8.         DOWNTOWN DESIGN REVIEW PILOT PROJECT

 

PROJET PILOTE D’EXAMEN DE LA CONCEPTION URBAINE DU CENTRE-VILLE

 

 

 

COMMITTEE RECOMMENDATIONS AS AMENDED

 

That Council:

 

1.         Establish a Downtown Design Review Pilot Project utilizing the authority provided by the former City of Ottawa Act RSO 1959, to require Design Review and Approval as part of the Site Plan Approval process for all new development and for additions to existing development within the area as shown on Document 1 that is included within the Council Approved Downtown Ottawa Urban Design Strategy by:

 

a.         Adopting Document 2 as a policy framework for the Downtown Design Review Pilot Project.

 

b.         Enacting a By-law pursuant to the provisions of the former City of Ottawa Act RSO 1959 as set out in Document 3.

 

c.         Approving and Adopting an Amendment to the City of Ottawa Official Plan as set out in Document 4.

 

2.         Approve the integration of the Downtown Design Review Pilot Project into the current Development Review Process utilizing a Peer Design Review Panel as detailed in Document 5, subject to the following amendment:

 

That one architect position on the Design Review Panel be drawn from architects specializing in environmental design

 

3.         Endorse the Design Review Considerations set out in Document 6 for the Downtown Design Review Pilot Project.

 

4.         Approve the Terms of Reference detailed in Document 7 for the Peer Design Review Panel.

 

5.         Direct staff to request the Ontario Association of Architects and the Ontario Association of Landscape Architects to assist in establishing a Peer Design Review Panel comprising 10 design professionals (seven architects and three landscape architects) for the Downtown Design Review Pilot Project and that staff bring forward a report to have Council appoint the Peer Design Review Panel (as amended in 2. above).

 

6.         Launch the Downtown Design Review Pilot Project when:

 

a.         A Monitoring Program in accordance with the Principles set out in Document 8 has been developed by staff in consultation with the Peer Design Review Panel and that the Monitoring Program be established by November 30, 2004; and

 

b.         The Department's development approval processes has been modified to incorporate the design review and approval process detailed in Document 5 for the processing of development applications within the Downtown Design Review Pilot Project area shown in Document 1 and that the modifications to the review processes and necessary staff training be completed by December 31, 2004.

 

7.                  That the term “Design Review” be replaced by “Urban Design Review”.

 

8.                  That City projects (including the redevelopment of streets, sidewalks, intersections, lighting, traffic signals and signage, hard and soft landscaping, furniture, bus shelters, and below grade utilities which may affect or allow the growth of street trees) within the study area be subject to this pilot project.

 

9.                  That staff be directed to include the 4 elements noted below to be referred to the Ottawa By Design Initiative:

 

a.                   That staff be directed to appoint an internal urban design champion to evaluate and coordinate all related municipal activities to ensure that urban design goals are being actively considered incorporated across all departments; and,

 

b.                  That staff be directed to incorporate the use of quality-based selection (QBS) and the recognition of design excellence into the selection and evaluation criteria in City initiated requests for proposals; and,

 

c.                   That urban design excellence be recognized on an ongoing and public basis through the initiation of an urban design awards program; and,

 

d.                  That streetscape funding be allocated and incorporated into municipal transportation, transit and infrastructure projects.

 

 

RECOMMANDATIONS MOdifiées DU COMITÉ

 

Que le Conseil :

 

1.         établit un projet pilote d’examen de la conception urbaine du centre-ville en vertu des pouvoirs conférés par la Loi sur la Ville d’Ottawa, L.R.O. 1959, afin d’exiger l’examen et l’approbation de la conception urbaine dans le cadre du processus d’approbation des plans d’implantation visant tous les nouveaux projets d’aménagement et tous les ajouts aux aménagements existants à l’intérieur de la zone indiquée dans le document 1 compris dans la Stratégie de conception urbaine du centre-ville d’Ottawa, approuvée par le Conseil :

 

a.         en adoptant le document 2 comme le cadre stratégique du projet pilote d’examen de la conception urbaine du centre-ville;

 

b.         en adoptant un règlement municipal conformément aux dispositions de la Loi sur la Ville d’Ottawa, L.R.O. 1959, tel qu'énoncé dans le document 3;

 

c.         en approuvant et adoptant une modification du Plan officiel de la Ville d’Ottawa, telle qu'énoncée dans le document 4;

 

2.         approuve l’intégration du projet pilote d’examen de la conception urbaine du centre-ville au processus actuel d’examen des projets d’aménagement en faisant appel à un groupe d’examen par les pairs, tel que décrit dans le document 5, sous réserve de la modification suivante :

 

Que l'un des architectes siégeant au sein du groupe d'examen par les pairs soit un architecte spécialisé en conception de l'environnement;

 

3.         avalise les considérations d’examen énoncées dans le document 6 pour le projet pilote d’examen de la conception urbaine du centre-ville;

 

4.         approuve le mandat du groupe d’examen par les pairs, décrit dans le document 7;

 

5.         donne instruction au personnel de demander à l’Ordre des architectes de l’Ontario et à l’Association des architectes-paysagistes de l’Ontario d’aider à former le groupe d’examen par les pairs, qui comprendra 10 professionnels du design (dont sept architectes et trois architectes-paysagistes), aux fins du projet pilote d’examen de la conception urbaine du centre-ville, et de demander au personnel de présenter un rapport afin que le Conseil nomme les membres du groupe d’examen par les pairs (sous réserve de la modification prévue à l'alinéa 2 ci-haut);

 

6.         procéde au lancement du projet pilote d’examen de la conception urbaine du centre-ville :

 

a.         lorsqu’un programme de surveillance conforme aux principes énoncés dans le document 8 aura été élaboré par le personnel, en collaboration avec le groupe d’examen par les pairs, ce programme devant être en place d’ici au 30 novembre 2004;

 


b.         lorsque le processus d’approbation des projets d’aménagement du Service aura été modifié pour inclure le processus d’examen et d’approbation de la conception urbaine décrit dans le document 5 pour le traitement des demandes d’aménagement à l’intérieur de la zone visée par le projet pilote d’examen de la conception urbaine du centre-ville, indiquée dans le document 1, les modifications du processus d’examen et la formation nécessaire du personnel devant être réalisées d’ici au 31 décembre 2004;

 

7.                  remplace l'expression « examen de la conception » par « examen de la conception urbaine »;

 

8.                  subordonne au projet pilote les projets d'aménagement de la Ville (y compris le réaménagement des rues, des trottoirs, des intersections, de l'éclairage et de signalisation routière, l'aménagement paysager au moyen de matériaux inertes et végétaux, le mobilier urbain, les abribus et les canalisations souterraines qui pourraient entraver ou promouvoir la croissance des arbres le long des rues) à l'intérieur de la zone d'étude;

 

9.                  donne instruction au personnel d'inclure les quatre éléments suivants, qui constitueront l'Initiative de conception d'Ottawa :

 

a.                   la nomination d'un « champion de conception urbaine » interne qui sera chargé d'évaluer et de coordonner toutes les activités municipales pertinentes pour faire en sorte que les objectifs de conception urbaine sont activement examinés et intégrés dans l'ensemble des Services;

 

b.                  l'adoption d'un mode de sélection axée sur la qualité et la reconnaissance de l'excellence de conception parmi les critères de sélection et d'évaluation relativement aux demandes de propositions lancées par la Ville;

 

c.                   la reconnaissance continuelle et publique de l'excellence en conception urbaine par la création d'un programme de prix de conception urbaine;

 

d.                  l'affectation d'un financement pour les paysages de rue aux projets municipaux de transport, de transport en commun et d'infrastructure.

 

 

 

 

Documentation

 

1.         Planning and Growth Management Deputy City Manager’s report dated 23 August 2004 (ACS2004-DEV-APR-0149).

 

2.                  Extract of Draft Minutes, 14 September 2004 will be distributed prior to Council.


Report to/Rapport au :

 

Planning and Environment Committee

Comité de l'urbanisme et de l'environnement

 

and Council / et au Conseil

 

23 August 2004 / le 23 août 2004

 

Submitted by/Soumis par :  Ned Lathrop, Deputy City Manager / Directeur municipal adjoint

Planning and Growth Management / Urbanisme et Gestion de la croissance  

 

Contact Person/Personne ressource : Grant Lindsay, Manager / Gestionnaire

Development Approvals / Approbation des demandes d'aménagement

(613) 580-2424 x13242, Grant.Lindsay@ottawa.ca

 

Rideau-Vanier (12)

Somerset (14)

 

Ref N°: ACS2004-DEV-APR-0149

 

 

SUBJECT:

DOWNTOWN DESIGN REVIEW PILOT PROJECT - (FILE NO. D04-01-DOW)

 

 

OBJET :

PROJET PILOTE D’EXAMEN DE LA CONCEPTION URBAINE DU CENTRE-VILLE – (DOSSIER NO D04-01-DOW)

 

 

REPORT RECOMMENDATIONS

 

That the Planning and Environment Committee recommend that Council:

 

1.         Establish a Downtown Design Review Pilot Project utilizing the authority provided by the former City of Ottawa Act RSO 1959, to require Design Review and Approval as part of the Site Plan Approval process for all new development and for additions to existing development within the area as shown on Document 1 that is included within the Council Approved Downtown Ottawa Urban Design Strategy by:

 

a.         Adopting Document 2 as a policy framework for the Downtown Design Review Pilot Project.

 

b.         Enacting a By-law pursuant to the provisions of the former City of Ottawa Act RSO 1959 as set out in Document 3.

 

c.         Approving and Adopting an Amendment to the City of Ottawa Official Plan as set out in Document 4.

 

2.         Approve the integration of the Downtown Design Review Pilot Project into the current Development Review Process utilizing a Peer Design Review Panel as detailed in Document 5. 

 

3.         Endorse the Design Review Considerations set out in Document 6 for the Downtown Design Review Pilot Project. 

 

4.         Approve the Terms of Reference detailed in Document 7 for the Peer Design Review Panel.

 

5.         Direct staff to request the Ontario Association of Architects and the Ontario Association of Landscape Architects to assist in establishing a Peer Design Review Panel comprising 10 design professionals (seven architects and three landscape architects) for the Downtown Design Review Pilot Project and that staff bring forward a report to have Council appoint the Peer Design Review Panel.

 

6.         Launch the Downtown Design Review Pilot Project when:

 

a.         A Monitoring Program in accordance with the Principles set out in Document 8 has been developed by staff in consultation with the Peer Design Review Panel and that the Monitoring Program be established by November 30, 2004; and

 

b.         The Department's development approval processes has been modified to incorporate the design review and approval process detailed in Document 5 for the processing of development applications within the Downtown Design Review Pilot Project area shown in Document 1 and that the modifications to the review processes and necessary staff training be completed by December 31, 2004.

 

RECOMMANDATIONS DU RAPPORT

 

Que le Comité de l’urbanisme et de l’environnement recommande ce qui suit au Conseil :

 

1.         D’établir un projet pilote d’examen de la conception urbaine du centre-ville en vertu des pouvoirs conférés par la Loi sur la Ville d’Ottawa, L.R.O. 1959, afin d’exiger l’examen et l’approbation de la conception urbaine dans le cadre du processus d’approbation des plans d’implantation visant tous les nouveaux projets d’aménagement et tous les ajouts aux aménagements existants à l’intérieur de la zone indiquée dans le document 1 compris dans la Stratégie de conception urbaine du centre-ville d’Ottawa, approuvée par le Conseil :

 

a.         en adoptant le document 2 comme le cadre stratégique du projet pilote d’examen de la conception urbaine du centre-ville;

 

b.         en adoptant un règlement municipal conformément aux dispositions de la Loi sur la Ville d’Ottawa, L.R.O. 1959, tel que décrit dans le document 3;

 

c.         en approuvant et adoptant une modification au Plan officiel de la Ville d’Ottawa, tel que décrit dans le document 4.

