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LANDSCAPE DESIGN GUIDELINES

SITE PLAN SUBMISSION &


APPROVAL PROCESS

SITE PLAN SECTION


PLANNING SERVICES DEPARTMENT
TOWN OF OAKVILLE
1225 TRAFALGAR ROAD
OAKVILLE, ONTARIO L6J 5A6

TELEPHONE: (905) 845-6601


FACSIMILE: (905) 338-4414

November 30, 2000


TABLE OF CONTENTS

DESCRIPTION PAGE

1.0 PURPOSE AND INTENT OF THIS MANUAL 3-5


1.1 Site Plan Guidelines for the Town of Oakville 4
1.2 Additional Departmental Contacts 5

2.0 LANDSCAPE GUIDELINES 6 - 11


2.1 Commercial \ Industrial \ Institutional Developments 7-8
2.2 Multiple Attached Residential Developments 9-10
2.3 Detached & Semi Detached Residential Developments 11

3.0 LANDSCAPE STANDARDS 12 - 14


3.1 Site Landscaping 12
3.2 Plant Material 13
3.3 Site Services 14

4.0 DRAWING SUBMISSION REQUIREMENTS 15 - 16


4.1 Landscape Plan 15
4.2 Tree Preservation Plan 16

5.0 SECURITY REQUIREMENTS 17

6.0 APPLICATION FOR SITE INSPECTION AND SECURITY REDUCTION 18


LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

1.0 PURPOSE AND INTENT OF THIS DOCUMENT

This document has been developed to assist applicants in the preparation of Landscape Plans as
one of the requirements for Site Plan submissions to the Planning Services Department.
The intention of the manual is to outline general guidelines for the provision of site landscaping and
landscape buffers in development proposals in the Town of Oakville. Landscaping is recognized as
being an essential component to any site development and will contribute to a projects long-term
value.
The Town of Oakville seeks to achieve excellence in the design and implementation of site
landscaping. The guidelines describe minimal acceptable standards for site development.
Proposals that exceed these standards are encouraged by the Planning Services Department.
Guidelines have been prepared for the three types of Site Plan applications that occur in the Town
which are Commercial \ Industrial \ Institutional, Multiple Attached Residential and Detached and
Semi- Detached Residential Developments. Site Plan applications for Detached and Semi-
Detached Residential projects are required in situations where the Town of Oakville has concerns
regarding tree protection measures, proximity to public lands and water features and \ or site
specific design issues.

The manual also outlines the requirements for drawing submissions, cost estimates and Security
deposits for Site Plan submissions. It should be reviewed in conjunction with the Town of Oakville’s
Site Plan Guide which outlines the Site Plan process and additional submission requirements in
more detail.
Applicants are encouraged to review development proposals with the Planning Services
Department to discuss the landscape design guidelines and any site specific issues prior to
submitting a Site Plan application.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

1.1 SITE PLAN GUIDELINES FOR THE TOWN OF OAKVILLE

Site Plan guidelines for a number of areas and districts of the Town of Oakville have been prepared.
The following is a partial list of the current documents available:
• Downtown Oakville - Streetscape & Site Plan Guidelines Study Final
Report October 1984
• Kerr Street Streetscape and Land Use Study
• Bronte Central Business District Urban Design Streetscape
Development Guidelines
• Design Guidelines for Cornwall Road and Royal Windsor Drive Between
Chartwell Road and Winston Churchill Boulevard
Copies of these and other documents may be viewed and \ or purchased from the Planning Services
Department.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

1.2 ADDITIONAL DEPARTMENTAL CONTACTS

Applicants should also contact the following Departments regarding additional requirements for Site
Plan submissions:
Building Department
• Zoning information to determine required parking standards, landscape buffers and landscape
area
• Fence By-law
• Garbage enclosures
• Signage By-law

Development Engineering Section, Planning Services Department


• Stormwater management facilities
• Grading and drainage
• Road widening & dedication
• Site Alteration Permits

Parks and Recreation Department


• Streetscape requirements
• Street tree program including requirements for existing and proposed
trees and Security deposits
• Tree protection measures on lands abutting public streets and public lands
Public Works Department
• Garbage collection standards
• Landscape elements in Road Rights of Way
• Traffic Impact Studies

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

2.0 LANDSCAPE GUIDELINES

The purpose of the guidelines is to provide direction for site development in the Town of Oakville.
The landscape design is an integral part of any site development (and Site Plan application). The
guidelines outlined below, represent principles for landscape design. Site Plan applications that
exceed these minimum standards are encouraged.
The overall goals of the landscape guidelines for the Town of Oakville are:

• To encourage excellence in landscape design in sympathy with the distinct character of existing
communities and with the natural features of the landscape.
• To preserve the heritage of such resources as archaeological sites and landscapes of historic
significance, value, or interest.
• To enhance the quality of life for all citizens by retaining elements of the natural environment
throughout the urban network.

