Hamilton · 5.3 Continuous Improvement Team Process Review ... Hamilton Chamber of Commerce Valerie Webster, ... That staff be directed to prepare and present a listing of completed

HamiltonAGENDA

OPEN FOR BUSINESS SUB-COMMITTEENovember 29, 2016

1:30 p.m.Council Chambers, 2nd FloorHamilton City Hall, 2ndFloor

71 Main Street WestLoren Kolar

Legislative Co-ordinatorExtension 2604

1. CHANGES TO THE AGENDA

2. DECLARATIONS OF INTEREST

3. APPROVAL OF MINUTES OF PREVIOUS MEETING

3.1 June 24, 2016

4. DELEGATION REQUESTS

5. CONSENT ITEMS

5.1 Open for Business Accomplishments as of November 15, 2016-11 -17

5.2 Roles and Responsibilities for Development Approvals Section - FinalReport (PED16256)

5.3 Continuous Improvement Team Process Review - Concurrent PermitReview Process (CPRP) (PED16252)

5.4 Improvements to the Zoning Review of Development PlanningApplications (PED16257)

6. PUBLIC HEARINGS/DELEGATIONS

7. PRESENTATIONS

8. DISCUSSION ITEMS

8.1 Amendments to Sign By-law 10-197 (Section 3.4 - Existing Signs - NotSubstantially Altered) (PED16250)

Open For Business Sub-Committee November 29, 2016Agenda Page 2 of 2

8.2 Development Related Budget Enhancements 2012 - 2016 (PED16258)

9. MOTIONS

10. NOTICES OF MOTIONS

11. GENERAL INFORMATION/OTHER BUSINESS

11.1 Continuous Improvement Team Updates - Case Study 11 -Encroachment Agreements

11.2 Continuous Improvement Team Updates - Case Study 12 - Creativeand Cultural Industries

12. ADJOURNMENT

3.1

HamiltonOPEN FOR BUSINESS SUB-COMMITTEE

MINUTES 16-003Friday, June 24, 2016

1:30 p.m.Council Chambers, 2nd Floor

Hamilton City Hall

Present:

Also inattendance:

Absent withRegrets:

Mayor F. EisenbergerCouncillor M. Pearson, ChairCouncillors M. Green, L. Ferguson,, R. Pasuta

Susie Braithwaite, Business Improvement Area AdvisoryCommitteeArend Kersten, Flamborough Chamber of CommerceKeanin Loomis, Hamilton Chamber of CommerceGraham McNally, Hamilton Burlington Society of ArchitectsSuzanne Mammell, Hamilton-Halton Homebuilders AssociationHuzaifa Saeed, Hamilton Chamber of CommerceValerie Webster, Hamilton Burlington Realtors Association

Councillors T. Whitehead and A. VanderBeek - City Business

FOR THE INFORMATION OF THE COMMITTEE:

(a) CHANGES TO THE AGENDA (Item 1)

The Clerk advised of the following changes:

1. DISCUSSION ITEM - WITHDRAWN (Item 8)

8.4 Business Cafe Proposal from the Hamilton Chamber ofCommerce and the Planning and Economic DevelopmentDepartment (item deferred from the May 5, 2016 meeting)

(Ferguson/Partridge)That the agenda for the June 24, 2016 meeting be approved, as amended.

CARRIED

Open for Business Sub-CommitteeMinutes 16-003

June 24, 2016Page 2 of 4

(b) DECLARATIONS OF INTEREST (Item 2)

L. Ferguson declared an interest respecting Appendix B of Item 8.2, BusinessLicensing By-law - Initial Public Consultation (PED16125), as his family has aninterest in the Taxi Industry.

(c) APPROVAL OF MINUTES (Item 3)

(i) May 5, 2016 meeting (Item 3.1)

(Pasuta/Ferguson)That the Minutes of the May 5, 2016 meeting be approved, as presented.

CARRIED

(d) STAFF PRESENTATIONS (Item 7)

(i) Commercial and Mixed Use Zone and Transit Oriented CorridorZone Project Presentation and Update (Item 7.1)

Timothy Lee, Planner, addressed the Committee regarding theCommercial and Mixed Use Zone and Transit Oriented Corridor ZoneProject Presentation and Update, with the use of a PowerPointpresentation. A copy of the presentation has been included in the publicrecord. Mr. Lee s comments included, but were not limited to thefollowing:

• Comprehensive Zoning By-law 05-200• Why have we prepared new zones?• Lands left out from the Commercial and Mixed Use (CMU) Zone

and Transit Oriented Corridor (TOC) Zones• Proposed CMU zones• Local Commercial zones• District Commercial (C4) zone• Mixed Use Medium Density (C5) Zone• Mixed Use Medium Density - Pedestrian Predominant (C5a)

Zone• Mixed Use High Density (C6) Zone• Arterial Commercial (C7) Zone• Proposed Transit Oriented Corridor (TOC) Zones• Transit Oriented Corridor - Mixed Use (TOC1) Zone• Transit Oriented Corridor - Local Commercial (TOC2) Zone• Transit Oriented Corridor - Residential (TOCS) Zone• General Provisions, Definitions, Parking Provisions• Official Plan Amendments• Next steps



(Partridge/Eisenberger)That the presentation respecting the Commercial and Mixed Use Zone andTransit Oriented Corridor Zone Project Presentation and Update, be received.

CARRIED

(e) DISCUSSION ITEMS (Item 8)

(i) Improvements to the Zoning Review of Development PlanningApplications (PED16150) (City Wide) (Item 8.1)

Ed VanderWindt, Director, addressed the Committee with an overviewof Report PED16150 respecting Improvements to the Zoning Reviewof Development Planning Applications.

(Ferguson/Partridge)That staff be directed to prepare and present a listing of completedOpen For Business Initiatives and that the list become an ongoingagenda item for the Open For Business Sub-Committee.