 

2.         D’approuver l’intégration du projet pilote d’examen de la conception urbaine du centre-ville au processus actuel d’examen des projets d’aménagement en faisant appel à un groupe d’examen par les pairs, tel que décrit dans le document 5.

 

3.         D’avaliser les considérations d’examen énoncées dans le document 6 pour le projet pilote d’examen de la conception urbaine du centre-ville.

 

4.         D’approuver le mandat du groupe d’examen par les pairs, décrit dans le document 7.

 

5.         De donner instruction au personnel de demander à l’Ordre des architectes de l’Ontario et à l’Association des architectes-paysagistes de l’Ontario d’aider à former le groupe d’examen par les pairs, qui comprendra 10 professionnels du design (dont sept architectes et trois architectes-paysagistes), aux fins du projet pilote d’examen de la conception urbaine du centre-ville, et de demander au personnel de soumettre un rapport afin que le Conseil nomme les membres du groupe d’examen par les pairs.

 

6.         De procéder au lancement du projet pilote d’examen de la conception urbaine du centre-ville :

 

a.         lorsqu’un programme de surveillance conforme aux principes énoncés dans le document 8 aura été élaboré par le personnel, en collaboration avec le groupe d’examen par les pairs, en visant à ce que le programme de surveillance soit en place d’ici au 30 novembre 2004; et

 

b.         lorsque le processus d’approbation des projets d’aménagement du service aura été modifié pour inclure le processus d’examen et d’approbation de la conception urbaine décrit dans le document 5 pour le traitement des demandes d’aménagement à l’intérieur de la zone visée par le projet pilote d’examen de la conception urbaine du centre-ville, indiquée dans le document 1, en veillant à ce que les modifications au processus d’examen et la formation nécessaire du personnel aient été réalisées d’ici au 31 décembre 2004.

 

 


EXECUTIVE SUMMARY

 

City Council on March 10, 2004, directed the Planning and Growth Management Department to develop, in consultation with stakeholder groups, a Pilot Project for integrating design review and approval into the current development review process for the downtown.  This directive is the first step taken by Council in the implementation of the Downtown Ottawa Urban Design Strategy also approved by Council on March 10th.

 

Towards developing the Pilot Project, two workshop sessions (April 15 and April 29, 2004) were held to engage representatives of stakeholder groups in discussions to determine a scoped approach and process for the Pilot Project.  This submission sets out a series of recommendations that reflect the determinations made through the two workshop sessions held to establish the Downtown Design Review Pilot Project. 

 

Recommendation One establishes the legislative framework for the Pilot Project to require design approval for all new development within the area included within the Downtown Ottawa Urban Design Strategy.  This framework includes a Council policy for the Pilot Project, a Design By-law enacted pursuant to the former City of Ottawa Act and an Official Plan Amendment (OPA) to define the downtown as a design control area. Under this framework, all development within the downtown as defined in the OPA will require design approval by the Director of Planning and Infrastructure Approvals.  Design approval would only be granted after design drawings which will be required as part of site plan applications for downtown projects have been reviewed and accepted by a Peer Design Review Panel comprising 10 practicing design professionals (seven architects and three landscape architects) appointed by Council.  Recommendation Four provides for Council approval of Terms of Reference for the Peer Design Review Panel and Recommendation Five seeks Council direction for staff to request the Ontario Association of Architects and the Ontario Association of Landscape Architects to undertake a recruitment process to select members from within their respective associations to participate on the review panel.

 

Recommendation Two provides for the design review and approval process for the Pilot Project to be seamlessly integrated into the current site plan approval process and provides that applications submitted for Zoning and/or Official Plan Amendments that relate to proposals for new development where no accompanying site plan is filed will also be subject to design review. 

 

Recommendation 3 provides for Council endorsement of the design review considerations to be used by the Peer Design Review Panel to establish a consistent basis for undertaking its review of downtown development projects in the context of the Downtown Design Strategy and urban design policy directives of the Official Plan. 

 

Finally, Recommendation Six provides for not launching the Pilot Project until a monitoring program is developed and required modifications to the development approval process to integrate design review into the development review process are made and staff training is provided, with timelines set out to have the Pilot Project launched in January 2005.

 


RÉSUMÉ

 

Le 10 mars 2004, le Conseil municipal a demandé au Service de l’urbanisme et de la gestion de la croissance d’élaborer, en collaboration avec les groupes d’intervenants, un projet pilote pour intégrer l’examen et l’approbation de la conception urbaine au processus actuel d’examen des projets d’aménagement visant le centre-ville. Cette directive constituait la première démarche du Conseil en vue de la mise en œuvre de la Stratégie de conception urbaine du centre-ville d’Ottawa, également approuvée le 10 mars 2004.

 

Dans la perspective de l’élaboration du projet pilote, deux ateliers ont été organisés (les 15 et 29 avril 2004) afin d’amorcer une discussion avec les représentants des groupes d’intervenants, laquelle devait permettre de définir la méthode et le processus du projet pilote. Ce rapport présente une série de recommandations reflétant les décisions prises durant les deux ateliers tenus en vue de l’établissement du projet pilote d’examen de la conception urbaine du centre-ville.

 

La première recommandation établit le cadre législatif du projet pilote afin d’exiger l’approbation de la conception pour tout nouvel aménagement à l’intérieur de la zone visée par la Stratégie de conception urbaine du centre-ville d’Ottawa. Ce cadre législatif comprend une politique du Conseil pour le projet pilote, l’adoption d’un règlement sur la conception des aménagements, conforme à la Loi sur la Ville d’Ottawa, ainsi qu’une modification au Plan officiel (MPO) définissant le centre-ville comme une zone de contrôle de la conception urbaine. Aux termes de ce cadre législatif, tous les projets d’aménagement prévus au centre-ville, tel que défini dans la MPO, devront être approuvés par le directeur de l’approbation des demandes d’aménagement et d’infrastructure. L’approbation ne sera accordée qu’une fois que les plans de concepts, exigés comme partie intégrante des demandes d’approbation de plans d’implantation visant des projets d’aménagement au centre-ville, auront été examinés et acceptés par un groupe d’examen par les pairs, formé de 10 professionnels du design (dont sept architectes et trois architectes-paysagistes) et nommé par le Conseil. La quatrième recommandation vise l’approbation par le Conseil du mandat du groupe d’examen par les pairs. La cinquième recommandation vise à ce que le Conseil donne instruction au personnel de demander à l’Ordre des architectes de l’Ontario et à l’Association des architectes-paysagistes de l’Ontario d’entreprendre un processus de recrutement afin de choisir, parmi leurs membres, les personnes qui les représenteront au sein du groupe d’examen par les pairs.

 

La deuxième recommandation prévoit un processus d’examen et d’approbation de la conception pour le projet pilote, qui sera pleinement intégré au processus actuel d’approbation des plans d’implantation. Cette recommandation prévoit également que les demandes visant des modifications au zonage et/ou au Plan officiel liées à de nouveaux projets d’aménagement pour lesquels aucun plan d’implantation n’a été déposé feront aussi l’objet d’un examen de la conception.

 

La troisième recommandation prévoir l’approbation par le Conseil des considérations de l’examen de la conception auxquelles le groupe d’examen par les pairs fera appel pour assurer l’application uniforme du processus d’examen visant les projets d’aménagement au centre-ville, dans le contexte de la Stratégie de conception urbaine du centre-ville d’Ottawa et des directives en matière de politiques de conception urbaine énoncées dans le Plan officiel.

 

Enfin, la sixième recommandation prévoit de ne procéder au lancement du projet pilote qu’une fois qu’un programme de surveillance aura été établi; que les modifications requises au processus d’approbation des projets d’aménagement auront été effectuées afin d’intégrer l’examen de la conception au processus d’examen des projets d’aménagement; et que le personnel aura suivi la formation pertinente, le tout dans la perspective du lancement du projet pilote en janvier 2005.

 

 

BACKGROUND

 

The new Ottawa Official Plan has established policies that encourage a dialogue on urban design with its many neighborhoods, the development industry, professional associations and other interested parties.  Through this dialogue the City intends to build a stronger culture of design and greater awareness of how urban design can contribute to the quality of the City’s urban environment. 

 

On March 10, 2004 City Council approved the “Downtown Ottawa Urban Design Strategy”, one of the first design focused initiatives emanating from the new Official Plan.  The Downtown Ottawa Urban Design Strategy (Downtown Design Strategy) was developed with extensive public involvement. The overarching aim of the strategy is to improve the urban experience of the downtown through a series of actions that enhance the quality of the public realm and urban environment

 

On March 10, 2004, Council also approved a staff report directing the Planning and Growth Management Department to develop, in consultation with stakeholders, a pilot project for integrating design review into the development review process for the downtown. This initiative is not unique to Ottawa.  Throughout North America and across Canada, many mid-size and larger cities including Niagara Falls, Toronto, Markham, Montreal and Vancouver have developed or are developing processes using design review panels as an element of development review and approval processes.

 

DISCUSSION

 

This submission sets out a series of recommendations to establish the Downtown Design Review Pilot Project. The recommendations reflect determinations made through two workshop sessions held with stakeholder groups (April 15, 2004 and April 29, 2004).

 

The Pilot Project is one initiative among others to implement the Downtown Design Strategy.  Other initiatives will address City programs, requirements for land, and capital projects.  Through the Pilot Project, it is expected that ongoing dialogue amongst stakeholders would continue towards building a downtown design culture.  Development will be undertaken in a way that contributes to and enhances the image and identity of the downtown through quality architecture, the creation of vibrant streets and open spaces and a downtown that is pedestrian friendly, safe and comfortable.  The Pilot Project will be monitored to also assist in determining a city-wide strategy for integrating design review into the development review process as part of the "Ottawa By Design" initiative that is also being undertaken by the Planning and Growth Management Department.

 

Pilot Project Elements

 

The Downtown Design Review Pilot Project being recommended is comprised of three key elements:

 

1.         The integration of design review and approval into the current development review process dealing with matters of process, structure and operational issues. 

2.         The considerations that will be used in assessing the design merits of development proposals.

3.         Monitoring of the Pilot Project to identify issues and concerns and initiate modifications to address these so the Pilot Project can evolve in a way that is responsive to needs and to assess how well the Pilot Project furthers the City's design objectives. 

 

Recommendation 1

 

Recommendation 1 establishes the legislative and operational framework for the Pilot Project which will utilize the authority provided by the former City of Ottawa Act to require design review and approval for all new development and additions to existing development within the area that is included within the Downtown Design Strategy as shown on Document 1.  This design review and approval will be integrated with the current site plan approval process.

 

As part of Recommendation 1, it is recommended that Council adopt a policy framework for the Pilot Project.  This policy framework will establish the guiding principles for the Pilot Project, will provide direction for the operation of the Peer Design Review Panel, specify the approval authority for giving design approval, and will provide for adjustments to be made to the Pilot Project where issues and concerns are identified through the monitoring program.  Document 2 sets out the recommended policy framework on which the Pilot Project will be based.

 

Elements of this policy will be incorporated into the Design By-law that is required under the former City of Ottawa Act and into the Official Plan (OP) policies that will be incorporated into the new OP.  Both the Design By-law and OP policies, in addition to establishing the framework required by the former City of Ottawa Act for the Pilot Project, will serve as a framework for potential expansion of design review to others areas of the city.

