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HomeMy WebLinkAboutDTS-08-155 - Site Plan Review Update1 KITC~~R Development & Technical Services REPORT Report To: Development and Technical Services Committee Date of Meeting: September 29, 2008 Submitted By: Rob Browning, Genera( ManagerDevelopmentsnd Technical Services Prepared By. Brian Page, Supervisor, Site Development Rob Browning, General ~IanagerDevelopment and Technical Services ward~s~ Involved: All Date of Report: September 16, 2008 Report No.: DTS 08-155 Subject: SITE PLAN REVIEVII UPDATE RECOMMENDATION: FOR INFORMATION ONLY BACKOROL~ND: At the Development and Technical Services meeting on September 8, 2008, Council raised some concerns about the length of time site plans were taking to process and an "unfriendly" site plan process. As a result Council requested an information report on the how the site plan process has been performing and outlining the service standards our citizens can expect with this process. REPaRT: As requested, this report will outline the customer service standards for site plan review. It will also speak to components of the site plan review process and the implications of current and pending legislation and regulations. As appendices, council will find a summary ofthe site plans processed or being processed in 2008 and a post mortem summary of the 150 Shirley Avenue site plan application. SERVICE STANDARDS FOR SITE PLANNING Pre A C1ca~ion ~lee~~n s Once staff has received a completed application and the required number of site plan copies, a meeting is arranged with the site plan committee within seven to ten days depending on how complicated the plan is and if there is time available for the next time slot. UVe have two time slots available for Tuesday afternoons and also two time slots available for Thursday afternoons. Those time slots are 1:30pm and 2:3opm in the Schmaltz room. The planner assigned to the file provides minutes to the applicant usually within a couple of days of the meeting. Ta date there have been 68 pre application meetings while last year there were 62 for the entire year. T es of Sifie Plan A licafions With regards to site plan applications there are several different categories. Those being House Keeping, Deemed Nat Development, Model Home, Stamp Plan Approval, Minor Site Plan Revision, Major Site Plan Revision, and Full Site Plan Submission. To date there are 74 site plan applications so far this year. Deemed Nol Develo menl & Nouse Kee in A licafions Deemed Not Development applications are usually dealt with in very quick order. Usually the file can be opened and closed within a few days. House Keeping applications are relatively quick as well as long as the applicant has submitted a proper digital submission. Model Home Slam Plan & ~#inor Side Plan Revision ,4 licafions Model Home, Stamp Plan, and Minor Site Plan Revision Submissions require a higher degree of review. Model Home, Stamp Plan and Minor Site Plan Revisions are usually put out fora 10 day circulation for comments back to the assigned planner. Once all comments are received the Planner will request revisions to the digital submission if required and informs the applicant of any required conditions to be met for site plan approval. Ma'or Side Plan Revisions & dull Side Plan Su~missians Major Site Plan Revisions and Full Site Plan Submissions require the highest level of review. These submissions are circulated for three full weeks of review by all requested agencies and departments unless they are full site plan applications for new commercial development, redevelopment or major additions within Planned Commercial Campus, Mixed Use Nodes, and other appropriate commercial areas. These are circulated as well to immediately adjacent low rise residential land owners within 60 m and where applicable, affiliated Neighbourhood Associations, for information and comment for five full weeks of review. This extra extended time of review is to allow Neighbourhood Associations time to organize and meet to be able to review the proposed applications r These two noted site plan applications are scheduled for the next available Site Plan Review Committee Meeting following the completion of the circulation. The Site Plan Review Committee has two available time slots on Wednesday morning, 9:00 am and 10:30 am in the Schmaltz Roorn. If it is during peek construction season and a third or fourth time slot is required, extra time slots are added at 1 ~ noon on Wednesday if the room is available or aPre- Application time slot is used if available either on the Tuesday ar Thursday. For most SPRC meetings, verbal Site Plan Approval in Principle is given. This approval on occasion is subject to obtaining such other approvals like Committee of Adjustment or resolution of minor issues. Follow Ua to SPCC & Time Limits Following the SPRC meeting the assigned planner to the file is responsible for preparing the Site Plan Approval in Principle Letter. The major holdup at this point is the applicant refining the digital site plan and getting it back to the planner to be able to add it to the approval letter. This can range from one day to several months depending on the urgency to move ahead by the developer and the ability of the consultant to meet the submissions requirements for digital site plans. After the SPRC meeting the applicant and the associated consultants need to prepare all required drawings and studies as required in the approval in principle. This is usually the longest stage and the stage for the most part that is out of our hands. The City has prepared numerous standards and guidelines like the Urban Design Manual to provide direction to the consultants on what the City requires on these plans to obtain approval. It is not unusual that the consultant may have to make several submissions of a drawing to meet the minimum standards as set out in the City's standards and guidelines. Each time the consultant resubmits a required drawing for approval unless it is a very minor revision, it waits its turn in line for review as City Staff have moved onto another set of drawings for a different site to review. Staff tries to respond to urgent situations needing their attention on resubmissions of drawings but staff also has to be fair and recognize the urgency of other site developments as well. Unlike the legislated requirements for plan review of building permit drawings there is no legislation time limits for the review of submitted drawings required through the site planning process. The estimated time limits to process the review of required drawings through the site plan process in a best case scenario would be two weeks