FILE MANAGER-SUBDIVISION APPROVAL PROCESS INTRODUCTION

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1 FILE MANAGER-SUBDIVISION APPROVAL PROCESS INTRODUCTION Subdivision Approval Process About the Subdivision Approval Process The File Manager System for managing the Subdivision Approval Process redefines how subdivision applications are processed in the City of London. The City promotes high quality submissions and timely processing through clear and common understanding of the process and its requirements. Each Application in the Subdivision Approvals Process is assigned a File Manager who is responsible for tracking and facilitating the file throughout the process, creating a single point of contact for Applicants and providing a central repository for relevant documents. Overall, the File Manager System fosters increased accountability and effectiveness for both the City and Applicant. In recent years, a strong residential market in London has translated into a significant increase in approvals activity. These high volumes, combined with ongoing growth strategy discussions, highlight concerns over the time and rigour required to complete a subdivision from concept to final accepted design and approval. Both City staff and Developers felt significant reductions in approval times could be achieved through improved accountability, communication and provision of clear targets for everyone involved in subdivision approvals. A working group consisting of Planning and Engineering Staff and Developer representatives was formed in a collaborative effort to recreate the approval process through the development of the File Manager System. Benefits of the File Manager System The File Manager System for managing the Subdivision Approval Process is intended to achieve the following benefits: File Manager is a single point of contact, monitoring the file throughout the process with the authority to facilitate issue resolution, including escalating to Senior Management when necessary. Subdivision Approval Process is clearly documented to bring consistent understanding of the process across the industry and the City. Early discussion of development opportunities and constraints helps Applicants in assessing their business plan for a proposed development and helps the City achieve strategic growth. Submission of complete packages allows staff to focus on applications containing the necessary materials to be processed without disruption and resubmission. Resolution of major design issues prior to drawing submission prevents clouding of detailed review with un-resolved big-picture issues. Internal process meetings bring together all Divisions with a focus on coordinated feedback and consideration for design integration. Emphasis on responsiveness and accountability. Compliance with review schedule is key to the Applicant s interests. Consultation Draft Plan Approval Design Studies Acceptance Review of Servicing Drawings Subdivision Agreement Preparation Current as of February 28, 2008

2 Approval Timelines Based on Working Group discussions, the File Manager System defines the City review schedule for straightforward applications to move from initial pre-consultation to registration of a subdivision agreement. Developments involving complex design or policy elements may require more time. This commitment to consistent timelines is central to the Subdivision Approval Process, but can only be successful with industry-wide accountability to complete, high-quality submissions and commitments to resolve issues. Reversals of positions can be accommodated but will return the project to an earlier point in the approval process. The guidelines and process overview documents contained in this reference manual provide direction for key points in the process. Every development application is unique, however through open discussion and addressing issues early in the process, significant reductions in schedule are possible. Every attempt is made to adhere to, or even shorten, the document schedule. Using the File Manager Reference Manual and Web Resource The File Manager Reference Manual is made up of a collection of templates, guidelines and process overviews that provide direction for key steps, processes and submission requirements of the Subdivision Approval Process. Use this manual in conjunction with the File Manager Web Resource located on the City s Website at then navigate to Home>Business>Planning>File Manager. The manual provided in the training program includes the initial core documents which describe the process and its requirements. The City plans to build upon available templates once the File Manager System has been implemented. Visit the website regularly to download added resource documents or updates to existing documents. Download documents from the website to customize your Reference Manual. Additional Reference Manuals are available for order through the Planning Division. The File Manager Web Resource will also provide electronic (.pdf) copies of key existing technical guidelines, design standards and other digital tools that may be useful during the process. If information cannot be found on the website, contact the Planning Division. Key Roles and Terms There are several terms that are new to the File Manager System or may have been used in different ways in the past by both City staff and the Development community. A complete Glossary of Terms is provided online at the File Manager Web Resource. Below is a list of the more commonly used terms in the File Manager documentation: File Manager - representative from the Planning Department who manages an application throughout the approval process. Provides a single point of contact for Applicants. Applicant - refers to the Land Owner, Developer or any consultants/agents working on their behalf. EESD Coordinator - representative from Environmental and Engineering Department (EESD) who works with the assigned File Manager on each application to coordinate with EESD Staff. Complete Submissions - documents or submission packages that are submitted to the File Manager for review by the City. Submissions must include all predetermined or requested content to be considered complete. Incomplete submissions are returned to the Applicant. Pre-Consultation - an optional, informal meeting requested by Applicants to share information and discuss the key opportunities and constraints for the proposed development prior to development of the Initial Proposal Report. 2 of 5