 

Pursuant to the provisions of the former City of Ottawa Act, the municipality, is authorized to pass by-laws prohibiting the construction or alteration of certain buildings or structures without first having obtained approval for the plans and specifications of the exterior design.  Document 3 sets out a draft by-law for enactment by Council to allow the City to exercise design review and approval authority within the downtown. 

 

Where the City proposes to exercise design review and approval authority for lands not specifically identified in the enabling legislation, these areas are to be specifically identified within the Official Plan.  The former City of Ottawa Official Plan includes Schedule E, which includes all of the area to be included within the Downtown Design Review Pilot Project as an area subject to design review and approval. The one area not included is the University of Ottawa, however, the University would be subject to design review and approval under the former City of Ottawa Act. 

 

To extend the authority of the Design By-law (Document 3) to cover the area included in the Downtown Design Strategy, an amendment to the new Official Plan is required. As part of Recommendation 1, it is recommended that such an amendment by adopted, which will in effect carry over the authority that now exists under the former City of Ottawa OP into the new Ottawa OP.  This amendment is included in Document 4.

 

Extension of design review and approval to other areas of the city would require future Official Plan Amendments to designate additional design control areas in the new OP.  The determination of potential expansion of design review and approval to areas outside the downtown is one initiative that may fall out of the "Ottawa By Design" initiative. 

 

Recommendation 2

 

The Downtown Design Review Pilot Project will occur within and as part of the current site plan approval process.  Proponents of development where Zoning By-law and/or Official Plan Amendments are being requested therefore will be encouraged to submit a site plan application at the same time as these other applications.  Should a proponent not wish to pursue obtaining site plan approval concurrently with a Zoning By-law or Official Plan Amendment, design review will be undertaken for the project.  However, as set out in Document 5, design approval would not be given until a formal site plan application is submitted.  Further, to facilitate the design review, the proponent would be required to submit materials required to undertake the design review.  Final approval of the zoning change and/or Official Plan Amendment (OPA) requested would be withheld until site plan control and design approval has been obtained for the project.

 

The following highlights the manner in which design review will be integrated with the development review process, focused primarily on the site plan process, but also integration with zoning and OPA processes where a site plan application has not been submitted for concurrent processing.

 

Pre-consultation

 

As with the current development review process, there will be considerable emphasis on  pre-consultation.  The pre-consultation however will be more structured so that all issues to be considered will be identified.  To ensure that design issues will be considered early in a project's development, staff will provide the proponent with the design review considerations that would be used to assess the merits of the project.

 

Where a proponent has developed a specific project design for pre-consultation, a member of the Peer Design Review Panel will be requested to participate in the pre-consultation session. Through the pre-consultation, specific requirements to facilitate the formal design review will be communicated to the proponent.  These requirements would include design drawings (elevations, context/streetscape renderings, perspective renderings), a design brief which would include a self-assessment by the proponent of the proposed project based on the design considerations that will be used to assess the design merits of the project and could also include various environmental studies (sun/shade, wind). 

 

The pre-consultation described above augments the current pre-consultation, which includes pre-consultation with the Ward Councillor and Community Organizations.  Should a proponent not pre-consult, the processing of the application will be delayed until a preliminary design review is undertaken by staff which may also involve some input from the Peer Design Review Panel and to provide a community "heads up" as required by the current development review process.

 

Design Review

 

Formal design review of the project would be undertaken by a Peer Design Review Panel.  Larger projects would be reviewed by a panel made up of three peer design professionals whereas smaller projects would be reviewed by one panel member.  Staff would participate in the review panel to provide information related to planning considerations, infrastructure issues, etc., however, staff would not participate as a design reviewer.  The determination on the number of panel members that will make-up the panel for a particular project would be made by staff at the pre-consultation stage, or where a proponent has not pre-consulted, staff would determine the panel make-up upon receipt of an application. 

 

The formal review of a project by the Peer Design Review Panel will occur within the 28-day period during which an application is circulated to technical agencies and the public for review and comment.  When an application is submitted and once deemed complete, the Peer Design Review Panel will be established.  The panel members, as part of the circulation would be provided the design drawings and design brief submitted with the application and would prepare a report on their review.  This report will then be provided to the proponent and will be available to any interested party upon request.  A review session to engage in dialogue on the project design between the panel and the proponent would be set up by staff within the 28 day review period and following completion of the review panel's report.  Through this session, the proponent and review panel would work towards achieving agreement on the project design and on modifications to be made to enhance the project's response to the design objectives of the City.

 

Issue resolution

 

The issue resolution stage of the development review process would provide for resolution of any outstanding design issues identified by the panel. This could include a follow-up meeting between the proponent and the panel towards obtaining final agreement on the project design.

 


Design Approval

 

Once agreement between the proponent and the panel is achieved with final design drawings developed, these final drawings would be provided to the panel for its acceptance.  Once accepted, the design plans would be approved by the Director of Planning and Infrastructure Approvals along with approval of the site plan and engineering plans under delegated approval authority. The Director would not approve a site plan without having the design drawings accepted by the Design Review Panel.

 

All of the current requirements related to giving site plan approval under delegated approval authority including ensuring that the site plan reflects orderly development of the site, that adequate serving will be provided and obtaining concurrence from the Ward Councillor on the conditions for Site Plan approval would continue to apply.  However, because the Peer Design Review Panel and the design review authority will be established pursuant to the former City of Ottawa Act, Councillor concurrence prior to giving site plan approval will only apply to the site plan and will not apply to the design drawings.  Rather, the design drawings will be subject to approval by the Director only after the Peer Design Review Panel has accepted the drawings.

 

Should the Peer Design Review Panel not accept the design drawings submitted for approval by the Director of Planning and Infrastructure Approvals, the design drawings and the related site plan will be forwarded to the Planning and Environment Committee who will assume the authority to approve the design drawings and site plan application.  Where the Planning and Environment Committee does not give its approval to either the design drawings or site plan, the owner may refer the matter to the Ontario Municipal Board in accordance with the provisions of the former City of Ottawa Act (for the design drawings) and the Planning Act (for site plan applications).

 

Formal design approval by the Director of Planning and Infrastructure Approvals will not be required where City Council approval for an alteration or for new construction is required under the Ontario Heritage Act, or where National Capital Commission (NCC) design approval is required.  In these cases, the Peer Design Review Panel will review the project (through the heritage application process for developments requiring heritage approval, and through the Site Plan approval process where NCC design approval is required) and will provide comments and/or recommendations through the Director to the Local Architectural Conservation Authority Committee (where heritage approval is required) or the NCC (where NCC design approval is required) for their consideration in making a decision on the design of a project. 

 

Agreement

 

To provide for commitment of the owner to develop the project in accordance with the approved design drawings, the Site Plan Control Agreement will be modified to include reference to the approved design drawings. 

 

Recommendation 2 provides for having the Design Review Pilot Project integrated into the current development review process as discussed above utilizing a Peer Design Review Panel to undertake the design review of developments within the downtown.  Document 5 details the process and procedures for design review that will achieve this integration and details the involvement of the Peer Design Review Panel in the design review component of the process.

 

Recommendation 3

 

Central to ensuring that design review through the Pilot Project will be objective and consistent in its application, is defining the considerations that will be used for all projects to assess their design merit. The considerations must address the manner in which a development proposal achieves the City’s urban design objectives as set out in Downtown Design Strategy and in the Official Plan and they must deal with matters related to assessing how a development proposal relates to the public realm and the image and identity of the downtown. 

 

The considerations can and should address architectural matters but only in so far as these impact or influence the broader urban design principles expressed in the Downtown Design Strategy and the Official Plan.  As an example, broad design principles related to issues of façade articulation and generalized expressions related to types of material such as use of natural materials for buildings within heritage areas may be addressed.  Design details related to matters such as specific colors for materials to be used, tint color for windows or stylistic details for cornices are not to be addressed. The design considerations must focus on issues of integration, compatibility, and project fit into the urban environment.

 

A two step approach for undertaking design review for the Pilot Project is proposed as set out in Document 6.  Step one focuses on the context of a development project within the strategic framework of the Downtown Design Strategy.  Step two focuses on how well a project fits into its urban context and how it will advance the design objectives for the downtown that are expressed in the Official Plan. 

 

The design review considerations serve two purposes.  They will be provided to proponents so their projects will respond to the City's design objectives and they will be used by the Peer Design Review Panel as a framework for the design review of development proposals.

 

Recommendation 4

 

As part of the Design By-law and Official Plan Amendment, Terms of Reference for the establishment and operation of a Design Review Panel are to be approved by City Council.  Document 7 sets out Terms of Reference for the Peer Design Review Panel for the Pilot Project.  The Terms of Reference provides details on the following:

 

·                    The make-up of the members of the Peer Design Review Panel which for the Pilot Project will comprise 10 design professionals (seven architects and three landscape architects)

·                    The process for the selection and appointment of the panel members

·                    The term for members

·                    The operation of the Peer Design Review Panel and the manner in which the panel will undertake the review of development proposals within the framework of the current development review process

·                    The considerations that the panel must have in the design review of development proposals

·                    Requirements related to declaring a conflict of interest, and

·                    The amount of honorarium that will be provided to panel members.

 

The Terms of Reference will guide the Peer Design Review Panel in undertaking their responsibilities for reviewing and giving acceptance to the design of projects. 

 

Recommendation 5

 

The Terms of Reference for the Peer Design Review Panel are included as Document 7.  The Terms of Reference provides for the Ontario Association of Architects (OAA) and Ontario Association of Landscape Architects (OALA) to solicit expressions of interest from among their members who are in good standing with their respective associations and who have local practices or are familiar with and work in the city and to make recommendations to the City on members to be appointed to the Peer Design Review Panel. Recommendation 5 is provided to obtain City Council direction for staff to request the OAA and OALA to undertake this recruitment.  The actual appointment to the Design Review Panel would be made by City Council as required by the former City of Ottawa Act and as set out in the draft Design By-law included as Document 3. 

 

Involving the OAA and OALA in the selection for the design professionals to serve on the review panel serves to engage the design industry directly in the establishment of the Pilot Project and ensures that the panel will function as a true peer review panel as a result of panel members being selected from within and by their peers through their professional associations.

 

Recommendation 6

 

A key element of the Pilot Project will be monitoring.  The monitoring program is required to provide for ongoing monitoring of the Pilot Project to determine how well the design review process is working and allow modifications to be made that will respond to issues and concerns as they are identified.  The design review considerations in particular will require monitoring on an ongoing basis to assess how well the approach works in providing a consistent framework for assessing the design merits of a project within the downtown.  If required, adjustments will need to be made to ensure that the Pilot Project will be responsive to ensuring consistent review of development projects within the downtown.  The monitoring program is also necessary to assess in a longer timeframe how well the pilot project is contributing to advancing the City's urban design objectives as expressed in Downtown Design Strategy and the Official Plan.

 

To ensure that the monitoring program will be responsive to the needs of the program as summarized above and as detailed in Document 8, it is important that the program be developed in consultation with the Peer Design Review Panel once this panel is established. The Panel will play a central role in the design review process and will therefore be a key player in the monitoring.  Recommendation 6 provides for launching the Pilot Project only after the monitoring program has been developed and provides for developing the monitoring program in consultation with the Peer Design Review Panel. This will ensure that all the requirements to ensure effective monitoring will be in place before initiating any formal design review and approval of development proposals within the downtown and that the monitoring program will be developed in a way that will be integrated with the design review work of the panel.

 

Document 8 establishes the framework for developing the monitoring program.  It sets out key elements that need to be incorporated into the monitoring program, provides for having various stakeholder interests involved in the monitoring program and identifies possible monitoring tools that could be utilized. Recommendation 6 provides for the monitoring program to be developed in accordance with the framework and principles expressed in Document 8 by November 30, 2004.