• To encourage landscape design that supports and complements the overall design intention and
aesthetic qualities of a proposed development.
• To enhance the public perception of a proposed development in terms of aesthetic quality,
comfort and convenience of pedestrians, and screening of less attractive elements of the
development.
• To promote energy conservation and efficiency.

• To ensure integration with stormwater management features.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

2.1 COMMERCIAL \ INDUSTRIAL \ INSTITUTIONAL DEVELOPMENTS

Sense of Place
• Preserve and enhance the urban design character surrounding the site development.
Natural Environment
• Retain as much of the existing vegetation as possible to maintain the natural character of the Town.
• Provide a transition between the proposed development and the existing natural environment so that
the development is integrated with the existing site conditions.
Sense of Entry
• Provide landscape treatment in front of the main entrance to buildings and the proposed site.
Streetscape
• Connect the proposed development to the public street with streetscape treatment - plant material,
street furniture, entry features, paving, etc.
• Co-ordinate the site landscaping and the location of street trees to provide a unified landscape
treatment for the streetscape.
• Provide a landscape feature at the intersection of municipal roads and any other highly visible
locations.
• Maintain a pedestrian connection to the street.
Parking and Driveways
• Provide adequate number of parking spaces for the site.
• Promote public safety with the design of driveways that ensure adequate vehicular ingress and
egress off of public roads.
• Provide landscape treatment that supports the sight line requirements of the driveways and public
roads.
• Reduce visual impact and massing of parking areas by providing a series of small parking areas
rather than one massive parking area.
• Screen parking from street and adjacent lands.
• Provide protected pedestrian corridors.
• Provide short walking distances between cars and building entrances.
• Provide shaded areas and windbreaks to improve microclimate.
Pedestrian Environment
• Connect all buildings, parking areas, service areas and public sidewalks with clearly defined
walkways.
• Provide an accessible and comfortable pedestrian environment (including seating areas, etc.).
• Separate pedestrian circulation from vehicular circulation.
• Provide views and vistas along walkways.
Barrier Free Access
• All sites should be both visually and physically accessible.
• Designate parking spaces for disabled persons within easy access of ramps and building entrances.
Screening: Fences and Walls
• Visually screen service areas from public view with solid wood fencing and \ or masonry walls.
• Provide screening along the perimeter of the site development to separate adjacent land uses.
• Combine screening with plant material when appropriate.

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2.1 COMMERCIAL \ INDUSTRIAL \ INSTITUTIONAL cont’d

Plant Material
• Provide a variety of plant material from perennials and shrubs to coniferous and deciduous trees.
• Provide a diversity of plant species that are chosen for their ecological compatibility.
• Choose plant material that is appropriate for the site conditions (soil, micro climate, etc.)
• Choose plant material for seasonal variety, drought tolerance and salt tolerance.
• Locate plant material to conserve energy and modify temperature and wind extremes.

Landscape Buffer
• Provide a landscape buffer to visually screen and separate land uses and transportation corridors
(i.e. QEW, CNR lands).
Lighting
• Promote public safety and security by providing appropriate lighting in public use areas such as
pedestrian connections, parking areas and building entrances.
• On-site lighting design should be in scale with the pedestrian environment and blend in with
surrounding buildings and site landscaping.
• On-site lighting should not impinge on adjacent lands and should be directed away from nearby
properties.
Site Services
• Screen padmounted electrical transformers from public view with appropriate landscape treatment.
• Screen all exterior garbage containers including garbage compactors and recycling bins from public
view.
• Screen roof top mechanical equipment from public view at ground level. (Guidelines are included
here to facilitate the requirements for Site Plan Securities.)

