Community Consultation in the Planning and Development Process

Concept Planning and Initial Research

This section illustrates opportunities for consultation during initial concept planning and research for both new and existing neighbourhoods. Each player’s potential involvement is outlined in three stages: research, consultation and assessment. Their roles will likely vary and occur at different points. For example, Builder Dave buys land and is now considering how it might be used.

Tools	Pre-development checklist, p. 45 Planning parameters (limits), p. 46 Assessing a proposal, p. 46
	Developer	Community	Planning and Development
Key Question	Can we build this development here?	What can developers build on this land, given the parameters and plans set for our community?	How can we ensure that the proposal meets the objectives and interests of the City as outlined in applicable policies and guidelines?
BACKGROUND RESEARCH
Goals	Verify City requirements regarding development of the proposed project.	Understand what types of developments can be built in the community, and on this land.	Advise the applicant about application requirements so Planning and Development and any other relevant department, can evaluate the proposal.
Steps	Obtain and review necessary documents, such as ARPs and Community Plans. Meet with Planning and Development to confirm development requirements. Assess market conditions. Evaluate serviceability of land. Evaluate engineering requirements.	Review the Edmonton Zoning Bylawand other relevant planning documents as they relate to the area. Contact Planning and Development to raise any concerns, ask questions and request applicable plans. Note: Before a developer submits a formal application, the department treats any proposal as confidential. If a developer has already raised the proposal with the community, however, the department may be able to discuss it with others.	Assist and advise developer during the pre-application phase, noting existing policies and plans as well as technical requirements that must be met in the application. [Note: The department continually conducts land use studies and prepares Service Concept Design Briefs for newly developing or undeveloped areas. Some may be relevant for the land in question.] Proactively identify the opportunities and pitfalls of the proposed concept.
Tools	Pre-development checklist, p. 45.
CONSULTATION
Goals	Inform the community about the proposed project. Understand the community’s point of view regarding proposals of this nature.	Understand the concept and provide proactive feedback based on effective community consultation.	Provide information or other assistance to both developer and community on request.
Steps	Contact Planning and Development for information or other assistance, if required. Arrange to meet with the community league and/or its designated subcommittee. Begin to cultivate a positive relationship by being candid and up front. Explain why you have chosen this area for the proposed development. Explain the merits of the project. Explain the requested variances, if any, summarizing the information provided by City staff.	Call the community league and/or its subcommittee together to meet with the developer. If the developer cannot or will not meet, assess the proposal with your subcommittee. Contact Planning and Development for information or other assistance, if required. Provide open and honest feedback on the initial concept plan. Explain what consultation methods might be best suited to your community (e.g., small meetings, town halls etc.). Identify key contacts within the community who should be involved in consultation.	Attend meetings at the request of the community or developer. Outline the planning process to developer or community, if asked.
EVALUATION AND REFINEMENT
Goals	Understand the community’s suggestions and/or questions. Assess where changes can or should be made.	Determine how the project will fit in the neighbourhood. Understand how the planning rules apply to such a development.	Ensure the proposal meets city-wide objectives and policies.
Steps	Based on initial input, determine how the project might be modified or improved. Communicate potential adjustments to the community and adjust if agreeable. Attend meeting(s). Answer questions.	Digest the information provided by the developer, checking facts against the relevant planning documents (i.e., Zoning Bylaw, plans, etc.). Brainstorm questions that need to be answered beyond issues of land use, such as potential traffic impacts and safety. Contact Planning and Development with questions and comments. Remind committee members that the proposal will be assessed within planning parameters. Assess whether a full community meeting is required to provide clear direction for next phase.	Determine if any bylaw amendments are required for existing ASP/NSP or other statutory plans. Contact key personnel in other relevant departments. Refer back to any existing Service Concept Design Brief, ASP or NSP.

TOOLS FOR CONCEPT PLANNING AND INITIAL RESEARCH

Tool: Pre-development checklist

	Does the project fit in with area and community plans?
	Will this project meet the requirements of the Zoning Bylaw, including any overlays that apply to our particular community?
	Is the proposed use permitted or discretionary?
	If discretionary, what adjustments would bring the proposed use closest the designated zoning for the area?Confirm
	What variances are being considered?
	What conditions might be applied to such a development? Do we need to address any amenity or parking issues?
	Are there other planning considerations that should be considered (safety through CPTED principles as on p. 96, aesthetics, etc.)?
	What traffic or signage considerations do we need to address?
	What are the merits of such a development? How are the immediate neighbours likely to respond?
	Is the Planning Department likely to approve this project? With or without a variance?