 

Recommendation 6 also provides for having the current development review processes modified to incorporate the design review process detailed in Document 5 and to undertake staff training by the end of 2004 to allow for the launch of the Pilot Project in January 2005. 

 

CONSULTATION

 

The development of the Downtown Design Review Pilot Project involved consultation with representatives from several stakeholder groups including the development industry, the design industry, property owners, business interests, community groups, and area residents through two workshop sessions held on April 15, 2004 and April 29, 2004. A copy of this report and notice of the Planning and Environment Committee meeting was provided to all those who participated in the workshops, and who through the process expressed interest in this project. 

 

Details of the workshop sessions and the feedback provided by participants is summarized in Document 9.

 

FINANCIAL IMPLICATIONS

 

An honorarium of up to $400.00 will be provided to each peer reviewer for each development project that the peer reviewer provides design review for.  It is expected that each peer reviewer would be involved in reviewing on average three development proposals a year representing a cost of approximately $12,000.00 annually. Funds in this amount are available in the Department's purchased services budget and will be included as a line item in future budgets.

 

SUPPORTING DOCUMENTATION

 

Document 1 -   Map - Downtown Design Review Pilot Project Area

Document 2 -   Policy Framework - Downtown Design Review Pilot Project

Document 3 -   Draft Design By-law

Document 4 -   Proposed Amendment to Council Approved Official Plan

Document 5 -   Design Review Process and Procedures

Document 6 -   Design Review Considerations

Document 7 -   Peer Design Review Panel - Terms of Reference

Document 8 -   Monitoring Program

Document 9 -   Consultation Details

 

DISPOSITION

 

Planning and Growth Management Department to provide notice of the adoption of the proposed Official Plan Amendment and to initiate the process to establish the Peer Design Review Panel and to develop the Monitoring Program.

 

Department of Corporate Services, Legal Services Branch to forward the Design By-law and by-law to adopt the Official Plan Amendment to City Council.

 


MAP – DOWNTOWN DESIGN REVIEW PILOT PROJECT AREA                     Document 1

 

 


POLICY FRAMEWORK

- DOWNTOWN DESIGN REVIEW PILOT PROJECT                                            Document 2

 

1.0       Context

 

The following establishes a policy framework on which the Downtown Design Review Pilot Project will be based.  Elements of this policy will be implemented through the enactment of a Design By-law pursuant to the provisions of the former City of Ottawa Act 1959 and through an amendment to the City of Ottawa Official Plan.  While this policy framework is specific to the Pilot Project, the Design By-law and Official Plan Amendment will satisfy the requirements of the former City of Ottawa Act to allow for possible future expansion of design review and approval to other areas of the city included within the boundaries of the former City of Ottawa.  This would however require an amendemnt to the Official Plan to designate additional lands/areas as Design Control Areas. 

 

2.0       Pilot Project Guiding Principles

 

City Council adopts the following Guiding Principals for the Pilot Project:

 

§                     Provide for the seamless integration of design review into the development review process.

§                     Ensure that the design review process will not conflict with existing design approval processes such as heritage approvals for new construction.

§                     Respect the timelines for the processing of development applications.

§                     Respect the role of stakeholders in the exisiting development review process.

§                     Respect existing legislation.

§                     Operationalize within the current Departmental structure and resources.

§                     Provide for consistency in the review process and establish a level playing field.

 

3.0       Design Approval Authority

 

City Council pursuant to the former City of Ottawa Act, assigns design approval authority to the Director of Planning and Infrastructure Approvals and Council acknowledges the design expertise of the Peer Design Review Panel and therefore requires that the Director only exercise design approval authority following the review and acceptance by the Peer Design Review Panel of the design drawings submitted as part of a site plan application.

 

Where the Peer Design Review Panel does not give acceptance to design drawings submitted for approval thereby preventing the Director of Planning and Infrastructure from giving Site Plan approval, the authority to approve the design drawings will be assumed by the Planning and Environment Committee who will also assume the authority to give approval to the Site Plan.  Should the Planning and Environment Committee not give approval to the design drawings or to the site plan, the owner may refer the design drawings and/or the site plan to the Ontario Municipal Board (OMB)and the decision of the OMB shall be final.

 

4.0       Peer Design Review Panel

 

City Council will appoint a Peer Design Review Panel comprising seven architects and three landscape architects selected by their respective Provincial Associations for the Pilot Project. Acceptance of design drawings by the Peer Design Review Panel will be required prior to the Director of Planning and Infrastructure Approvals exercising design approval authority.

 

The Peer Design Review Panel will function as an independent body in accordance with Terms of Reference approved by City Council and will be provided an honorarium as set out in the Terms of Reference. Support will be provided to the Panel by the Planning and Growth Management Department in organizing design review meetings, securing meeting rooms, and recording minutes of project design review meetings.  

 

5.0       Monitoring and Adjustments to the Pilot Project

 

City Council authorizes the Deputy City Manager, Planning and Growth Management to make adjustments to the Pilot Project as may be determined through the monitoring program to ensure that the Pilot Project remains responsive to its Guiding Principles.

 

 


DRAFT DESIGN BY-LAW                                                                                          Document 3

 

1.0      Every person proposing to erect or make alteration to any building or structure for which Site Plan Control approval is required, any part of which faces a designated Design Control Highway as established in the Official Plan, shall obtain approval from the Director of Planning and Infrastructure Approvals as part of the site plan approval following acceptance by the Design Review Panel of the plans and specifications (design drawings) of the proposed development, addition or alteration prior to commencing the proposed construction or alteration.

 

2.0       No person shall deviate from the plans and specifications of the exterior design of the building or structure as reflected on the design drawings approved by the Director of Planning and Infrastructure Approvals except where revised design drawings have been submitted and accepted by the Design Review Panel and approved by the Director of Planning and Infrastructure Approvals.

 

3.0       A Design Review Panel shall be appointed by Council to review and give acceptance to design drawings prior to approval of these drawings being given by the Director of Planning and Infrastructure Approvals.

 

4.0       City Council will approve detailed Terms of Reference for establishing the Design Review Panel and for the operation of the Panel.  The Terms of Reference will include the following:

 

§                     The make-up of the members of the Design Review Panel.

§                     The process for the selection  and appointment of the Panel members.

§                     The term for members.

§                     The operation of the Panel and the manner in which the Panel will undertake their review of development proposals.

§                     The considerations that the Panel must have in the design review of development proposals.

§                     Requirements related to declaring a conflict of interest.

§                     The amount of honorarium that will be provided to Panel members.

 

5.0       The Design Review Panel shall conduct its business in accordance with the Terms of Reference approved by City Council as required by Clause 4.0 above.

 

6.0       Any approval by the Director of Planning and Infrastructure Approvals of design drawings for the erection or alteration of a building or structure shall lapse in the same manner as the lapsing of the approval of the overall Site Plan.

 

7.0       Where the Design Review Panel does not accept the design drawings for a project thereby preventing the Director of Planning and Infrastructure Approvals from giving site plan approval, the approval authority for both the design drawings and for the site plan application will be assumed by the Planning and Environment Committee who will hold a public meeting where all interested parties will be provided an opportunity to address the Committee on the design drawings and the site plan application and the Committee will render a decision on the design drawings and site plan application.  Should the Planning and Environment Committee not approve the design drawings, or the site plan, the owner may within 21 days of the Committee's decision refer the site plan along with the design drawings to the Ontario Municipal Board (OMB) and the decision of the OMB shall be final.

 

8.0       Notwithstanding any provisions of this by-law, City Council shall, pursuant to the provisions of the Ontario Heritage Act, have final approval of the plans and specifications of the exterior for buildings and additions to buildings that have been designated under Part IV of the Ontario Heritage Act or that are located within an area designated as a Heritage Conservation District under Part V of the Ontario Heritage Act.  In such cases, the approval of design drawings as part of the site plan approval will not be required and the Design Review Panel will participate in the review of the application submitted under the Heritage Act and provide its comments to Local Architectural Conservation Advisory Committee (LACAC) through the Director of Planning and Infrastructure Approvals.

 

9.0       Notwithstanding any provisions of this by-law, where National Capital Commission (NCC) Design Approval is required for the erection or alteration of a building or structure, the Design Review Panel will undertake its review of the project as set out in the Terms of Reference referred to in Clause 4.0, however, the panel will not be required to give acceptance to the design drawings.  Rather, the Panel will advise the NCC of its review findings and/or provide recommendations through the Director of Planning and Infrastructure Approvals.  In such cases, approval of design drawings by the Director of Planning and Infrastructure Approvals as part of the site plan approval will not be required. 

 


PROPOSED AMENDMENT

TO COUNCIL APPROVED OFFICIAL PLAN                                                          Document 4

 

PROPOSED OFFICIAL PLAN AMENDMENT

 

Official Plan Amendment XX/Modifications du Plan directeur XX

 

To the Official Plan of the City of Ottawa

 

 

Land use

Utilisation du sol                                                                                                                                 

 

 


_______________________________________________________________________

 

INDEX

________________________________________________________________________

 

The Statement of Components

 

PART A - THE PREAMBLE

Purpose

Location

Basis

 

PART B- THE AMENDMENT

Introductory Statement

Details of the Amendment

 

PART C - APPENDIX

Appendices

 

 


THE STATEMENT OF COMPONENTS

 

PART A - THE PREAMBLE, introduces the actual Amendment but does not constitute part of Amendment No. XX to the City of Ottawa Official Plan.

 

PART B - THE AMENDMENT, consisting of the following text and maps constitutes the actual Amendment No. XX to the City of Ottawa Official Plan.

 

PART C - THE APPENDIX, does not form part of the Amendment but is provided to clarify the intent and to supply background information related to the Amendment.

 

 


PART A - THE PREAMBLE

 

1.0       Purpose

 

The purpose of the amendment is to designate all streets within the downtown as Design Control Highways to enable City Council to utilize the authority provided by the former City of Ottawa Act 1959 to require design approval for development or alterations to existing buildings within the downtown where the proposed development or alteration is subject to Site Plan approval.

 

2.0       Location

 

The lands affected by the amendment incorporate those lands subject to the Downtown Ottawa Urban Design Strategy approved by City Council on March 10, 2004.   The affected lands are more specifically identified on Schedule A attached to and forming part of this amendment.

 

3.0       Basis

 

3.1       Background

 

The new Ottawa Official Plan has established policies that encourage a dialogue on urban design with its many neighborhoods, the development industry, professional associations and other interested parties.  Through this dialogue the City intends to build a stronger culture of design and greater awareness of how urban design can contribute to the quality of the City’s urban environment. 

 

On March 10, 2004 City Council approved the “Downtown Ottawa Urban Design Strategy”, one of the first design focused initiatives emanating from the new Official Plan.  The Downtown Ottawa Urban Design Strategy (Downtown Design Strategy) was developed with extensive public involvement, engaging a variety of stakeholder groups in a dialogue on design within the downtown.

 

The strategy establishes a framework for advancing the urban design objectives of the new Official Plan for downtown.  It has created a shared vision of the downtown between the City, the National Capital Commission (NCC), adjacent neighborhoods, business communities and potential development partners.  The strategy sets out broad urban design guidelines and principles for the area as a whole and for the various precincts that comprise the downtown to aid in defining an urban quality threshold to provide guidance for site development applications, public realm improvements, transportation and development initiatives.  Finally, it provides an agreed strategy and priorities for longer term civic investment.  The overarching aim of the strategy is to improve the urban experience of the downtown through a series of actions that enhance the quality of the public realm and urban environment.