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

2.2 MULTIPLE ATTACHED RESIDENTIAL DEVELOPMENTS

Sense of Place
• In established communities, preserve and enhance the existing neighbourhood character.
• In new communities, augment the neighbourhood character.

Natural Environment
• Retain as much of the existing vegetation as possible to maintain the natural character of the Town.
• Provide a transition between the proposed development and the existing natural environment so that
the development is integrated with the existing site conditions.

Sense of Entry
• Provide landscape treatment in front of the main entrance to the residential units and the proposed
site.

Streetscape
• Connect the proposed development to the public street with streetscape treatment - plant material,
entry features etc.
• Co-ordinate the site landscaping and the location of street trees to provide a unified landscape
treatment for the streetscape.
• Provide a landscape feature at the intersection of municipal roads and any other highly visible
locations.
• Maintain a pedestrian connection to the street.

Parking and Driveways


• Provide adequate number of parking spaces for residents and visitors.
• Promote public safety with the design of driveways that ensure adequate vehicular ingress and
egress off of public roads.
• Provide landscape treatment that supports the sight line requirements of the driveways and public
roads.
• Reduce visual impact and massing of parking areas.
• Screen parking from street and adjacent lands.
• Provide short walking distances between cars and building entrances.
• Provide shaded areas and windbreaks to improve microclimate.

Pedestrian Environment
• Connect all units, parking areas, service areas, communal open space, outdoor amenity areas and
public sidewalks with clearly defined walkways.
• Separate pedestrian circulation from vehicular circulation.
• Provide an accessible and comfortable pedestrian environment (including seating areas, etc.).
• Provide views and vistas along walkways.
Barrier Free Access
• All sites should be both visually and physically accessible.
• Designate parking spaces for disabled persons within easy access of ramps and residential unit
entrances.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

2.2 MULTIPLE ATTACHED RESIDENTIAL cont’d

Private Outdoor Amenity Area


• Provide all ground floor units with a private garden \ patio area.
• Provide direct access to the garden \ patio from the ground floor units.
• Provide easily maintained landscape treatment.

Common Outdoor Amenity Area


• When there are 50 units or more, consideration should be given to providing a common outdoor
amenity area for the residents.
• Provide an outdoor amenity area that is suitable for the recreational needs of the anticipated
demographics of the residents.
• Provide an outdoor amenity area that compliments the recreational facilities in the surrounding
neighbourhood.
• Locate outdoor amenity area within easy access of residential units.
• Locate communal facilities such as mailboxes and seating areas within easy access of the common
outdoor amenity area and residential units.
Screening: Fences and Walls
• Provide screening between individual residential units.
• Provide screening between residential units and outdoor amenity areas and the street.
Plant Material
• Provide a variety of plant material from perennials and shrubs to coniferous and deciduous trees.
• Provide a diversity of plant species that are chosen for their ecological compatibility.
• Choose plant material that is appropriate for the site conditions (soil, micro climate, etc.).
• Choose plant material for seasonal variety, drought tolerance and salt tolerance.
• Locate plant material to conserve energy and modify temperature and wind extremes.

Landscape Buffer
• Provide a landscape buffer to screen parking area from the street and the residential units.
• Provide a landscape buffer between residential units and adjacent lands.
Lighting
• Promote public safety and security by providing appropriate lighting for all units, parking areas,
service areas, communal open space and outdoor amenity areas.
• On-site lighting design should be in scale with pedestrian environment and blend in with surrounding
buildings and site landscaping.
• On-site lighting should not impinge on adjacent lands and should be directed away from nearby
residences.
Site Services
• Screen padmounted electrical transformers from public view with appropriate landscape treatment.
• Screen all exterior garbage containers including garbage compactors and recycling bins from public
view.
• Screen roof top mechanical equipment from public view at ground level. (Guidelines are included
here to facilitate the requirements for Site Plan Securities.)