CARRIED

(Ferguson/Partridge)That Report PED16150 respecting Improvements to the ZoningReview of Development Planning Applications, be received.

CARRIED

(ii) Business Licensing By-law - Initial Public Consultation (PED16125)(City Wide) (item deferred from the May 5, 2016 meeting) (Item 8.2)

Marty Hazell, Senior Director, addressed the committee with an overviewof Report PED16125 respecting the Business Licensing By-law - InitialPublic Consultation.

(Partridge/Pasuta)That Report PED16125 respecting the Business Licensing By-law -Initial Public Consultation, be received.

CARRIED

(Hi) AMANDA Roadmap Update from the Manager, Amanda Review andImplementation Project (item deferred from the May 5, 2016meeting) (Item 8.3)

Dio Ortiz, Manager, addressed the Committee respecting an AMANDARoadmap Update, with the aid of three PowerPoint slides. A copy of theslides have been included in the public record. Mr. Ortiz s commentsincluded, but were not limited to the following:



• Planning Division Phase 2 - item in progress• Growth Management Division Phase 2 - item in progress• Economic Development & Real Estate - completed item• Culture & Tourism (SEAT/Film) - completed item• AMANDA 7 Upgrade - upcoming item• AMANDA Portal 2 - upcoming item• Avolve ProjectDox - upcoming item• People Database Configuration - item in progress• Attachments Conversion - completed item• File and Database Server Configuration - completed item• Parking & By-law Services - item in progress• Change Requests & Enhancements - item is progress• BizTalk Integration - upcoming item• MLE - Enforcement reconfiguration - upcoming item• Culture & Tourism Phase 2 - upcoming item• AMANDA Collaboration Module - upcoming item• Planning Division Phase 3 - upcoming item• Growth Management Division Phase 3 - upcoming item• AMANDA Portal 2 Phase 2 - upcoming item• AIMS Application Integration - upcoming item• GIS Integration/Development - upcoming item• Mobile Application Solution - upcoming item• Change Requests & Enhancement - items in progress

(Partridge/Pasuta)That the AMANDA Roadmap Update from the Manager, Amanda Review andImplementation Project, be received.

CARRIED

(f) ADJOURNMENT (ITEM 12)

(Green/Partridge)There being no further business, that the meeting be adjourned at 3:04 p.m.

CARRIED

Respectfully submitted,

Councillor M. Pearson, ChairOpen for Business Sub-Committee

Loren KolarLegislative CoordinatorOffice of the City Clerk

2015/2016 Open For Business Accomplishments vD. 1As at November 15, 2016

PROCESS IMPROVEMENTS

Eliminating the unnecessary steps and streaming processes

Initiati e Descriptioni Parking Requirements Zoning amendment to eliminate additional parking requirements in

BIAs and older commercial areas when there is a change in use withinexisting building.

2 Festival Tents Eliminate requirement for Building Permit approvals for festival tentsin previously approved location.

3 Farmer s Markets New Zoning requirements to permit Farmer's Markets in manycommercial areas.

4 Model Flomes Eliminate additional planning approvals for model homes in Plans ofSubdivision.

5 Road Widenings New Official Plan Policy to state clearer Planning staff discretion in therequirements for road widenings, where it's not feasible or desirable.

6 Rural Zoning Greater flexibility in permitted uses in the rural area, by way of a newHamilton Rural Zoning By-law.

7 Concurrent Application Review Rather than requiring sequential approvals for a single development,allow concurrent reviewing for Site Plans, including multi-residentialprojects.

8 Concurrent Application Review Rather than requiring sequential approvals for a single development,allow concurrent reviewing for Site Plans and Minor Variances.

9 Concurrent Application Review Rather than requiring sequential approvals for a single development,allow concurrent reviewing for Engineering reviews and waterassessments for Plans of Subdivision.

10 Continuous Improvement, TeamCase Study Reviews

Establish an ongoing team to review past development approvals filesto identify and implement process improvements.

11 Temporary Business Licences A pilot program to permit businesses to establish for a temporaryperiod without the need for full license application.

12 Zoning Review at FormalConsultation

Two new zoning staff to address Planning Applications and also toparticipate in formal consultation zoning review.

13 Encroachment Agreements Encroachment Agreements no longer required for temporary seating,small scale lighting fixtures, signage and awnings. These works can berecognized through a Letter of Acknowledge.

111 14 Engineering Guidelines A ne Comprehensive Development Guidelines and Financial PoliciesManual.

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15 Site Plan Approval Timelines Tighter deadlines for staff comments on Site Plan Applications prior toDevelopment Review Team review, creating greater opportunities forconditional approvals.

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16 Subdivision Comments Standard engineering comments on submissions that clarify newcomments, previous comments not addressed and comments as aresult of revision, therefore, making it easier for staff and applicantsto track changes to resubmissions.

17 Zoning Verification Improved simple language for Zoning Verifications and the inclusionof relevant requirements/considerations from other agencies.

2015/2016 Open For Business AccomplishmentsAs at November 15, 2016 - Page 2 of 2

18 Pre-screening of Form Is / WaterAssessments

A temporary staff position has been created to review newapplications for completeness and prioritize, prior to sending to PublicWorks (PW) for review.

19 Electronic Application Tracking The expansion of the Amanda tracking system to GrowthManagement and Planning to electronically track applications, with

upgrades, currently in the works, this will permit digital developmentapplication and develop KPIs.

20 Digital Work Stations Pilot of new digital work stations to enable staff to review and makenotes on large scale plans.

21 Business Facilitation Team The addition of two additional members to the Business FacilitationTeam, for a total of four staff; one new member to focus on ruraldevelopment and one member to focus on small business.

22 Future Ready Leadership PED staff training for future leaders with the aim of developing staffleadership, customer service and continuous improvement skills.Future Ready Leadership 2 Program to further develop staffleadership skills.

