Memo from Luke Sales and Daniel Sailland to Council from June 11 Agenda
Town of Qualicum Beach MEMORANDUM
TO: Daniel Sailland, CAO FOR: Council Meeting, June13, 2016
FROM: Luke Sales, Director of Planning
SUBJECT: OfficialCommunity Plan Review 2016-2017 Work Plan
RECOMMENDATION:
THAT Council forms an Official Community Plan Review Steering Committee in accordance with the Terms of Reference attached to the Iune13, 2016 Planning memo to Council;
-THAT Council direct staff to advertise for volunteers to serve on the Official Community Plan Review Steering Committee.
PURPOSE
To provide a work plan for a review of the Official Community Plan. In accordance with the six- year review cycle established in the current Official Community Plan (OCP) Bylaw N o. 700, this memo marks the start of an OCP review that will be completed in 2017. The proposed OCP review will focus on emerging and current issues through meaningful public engagement, rather than conducting a shallow review of all aspects of the OCP.
BACKGROUND
The Town of Qualicum Beach Official Community Plan was first adopted in 1978, and the 2017 OCP will be the 8th major review. Prior to 1978, the Town managed planning through the zoning bylaw. The first land—use plan dates back to1944-.when a zoning bylaw was adopted only two years after the incorporation of Qualicum Beach. The first land—use plan was relatively simple, dividing the town into several zones with different character and community expectations. The eastern waterfront, including the ”estate properties” was for high—end development, the central waterfront area was for residential and tourism, and the coastal area in west Qualicum Beach was for mid—range residential development, retail, service stations, dance halls etc. Areas to the south, including what we now know as the downtown, had no zoning.
The next zoning bylaw, in 1957 established a land—use framework with many similarities to the land use designations that are currently in the Official Community Plan. The decision was made to re-focus development upland from the golf course, and the 6 1/2block commercial core that is still the focus of retail and commercial activity was identified.
The 2017 OCP marks 75 years since the incorporation of Qualicum Beach and almost 60 years since the adoption of the 1957 land use plan that the Town is still building on today.
Many things have changed since the 1957 land use plan. These include but are not limited to:
The last several OCPs have broadened the focus on quality of life to recognize importance of the preserving ecosystems and natural areas. Policies and initiatives to address social issues, such as affordable housing and youth and family retention, are also now a part of the OCP. The value of economic activity has also been identified.
DISCUSSION
Reviewing the Official Community Plan provides the community with an opportunity to reconfirm the Town's long~term vision, goals and priorities while adapting and responding to current issues. Many elements of the plan stay consistent from one OCP to the other, but specific policies change. Rather than going through a comprehensive process in 2016-2017, staff recommend a focus on emerging and current issues so that more time and energy can be invested in current priorities. Although it is possible to review the complete spectrum of policies and issues, doing so would either require additional resources or result in a less intensive
review of key issues. Topics that are outside the scope can still be discussed, but less resources
will be invested in exploring those issues.
Maintaining a focus on key issues is one way that this OCP review will be distinct. The other is through the use of a steering committee of community volunteers to guide the process. A steering committee has been utilized in some previous OCP reviews, but not in the 2009 — 2011 OCP review. The steering committee would serve for the duration of the OCP review, at which point it would be automatically discontinued. The committee would meet once per month initially, and committee members may help facilitate portions of the public engagement. The terms of reference for the committee are attached as Appendix ‘A’.
The OCP process includes five major steps:
Following is a breakdown of those steps as well as an overview of the timeline.
Step 1: Preliminary Consultation
The first step in the public consultation process is to identify the issues that should be reviewed in this Official Community Plan review. Not every aspect of the OCP needs to be reviewed, and the public should be engaged in the development of the scope. This is similar to the implementation of the Waterfront Master Plan, which included a well—definedscope of work that was developed through early public consultation.
Some issues have emerged that will likely warrant discussion in the process. This list will be refined in the preliminary consultation; some items may be added and others may be removed.
