Introduction
Planning Board
Human Resource Management
Administration
Financial Management
Land Use and Development
Permits

Introduction

The planning district objectives are to promote the optimum economic, social, environmental and physical condition of the area. They deal with land use, ensure plans and by-laws are complied with, and issue permits. Districts consist of all or part of two or more municipalities and are established by Order-in-Council. Since 1976, 28 districts have been established.

The main legislative authority for all planning districts is The Planning Act (C.C.S.M. c.P80). providing local and provincial structures for land use planning.

The Community Economic Development Services Branch of Manitoba Intergovernmental Affairs advises and assists districts in formulating policies affecting the use and development of land, and coordinates the major land use planning activities of such public authorities. It also reviews development plans and makes recommendations to the Minister.

The Municipal Board is a quasi-judicial body that hears appeals against decisions of an approving authority, objections to zoning by-laws, applications for cancellations and approval of plans of subdivision, and matters referred to it by the Minister of Intergovernmental Affairs.

Records of the Community Economic Development Services Branch and Municipal Board are identified in the Access and Privacy Directory, Provincial Government and Government Agencies.

Note: Not all planning districts have the same range of responsibilities or functions. Larger districts may perform all of the associated planning functions under The Planning Act while smaller districts may be assisted by the professional planning advisory services of Manitoba Intergovernmental Affairs. Consequently, this Directory is a general guide to types of records which may be found in planning districts, not a specific listing of records held by each planning district. This listing of records does not reflect administrative structures within the districts.

Access Point Considerations: Access to records created by a planning district will be through the specific district itself. Planning districts carry out administrative functions related to land use in member municipalities based on the decisions of those municipalities. Districts may have copies of records; however, in most cases, the primary source of information on zoning by-laws, conditional use and variation orders are the member municipalities. With few exceptions, the support provided to planning districts by Manitoba Intergovernmental Affairs means that this department is the best source for subdivision information.

Planning Board

A planning district board is composed of one or more members of the council of each member municipality or advisory council of each local government district. Where a substantial part of the land in the planning district is Crown land, the board may request that the Minister of Intergovernmental Affairs designate to the board a person employed by the government.

A planning district board administers and enforces land use by-laws of member municipalities; prepares development plans with the assistance of the municipal councils; reviews and coordinates policies and programs related to land use and the provision of public facilities; hears objections to zoning by-laws to which member municipalities have given second reading; and acts as an approving authority for the area under its jurisdiction when authorized by the Minister of Intergovernmental Affairs.

Board Minutes (Originals)
Minutes and resolutions of the planning district board.

By-laws (Originals)
By-laws passed by the planning district board.

Planning Advisory Committee Reports
Reports and minutes of meetings.

Annual Reports
Reports of activities and operating budgets submitted to the member municipalities.

Human Resource Management

The human resource management function of a planning district includes staff recruitment, employee relations, and payroll services for employees of the district.

Payroll Records
Authority: Program Policy.
Purpose for Collection: To record the administration of payroll services.
Information: Payroll registers (all earnings, deductions and net earnings for each employee); time sheets. Personal information may include: name; employee number; SIN; sick time; sick leave; vacation; overtime; earnings; deductions.

Employee Files
Authority: The Pension Benefits Act; Program Policy.
Purpose for Collection: To maintain record of employment for all district employees.
Information: Personal information may include: name; birth date; marital status; SIN; home address; telephone and fax numbers; resume/application for employment; letters of reference; letters of offer; contractual documents; oath of office (if taken); education history; employment history; performance appraisals; employee relations; pay and benefits information; staff development and training; criminal/security reference check; conflict of interest disclosures; personal health information.

Payroll Administration
Authority: The Income Tax Act.
Purpose for Collection: To record and update addresses and exemptions of employees (TD1 forms); to record annual salary and benefits (T4 forms).
Information: Personal information may include: name; home address; SIN; birth date; employee number; financial information.

Grievance Records
Authority: The Labour Relations Act.
Purpose for Collection: To record the processing of employee grievances and attempts to achieve settlement through negotiation, appeal or arbitration.
Information: Personal information may include: name; home address and telephone number; birth date; marital status; gender; SIN; employee number; declared employment equity information; employee type and status; employment history; employee position classification; benefit eligibility information; leave information. Information may be found on documents such as: grievance forms; letters; memos, discussion papers; interview records; notes; investigation reports; evidence; legal advice; settlement strategies and recommendations.

