Building & Safety Program

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Building & Safety Program

Accessory Dwelling Units (ADU), what are they and how do we process permits? ADA Parking requirements for site planning and restriping parking lots Arc-fault protection requirements Asbestos testing (reports required) for demolition projects; commercial Blue Stake – Very important before you dig Certificate of Occupancy (BCOO permits) “after the fact” Certificate of Occupancy checklist Checking Engineering review items for Residential Permits Commercial Plan Review procedures – BCBL permits Commercial Tenant Improvement (T.I.) permit process – BCBM permits Condo conversion process Cost Estimating for proposed building permit process Drive way slopes – ordinance and requirement Encroachment permits (when required and how to get them) Exiting from a third floor - residential Fees and refunds for Building Permits Foundation issues What is the minimum size of a two car garage - issues Can I store things in my garage before the Certificate of Occupancy? Historic properties and building permits Hourly charges for plan review and related tasks Implementation guide for the 2009 COF Building Code Amendments Inspections involving Design Review Guidelines (LDC) after permit is issued Insulation Values for Building Permits Interim PMO fact sheet Lot Split and Combination requirements – in relationship to building permits MFH setup installations Moving an existing manufactured or mobile Home Moving a house or structure, not a moblile home Owner builder requirement fact sheet Residential Permit routing and processing within City Staff Residential Plan check process for a building permit Retain wall permits for projects in the public Right-of-Way (ROW) Roofing inspections Same As Plan Review Steel Fabricator certification requirements (residential & commercial) STOP WORK – what does it mean PV Solar permit systems (residential and commercial) Thermal Solar permits (residential and commercial) Wind turbines – alternative energy source permits – only for commercial & industrial

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Memo 100 (memoADU100.doc)

To: Contractors and Owner/Builders

From: Edwin Larsen, Building Official

Copy: Jim Cronk, Development Services Director

Wes Hovan, Nanc Shibley & Servando Prado

Inspectors and CD Counter personnel

Date: 6/05/2007 (original date: 4/12/2007)

Re: Accessory Dwelling Unit Submittals (revised)

1. The residential Accessory Dwelling Unit (ADU) submittals will be taken on 23 April 2007. The COF Ordinance 2007-20, adopted by City Council on 20 March 2007, provides the information for the applicant regarding the ADU parameters.

2. The applicant must complete the permit application and all standard residential permit submittal requirements prior to accepting the permit for plan review.

3. Two special submittal requirements are as follows:

A restrictive covenant must be signed by the property owner at the time of application. The City of Flagstaff Legal Department has prepared a standard form that is acceptable for the owner’s use. This must be submitted prior to the issuance of a building permit.

a) All property owners of record must sign the restrictive covenant.

b) A legal description of the property on which the ADU is proposed is also required (maybe obtained from the County Recorders office or a copy of the current property title may be included).

c) The restrictive covenant will be recorded with Coconino County Recorders Office by the City of Flagstaff.

Color photographs of the primary residence on the lot must be sufficient to show its architectural character and style. This must be submitted at the time of permit applicant for the review to begin.

4. The ADU is limited in size. The ADU may not be less than 300 square feet or greater than 500 square feet on lots less than one acre in size. For lots greater than one acre, the ADU may be 800 square feet. Reference Section 10-03-005-001, Accessory Uses, paragraph E, Accessory Dwelling Units, General Standards.

5. Setbacks do not supersede the requirements of the 2003 International Residential Code or future Code adoptions.

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ADA Parking Requirements - Commercial General Information: All new construction and changes in commercial occupancy can trigger the requirement to review and revise the parking requirements for the establishment. ADA parking requirements are found in several locations, but are discussed in detail in the ANSI A117.1. The AZADA (Arizona Americans with Disabilities Act) provides additional guidance and the final determination for parking standards. Definitions: There are two basic components of the ADA parking space. The parking space for the vehicle with associated signage and the side access aisle. There are two types of ADA parking spaces, one is for van accessibility and the other is for a standard passenger vehicle parking space. There are different sizes and markings required for both. Regardless of the type of parking stall, an access way must be provided to the sidewalk. If there are no wheel stops in the parking stall, and the stall is less than twenty (20’) in length, then any associated sidewalk in front of the ADA parking stall must be a minimum of five (5’) in width. This allows to the three (3’) required access way and two feet for the front bumper of the vehicle. Requirements: The basic information is covered in a memorandum, marked “Memo-45”, that was published on 29 July 2003 and has not been revised since then. The revise side of this document has the calculations for the required numbers of spaces, slopes, cross-hatch requirement, signage, curb cuts, grate sizes within the accessible route, and distance to main entry or accessible entry to the building. Process: The applicant for all site plan approvals; whether new construction is required or not, must demonstrate the new or existing ADA parking situation. New construction will follow the guidelines shown in Memo-45 and must provide a scaled site plan that provides the required van accessible and regular ADA parking . For existing buildings or locations where pavement already exists, the applicant must show or provide a letter of intent on how they are going to address the ADA parking and accessible route to the place of business from the Public Way. These details may be addressed during the Development Review Board (DRB) concept plan review or through detailed discussions with the Arizona design professional prior to permit submittal. For tenant improvement (TIs) projects, the plan reviewer may request the information during plan review and prior to issuance of the building permit. a) Applicant completes the application obtained from the front counter. b) Whether the project is new construction, an addition to existing or modification to existing interior