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

2.3 DETACHED & SEMI-DETACHED RESIDENTIAL DEVELOPMENTS

Sense of Place
• In established communities, preserve the neighbourhood character.
• In new communities, augment the neighbourhood character.
Natural Environment
• Retain as much of the existing vegetation as possible to maintain the natural character of the Town.
• Provide a transition between the proposed development and the existing natural environment so that
the development is integrated with the existing site conditions.
Streetscape
• Co-ordinate the site landscaping and the location of street trees to provide a unified landscape
treatment for the streetscape.
Parking and Driveways
• Provide adequate number of parking spaces for the residents.
• Promote public safety with the design of driveways that ensure adequate vehicular ingress and
egress off of public roads.
• Provide landscape treatment that supports the sight line requirements of the driveways and public
roads.
Plant Material
• Provide a variety of plant material from perennials and shrubs to coniferous and deciduous trees.
• Provide a diversity of plant species that are chosen for their ecological compatibility.
• Choose plant material that is appropriate for the site conditions (soil, micro climate, etc.).
• Choose plant material for seasonal variety, drought tolerance and salt tolerance.
• Locate plant material to conserve energy and modify temperature and wind extremes.
Landscape Buffer
• In established communities, preserve and augment the landscape buffer between abutting
residences.
• In new communities, provide a landscape buffer between abutting residences.
Lighting
• Promote public safety and security by providing appropriate lighting for the residence.
• On-site lighting should not impinge on adjacent lands and should be directed away from nearby
residences.

Site Services
• Screen padmounted electrical transformers from public view with appropriate landscape treatment.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

3.0 LANDSCAPE STANDARDS

3.1 SITE LANDSCAPING

Parking and Driveways


• Driveways and parking areas to be paved and clearly demarcated.
• Continuous concrete curbs to delineate all paved and landscaped areas.
• Designated handicapped parking spaces to be delineated with appropriate pavement marking and
standard Town signage.
• Standard parking stall size: 16.7 square metres minimum area, 2.7 metre minimum width.
• Handicapped parking stall size: 21.9 square metres minimum area, 3.65 metre minimum width.
• Minimum parking aisle width: 6 metres.
• For multiple attached residential developments, minimum driveway width is to be 7.5 metres,
exclusive of a 1.5 metre sidewalk.
Pedestrian Walkways
• To have a hard, non-slip surface other than asphalt.
• To have a moderate slope for accessibility.
• Minimum width of 1.2 metre.
• Minimum width of 1.8 metres when abutting parking spaces.
• For Commercial Developments, provide a pedestrian area in front of building entrances with a
minimum width of 3 metres, which is clear of obstruction.

Multiple Attached Residential Private Outdoor Amenity Area


• Area to be at grade or closely related to grade.
• To have a hard surface other than asphalt.
• Minimum size of 11 square metres (including deck and patio).
Multiple Attached Residential Common Outdoor Amenity Area
• When appropriate, provide a play area specifically designed for age of children living in the
development.
• Play area design must conform to Canadian Safety Association Standards.
• Provide seating adjacent to the play area.
Solid Wood Fencing
• Wood fencing is to be constructed with pressured treated pine or western red cedar with galvanized
hardware.

• For residential zones, boundary fences are to be maximum 1.5 metres high between the front
building line and the public street in front of the lot.

• For multiple attached residential developments, privacy screens are to be:


− located with a minimum setback of 0 metres from lot line when privacy screens are located
between units
− maximum height of 2 metres above grade or above deck or platform on which the privacy
screen is erected
− maximum projection of privacy screens is to be 3.7 metres beyond rear wall of a unit.
• For other developments within a residential zone, privacy screens are to be:
− located in a side or rear yard or within 910 mm of a side or rear lot line
− maximum height of 2 metres above grade.
• For Commercial \ Industrial \ Institutional Developments, maximum height of wood fencing to be 1.8
metres high.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

