Secretary Treasurer Committee of Adjustment

PRIMARY FUNCTION

As an appointed officer, acts as Secretary-Treasurer for the Committee of Adjustment in fulfilling all statutory requirements under the Planning Act and other relevant legislation to administer the Committee of Adjustment function, and provide administrative, management and clerical support for the Committee.

SUPERVISION RECEIVED

Supervisor of Development Planning

WORKING PROCEDURES

• Administers all aspects of the operation of the Committee of Adjustment in accordance with the

Planning Act

,

Municipal Act

, and all other applicable regulations and procedural by-laws;

• Oversees and provides advice to the Committee in the performance of their duties and assists the general public through the application process;
• Implements the delegated authority to issue “Certificates of Official”, in accordance with the

Planning Act

, and accepts all responsibilities and duties associated therein;

• Responsible for management and coordination of the processing of Committee of Adjustment applications;
• Receives and reviews formal submission of applications for completeness, in accordance with statutory requirements of the

Planning Act

, municipal requirements, and departmental practices;

• Calculates, prepares, and issues invoices for Committee of Adjustment application fees;
• Prepares and circulates statutory Notices in accordance with the

Planning Act

;

• Prepares and publishes Committee agendas and makes necessary preparations and accommodations for virtual, hybrid, or in-person hearings;
• Responds to inquiries received from the general public, Council members, other levels of government, agencies, and staff regarding Committee of Adjustment files, operational procedures, and the role and responsibility of the Committee;
• Reviews and co-ordinates correspondence received from commenting departments, individuals, and agencies for consideration by the Committee;
• Attends all Committee of Adjustment hearings, and ensures that all legal, administrative and statutory obligations are met for business to be conducted before, during, and after all hearings;
• Prepares decisions, including terms and conditions for application approval, or reasons for refusal of application, by the Committee;
• Prepares an accurate record of all Committee proceedings including the preparation and publication of meeting minutes including video timestamping of agenda items;
• Provides procedural advice to ensure that meetings are run in a professional manner and in accordance with the Town’s Procedural Bylaw;
• Tracks the clearance of imposed conditions on Committee decisions pertaining to provisional consents and minor variances;
• Reviews reference plans prepared by an Ontario Land Surveyor (OLS) and the draft property deeds prepared by the proponent’s Solicitor, and works with both to ensure plans and deeds accurately reflect approvals;
• Issues Certificates of Official and prepares Cancellation of Consent Certificates;
• Maintains official records of all Committee of Adjustment applications and decisions, and all other official business of the Committee in accordance with the Town’s records retention policy within the Town’s record management and application tracking systems;
• Updates Committee of Adjustment application data within the Town’s application tracking system and prepares reports as required including quarterly data reporting to the Ministry of Municipal Affairs and Housing;
• Assists in the formulation and implementation of operational procedures for the Committee functions to achieve compliance, processing improvements and cost reductions;
• Liaises with Committee Chair on terms of reference, annual workplan, meeting format, agenda review, training, and ensures that all Committee members are aware of related Corporate policies and follow these throughout the course of their work on the Committee;
• Assists in the Supervisor in the management of the Committee fiscal responsibilities regarding budget, expenses, and honorariums;
• Ensures Committee member accreditations in Ontario Association of Committees of Adjustment and Consent Authorities (OACA) are current, and makes arrangements for Committee members’ professional development;
• Prepares required document package for appeals of decisions to the Ontario Land Tribunal (OLT), including affidavits, submission forms, staff reports, Committee agendas, minutes, and all other related materials;
• Updates and