space, the applicant must provide either a scaled site plan showing the ADA parking or a letter of intent (assuming no parking lot site work is required).

c) Any requested exceptions to ADA parking or accessible route(s) from the Public Way may have an approved waiver in the form of a letter from the Arizona Access Board.

d) If the site plan is at a small scale which doesn’t allow for accurate details, then the designer may provide scaled drawings and a keyed legend for the plans examiner.

e) Prior to the issuance of a certificate of completeness or certificate of occupancy, the assigned building inspector will check the ADA parking spaces and access. This testing is done using a digital slope meter as well as standard tape measure for correct sizes.

f) The owner of the facility or establishment will not be allowed to open their doors for business with the general public until the ADA requirements are satisfied.

Diagram: The following is the flow diagram for ADA parking requirements:

Application The standard processes for a Commercial Building permit are completed

The plans examiner will look for the indication on the site plan or review the letter during the 72-hour review for ADA general issues. Accuracy and plan review check will come after 72-hour review

Plans returned to counter for further routing (approved) or to be returned for more information to the applicant

Applicant picks up plans and makes corrections. “Clock stops” for plan review.

Counter checks in re-submittal of plans and provides them to the plan review. Plan review will resume and the process continues if required info is provided.

Inspector will check the parking spaces prior to issuing the certificate of occupancy – NEW ADA spaces must meet the required sizes and markings as well as slopes. EXISTING parking lots may not have the required slopes.

Process author/owner: Building & Safety Program manager and Front Counter Supervisor

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Memo- 25 (memoarcfault25.doc)

To: Contractors, Designers, and Owner/Builders

From: Edwin Larsen, Building & Development Services

Copy: Steve Lere, CD Director

Mike Scheu, Building and Safety Manager

Plans Examiners

CD Specialist

Date: 08/16/02

Re: Arc Fault Circuit Protection

1. The following procedures will be used in applying the requirements for Section 210-12. “Arc-Fault Circuit Interrupter Protection, effective 1 January 2002, 1999 NEC. This information pertains to (1) new construction, addition, and alteration building permits and (2) the over-the-counter service upgrade permits.

2. When a newly constructed dwelling unit is built, the all branch circuits that supply 125-volt, single-phase (15-20 amp outlets) in dwelling unit bedrooms shall be protected by an arc-fault circuit interrupter(s). If permits are required for an addition and/or alteration (remodel) to existing dwelling units that necessitate adding or redoing electrical circuits to bedrooms, then they has also be upgraded to arc-fault circuit interrupter(s).

3. If an electrical contractor or owner/builder is accomplishing a residential service upgrade to an existing dwelling unit, then the need to change the circuit protection devices to air-fault circuit interrupter(s) is NOT REQUIRED. Should the owner want the new circuits, then the electrician needs to assure that the circuits are isolated and not feeding multiple areas of the house which might negate other sections of the 1999 NEC.

