The Virtual World We Live In: Addressing Issues with Online Development Meetings

In response to the COVID-19 pandemic, City Planning has been conducting all development meetings – from minor variance hearings at the Committee of Adjustment (COA) to community consultation meetings on major development applications – virtually since last year. I have heard from residents across Ward 15 – Don Valley West about various public participation issues they’ve experienced with the new, virtual meeting format.

At the COA, these issues have included a reduced timeframe to submit written comments, technical problems during hearings that have impacted participants' ability to provide verbal feedback, and the delayed mail-out of Public Notices. During Community Consultation Meetings (CCMs) for major development applications, residents have faced a range of technical difficulties and a lack of consistent meeting agendas which can allow the developer to dominate the discussion, leaving little time for the community to comment or ask questions at this critical stage in the planning process.

In response, I've moved several motions at City Council – developed in consultation with residents' associations across Don Valley West – to address ongoing issues with virtual development meetings.

My motion calling for improvements to virtual COA hearings requested staff to move the comment submission deadline closer to the hearing date, ensure that Public Notices are delivered well in advance, and implement standardized procedures to address audio-visual issues in real-time.

To improve CCMs for major development applications, I've asked Planning staff to standardize meeting agendas, explore opportunities to improve the experience for residents participating by phone or those who don't have computer access, and assess best practices for virtual consultation meetings in other jurisdictions.

Virtual meetings will likely remain a part of our lives for the foreseeable future and we must continue to look for opportunities to improve and enhance the public consultation process.