Step 2: Development of a Public Engagement Plan
Public engagement techniques will naturally vary depending on the issues being discussed, so the public engagement plan will be presented following the preliminary consultation in ]uly and August. A memo will go to Council in September, 2016. At this point, the specifics of the public engagement are still up for discussion, but it should be expected that there will be a Quality of Life Survey and a wide variety of public engagement opportunities related to the topics identified in preliminary consultation.
Step 3: Quality of Life Survey
The Town has customarily conducted a Quality of Life Survey in conjunction with Official Community Plan reviews. Quality of Life Surveys serve several functions:
1. To monitor and report on resident satisfaction with municipal services
2. To monitor and report on shifting trends, such as hobbies, transportation, lifestyle and communication preferences
3. To provide feedback on key issues to assist with the Official Community Plan review.
Based on the draft work plan and timeline, the Quality of Life survey would be developed in November and results would be presented to Council and the public in December.
The Quality of Life survey will be developed in coordination with a market research consultant to ensure that the methodology and data analysis are done to a high standard. Engaging a consultant ensures that the survey is carried out in accordance with industry standards, and also opens the opportunity to verify results through a rigourous telephone survey.
Step 4: Focused Public Engagement
Public engagement is vital to the success of an Official Community Plan review process. Staff propose to focus the public engagement based on recent experience with the Harlech Road Planning Process and the Waterfront Master Plan. Following the International Association for Public Participation (IAP2)guidelines, different engagement methods will be identified to achieve the following objectives:
Engage a wide range of stakeholders, including those who would otherwise be engaged
Communicate clearly and, including the decisions to he made through information engagement
Encourage meaningful input that will be incorporated into the plan to the maximuim extent possible
The engagement methods will target varying levels of participation and allow for multiple points of entry. Some engagement methods are chosen to facilitate open-ended, continual engagement, such as comment boxes and interactive maps, while others facilitate in-depth conversation on specific topics, such as surveys and focused conversations.
As a follow-up to the Quality of Life Survey, focused public engagement will likely consist of
Step 5: Draft Plan
Following the conclusion of public consultation, staff will draft amendments to the Official Community Plan. Draft amendments will be brought forward in an open Council meeting and may be presented at a large—formaptublic information meeting. Once a draft plan has been released, there will be a period for public feedback, and revisions will be made as appropriate. This review and referral cyclewill repeat until Council is satisfied with the amendments and the bylaw is adopted.
On the following page is a draft timeline for the 2016 — 2017 OCP review.
Luke Sales, MCIP, RPP Director of Planning Report Writer
Budget
The total cost for the proposed 2016-2017 OCP Review is estimated at $35,000-$50,000:
SUMMARY
The 2016—2017 Official Community Plan review will differ from previous reviews in several ways:
1. THAT Council directs staff to amend the OCP Review work plan as follows (insert changes)
2. Provide alternative direction to staff
Daniel Sailland CAO Concurrence
TO: Daniel Sailland, CAO FOR: Council Meeting, June13, 2016
FROM: Luke Sales, Director of Planning
SUBJECT: OfficialCommunity Plan Review 2016-2017 Work Plan
RECOMMENDATION:
THAT Council forms an Official Community Plan Review Steering Committee in accordance with the Terms of Reference attached to the Iune13, 2016 Planning memo to Council;
-THAT Council direct staff to advertise for volunteers to serve on the Official Community Plan Review Steering Committee.
PURPOSE
To provide a work plan for a review of the Official Community Plan. In accordance with the six- year review cycle established in the current Official Community Plan (OCP) Bylaw N o. 700, this memo marks the start of an OCP review that will be completed in 2017. The proposed OCP review will focus on emerging and current issues through meaningful public engagement, rather than conducting a shallow review of all aspects of the OCP.