23 Ongoing Consultation andCommunication

*BIA meetings;

*One-on-one with key developers: GM / Director of Open forBusiness;

* Questionnaires and focus groups; and,* Front-line staff group meetings with business owners.

24 Public Works (PW) Call Line The establishment of a Public Works call line for developmentapplicants to clarify staff comments on Development Applications.

25 Open for Business Sub¬committee

Renewed Open for Business Sub-Committee with representation from- Hamilton-Halton Home Builders, Hamilton, Stoney Creek andFlamborough Chambers of Commerce, Business Improvement AreaAdvisory Committee, Realtors Association of Hamilton/Burlington andHamilton-Burlington Society of Architects.

26 Open For Business Report Card An annual report on available metrics for Open for Business for 2013and 2014. The 2015 report is currently being developed.

Initiati es Currently Underway

• Additional information materials

• Preparation of zoning process flow chart and interpretation brochures• Review of Source Water Protection Policies and their impacts• Zoning By-law Review• Business Licensing By-law Review

® Expanded use of AMANDA and Digital Development Applications• Lean development processes improvements• Staff Leadership Development programs• Rural Official Plan Review of ser icing policies for redevelopment• Improved process for sign alterations

• Amendments to Sign By-law to permit alterations to non-conforming signs• Review of zoning requirements for Creative and Cultural industries

INFORMATION REPORTHamilton

TO: Chair and MembersOpen for Business Sub-Committee

COMMITTEE DATE: November 29, 2016

SUBJECT/REPORT NO: Roles and Responsibilities for Development ApprovalsSection - Final Report (PED16256) (City Wide)

WARD(S) AFFECTED: City Wide

PREPARED BY: Binu Korah (905) 546-2424 Ext. 1322Tony Sergi (905) 546-2424 Ext. 2274John Morgante (905) 546-2424 Ext. 4883

SUBMITTED BY:

SIGNATURE:

Jason ThorneGeneral ManagerPlanning n E i c Development Department

Council Direction:

On November 28, 2012, City Council approved the Open for Business Action Plan which included direction that the Growth Management Division analyze / investigateservice delivery options that entail morphing from geographic based teams toapplication based teams.

On November 30, 2015, the Open for Business Sub-Committee received an overview ofthe current development process and an introduction to the Lean approach as a follow¬up to the May 27, 2015 Development Application Approval Process Review.

Information:

At amalgamation, the Development Engineering Section was originally divided intothree geographic areas East, West and Central, in which each respective group beingaccountable for all development activities including engineering approvals, developmentagreements, construction management, City Share Payment, Letter of Credit reductionprocess and Inspection. Subsequently, in and around 2004 the construction componentwas separated out allowing each Section to focus solely on the approvals andconstruction implementation. The Section is currently divided into two geographicgroups, East and West District. At the time geographically based groups were effectivebased on the wide range of staff experience and historical knowledge. The total

OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To provide high quality cost conscious public services that contribute to a healthy, safe and prosperous

community, in a sustainable manner.OUR Culture: Collective Ownership, Steadfast Integrity, Courageous Change, Sensational Service, Engaged

Empowered Employees.

SUBJECT: Roles and Responsibilities for Development Approvals Section -Final Report (PED16256) (City Wide) - Page 2 of 4

complement currently consists of two Senior Project Manager, four Project Managers,seven De elopment Coordinators and two students. The staff complement includes the2015 Council-appro ed enhancement of three FTE to improve delivery of approvals.

The current organization structure is as follows. A geographic area map - East Districtand West District is attached as Appendix A :

Manager of DevelopmentAppro als

Senior Project ManagerEast District

2 Project Managers -Subdivision

4 DevelopmentCoordinators

1 Student

Senior Project ManagerWest District

2 Project Managers -Subdivision


1 Student

The Development Engineering Approvals Section is responsible for the following:• Engineering review and commenting on -

o Subdivisions;o Development Applications;o Formal Consultations;o Hamilton Severance Applications;o Minor Development Applications and Rural;o Part Lot Controls;o Preliminary Site Plan Reviews;o Site Plan Amendments;o Sewer and Water Permits;o Urban Hamilton Official Plan Amendments;o Complex Zoning Amendments, Holdings and Regular; and,o Lot Grading associated with de elopment application and the necessary

development agreements and cost schedules / Letter of Credits for thepublic component of these developments.





As part of the engineering review and appro al process, staff receive and reviewcomments from arious internal Departments / Divisions and external agenciesincluding:

• Public Works (Hamilton Water, Traffic Engineering, Geomatics and CorridorManagement, and Parks);

• Planning and Economic Development (Building Division, Planning Division,Economic De elopment Di ision);

• Conservation Authorities (Grand River, Niagara, Hamilton and Halton Region);• Niagara Escarpment Commission;• Ministry of Natural Resources and Fisheries;• Department of Fisheries and Ocean;• Ministry of Environment and Climate Control; and,• Neighbouring Municipalities.

Ultimately the outcome of requirements and conditions are conveyed between thedeveloper / applicant, their agent and consultant team via meetings andcorrespondence by staff and implemented through the approval process.

The Growth Management Division is currently reviewing the Development Applicationprocess and plans to align the Development Engineering Approvals Section with theCity s vision based on service deli ery. As such, the proposal is to re-align the Sectionunder the Manager of De elopment Approvals based on the function (Subdivision andSite Plans) rather than geographical areas. Each group will be led by a Senior ProjectManager.

The proposed organization structure is as follows:

Manager of DevelopmentEngineering Approvals

Senior Project ManagerSubdivision

1

Senior Project ManagerSite Plan

4 Project ManagersSubdivision


1 Student 1 Student





The realignment will provide better service to the development industry and public. Asthe grouping is based on functions, the Development Industry can contact the specificgroups without a restriction of geographic boundaries. Further, internal Departmentscan also easily circulate their comments or concerns to the specific group. Therespective sections will be accountable for the following applications: Site Plan groupwill process, Site Plan, Consents and minor variances all of which have zoning in placeand the Subdivision group will focus on the Draft Plan approvals, major zonings andengineering appro als for subdivisions.

