding and clarity on each stage of the process for a given
application.
To date, the Municipality of Casselman has only one documented internal workflow process for a
development application, which is site plan control. This process outlined in Site Plan Control By-law No.
2020-052 and, while providing generally sound guidance on different aspects of the process, the steps from
application intake to approval are not clear in terms of individual staff roles and tasks. Despite this, the site
plan approval process and approximate timeline is outlined on page 22 of the site plan control by-law,
providing a high-level summary of the steps involved (largely geared to the public/applicant).
In 2020, the United Counties of Prescott Russell (UCPR) published a comprehensive procedures manual
for planning act applications, which has been a valuable resource for municipal and county staff responsible
for processing these files. The manual specifically outlines each step in the various application processes
and provides detailed reference to the associated sections of the Planning Act. The following planning act
applications are covered in the manual:
-
Local Official Plan Review
-
Local Official Plan Amendment
-
County Official Plan Amendment
-
Consent Application
-
Validation Certificate
-
Subdivision / Condominium
-
Deeming By-laws
-
Part Lot Control Exemption
While the UCPR manual is an excellent resource for both municipal and county staff alike, it only covers
County-led/approved application processes.
In order to address the concerns identified in the service review around lack of clarity and direction on
Municipal-led planning application processes, a series of high-level internal process flows were developed
for the following applications that are led by the Municipality of Casselman:
-
Building Permit
-
Minor Variance and Permission
-
Site Plan Control
-
Zoning By-law Amendment
The following procedures are intended to complement the processes outlined in the Planning Act for each
of the above applications. The goal is to provide a quick reference to the steps involved with each to assist
planning and other municipal staff in understanding the processes.
SECTION 5.1 - RECOMMENDED INTERNAL PROCEDURES
BUILDING PERMIT
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Reference Legislation
Building Code Act, 1992
Associated Regulations
Ontario Building Code, O. Reg. 332/12
Municipal By-law
Building By-law No. 2020-013
Approval Authority
Municipality of Casselman Chief Building Official
The following steps and actions should be undertaken for every Building Permit Application. For further
information on legislative or statutory requirements, please refer to the Municipality of Casselman Building
By-law No 2020-013 or Building Code Act, 1992.
1. Pre-Consultation
a. Chief Building Official meets with Applicant and discusses requirements for Building
Permit Application (if requested by Applicant).
b. Chief Building Official may request preliminary input from Planner on proposed
development to ensure compliance with Zoning By-law.
c. Planner reviews proposal and advises Chief Building Official and/or Applicant, where
necessary of any perceived issues.
2. Submission & Review
a. Applicant prepares and submits Building Permit Application and required materials.
b. Chief Building Official reviews application and supporting information and advises if
application complete. If incomplete, Applicant is notified, and Step 2 is restarted. If
complete, continue to Step 3
3. Complete Application
a. If a Building Permit Application is complete, Chief Building Official will advise the
applicant and note the date.
b. The following timelines apply for issuance or refusal, in accordance with Table 1.3.1.3 of
the Ontario Building Code (O. Reg. 332/12):
SECTION 5.1 - RECOMMENDED INTERNAL PROCEDURES
BUILDING PERMIT
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4. Open File
a. Chief Building Official assigns a permit/file number to the application and creates file for
record-keeping
5. Circulation to Planner
a. Chief Building Official, where possible, should circulate building permit applications to
the Planner for a zoning compliance review. Chief Building Official and Planner should
communicate the types of Building Permit Applications necessary for circulation to ensure
this step does not affect review timelines required outlined in Step 3.
b. Planner will review building permit application and advise Chief Building Official whether
zoning is complied with or if additional planning approvals (Zoning Amendment, Minor
Variance, Site Plan Control, etc.) are required.
6. Peer Review
a. For more complex building permits, Chief Building Official may retain a third-party peer
review professional to assist in the review of Building Permit Applications and associated
information. Chief Building Official is responsible for coordinating third-party review.
