These explanations are written for a lay reader. They are educational, not legal advice.
Accessibility Advisory CommitteeA City committee that advises on barriers affecting people with disabilities and how City services, buildings, programs, or decisions can be made more accessible.
Ad Hoc Advisory CommitteeA temporary committee created for a specific issue or project, usually with a limited job and timeline.
AdministrationCity staff and senior managers who run services, prepare reports, and carry out Council direction.
AgendaThe official list of topics, reports, motions, and decisions scheduled for a meeting.
Agenda HTMLThe web version of a meeting agenda, often with item links, attachments, and sometimes video links.
Agenda itemOne specific topic or report on a meeting agenda.
AppealA formal challenge to a decision, usually to a tribunal, appeal body, or court depending on the matter.
Appeals TribunalA local body that hears certain appeals under City by-laws or delegated authority.
ApplicantThe person, company, or organization asking the City for an approval, permit, rezoning, variance, or other decision.
ApplicationA formal request submitted to the City, usually with forms, plans, fees, and supporting documents.
Approval authorityThe person or body legally allowed to approve a planning application or decision.
At-large councillorA councillor elected by the whole city instead of one ward. They represent every resident city-wide.
AuditorA person or firm that checks financial records, controls, or processes for accuracy, risk, and compliance.
By-lawA local law passed by Council that applies within the municipality.
By-law amendmentA change to an existing local law.
Capital budgetMoney planned for long-life assets such as roads, buildings, equipment, water systems, parks, or major repairs.
Capital reserve fundMoney set aside for future capital repairs, replacements, or major projects.
CarriedA meeting term meaning the motion passed.
Chief Administrative OfficerThe senior executive who leads City administration and manages how Council direction is carried out.
City ClerkThe official responsible for meeting records, agendas, minutes, elections, notices, deputations, and many procedural rules.
City CouncilThe elected mayor and councillors who make major municipal decisions together.
City ManagerThe senior staff leader responsible for the overall management of City operations.
Closed SessionPart of a meeting held away from the public when the law allows confidentiality, such as legal advice, labour relations, or property negotiations.
CommitteeA smaller group that studies issues, hears reports, and makes recommendations before Council makes final decisions.
Committee of AdjustmentA quasi-judicial local body that decides minor variances, consents, and some property-specific planning matters.
Committee of the WholeA meeting format where all councillors consider a matter in committee style, often for budgets, closed sessions, or major cross-department items.
Community Safety and Well-beingA planning area focused on safety, prevention, social issues, vulnerable residents, and community risk factors.
ConsentA planning approval that allows certain property changes such as severing land, creating an easement, or adjusting lot boundaries.
Conflict of interestA situation where an elected official’s personal financial interest could affect, or appear to affect, their public decision-making.
Council ChambersThe room at City Hall where Council meetings are held.
Council ratificationFinal approval by Council of something recommended by a committee.
CouncillorAn elected Council member. Some represent wards and some represent the whole city at large.
Delegated authorityPower Council gives to staff or a committee to make certain decisions without returning to full Council each time.
Delegation of approval authorityA specific handoff of approval power from Council to staff or another body for certain decisions.
Department headA senior City manager responsible for a major department or service area.
DeputationA formal opportunity for a person or group to speak to Council or committee about an agenda item.
Development proposalA planning or building-related request for changing, subdividing, or developing land.
EasementA legal right for one property or party to use part of another property for a specific purpose, such as access, drainage, or utilities.
Electronic participationJoining or speaking at a meeting by video, phone, or online platform instead of attending in person.
EnforcementThe City’s process for checking compliance and responding when rules or by-laws are broken.
Executive reportA report prepared for Council or committee by senior administration or a department.
Final levyThe final amount of property tax the City bills after budget and tax-policy decisions are made.
Financial statementsFormal financial records showing revenues, expenses, assets, liabilities, and financial position.
FrontageThe width of a property along a street or road.
GrowthThe City division or policy area dealing with planning, building, development, land use, economic development, and related infrastructure.
Heritage Advisory CommitteeA committee that advises on heritage properties, preservation, and related designations or approvals.
Hybrid meetingA meeting where people can participate both in person and electronically.
In-cameraAnother term for a closed session held privately under specific legal rules.
Internal auditA review function that checks whether City systems, controls, spending, and processes are working properly.