Some of the major considerations in bringing this recommendation forward were:change in staffing and the loss of historical knowledge, allowing staff to focus on aspecific type of application, reduce stop start time with staff having to perform multiplefunctions for various applications and mitigate any delays. The proposed realignmentwill help to streamline the process and focus on specific areas. It will be easier toreview and evaluate the live time, dead time and other Key Performance Indicators(KPIs).

In accordance with the Lean methods evaluation, the proposed realignment will allowstaff to concentrate on specific tasks and deliver services more efficiently. This willallow proper tracking, project management, dealing with specific applicants to meet theirrequirements and monitor accountability. Further, this will also allow identifying what isvalue according to the customer, organizing and improving process to deliver what isneeded, when it is needed and with minimal waste.

Management will monitor the transition to ensure applications currently under review forapproval are completed. The final structure should be in place for January 2017.Management will continue to review workloads and shift resources to addressfluctuations in activities if and when required.

APPENDICES AND SCHEDULES ATTACHED

Appendix A - Geographic Area Map - East District and West District

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OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To provide high guality cost conscious public services that contribute to a healthy, safe and prosperous



Appendix "A" to Report PED16256Page 1 of 1

Plann ng and Economic Development Department

&S,

5.3

HamiltonINFORMATION REPORT



SUBJECT/REPORT NO: Continuous Improvement Team Process Review -Concurrent Permit Review-Process (CPRP) (PED16252) (CityWide)


PREPARED BY: George Wong(905) 546-2424 Ext. 3936

SUBMITTED BY: Jason ThorneGeneral ManagerPlanning and Economic Development Department

SIGNATURE:

Council Direction:

Not applicable

Information:

The purpose of this report is to inform the Open for Business Sub-Committee of theoutcome of an initiative brought forward by the Building Division to shorten developmentapproval timelines by reviewing Building Permit Applications at the same time(concurrently) as the Site Plan review process, identified as Case Study No. 6 datedSeptember 14, 2015.

Reporting and Trackin

The Concurrent Permit Review Process was introduced in February 2016 as a pilot forIndustrial-Commercial-lnstitutional (ICI) projects that had received Conditional Site PlanApproval to proceed with a Building Permit Application.

This new initiative involved the Planning Division forwarding a letter to the BuildingDivision indicating approval for a Concurrent Permit Review Process once the applicantreceived Conditional Site Plan Approval subject to identified conditions. The pilotConcurrent Permit Review Process was initially available at the request of the applicant.

OUR Vision: To be the best place to raise a child a d age successfully.OUR Mission: To provide high quality cost conscious public ser ices that contribute to a healthy, safe and rosperous

community, in a sustainable manner.OUR Culture: Collective Ownership, Steadfast Integrity, Courageous Change, Sensational Ser ice, Engaged


SUBJECT: Continuous Improvement Team Process Review - Concurrent PermitReview Process (CPRP) (PED16252) (City Wide) - Page 2 of 2

Having run the pilot program for half a year, in September 2016, the Concurrent PermitReview Process became available for all ICI projects.

The initial Concurrent Permit Review Process was also only available to ICI projects asthe Building Division incorporated the additional submissions into the already fullBuilding Permit Application queue. As a result of many successful Concurrent PermitReview Projects, the program has been now been opened to large Multi-Residentialprojects as well.

The Concurrent Permit Review Process has been a success and one that the BuildingDivision will continue to implement for ICI and large multiple dwelling projects.

Prior to the implementation of the Concurrent Permit Review Process, ICI and largemultiple dwelling projects obtained their Building Permits in an average of 44 businessdays after receiving Final Site Plan Approval. Since the putting into practice of theConcurrent Permit Review Process, these projects are now being issued their BuildingPermits at an average of se en working days, some even getting their Building Permiton the same day. The time saved by the Concurrent Permit Review Process hasshortened the development review to constriction timeline by an average of 37 workingdays.

There continue to be more de elopment projects in the Concurrent Permit Re iewProcess and the Planning and Economic Development Department looks forward toissuing the related Building Permit(s) in a timely manner once receiving their Final SitePlan Approval.

Outcome

The pilot Concurrent Permit Review Process resulted in a significantly faster approvaltimeline and the issuance of the related Building Permits. In response to the success ofthe program, the following actions have been implemented:

(a) The Building Division continues to allow applicants to submit Building PermitApplications for review under the Concurrent Permit Review Process.

(b) The Planning Division has extended the Concurrent Permit Review Process toMulti-Residential projects.

(c) The Planning Division has applied the Concurrent Permit Review Process as part ofSite Plan review process available to all ICI and Multi-Residential projects withoutrequiring request from the applicant.

GW:sc




HamiltonINFORMATION REPORT



SUBJECT/REPORT NO: Improvements to the Zoning Review of DevelopmentPlanning Applications (PED16257) (City Wide)


PREPARED BY: Emily Coe(905) 546-2424 Ext. 2575

SUBMITTED BY: Jason ThorneGeneral ManagerPlanning and Economic Development Department

SIGNATURE:<

Council Direction:

Not applicable

Information:

On June 24, 2016, an Information Report was provided to the Open for Business Sub¬committee indicating the intent to hire two additional Zoning Examiners in the BuildingDivision on a temporary, pilot basis for 18 months to address two objectives thatrespond directly to issues raised through the Open for Business consultations with thedevelopment industry and other stakeholders:

(a) Reducing the timeframe it is currently taking to provide zoning comments forPlanning Applications; and,

(b) Introducing a new, enhanced service in which zoning staff would now additionallycomment on Formal Consultations (FC).