7. Building Permit Application Decision
a. If the proposal complies with the Building Code and applicable law outlined therein, the
Chief Building Official will prepare and issue the Building Permit within the timelines
outlined in Step 3.
b. If the proposal does not comply with the Building Code and applicable law outlined therein,
the Chief Building Official will prepare a notice of refusal, including reasons for the
refusal. Most often, the Chief Building Official should endeavour to address or resolve
any issues with a Building Permit Application prior to issuing a refusal.
8. Inspections
a. The Chief Building Official will carry out inspections at various stages in the
development/construction process in accordance with the requirements of the Building
Code to ensure works are being carried out in compliance with the Code. This will continue
until final inspection and approval of works is granted by the Chief Building Official.
SECTION 5.2 - RECOMMENDED INTERNAL PROCEDURES
MINOR VARIANCE AND PERMISSION
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Reference Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 45
Associated Regulations
O. Reg. 200/96
Approval Authority
Municipality of Casselman Committee of Adjustment
The following steps and actions should be undertaken for every application to the Committee of Adjustment.
Please refer to the applicable sections and regulations of the Planning Act for more detailed information on
statutory requirements and processes.
1. Pre-Consultation (no form required)
a. Secretary-Treasurer/Planner meets with the Applicant to review their proposed project
and provides preliminary input to assist in the preparation of an application. Planner may
consult with other departmental staff for input before, during, or after meeting.
b. Secretary-Treasurer/Planner may suggest that Applicant consult with other regulatory
agencies, or neighbouring landowners, depending on location and scope of proposal.
c. Applicant consults with regulatory agencies or neighbouring landowners at their
discretion.
d. Secretary-Treasurer/Planner identifies requirements for a complete application and
provides them in writing to Applicant within 1 week (recommended) of meeting.
2. Application Submission & Review
a. Applicant prepares application and any additional information/supporting studies identified
in pre-consultation.
b. Applicant submits application, supporting information, and fees to Planner.
c. Secretary-Treasurer/Planner reviews application against requirements for complete
application and notifies applicant if complete/incomplete within 1 week (recommended).
If incomplete, provide direction to applicant for revisions/resubmission.
i. Please note: Subsection 45(4) of the Planning Act requires the hearing on any
application to be held within 30 days after the application is received by the
Secretary-Treasurer of the Committee of Adjustment.
3. Open File
a. Secretary-Treasurer/Planner assigns a file number to the application and creates a digital
file for record-keeping.
4. Schedule Committee of Adjustment Hearing
a. Secretary-Treasurer/Planner presents options for hearing date(s)/time(s) to Committee
of Adjustment members to reach consensus on agreeable hearing date. Hearing date must
be held within 30 days (statutory) of application receipt.
b. Committee of Adjustment Members provide availability to Secretary-Treasurer/Planner
as soon as possible.
SECTION 5.2 - RECOMMENDED INTERNAL PROCEDURES
MINOR VARIANCE AND PERMISSION
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c. Secretary-Treasurer/Planner finalizes hearing date within 30 days (statutory) of
application receipt.
5. Circulation to Commenting Agencies
a. Secretary-Treasurer/Planner circulates application and necessary supporting information
to commenting agencies/departments via email, who will be advised that comments should
be provided by no later than the date of the public hearing.
b. This circulation can be provided jointly with the Notice of Public Hearing outlined in Step 6,
depending on the date of the hearing and whether additional time is desired to allow for
agency comment.
6. Notice of Public Hearing
a. Secretary-Treasurer/Planner prepares Notice of Public Hearing in accordance with O.
Reg. 200/96.
b. Secretary-Treasurer/Planner circulates Notice no sooner than 10 days (statutory)
before date of Public Hearing.
7. Preparation for Public Hearing & Staff Recommendation
a. Secretary-Treasurer/Planner maintains all correspondence and submissions related to
application.
b. Secretary-Treasurer/Planner prepares report for Committee of Adjustment, including a
recommendation and any recommended conditions should the Committee approve the
proposal.
c. Secretary-Treasurer/Planner prepares Committee package, including Agenda and
associated materials, meeting minutes for approval, resolutions, and draft decisions.