if all the drawings submitted were perfect but because of all the variables associated with the review of the plans, it is more likely to take two months or better depending on the quality of the drawings and whether or not the different drawings have been coordinated. Qbstacles & Additional Work Several items are causing obstacles and additional work in the site plan approval process of late. They include: ~rabmission of a Diaitai Site Plat Within the Site Plan Application Form, the required layer structure of the digital submission is provided. This layer structure for digital site plan submissions must be followed to be compatible with our corporate CIS mapping system. The standards were developed by Planning and GIS staff with input from the various sections of the development industry. Currently the Region is looking at adopting a similar submission policy and has been working with city staff to ensure that our requirements are in line with one another, tin numerous occasions these digital site plan submissions have not followed the proper layer structure and as such staff is forced to not accept the submission until the proper layer structure is used. This situation is happening less often since it was made a requirement approximately two years ago. Local consultants are adopting these standards, however, others are not and this creates delays for staff being able tv accept the submission for either initial circulation or for Approval in Principle. This situation if not reported to the applicantldeveloper by the consultant has the applicantldeveloperbeiieving that their accepted submission date is earlier than what it really is. Bill X24 Bill 124 now requires the submission of all plans, reports and studies, easements, required by Section 41 of the Planning Act, those being Erosion and Siltation Control, Drainage and Grading, GRCA Fill Permit, Utility Easements, SWM, Road Widening Landscape, Lighting, Tree Management, MUI Signs, Cost Estimates and Letters of Credit, Payment for Gff Site Works by the City, Regional Approval Letter, Cash in Lieu of Parks and Parking, Fire Flow Demand Analysis, SINM Gash Contribution, Emergency Fire Route, Site Servicing, and Building Elevations are completed and approved prior to final site plan approval. Thus we can no longer ask for these pre building permit requirements as part of the Section 41 Development Agreement. The request for foundation permits to start the project early before all site plan conditions are met and phasing of developments, as was done before the existence of Bill 124, has been virtually eliminated by the requirements set out in Bill 124. Staff must now require these pre- building permit requirements as a condition of obtaining Site Plan Approval. This situation requires an additional schedule to the Section 41 Development Agreement to reference these approved drawings. To produce this "Schedule C" the Site Plan Facilitator has to acquire the consultant's name that produced the approved drawings, the date on the drawings}and any revision number and then produce the "Schedule C"and submit it to Legal Services to be included into the Section 41 Development Agreement, This is not a long procedure; it may only take a couple of hours to do but adds more time to the process. Non Coordinated DraWinpS individual drawings on their own may very well comply with city standards and guidelines. When these individual drawings are coordinated by city staff, there have been numerous occasions when the two separate drawings are in conflict with each other. An example of this would be when the Landscape Plan indicates a berm or playground and the Grading and SWM drawings indicate the need for a pond for SWM purposes. This in turn requires one of the consultants to redo their drawings so that they are coordinated with the other plan submission. Currently the Landscape Architect has to sign off the Grading Plans and the Grading Engineer has to sign off the Landscape Plans cerkifying that their drawings are coordinated with each other. This sign off has stopped a great percentage of non coordinated drawings between these two consultants but not all submissions. Coordination of all other drawing submissions to the City is the responsibility of the Uwner's Project Manager. Not all developments have Project Managers to review the drawings and as such the drawings get submitted without a coordinated review before submission to the City. This in turn can once again cause a major delay in approval time. Parkland Dedication Plans With the recent approval of the Parkland Dedication Policy by Council, it has created the need to add an additional schedule to the Section 4 Development Agreement, This schedule is to show the exact location andlor percentage of parkland dedication that will be paid to the City for the proposed development. This is one more layer that the applicant has to prepare and one additional drawing that staff has to review to ensure the drawing accurately indicates the area that parkland dedication is being paid for. This is done so that the City and Owner have a record of what has been paid for on the site and what still needs to be paid for. Previous to this new policy if parkland dedication was required for an addition it was collected for the entire site. This method did not require the additional schedule in the Section 41 Development agreement as the parkland dedication was collected for the entire site. Though this new policy is considered to be more fair and equitable;. it comes at the cost and time of preparing the plan by the consultant and review time by city staff. Urban Design Studies The Municipal Plan presently requires: 4.l Public Parfr"cipatr'vn Site specific urban design studies will be required for Mixed Use Nodes, P{armed Commercial Campus areas, and any other appropriate commercial areas, where such areas are either undeveloped or have substantial redevelopment opportunities and are immediately adjacent to existing lands zoned for low rise residential. 