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7.1. EDSR 07-20-2020 �� Request for Action Elk - River To Item Number Economic Development Authori 7.1 Agenda Section Meeting Date Prepared by General Business July 20, 2020 Suzanne Fischer, Community Development Director Item Description Reviewed by Chamber of Commerce Business Survey: Concern Amanda Othoudt,Economic Development #3 and #4 Director Reviewed by Cal Portner, City Administrator Action Requested • Receive information,provide feedback. • Agree,by consensus,the action sufficiently meets or exceeds expectations to address concerns/recommendations from the Chamber of Commerce Business Survey: Concern#3 and #4. Background/Discussion Citing undocumented concerns regarding the business atmosphere experienced by developers with the city, the EDA commissioned a survey through the Elk River Area Chamber of Commerce to identify specific concerns. Two follow-up meetings were held with participants of the survey with Commissioners Westgaard,Wagner and Blesener. The information gathered was shared with the city administrator who developed a workplan to address the concerns. Concern#3: Clearly outline what is being inspected for the entire project and limit the inspection to that list. New items should not pop up nvith every inspection. There is no specific "list" of items to be checked for any particular inspection. The Minnesota State Building Code includes seven code books. Project managers and their tradesmen are expected to not deviate from the spirit of the codes. To facilitate communication, the following four practices have been implemented. Citizenserve Community Development Software purchase and implementation. A demonstration will be provided. Formal Letters of Explanation. Following an inspection, the building inspectors document non-compliant items identified along with the applicable code(s). This information is part of the record and is sent to the applicants via email or letter. Pre-Application Meetings. The city currently offers preconstruction meetings to further review plans and the process with the project manager and whomever they wish to include. Our experience is very few choose to The Elk River Vision A n elcoming community n ith revolutionary and spirited resourcefulness, exceptional p D W E H E D D Y service, and community engagement that encourages and inspires prosperity /` UR participate. For those who choose not to participate,they will sign a waiver expressing their intent for the public record. Permit applications have more clearly detailed explanation of code requirements. Paper permits will be replaced with the public portal and will include submittal requirements,handouts, and examples for people to view (in the Permit Submittal table). Concern#4: Clear niitten instruction including citing relevant code for each infraction. The remedy should be clearly defined so there is less rework that needs to be done. Tbis concern should be resolved with the Citizenserve demonstration and formal letters of explanation. Financial Impact N/A Attachments ■ Chamber of Commerce Business Matrix Workplan ■ Permit Submittal Requirement chart ■ Sample of Pre-Application Meeting acknowledgment Action Plan Elk River Area Chamber of Commerce Focus Group Discussions July 30 & 31, 2019 Concerns/Recommendations Type of Task/Actio L Staff Point of Expected Completion Date am 6, Concern Contact (Date to CC or Commission) If the city really wants to be known for supporting renewable energy, they Policy Review Comprehensive Plan Update Comp Plan update throughout the year. should reconsider their incentive programs to support projects that are in line -Explore programs to support goals Zack Work session discussion July 20. 