Committee package circulated to Committee members no sooner than 2 days
(recommended) before the hearing.
8. Public Hearing
a. Secretary-Treasurer/Planner presents an overview of the report and recommendation
from staff.
b. Committee of Adjustment Members may ask questions of the Secretary-
Treasurer/Planner or Applicant in considering their decision.
c. Members of the Public and/or agencies in attendance are provided an opportunity to
provide comment and/or ask questions.
d. Applicant will be given an opportunity to speak to the proposal and/or address any
comments or concerns raised.
e. Committee of Adjustment Members decide to approve (with or without conditions), defer,
or refuse the application at the hearing.
i. If deferred, the Committee must provide clear instruction to the Secretary-
Treasurer/Planner as to the conditions under which they will be prepared to make
SECTION 5.2 - RECOMMENDED INTERNAL PROCEDURES
MINOR VARIANCE AND PERMISSION
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a decision. Secretary-Treasurer/Planner will then work with Applicant to satisfy
conditions required for Committee re-consideration. Steps 7 & 8 are then repeated.
9. Notice of Decision & Appeal Period
a. Upon Committee decision, Secretary-Treasurer/Planner prepares Notice of Decision and
circulates Notice within 10 days (statutory) of the date the decision was made, in
accordance with O. Reg. 200/96.
b. Appeal Period is 20 days (statutory) from the date the Notice of Decision was circulated.
10. Appeal to Ontario Land Tribunal (OLT)
a. If appeal received, Secretary-Treasurer/Planner prepares necessary forms and appeal
package and submits to Ontario Land Tribunal within 15 days (statutory) after the last day
of appeal. More information on the OLT appeal process can be found at
https://olt.gov.on.ca/.
11. Notice of No Appeal
a. On the day after the final day of Appeal Period, Secretary-Treasurer/Planner ensures no
appeals have been received on the Committee's decision.
b. If no appeals received, Secretary-Treasurer/Planner communicates this in writing to the
Applicant and prepares a certified copy of the Committee's decision to be forwarded to the
Clerk.
c. Clerk files certified copy of the Committee's decision.
12. Conditions of Approval
Please Note: This step is only applicable if the Decision of the Committee of Adjustment includes
conditions of approval.
a. Secretary-Treasurer/Planner will monitor satisfaction of conditions of approval in
collaboration with Chief Building Official and other applicable agencies/departments, as
necessary.
13. Building Permit Issuance
a. Upon finalization of the Committee's decision, a building permit may now be issued by the
Municipality for the proposed development, in accordance with the decision of the
Committee.
SECTION 5.3 - RECOMMENDED INTERNAL PROCEDURES
SITE PLAN CONTROL
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Reference Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 41
Municipal By-law
By-law No. 2020-052
Approval Authority
Municipality of Casselman Council
By-law No. 2020-052 is the Municipality of Casselman's Site Plan Control By-law. In addition to the direction
provided therein, the following steps and actions should be undertaken for every application for site plan
control approval. Please refer to the applicable sections and regulations of the Planning Act or site plan
control by-law for more detailed information on statutory requirements and processes.
1. Pre-Consultation
a. Planner provides pre-consultation form to applicant and assists where necessary in its
completion
b. Applicant completes and submits pre-consultation form to Planner
c. Planner schedules pre-consultation meeting. Should be scheduled within 2 weeks
(recommend) of receiving pre-consultation form. The following agencies/departments
should be given an opportunity to participate:
i. Building Department;
ii. Physical Services and Public Works Department;
iii. South Nation Conservation Authority;
iv. United Counties of Prescott Russell; and,
v. (if applicable) Municipal consultant(s) for engineering or planning.
d. Planner hosts pre-consultation meeting and maintains record of minutes, comments, and
discussion at pre-consultation meeting. Goal of meeting is to identify preliminary concerns
or issues, as well as clarify requirements for complete application.
e. Planner consolidates comments and discussion from agencies/departments at pre-
consultation meeting and prepares comment letter for applicant identifying requirements
for complete application. Letter should be provided within 2 weeks (recommend).
