For service in-person: 1211 John Counter Boulevard, Kingston, ON K7K 6C7
Contact details:
Customer service commitment
Planning Services is committed to providing excellent customer service in every aspect of our business. To achieve this, we:
- Treat our customers fairly and honestly
- Provide the guidance and support needed to see every inquiry through
- Deliver our services in a genuine and friendly manner
Standards are provided for the various services we deliver. Timelines are based on business days and are average service times.
Feedback is important and we welcome suggestions on how we might improve our services. If you would like to share your suggestions, compliments, constructive criticism, or complaints, please contact the staff member you have been working with. If you are unable to resolve the issue, please contact the staff member’s supervisor.
Email response standard
Service standard: Initial response within two (2) business days. Where investigative work or input from other departments is required, a response within one week can be expected.
Description: Inquiries submitted to contactus@cityofkingston.ca will receive an automated acknowledgment immediately following an email or online service request submission. This will include a reference number that can be used to follow up or check the status through a MyKingston account.
Inquiries submitted to planning@cityofkingston.ca will receive a response within the service standard of two (2) business days.
Telephone/Voicemail response standard
Service standard: An initial response within one (1) business day.
Description: Phone and voicemail inquiries will receive acknowledgement within the same day, where possible. If no one is available immediately to answer the call, the option of leaving a voicemail will be available.
In situations where an inquiry requires a subject matter expert from another City department, the call will be transferred, or a service request submitted on the caller’s behalf.
Walk-In service standard (“Planner-of-the-Day service”)
Service standard: Planning Services staff are available during normal business hours each day for in-person, telephone and email inquiries.
Description: A representative from Planning Services is available in-person each day during normal business hours. Anticipated wait times will be provided if staff are assisting other customers. Customers will be served within approximately 15 minutes of arrival.
Where a follow-up email or phone call is required to address an in-person inquiry, staff will provide an anticipated response time based on the complexity of the specific inquiry.
Meeting requests
Service standard: An initial response to meeting requests submitted by phone, voicemail or email will be issued within two (2) business days.
Description: Meetings with Planning Services staff are available by appointment by phone, virtual platform (such as Teams or Zoom), or in-person in one of our accessible meeting rooms. Meetings will be scheduled during regular business hours.
Development review processes and service standards
The service standards for the development review processes are intended to make our customers aware of how long certain development applications generally take to process. Timelines are based on calendar days and are average service times as they cannot consider how long it may take a customer to re-submit revised drawings or provide additional information required to conclude the application review process.
Given the complexity of some applications, or the type of information that we have been asked to comment on, it may not be possible to adhere to the identified service standard timelines. In the event that this occurs, we will advise our customer to let them know when we will be able to move their application or inquiry forward.
Although our service standards strive to more efficiently process applications, the Planning Act remains the final authority with respect to legislated timelines for planning applications.
Pre-application
Service standard: Pre-applications are processed within 5 weeks from the submission deadline date. Complex applications may require additional processing time.
Description: Pre-application meetings are a part of the development review process for most Planning Act applications. The pre-application submission deadline and meeting schedule can be found on the City’s Pre-application webpage. While a pre-application is no longer required by the City, it is recommended that proponents go through this process to have their proposals comprehensively reviewed by staff, and to obtain the list of submissions materials required for the filing of a complete application.
Submission and assignment of a new application
Service standard: Applications are assigned to planning staff on a weekly basis.
Description: Some applications, such as those considered by the Committee of Adjustment have an application cut-off date based on the Committee of Adjustment meeting schedule. Application cut-off dates for Committee of Adjustment applications can be found on the Committee of Adjustment Process webpage.
Deeming an application complete
Service standard: Notification of an application being deemed complete or incomplete will typically be issued within 7 business days of submission.
Description: Following receipt of an application, the submission will be reviewed for completeness. Where application materials are missing, including required fees, the planner will notify the applicant within 7 business days of the submission date. Until an application is deemed complete, it will not be processed.