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Commercial Renovation and demolition permits General Information: All demolition permits (taking down part of a commercial building, interior demolition and total demolition of a structure to grade) requires 10 working day advance notification prior to the start of work to the Arizona Department of Environmental Quality (ADEQ) to comply with the National Emissions Standards for Hazardous Air Pollutants (NESHAP) asbestos regulations. The NESHAP asbestos regulation also defines demolition as wrecking or taking out any load-supporting structural member of a facility together with any regulated handling operations or the intentional burning of a facility. Compliance requires laboratory testing of the building materials to determine if regulated asbestos-containing materials (greater than 1% asbestos content) are present. If regulated asbestos-containing materials are determined to be present most of these materials require removal (except as described below) prior to demolition using a licensed asbestos abatement contractor along with proper disposal of the waste. Renovation, interior remodels and alteration projects may also be regulated by NESHAP and the determination is made by threshold amounts of disturbance of regulated asbestos-containing materials. If any of these three threshold amounts are exceeded then NESHAP notification is required: At least 260 linear feet on pipes At least 160 square feet on other facility components At least 35 cubic feet of facility components where the length or area could not be measured Asbestos-containing resilient floor coverings (vinyl floor tile), mastic (adhesive to hold down carpet, cove base, or vinyl floor tile), packing and gaskets which are not in poor condition and not friable prior to demolition do not have to be removed, except where demolition will be by intentional burning (prescribed Fire Department controlled burn). However, if these materials have a high probability of being crumbled, pulverized, or reduced to powder as part of demolition then the materials must be removed prior to demolition. Roofing materials may be left in place during demolition as long as activities do not include sanding, grinding, cutting, or abrading. The use of heavy machinery for demolition allows for all of the materials described in this paragraph to be left in place during demolition as long as the materials are not in poor condition. The City of Flagstaff requires proof of asbestos testing of building materials and then if required, NESHAP notification for all demolition projects and any renovation projects that include the removal of regulated asbestos-containing materials exceeding the threshold amounts. Therefore, if a project scope will exceed the threshold amounts, then a testing report must be submitted along with the demolition permit application prior to a tenant improvement project submittal. The testing results and the permit are forwarded to the Building and Safety Program Manager (Plans Examiner) and Public Works, Environmental Project Manager to verify asbestos test results and when required, the NESHAP notification. If the materials have not been tested then the building materials must be assumed to be regulated asbestos-containing materials. The contractors should be informed that all building materials should be tested to comply with Occupational Safety and Health Administration standards protecting workers from exposure to asbestos.

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Re-roofing projects: when using a rotating blade roof cutter or equipment that similarly damages the roofing requires NESHAP notification for the removal of 5,580 square feet or more of regulated asbestos-containing roofing material as this will create 160 square feet of regulated asbestos-containing material and is subject to NESHAP notification. If the removal is less than 5,580 square feet then the removal is not subject to NESHAP notification, except that notification is required for all demolitions.

NESHAP notification is required for any roofing job that will create 160 square feet of regulated-asbestos containing material. If roofing materials are removed without being crumbled, pulverized, or reduced to powder, the operation is not subject to NESHAP even when the affected area exceeds 160 square feet. Removal practices to prevent crumbling, pulverizing, or reducing roofing materials to powder include, removing roofing material with manual methods using pry bars, spud bars, and shovels and lowering the roofing materials to the ground. Dropping roofing materials or throwing them onto the ground is not allowed. Emission control practices are required to ensure no visible emissions are produced from the roofing materials. This includes wetting the roofing materials to minimize the emission of particulates.

If there is any uncertainty regarding asbestos regulations the contractor should be provided with a copy of the City pamphlet “Asbestos Information for Building Owners and Contractors” and be referred to ADEQ as they are the agency enforcing asbestos NESHAP notification. Definitions: Demolition: This is the complete destruction and removal of all or part of a structure. It includes all of the materials used for constructing the facility. {Demolition by EPA definitions “means the wrecking or taking out of any load-supporting structural member of a facility together with any related handling operations or the intentional burning of any facility} Disturbance: If a portion of an existing structure must be altered, cut-away, removed, renovated, etc., that portion that is being disturbed must be tested for possible hazardous materials. Excluded items: Furniture, curtains, throw rugs, pictures, misc. wall hangings, light fixtures which are free standing, and office equipment which is not attached. Friable Asbestos material: Means any material containing more than 1% asbestos that, when dry, can be crumbled, pulverized, or reduced to powder by hand pressure. Non-Friable Asbestos material: Means any material containing more than 1% asbestos that, when dry, cannot be crumbled, pulverized, or reduced to powder by hand pressure. Over-the-counter permits: Building permits for replacing boilers, new furnaces (repair by replacement), re-roofing permits in which there will be a tear-off and replace will have a checklist provided to the applicant for signature prior to the issuance of the permit. If any of the above situations are encountered, then the applicant will be asked to obtain the sampling of the materials to be disturbed prior to issuance. The time required for the testing (10 working days) is the applicant’s responsibility.