2. Submission & Review
a. Applicant prepares application and any additional information/supporting studies identified
in pre-consultation.
b. Applicant submits application, supporting information, and fees to Planner.
c. Planner notes date of submission and should deem application complete or incomplete
within 21 days (recommended)
d. Planner reviews application against requirements for complete application identified in pre-
consultation and circulates to departments or agencies involved in pre-consultation for
review if necessary.
i. For more "specialized" requirements that involve matters such as engineering or
natural heritage assessment, other departments and/or agencies may be
circulated to review materials to ensure completeness, as necessary.
SECTION 5.3 - RECOMMENDED INTERNAL PROCEDURES
SITE PLAN CONTROL
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3. Deem Complete or Incomplete
a. (If Incomplete): Planner prepares comment letter describing any outstanding
requirements and instructions for complete application and circulates to applicant within 21
days (suggested) from date of application submission. Step 2 is then repeated.
b. (If Complete): Planner notifies applicant in writing within 21 days (suggested) from date
of application submission.
4. Open File
a. Planner assigns a file number to the application and creates a digital file for record-keeping
5. Circulation to Commenting Agencies
a. Planner circulates application and supporting information to commenting agencies via
email, who will be advised that comments should be provided within 30 days (suggested).
b. Planner manages intake of all comments and prepares consolidated feedback/comment
letter to Applicant advising of any revisions or additional information required.
6. Revision & Resubmission Review
Please note: this step is only necessary if revisions or additional information have been requested
by the Municipality or commenting agencies. If no revisions or additional information is required,
proceed to Step 7.
a. Applicant revises submission and any necessary materials in accordance with the
direction provided by the comment letter prepared by the Planner.
b. Applicant resubmits revised drawings and/or other materials for review.
c. Planner re-initiates Step 5.
7. Approval in Principle & Draft Site Plan Agreement
a. Planner prepares a letter to the Applicant advising that the submission and supporting
materials are Approved in Principle by staff. This does not constitute an approval, but is
intended to advise the Applicant that the submission requires no further revision or
resubmission at this point.
b. Planner prepares draft Site Plan Agreement to address the obligations of the Applicant in
carrying out the proposed development.
c. Planner provides a copy of the draft Site Plan Agreement to the Applicant for review and
comment.
d. Applicant reviews draft Site Plan Agreement and submits any comments or revisions they
wish for the Municipality to consider.
e. Planner reviews submission by Applicant and, if necessary, will set up a meeting to discuss
any differences of opinion.
f.
Planner finalizes draft site plan agreement.
SECTION 5.3 - RECOMMENDED INTERNAL PROCEDURES
SITE PLAN CONTROL
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g. Planner coordinates with Clerk to schedule agenda item for next available Council
meeting, and advises Applicant of meeting date.
8. Council Decision
a. Planner prepares planning report and recommendation on proposal.
b. Planner prepares draft by-law for site plan approval and agreement.
c. Clerk reviews planning report, draft by-law, and site plan control agreement, and adds item
to Council Agenda.
d. Council considers planning report and recommendation on proposed site plan at regular
meeting and decision is made to approve, defer, or refuse proposal.
i. If approved, proceed to Step 9.
ii. If deferred, Council must clarify the reasoning and conditions under which they
will be prepared to make a decision in the future. Steps 6 thru 8 are repeated.
Applicant may appeal failure of Council to approve plans in accordance with the
Planning Act.
iii. If refused, Council must clarify their reasoning. Applicant may appeal failure of
Council to approve plans in accordance with the Planning Act.
9. Appeal to Ontario Land Tribunal (OLT)
a. In accordance with Subsection 41(12) of the Planning Act, if the Municipality fails to
approve the application for site plan control within 30 days (statutory) after they are
submitted, the Applicant may appeal to the Tribunal by filing with the clerk of the local
municipality a notice of appeal accompanied by the fee charged by the Ontario Land
Tribunal (OLT).
b. If appeal received, Clerk prepares necessary forms and appeal package and submits to
Ontario Land Tribunal within 15 days (statutory) after the appeal is filed. More information
on the OLT appeal process can be found at https://olt.gov.on.ca/.
