Y CARRIED I LOST TOWN OF CALEDON. Project Update and Proposed Revisions to the Work Program be received

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1 6 2 TOWN OF CALEDON te April 2009 Moved by Seconded by THAT Report No PD Mayfield West Phase 2 Secondary Plan MYV2 Project Update and Proposed Revisions to the Work Program be received That Council authorize the following revisions to key milestone events in the MW2 work program and schedule for the reasons outlined in this report Part A Technical Studies completed revised from December 2008 to May 2009 Endorsement of guiding principles revised from December 2008 to April 2009 Selection of a preferred land use plan revised from June 2009 to October 2009 Submission of a Region of Peel Official Plan Amendment application for a settlement boundary expansion revised from June 2009 to December 2009 Presentation of a draft MW2 Secondary Plan at a council information workshop revised from December 2009 to February 2010 That Council authorize a special council information workshop on September from 9 00 am to am in order to facilitate the revised MW2 work program and schedule That Council authorize Planning and Development staff to use the evaluation criteria contained in the June 2008 General Terms of Reference to evaluate alternative land use scenarios for MW2 That Council authorize the MW2 Transportation Management Plan to be completed to the satisfaction of Caledon staff and That a copy of this report and Council Resolution be forwarded to the Region of Peel and the MW2 Stakeholder Advisory Group RECORDED VOTE YES NO CONFLICT ABSENT Councillor Beffort Councillor deboer Councillor Groves Councillor McClure Mavor Morrison Councillor Paterak Payne Councillor Thomoson Councillor Whitehead TOTAL MAYOR r Y CARRIED I LOST I

2 PLANNING & DEVELOPMENT Policy Section Report PD To: From: Mayor and Members of Council Mary Hall, Director of Planning & Development Meeting: April 7, 2009 Subject: Mayfield West Phase 2 Secondary Plan (MW2): Project Update and Proposed Revisions to the Work Program. RECOMMENDATION Requires Action X For Information Only THAT Report No. PD , Mayfield West Phase 2 Secondary Plan (MW2): Project Update and Proposed Revisions to the Work Program be received; That Council authorize the following revisions to key milestone events in the MW2 work program and schedule for the reasons outline in this report: Part A Technical Studies completed: revised from December 2008 to May 2009; Endorsement of guiding principles: revised from December 2008 to April 2009; Selection of a preferred land use plan: revised from June 2009 to October 2009; Submission of a Region of Peel Official Plan Amendment application for a settlement boundary expansion: revised from June 2009 to December 2009; Presentation of a draft MW2 Secondary Plan at a council information workshop: revised from December 2009 to February That Council authorize a special council information workshop on September 8, 2009 from 9:00 am to 10:30 am in order to facilitate the revised MW2 work program and schedule; That Council authorize Planning and Development staff to use the evaluation criteria contained in the June 2008 General Terms of Reference to evaluate alternative land use scenarios for MW2; That Council authorize the MW2 Transportation Management Plan to be completed to the satisfaction of Caledon staff; and, That a copy of this report and Council Resolution be forwarded to the Region of Peel and the MW2 Stakeholder Advisory Group. ORIGIN/BACKGROUND Caledon has revised the 2021 population forecast for Mayfield West from 13,100 to 17,000 and is also proposing to allocate an additional 9,800 population to Mayfield West between 2021 and As a result, Caledon initiated MW2 to determine the appropriate location and form for this future growth. In order to accommodate this growth, an expansion to the existing Mayfield West settlement boundary is anticipated. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 1 of 9

