Apply for site plan approval

Overview

Site plan approval ensures proposed developments are designed and built-in accordance with municipal requirements, policies, and standards, including Guelph’s Official Plan and Zoning By-law. It also ensures proposed developments have essential municipal services (e.g. water, sanitary and storm) and on-site facilities (e.g. buildings, parking, etc.) and do not impose negative impacts on adjacent lands.

All lands within the City of Guelph are designated as a Site Plan Control area.

The General Manager of Planning and Building Services has delegated authority to grant final site plan approval.

Site plan approval is required to: construct a new building/structure or addition, undertaking alterations to a building/structure which has the effect of substantially increasing the size or usability, creating a commercial parking lot, or making changes to a previously approved site plan.

Site plan approval is not required for certain types of land development and site alteration. This includes residential developments containing 10 units or less on a parcel of land located outside of a prescribed area.

To confirm whether site plan approval is required, please contact [email protected].

Where required, site plan approval must be issued prior to a building permit being issued.

Step 1 – Initial site plan meeting (optional)

Applicants are encouraged to have an initial site plan meeting with the Site Plan Review Committee (SPRC) to prepare for a successful mandatory pre-consultation site plan submission.  The SPRC is a multi-disciplinary committee made up of staff from various municipal departments (no external agencies).

Submission requirements

The following materials must be provided digitally to [email protected]:

• Initial site plan meeting application form; and
• Concept site plan (refer to the checklist included within the application form).

Note: There is no fee for an initial site plan meeting.

Please refer to the SPRC meeting dates calendar for more information, including SPRC meeting dates and submission deadlines.

At the SPRC meeting

Meetings are held virtually with the SPRC and are assigned to a 45-minute timeslot. SPRC members will provide verbal feedback on the proposed concept plan.  No written comments or meeting minutes will be provided.  Applicants are encouraged to ask questions and take detailed notes.

Step 2 – Mandatory pre-consultation site plan submission and meeting

Applicants may skip Step 1 – Initial Site Plan Meeting and proceed directly to Step 2 – Mandatory Pre-Consultation Site Plan Submission & Meeting.  A mandatory pre-consultation site plan submission is required for all applications subject to site plan approval.

Submission requirements

The following materials must be provided digitally to [email protected]:

• Mandatory pre-consultation site plan application form & checklist;
• All applicable required materials outlined in the mandatory pre-consultation site plan application form & checklist; and
• Payment of the mandatory pre-consultation fee. Please contact [email protected] for payment options and instructions.

All submission materials must be formatted and saved in accordance with the City’s File Naming Conventions document.

Please refer to the SPRC meeting dates calendar for more information, including SPRC meeting dates and submission deadlines.

At the SPRC meeting

Meetings are held virtually with the SPRC and are assigned to a 45-minute timeslot.  Applicants will receive draft SPRC summary comments in advance of the meeting. Final SPRC summary comments will be provided following the meeting. Final SPRC summary comments will include a list of all required submission materials, requirements to be satisfied prior to making a site plan submission and will indicate whether the application should proceed to Step 3 – Pre-Submission Review & Meeting or directly to Step 4 – Site Plan Submission & Approval.

Important notes

• Final mandatory pre-consultation SPRC summary comments are valid for 1 year from the date of the SPRC meeting.  A complete submission (pre-submission review or site plan submission) must be received within this timeframe, otherwise a new mandatory pre-consultation site plan submission and meeting, including the required fee, will be required.
• It is the applicant’s responsibility to contact the necessary external agencies to initiate the review of the proposed application and obtain required clearances and approvals. Applicants are encouraged to contact external agencies early in the process.  Clearances and approvals may be required from, but are not limited to, the following external agencies:
  • Conservation Authority: Grand River Conservation Authority
  • Provincial or Federal Agencies including: Ontario Ministry of Municipal Affairs and Housing, Ontario Ministry of Environment and Climate Change, Ontario Ministry of Natural Resources and Forestry, Ministry of Transportation Ontario, Metrolinx, Natural Resources Canada, Fisheries and Oceans Canada, Canada Post
  • Utility Companies: Alectra, Enbridge, Bell Canada, Rogers, other utility companies
  • Rail Lines: Canadian National Railway, Guelph Junction Railway

Step 3 – Pre-submission review and meeting

Where advised by the SPRC, applicants are to prepare, coordinate, and submit all required materials outlined in the last set of final SPRC summary comments in support of a pre-submission review application.

