Update on Committee of Adjustment Virtual Public Hearings

the challenges of conducting virtual public hearings, including an overview of current processes, a review of best practices and potential technological improvements; b. recommendations respecting the establishment of an advisory committee; c. undertaking public engagement in their review; . d. promoting good conduct by applicant and general public participants; e. more scoping of supporting materials and information that would help applicants and the general public prepare for an effective representation at hearing; and f. review of the Committee of Adjustment procedures and processes based on tribunal best practices, and to ensure they support panel members in achieving procedural fairness and natural justice. 2. City Council request the Chief Planner and Executive Director, City Planning to report back to the Planning and Housing Committee on: a. other available options to provide notice to residential tenants for Committee of Adjustment applications; b. the availability and quality of data that identifies residential tenants and any information technology and programming requirements needed to provide such notice; c. the feasibility of accepting written submissions and requests to register to speak from members of the public after the respective deadlines in cases where receipt of notices by mail was delayed; d. the current status of recommendations related to improving transparency and public participation from the End-to-End Review of the Development Review Process: Final Report, KPMG, 2019; and e. interim strategies to improve the accessibility and transparency of virtual Committee of Adjustment hearings, based on feedback received from residents and stakeholders in recent weeks, to be implemented in the short-term. 3. City Council request the Chief Planner and Executive Director, City Planning and other appropriate City Staff to investigate enhancing and expanding the outreach to residents in regards to matters that come to Committee of Adjustment, so that residents can be better informed on how Committee of Adjustment processes work, and advise residents on how to best present their case at Committee of Adjustment. 4. City Council direct that outreach to residents be made very explicit on all signage and communications going to residents in regards to upcoming Committee of Adjustment hearings.