10. Registration of Agreement and Provision of Financial Securities
a. Planner circulates final Site Plan Agreement to Applicant for signature of owners.
b. Applicant/Owners review and sign Agreement, and arranges for financial securities in the
form of a Letter of Credit to be provided to the Municipality.
c. Planner receives signed agreement and coordinates with Clerk to arrange for Municipal
solicitor to register agreement against the title to the subject lands.
d. Planner receives financial securities in the form of Letter of Credit and coordinates with
Treasurer for appropriate filing and maintenance of securities.
e. Planner advises Chief Building Official and Applicant once agreement registered and
financial securities that building permit(s) may now be issued for work(s).
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11. Project Started
a. Applicant may begin work(s), subject to obtaining necessary approvals or permits, and
subject to conditions of site plan agreement.
12. Completion and Inspection of Works, Release of Securities
a. Applicant advises Municipality as required of the partial or full completion of works
associated with the project. This notice may be accompanied by a request for a full or
partial release of financial securities being held.
b. Planner, Chief Building Official, or any other appropriate Municipal representative will
review completed works and inspect site to confirm completeness.
c. Planner will advise Applicant in writing as to whether completed works are satisfactory and
if partial or full release of securities is warranted.
d. This process will be repeated for all aspects of the project involving securities or works
outlined in the site plan agreement.
13. Release of Securities
a. Planner will coordinate with Treasurer for the partial or full release of securities respecting
works completed.
b. This process will be repeated for all aspects of the project involving securities or works
outlined in the site plan agreement until project is completed and full release of securities
have been carried out.
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ZONING BY-LAW AMENDMENT
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Reference Legislation
Planning Act, R.S.O. 1990, c. P.13, Section 34
Associated Regulations
O. Reg. 545/06
Approval Authority
Municipality of Casselman Council
The following steps and actions should be undertaken for every application for zoning by-law amendment.
Please refer to the applicable sections and regulations of the Planning Act for more detailed information on
statutory requirements and processes.
1. Pre-Consultation
a. Planner provides pre-consultation form to applicant and assists where necessary in its
completion
b. Applicant completes and submits pre-consultation form to Planner
c. Planner schedules pre-consultation meeting. Should be scheduled within 2 weeks
(recommended) of receiving pre-consultation form. The following agencies/departments
should be given an opportunity to participate:
i. Building Department;
ii. Physical Services and Public Works Department;
iii. South Nation Conservation Authority;
iv. United Counties of Prescott Russell; and,
v. (if applicable) Municipal consultant(s) for engineering or planning.
d. Planner hosts pre-consultation meeting and maintains record of minutes, comments, and
discussion at pre-consultation meeting. Goal of meeting is to identify preliminary concerns
or issues, as well as clarify requirements for complete application.
e. Planner consolidates comments and discussion from agencies/departments at pre-
consultation meeting and prepares comment letter for applicant identifying requirements
for complete application. Letter should be provided within 2 weeks (recommended).
2. Submission & Review
a. Applicant prepares application and any additional information/supporting studies identified
in pre-consultation.
b. Applicant submits application, supporting information, and fees to Planner.
c. Planner notes date of submission and is required to deem application complete or
incomplete within 30 days (statutory).
d. Planner reviews application against requirements for complete application identified in pre-
consultation and circulates to departments or agencies involved in pre-consultation for
review if necessary.
i. For more "specialized" requirements that involve matters such as engineering or
natural heritage assessment, other departments and/or agencies may be
circulated to review materials to ensure completeness, as necessary.
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3. Deem Complete or Incomplete
a. (If Incomplete): Planner prepares comment letter describing any outstanding
requirements and instructions for complete application and circulates to applicant within 30
days (statutory) from date of application submission. Step 2 is then repeated.
b. (If Complete): Planner notifies applicant in writing within 30 days (statutory) from date of
application submission.
4. Open File
a. Planner assigns a file number to the application and creates a digital file for record-keeping
5. Circulation to Commenting Agencies
a. Planner circulates application and necessary supporting information to commenting
agencies via email, who will be advised that comments should be provided by no later than
the date of the public meeting.