 

At its March 10, 2004 meeting, Council also approved a staff report directing the Planning and Growth Management Department to develop, in consultation with stakeholders, a pilot project for integrating design review into the development review process for the downtown.  Through the development of land, significant advancements are possible towards achieving the vision of the downtown determined through the Downtown Design Strategy.  The pilot project will be monitored to also assist in determining a city wide strategy for integrating design review into the development review process as part of the “Ottawa By Design” initiative that is being undertaken by the Department.

 

It is anticipated that the "Ottawa by Design" initiative will include proposals to extend formalized design review and approval to other areas of the city.  Such areas would be limited to the areas within the boundaries of the former City of Ottawa until legislative changes are made that may allow for Municipalities to be more involved in design review.

 

3.2       Context of Amendment

 

Pursuant to the provisions of the former City of Ottawa Act, the municipality is authorized to pass by-laws prohibiting the construction or alteration of any building or structure that faces lands owned by the three levels of government or various government agencies as specified in the legislation or that is located along a highway with a width of at least 80 feet or any highway designated in the Official Plan as a Design Control Highway without first having obtained approval for the plans and specifications of the exterior design.

 

Where the City proposes to exercise design approval authority for lands not specifically identified in the enabling legislation, these areas are to be specifically identified within the Official Plan.  The former City of Ottawa Official Plan includes Schedule E which includes all of the area to be included within the Downtown Design Review Pilot Project  as an area subject to design review and approval. The one area not included is the University of Ottawa, however, the University would be subject to design review and approval under the former City of Ottawa Act. 

 

To extend the authority that will be established with enactment of a Design By-law to cover the area included within the Downtown Design Strategy in the context of the new Official Plan requires an amendment to the new Official Plan.  This amendment will in effect carry over the authority that now exists under the former City of Ottawa Official Plan into the new Plan to enable the City to exercise design approval authority for new development and for additions or alterations to existing development within the downtown following the repeal of the former City of Ottawa Official Plan.

 

Until broader legislative changes as discussed in the background section are introduced by the Province, there is an ability for the City of Ottawa, under the former City of Ottawa Act, to exercise design review and approval authority.  As noted, for lands not specifically identified by the City of Ottawa Act, the City has the opportunity to include such lands within the Official Plan as lands subject to design review and approval.  This amendment, while specific to allowing for the application of design review and approval to the downtown, will also enable expansion of areas where design review and approval will be required.  This would however require further amendment to the Official Plan to designate any additional areas as design review areas within the Official Plan.

 


PART B - THE AMENDMENT

 

1.0       The Introductory Statement

 

All of this part of the document entitled Part B - The Amendment, consisting of the following text, and schedule included as Schedule A to this amendment constitutes Amendment No. XX to the City of Ottawa Official Plan.

 

2.0       Details of Amendment

 

The City of Ottawa Official Plan is hereby amended as follows:

 

2.1       Schedule L – Design Control Areas attached hereto as Schedule "A" is added as a new Schedule to the City of Ottawa Official Plan immediately following Schedule K.

 

2.2       A new section titled "5.2.6  Design Review and Approval" as set out below is added to the Official Plan within Section 5, Implementation immediately following Section 5.2.5.

 

            5.2.6    Design Review and Approval

 

            Policy

 

            1.         Those areas identified on Schedule L are designated design control areas wherein all roads are designated as design control highways.

 

            2.         A Design Review Panel shall be established under the provisions of a by-law enacted pursuant to the former City of Ottawa Act RSO 1959 and the Panel shall apply the provisions of this by-law to buildings and structures, any part of which fronts onto a design control highway.  No new development or alteration/addition  to existing development shall be constructed without first having obtained:

 

a.         acceptance of the design drawings for the development from the Design Review Panel, and

b.         approval of the accepted design drawings from the approval authority set out in the by-law.

 

3.         The Design Review Panel in its review of development proposals and prior to giving its acceptance to the design for developments subject to design review and approval shall ensure that the development is consistent with the urban design framework established by any area design strategies approved by Council and shall ensure that all relevant policies and objectives included in this Plan that deal with design matters have been addressed.

 

4.         The Design Review Panel shall be constituted and shall conduct itself in accordance with Terms of Reference approved by City Council.

 

5.         Extension to other areas of the city of design review and approval shall be undertaken through amendment to Schedule L to include any other areas where design review and approval shall apply as design control areas wherein all highways are designated design control highways.

 


 

 

                                                                                                                                 SCHEDULE 'A'

 

 


 

 

PART C - THE APPENDIX

 

N/A

 

 

 

 

 


DESIGN REVIEW PROCESS AND PROCEDURES                                               Document 5

 

The design review process will be integrated into the current development review process.  The following highlights the specifics of the design review process within the current development review process and therefore does not elaborate on other steps that are inherent in the current process.

 

1.         Pre-consultation

 

§                     Proponent initiates request for pre-consultation during the project planning stage and  forwards to staff the project program, any preliminary design plans/studies or drawings prepared, and any planning/technical studies completed as part of the proponents due diligence process.  This will identify issues and considerations that will factor into the project planning to allow staff to determine the make-up of the pre-consultation panel and to enable staff to prepare for the pre-consultation session so that answers to questions and direction to the proponent can be provided.

 

§                     Where a proponent has developed a project design prior to pre-consulting, a member of the Peer Design Review Panel would be requested to participate in the formal pre-consultation.  The pre-consultation session could be structured as one session involving planning and infrastructure staff and staff from other Departments that may have an interest in the project with a time set to discuss project design considerations when the Peer Design Review Panel member would attend, or a specific design focused pre-consultation session could be held with participation by planning staff and a member of the Panel.  This Panel member would stay involved with the design review of the project following application submission to ensure consistency through the review process.

 

§                     Proponent would be provided feedback on all aspects of the proposal, including the design considerations that will factor into the assessment of the project from a design perspective.

 

§                     A follow-up letter to the proponent highlighting the pre-consultation discussion(s) would be prepared by staff including the requirement for a complete application.

 

§                     A second pre-consultation once the project is more fully developed may be requested to finalize the project design prior to formal submission of an application.  The same process as noted above would be followed for the second pre-consultation session.

 

§                     Staff will determine the number of panel members, up to a maximum of three, that will be established to undertake the peer review of the project.

 

            NOTE:  Failure to Pre-Consult

 

Pre-consultation is a voluntary step in the development review process and because it occurs in advance of an application submission, is not something that can be mandated.  Similar to the current development review process where delay occurs as a result of staff providing a community "heads up" where a proponent has not pre-consulted with the community, failure to pre-consult with staff on design matters will result in delaying the processing of a development application until a preliminary review has been done to determine whether the proposal responds sufficiently to technical, planning and design considerations to proceed with the formal processing.

 

2.         Application Submission

 

§                     Submission requirements for Site Plan, Zoning By-law and Official Plan Amendments to facilitate the design review of development proposals would be determined through the pre-consultation.  As such, not all of the materials noted below may be required for all projects.  This will be dependent on the scale and nature of a development.

 

o       Site Plan - For all new construction and major redevelopment projects and for additions/site plan revisions that can influence the public realm as set out in the Design By-law:

 

 

o       Zoning By-law and Official Plan Amendments - Only for zoning and Official Plan change requests to accommodate new development and/or redevelopment:

 

 

3.         Design Review

 

§                     The Peer Design Review Panel for a development project will comprise a maximum of three members drawn from a pool of 10 practicing design professionals. The determination of the number of panel members to undertake the design review would have been determined at the time of pre-consultation, or if there was no pre-consultation, will be determined upon receipt of an application.

 

§                     The assigned Planner will contact panel members that will make-up the review panel for a project according to a rotating rooster and will confirm the ability of panel members to undertake the design review ensuring that panel members do not have a conflict of interest.

 

§                     The assigned Planner will provide the Peer Design Review Panel established to undertake the project review all the materials submitted with the application to facilitate design review and will schedule the design review session between the panel and the proponent.

 

§                     The panel will prepare a Design Review Report following receipt of the design materials submitted and will forward its Design Review Report to the assigned Planner within two weeks of receipt of the review material and at least five days in advance of the scheduled design review session.

 

§                     The assigned Planner will forward the Design Review Report to the proponent and would confirm with the review panel and the proponent the time and location for the review session.

 

§                     The review session would be scheduled within the 28-day circulation period.

 

§                     The review session would involve a formal discussion between the panel and the proponent to assess and discuss the design aspects of the project with a view to achieve agreement on the design features to be incorporated into the project.  The assigned Planner would participate in the review session but only to provide information on the project and on planning issues/considerations that may influence design.

 

§                     Where agreement between the review panel and the proponent on the project design could not be achieved through the Design Review meeting or where it is determined at the Design Review meeting that design modifications need to be made and that these modifications will require further review by the panel reviewing the project, the panel may appoint one member, where the review panel comprise more than one member, to participate in issue resolution related to design matters, or, the panel may determine that a follow-up Design Review meeting is required between the panel and the proponent.

 

§                     The assigned Planner will assume responsibility for preparing minutes of the Design Review meeting and having these distributed to the panel and the proponent.  The meeting minutes will document agreements reached on the project design and design modifications requested by the review panel that will require follow-up by the panel through the issue resolution stage of the process.  The minutes and the panel's Design Review Report will be made available to any interested party upon request.

 

4.         Issue Resolution

 

§                     A proponent's response to outstanding design issues identified through the Design Review meeting would be reviewed either by one member appointed by the panel (where the panel comprises more than one member) or by the full panel  (if the panel deems this most appropriate) and the proponent and Peer Design Review Panel would work towards achieving agreement on the final project design.  This follow-up review would be organized by the assigned Planner and would occur within the first two weeks following the 28-day circulation period

 

5.         Design Approval

 

§                     Design approval would be given by staff as part of a site plan approval under the authority of the former City of Ottawa Act following acceptance by the Peer Design Review Panel of the final design drawings. The Panel would note its acceptance on the final design drawings submitted with a Site Plan application.  If the review body has not accepted the design drawings, site plan and design approval would not be given.

 

§                     Design considerations would factor into the review of Zoning By-law and Official Plan Amendment (OPA) applications and would be subject to review by the Peer Design Review Panel, but design approval would not be given as part of a zoning or OPA approval.  Where such applications are submitted without a corresponding site plan, the implementing by-law would not be enacted until site plan approval (including design approval) is obtained.

 

6.         Appeal

 

§                     Where agreement on the project design can not be reached between the Peer Design Review Panel and/or where the Peer Design Review Panel will not give acceptance to the design drawings thereby preventing the Director of Planning and Infrastructure Approval from giving site plan approval under delegated approval authority, staff will bring forward the design drawings and the site plan to the Planning and Environment Committee.

 

§                     The Planning and Environment Committee will hold a public meeting providing the applicant and all interested parties an opportunity to make their views known to the Committee and the Committee will assume the authority to either approve or not approve the design drawings and/or the site plan application.

 

§                     Where the Planning and Environment Committee does not give approval to the design drawings and or the site plan, the owner may within 21 days of the decision of the Committee refer the design drawings and/or site plan application to the OMB and the decision of the OMB shall be final. 

 

7.         Agreement

 

§                     Once approval of the design drawings has been given, the owner shall execute a  design agreement which will be incorporated within the site plan agreement.

 

§                     The design agreement will provide for the owner committing to construct the project in accordance with the approved design plans

 


DESIGN REVIEW CONSIDERATIONS                                                                   Document 6

 

This document sets out a two step approach for undertaking design review for the pilot project:

 

·        Step One focuses on establishing the context of a development project within the strategic framework of the Downtown Ottawa Urban Design Strategy (Downtown Design Strategy).

·        Step Two focuses on a projects fit into its urban context and on how the project will advance the design objectives for the downtown that are expressed in the Official Plan.