1 with the stated objectives in the Comprehensive plan: to be more energy -Explore ordinances that provide flexibility to meet efficient, preserve resources, even if it means ordinance or design flexibility. goals Current rebate programs are insufficient to achieve the objectives of the stated Policy Review ERMU, EDA and HRA Commission Reviews May 18 2 goals. -Discuss programs to achieve Comp Plan Goals Amanda/Troy -Determine what is sufficient Clearly outline what is being inspected for the entire project and limit the Communication Citizenserve Software Implementation Suzanne June 15 (Postponed) inspection to that list. New items should not pop up with every inspection Formal letters of explanation Suzanne/Bob R. June 15 (Postponed) 3 Preconstruction meetings Suzanne/Bob R. June 15 (Postponed) Develop inspection policy for each permit with Suzanne/Bob R. June 15 (Postponed) explanation sheet for each permit to include relevant code citation Clear written instruction including citing relevant code for each infraction. The Communication Citizenserve Software Implementation Suzanne June 15 (Postponed) 5 remedy should be clearly defined so there is less re-work that needs to be done Can there be an ombudsman or advisor type position to negotiate the maze of Budget/Position Council Budget discussion Suzanne/Zack/Amanda May 18 - First budget meeting discussing city rules on the business owner's behalf? This person could develop Addition new positions requests. relationships proactively with business owners and encourage a partnership mentality between owners and city staff. Use the velvet glove approach when delivering requirements for compliance. Customer Service -Customer Service Training Suzanne June 15 (Postponed) Think of the business owners as customers. -Professional Standards Training • The business customer often does not feel their risk is appreciated or understood. Empathy does not mean bending the rules. • It is generally understood that rules are rules;it's the attitude and approach of 7 those tasked with compliance/enforcement that makes the difference. FAQ guides Suzanne/Zack/Bob June 15 (Postponed) • Can Compliance and Customer Service both be accomplished or balanced? • Find a way to say"yes" and not always "no". Find a way to be more welcoming in the process, even when the answer might be "no". Can staff help to find a way Authority/Council review/craft of ordinance and Zack/Amanda July 20 to say"yes"with suggested changes in design? policy purpose statements There is a need for balance between desire for beautification and business use of Policy Council Review/Action on city ordinances Zack July 20 8 property (storage, signage etc.) • Can there be a proactive approach to business development such as educating Education -Incorporate Pre-application meetings Suzanne/Zack June 15 - Process has started. No need to builders, contractors, owners before a project is submitted? Planning and ED -Encourage Work Session Reviews discuss,provide as information in future • Communications regarding process requirements for Building permits, Codes, update. 9 Loan programs and Ordinances needs to be timely,consistent, clear, transparent Review and update project checklists Zack July 20. and communicated up front,before excessive money is spent. Meet with Minneapolis planners regarding their Amanda May 18 Business Navigator Office Citizenserve Software? Suzanne June 15 (Postponed) Website Update—Opening a business in ER Amanda/Zack May 18 • Communicating in person vs. sneaking around taking pictures or sending Communication -Public Information for CUP compliance process Zack July 20 threatening letters would be appreciated more. -Council/Authority work session discussion 10 • Several references to the `enforcement'verbiage on the city truck were used as an regarding legal compliance / notice requirements example of a philosophy being tilted away from personable customer service. Re-brand nuisance code division Zack July 20 Community Enhancement division unveiled. 11 EDA/HRA Loan processes are cumbersome. Can they be simplified and expedited? Policy EDA/HRA policy review Amanda May 18 &June 15 There is no substitution for product knowledge, some examples of staff not fully Training Remedial staff training Amanda/Zack Cal seek additional direction from Matt 12 knowledgeable of the code, ordinance,process or loan. Additional training can help. and Jennifer on specific topics to provide direction on training needs. How can the Planning and Zoning process be streamlined and given more authority to Policy Council policy discussion regarding: Zack July 20 reduce timelines? - Policy delegation 13 - Ordinance standards - Uses and approval process - Eliminate one of two public hearing requirements. - Eliminate some permitting requirements A review of the city fee schedule is needed both by comparison cities and philosophy. Policy Council Work Session Discussion on Fees Cal June 15 -July 20 if planning fees too 14 (i.e. bldg. permit, sac/wac,utility deposits) Fee Comparison Study Suzanne