3 MW2 commenced in March 2008 with the retention of an environmental consulting team led by Philips Engineering to undertake the Comprehensive Environmental Impact Study and Management Plan (PD ). Subsequently, Council approved General Terms of Reference (GTR) for MW2 in June 2008 (PD ). The GTR included a work program consisting of 24 tasks structured in to four distinct phases and a schedule spanning 27 months. MW2 is being undertaken in accordance with provincial legislation and policies e.g. Places to Grow: The Growth Plan for the Greater Golden Horseshoe, 2006 (Growth Plan) and the Region of Peel (Peel) and Caledon Official Plans. Under the Growth Plan settlement boundary expansions may only occur as part of a municipal comprehensive review which is defined as an official plan review, or an official plan amendment, initiated by a municipality that comprehensively applies the policies and schedules of this Plan. Accordingly, the MW2 work program has been designed to fulfill the provincial policy requirements in respect of a municipal comprehensive review. Since approval of the GTR in June 2008, Caledon has retained a multi-disciplined team of external consultants to carry out the necessary background technical studies to both inform and support MW2. At this time, nine (9) consultant firms have been retained to complete the following background technical studies: 1. Philips Engineering: Comprehensive Environmental Impact Study and Management Plan (EIS&MP); 2. R.J. Burnside & Associates: Water & Wastewater Servicing Study; 3. Paradigm Transportation Solutions Limited: Transportation Impact Study; 4. Agricultural Impact Assessment: Colville Consulting Inc.; 5. Noise & Vibration Impact Assessment: Jade Acoustics Inc.; 6. Stage 1 Archaeological Assessment: Historic Horizons Inc.; 7. Cultural Heritage Landscapes Assessment & Built Heritage Resources Assessment: Andre Scheinman and ENVision The Hough Group; 8. Commercial Needs Assessment: W. Scott Morgan & Associates; and, 9. Community Design & Sustainability: Urban Strategies Inc. Overall, MW2 is proceeding very well and significant progress has been made to date toward completing the project, however, at this time, MW2 is approximately eight (8) weeks behind the June 2008 schedule. Consequently, Planning and Development (P&D) staff has reviewed the June 2008 work program and schedule to determine what, if any, revisions could be made to the work program and schedule in order to maintain the overall target completion date for MW2 of May In this regard, P&D staff has prepared a revised work program and schedule for MW2 which allows for the original overall target completion date to be met. In addition to providing Council with an update on the status of MW2, the primary purpose of this report is to recommend that Council endorse appropriate revisions to the MW2 work program and schedule as outlined in this report. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 2 of 9

4 DISCUSSION The proposed revised work program and schedule is intended to reflect external factors such as the extended timetable for Peel s provincial policy conformity exercise and internal factors such as the extended timetable for Caledon s own provincial policy conformity exercise and an extended timeframe to complete certain key tasks. External Timing Challenges: (A) Regional Official Plan Amendment (ROPA) Application P&D staff is proposing to extend the schedule for the consideration of Caledon s Provincial Policy Conformity (PPC) amendments, as required by the Growth Plan, by Council to December The rationale for this extension is described in detail in companion report PD Proposed revisions to Caledon s PPC exercise has implications for MW2 which are described below. As previously noted, Caledon has revised the 2021 population forecast for Mayfield West to reallocate 3,900 people to 2021 and is also proposing to allocate an additional 9,800 population to Mayfield West between 2021 and These recommended population forecasts are contained in proposed Official Plan Amendment Number 203 (OPA 203) which Caledon Council endorsed on August 1, 2006 (PD ) and again on November 6, 2007 (PD ). Furthermore, Council directed staff to continue to use the forecasts contained in OPA 203 in all population related planning matters; MW2 is proceeding on the basis of the forecasts contained in OPA 203. In order to accommodate the growth recommended for Mayfield West a settlement boundary expansion is anticipated, it will necessitate a Regional Official Plan Amendment (ROPA). Under the June 2008 work program and schedule the target submission date for a ROPA application by Caledon for a settlement boundary expansion is June In developing the June 2008 work program and schedule for MW2, and in particular the target submission date for a ROPA application for a settlement boundary expansion, P&D staff gave consideration to the timing for completion of Peel s PPC, which is known as the Peel Region Official Plan Review (PROPR), Caledon s PPC exercise and the appropriate coordination and sequencing of planning steps. Fundamental to the ROPA target submission date was the principle that Peel would have confirmed Caledon s population and employment forecasts through PROPR by March This would have allowed Caledon Council to consider formal adoption of OPA 203 in June 2009, thereby confirming the local population and employment forecasts and distribution which, in turn, would form the foundation for a ROPA application for a settlement boundary expansion for MW2. The extended timeframe for the completion of Peel s PROPR work, and by implication Caledon s PPC work, means that the existing target submission date for the ROPA application for MW2 must be revised. P&D staff has become increasingly concerned with the delay in Peel s PROPR work and the target submission date of June 2009 for the ROPA application because at this time the population and employment forecasts on which the ROPA application would be based have not been finally adopted by Caledon or Peel. As such, with regard to population and employment forecasts, any ROPA application would not be in conformity to the official plans of Peel or Caledon. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 3 of 9

