Planning Committee

Membership:

The Planning Committee shall consist of three members of Council and two member of the community. All appointments to the committee shall be for a term of one year, beginning on December 1st and ending on November 30th. The term may be extended at the discretion of the Mayor.

Committee Role:

The primary role of the committee is to review official plan and zoning by-law amendment applications. The secondary role is to provide guidance and input on planning policies, subdivision applications, planning standards and special planning studies.

Responsibilities:

To review and provide recommendations to the Council on land development regulations and policy and specific land development applications, including, but not limited to, the following:

• Official plan;

• Zoning by-law;

• Subdivision plans;

• Planning studies

• Other matters referred to the Committee by Council, the department head, and/or the Chief Administrative Officer

Meetings:

Meetings shall be held at 7:00 pm on the first Wednesday of each month except in the month of July where there will be no meeting. In the month of January, the meeting shall be held on the second Wednesday of the month.

Support Staff:

The Clerk shall be responsible to provide administrative support staff to assist in the preparation of the agendas, minutes and recommendations of the Committee.

Reporting: 

The Planning Committee shall submit its recommendations in the form of a written report to Council at a Council meeting for consideration.

The City of Clarence-Rockland is conducting its Planning Committee meetings virtually through Zoom.

How to watch a meeting

If you intend to listen and follow the meeting you must complete this request form and a link to the Zoom meeting will be sent to you or call the Community Development Department at (613) 446-6022, ext: 2285. Requests must be submitted no later than 4:30 p.m. two days prior to the meeting date. Please note that you will not be allowed to speak at the meeting if this option is chosen.

How to provide comments to the Committee 

1- Submit comments in writing

1. Sending an email with your comments. Written submissions must be emailed to zoning_zonage@clarence-rockland.com no later than 4:30 pm two days prior to the meeting date.
2. Submitting comments in the dropbox located outside the door at City Hall, 1560 Laurier Street in Rockland. The letter must be addressed to the Community Development Department and must be submitted the Friday before the meeting date.
3. Submitting comments via regular mail. The letter must be sent to 1560 Laurier Street, Rockland, ON, K4K 1P7, to the attention of the Community Development Department and must be received the Friday before the meeting date.

2- Participating in public virtual meeting by telephone or computer/smartphone/tablet via Zoom.

If you intend to make a presentation or make oral comments at the meeting you must complete a delegation request form  or or call the Community Development Department at (613) 446-6022, ext: 2285. Requests must be submitted no later than 4:30 p.m. two days prior to the meeting date.

Once we receive your delegation request, we will confirm your attendance and provide you with the instructions for participating in the public meeting.

Information you choose to disclose in your correspondence will be used to receive your views on the relevant issue(s) to enable the Committee to make its decision on this matter. This information will become part of the public record.

If you do not participate in the public Zoom meeting or express your views in writing, the Committee may make a recommendation in your absence and may recommend changes to the proposal.

Meeting procedures

• The applicant/agent will speak first and will have 10 minutes to make their presentation.
• Registered participants will be invited to speak after the applicant’s initial presentation. Each speaker will be given five minutes and one opportunity to address the committee, so please focus your comments as follows:
  • Clearly state your name and address.
  • Explain how the requested amendment or draft plan of subdivision being requested will impact the enjoyment of your property and neighborhood (positively or negatively).
  • Ask clear, direct questions.

The decision

• Once all the comments are received, the Chair will bring the matter “into committee” and no further comments will be permitted, unless the
  • Chair or a Committee member asks a question
  • The Chair and Members will announce their recommendation at the meeting.
  • The Committee may defer an application but only if circumstances warrant such action.
  • To receive a copy of the Decision, please make a request to the Community Development Department at zoning_zonage@clarence-rockland.com or by calling at (613) 446-6022, ext: 2285 by providing the following: your name, your address, email address, date of meeting, file number and address of the subject property.

Individuals are also encouraged to speak to Planning staff or to submit written correspondence if you have questions or concerns that you wish to share.

Cover letter D-14-630

By-law 2025-XX R1