3~hese urban design studies shall involve consultation between the City, the commercial property owner(s~ as well as immediately affected residential landowners and, where applicable, adjacent residential neighbourhood associations. Such urban design studies are intended to address compatibility between new or redeveloped commercial sites and adjacent residenfially zoned lands. Specifically, these urban design studies shall address the placement, orientation and setback of buildings and parking areas relative to the street and to adjacent residential areas; building height; site access driveways relative to impact on local residential streets; preservation of significant trees and vegetation; landscaping, including new or enhanced buffering and screening requirements; screening of rooftop heating, ventilation and air conditioning equipment; and design of site servicing facilities, including but not limited to, loading areas, garbage enclosures and site and building security lighting. In addition to the above, the urban design study shall also respect all applicable heritage and environmental policies contained within this Plan. Where an urban design study is completed for a Mixed Use Node, Planned Commercial Campus area or other appropriate commercial area, specific urban design requirements shall be adopted by resolution of City Council and implemented through the Site Plan approval process. Where necessary and appropriate, such urban design requirements shall also be incorporated into the Zoning By law. These studies are yet another layer that has to be completed by the developer through intensive negotiations with city staff and then approved by Council. The time frame associated with this approval takes seven[ months to complete. Staff i Both the Engineering and Planning Divisions have been filling vacant positions. This shortage of staff has led to increased processing time for site plan applications. The greatest area of concern has been in the Engineering Division where there has been as much as twa and a half months waiting time to be able to have staff review a plan submission, This delay in plan review has been substantially reduced by staff agreeing to put in overtime. The plan review time is now in the order of approximately five weeks waiting time, Once all vacant positions are filled, review times should be at a reasonable response time of about three weeks. Feed Back f rom the Indust Below are a few of the many comments we receive on our pre-application and site plan process - Jeff as I noted to you the representative from ~*~~~ Di! phoned me up last Wednesday to find out more about how are Pre-Application Meetings operate and the theory behind them. He is presently dealing with another city and is totally frustrated at there Site Plan Review Commifi~ee. He wanted to know more about. • Staffs positive outlook towards development • how we as a City deal more positively with the Development Industry He went an to say that he has advised the Mayor of the other city to look towards the City of Kitchener's Site Plan Review Committee as it is a "great example, operates in a professional manner, impressive, prepared and proactive." It's nice to here a few good words aboutwhat we are doing. - By the way, based on my recent experience throughout Ontario, your customer service is second to none. - Yesterday after the formal part of our Pre-application meeting a representative of Development for ~~*~~ Corporation Limned, told me that she works from coast to coast and deals with all the cities in between. She felt that The City of Kitchener's Site Plan Process was the best that she had ever had the experience to deal with. That pretty much makes our team the best in Canada. - At the Hamebuilders Liaison Committee this morning, a wRNBA member announced that he had been through the SP process a number of times recently and has found the processlservice better than it's ever been. Good job -keep it up. - I enjoyed working with you, and your colleagues. Kitchener has a very progressive attitude to the early approval process, which is very refreshing. In keeping with my practice of passing along compliments whenever I encounter them, I was speaking with a representative of ~~*~* Coach Lines on Friday, and he had very favourable comments about his first site plan meeting with you. He said it was most positive, and you were very helpful. Thanks Brian, for the excellent "customer service." - On behalf of ~~~~* Architect's Corporation, we would like to take this opportunity to personally thank Kitchener City Nall, Development and Technical Services Department in particular, for their organized efforts and continued assistance in making the new "*~~*~ Puhlic School', a successful project from beginning to end. The new school, boated on ~~*~~ Crescent in the *~~*~ Park area of Kitchener, was completed far the September 204 academic year. As the Architects forthis facility, we would also like to congratulate the City for their unwavering cooperation and harmonized thinking which was paramountto this triumphant project. Sincerely, ~~~~*~ Architects Corporation STAFF'S APPROACH TQ BITE PLANNING Planning staff strive to achieve the highest quality of development by implementing the Council approved Urban Design Guidelines and working with clients to resolve site design issues in a creative and functional manner. It is also worth noting that our staff goes to great lengths working with developers to expedite the review and approval of their site plan applications. We devote significant staff resources to the site planning effort so we can continually provide top-level customer service. At the conclusion of many BPRC meetings and Pre-application meetings it is not unusual to hear how good the Kitchener site plan review process is in comparison to that of other municipalities in southern Gntario. These comments are typically voiced from more experienced developers and planning consultants that work throughout southern Qntario . FUTURE OF SITE PLANNING With the introduction of "The Places To Grow" legislation, requiring increased density on new green field development and the requirement for minimum percentage of infill development per year it is anticipated there will a substantial increase in the number of site plan applications in the near future. INITIATION QF A SOLUTION Process I~appin Development and Technical Services have budgeted to retain outside expertise in 2008-09 to conduct detailed process mapping, identify bottlenecks and recommend solutions to improve our process. The "Request for Proposal" will shortly be out on the street. This should also help us establish and set service standards where we don't have any bottlenecks, and identify the resources needed to meet these service standards. Should the need for additional resources be required, budget submissions will be proposed at the appropriate time. FINANCIAL IMPLICATIt~NS: None at this time. col~I~IUNICATIONS. None at this time. C~NCLUSI4N: This report provides a synopsis of the activities within the site plan process and some of the challenges. The volume of applicatians has been escalating and the complexity of the applications is growing. Additional regulations place more onus on staff to be diligent in their reviews to ensure compliance. 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