For several years, zoning staff has consistently struggled to keep on top of providingzoning comments for Planning Applications within the timelines of the planning reviewprocess. The continued difficulty to provide zoning comments in a timely manner is adirect result of:

- Increased number of Planning Applications,- Increased complexity of the Planning Applications,

OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To provide high quality cost conscious public ser ices that contribute to a healthy, safe and prosperous



SUBJECT: Improvements to the Zoning Review of Development PlanningApplications (PED16257) (City Wide) - Page 2 of 2

- An increase in Minor Variance Applications and notice write-ups,- Poor quality of submissions,- Reviews required under multiple and varying Zoning By-laws, and,- Supporting a new dedicated zoning inquiry phone line.

The above factors daily contribute to zoning staff being unable to meet the requesteddeadlines for comments for Planning Applications. This has resulted in a significantbacklog of planning files waiting for comments, some of which remain outstanding.Without the necessary zoning review/comments, planning staff is unable to finalizeconditional approval for Site Plan Applications, resulting in delays to the applicant. Attimes these delays are significant. Likewise, without the required zoning comments,planning staff is unable to complete their report(s) to Planning Committee for RezoningApplications, also resulting in delays to the applicant.

Further, zoning review staff does not provide zoning compliance comments for FormalConsultation (FC) files.

Outcome

In July 2016, the hiring process for two temporary zoning examiners was initiated.Interviews were completed in August 2016 which resulted in the hiring of two zoningexaminers. The new staff began working in the positions on September 19, 2016 andOctober 3, 2016 respectively.

It is expected that the two new zoning examiners will be fully trained and be able tooperate in the full capacity of their position by mid-January 2017. The addition of thesetwo positons brings the team to six dedicated zoning examiners assigned to providingzoning comments for Planning Applications, an increase from the current four zoningexaminers dedicated to the review of Planning Applications.

The increase in staff members assigned to reviewing Planning Applications shouldresult in a timely review for zoning comments being provided to the Planning Division.Additionally, once the backlog of existing planning files are reviewed and completed,zoning review staff anticipates beginning to review Formal Consultation files in the firstquarter of 2017.

A further Information Report will be submitted in the fourth quarter of 2017 which willoutline the measured outcomes in the zoning review time for Planning Applications.

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OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities.OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner.

OUR Values: Accountability, Cost Consciousness, Equity, Excellence, Honesty, Innovation, Leadership, Respect and Teamwork

8.1

Hamilton

CITY OF HAMILTONPLANNING AND ECONOMIC DEVELOPMENT DEPARTMENT

Parking and By-law Services Division



SUBJECT/REPORT NO: Amendments to Sign By-law 10-197 (Section 3.4 - ExistingSigns - Not Substantially Altered) (PED16250) (City Wide)


PREPARED BY: Ken Leendertse (905) 546-2424 Ext. 3059

SUBMITTED BY:

SIGNATURE:

Jason ThorneGeneral ManagerPlanping-ar LSconomic Development Department

RECOMMENDATION

(a) That Section 3.4 - Existing Signs, of City of Hamilton Sign By-law 10-197 beamended by expanding the definition of "Not Substantially Altered ;

(b) That the draft By-law attached as Appendix A to Report PED16250, which hasbeen prepared in a form satisfactory to the City Solicitor, be approved.

EXECUTIVE SUMMARY

Section 3.4 - Existing Signs of the Sign By-law allows for non-compliant signs to begrandfathered into the new By-law, provided the sign is not substantially altered.

The Continuous Improvement Team (CIT) of the Planning and Economic De elopmentDepartment identified a number of variances for legal non-conforming signs coming tostaff and the Planning Committee due to the lack of clarity in the interpretation of notsubstantially altered in the Sign By-law. The criteria under which alterations toExisting Signs could be undertaken appeared to be too restrictive and any changes to

a sign would deem it non-compliant. In an effort to streamline the process and be moreOpen for Business , staff recommend that a better defined interpretation be included in

the Sign By-law.

The proposed amending By-law better defines what repairs can be done to a signwithout it losing its existing legal non-conforming status within the By-law. As a result,most repairs or changes in message/copy can be undertaken to existing non-confirmingsigns without the need of a permit.

OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and provide diverse economic opportunities.OUR Mission: WE provide quality public service that contribute to a healthy, safe and prosperous community, in a sustainable manner.


SUBJECT: Amendments to Sign By-law 10-197 (Section 3.4 - Existing Signs -Not Substantiall Altered) (PED16250) (City Wide) - Page 2 of 3

Alternatives for Consideration - N/A

FINANCIAL - STAFFING - LEGAL IMPLICATIONS

Financial: N/A

Staffing: N/A

Legal: N/A

HISTORICAL BACKGROUND

The City of Hamilton Sign By-law 10-197 was passed in 2010 with further technical andhousekeeping amendments approved in 2011.

POLICY IMPLICATIONS AND LEGISLATED REQUIREMENTS

N/A

RELEVANT CONSULTATION

Staff from the Planning and Economic Development Continuous Improvement Team,Legal Services and the Planning and Economic Development Department wereconsulted in the proposed amendments to the By-law.

ANALYSIS AND RATIONALE FOR RECOMMENDATION

The CIT was established to review policies, procedures and processes with the goal ofimproving and streamlining the processing of various permits and approvals under thejurisdiction of the Planning and Economic Development Department, with a major focuson being more Open for Business .

The Team identified that on average, staff receive two to four sign variance applicationsper year for grandfathered non-compliant signs. The cost per application is $850, andcan take three to five months to process. Staff has reported that the informationsubmitted on the variance applications is generally poor and often requires additionalresubmission(s) and / or file review to obtain surveys, old site plans, etc. This may beattributable to the lack of clarity in the interpretation of not substantially altered in theSign By-law.

