Road Occupancy Permit, Municipal Consent and Road Closure Application

• To obtain approval from the City for any work proposed by an individual, contractor, company or other.
• To provide an opportunity for the City to review the scope of work and avoid conflicts with current or future projects.
• To ensure activities are conducted safely and the sites are restored as per City standards. 

• Work done on above or belowground infrastructures within the road allowance.
• Temporary lane(s) occupancy on the roadway or the restriction of road access.
• Obstruction of the sidewalk or disruption of pedestrian traffic flow.
• Temporary storage of bins or materials in the road allowance.
• Gaining site access by crossing municipal boulevards where there is no paved driveway for construction activities (landscaping, shed/pool installations, etc.)
• Installing service connections to properties (for work about water, sanitary sewer and storm sewer connections, a site servicing agreement needs to be in place prior to applying for an ROP. Please reach out to Development Engineering for this agreement). 
• Testing boreholes, monitoring wells, surveying or other investigations.
• Emergency repairs or replacements of existing infrastructure. 

ROP applications must be submitted a minimum of 10 business days before the proposed start date. This permit will only be approved for assumed roads; other registered lands may require other approvals within the city.

Please submit the required documentation for City staff to begin processing your request. 

What your application will consist of: 

• Completed Road Occupancy Permit application 
• Certificate of insurance with a minimum $5,000,000 Public Liability Insurance, naming ‘City of Vaughan’ as additionally insured.
• Traffic Control Plan conforming to the standards of Ontario Traffic Manual Book 7.
• Sketches and/or drawings of the location and proposed work.
• Permit fee* (refer to Fees and Charges By-law 224-2023 Schedule L).
• Additional documents requested by City staff.

How to submit your application:

1. By email:

You can submit the application via email to Utility.Coordinator@vaughan.ca. City staff will reach out to you regarding payment. 

When applying for this application, add “ROP” in the subject line of the email. Please use the following format for the subject line of the email to have the request processed (“utility company” + “project number” – ROP – “any additional info”). 

Subject line example: “TreeCutters TC123 – ROP – Glen Eden Blvd”

  2. In person: 

Please submit a copy of the required documentation to the front desk of the Joint Operations Center (2800 Rutherford Rd.) addressed to the Utility Coordinator. Payment can be made by cheque, payable to the City of Vaughan, a credit card or by requesting an invoice. Cash is not accepted.

• To obtain approval from the City for any full closure of municipal roadways.
• To provide an opportunity for the City to review the necessity of the closure.
• To provide notice of the potential disruption to emergency services, transit agencies, impacted residents and the Mayor and Members of Council.
• To mitigate impact to the public and ensure activities are conducted in a safe manner.

Road closure applications must be submitted a minimum of 20 business days before the proposed start date. This application will only be approved for assumed roads; other registered lands may require other approvals within the city.

Please submit the required documentation for City staff to begin processing your request. 

What your application will consist of:

• Completed Road Closure Application form 
• A justification letter explaining why the temporary closure is necessary and why other alternatives are not possible. 
• A traffic management/detour plan.
• A copy of the notification letter to be sent out to the surrounding community, businesses, transit authorities, etc. 
• Engineering drawings showing the proposed work. 
• Certificate of insurance with a minimum $5,000,000 Public Liability Insurance, naming ‘City of Vaughan’ as additionally insured.
• A Work Safety and Insurance Board (WSIB) form valid through the closure timeframe.
• Road closure fee* (refer to Fees and Charges By-law 224-2023 Schedule L).
• Additional documents requested by City staff.

How to submit your application:

1. By email:

You can submit the application via email to Utility.Coordinator@vaughan.ca. City staff will reach out to you regarding payment.

When applying for this application, add “Road Closure” in the subject line of the email. Please use the following format for the subject line of the email to have the request processed (“utility company” + “project number” – Road Closure – “any additional info”). 

Subject line example: “TreeCutters TC123 – Road Closure – Glen Eden Resurfacing”

  2. In person:

Please submit a copy of the required documentation to the front desk of the Joint Operations Center (2800 Rutherford Rd.) addressed to the Utility Coordinator. Payment can be made by cheque payable to the City of Vaughan, a credit card in person or by requesting an invoice. Cash is not accepted.

• To review the scope of work and approve the location of the proposed infrastructure.
• To ensure compliance with City standards (such as off-set locations and clearances).
• To confirm that the placement of proposed structures will not conflict with existing and/or future City infrastructure.

Municipal Consent applications will require a minimum of 20 business days to review. The municipal consent will only be issued for assumed roads; other registered lands may require different approvals within the city.

For City staff to begin processing your request, please submit the required documentation. 

The application will consist of:

• A copy of the engineering drawings.
• A cover letter addressed to the Utility Coordinator.
• A utility circulation document that has been submitted to all utilities to prove there are no conflicts with existing infrastructure.

How to submit your application:

1. By email:

You can submit the application via email to Utility.Coordinator@vaughan.ca. City staff will reach out to you regarding payment.

When applying for this application, add “MC” in the subject line of the email. Please use the following format for the subject line of the email to have the request processed (“utility company” + “project number” – MC – “any additional info”). 

Subject line example: “TreeCutters TC123 – MC – Glen Eden Rebuild Plan”

  2. In person:

Please submit a copy of the required documentation to the front desk of the Joint Operations Center (2800 Rutherford Rd.) addressed to the Utility Coordinator. Payment can be made by cheque payable to the City of Vaughan, a credit card in person or by requesting an invoice. Cash is not accepted.

Construction work is only permitted between 7 a.m. and 7 p.m., Monday through Saturday, as per the Noise By-Law 121-2021.

A bin will require an approved Road Occupancy Permit if within the road allowance. Please see “Road Occupancy Permit” section above. 

Yes, an approved Road Occupancy Permit will be required if the work is within the road allowance. Please see “Road Occupancy Permit” section above.

Yes, any damages to the road allowance must be restored to the original condition. 

Please refer to page 2 of the Road Occupancy Permit.

Please refer to the “Road Occupancy Permit” section above.

Please refer to our Special Events and Film Permits webpage. 
 

The City requires a minimum of 10 business days to process Road Occupancy permits, 20 business days to process Road Closure applications and 20 business days to process Municipal Consents.
 

Yes, a permit can be refused or cancelled at the City’s discretion.
 

Please email Utility.Coordinator@vaughan.ca referencing the original permit number along with the reason for extension and revised date. Permit extensions must be requested before the expiration date. If a permit expires, a new application must be submitted. 
 

An assumed roadway is a road that’s fully maintained and operated by the municipality, and not by any separate organizations (i.e. the Region, developers, etc.). 
 

For utility concerns, refer to the utilities service request webpage.
 

If you require a permit immediately, please submit your request to Utility.Coordinator@vaughan.ca with the subject line starting with “RUSH PERMIT REQUEST”. Rush permits are subject to additional fees.
 

If an emergency repair needs immediate action, the work may take place right away; however, a Road Occupancy Permit must be applied for within 24 hours of when the work takes place. 
 

Report this instance to the City of Vaughan’s Utility department for investigation by email at Utility.Coordinator@vaughan.ca.
 

Yes. Municipal Consent provides approval of proposed infrastructure. Once the Municipal Consent is approved, a Road Occupancy Permit is required to allow materials, equipment and vehicles, for construction purposes, within the road allowance.