Tool: Steps for assessing zoning and use allowed for a parcel of land

Confirm the zoning for the parcel in question.
Ask: What zoning applies to this site?
And: Which overlays, if any, apply to our neighbourhood?
See Edmonton Zoning Bylaw and Overlays, p. 110.

Confirm whether the proposed development fits within the uses allowed on the site. See p. 48
Ask: Is the proposed use (land use category) listed (allowed) for the proposed site (land use zone)?
Determining whether the proposed use is listed may or may not be simple, depending on whether the proposal is common or unique. If in doubt, read the definitions in the “Interpretive Clauses” section of the Edmonton Zoning Bylaw or call Planning and Development.

Next, note that the list of uses is divided into permitted and discretionary land uses.
Ask: Would the proposed development be a Permitted or Discretionary Use?
This is an important distinction as it affects the permit process.
See Permitted and Discretionary uses, p. 87.

Ask: What are the development regulations?
The rules for each land use zone establish minimum project specifications (e.g., yard size and parking) and maximum project requirements (e.g., building height and density limits). The Development Officer may relax some of these rules, but the officer cannot relax height, density or floor area ratio. Check the Zoning Bylaw for further details.

Finally: Does the proposal require any variances?
Work with the checklist of development rules (p. 88) to see if any rules would need to be relaxed for this development to occur.
See Variances, p. 89.
See What a Development Officer can approve, p. 81.
See Understanding land use, p. 85.

This list may feel intimidating, but need not be. Call a Development Officer at Planning and Development for help or clarification.

Tool: Planning parameters (limits)

Some matters cannot be considered within a planning context. The following are considered non-planning issues and Planning and Development does not consider these when assessing permit applications. It should be noted, however, that these issues can be part of the consultation process and may still be considered at Council if the issue proceeds to this level.

Characteristics of users	“Those people won’t care for the property, they just rent.”	The fact that a development will serve renters rather than owners is not a sufficient planning argument. Comments must address land uses, not land users.
Likely economic benefits or losses	“We will lose business on this street.”	A development’s likely impact on the tax base, on nearby businesses and/or on property values is not a planning consideration.
Concentration of uses	“There are too many bars already.”	High concentration of a particular use within a neighbourhood is not a legitimate reason to deny a development within planning parameters.
Social or moral differences	“We can’t have an immoral adult video store here.”	Moral reasons are not sufficient for planning arguments that deny certain uses recognized in the Edmonton Zoning Bylaw (e.g., adult video stores).
Personal opinion	“It is ugly!”	Unless there are predetermined architectural controls, neighbours cannot argue against a development based on colours, finishes or other personal preferences.

SCENARIO: PRE-APPLICATION CONSULTATION ON DISCRETIONARY USE PROJECT

A developer wants to build four units of two-storey row housing on two lots that are zoned RF3 (Low Density Redevelopment). This is a discretionary use in a RF3 zone. A one-foot variance from side yard width requirements would be needed. Two older single-family homes would be demolished.

Developer	Planning and Development	Community League
Mature Neighbourhood Overlay, the developer must consult with all landowners within 60 metres of the site. Wanting to work with the community, the developer contacts the community league. He realizes that neighbours have concerns and would like to give them as much information as possible before going door to door.	Planning and Development reviews the application for technical requirements and access provisions and gives written notice to surrounding property owners. The Department review is based on information from the notification, neighbourhood response and its own review of the project’s impact.	The community league receives a call from the developer and from neighbours. Some community members are asking the league to write a letter against allowing the development to proceed as a discretionary use.

Consultation

The community league sets up a meeting with all parties so all voices might be heard. The developer decides to wait until after the meeting to seek signatures supporting the proposed development.

At the meeting, the developer explains the proposed development and shows architectural drawings and landscaping plans. He says that, because both existing older homes (which he has already purchased) are in dire need of repair, it is wiser to replace them with new housing. The units will be sold to interested homeowners. The proposed development complies with height restrictions, he adds, and follows the Mature Neighbourhood Overlay rules for development with the exception of the side yard width noted above. The developer also answers many questions.

The neighbours are pleased to see how well the proposed housing will fit the neighbourhood. Many are happy that these units will be owned rather than rented. Clarity has replaced uncertainty. After speaking to (and in this case receiving approval from) neighbouring landowners, the developer submits his Development Permit Application.

Conclusion

The Development Officer (DO) decides this development has merit and warrants approval, especially given its landscaping and architectural features. He issues a development permit allowing the discretionary use of row housing on these RF3 lots with a slightly smaller side yard. The developer is happy that issues were simply and quickly resolved. The neighbourhood now enjoys its first successful row-housing development.