Following a review of By-law 10-197, the attached draft By-law amendment gives moreclarity as to what is acceptable as not substantially altered” under Section 3.4 -Existing Signs, so that most applicants would not be required to seek a Variance whenthey attempt to update, modernize or repair a current legal non-conforming sign that isconsidered grandfathered” under the By-law.

OUR Vision: To be the best place in Canada to raise a child, promote innovation, engage citizens and pro ide diverse economic opportunities.OUR Mission: WE provide quality public ser ice that contribute to a healthy, safe and prosperous community, in a sustainable manner.


SUBJECT: Amendments to Sign By-law 10-197 (Section 3.4 - Existing Signs -Not Substantially Altered) (PED16250) (City Wide) - Page 3 of 3

ALIGNMENT TO THE 2016 - 2025 STRATEGIC P AN

Community Engagement and ParticipationHamilton has an open, transparent and accessible approach to City government thatengages with and empowers all citizens to be involved in their community.

Economic Prosperity and GrowthHamilton has a prosperous and diverse local economy where people have opportunitiesto grow and develop.

APPENDICES AND SCHEDULES ATTACHED

Appendix A : Draft Amending By-law

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OUR Vision: To be the best place in Canada to raise a child, romote innovation, engage citizens and provide diverse economic opportunities.OUR Mission: WE provide quality public ser ice that contribute to a healthy, safe and prosperous community, in a sustainable manner.


Authority: Item , Planning and Economic DevelopmentCommittee Report 16-XXX (PED16XXX)CM: Date

Bill No.

CITY OF HAMILTON

BY-LAW NO.

To Amend By-law No. 10-197, a By-law respecting Signs within the City of Hamilton

WHEREAS Council enacted By-law 10-197, being a by-law respecting Signs within the City

of Hamilton;

AND WHEREAS this By-law amends By-law No. 10-197.

NOW THEREFORE the Council of the City of Hamilton enacts as follows:

1. Section 3.4 of By-law No. 10-197 is deleted and replaced with the following new

Section:

3.4 EXISTING SIGNS

3.4.1 Any sign that is lawfully displayed on the day this By-law comes intoforce may continue to be displayed provided it is not substantiallyaltered in a manner that would bring it into non-compliance orincrease its non-compliance with this By-law.

3.4.2 Anything done to preserve the condition of a sign or to prevent thedeterioration of a sign, including the restoration of a sign by removingor replacing worn out, missing, damaged or broken parts, or a changein the message or copy displayed by the sign is not a substantialalteration.

3.4.3(1) Anything done to a Ground Sign or Wall Sign, other than anythingdone under subsection 3.4.2, that does not change the dimensions ofthe sign or the location of the sign on the property is not a substantialalteration, provided that:

(a) a sign permit is obtained; and,

(b) in all other respects the Ground Sign or Wall Sign complies withthis By-law.

(2) In addition to any other conditions contained in a sign permit issuedunder paragraph 3.4.3(1), the Director may include one or moreconditions that improve and/or ensure the safety of the Ground Sign orWall Sign, including but not limited to a condition that the sign notobstruct the view of pedestrians, cyclists or drivers.

2. This By-law comes into force on the day it is passed.

PASSED this day of , 20 .

Fred EisenbergerMayor

Rose CateriniCity Clerk

INFORMATION REPORT

8.2

Hamilton



SUBJECT/REPORT NO: Development Related Budget Enhancements 2012 - 2016(PED16258) (City Wide)


PREPARED BY: Bill Janssen (905) 546-2424 Ext. 1261

SUBMITTED BY:

SIGNATURE:

G nerai*Mar gerPlanning and Economic Developmen epartment

Council Direction:

At the June 24, 2016 meeting of the Open for Business Sub-Committee, staff wasasked to identify Full Time Employee (FTE) Planning and Economic DevelopmentDepartment enhancements related to development approvals (see Appendix A attached to Report PED16258 for a Department summary).

Information:

The following outlines these new FTEs by Division, over the last five years.

Buildin Division

1. 0.6, an increase of an analyst position from 0.4 FTE to 1.0 FTE for AMANDAsupport. This position is funded from the Building Reserve and has no levyimpart.

2. 4.0 FTEs to address increased Building Permit activity, which has seen a 64%increase since 2006, without any increase in FTEs. This has been funded fromBuilding Reserves and zoning revenues.

3. 1.0 FTE for Zoning By-law review for Planning Applications. This position hasbeen funded from the levy.

4. 1.0 FTE for the AMANDA System update to include Planning Applications. Thiswas funded through the levy.

OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To rovide high quality cost conscious public ser ices that contribute to a healthy, safe and prosperous



SUBJECT: Development Related Budget Enhancements 2012 - 2016 (PED16258)(City Wide) - Page 2 of 4

Results

The FTEs dedicated to the AMANDA project (1 and 4 above) ha e permitted theexpansion of this tool across the Planning and Economic Development Department.The Department is focused on having development processes being fully integrated anddigitally accessible across the Department. The integration will permit Seat / Film, RealEstate, Growth Management, Planning and Building the ability to jointly trackapplications and provide paperless circulation approvals.

The 4.0 FTEs to address increased Building Permit activity have permitted staffing tokeep up with the high number of Building Permit Applications. While staffing remainsstretched, through continual process improvements, e.g. concurrent review program,the needs of the industry are able to be met.

The Zoning By-law review FTE has had a positive impact on the team s ability to reviewand respond to circulated Planning Applications. While the implementation of thisposition in Q3 2016 did not solve all of the issues around a timely response, it hasassisted to reduce the backlog and address incoming requests.

Grown Management Division

• 4.0 FTEs for engineering staff to enhance the ability to respond to and processapplications for Plans of Subdivision and Site Plans. These positions are fundedby the levy.