 

Attached to the document will be an Appendix that includes key design policy directives of the Official Plan that are applicable to the downtown to assist in the Step Two of the review.

 

The design review considerations serve two purposes:

 

 

1.0       Step One - Context within the Downtown Ottawa Urban Design Strategy

 

Step One of the approach sets out a structured series of considerations to ensure that the review systematically assesses the project in the context of the overall design strategy and area wide design principles articulated in the Downtown Ottawa Urban Design Strategy.  The considerations under Step One are:

 

A.        The Context for the Project Outlined in the Downtown Ottawa Urban Design Strategy

 

            Locate the project within one of the eight precincts identified in the Downtown Ottawa Urban Design Strategy, review the project against the area wide strategies that are set out that deal with strategic directions for the entire downtown and determine the project’s ability to add to:

 

§                     Streetscape Infrastructure Program

§                     Open Spaces and Urban Forest Program

§                     Pubic Art

§                     A Winter City  

 

The location of the project within one of the eight precincts will determine the focus for the remainder of the Step One review relative to the design objectives and strategic directions set out in the Downtown Design Strategy for the precinct wherein the project is located.  The eight precincts are:

 

§                     Downtown West Precinct

§                     Business Precinct

§                     ByWard Market Precinct

§                     Retail, Arts and Theatre Precinct

§                     University Precinct

§                     Central Canal Area Precinct

§                     Centertown East Precinct

§                     Bank Street Corridor

 

B.         The Context of the Project Relative to the Precinct Design Objectives and Strategies

 

            Review the project against the four levels of urban design consideration outlined for the precinct the project is in as follows:

 

§                     Level One - General Description and Character of the Precinct

 

o       Is the project within the general intent of the area?

 

§                     Level Two - The Key Strategic Directions for the precinct

 

o       How does the project help to achieve the strategic directions outlined that are aimed at improving the general quality of the urban environment?

 

§                     Level Three - The General Precinct Strategies

 

o       How does the project add to the precincts’ general goals for urban design?

 

§                     Level Four - Targeted Strategies

 

o       Is there a specific project targeted for the site under the targeted strategies?

o       Can the proposed development add or contribute to a specific project targeted for the precinct under the targeted strategies?

 

 

2.0       Step Two - General Design Considerations/Principals relative to Official Plan design objectives

 

Step Two of the review involves two levels of review related to project specific considerations within four categories dealing with Open Space and Landscaping, Site Plan Features, Building Design and Environmental Considerations.  The first level sets out a series of questions to assess how a project has been developed and how well a project addresses key considerations associated with the category.  The second level of review addresses more project specific considerations to determine how well a project fits into its urban context and how well it will advance the City’s urban design objectives for the downtown.

 

The project specific considerations reflect some of the key urban design policy directives of the Official Plan and are drawn from the Official Plan.  However, they are not all inclusive, and to ensure that a development proposal fully responds to the urban design objectives articulated in the Official Plan, reference must be made to the various sections of the Plan dealing with urban design.  To assist proponents of development and the Peer Design Review Panel, key design considerations detailed in the Official Plan that are applicable to the downtown have been extracted from the Plan and will be attached as an Appendix to the design review considerations. 

 

 

A.        Open Space and Landscape

 

            i           Key Questions

 

o       Has the project site been outlined in the Downtown Design Strategy for the Urban Open Space Programme (the Business Precinct and Centertown East Precinct) to review the complete possibilities to add to this program using the project?

 

o       Has landscape design been recognized as an important and integral part of the project at an early enough stage?

 

o       Does the project have a well thought out concept for the landscape of the site?

 

o       Is the landscape plan integrated with the streetscape?  

 

o       Has public art been considered for the proposed project?

 

            ii           Specific Open Space and Landscape Considerations

 

Open Space Context

 

o       The project should connect and enhance natural features and landscapes in the precinct and make them accessible to everyone.

 

o       The project, where possible, should define and create an edge to rivers, ravines, escarpments and other natural features with public roads and preserve public access points and views of the feature.

 

On-site Open Space

 

o       The project should provide public amenity spaces such as plazas, pocket parks, community gardens and interim green spaces on vacant lands and private amenity space for building occupants, such as green areas, rooftop gardens, pools, and gardens.

 

o       Open space provided as part of a project should be designed with sufficient frontage to the street and other public areas to provide for excellent access and visibility from public spaces.

 

Site Landscaping

 

o       The project should design, install and maintain all landscape areas (hard and soft) so that significant trees on the site are protected during construction and that all trees and vegetation thrive and achieve full maturity.

 

o       The landscape plan for the project should provide street trees, shrubs, floral displays and other planting areas and/or hard surface areas in association with decorative lighting and fencing and other quality site furniture on both public and private lands.  Such features should work together to define pedestrian areas and to soften the impacts of parking and development.

 

B.         Site Plan Features

 

            i           Key Questions

 

o       Does the project make a positive contribution to the public realm as outlined by the Downtown Ottawa Urban Design Strategy?

 

o       Is there evidence that a sound site analysis has been undertaken in developing the site design?  Have important characteristics of the site been accounted for and incorporated into the design?

 

o       Has the project taken into account the challenges and opportunities presented by an historic location or context? 

 

o       Is there a clear distinction between the public realm and the private realm?

 

o       Is there a good relationship between the project and public transit?

 

o       Is the site a good choice for the size and scale of the proposed development?

 

o       Does the project propose more development than the site can handle?

 

o       Does the project make sense in relation to immediate neighbours? 

 

            ii           Specific Site Plan Considerations

 

Parking and Loading

 

o       Parking lots should not be located between the street and the front façade of buildings that face the street. Where this is the only possible location for parking, it is to be extensively screened from the street with low shrubs, trees, decorative walls and fences.

 

o       Parking areas should be divided into smaller components with landscaping and tree planting to provide shade.

 

o       Where parking is provided above-grade within a structure, the exterior design of the development, particularly the lower levels, should contribute to an enjoyable street environment by creating visual interest through the use of architectural detail, materials, and/or texture, and by respecting the character of nearby buildings.  Parking structures must not be allowed to sterilize the street environment.

 

o       The interior design of parking structures shall maximize safety and minimize potential crime or vandalism through such measures as the provision of lighting plans including the use of introducing natural daylight, visibility to exit doors and the street and security features.

 

o       New buildings should avoid the requirements for ramps to underground facilities and loading to be located in the street, parallel and exposed to the street or across from public open spaces.  Entrances to underground parking and loading should be behind doors and interior to the massing of the project.

 

On-site Connections

 

o       All buildings, parking areas and pedestrian congregation areas should be linked together with an on-site network of pedestrian pathways that connect to public sidewalks in logical locations.  The project should take special care to provide linkages for pedestrians to transit stops.

 

o       Sidewalks and crosswalks should be made of smooth, well-drained walking surfaces of contrasting materials or treatments to differentiate the pedestrian areas from vehicle areas and provide marked pedestrian crosswalks at intersections.

 

Safety

 

o       The site design should consider the principles of Crime Prevention Through Environmental Design to enhance personal security in the design, operation and maintenance of all publicly accessible spaces. Design public spaces to avoid areas of entrapment or isolation and preserve clear and unobstructed sight lines for persons passing through. Has the project fully considered the value of “eyes on the street “as a method of making urban places safe?

 

o       Sufficient quality and intensity of outdoor lighting should be provided in spaces intended for public use after dark to support the kinds of activities proposed for that space.

 


Site/Building Access

 

o       In favour of creating an active and animated ground floor, the use of overpasses, underpasses and tunnels should be discouraged over solutions at grade.  Where they are permitted, a safe, alternative route at grade is to be provided and the design of any overpass must be reviewed against the impact to long views along streets and between landmarks. Any overpass must also contribute to the continuity of building façade along the street.

 

o       Elements such as public entrances, display windows, canopies, and signage play a strong role in the image of the streetscape and the placement of these elements along the street should be carefully reviewed. All major entrances are best opening onto a street or a street related publicly accessible open space.

 

o       The project should achieve barrier-free access to public and publicly accessible places for all citizens by considering the full range of human abilities and impairments in the design of the built environment.

 

Street Relationship

 

o       The project should support the existing pattern of setbacks so that new buildings do not substantially alter the street relationship.  In most cases in downtown it is beneficial to look at allowing for wider sidewalks than the existing municipal right of way is able to provide.

 

C.        Building Design

 

            i           Key Questions

 

o       Will the project add to the architectural diversity and identity of Ottawa?

 

o       Are the materials appropriate for the district or neighbourhood that the project is located in?

 

o       Is the design responding to heritage features on site or in the immediate environs?

 

o       Does the building contribute to the activity and image of the street on which it will be located?

 

o       Does the project protect and enhance Ottawa's landmark places and institutions and views of them?

 

o       Are the plans, sections, elevations and other graphic material prepared for the project all relating to each other and combining to make a complete design statement?

 

o       Are future phases shown? Do future phases make sense?

 

            ii           Specific Building Design Considerations

 

Relationship to Public Realm/Street Environment

 

o       The project should demonstrate excellence in architectural and urban design by creating buildings that define the visual and spatial quality of downtown streets and public spaces.

 

o       New buildings must acknowledge and respond appropriately to the hierarchy and importance of streets and help define the road corridor, intersections, parks and publicly accessible open spaces.

 

o       The at-grade portions of buildings must be pedestrian-friendly and directly accessible from the street and from other adjacent buildings.  Building facades that face the street must be attractive, well-lit and animated with such things as windows, doorways, awnings, signs, railings, balconies and canopies. Blank walls must be avoided if they are visible from the street or a public open space area.

 

o       Where the predominant building scale along a main street is two storeys or more, single-storey development should not be considered if it will degrade the continuity of the existing street wall that forms the basis of the main street.

 

o       Building types with garage doors and service elements that dominate the streetscape should be avoided in new and infill development.

 

Built Form and Architectural Expression

 

o       Buildings on corners should address the corner as a building and not present a blank or weakly fenestrated wall to the street.

 

o       Any project which establishes a new height level into a neighbourhood must be considered a landmark and be developed architecturally from all sides taking into consideration the prominent views that will be interrupted, if any, and the visibility of the project from distant viewing locations.   

 

o       Integrate early on in the design process, mechanical apparatuses and other site-servicing requirements with the architecture and overall site design so as not to occupy prominent visible locations.  Mechanical penthouses are best if integrated into the design of the building using the same massing and materials as the main portion of the building. 

 

o       Façade signage is best integrated with the architectural features of the building.

 

o       Projects should consider creative roofline treatments that enhance or complement the existing skyline as part of the design for prominent tall buildings.

 

o       Generally the ground floor and first three floors of a building is most appreciated at the street level. Projects should consider the use of such podiums to bring a pedestrian scale architecture to the lower street levels of a building.  

 

o       The materials of all buildings should be carefully reviewed to ensure compatibility with the context of the neighbourhood and to confirm the materials make sense to the type of building being proposed. 

 

Neighbourhood Context

 

o       Buildings should be designed to maintain or enhance the architectural integrity of the neighbourhood, the heritage value of downtown and decorative elements that are present in the surrounding streetscape and open spaces.

 

o       The design should demonstrate that new buildings and separation distances between buildings, support setback distances that are appropriate to the street and block structure in which they are located.

 

o       Where a building is introducing a larger massing into a neighbourhood, the repeatability of that form onto adjacent properties and the ultimate effect of that repeated form along a street should be reviewed.

 

o       New buildings and structures should be compatible in height with the surrounding buildings or comparable with the heights established in Community Design Plans or the City’s Zoning By-law.  Variations in height are most suited to prominent locations such as major streets and intersections.