Personnel Administration
Policy and procedure records, policy manual.

Competition and Hiring Records
Authority: Program Policy.
Purpose for Collection: To maintain a record of all staffing activities at the district level.
Information: Applications of unsuccessful candidates, competition records and other supporting documents. Personal information may include: name; home address; birth date; SIN; employment history; education history; personal interests; volunteer experience; marital status; family status.

Administration

The administration function of a planning district is to provide central management and support services.

Office Files
General office files of the planning district staff.

Correspondence
Correspondence of the planning district staff.

Financial Management

Records described in this section relate to the general financial management duties and functions of districts.

Budget Records
Draft and final operating budgets.

Grant Records
Records of financial grants provided to the district by agreement.

Agreements
Agreements between member municipalities and with the province for funding, hiring of consultants, granting of approving authority, technical advice, bylaw administration, etc.

Land Use and Development

Land use and development within a district is subject to The Planning Act. A development plan for a district must first be approved under the terms of The Planning Act before the district can adopt it by by-law. This plan will set out the terms and conditions under which development can occur within the district.

Planning districts also serve as zoning appeal boards for member municipal zoning by-laws and amendments. The Manitoba Municipal Board serves as the zoning appeal body where objections are raised by member municipalities.

Development Plans
Development plans provide a framework for development policies and decisions. They are designed to achieve stated objectives for development and promote the optimum economic, social, environmental and physical condition of the area.

Under The Planning Act, residents and councils of member municipalities are entitled to contribute to the advice and consultation process in the drafting of development plans and are also entitled to inspect proposed development plan by-laws and attachments. These documents must be made available to the public; an application under FIPPA is not required.

Support Files
Support files regarding the development plan. Copies of plans, amendments, applications, advertisements, hearing and appeal records.

Zoning Files
The council of a member municipality may adopt a zoning by-law under The Planning Act. The by-law must conform to the development plan adopted for the area under that Act. Includes applications, advertisements, copy of by-laws, maps, hearing records and permits.

Access to proposed zoning by-laws, and all related maps and sketches, is governed by The Planning Act. These documents must be made available to the public; an application under FIPPA is not required.

Conditional Use Files
When a zoning by-law provides for a conditional use, staff of the planning district often administer applications. Includes applications, advertisements, hearing records and permits.

Variation Orders
Under The Planning Act, municipal councils issue variation orders. Councils meet to hear applications from people who believe that a zoning by-law may adversely effect them or their property. Municipal staff administers applications for variation orders or, where a planning district exists, staff of the planning district may perform this function. Planning district development officers may be authorized by municipal councils to grant or refuse minor variation orders. Includes applications, advertisements, hearing records and orders.

Zoning Memorandums and Certificates of Non-Conformity
Certificates of non-conformity may be issued for a building, structure, or use of land that was lawfully in existence at the date of the passing of a zoning by-law or amendment. The certificate states that it may continue to exist although it does not conform to the zoning by-law or amendment. Although these records are usually created by member municipal councils, in some instances, planning districts may have these records.

Subdivision Files
Planning districts generally comment on applications for subdivision before they are submitted to municipal councils. In some instances, the planning district may be delegated subdivision approving authority. Planning districts that have been granted this authority are required to approve applications for subdivision before they can be submitted for registration to the District Registrar. These files include: copies of applications; copies of reports from Province or planning district board; any copy of notices and hearings; copies of approval conditions or denial by municipal resolution; conditional approvals or denials by Province or planning district board and all supporting documents; any subdivision construction plan or engineering reports; environmental assessment or impact studies; dedication and legal fees documents; letters of credit; development agreements; performance bonds; appeals to The Municipal Board and all supporting documents.

Permits

Planning districts may, by agreement with their member municipalities, process applications and issue a variety of permits as well as ensure compliance with the terms of the permits.

Permits
May include development, building, utility, occupancy, plumbing and electrical permits, including inspection reports and all supporting documents.

Certificates of Title
Duplicate Certificates of Title to land held by the district for planning purposes.

Retained until property sold and title transferred.

Easement Agreements
Agreements to use the land of another body for a specific purpose. Examples include utility lines, driveways, and ingress and egress. Includes agreements that allow a district to use private land, or a private entity to use district land.

Airports Files
Airports managed by municipalities may be either regional/local airports, or smaller airports primarily designed to serve local interests only, such as general aviation and recreational flying. Files include: working copies of Transport Canada agreements or grants; capital projects records; operating and maintenance records.