Departments > Planning & Development > Development Services Division > Application Forms > Community Meeting Notice & Instructions

Community Meeting Notice Instructions

In order to ensure the community is notified about land use applications, developers/ proponents must present plans at a meeting of the Community Association in which the proposed development is situated. To inform neighbours of this meeting proponents must fill out the Community Meeting Notice form and return it to the Development Services Division after following the steps outlined below.

Community Meeting Notice form is available at this link - [DOT 54KB]. Please note that handwritten Community Meeting Notice forms will no longer be accepted.

Please complete this process in the following sequence:

1. fill out the Community Meeting Notice form electronically;
2. save a copy for your records;
3. print off a copy of the form;
4. have the form signed by the Chair or a representative of the Land Use Committee for the Community Association. The Community Meeting Notice form must be signed off by a representative from the Community Association prior to being delivered to City Hall. Please contact the Land Use Committee Chair directly to arrange for sign off;
5. deliver the original form to the Planning & Development Department at City Hall;
6. City Hall Planning staff will prepare the map that is required for the Community Meeting Notice for signing by the applicant.

The form must be received by City Hall at least 15 working days prior to the meeting date. The City will then generate a list and mail the notice to all owners and occupiers of properties located within 100 metres of the subject property.

This service will cost $400.00 per mail out.

Proponents are responsible for the accuracy of the information contained on the notice and will be required to arrange and pay for advertising a second meeting if the information is incorrect. The City will send out the notice exactly as it is submitted.

Proponents must present plans and the Rezoning Application Form at the community meeting.

Plans required at the community meeting are:

• site plan
• floor plans
• elevations
• photos or illustration of proposal in relation to flanking buildings
• landscape plan

In some cases (e.g. where an existing building's use is being changed) less information may be acceptable, if the Land Use Committee Chair agrees.

If the proponent does not provide all these plans at the community meeting the Land Use Committee may choose to cancel the meeting. In this instance, the proponent is responsible for organizing and paying for another community meeting.

The applicant is responsible for arranging and paying for a meeting facility if the Land Use Committee is unable to provide one.

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