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COUNCIL REPORT
ABBOTSFORD
Report No. ENG 028-2015
EXECUTIVE COMMITTEE
Date: May 4, 2015
File No: 4520-55 SRP #1442
To:
From:
Subject:
Mayor and Council
Stanley de Haan, Soil Permit Coordinator
Proposal to Modify the Public Consultation Process for an amendment to SRP #1442
- Lafarge Clearbrook to include 437 Columbia Road
RECOMMENDATION
THAT a modified public consultation process, for the soil permit application regarding the
inclusion of 437 Columbia Street in SRP #1442, as set out in Report No. ENG 028-2015, be
approved .
SUMMARY OF THE ISSUE
Due to the revision of the Soil Removal Eligibility Area (SREA) by Council, which includes 437
Columbia Road, and an associated Public Information Meeting (PIM) that was held in 2014, a
modified public information process is recommended . The proposal includes opportunity for the
publ ic to view information at City Hall, ask questions directly to the applicant and City staff and
·
provide written comment regarding the proposal for review by Council.
BACKGROUND
The Consolidated Soil Removal and Deposit Bylaw No. 1228-2003 (Soil Bylaw) sets forth a
number of conditions which must be met before the Engineer issues a Soil Removal and
Deposit Permit.
Existing Public Information Process
Current practice is that each annual soil permit application goes through a public information
process before final deliberation by Council. The process occurs as follows:
•
The application is reviewed by staff to ensure compliance with City bylaws.
•
A report to Council is written providing a brief overview of the proposal, providing a
recommendation for a PIM based on the application 's compliance with required bylaws.
•
Upon Council resolution , a PIM is scheduled in a venue near the proposed soil activity.
The date and location of the meeting is published in the local newspaper and on the
City's website. Written notifications of the meeting are mailed to residents surrounding
the proposed activity to a radius of 0.5km to 2km, depending on the nature and location
of the proposal.
Report No. ENG 028-2015
Page 2 of 4
•
The PIM is facilitated by the City, with presentations made by the applicant and their
representatives, providing details of the proposal to the public. An open forum follows,
allowing the public to ask questions and make comments on the proposal.
•
After the PIM, the public is invited to submit written comments for inclusion in the final
report to Council. Typically, a two week time period is provided for submissions. The
applicant is advised of the nature of the comments and is invited to provide a response.
•
After staff review of public comments, a second report to Council is written , itemizing
comments from the public and outlining the applicant's response to public concerns.
DISCUSSION
Proposed Public Information Process
In 2007, Lafarge Canada applied for a soil removal and deposit permit for properties between
Clearbrook Road and Columbia Street south of Huntingdon Road, including 437 Columbia
Street. A permit was issued for all properties; however, 437 Columbia Street was withdrawn
from the application prior to Council consideration.
The applicant's intent was to re-introduce the subject land as part of an amended permit
proposal at a later date. The following year, the SREA was enacted, resulting in the applicant
requesting the property be included in the SREA prior to application for amending SRP #1442.
In 2014, the City of Abbotsford reviewed and requested Council permission to modify the SREA
to include additional properties, including 437 Columbia Street. Council approved the request to
host a PIM to give the public an opportunity to comment regarding the addition of 437 Columbia
Street to the SREA. All questions asked at the PIM were addressed by Lafarge Canada Inc. and
reported to Council by City staff.
At the Regular Meeting of Council held on Monday, March 9, 2015, the SREA in the Soil Bylaw
was amended to include 437 Columbia (Attachment 1).
Staff recommends that for the application to amend SRP #1442 to include 437 Columbia Road ,
the following public consultation process is used:
•
The application is reviewed by staff to ensure compliance with City bylaws.
•
Written notifications of the proposal will be mailed to residents surrounding the proposed
activity to a radius of 1km, advising them that details of the application can be viewed at
City Hall. Questions regarding technical aspects of the proposal will be addressed by the
applicant and questions regarding process will be addressed by staff. They will also be
informed of the date of the staff report to Council regarding the application. All comments
and concerns identified by the public will be included, with staff responses, in the report
to Council.
•
All information provided in the notification to residents will also be published on the City
website and local newspaper.
•
On the date of the report to Council, the public will be granted the opportunity to address
Council regarding their opinion before a final decision by Council.
Report No. ENG 028-2015
Page 3 of 4
The proposed process will still provide an opportunity for the public to ask questions and receive
answers regarding the proposal before a Council decision. It will also allow them an opportunity
to provide written comment and voice their comments at the Council meeting.
This proposed process eliminates having a PIM which results in saving approximately four to six
weeks in processing time for the applicant.
FINANCIAL PLAN IMPLICATION
There is no impact to the City's financial plan.
Date reviewed and approved by the Chief Financial Officer: May 1, 2015.
IMPACTS ON COUNCIL STRATEGIC PLAN
The modified public information process will reduce approval time for this applicant while key
elements of the public information process are maintained.
SUBSTANTIATION OF RECOMMENDATION
Due to the soil eligibility area change and previous PIM for 437 Columbia Street, a modified
public information process is recommended. The proposal includes opportunity for the public to
view information at City Hall, ask questions directly to the applicant and City staff and provide
written comment regarding the proposal for review by Council. The proposal will also see the
elimination of a PIM and instead allow the public to provide comment to Council at a regularly
scheduled Council meeting. The proposal will reduce the processing time for an amendment to
an existing perm it while still providing an opportunity for public input.
Stanley de Haan AScT
Soil Permit Coordinator
Phil Blaker, P.Eng.
General Manager, Engineering and Regional
Utilities
ATTACHMENTS
Attachment 1:
437 Columbia Soil Removal Eligibility Area
Appendix 1
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ABBOTSFORD
Proposed Area Amendment
437 Columbia Road
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