3.2 PLANT MATERIAL

Tree Protection Measures


• Prior to construction, install hoarding or snow fencing (minimum 1.2 metres high) a minimum of 900
mm beyond drip line of existing vegetation to protect trees and root systems.
• Boundary trees (including root systems) on abutting lands should be protected during construction.
Replacement Trees
• For public roads, when existing trees are to be removed for reasons other than public interest, the
trees must be replaced by the proponent to the satisfaction of the Town of Oakville.
Plant Material Specifications
• All plant material to conform to the Canadian Nursery Trades Association Specifications and
Standards.
• All sod is to conform to the Canadian Nursery Sod Growers Specifications.
• All shrubs are to be planted in continuous planting beds.
• Place mulch on all planting beds and maintain planting beds weed free.
• Minimum acceptable sizes for plant material are:
Deciduous trees 60 mm caliper, 3 - 3.5 metre height
Coniferous trees 1.5 metre height
Shrubs 60 cm high
Street Tree Planting on Public Roads
• Co-ordinate location of street trees with above and below ground utilities.
• Provide an average of one tree for every 12 metres of frontage to be considered for planting.
• Specify high branching trees with a minimum 1.850 metre high clearance from the ground.
• Tree species which are not acceptable for planting along public roads include:
Acer negundo (Manitoba Maple)
Populus species (Poplar species)
Salix species (Willow species)
Ulmus parvifolia (Chinese Elm)
• Town of Oakville to supervise all street tree planting.
• In certain situations, the Town of Oakville may accept cash-in-lieu of street trees.
Landscape Area
• Minimum width of perimeter landscape area where site abuts public road to be 3 metres from inside
the property line.

Landscape Buffer
• Minimum width of landscape buffer between the CNR lands and site developments to be 7.5 meters.
• Buffer to consist of:
- berming (1 metre high minimum, maximum 33% side slope) and planting consisting of shrubs
and coniferous trees
or
- planting consisting of shrubs and trees with 50% being coniferous planting.
• Provide a variety of height in the coniferous trees by planting a range of tree sizes (average size
must equal minimum standard of 1500 mm height).
• Coniferous tree species that are acceptable for buffer planting include:
Abies concolour (White Fir) Abies fraseri (Fraser Fir)
Picea glauca (White Spruce) Picea pungens (Colorado Spruce)
Picea pungens 'Glauca' (Colorado Blue Spruce) Pinus nigra (Austrian Pine)
Pinus sylvestris (Scotch Pine) Pseudotsuga menziesii (Douglas Fir)

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

3.3 SITE SERVICES

Garbage Enclosures
• Screening structures are to be of sufficient height and width to provide a complete enclosure that
eliminates any view of the external garbage container.
• Masonry walls are to match the type and colour used on the building structure.
• Wood screening structures are to be of pressure treated wood with galvanized hardware and are to
be painted to blend with the colour of the building.
Roof Top Mechanical Equipment Screening
• Screening structures are to be of sufficient height and width to provide a complete enclosure that
eliminates any view of the roof top mechanical equipment from ground level areas. (Standards are
included here to facilitate the requirements for Site Plan Securities.)
• Metal siding is to match the type and colour used on the building structure.

• Wood screening structures are to be of pressure treated wood with galvanized hardware and are to
be painted to blend with the colour of the building.

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

4.0 DRAWING SUBMISSION REQUIREMENTS

4.1 LANDSCAPE PLAN

Depending on the nature of the proposed development, the Landscape Plan can be combined with
the Site Plan or submitted as a stand-alone document. Applicants are required to engage the
services of a landscape architect who is a member of The Ontario Association of Landscape
Architects (OALA) to prepare the Landscape Plan and facilitate the Site Plan application process.
A Landscape Plan can be combined with the Site Plan when there is:
• minimal environmental impact
• small scale development
A Landscape Plan as a stand-alone document is required when there is:
• moderate to significant environmental impact
• moderate to large scale development
The Landscape Plan should conform to the Site Plan and include the following information:
• location of all proposed plant material, planting beds and sodded areas,
• location of existing vegetation to be retained or removed,
• location and type of protection measures for the existing vegetation to be retained,
• location of all existing natural features including top of bank and watercourse features,
• a plant list showing index, type, size, quantity, species, spacing, etc.,

• location and material of all hard surfaced areas (e.g. driveways, walkways, parking areas),
• location, height and material of all fences, screen walls and retaining walls,
• location of stormwater management landscape features,
• location of above and below ground utilities (including lighting facilities),
• proposed grades, finished first floor elevations, existing grades along the property lines and
elevations at the base of trees to remain,
• location and treatment of garbage collection facilities,
• any other landscape element that contributes to site development.

NOTE: ALL PLANS SHOULD BE SUBMITTED WITH METRIC MEASUREMENTS .