 

o       The project should be reviewed to make sure that transition of building heights between the project and the adjacent properties provide for a good repeatable situation that provides reasonable view protection and to reduce the jarring impact of two adjacent out of scale buildings.

 

o       Where taller and more massive buildings are contemplated for areas where there are smaller scale lower profile buildings, various architectural techniques that break the building mass and that present a lower profile street edge condition should be used to fit the building into the existing pattern of development. These techniques can include clearly defined podium elements that reflect elements of defining architectural elements along the street and that are architecturally articulated with upper floors setback from the front and side edges of the podium. 

 

Heritage Considerations

 

o       The design of projects should promote the imaginative re-use, not the demolition, of existing buildings that are structurally sound. The project design should respect the massing, profile and character of adjacent heritage buildings, approximate the width of nearby heritage buildings when constructing new buildings facing the street; consider the established setback pattern on the street and to orient the building to the street in a similar fashion to existing heritage buildings. The project should also have minimal impact on the heritage qualities of the street as a public place in heritage areas.

 

D.        Environmental Issues

 

            i           Key Questions

 

o       Is it clear that new development does not create adverse microclimatic conditions on the site or on adjacent properties?

 

o       Has the project undertaken measures to avoid undesirable wind conditions on the streets and open spaces adjacent to the site?

 

o       Has the project taken maximum advantage of solar orientation for open spaces and gathering places?

 

            ii           Specific Environmental Considerations

 

Sustainable Design

 

o       Encourage sustainable, yet creative, architectural designs that reduce energy consumption and the costs of maintenance.

 

o       Mitigate impacts from site-generated wind, noise, odours, traffic, dust and outdoor storage.

 

Natural Light

 

o       Minimize as much as possible, shadowing of adjacent properties, particularly of outdoor amenity areas.

 

o       Design buildings to maximize the direct exposure to natural light in new residential units and to minimize the reduction in exposure to natural light in surrounding residential units.

 

Weather Protection

 

o       Design buildings, especially within high pedestrian volume areas to provide a continuity of weather protection through the use of such things as awnings or canopies and the provision of wind-sheltered and sunlight waiting and seating areas.  Entrances to major public buildings, transit stations and large commercial complexes should be weather protected. 

 

o       Orient buildings and situate planting to maximize the potential gains from solar energy and exposure to light.

 

o       Shield outdoor spaces from extreme effects of winter winds and summer sun through site design measures such as placement of suitable plant species near buildings.

 


PEER DESIGN REVIEW PANEL - TERMS OF REFERENCE                              Document 7

 

 

The City of Ottawa has enacted a Design By-law to require approval by the Director of Planning and Infrastructure Approvals of plans and specifications of the exterior design of buildings for all new development and for additions to existing development within the downtown area shown in Document 1 as part of the site plan approval process prior to the issuance of a building permit.

 

The Director will exercise design approval authority of the plans and specifications for a proposal after they have been peer reviewed and accepted by the Peer Design Review Panel.

 

General Purpose Statement

 

The Peer Design Review Panel comprised of a pool of 10 design professionals appointed by City Council will be constituted to fulfill two peer review functions as follows:

 

  1. Members of the Panel will review and give acceptance to plans and specifications of the exterior design of buildings and landscape (design drawings) submitted as part of the site plan approval process for development within the downtown.

 

  1. Members of the Panel will participate in the review of design drawings submitted in support of Zoning By-law and Official Plan Amendment applications where such applications have been submitted to accommodate a proposed development and where no formal site plan application has been submitted.  The Panel in these situations will undertake its review solely for purposes of providing feedback to the proponent on design issues related to the project and to assist staff in its review of these applications with respect to the project design.  Formal acceptance of design drawings submitted for Zoning By-law and Official Plan Amendments will only be provided once a site plan application for the development is submitted. 

 

Membership

 

The Peer Design Review Panel will be comprised of a pool of 10 design professionals as follows:

 

§         Seven practicing Architects with full qualifications to practice in the Province of Ontario and who are members in good standing with the Ontario Association of Architects.

 

§         Three practicing Landscape Architects with full qualifications to practice in the Province of Ontario and who are members in good standing with the Ontario Association of Landscape Architects.

 

Selection and Appointment of Panel Members

 

The Ontario Association of Architects (OAA) will be asked to solicit expressions of interest from within its membership for qualified architects to serve as members of the Peer Design Review Panel.  Members shall be in good standing.  The OAA will undertake a selection process to be determined by the Association and shall forward to the Director of Planning and Infrastructure Approvals the names of the seven members selected by the Association to serve on the Panel.  The Ontario Association of Landscape Architects (OALA) will undertake the same process to select three of its members to serve on the Panel.

 

Panel members selected by the OAA and OALA should have practices in Ottawa or be familiar with Ottawa through specific work completed in the city.  This however does not preclude the selection of a member whose practice or experience is not local, but who is determined by the Association to be well qualified to serve on the panel provided the member is available to participate in the review process as set out in these Terms of Reference.

 

Upon receipt of the names of the panel members selected by the OAA and OALA, the Director of Planning and Infrastructure Approvals will forward the names to Planning and Environment Committee and City Council for Council appointment of the selected design professionals to serve on the Peer Design Review Panel for the City.

 

Duration of Appointment

 

The duration of appointment to the Peer Design Review Panel will coincide with the term of the Pilot Project which will be a minimum two years.  Should the term of the Pilot Project extend into a third year, the Director of Planning and Infrastructure Approvals will advise Council on the method of extending the term of some or all of the members and refreshing the panel to an efficient operation level. 

 

The Director of Planning and Infrastructure Approvals will also recommend any changes to the process for appointment to the panel.

 

Operation of the Peer Design Review Panel

 

Members of the Panel will serve as a pool of design professionals that will be drawn from to undertake the peer review of specific projects. 

 

For larger projects, up to three members will be drawn from the pool to undertake the design review of the project

 

For smaller projects, one member of the panel would be drawn from the pool to undertake the design review.

 

The determination of the number of members to form a panel for the review of specific projects will be determined by staff through the pre-consultation process where the applicant pre-consults with staff prior to formal submission of an application, or where there has been no pre-consultation, the determination of the number of members to undertake the design review of a project will be made by staff following receipt of the application.

 

Panel members will be drawn from the pool on a rotating basis as development applications that are subject to design review and approval are submitted.  It is expected, based on application volumes over the past two years that approximately 15 development applications will be received over the course of one year that will be subject to design review and approval.  With these volumes, it is expected that each panel member would be requested to participate in the design review of two to three development proposals a year.

 

Process for Review

 

The assigned Planner processing an application that will be subject to design review and approval will coordinate the design review process.

 

Initiation of Design Review

 

The design review process may be formally initiated during pre-consultation or following formal receipt of an application

 

a)         Initiation of Design Review at Pre-consultation

 

Where proponents have developed a preliminary project design for purposes of pre-consultation, staff will contact one member of the Peer Design Review Panel to participate in the project pre-consultation to provide preliminary comment and feedback to the proponent on design issues and design considerations for the project.  A determination would also be made at this time of the number of panel members to be involved in the formal design review following formal application submission.  The panel member participating in the pre-consultation would continue to be involved in the formal design review.

 

Where a proponent has not developed a preliminary design for pre-consultation, the assigned Planner involved with the pre-consultation will identify in general terms the design issues and considerations that the proponent should respond to in developing the project design.  Should the proponent wish a second pre-consultation following the design development of the project, a member of the design review panel would be contacted to participate in the second pre-consultation as above.

 

b)         Application submission

 

i.          No Pre-consultation.

 

Where a proponent has submitted an application that is subject to design review and approval without pre-consulting, the assigned Planner processing the application will withhold initiating the formal processing until a preliminary design review of the proposal has been undertaken.  This preliminary design review may include a member of the peer design review panel who in consultation with staff would determine whether the proposal responds sufficiently to technical, planning and design considerations to proceed to formal processing. 

 

            ii.          Following pre-consultation with participation by a member of the Peer Design Review Panel

 

Once the formal application is submitted, following pre-consultation, up to two additional panel members as may be determined through the pre-consultation process would be contacted by the assigned Planner to participate in the formal design review along with the one panel member involved in the pre-consultation.  Generally, up to three panel members will comprise the formal panel for larger projects with one panel member comprising the formal panel for smaller projects.

 

            iii.         Following pre-consultation where there was no Peer Design Review Panel participation or following application submission where there was no pre-consultation

 

In these cases, the assigned Planner would initiate the design review process for the project with the panel following receipt of the formal application at which time, panel members would be contacted to participate in the formal design review (up to three members for larger projects and one for smaller projects as determined through the pre-consultation process). 

 

Timeframe for Formal Review

 

The formal design review will be undertaken within the 28-day circulation period for a development application and will be coordinated by the assigned Planner.  Among the circulation packages to be distributed to obtain feedback from various technical agencies and the public, a package that includes all the design materials submitted with the application will be prepared and will be forwarded to the panel members(s) contacted who will undertake the review of the project.  Along with this package, a date for a Design Review meeting between the panel and the proponent will be identified.  This meeting date will occur within the 28-day circulation period.

 

In preparation for this meeting, the panel is expected to review the design material submitted by the proponent and is to provide a written Design Review Report detailing its comments and review to the assigned Planner five days prior to the scheduled Design Review meeting.  Staff will in turn forward the panel's report to the proponent.  The panel's report will be made available to any interested party upon request.

 

Should the Panel in its review of the design materials submitted with the application determine that the proposed project design can be accepted without modification, there will be no need for a Design Review meeting between the Panel and the proponent.  Staff would in these cases process the site plan application and once the final plans for the development are received, would forward the design drawings to the Panel for its acceptance to allow the Director to give site plan approval under delegated approval authority.

 

Design Review Meeting

 

The Design Review meeting between the panel and the proponent and his/her architect will be loosely structured as set out below to engage in a dialogue on the projects design and the contribution that the project is making or can make to achieving the design objectives of the City as expressed in the Downtown Ottawa Urban Design Strategy and the City's Official Plan.

 

 

 

 

 

Staff Involvement in Review Meeting

 

The assigned Planner will participate in the design review meeting to provide information and/or clarification of planning and or engineering considerations that may influence design considerations.  Staff will not participate in the design discussion, but will compile minutes of the meeting for distribution to the panel and the proponent.  The minutes of the meeting will also be made available upon request to any interested party. 

 

Follow-up Meeting

 

The panel at the conclusion of the Design Review meeting, may, where the panel has suggested a number of design modifications to a project, request the proponent to attend a follow-up meeting to review any design changes made by the proponent.  As well, the panel may delegate follow-up review to one panel member where the review panel is comprised of more than one member.  The purpose of the follow-up meeting is to review the design modifications made by the proponent to respond to comments and suggestions made by the Panel and that the proponent agreed to incorporate into the project design, and to obtain agreement between the Panel and the proponent on the final project design.  The follow-up meeting will occur within the first two weeks following the 28 day circulation period.

 

Design Acceptance

 

Once agreement is reached between the panel and the proponent on the final project design, final design drawings will be submitted to the assigned Planner who in turn will provide the final drawings to the panel.  The panel will note its acceptance on the final design drawings which will then be provided along with the site plan and engineering plans to the Director of Planning and Infrastructure Approvals for formal approval.

 

Considerations for Design Review

 

The panel in its review of a development proposal will focus its review on the relationship of the project to the design framework expressed in the Downtown Ottawa Urban Design Strategy and on how a project responds to the urban design policies set out in the Official Plan.  To assist proponents and the Panel in applying the design framework, a document setting out the design review considerations for projects within the downtown has been developed.  The design review considerations are not all encompassing, but rather are structured to facilitate a discussion on the design issues that development within the downtown needs to be responsive to towards improving the quality and image of the downtown. 