5 P&D staff has sought the opinion of both Caledon s Solicitor and external legal advisors on the matter of Caledon submitting a ROPA application for a settlement boundary expansion which is not in conformity to the official plans of Peel or Caledon. Both opinions strongly suggest that Caledon maintain its original approach of submitting a ROPA application for a settlement boundary expansion for MW2 only when PROPR has been completed and after Caledon has adopted OPA 203 as part of Caledon s PPC exercise. One of the key rationales for this approach is that the ROPA application will be more credible and much more defensible after Peel and Caledon have adopted the population and employment forecasts as part of their respective PPC exercises. Furthermore, Peel would be in a better position to deal with the ROPA application following the adoption of the population and employment forecasts. At the request of MSDG, the June 2008 work program and schedule was designed to enable the required study and analysis to be completed to allow Caledon to submit a ROPA application for a settlement boundary expansion on or before June 16, Fundamental to fulfilling this request was an expectation that PROPR would be completed approximately 3 months before this date. However, the ROPA application timeframe (i.e. 16 months from project commencement) has always been considered by P&D staff to be ambitious due to the complex and multi-disciplined approach inherent in any secondary planning process. Typically, with a planning project as complex as MW2, P&D staff would recommend the Town submit the ROPA application for a settlement boundary expansion much later in the planning process. A revised target submission date of December 2009 (i.e. 22 months from project commencement) is considered by P&D staff to be more typical of the timeframe needed to undertake a municipal comprehensive review, as directed by the Growth Plan, and to prepare a detailed planning application for a settlement boundary expansion. Furthermore, it also maintains the original objective of applying for the ROPA approximately 3 months after Peel adopts its population and employment forecasts, which is now anticipated for October P&D staff is confident that the revised schedule associated with the MW2 ROPA application will not delay commencement or completion of other MW2 project tasks. Internal Timing Challenges: (B) Phase 1 Technical Studies Phase 1 of MW2 consisted of a series of technical studies to determine existing conditions, characterization, opportunities and constraints within the MW2 study area. With the exception of the Comprehensive EIS&MP, all Phase 1 studies have been completed. In regard to the Comprehensive EIS&MP, initial results and findings of the 2008 field monitoring component are contained in an interim report which was presented to a study Technical Steering Committee (TSC) in November 2008; the TSC consists of representatives from Caledon, Peel, Toronto and Region Conservation, Credit Valley Conservation and Mayfield Station Developers Group (MSDG). While the information provided in the interim report has yet to be formally approved and is considered preliminary in nature, it was developed in order to provide other Phase 1 technical studies the results from the initial assessments completed at that time and to expedite the progress of MW2. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 4 of 9

6 Components of the Comprehensive EIS&MP field monitoring component are still underway, specifically related to the well monitoring; all other field work has been completed. A formal draft Comprehensive EIS&MP Phase 1 report is being prepared by Philips Environmental Team and is proposed to be circulated to the TSC for review and comment at the end of April The Philips Environmental Team has reviewed the revised 2009 MW2 work program and schedule and is confident that completion of the Comprehensive EIS&MP Phase 1 report will not delay commencement or completion of other MW2 project tasks. (C) MW2 Guiding Principles In January 2009 MW2 moved in to Phase 2 of the project when the Town hosted the MW2 Community Design and Sustainability (CDS) workshop. The CDS workshop provided an opportunity to bring together a diverse group of interests and expertise to take a fresh look at the guiding principles endorsed by Caledon Council in 2003 for Mayfield West Phase One. The CDS workshop also provided an opportunity to generate new ideas and approaches for planning and designing a distinctive and sustainable new phase of Mayfield West. A working draft of the guiding principles was presented to Council on February 17, 2009 at a council information workshop. Subsequently, all participants at the CDS workshop were asked to review and comment on the working draft. Caledon s community design and sustainability consultant is reviewing all input that has been received and P&D staff is proposing to bring forward a revised set of guiding principles for Council consideration at a Council meeting on April 21, Input received by P&D staff indicates that the draft guiding principles generally reflects the discussions and conclusions of the CDS workshop, therefore, P&D staff is confident that the schedule associated with approval, by Council, of the guiding principles will not delay commencement or completion of other MW2 project tasks. (D) Development and Evaluation of Land Use Scenarios Under one of the proposed guiding principles for MW2, MW2 will be planned using an integrated design process. By bringing together all the technical consultants at the start of the planning and design process the integrated design process enables collective decision making, thus ensuring good planning and innovative planning is not precluded, thereby enabling a greater degree of sustainability to be achieved. The GTR envisioned an iterative relationship between most of the technical studies, however, not to the extent that the integrated design process requires. Therefore, the required time and resources needed to make this task successful were not incorporated in to the June 2008 project schedule. Therefore, the project schedule has been revised to allow the appropriate amount of time for Caledon s consultant team to develop and evaluate land use scenarios, and for Council and the general public to comment on a preferred land use plan. In this regard, an additional council workshop and open house have been added to the work program (see Selection of Preferred Land Use Plan below). S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 5 of 9