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

4.2 TREE PRESERVATION PLAN

Depending on the nature of the existing site conditions, the Planning Services Department may
require a Tree Preservation Plan as part of the Site Plan submission. Applicants should contact the
Planning Services Department to find out if one is required.
A Tree Preservation Plan should contain the following information:
• location of existing vegetation to be retained or removed,
• location and type of protection measures for the existing vegetation to be retained,
• location of all existing natural features including top of bank and watercourse features,
• layout of the proposed site development,
• location of above and below ground utilities (including lighting facilities),

• proposed grades, existing grades along the property lines and elevations at the base of trees to
remain,
• plant list showing index, quantity, species, size (diameter breast height (D.B.H.)), health, etc.

NOTE: ALL PLANS SHOULD BE SUBMITTED WITH METRIC MEASUREMENTS .

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LANDSCAPE DESIGN GUIDELINES - SITE PLAN SUBMISSION & APPROVAL PROCESS

5.0 SECURITY REQUIREMENTS

As a condition of most Site Plan Approvals and prior to issuance of Building Permits, the applicant is
required to provide Securities to the Town to ensure the proper and timely completion of the
approved site works including all landscaping, tree protection, stormwater management facilities,
paving and curbing, garbage enclosures, roof-top mechanical screening and site restoration on
Town property.
The requirement for Security deposits for Detached and Semi-Detached Residential Developments
relates primarily to tree preservation and Parks and Recreation Department concerns and will be
determined on a site specific basis by the Planning Services Department prior to the issuance of Site
Plan approval.
The amount of the Securities required is determined from a detailed cost estimate for the site works,
listing items, quantities, unit costs and total costs. The cost estimate is to be prepared by the
applicant and submitted to the Planning Services Department for approval.
Upon approval of the cost estimate by the Planning Services Department, the applicant will be
required to provide Securities in the amount of the approved estimate and in one of the following two
forms:
(i) a cash deposit, in the amount of 100% of the approved security value, with the Town, or
(ii) an irrevocable letter of credit for one year, from one of the Chartered Banks and payable to the
Town at any time or in part from time to time, upon the certificate of the Director of Planning
Services that the Owner is in default under the Site Plan Approval.

Security for performance provided under this section will be released when the work is finally
completed to the satisfaction of the Town. Upon completion of the required works, 15% of the
original amount of Securities will be retained for a period of one year or the purpose of ensuring the
continued compliance with the condition of Site Plan Approval.
If any or all of the required works have not been completed within two years of the commencement
of construction on the site, the Town may, after due notice, proceed to have the outstanding works
completed and use the posted Securities to pay for this work.

Further information regarding the Securities can be found in the Town of Oakville’s Site Plan Guide.
Applicants are also encouraged to contact the Finance Department.

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6.0 APPLICATION FOR SITE INSPECTION AND SECURITY REDUCTION

Once an applicant has completed all of the works that were conditions of Site Plan approval, an
applicant may request a reduction of the posted Securities. The applicant shall submit a written
request to the Planning Services Department giving the property address and the Site Plan Number
along with the current Site Inspection Fees as outlined in the Town of Oakville’s Site Plan Guide.
Upon receipt of the request and the required fees, the Planning Services Staff will circulate a request
to the appropriate agencies that may have concerns or that had conditions of approval on the
subject site. The request for comments includes a deadline for responding to the request.
After the site inspection, if no deficiencies are found, the Planning Services Staff will forward a letter
to the applicant indicating that all the works were found to be satisfactory and that 15% of the
Securities will be held for a one-year period commencing at a given date. A corresponding memo
will be forwarded to the Finance Department indicating an appropriate Security reduction.
If however deficiencies are found, a letter with a Deficiency form will be forwarded to the applicant.
Depending on the extent of the deficiencies, there may be a partial reduction allowed. If there is a
partial reduction, a memo will be forwarded to the Finance Department indicating an appropriate
Security reduction.

Upon rectification of the listed deficiencies, the applicant is to return the Deficiency form filled out
with an explanation of how each deficiency has been addressed along with the appropriate fees.
Staff will circulate the deficiency form to those agencies, which had previously been circulated, to
determine whether all of the agency concerns have been satisfied. If there are no further noted
deficiencies, the Securities will be reduced to the 15% holdback for the one year period.
Prior to the expiry of the one year warranty period, the Planning Services Department staff will
inspect the site and if all of the original conditions of Site Plan approval are still being complied with,
the remaining Securities will be reduced to zero. The applicant will be notified and a memo will be
forwarded to the Finance Department.

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