6. Schedule Public Meeting
a. Planner coordinates with Clerk to determine if public meeting can be scheduled within 15
days (statutory) of application being deemed complete.
b. If public meeting can be scheduled within 15 days (statutory) of declaring complete
application - Planner will prepare joint Notice of Complete Application and Notice of Public
Meeting in accordance with O. Reg. 545/06.
i. Clerk confirms date and time of public meeting.
c. If public meeting cannot be scheduled within 15 days (statutory) of declaring complete
application - Planner will prepare Notice of Complete Application in accordance with O.
Reg. 545/06.
7. Notice of Complete Application
Please note: This step is only followed if a public meeting cannot be scheduled within 15 days of
declaring complete application.
a. Planner prepares Notice of Complete Application in accordance with O. Reg. 545/06.
b. Clerk reviews and approves Notice of Complete Application for circulation.
c. Planner or Clerk circulate Notice no later than 15 days (statutory) from the date of
declaring complete application.
8. Notice of Public Meeting
Please note: If a public meeting can be scheduled within 15 days of declaring complete application,
the Notice of Public Meeting also acts as a Notice of Complete Application.
a. Clerk confirms date and time of public meeting.
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b. Planner prepares Notice of Public Meeting in accordance with O. Reg. 545/06.
c. Clerk reviews and approves Notice of Public Meeting
d. Planner or Clerk circulate Notice no sooner than 20 days (statutory) before date of Public
Meeting
9. Public Meeting Preparation
a. Planner manages agency and public submissions.
b. Planner conducts a site visit.
c. Planner prepares and finalizes planning report and sends to Clerk for addition to agenda
- report should be overview of proposal and summary of comments/submissions received
to date. No recommendation should be included.
d. Planner prepares draft by-law and schedule, sends to Clerk for addition to agenda.
e. Planner prepares public meeting presentation - for larger/more complex files, Planner can
request presentation from Applicant/their agent.
10. Public Meeting
a. Planner outlines statutory process/appeal rights, presents overview of proposal, and
reviews submissions received to date.
b. Applicant attends public meeting and may be asked to present and/or comment or answer
any questions.
11. Staff Recommendation
a. Planner reviews and consolidates submissions from commenting agencies and members
of the public.
b. Planner prepares and finalizes staff report and recommendation to Council, incorporating
overview of all submissions received at the Public Meeting.
c. Planner prepares and finalizes draft by-law and schedule.
d. Clerk reviews staff report, draft by-law, and schedule, and adds to Council Agenda.
12. Council Decision
a. Council reviews Planner's recommendation at regular meeting and decision is made to
approve, defer, or refuse by-law.
i. If deferred, Council must clarify the reasoning and conditions under which they
will be prepared to make a decision in the future.
ii. Planner will then work with Applicant to satisfy conditions required for Council re-
consideration
iii. Step 11 is repeated.
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13. Notice of Decision & Appeal Period
a. Planner prepares Notice of Decision and circulates Notice within 15 days (statutory) of
the date the decision was made, in accordance with O. Reg. 545/06.
b. Appeal Period is 20 days (statutory) from the date the Notice of Decision was circulated.
14. Appeal to Ontario Land Tribunal (OLT)
a. If appeal received, Clerk prepares necessary forms and appeal package and submits to
Ontario Land Tribunal within 15 days (statutory) after the last day of appeal. More
information on the OLT appeal process can be found at https://olt.gov.on.ca/.
15. Notice of No Appeal
a. On the day after the final day of Appeal Period, Planner and Clerk coordinate to ensure
no appeals have been received on the decision.
b. If no appeals received, Planner prepares Notice of No Appeals and circulates to Applicant.
c. Clerk files Notice of No Appeals along with certified copy of by-law for the record.
16. Consolidation of Zoning By-law
a. Planner consolidates any textual amendments passed with the Zoning By-law and
coordinates with the United Counties of Prescott Russell to implement changes to the
zoning schedules/GIS layers.