Zoning Bylaw Review - Revised Consultation Plan
Memorandum from Urban Systems outlining the four phases of the revised public consultation schedule for the Zoning Bylaw Review.
MEMORANDUM
Date: May 07, 2013 To: Mayor and Council – Town of View Royal From: Dan Huang File: 2032.0001.01 Subject: Zoning Bylaw Review – Revised Consultation Plan
This memo provides an update to the Consultation Plan presented in January 2013 for the Town of View Royal Zoning Bylaw Review. While the feedback we have received to date from the community regarding our engagement efforts has been generally positive, there are always opportunities for improvement as we move through the process. Moreover, due to the depth of technical review and research required, we are requesting that the project timeline be extended into the fall of 2013 in order to avoid consultation through the summer months. This extended schedule will not affect our proposed budget outlined in our proposal, and will indeed provide additional time for the community to get involved in the project and provide their input.
Revised Consultation Plan
Our proposed approach was presented in the previous memo in Table 1 below. Each row in the table represents a different community engagement event or activity. Sessions with staff and Council are also included for reference purposes, and may include the project’s legal advisor, Lui Carvello. The table is organized into the following four phases:
- Project Initiation;
- Technical Review;
- Draft Bylaw Preparation and,
- Final Zoning Bylaw.
The revisions to the table provide an update to indicated tasks which are completed, tasks which have revised dates, and tasks which are ongoing or are yet to be completed. They are indicated as follows:
February, 2013 = completed task
February, 2013 April, 2013 = revised date
June, 2013 = ongoing task / no change
Table 1 – Revised Consultation Plan
Phase 1 – Project Initiation
| Event or Initiative | Audience | Date | Approach | Desired Outcomes | Responsibilities |
|---|---|---|---|---|---|
| Project launch with Mayor and Council | Mayor and Council | Dec 6th, 2012 | -PowerPoint presentation -Facilitated discussion |
-Discuss the Consultation Plan and receive endorsement to proceed -Officially launch project |
1. USL to prepare PowerPoint, Consultation Plan and Zoning Primer 2. Staff to review 3. Council to review, refine and endorse Plan and Primer. |
| Project website | General public | Ongoing | -Dedicated page on Town website | -Create and update project page on a regular basis -Allow community to access all relevant information online |
1. Staff to create project page using Primer content and any relevant links, documents or photos 2. Throughout project, USL to provide any relevant information or materials to staff for posting on website |
Phase 2 – Technical Review
| Event or Initiative | Audience | Date | Approach | Desired Outcomes | Responsibilities |
|---|---|---|---|---|---|
| Focus group sessions (2) | Business / Development Community Community Stakeholders |
Jan. 22, 2013 Jan 23, 2013 |
-PowerPoint presentation -Facilitated discussion -Keypad polling |
-Hear concerns from key stakeholders during two separate sessions -Discuss and address areas of conflict |
1. USL to create discussion panels and to design focus group exercise 2. Staff to review and provide comments 3. Staff to book event venue and provide snacks and beverages 4. USL to revise panels as per staff comments 5. USL to facilitate sessions |
| Staff workshop #1 | Council and staff from different departments | End of Jan / early Feb. 2013 | -PowerPoint presentation -Participants shuffle from station to station providing feedback on different zoning topics |
-Receive direction on how to proceed with key zoning issues -Identify and discuss alternative zoning directions if necessary |
1. USL to create PowerPoint and design staff workshop exercise 2. Staff to review 3. Staff to book venue and provide snacks and beverages 4. USL to revise PowerPoint and exercise as per staff comments 5. USL and staff to facilitate session |
| Survey (as part of Open House #3) | General public | June, 2013 |
-Online survey (Survey Monkey) -Hard copy surveys available at Town Hall and during the public information session |
-Receive public feedback on key zoning issues -Engage members of the community who otherwise might not participate |
1. USL to write draft survey questions 2. Staff to review 3. USL to revise questions and launch Survey Monkey survey 4. Staff to collect and provide USL with hard copy surveys 5. USL to close online survey and tabulate responses 7-10 days after public info. session |
| Public information session #2 | General public and the media | March 6, 2013 |
-Open house format -PowerPoint presentation -Information stations -Online and hardcopy surveys |
-Receive public feedback on key zoning issues -Hear and address concerns |
1. USL to create PowerPoint and design and print information session materials (posters, etc.) 2. Staff to review 3. USL to revise PowerPoint and event materials 4. Staff to book venue and provide snacks and beverages 5. USL to lead event and staff to attend to answer questions |
Phase 3 – Draft Bylaw Preparation
| Event or Initiative | Audience | Date | Approach | Desired Outcomes | Responsibilities |
|---|---|---|---|---|---|
| Staff workshop #2 | Key staff members | End of May, 2013 |
-Detailed roundtable discussion regarding the Draft Zoning Bylaw, maps and any other related matters or issues. | -Receive staff feedback on Draft Zoning Bylaw and maps so that revisions can be made prior to the community open house -Address any outstanding issues |
1. USL to provide electronic and hard copies of Draft Zoning Bylaw and maps to staff 2. Staff to review in advance of workshop 3. USL to prepare materials for workshop 4. USL to facilitate workshop 5. Staff to attend workshop 6. Lui Carvello to attend workshop |
| Open house and exit survey Community Survey (see comments above) | General public and the media | Mid-June 2013 |
-Open house format -Display posters -Exit survey |
-Receive public feedback on Draft Zoning Bylaw -Hear and address concerns -Encourage residents to fill out community survey |
1. USL to design and print information session materials (posters, exit survey, etc.) 2. Staff to review 3. USL to revise event materials 4. Staff to book venue and provide snacks and beverages 5. USL to lead event and staff to attend to answer questions |
Phase 4 – Final Zoning Bylaw
| Event or Initiative | Audience | Date | Approach | Desired Outcomes | Responsibilities |
|---|---|---|---|---|---|
| Draft Bylaw revisions and Agency review | Relevant agencies and First Nations | Summer, 2013 |
-Mail out package | -Receive feedback from relevant agencies and First Nations -Revise Draft Zoning Bylaw and map to reflect feedback |
1. Staff to prepare agency referral letter and package 2. Staff to mail package to relevant agencies and First Nations 3. USL to review feedback and revise the Draft Zoning Bylaw and map accordingly. |
| Bylaw readings and public hearing | General public and stakeholders | Sept / Oct 2013 |
-Invitation to any remaining concerned or vocal members of the public or stakeholders to speak at public hearing | -Allow members of the public and stakeholders to voice any outstanding issues or concerns -Address any issues and adopt final Bylaw |
1. Staff to be present for Bylaw readings 2. USL and staff to attend the public hearing (attendance by Lui Carvello optional) 3. USL to address any issues that arise, with direction from staff 4. Council to adopt Bylaw once all issues have been addressed |
| Final Bylaw | General public and stakeholders | Oct / Nov 2013 |
-Notice on project web page and at Town Hall that process has concluded | -Express appreciation to members of the public for their participation -Provide access to new Zoning Bylaw |
1. Staff to note project conclusion on web page 3. After a period of time, staff to remove project web page and incorporate information into general Town website |
We appreciate the valuable input that we have received to date from View Royal business owners and residents, and we look forward to continuing to engage with the community through the remainder of this project. Thank you for the opportunity to assist the Town of View Royal on this important initiative, and we welcome any additional feedback from Council in ensuring that the community is informed and engaged over the coming months.
URBAN SYSTEMS LTD.
Dan Huang, MCIP, RPP Senior Planner / Principal
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