June 15 -July 20 if planning fees too • Some perceived that the personal agenda of a staff member can influence the way Communication Public education on city process/rules Cal May 18 &June 15 City process is interpreted. Education 15 Perception Council/Authority work session on processes Amanda/Cal/Zack Ma 18 & une 15 • Shouldn't it be a collective effort, or common goal, for staff and entrepreneurs to P / ty pY J build and grow the business community in Elk River together? Follow-up on August 17 with an overview of the feedback received, actions taken, and next steps. PERMIT TYPES & SUBMITTAL REQUIREMENTS PERMIT PERMIT SUB-TYPE: SUBMITTAL REQUIREMENTS: HELPFUL HANDOUTS: APPLICATION TYPE Building Permit— • New Construction *Plans must be signed by a State of MN Licensed Commercial ■ Addition Architect/Licensed Professional Engineer ■ Outbuilding ■ Tower Complete plans must include: ■ Remodel ■ Repair Title Sheet o Building classification and type of construction o Allowable height o Allowable area o Exiting o Accessibility o Energy code compliance ■ Site Plan ■ Elevations ■ Details o Door schedule o Hardware schedule o Wall schedule o Bathroom fixtures o Fire stopping ■ Architectural ■ Structural ■ Special Inspection Program Building Permit— 0Demolition ■ MPCA Asbestos Form(if applicable) Commercial(can't) • Tank Removal(if applicable) ■ Reroof ■ Work Description ■ Type of Roofing material ■ Total Square Feet Building Permit— 0New Construction ' Construction Plans—Including: Residential o Foundation&Floor Blocking Detai o Exterior Foundation Insulation&Flashing Detail o Wall Bracing Detail o Radon Detail ■ Certificate of Survey ■ Energy Code Compliance Certificate ■ Structures Calculated Heat Loss&Gain ■ Septic Design(if applicable) *Rock Entrance&Silt Fence must be installed prior to work commencing ■ Addition Construction Plans ■ Outbuilding Examples:Outbuilding,Pool ■ Pool Site Plan (preferably on existing survey) ■ Solar Energy *Example Property Information Sheet Building Permit— 0Deck Construction Plans—Which should include: Residential(can't) 0Porch o Aerial View: • Proposed Deck Size • Size&Spacing of floor joist • Size&Type of decking material • Size,type,location,&spacing of posts • Size&type of beams o Elevation View: • Height of structure from grade • Size&depth of footings • Guardrail height&spacing • Stairway rise&run • Handrail height&design *Example ■ Site Plan(preferably on existing survey) *Example ■ Deck Supplement Form ■ Property Information Sheet ■ Remodel ■ Work Description ■ Basement M Construction Plans ■ Repair ■ Windows/Doors Examples:Basement,Remodel,Window (changed opening) ■ Windows/Doors Windows/Doors:Work Description (existing opening) &Number of windows&number of doors ■ Reroof Reside Reroof&Reside:Work Description ■ Demolition ■ MPCA Asbestos Form(if applicable) 0 Tank Removal(if applicable) Building Permit— 0Radon 0 Work Description Residential(can't) ■ Drain Tile Fire System Permit 0Fire Suppression ■ Construction Plans System ■ Fire Alarm/ ■ Construction Plans Monitoring System ■ Tanks (Flammable ■ Site Plan / Combustible Liquids) Grading Permit ■ Erosion Control ■ Site Plan ■ Stormwater ■ Details: Management o Description of work Floodplain Alteration o Project Purpose ■ o Size of Parcel ■ Wetland/Pond o Area of Disturbance (in square feet) ■ Culvert/Bridge o Volume of excavation/fill ■ Shoreline/ o Manner of removal/deposit Steambank o Type of material to be removed or deposited Stabilization o Affected Shoreline/Waterbody ■ Dredging Subdivision Mechanical Permit- New Construction *All plans,specs and calculations must be designed Commercial Remodel and signed by a registered professional mechanical ■ Addition engineer. ■ Fireplace Construction Plans ■ Repair ■ Replace Mechanical Permit- New Construction Work Description Residential Replace Equipment being installed Repair Gas piping being installed • Remodel Make/Model/Information on Appliance(s) ■ ■ Addition ■ Basement ■ Fireplace Plumbing Permit- New Construction Commercial Remodel Construction Plans/Location ■ Addition ■ Repair ■ Replace Plumbing Permit- New Construction Work Description Residential Replace Fixture(s) being installed ■ Repair ■ Remodel ■ Addition ■ Basement RPZ Permit New Work Description ■ Replace ■ Plan indicating RPZ Location Septic Permit 0 New System ■ Septic Design by MPCA licensed designer ■ Repair ■ As-built