Internal Audit CharterThe document that explains the internal audit role, authority, independence, reporting line, and scope of work.
Land useHow land is allowed or intended to be used, such as housing, commercial, industrial, institutional, parks, or mixed uses.
Legal non-conformingA use or building that was legal when established but does not match current zoning rules. It may be allowed to continue under specific limits.
Lot areaThe total size of a property parcel.
Lot frontageThe measured width of a lot along the street.
MayorThe head of Council, elected city-wide, with leadership duties and, in Ontario strong-mayor municipalities, extra legal powers.
Meeting calendarThe official schedule of City meetings, often with links to agendas and minutes.
MinutesThe official written record of what happened at a meeting, including motions and decisions.
Minor variancePermission to vary from a zoning rule in a way the approval body accepts as minor and appropriate.
MotionA formal proposal that Council or a committee can debate and vote on.
NOHFCNorthern Ontario Heritage Fund Corporation, a provincial funding body that supports economic and infrastructure projects in Northern Ontario.
NoticeAn official public announcement about a meeting, application, hearing, decision, or deadline.
Notice of ApplicationA public notice telling residents that an application has been received and is under review.
Notice of Committee HearingA public notice giving details about a Committee of Adjustment hearing and how to participate or comment.
Notice of DecisionA formal notice saying what decision was made and often explaining appeal rights or next steps.
Official PlanThe City’s high-level land-use planning document. It sets broad policy for growth, housing, transportation, services, and land development.
Official Plan amendmentA formal change to the City’s Official Plan.
Operating budgetMoney planned for day-to-day services such as staffing, maintenance, utilities, programs, and routine operations.
Partial servicesDevelopment served by some municipal services but not all, often municipal water with private septic or another mixed arrangement.
PetitionA written request signed by residents and submitted to the City to show support, opposition, or concern.
Planning ServicesCity staff responsible for planning applications, land-use policy, zoning review, and development-related reports.
PolicyA rule, direction, or framework used to guide decisions and City work.
Procedural By-lawThe rulebook for how Council and committee meetings are run, including motions, debate, deputations, agendas, and voting.
Property tax ratioA number that helps decide how the tax burden is shared between property classes such as residential, commercial, and industrial.
Public meetingA meeting where residents can hear about an issue and usually provide input before a decision.
Public noticeOfficial public communication meant to inform residents about a process, application, meeting, or deadline.
Quality of LifeThe City committee or policy area dealing with community services, recreation, social issues, culture, safety, and resident well-being.
Quasi-judicialA decision-making role that is not a court but must follow a fair legal-style process and apply rules to evidence or applications.
RatificationFinal confirmation or approval, often by Council after a committee recommends something.
RecommendationThe action staff or a committee asks Council to approve. It is not final until the proper decision-maker approves it.
Reserve fundMoney set aside for a specific future purpose.
RezoningChanging the zoning rules that apply to a property.
Section 37A planning tool historically used in Ontario to secure community benefits from certain developments. Its current use depends on changing provincial planning rules.
SetbackThe required distance between a building and a lot line, street, or other feature.
SeveranceA planning approval that splits one property into two or more parcels or changes property boundaries.
Site-specificA rule or approval that applies to one particular property rather than the whole city.
Special City CouncilA Council meeting called for a specific purpose outside the regular meeting schedule.
Standing CommitteeA permanent committee that reviews specific types of City business before items go to Council.
StatutoryRequired or governed by law.
SubdivisionThe process of dividing a larger piece of land into multiple lots, usually with roads or services.
Tax rateThe rate used to calculate property taxes, applied to assessed property value and property class.
Tax ratioAnother term for property tax ratio, used to compare tax burden across property classes.
Under ReviewA status meaning staff are still reviewing an application and a final recommendation or decision has not yet been reached.
VariancePermission to depart from a zoning rule, usually for a specific property.
WardA geographic area of the city represented by a ward councillor.
Ward councillorA councillor elected by residents of one ward to represent that area on Council.
ZoningLocal rules that control what can be built or used on a property, including use, height, setbacks, parking, and density.
Zoning By-lawThe City by-law that contains zoning rules.
Zoning By-law amendmentA formal change to the zoning rules for a property or area.
Urban Low-riseA planning category generally associated with lower-height urban residential or mixed residential forms.
Urban Mid-riseA planning category generally allowing taller and denser urban buildings than low-rise areas, but not high-rise scale.