BACKGROUND
The Town of Qualicum Beach Official Community Plan was first adopted in 1978, and the 2017 OCP will be the 8th major review. Prior to 1978, the Town managed planning through the zoning bylaw. The first land—use plan dates back to1944-.when a zoning bylaw was adopted only two years after the incorporation of Qualicum Beach. The first land—use plan was relatively simple, dividing the town into several zones with different character and community expectations. The eastern waterfront, including the ”estate properties” was for high—end development, the central waterfront area was for residential and tourism, and the coastal area in west Qualicum Beach was for mid—range residential development, retail, service stations, dance halls etc. Areas to the south, including what we now know as the downtown, had no zoning.
The next zoning bylaw, in 1957 established a land—use framework with many similarities to the land use designations that are currently in the Official Community Plan. The decision was made to re-focus development upland from the golf course, and the 6 1/2block commercial core that is still the focus of retail and commercial activity was identified.
The 2017 OCP marks 75 years since the incorporation of Qualicum Beach and almost 60 years since the adoption of the 1957 land use plan that the Town is still building on today.
Many things have changed since the 1957 land use plan. These include but are not limited to:
- The Town's boundaries have been expanded nine times
- Some areas in the original plan have been ”upzoned”
Many areas have been rezoned from duplex / multifamily / tourist designations to residential. - Permitted heights have decreased (6 storeys allowed in the commercial area in 1957) Development potential (through rezoning) has increased in the Village Neighbourhood.
- A strong emphasis on ecological protection and sustainability was incorporated in 2011.
- Secondary suites, garden suites and carriage houses are now supported in many residential areas.
- Design guidelines have been implemented in the Village Neighbourhood.
- Development Permit Areas were established to protect environmentally sensitive areas,
- Establish regulations on hazardous lands
- Many parts of the Town’s plan have remained the same
- Commitment to a compact commercial core in the downtown
The last several OCPs have broadened the focus on quality of life to recognize importance of the preserving ecosystems and natural areas. Policies and initiatives to address social issues, such as affordable housing and youth and family retention, are also now a part of the OCP. The value of economic activity has also been identified.
DISCUSSION
Reviewing the Official Community Plan provides the community with an opportunity to reconfirm the Town's long~term vision, goals and priorities while adapting and responding to current issues. Many elements of the plan stay consistent from one OCP to the other, but specific policies change. Rather than going through a comprehensive process in 2016-2017, staff recommend a focus on emerging and current issues so that more time and energy can be invested in current priorities. Although it is possible to review the complete spectrum of policies and issues, doing so would either require additional resources or result in a less intensive
review of key issues. Topics that are outside the scope can still be discussed, but less resources
will be invested in exploring those issues.
Maintaining a focus on key issues is one way that this OCP review will be distinct. The other is through the use of a steering committee of community volunteers to guide the process. A steering committee has been utilized in some previous OCP reviews, but not in the 2009 — 2011 OCP review. The steering committee would serve for the duration of the OCP review, at which point it would be automatically discontinued. The committee would meet once per month initially, and committee members may help facilitate portions of the public engagement. The terms of reference for the committee are attached as Appendix ‘A’.
The OCP process includes five major steps:
- Preliminary Consultation
- Development of a Public Engagement Plan
- Quality of Life Survey
Following is a breakdown of those steps as well as an overview of the timeline.
Step 1: Preliminary Consultation
The first step in the public consultation process is to identify the issues that should be reviewed in this Official Community Plan review. Not every aspect of the OCP needs to be reviewed, and the public should be engaged in the development of the scope. This is similar to the implementation of the Waterfront Master Plan, which included a well—definedscope of work that was developed through early public consultation.
Some issues have emerged that will likely warrant discussion in the process. This list will be refined in the preliminary consultation; some items may be added and others may be removed.