7 Recommended Timing Adjustments: The proposed revised work program and schedule is attached to this report as Schedule A. The following table provides a summary of the currently approved existing completion dates for key milestone events and the proposed revised completion dates. Existing and Proposed Completion Dates for Key Milestone Events Phase Milestone Event Existing Completion Date Proposed Completion Date 1. Existing Conditions, Characterization, Opportunities and Constraints. (a) Part A Technical Studies completed. (b) Endorsement of guiding principles. Dec 2008 Dec 2008 May 2009 April Selection of Preferred Land Use Scenario and ROPA Application. (a) Selection of a preferred land use plan. (b) Submission of a Region of Peel Official Plan Amendment application for a settlement boundary expansion. June 2009 June 2009 Oct 2009 Dec Draft Secondary Plan Presentation of a draft MW2 Secondary Plan at a council workshop. Dec 2009 Feb Final Recommendations and Official Plan Amendment May 2010 No changes to the work program or schedule proposed. Additional Recommended Work Plan Refinements In addition, the revised work program and schedule contains a number of revisions to key tasks which are summarized below. Greater detail regarding the revisions follows. 1. MW2 land use scenarios will be evaluated using the criteria contained in the June 2008 General Terms of Reference in conjunction with the 2009 MW2 guiding principles; 2. A special council information workshop and open house are proposed in September 2009 for the purpose of presenting the preferred land use plan to Council and the general public; 3. The MW2 Transportation Management Plan will be completed to the satisfaction of Caledon staff. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 6 of 9

8 Evaluation Criteria A comprehensive evaluation of the land use scenarios developed in Phase 2 will be undertaken using evaluation criteria (i.e. factors critical to the preferred location of MW2 such as environmental/agricultural impacts, transportation, servicing, connectivity and fiscal viability etc.); in the June 2008 GTR nine evaluation criteria are described. However, the GTR contemplates a review of the evaluation criteria with Council, at a council information workshop, and also the MW2 Stakeholder Advisory Group. Furthermore, under the GTR, Council is required to endorse the evaluation criteria. P&D staff believes the nine evaluation criteria contained in the June 2008 GTR are comprehensive in nature and will provide an adequate level of evaluation upon which a preferred land use plan can be recommended. Therefore, after further consideration of this task, and in an effort to enhance project efficiencies, it is recommended that Council authorize P&D staff to use the evaluation criteria contained in the June 2008 GTR to evaluate alternative land use scenarios for MW2. Selection of Preferred Land Use Plan Phase 2 of MW2 includes the selection of a preferred land use plan for the 2021 and 2031 planning horizons. P&D staff is proposing to include an additional contact point with Council and the general public associated with this task. A special council information workshop is proposed on September 8, 2009 for the purpose of presenting the preferred MW2 land use plan to Council. In addition, P&D staff is proposing to host an open house to present the recommended preferred land use plan to the general public also in September. Following the open house, the recommended preferred land use plan will be considered by Council at a Council meeting in October Therefore, it is recommended that Council authorize a special council information workshop on September 8, Transportation Management Plan (TMP) Prior to Caledon Council s consideration of a local Official Plan Amendment, a set of implementation documents will be completed to assist in the implementation of the planning objectives and policies contained in MW2; the TMP is one such implementation document. Under the June 2008 GTR Council is required to approve the TMP. The TMP, among other matters, makes recommendations regarding the design and treatment of roads and streets, traffic calming measures, pedestrian and cycling network, possible transit routes and school and public park zone treatments. In the case of MW2, Caledon will retain a transportation planning consultant to complete the TMP on its behalf which, generally, provides Caledon with a greater degree of control on the final product. Therefore, it is recommended that Council authorize Caledon staff to approve the MW2 TMP. NEXT STEPS MW2 key milestone events in 2009 are: Legend: Council Meeting (CM); Council Information Workshop (CW); Open House (OH) Date April 21 Task CM: Council consideration of 2009 guiding principles. S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 7 of 9