 

While it is expected that the panel in its assessment of the design of a project will give consideration to details such as colour and details of building fenestration design as examples, the panel is not to base its acceptance of a design on such details.  Rather, the panel is to focus on the relationship of a project to the public realm and the contribution that a project does or does not make to achieving the City's urban design objectives.

 

Conflict of Interest

 

Each member of the Panel has the duty, when contacted to participate on a review panel, to advise of any conflict of interest with respect to the development application. In this regard, the Municipal Conflict of Interest Act will apply and the panel member shall decline the request to participate. 

 

Honorarium

 

Panel members will be provided an honorarium of $300.00 for each formal design review meeting that the panel member attends.  An honorarium of $50.00 will be provided to a panel member participating in a pre-consultation session prior to formal application submission and a $50.00 honorarium will be provided to each panel member participating in a follow up meeting prior to the submission by a proponent of final design drawings.  The maximum honorarium for a panel member for any single project being reviewed is $400.00. 

 


MONITORING PROGRAM PRINCIPLES                                                              Document 8

 

A monitoring program for the Pilot Project will be developed jointly between staff and the Peer  Design Review Panel.  The monitoring program must incorporate some key elements to ensure that the monitoring will be useful both in making adjustments to the Pilot Project and for assessing how well the Pilot Project is able to contribute to achieving the City's design objectives for the downtown.

 

The following establishes the framework for developing the monitoring program.  It sets out key elements that need to be incorporated into the monitoring program, provides for having various stakeholder interests involved in the monitoring program and identifies possible monitoring tools that should be utilized.

 

A.        Monitoring of the Design Review Considerations

 

It is anticipated that the approach and considerations developed to establish a framework for undertaking design review of projects within the downtown will require adjustment over time as specific areas of concern become evident.  The key questions that must be able to be answered through the monitoring of the review considerations are:

 

§         Is the approach included as part of the Pilot Project appropriate?

§         Is the approach and considerations that will guide the review understood by proponents of development?

§         Does the approach and considerations provide a useable framework for the review panel in their review of development proposals?

§         Does the approach and considerations included provide for a consistent basis in the review of development proposals?

 

B.         Monitoring of the Review Process

 

The objective of the pilot project is to provide for the integration of design review into the development review process.  Certain guiding principals were developed to provide for seamless integration of the two processes, to ensure that timelines would not be impacted as a result of design review, and that the process would provide consistency in the design review process. How well the pilot project responds to these guiding principles will have to be monitored and where required, adjustments will have to be made. 

 

C.        Monitoring of the Results

 

The review process is focused on an interactive design review where the proponent and the Peer Design Review Panel would work towards achieving agreement on a project’s design. This for purposes of the Pilot Project is seen as an effective way in which to build a downtown design culture and work towards achieving the City's design objectives.  The effectiveness of this approach will also have to be monitored to determine whether this approach contributes positively to the development of a downtown design culture, and whether it will be effective in advancing the City's overall design objectives for the downtown as expressed in Downtown Design Strategy and the Official Plan.

 

D.        Monitoring Reference Group

 

To assist staff and the Peer Design Review Panel with the actual monitoring of the Pilot Project, a reference group made up of representatives of various stakeholder interests is to be established. Terms of Reference for this group will be developed as part of the development of the monitoring program by staff and the Peer Design Review Panel.

 

The reference group would comprise:

§         Staff

§         The Ward Councillors

§         The Peer Design Review Panel

§         Development proponents

§         Community members

 

The reference group would assist in identifying aspects of the Pilot Project that are working well and areas where difficulties and/or concerns exist.

 

E.         Monitoring tools

 

It will be necessary for the monitoring program to utilize various tools/techniques to ensure that all possible viewpoints will be factored into the monitoring program.  Some possible tools that should be considered for inclusion as part of the monitoring program include:

 

§         Questionnaires to proponents

 

§         Annual community meetings

 

§         Review Panel de-brief sessions with staff and project designers (following project approvals)

 

§         Annual reports to City Council

 


CONSULTATION DETAILS                                                                                       Document 9

 

NOTIFICATION AND CONSULTATION PROCESS

 

As directed by City Council at its meeting on March 10, 2004, the Downtown Design Review Pilot Project has been developed in consultation with representatives from a number of stakeholder groups. This consultation which included the development industry, the design industry, property owners, business interests, community groups and area residents was undertaken through two workshop sessions held on April 15, 2004 and April 29, 2004. 

 

All those invited to attend the workshop sessions and any party expressing an interest in the Downtown Design Review Pilot Project have been provided a copy of this report and notice of the Planning and Environment Committee meeting where this report is being considered. 

 

Summary of April 15, 2004 Workshop

 

Approximately 80 people representing a cross section of the different stakeholder groups invited to participate in the April 15 workshop attended and participated in this workshop.  Participants where engaged through eight facilitated breakout groups to help determine the design review considerations/criteria to be used in the review of development proposals within the downtown and to help determine the process for integrating design review into the development review process. 

 

While each breakout group arrived at its own determinations related to the design review considerations/criteria and the process, there was some commonality amongst the groups in some of the determinations made. 

 

Design Review Considerations/Criteria

 

The commonalities amongst the eight breakout groups related to the design review considerations/criteria did not relate as much to the determinations made, but rather to what was discussed or not discussed. 

 

All the breakout groups focused on the design review criteria with little or no discussion amongst any of the groups on the two-step approach that was presented in the discussion paper/workbook that was prepared for the workshop.  The intent of the two step approach was to ensure that the design review for downtown projects would address all relevant design principals and objectives expressed in the Downtown Ottawa Urban Design Strategy and that opportunities for projects to advance specific strategic directions would be identified and assessed.  This in part may be due to the newness of the Downtown Design Strategy document, its limited availability and varying levels of awareness amongst the workshop participants of the urban design principles, objectives and strategic directions set out in the document.

 

The discussion amongst the breakout groups varied considerably.  Following are some of the key highlights of the discussion dealing with the design review criteria included within step two of the design review considerations.

 

 

In addition to these broad comments/views, most groups also provided numerous suggestions to modify criteria, add new criteria to address items that the groups felt should be included in the review, or eliminate certain criteria. 

 

Projects to be Reviewed

 

Most groups concluded that all projects, both larger scale and smaller scale should be subject to design review.  Some suggestions were made that the level of review may vary depending on the scale or potential for the project to make a significant contribution to the image and identity of the downtown. Larger and more significant projects would be subject to a higher level of design review by a peer design review group with smaller projects subject to a lower level of design review possibly by one peer design reviewer or by staff.  Some groups also suggested that the pilot project should focus on a smaller area within the downtown.

 

Process Options

 

All the breakout groups addressed the approval and review options for the design review process which are the two key elements of the process.  Some groups also addressed options for other component parts of the process.  The following highlights the determinations made amongst the groups related to the design review process.

 

Approval

 

Six of the eight groups determined that the design review process should conclude with a design approval, utilizing the authority provided by the former City of Ottawa Act.  There was a split as to whether the approval should be given by staff as part of an integrated approval or by a design review body.  Two groups felt that the design review should serve to inform the overall review process for an application, but that the design should not be approved though one group did make reference to “design approval”.  The second group favoring a no design approval option determined that design approval may be something that could be considered later, after the pilot project has been operationalized and assessed. 

 

Review

 

All but one group determined that design review should be undertaken by a peer review group comprising practicing design professionals.  Some groups felt that staff should also be included within the design review group either as active participants or to ensure that the peer design review group is provided information related to the project.  One group felt that the design review function should by undertaken by staff.

 

Pre-consultation

 

Five groups addressed pre-consultation determining that integrated staff consultation should be followed for the design review pilot project.  Two groups also felt that pre-consultation with a design review body would be beneficial in that the review group would be able to participate early in the project development to highlight the design considerations that will be used to assess the design merits of the project.

 

Submission Requirements

 

One group addressed this element of the design review process suggesting that the specific requirements be determined based on a project’s location and its scale. 

 

Design Agreement

 

Two groups addressed the design agreement component of the process and both felt that such an agreement should be integrated with a site plan agreement with one group noting that it should be used where more control may be required. 

 

Policy

 

Three groups dealt with this component part of the process.  Two groups favored the option where the design review area would be designated in the Official Plan to allow the legislative authority provided by the former City of Ottawa Act to be used with a comprehensive policy framework for the pilot project established through Council resolution.  One group, that did not support giving design approval for projects felt that the option that only established a comprehensive policy framework for the pilot project through a Council resolution was most appropriate.

 

Summary of April 29, 2004 Workshop

 

All those who participated in the April 15th  workshop were invited to attend and participate in the April 29th  workshop to assist in refining the design review considerations and to assist in refining the process for integrating design review into the development review process.  Approximately 30 participants attended and participated in the April 29th workshop.  Participants were divided into three break out groups comprising a cross section of stakeholder interests.

 

The commonalities determined as a result of the April 15th workshop served as the basis for the design review considerations and the process option presented and discussed at the April 29th workshop. In this regard, a document detailing a scoped approach and process for the pilot project was developed by staff and provided in advance of the April 29th  workshop.  Each of the three break out groups addressed the following which was presented in the document that served as the workshop discussion paper:

 

 

Design Review Considerations

 

In general, all three groups agreed that a two step approach for reviewing the design merits of a project going from a more general assessment of a project in the context of the Downtown Ottawa Urban Design Strategy to more context and project specific design considerations expressed in the Official Plan was logical, appropriate and provided for a balanced review process.  Each group none-the-less had some concerns with elements or details associated with specific aspects of the approach.  These ranged from concerns that the design principles of the Downtown Design Strategy are too prescriptive, to a need for greater clarification on the link between the more general considerations and the more specific considerations and concern with complexity that some felt was inherent with the approach. Each group also put forward various suggestions to address the concerns raised.  Overall, however, the three groups acknowledged a need to have some basis for reviewing projects from a design perspective and indicated acceptance to utilize the design review considerations presented subject to some fine-tuning with adjustments made as may be identified through a monitoring program.

 

Projects for Design Review

 

There was consensus amongst all three groups that all projects subject to site plan review and approval should be subject to design review.  There was however some concern raised about the relationship of the design review process as part of the site plan review with the design review process through Local Architectural Conservation Advisory Committee (LACAC) for development subject to heritage approvals or the National Capital Commission (NCC) design review process for development subject to federal land use and design approval.  Certain suggestions were also provided to address this and some other concerns such as involving LACAC in pre-consultation, including heritage buildings and areas for a trial period, and setting up a control area where design review would not apply to assess the effectiveness of design review where it would be applicable.

 

As part of the Pilot Project, design approval would not be required where heritage approval or NCC design approval applies.  Rather, projects subject to heritage or NCC design approval would only be subject to design review by the Peer Review Panel who would provide comments to the design approval bodies (LACAC and NCC).

 

Process for Integrating Design Review with Site Plan Review

 

The discussion amongst the three groups on the process of integrating design review into the site plan approval process did not focus on the process that was presented based on the commonalities determined through the April 15th workshop, but rather focused on issues/concerns that were not specifically addressed previously including public involvement in the review process and the need to ensure that the design review aspect of the overall development review would be open and transparent, appeals processes for design decisions, resolving differences of opinion, concerns regarding conflicts of interest and questions regarding remuneration for the design professionals that would be participating on the peer review panel.  Many of these items have been addressed as part of the recommended Pilot Project.

 

Monitoring

 

All three groups agreed to the need to have a comprehensive monitoring program, as is being recommended, established prior to launching the Pilot Project.  The monitoring would need to establish a process or basis to assess not only the effectiveness of the Pilot Project but also to allow for adjustments to be made where areas of concern are identified with elements of the Pilot Project.