How to add your voice, step by step
This guide explains every question the portal asks, exactly what is prepared in your name, and where it goes. Most neighbours finish in under ten minutes. You can print this page and keep it beside you while you work.
Before you start
- Have your home address and postal code handy.
- Use an email address you can open right now — we send a six-digit code to confirm the message is really from you.
- Nothing is prepared, recorded or sent until you read it and press the approve button yourself.
- You only need to submit once. Pressing the button again does not send extra copies.
The two actions you can take
1. Email Vaughan Council
A letter in your name to the Mayor, your Councillors and City staff setting out the neighbourhood’s concerns about the proposal. About three minutes.
2. Request OLT Participant status
A formal request to the Ontario Land Tribunal asking that your views form part of the case record, with a signed statement attached. About five minutes. This becomes part of a public case file.
You can do one or both. If you do both, the portal walks you through them one after the other and re-uses the details you already entered.
The steps on screen
1Choose your actions
Tap either card, or both, then press Continue. Anything you have already completed is marked and cannot be sent twice.
2Enter your details
Name, your connection to the address (owner, resident, tenant), street address, city, province, postal code, email and an optional phone number.
Your address matters: the Tribunal and Council weigh submissions from people who live with the effects of the proposal. Please use your real, full address.
3Confirm your email
We email a six-digit code. Enter it to prove the address is yours. If it does not arrive within a minute, check your junk folder or press Send a new code.
4Read the message prepared for you
You will see who it is from, who it goes to, who is copied, the subject line, the full text, and any PDF attachments. Replies always come back to your own email address.
5Add your own words (optional but powerful)
Below the message there is a box for a sentence or two in your own voice — what you see from your driveway, the flooding on your street, the traffic at school time. Personal detail carries far more weight than a form letter.
6Answer the two Tribunal questions
Will you attend the Case Management Conference? It runs by video. Saying no does not stop your submission, but attending is stronger.
How far is your property from 11305 Pine Valley Drive? Within 120 metres means you were served with the Tribunal’s notice. More than 120 metres is equally welcome — we simply add an appendix explaining why your interest still matters in a rural and estate-lot setting.
7Sign and approve
Tick the attestations, type your full name as your signature, then press Approve and send. That signature confirms the contents are true to the best of your knowledge and that you adopt the submission as your own.
8Keep your receipt
The thank-you page lists the recipients, the subject line, the time it was recorded, and download links for every PDF prepared in your name. Print or save it for your records.
What each submission includes
Email to Vaughan Council
- Sent as “Your Name via PKNA”, with replies routed straight back to your inbox.
- Addressed to the Mayor and Members of Council, copied to City staff and to you.
- Your name, address and connection to the neighbourhood, the concerns shared by the association, and anything you added in your own words.
Ontario Land Tribunal Participant status request
- Participant Status Request (PDF) — the case numbers, municipal file numbers, your contact details, your distance from the site, your attendance answer, and the required declaration about the use of generative artificial intelligence in drafting.
- Participant Statement (PDF) — your interest in the proceeding, your position on the appeals, and the planning reasons behind it: the Rural designation, municipal servicing and phasing, stormwater and off-site drainage, flood-safe access, road capacity, built form and compatibility.
- Appendix A — added only if you are more than 120 metres from the site, explaining why a fixed notice radius understates who is affected in a rural and estate-lot area.
- Both PDFs carry the PKNA letterhead and are named in the format the Tribunal expects, so they can be filed as received.
After you press send
- A PKNA organiser reviews every submission before it leaves, so nothing goes out with a typo in your name or a duplicate copy.
- You are copied on the message, so you have a permanent record of exactly what was sent on your behalf.
- Tribunal submissions become part of a public case file. Your name and address appear in that record.
- Spotted a mistake? Email us before the filing deadline and we will correct or withdraw the submission.
Questions
Email [email protected] and an organiser will help you through it. If a neighbour is not comfortable online, sit with them and complete the form together — one submission per person, using each person’s own email address.