Submission requirements

The following materials must be provided digitally to [email protected]:

• Site Plan Pre-Submission Review Application Form;
• Cover letter and detailed consolidated response letter confirming how each comment has been addressed from the last set of final SPRC summary comments;
• Digital copy of all required submission materials as noted in the last set of final SPRC summary comments, including hard copies (if required); and
• Payment of the pre-submission review fee (please contact [email protected] for payment options and instructions).

All submission materials must be formatted and saved in accordance with the City’s File Naming Conventions document.

Please refer to the SPRC meeting dates calendar for more information, including the SPRC meeting dates and submission deadlines.

At the SPRC meeting

Meetings are held virtually with the SPRC and assigned to a 45-minute timeslot. Applicants will receive draft SPRC summary comments in advance of the meeting.  Final SPRC summary comments will be provided following the meeting.  Final SPRC summary comments will indicate what submission materials need to be revised, requirements to be satisfied prior to making a site plan submission, and whether Step 3 – Pre-Submission Review and Meeting should be repeated, or if an application should proceed to Step 4 – Site Plan Submission & Approval.

Important notes

• Prior to proceeding to Step 4 – Site Plan Submission & Approval, applicants must demonstrate how the applicable requirements identified in the last set of final SPRC summary have been addressed. This may include but is not limited to confirmation of zoning compliance (or obtaining minor variance approval where required), obtaining a heritage permit/clearance, obtaining clearance/approval from applicable external agencies.
• Once a complete pre-submission review application is received, applicants have 6-months from the date of the SPRC meeting to make a further submission (either another pre-submission review or a site plan submission).  If a complete submission is not made within the 6-month timeframe, the applicant must provide a letter to [email protected] explaining the reason for the delay, and the timeframe when a further submission is anticipated for consideration by the General Manager of Planning & Building Services.  If the reasoning is not accepted by the General Manager of Planning & Building Services, a new mandatory pre-consultation will be required, and the application will be subject to all new fees.

Step 4 – Site plan submission and approval

Once all applicable requirements identified in the last set of final SPRC summary comments have been addressed, and the SPRC recommends an application proceed to this step, a site plan application can be submitted.

Submission requirements

The following materials must be provided digitally to [email protected]:

• All required materials and clearances outlined in the final mandatory pre-consultation SPRC summary comments and revised in accordance with the last set of final SPRC summary comments; and
• Payment of all required fees (please contact [email protected] for payment options and instructions).

All submission materials must be formatted and saved in accordance with the City’s File Naming Conventions document.

Please refer to the SPRC meeting dates calendar for site plan submission deadlines.

Note: There is no meeting with the SPRC for this step.

Submission review

Once a site plan submission has been received (including all required fees), and reviewed, applicants will receive notice confirming whether the submission is complete in accordance with Section 41(3.6) of the Planning Act.

Where a submission is deemed complete, either site plan approval will be issued, or applicants will receive a list of conditions of approval that will need to be satisfied prior to site plan approval being issued.

Conditions of approval may include but are not limited to transfer of any required lands or easements to the City, provide all required securities (per the approved cost estimates), enter into a Site Plan Control Agreement.

Important note: Building permits will not be issued until all conditions have been satisfied and site plan approval has been issued.

Step 5 – Post-development inspections and security release

After construction is complete, and the required certification letter has been provided by the appropriate consultant (as applicable), the applicant must contact the City to request an inspection to confirm compliance with the approved site plan materials and release the securities.

Separate inspections are needed to release each security, please contact the appropriate department to schedule the necessary inspection:

• Site compliance inspection/ on-site landscape works security release inspection – [email protected]
• Public open space (off-site) works security release inspection – [email protected]
• On-site engineering works security release inspection – [email protected]
• Municipal right-of-way (ROW) works security release inspection – [email protected]

When the site complies with the approved materials, it is in full compliance.  A letter will be provided to the applicant to confirm, and the file will be closed.

Alternative formats are available upon request in accordance with the Accessibility for Ontarians with Disabilities Act, 2005.

For more information

City of Guelph
Planning & Building Services
519-822-1260 extension 5616
[email protected]

Please note The City of Guelph development application process, guidelines and schedules are governed by the Planning Act.