- Short—term vacation rental in residential areas
- Waterfront Planning and Sea level rise
- Municipal services outside of the Urban Containment -
- Airport Area Planning
- Pheasant Glen
- Boundary
- Social Procurement and Triple-bottom line evaluation
- The definition of a full OCP review process for QualicumBeach
- Digital media economy
- West Qualicum Beach
- Open Space Development Area
- Bus Garage / QualicumCommons
Step 2: Development of a Public Engagement Plan
Public engagement techniques will naturally vary depending on the issues being discussed, so the public engagement plan will be presented following the preliminary consultation in ]uly and August. A memo will go to Council in September, 2016. At this point, the specifics of the public engagement are still up for discussion, but it should be expected that there will be a Quality of Life Survey and a wide variety of public engagement opportunities related to the topics identified in preliminary consultation.
Step 3: Quality of Life Survey
The Town has customarily conducted a Quality of Life Survey in conjunction with Official Community Plan reviews. Quality of Life Surveys serve several functions:
1. To monitor and report on resident satisfaction with municipal services
2. To monitor and report on shifting trends, such as hobbies, transportation, lifestyle and communication preferences
3. To provide feedback on key issues to assist with the Official Community Plan review.
Based on the draft work plan and timeline, the Quality of Life survey would be developed in November and results would be presented to Council and the public in December.
The Quality of Life survey will be developed in coordination with a market research consultant to ensure that the methodology and data analysis are done to a high standard. Engaging a consultant ensures that the survey is carried out in accordance with industry standards, and also opens the opportunity to verify results through a rigourous telephone survey.
Step 4: Focused Public Engagement
Public engagement is vital to the success of an Official Community Plan review process. Staff propose to focus the public engagement based on recent experience with the Harlech Road Planning Process and the Waterfront Master Plan. Following the International Association for Public Participation (IAP2)guidelines, different engagement methods will be identified to achieve the following objectives:
Engage a wide range of stakeholders, including those who would otherwise be engaged
Communicate clearly and, including the decisions to he made through information engagement
Encourage meaningful input that will be incorporated into the plan to the maximuim extent possible
The engagement methods will target varying levels of participation and allow for multiple points of entry. Some engagement methods are chosen to facilitate open-ended, continual engagement, such as comment boxes and interactive maps, while others facilitate in-depth conversation on specific topics, such as surveys and focused conversations.
As a follow-up to the Quality of Life Survey, focused public engagement will likely consist of
- Large-format meetings at key decision points.
- Small group meetings facilitated by town staff and trained community volunteers
- Pop-up engagement at community events and in public places.
- Targeted meetings with youth and other groups.
- Surveys, comment boxes and other casual engagement opportunities.
Step 5: Draft Plan
Following the conclusion of public consultation, staff will draft amendments to the Official Community Plan. Draft amendments will be brought forward in an open Council meeting and may be presented at a large—formaptublic information meeting. Once a draft plan has been released, there will be a period for public feedback, and revisions will be made as appropriate. This review and referral cyclewill repeat until Council is satisfied with the amendments and the bylaw is adopted.
On the following page is a draft timeline for the 2016 — 2017 OCP review.
Luke Sales, MCIP, RPP Director of Planning Report Writer
Budget
The total cost for the proposed 2016-2017 OCP Review is estimated at $35,000-$50,000:
- Facilitation training for staff and volunteers: $10,000-$15,000
- Advertising and materials, $5,000-$10,000
- Quality of Life Survey, $10,000-$15,000
- Specialized consultants as required (eg. transportation, engineering, urban design, environmental): $10,000
SUMMARY
The 2016—2017 Official Community Plan review will differ from previous reviews in several ways:
- An OCP steering committee will be formed to help guide the process.
- The review will focus on key issues rather than the entire OCP
- The first step in the review is a preliminary consultation to determine key issues.
- The quality of life survey will be conducted following preliminary consultation, so that it can be used as a tool to inform the review specific topics.
1. THAT Council directs staff to amend the OCP Review work plan as follows (insert changes)
2. Provide alternative direction to staff
Daniel Sailland CAO Concurrence