Results

Approved enhancements were filled following Council approval in 2015. Previouslytechnical staff from the Infrastructure Planning Group were assisting in processingapprovals. This caused a significant delay in the Infrastructure Work Program. Inaddition, as a result of staff movement, we continue to experience vacancies in both theEngineering Approvals and Infrastructure Planning groups. Recruitment is activelybeing undertaken. Until fully staffed, it will be challenging to provide an accuratemeasurement of the impact on total processing time.

Plannin Division

• 2.0 FTEs for Business Facilitators for attracting and retaining business and focuson rural development. These positions are funded by the levy.

OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To rovide high quality cost conscious public services that contribute to a healthy, safe and prosperous

community, in a sustainable manner.OUR Culture: Collective Ownership, Steadfast Integrity, Courageous Change, Sensational Ser ice, Engaged



Results

Council approved the creation of two additional Business Facilitators (BF) to increasethe complement of the Business Facilitation team to five (one Co-ordinator, fourBusiness Facilitators). In 2015, the Co-ordinator position became vacant due to theincumbent accepting a different position within the Planning Division. The acant Co¬ordinator position was filled internally creating a Business Facilitator vacancy. In 2015,the three vacant Co-ordinator positions were posted and filled in October, 2015. Of thethree positions, one position was filled by a staff member on paternity leave, who did notassume the BF role until June, 2016. In addition, in December, 2015, one of the BFscommenced paternity leave and will not be returning until January, 2017. As such,since the two enhancements were added to the Business Facilitation team, the teamhas not been at full strength and has been involved in non-core activities. Therefore,the full impact of the Business Facilitators cannot be assessed until 2017 when allpositions are occupied and projects such as LEAN and AMANDA are completed,thereby freeing up resources to focus full time on business facilitation services andfunctions.

Parking and By-law Services Division

• 1.0 FTE (temporary for two years) to undertake a review and consolidation of theCity s Licensing By-law. This position is funded from the Tax Stablelization Fund.

• 1.0 FTE for a License Facilitator for the One Stop Business Centre, funded by thelevy.

Results

Modernizing the Business Licensing By-law is a key element in the City’s ongoing Openfor Business initiative. The purpose of reviewing / rewriting the Business Licensing By¬law is to modernize the City’s licensing system with the intent to reduce red-tape forcurrent and new community business.

One Stop for Business provides free assistance and resource for small and medium¬sized businesses that are looking to open or expand. An additional Facilitator wasrequired to keep up with the growing number of customers seeking assistance / adviceat the One Stop. The License Facilitator position has reduced processing time forbusiness licenses from 64 days to an average of 34 days.

General Mana er s Office

• 1.0 FTE Open for Business Co-ordinator to ensure ongoing implementation of theDevelopment Approvals Review and support for the Open for Business Sub¬committee.

OUR Vision: To be the best place to raise a child and age successfully.OUR Mission: To provide high quality cost conscious public ser ices that contribute to a healthy, safe and prosperous




Results

To date, a total of 24 initiatives have been implemented to improve our approvalprocesses, better communicate City requirements, improve customer service andenhance technology.

Conclusion

In total, an additional 15.6 FTEs have been added to the Planning and EconomicDevelopment Department over the last five years (2012-2016) to improve and assist inapproval processes of businesses (see Appendix A attached to Report PED16258).

Appendices and Schedules Attached

Appendix A to Report PED16258 - Development Related Budget Enhancements 2012-2016

BJ/sd




Appendix A" to Report PED16258Page 1 of 1

Planning and Economic Development DepartmentDevelopment Related Budget Enhancements 2012-2016

Year FTE Position/lnitiativeAnnual Gross

ImpactAnnual Net

Impact

2012 0.60Building - Increase Application Analyst position from 0.4 FTE to1.0. for Amanda development and support. Funded fromBuilding Enterprise Reserve.

$60,414.00 $0

2013 4.0 Building - Additional FTEs to address increase in Building Permitactivity (64% increase since 2006). Funded from BuildingReserve and increased Zoning activity.

$233,000.00 $0

2014 1.0 Building - Zoning By-law review for Planning Applications. $60,054.00 $60,054.00

1.0 Update Amanda System - the recommendation of the Open forBusiness Review.

$67,000.00 $67,000.00

2015 4.0 Growth Management - Engineering approval staff increase toenhance the ability to respond to and process applications forSite Plans and Plans of Subdivision.

$268,000.00 $268,000.00

1.0 GMO - Open for Business Co-ordinator to ensure ongoingimplementation of recommendations and co-ordinate high profileand Council-initiated issues.

$111,000.00 $111,000.00

2.0 Planning - Business Facilitators to promoting City Strategy forattracting and retaining businesses and promoting residential,commercial, rural and greenfield development.

$165,000.00 $165,000.00

1.0 Parking and By-law Services - Licensing By-Law Review andconsolidation. Funded from Tax Stabilization Reserve(Temporary for two years).

$103,500.00 $0

2016 1.0 Parking and By-law Services - License Facilitator for One StopBusiness Centre.

$95,000.00 $95,000.00

TOTAL 15.6 $1,162,968.00 $766,054.00

Memorandum11.1

HamiltonPlanning and Economic

Development Department

Date: November 10, 2016

To: Chair and MembersOpen for Business Sub-Committee

From: Jason ThorneGeneral ManagerPlanning and Economic Development Department

Subject: Continuous Improvement Team Process Review - EncroachmentAgreements - Case Study No. 11

BACKGROUND

The role of the Planning and Economic Development Department / Public WorksDepartment Continuous Improvement Team (CIT) is to review select case studies afterthey have been through the development approvals process to identif any lessonslearned and opportunities for process improvements.

In discussions with the Business Improvement Areas (BIAs), the need forEncroachment Agreements for minor extensions of buildings and materials into the roadallowance was identified as an issue. The application costs $293.70 and requires thatthe agreement be prepared by a solicitor for the owner which takes additional costs andtime. The applicant must register the agreement on the title to the property. There isalso an annual Encroachment Agreement Renewal Fee of $56.60.

