When it comes to public notification for communities, one of the best options to get the information quickly out to residents, or ratepayers, is through the use of a website. Many individuals want to find essential information about the community online, and increased awareness through websites is an effective tool. However, in regards to planning, how much information is too much?
When an individual is wanting to undergo a subdivision application, most Saskatchewan Land Surveyors suggest first talking to the municipality, regional board, or community. They are likely to suggest that you review the community’s website for any planning documents, such as official community plans, zoning bylaws and capital works plans. They don’t want to be held responsible for not informing their clients of potential fees with subdividing, and the landowner is the person who will be paying fees, so they should understand potential costs. Similarly, for development, applicants want to know what is allowed before substantial time and money is spent on construction. The use of municipal websites is one of the most effective ways to distribute essential information on policies and regulations of a community and reduces the workload of administration, as people complete the preliminary research online themselves.
One of the struggles that communities have is determining how to provide their official community plan and zoning bylaws online without having to upload every single amendment relating to their documents. One option is through the creation of a bylaw consolidation, which combines all amendments into one non-editable formatted document. If a community uses a consolidation, ensure there is a disclaimer on the front page of the document that states that the document is only for convenience of reference and the original bylaws should be consulted for accuracy. When writing this document, it should be completed slowly and exactly the same as the original approved by the Minister, typos and all. One of my municipalities had an error in this document, through the inclusion of one extra word, and it completely changed the intent of the regulation and caused havoc within local planning and development. Nonetheless, consolidations are a effective tool when accurate.
The ability for applicants to get applicable permits and associated information off a community website is helpful and convenient. With the online world, these documents can be downloaded, edited and submitted back to the community electronically with all appropriate information (i.e., building construction plans, site plans, etc.), which speeds up the permit process. Recent feedback encourages communities to include fees and estimated costs for applicants. If the community is unable to control the costs, say for the hiring of an SLS to complete a Real Property Surveyor’s Report, or building inspection fees, then a disclaimer should be placed on the website that prices may vary, and that it is the applicant’s responsibility to research associated costs of development.
Similarly, regarding subdivision costs like off-site fees, it is important that the community include disclaimers that costs are subject to change without notice. I attended a recent Saskatchewan Municipal Board appeal where the applicant began the subdivision process with the understanding that the off-site fees were a certain cost, and within the eight months it took to complete the subdivision, the fees increased. While these types of appeals may continue, at least the community is able to state to the appeal board that they have tried to make applicants aware of potential cost changes, but it is the applicant’s responsibility to touch base with the community to confirm costs in writing.
The use of a website is also incredibly useful for public notifications for discretionary use development permit and/or subdivision applications, or even simple items like fire bans. Many of my communities are seeing an influx of ratepayers that live abroad and don’t receive the local newspaper that the province requires as the mandatory public notification for amendments. If the individual wants more information, they can contact their community’s administration office.
More information is usually better when it comes to community websites, but it is important that the information is accurate and updated. In today’s age, there are many opportunities for the dispersal of information, and it is strongly encouraged that communities explore how best to communicate with their ratepayers.
— S. Yvonne Prusak, BASc, MA, MCIP, RPP, is a municipal planner with municipalities and communities in Northwest Saskatchewan. She specializes in land use planning and development. She can be reached at 306-845-6702.