3 Initial Proposal Report (IPR) - a brief high level report summarizing the Applicant s planning and servicing assumptions for development. The IPR is submitted with the Applicant s formal request to initiate mandatory preconsultation through the Proposal Review Meeting (formerly APAG). Provides Applicants the opportunity to articulate their planning and servicing assumptions for advancing the proposed development. Mandatory Consultation - now required under the Planning Act and City By-law. The Proposal Review Meeting, attended by the Applicant and all City Divisions satisfies the requirement for mandatory consultation Record of Consultation - a concise record of the requirements for Draft Plan approval as identified by City Staff at the Proposal Review Meeting. The requirements identified in the Record of Consultation will form the contents of a complete Subdivision Application submission. Understanding the Subdivision Approvals Process The File Manager System for Subdivision Approvals covers the first five stages of the approval process from concept to final approval and registration. The File Manager System differs significantly from existing procedures in accountability and facilitated early resolution of issues, yet still meet the basic needs of developing a subdivision and complying with legislative requirements. Below are summary descriptions for each of the five stages. 1. CONSULTATION Applicants meet with the City to discuss development plans. Starting with an informal Pre- Consultation, the Applicant and File Manager work together to identify key requirements for the development. Using this information, the Applicant prepares and submits an Initial Proposal Report (IPR) which outlines planning and servicing assumptions for the development of the land. All Divisions at the City review the IPR and meet to identify potential issues with the proposal. Issues and comments are shared with the Applicant at the Proposal Review Meeting, the outcome of which is a Record of Consultation outlining the specific requirements for draft plan application. Informal Pre-Consultation meetings allow open discussion with the City to share all available information concerning the potential development The City will review the IPR, conduct the Internal Proposal Review and proceed to Proposal Review Meeting within 3 to 5 weeks of receipt of the Initial Proposal Report The City will prepare minutes for the Proposal Review Meeting, including a Record of Consultation, and distribute among City Divisions and the Applicant within 1 week 3 of 5

4 2. DRAFT APPROVAL The Draft Approval Stage covers all activities from submission of a Draft Plan of Subdivision Application to Approval of the Draft Plan. Guidelines will provide direction for submission and processing of complete applications. The File Manager System calls for higher quality submissions and greater accountability to ensure all necessary material is available to draft appropriate conditions of Draft Plan Approval. The Applicant will submit complete applications. Incomplete applications will be returned The File Manager will notify the Applicant of rejection of an application within 30 days of receipt The City will compile and prepare Draft Plan conditions and inform the Applicant of the Approval Authority decision within 180 days of receipt of the application The City will post necessary public notification messages and send letters of notice to required land owners The City will prepare the Planning Committee Report to present at Committee/Council meetings 3 DESIGN STUDIES After receiving Draft Plan Approval, the Applicant meets with the City to discuss conditions that must be satisfied prior to Drawing Submission. Once completed, all required Design Studies are submitted as a complete package to the File Manager who distributes it to appropriate Divisions for review and schedules a Design Studies Review Meeting allowing 3 weeks for Divisional review of studies. The meeting brings together the File Manager, EESD Coordinator and all Divisions to discuss any issues align comments so that the Applicant receives clear, coordinated comments and with an emphasis on integration. The Applicant revises required studies until the entire Design Studies Package is cleared by the City and a Final Design Studies Clearance is issued. Applicant submits all design studies as a complete package File Manager schedules Design Studies Review Meetings for 3 weeks from receipt of a complete Design Studies package All Divisions prepare comments and attend Design Studies Review Meetings to ensure coordinated responses to Applicants Applicants (owners and consultants) attend Design Studies Pick-up Meeting to receive and discuss comments 4 of 5

5 4. SERVICING DRAWINGS Servicing Drawing Submission Packages are assessed for completeness and base quality standards. Once deemed complete, the City begins a review of submitted servicing drawings. It is the goal of File Manager to achieve consistent review timelines. The City schedules a Redline Review Meeting to communicate with Applicants in a forum that allows for discussion of issues and clear communication. The Applicant revises the drawing package based on comments received at the Redline Meeting and resubmits to the File Manager. MOE applications are processed once Servicing Drawings have reached an appropriate standard, typically following second drawing submission. The City stamps the Accepted Service Drawings and sends to the Applicant with an acceptance letter outlining any special conditions. The Applicant will submit all Servicing Drawings as a complete package The City will review all Complete Service Drawings Packages and provide coordinated comments to the Applicant at the Redline Review Meeting 5. FINAL APPROVAL Once the Applicant requests a Subdivision Agreement, the File Manager circulates the agreement request and monitors responses to meet required timelines. A draft Subdivision Agreement and committee report is prepared, and a meeting with Legal and Finance is convened to review agreement clauses and discuss any outstanding contentious issues or negotiations. The File Manager, Planner and Development Services will typically have sufficient information to craft agreement clauses without Divisional circulation. The Applicant has the option to schedule a meeting with the City if there are any concerns with the finalized agreement. Where Council approval is granted the Subdivision Agreement will go forward for registration. The File Manager will provide timely preparation of Subdivision Agreement Additional Divisional circulation will be required in special cases only 5 of 5