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Planning Committee Terms of Reference (ToR)

  • 15 November 2024

Approved by OOECA Board on May 10, 2022

A. Purpose

The Old Ottawa East Planning Committee (OOEPC) is a standing committee of the Old Ottawa East Community Association (OOECA). OOEPC engages with a range of short- and long-term planning and zoning matters that affect the development, and redevelopment, on community lands in order to protect, support, and improve the overall livability of the Old Ottawa East neighbourhoods.

B. Objectives and Implementation

Broadly, OOEPC understands the Old Ottawa East Community Design Plan (CDP) and the Old Ottawa East Secondary Plan (SP) as key guidelines and policies for the community’s built-environment vision. The work of OOEPC seeks to ensure that both the visionary principles and regulatory restrictions of these are manifested in any design, development, maintenance or reconstruction of the neighbourhood’s physical environment.

This broad goal is supported by the following activities:

Support and protect community interests in any proposed changes to regulatory or legislative frameworks

When regulatory bodies such as the City seek to introduce changes to planning policies (e.g., Official Plan, Greenspace Master Plan), or land use requirements (e.g., Zoning By-Law), or policies that may impact matters under the purview of OOEPC, members will review and assess these and, where needed, will provide comments, participate in consultations, and advocate for appropriate modifications.

While the principal salient regulatory body is the City of Ottawa, other entities, including federal (e.g., National Capital Commission) or provincial (e.g., Ministry of Municipal Affairs and Housing) may propose matters requiring OOEPC deliberation.

Review and assess various development applications or proposed initiatives within Old Ottawa East

These include applications to the Committee of Adjustment for minor variances and consents to sever (“severances”); and applications to and proposals from the City for site plan approvals, zoning by-law amendments and Official Plan amendments, etc. OOEPC will review and assess these and comment within the designated time limit.

OOEPC will monitor the City’s Development Application Search tool (DevApps.Ottawa.ca) to stay aware of what’s being proposed that may affect Old Ottawa East and will work with the councillor of Capital Ward and his staff to ensure that the committee is aware of proposed applications and can discuss and consult with the community.

In some cases, OOEPC may be required to approach the board of the OOECA for approval to launch a formal or legal appeal of a planning application decision to the Ontario Land Tribunal (OLT) in order to protect the interests of OOE.

Monitor development or construction projects

  • Monitor projects for compliance with plans, permits, agreements, and processes.
  • Project monitoring includes sensitivity to related factors such as protection of heritage or impacts on climate change.

Help OOE residents understand planning and decision making processes

  • Advise community members on planning issues and assist them in dealing with municipal planning approval mechanisms.

Communicate the work of OOEPC to the community and solicit community feedback

  • Post salient updates on the OOECA website.
  • Maintain productive communication with the ward Councillor and his or her office.
  • Liaise with the Councillor and Councillor’s office through OOEPC’s Chair.

Create opportunities for the enhancement of the enjoyment and livability of Old Ottawa East neighbourhoods

  • OOEPC members are encouraged to look for opportunities that enhance the enjoyment of life for all residents of Old Ottawa East through its built environment (e.g., advocate for pathway linkages throughout the community).

C. Membership and Responsibilities 

OOEPC endeavors to have diversity in its membership, and to have representation of all Old Ottawa East neighbourhoods (e.g., North of Queensway, Archville, Lees Avenue/Lees Station, Spenceville, Greystone Village/Corners on Main, Main Street, Canal South, Brantwood-Rideau Gardens).

Chair

The Chair of OOEPC is an elected member of the board of the OOECA. The OOEPC Chair calls and presides upon OOEPC meetings, and represents OOEPC on the OOECA board.

Committee members

Committee members are volunteers from the community and should be household members of the OOECA, but need not be members of the OOECA Board.

Committee members are expected to attend monthly meetings (currently scheduled for the first Tuesday of the month except in July and August when no meetings will be held unless there is a compelling reason).

Committee members are encouraged to provide comments on ongoing planning issues. Committee members are not required to have a planning background, and in fact, general community participation is encouraged.

Decisions

Planning committee decisions shall be decided by a simple majority of the committee members. In the event of a tie, the Chair shall cast the deciding vote.

OOEPC will suggest a maximum of 4 members for OOECA Board approval to sign Non-Disclosure Agreements (NDAs) with the City and attend Pre-Application Development Consultation meetings when called by the City.

These candidate suggestions will be presented to the OOECA Board not later than the month prior to the expiry of existing Non-Disclosure Agreements, or, in the event such an OOECA Board meeting date would fall during its summer recess, in the month prior to the OOECA’s summer recess.

Selected members will be bound by the terms of their Non-Disclosure Agreements, but will nonetheless, be expected to provide feedback in accordance with the guiding principles of OOEPC.

D. Scope

Notwithstanding the objectives, responsibilities, duties, and work of OOEPC and its members:

  • All publicly expressed OOEPC viewpoints or policy positions (except for positions taken on Committee of Adjustment applications) should, at a minimum, be approved by the OOECA President. In certain cases, the OOECA President will be the public representative of an OOEPC-recommended viewpoint or policy position.
  • Any expenditure of funds recommended by OOEPC requires OOECA board approval. In addition, for expenditures in excess of $1,000, approval of a special general meeting of the OOECA is also required. With prior board approval, a special general meeting for this purpose may be scheduled.