9 May 26 June 25 September 8 September 24 October 20 November 17 December 8 CW: Presentation by P&D staff to Council on the draft land use scenarios. OH: Presentation by P&D staff to the general public on the draft land use scenarios. CW: Presentation by P&D staff to Council of the preferred land use plan. OH: Presentation by P&D staff to the general public of the preferred land use plan. CM: Council consideration of preferred land use plan. CW: Working session with Council on the Community Design Plan. CM: Council authorization to submit ROPA application for a settlement boundary expansion. FINANCIAL IMPLICATIONS The revised MW2 work program and schedule does not affect the budget for this project. The estimated budget for completion of this project is $590, and this full amount is included in the P&D Department s proposed 2009 budget. All cost, save and except for Town and agency staff time, associated with the preparation of the MW2 will be borne by MSDG. To this end, on March 4, 2008, Caledon Council authorized the Mayor and Clerk to sign an agreement with MSDG for the purposes of funding the cost of preparing MW2 (PD & LS ). This agreement has been signed by all parties. In accordance with Council Resolution W , in the context of preparing a replacement for the existing Town of Caledon Development Charges By-law, staff is considering the inclusion of the MW2 planning and development studies. CALEDON COMMUNITY WORK PLAN Not applicable. POLICIES/LEGISLATION Town of Caledon Official Plan. Region of Peel Official Plan. Provincial Policy Statement (2005). Provincial Growth Plan (2006). CONSULTATIONS Town Solicitor. ATTACHMENTS 1. Schedule A: April 2009 MW2 Project Work Program and Schedule. CONCLUSION Since its commencement in March 2008 MW2 has made significant progress toward meeting the target completion date of May P&D staff has reviewed the June 2008 S:\C11 - Reports to Council\2009\PD MW2 Project Update\PD doc Page 8 of 9

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11 MW2 Work Program and Schedule Apr-09 May-09 Jun-09 Jul-09 Aug-09 Sep-09 Oct-09 Nov-09 Dec-09 Jan-10 Feb-10 Mar-10 Apr-10 May-10 APRIL (1) MW2 guiding principles (i) Report to Council # (2) Developing land use scenarios (i) Consultant team meeting #2 17 (ii) Council Workshop #5 26 (iii) Stakeholders Advisory Group #5 18 (iv) Open House #2 25 (3) Selection of preferred scenario (i) Council Workshop (new) 8 (ii) Open House (new) 24 (iii) Report to Council # (4) Phase 2 technical studies (Part B) (5) ROPA application (i) Report to Council # (6) Comprehensive EIS&MP (Part C) (7) Financial impact study (i) Advertise RFP (ii) Evaluate proposals (iii) Report to Council 13 1 (8) Master Financial Agreement (9) Community Phasing Plan (10) Transportation Management Plan (11) Community Design Plan (1), (2) (i) Council Workshop #6 17 (ii) Stakeholders Advisory Group #6 26 (iii) Council Workshop #7 tbd (iv) Stakeholders Advisory Group #7 tbd (v) Council Workshop #8 tbd (vi) Stakeholders Advisory Group #8 tbd (vii) Open House #3 tbd (viii) Report to Council #7 tbd tbd (12) Local Official Plan Amendment (i) Council Workshop #9 tbd (ii) Stakeholders Advisory Group #9 tbd (iii) Stautory Public Meeting #1 tbd (iv) Report to Council #8 tbd tbd (1) Council Workshop #6 and #7 and Stakeholder Advisory Group #6 and #7 will be working sessions with these groups and will be used to illustrate implementation of the guiding principles. (2) The purpose of Council Workshop #8; Stakeholder Advisory Group #8; and Open House #3 is to present the draft Community Design Plan and also a first draft of the Secondary Plan. Prepared: March Schedule A to Planning & Development Department, Policy Section Report PD Page 1 of 1