Public input: Meeting date, signage and notice
Service standard: Required public notices, including on-site signage, will be organized by the planner within 15 business days from the date the application has been deemed complete.
Description: Notification requirements are dependent on the application type and may include a scheduled public meeting, mailing to notify neighbouring property owners of the proposal, and/or generating and providing required signage for the applicant to post on the property. Minimum timeline and notification requirements are prescribed under the Planning Act.
First technical review cycle – send circulation
Service standard: The same day the application has been deemed complete; the application will be circulated for the first technical review.
Description: Technical review is undertaken by various City departments and external agencies including but not limited to utility companies, municipal service providers, Provincial ministries, and adjacent municipalities.
First technical review cycle – comment period
Service standard: Technical comments are received between 14 to 30 business days from the date the application has been circulated, depending on application type.
Description: The number of days which applications are circulated for technical review and comment are based on application type as summarized below.
- Site Plan Control – 14 business days
- Zoning By-Law Amendment – 14 business days
- Official Plan Amendment – 14 business days
- Draft Plan of Subdivision/Condominium – 30 business days
- Final Plan of Subdivision/Condominium – 30 business days
- Most other application types – 14 business days
First technical review cycle – report released
Service standard: A technical review report will be provided to the applicant within 7 to 20 business days from the date that all circulation comments are due.
Description: Once all comments from the technical review have been submitted, the planner will review them for consistency and consolidate the comments in a Technical Review Report and provide the report to the applicant. The Technical Review Report will identify any requested revisions or clarifications. The release of the Technical Review Report varies by application type as summarized below.
- Site Plan Control – 7 business days
- Zoning By-Law Amendment – 7 business days
- Official Plan Amendment – 7 business days
- Draft Plan of Subdivision/Condominium – 20 business days
- Final Plan of Subdivision/Condominium – 20 business days
- Most other application types – 7 business days
Subsequent technical review cycles – send circulation
Service standard: Within 5 business days from the date a complete re-submission has been received, the application will be circulated for a subsequent technical review.
Description: The technical review process will continue until such time as all departments and agencies have indicated their comments have been addressed. As such, it is important that applicants address all requirements identified in each technical review report as this directly supports timely processing of applications.
Subsequent technical review cycles – comment period
Service standard: Subsequent technical comments are received between 7 to 14 business days from the date the application has been re-circulated, depending on application type.
Description: The number of days which applications are re-circulated for technical review and comment are based on application type as summarized below.
- Site Plan Control – 7 business days
- Zoning By-Law Amendment – 7 business days
- Official Plan Amendment – 7 business days
- Draft Plan of Subdivision/Condominium – 14 business days
- Final Plan of Subdivision/Condominium – 14 business days
- Most other application types – 7 business days
Subsequent technical review cycles – report released
Service standard: A subsequent technical review report will be provided to the applicant within 5 to 10 business days from the date that all circulation comments are due.
Description: Once all comments from the technical review have been submitted, the planner will review them for consistency and consolidate the comments in a Technical Review Report and provide the report to the applicant. The Technical Review Report will identify any further requested revisions or clarifications. The release of the subsequent technical review report varies by application type as summarized below.
- Site Plan Control – 5 business days
- Zoning By-Law Amendment – 5 business days
- Official Plan Amendment – 5 days
- Draft Plan of Subdivision/Condominium – 10 days
- Final Plan of Subdivision/Condominium – 10 days
- Most Other Application Types – 5 days
Community meeting
Service standard: Date subject to Planning Committee meeting schedule.
Description: The Community Meeting provides the opportunity for the Planning Committee to hear from both the applicant and from interested parties as part of the public review process. All public input is forwarded to the applicant and included in the final recommendation report. Attendance at this meeting by the applicant required.
Planning Committee meeting: Recommendation report
Service standard: Date subject to Planning Committee meeting schedule.