BIAs have questioned the need for agreements for nominal encroachments which taketime and extra costs to process and may discourage investment in businessimprovements.

OBSERVATIO S AND ISSUES

Encroachments onto City property are most frequently identified through the process ofselling or buying a property, through the development or building approval process, orthrough by-law enforcement. Encroachment Agreements are required by the City forsuch things as awnings, out-swinging doors, landscaping, porches and decks, outdoorboulevard cafes, portions of buildings, signs, steps and accessibility features.Encroachment Agreements are not currently required for such features as refreshmentvehicles, temporary signs, fruit and vegetable stands, planters and vending machines,among others.

SUBJECT: Continuous Improvement Team Process Review - EncroachmentAgreements - Case Study No. 11 - Page 2 of 3

An Encroachment Agreement is required to be able to track and manage requests forworks that encroach entirely or partly in, on, under or above the City s property and isnecessary to not only record what is where, but to ensure that the health and safety ofthe public is not in jeopardy, that it is in the public’s best interest that risk and liability isappropriately apportioned, and that there is an ability to remove the works whennecessary. With major roadway works, such as reconstruction and the accommodationof Light Rail Transit (LRT), the Encroachment Agreement is necessary to properly planfor works and ensure that appropriate items are removed, if required.

A policy and procedure for managing encroachments on City property was developed inresponse to recommendations made in Internal Audit Reports 2007-09, resulting in awritten formal policy and a streamlined and simplified process that was appro ed byCouncil on April 13, 2011.

Investigation into a single master Encroachment Agreement for each BIA has beenconsidered, with the possibility of the BIA managing such an Encroachment Agreement.This was not considered viable, as Encroachment Agreements need to be registered ontitle in order to give notice of their existence to future property owners and would onlyadd an additional step into the existing approval process, involving not only the BIA, butthe City and property owner as well.

As there already exists a number of features that do not require an agreement,additional works have also been considered, particularly those that require anotherapproval such as Building Permit. The removal of any works from the requirement for anEncroachment Agreement will demonstrate the City’s commitment to cutting outneedless appro als and being Open for Business. These works can be monitored byway of a letter of acknowledgement.

OUTCOME

As a number of works require Building Permit re iew and approval, which will reducesafety risks and can be acknowledged by way of a letter of acknowledgement, ratherthan a formal agreement, it would be appropriate to not require agreements in thesesituations.

As a result of the review of this issue, the following actions will be undertaken:

(a) An amendment to the BIA Commercial Property Improvement Grant Programhas been undertaken to assist in off-setting the cost of future EncroachmentAgreements. The amendment to the Program offers a 100% grant to a maximumof $3,000 per application towards professional fees and City fees.

(b) Encroachment Agreements will no longer be required for:• Temporary seating;• Small scale lighting features;• Signage requiring building permit; and,• Retractable awnings and awnings that requires Building Permit

Applications.

SUBJECT: Continuous Improvement Team Process Review - EncroachmentAgreements - Case Study No. 11 - Page 3 of 3

Rather, only a Letter of Acknowledgement for these works will be required.Acknowledgement letters will be requested and kept on file by the BuildingDivision; copies will be forwarded to Public Works.

(c) Information on this re ised practice will be provided to BIAs in order to adviseand assist their members.

Memorandum

11.2

Hamilton

Date: November 10, 2016

To: Chair and MembersOpen for Business Sub-Committee

c

From: Jason ThorneGeneral ManagerPlanning and Economic Development Department

Phone: (905) 546-4339

Subject: Continuous Improvement Team Process Review - Creative andCultural Industries - Case Study No. 12

/fv\j

BACKGROUND

The Planning and Economic Development Department / Public Works DepartmentContinuous Improvement Team was established to identify, through the revie of casestudies, opportunities for process improvements to encourage the establishment andexpansion of businesses in Hamilton. Creative and cultural industries are a growingsector and a focus area within the 2016 - 2020 Economic Development Action Plan.Through our ongoing case study review, the issue of zoning regulations has beenidentified as a possible barrier to the success of this important economic sector.

OBSERVATIONS AND ISSUES

Hamilton has a rich history in culture and arts, and is trending to become a major hubfor creative and cultural industries. These industries include film, music, fashion, digitalmedia, visual and performing arts, and design, among many others. The incubation andsupport of these industries is a central goal of the 2016-2020 Economic DevelopmentAction Plan.

One of the barriers to the success of these industries that has been identified throughour continuous improvement efforts are the City s zoning regulations. Specifically,businesses in this sector have suggested that more flexible zoning would create moreopportunities for the creation and expansion of creative industries. The PlanningDivision is already implementing changes to the City s Commercial and ixed Usezones, which includes greater flexibility for the permission of creative industries incommercially designated areas. Our continuous improvement efforts have identifiedpotential creative industry uses in the City’s Institutional and Industrial zones.

Subject: Continuous Improvement Team Process Review - Creative and CulturalIndustries - Case Study No. 12 - Page 2 of 2

OUTCOME

As a result of our review of this issue, the following actions ill be undertaken:

(a) A joint project team led by the Urban Renewal Section of the EconomicDevelopment D ision and the Policy Planning Section and Zoning By-law Reformof the Planning Division will initiate a review of the City s Institutional and Industrialzoning and associated Urban Hamilton Official Plan (UHOP) policies, to identifyopportunities to permit cultural industries as-of-right. The review will include theretention of an external planning consultant to review policies and regulations fromother municipalities, consultation with the public and stakeholders, and ultimatelyreporting back to Planning Committee with recommendations for amendments tothe City’s Zoning By-law and UHOP.

JT/BJ/JM/sd

Documents

Hamilton · 5.3 Continuous Improvement Team Process Review ... Hamilton Chamber of Commerce Valerie Webster, ... That staff be directed to prepare and present a listing of completed