must be submitted after work has been ■ Replace completed before the permit can be closed Sewer& Water Permit 0 New Service Work Description ■ Repair Materials being used ■ As-built must be submitted after work has been ■ Replace completed before the permit can be closed Sign Permit 0 Permanent- EPlans with Sign Information: Freestanding o Sign Width o Sign Height o Total Sign Area ■ Setback information o Front o Side o Rear ■ Site Plan ■ Permanent—Wall ■ Plans with Sign Information: Sign o Sign Width o Sign Height o Total Sign Area o Facade Width o Facade Height o Total Facade Area o Percentage of Wall Coverage Sign Permit(can't) ■ Temporary ■ Site Plan ■ Sign Subject/Even ■ Sign Information: o Sign Area in Square Feet o Total Sign Height ■ Sign Schedule o Installation Date o Removal Date Street Disruption (Right-of- ■ New Service • Plan Way) Permit 0 Repair Description of address/intersection ■ Other Description of Start&End Point ■ Utility Type ■ Method of Construction ■ Construction Schedule(Start&End Dates) ■ Street Barricade Plan (if applicable) ■ Street Repair Plan(if applicable) ■ $5000 Escrow(if applicable) Initially, Pre-Application meetings will be noticed on the web. When the Citizenserve portal is ready, this will change to an online form. "A preconstruction meeting is your first, best chance to manage expectations and clarify project goals and maintenance." Property owners in the City of Elk River have certain legal rights to use and enjoy their property. That use and enjoyment is defined by land use plans and policies and zoning ordinances. Some projects may simply require an application for a building permit. Whereas, other projects may require an extensive examination, including a public hearing, Planning Commission review and City Council action, prior to issuing a building permit. The City of Elk River is committed to helping property owners understand what is possible on their land and the types of approvals required of their projects, as well as assisting them through the review process. Pre-application meetings can be scheduled with City staff on the second Monday of the month between 9:00 a.m. and noon. This is an opportunity for applicants to discuss their project, preliminary plans and City rules and policies prior to submitting the actual application and associated documents. Please call 763-635-1060 to schedule an appointment. The following documents, if available, should be brought to the meeting so staff iss better able to assist you. ❑ A typewritten narrative of the project ❑ Sufficiently detailed information (written or illustrated) to adequately convey your request ❑ Any other information as determined by city staff My signature acknowledges that I have been offered, and either accept or decline, the services of a pre-application meeting. ❑ Accept ❑ Decline Signature Owner/Contractor Date This is what the online version will look like. Request a Pre-Application Meeting The Community Development Department can help you understand what applications and reviews you will need to do to get your work done. Step 1. Check your eligibility Make sure your property is located within city limits. 14 Step 2. Fill out an application The property address and a description of your project is required. RequestComplete the Form pp My progress: 0% Describe Your Project Project name/Required Project address/Required Parcel identification number Describe your proposed project in detail/Required Upload conceptual plans (if available) Drop a file to upload it Max file size: 50 MB - Max number of files: 20 files Back Save & Finish Later - My progress: 33% Tell Us About Your Request What are the specific questions you'd like us to answer?/Required y When are you available to meet? (morning or afternoon/preferred day of the week)/Required How Can We Reach You? This is the person who will be uploading plans to Citizenserve and who will receive status updates on the project. (Note: You may add additional contacts in Citizenserve.) Your first name/Required Your last name/Required Your address/Required Your phone number/Required Your email address/Required What is your role in this project? (check all that apply) Required F_ Property owner F_ Business owner F_ Developer F_ Contractor Submission complete Pre-Application Meeting Request has been received. We will contact you by the next business day to schedule your meeting.