Description: Once all technical considerations have been addressed, the planner will prepare the recommendation report to be presented at a Public Meeting. A Public Meeting is a statutory requirement for certain application types under the Planning Act. The report will be considered by the Planning Committee and then forwarded to Council
for a decision. Attendance at this meeting by the applicant is required.
Council meeting: Decision on the proposal
Service standard: Applications will be forwarded to Council for a decision for the next available schedules Council meeting date.
Notice of decision
Service standard: A Notice of Decision will be provided to the applicant within 7 business days of the Council decision.
Description: Once Council has made a decision with respect to an application, a formal Notice is prepared. The Planning Act prescribes the form of the Notice, the timing for issuing the Notice, and the persons to whom the Notice must be given based on application type.
Appeal period
Service standard: Appeal periods vary by application type, subject to Planning Act requirements.
Declaration regarding no appeal
Service standard: A signed declaration will be provided within 7 business days from the day the appeal period ends.
Description: A signed declaration that no notice of appeal was filed under the Planning Act is issued by the Clerk’s Office. The declaration includes a copy of the by-law and is sent to the applicant, the owner and the assigned planner.
Application processing standards
- Civic Addressing – Civic Addressing applications are processed within 1-2 weeks of submission.
- Consent (standard) – Standard Consent applications are processed within four (4) months of submission.
- Description: Standard consents are heard by the Committee of Adjustment for a decision.
- Consent (technical) – Technical Consent applications are processed within two (2) months of submission.
- Description: Technical Consent applications include consents that comply with the Zoning By-Law and applications to sever along a common party wall, to create or extend a right-of-way or easement, to adjust a lot boundary or facilitate a simple lot addition, for consent to a power of sale or mortgage, consent to lease in excess of 21 years, and for validation of title.
- Minor Variance or Permission – Minor Variance or Permission applications are processed within four (4) months of submission.
- Draft Plan of Subdivision – Draft Plan of Subdivision applications are processed within nine (9) months of submission.
- Final Plan of Subdivision – Final Plan of Subdivision applications are processed within six (6) months of submission.
- Draft Plan of Condominium – Draft Plan of Condominium applications are processed within nine (9) months of submission.
- Final Plan of Condominium – Final Plan of Condominium applications are processed within six (6) months of submission.
- Model Home Agreement – Model Home Agreement applications are processed within one (1) month of submission.
- Removal of Holding Overlay – Applications to remove the Holding Overlay are processed within two (2) months of submission.
- Zoning By-Law Amendment – Zoning By-Law Amendment applications are generally processed within four (4) months, however, major developments which include complex supporting information or extensive public input may require additional processing time.
- Official Plan Amendment – Official Plan Amendment applications are generally processed within 4 to 6 months of submission, however, major developments which include complex supporting information or extensive public input may require additional processing time.
- Official Plan and Zoning By-Law Amendment (concurrent) – Concurrent Official Plan Amendment and Zoning By-Law Amendment applications are generally processed within 4 to 6 months, however, major developments which include complex supporting information or extensive public input may require additional processing time.
- Security Release – Requests for Security Releases are processed within three (3) months of submission.
- Site Alteration Permit – Site Alteration Permit applications are processed within one (1) month of submission.
- Site Plan Control (New Agreement) – Site Plan Control applications requiring a new Site Plan Agreement are processed within 3 to 6 months of submission.
- Site Plan Control (Modification to Existing Agreement, registered) – Site Plan Control applications requiring registration of an amending Site Plan Agreement are processed within 3 months of submission.
- Site Plan Control (Modification to Existing Agreement, letter) – Site Plan Control applications to modify an existing Site Plan Agreement but that do not require registration of an amending agreement are processed within one (1) month of submission.
- Part Lot Control – Part Lot Control applications are processed within two (2) months of submission.
- Pre-Servicing Agreement – Pre-Servicing Agreement applications are processed within one (1) month of submission.
- Tree Permit – Tree Permit applications are processed within one (1) month of submission.