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Partial demolition: This includes all affixed items within a structure, i.e., mechanical duct work, plumbing insulation, holes cut into existing drywall/partitions, removal of electrical components, etc. This is normally seen in tenant improvement projects in which the former tenant had a series of non-load bearing walls or finishes that will now be altered and/or removed for the new tenant. These must be tested. Renovations: EPA definition “means altering a facility or one or more facility components in any way, including the stripping or removal of RACM (Regulated asbestos-containing material) from a facility component. Operations in which load-supporting structural members are wrecked or taken out are out are demolitions.” Tenant Improvement permits: These are building permits issued for altering an existing building for a new occupant. Requirements: The applicant may obtain a demolition permit separate from the building permit to allow demolition to occur in advance of mobilizing for the actual new construction. If the applicant has provided the required two copies of the site plan, floor plan indicating what is to be demolished and copies of the testing reports, then the (BCDM) permit should be issued within 5-10 working days. Process: The applicant submits two copies of the site plan, building demolition plans and two copies of the asbestos sampling lab results from the accredited lab. a) Applicant will bring the minimum requirements to City Hall, 211 West Aspen Ave, Community

Development front counter for in-processing. b) NOTE: For an over-the-counter permits, the applicant will complete a form, sign and date it that

indicates what it known about the work to be performed. Failure to provide the information will result in not issuing the permit and possible stop-work and double fees for permit that may have started without the reports.

c) Unless the estimated costs of the demolition exceed $4,999 there will not be a deposit taken. d) Fees are based upon the estimated cost of the demolition work by the applicant. If the demolition work

is a portion of an existing building or the entire building, the applicant will either submit an estimate value (appraisal) of the structure or the City will calculate the value based upon the Coconino County Records. The fee is then based upon 10% of that value. There is no plan check fee, only a building demolition valuation fee. The minimum demolition fee is $48.15, regardless of project size.

e) The complete submittal is routed to the Development Services Representative for permit evaluation and routing. Demolition/renovation permits are routed to a preset checklist of reviewers that include the fire department, engineering, public works, utilities, storm water management, traffic.

f) The applicant is responsible for any testing information and subsequent testing that may be required. g) Copies of the testing will be scanned and made part of the permit records for the building permit that is

issued. h) NOTE: Single detached houses (residential) and up to four (4) plex units are exempt under the ADEQ

rules for testing, unless part of a larger project (even if on separate parcels) or was previously regulated, ie. once a store, bank, etc. Accessory structures in residential zoned districts (unless the structure was a component of a home occupation or business allowed) are also exempt from testing.

Apartment buildings, hotels, condos and townhouses were there are more than four (4) attached units are not excluded and will require testing prior to renovations or demolition.

Diagram: The following is the flow diagram for renovations and demolition permits.

Applicant submits the minimum requirements & testing reports to the front counter

Counter checks the submittal for completeness. If deposit is required, then it is collected and permit is initiated in tracking system Routing begins

Public Works – Environmental review of report

Applicant picks up plans (after paying fees) at City Hall at the front counter. The inspectors set is routed to their office, once the fees have been paid. DEMO may begin!!!.

Storm water reviews – flood issues

Engineering reviews

Current planning reviews

Development Services Representative

Fire Department

Each reviewer completes their evaluation of the proposal, adds any conditions for approval (contacts the applicant for additional information) and forwards the paper to the next reviewer – annotates permit tracking system.

DSR completes the permit – checks fees and comments, completes application to issue

Applicant may be processing a tenant improvement permit at the same time; or the demo may be part of that permit.

Process author/owner: Building & Safety Program manager, Front Counter Supervisor, Public Works, Environmental Services.

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Memo: To: Contractors/Subs and Owner/Builders From: Michael Scheu, Building & Safety Manager Cc: Plans Examiners/Inspectors/Off-site inspections/CD Counter personnel Jim Cronk, Development Services Director Date: 22 December 2005 Re: House Bill 2256, Detectable Underground Facilities Requirements Per House Bill 2256, any plastic water, sewer, and gas lines (recommended also for other non-metallic conduits) that are installed after December 31, 2005 shall be locatable above ground without potholing. The plans examiners will be annotating the requirements on building permits (either on the drawings or as part of the issued permit). The on-site inspectors will be reviewing constructed work for the following:

1. All buried private nonmetallic communication cable, water lines, sewer lines, gas and landscape sprinkler lines (if greater than 2” in diameter) shall have a #14 UF insulated tracer wire or tracer tape directly above the cable with 12" of tracer wire or tape accessible above grade at the termination and be securely attached at that point.

2. All private nonmetallic underground facilities including but not limited to mechanical, oil, chilled water, refrigerants, steam, or empty conduit shall have a #14 insulated tracer wire or tape directly above the pipe with 12" of tracer wire accessible above grade at the termination and be securely attached at that point.

PLEASE NOTE THAT THESE PARTICULAR REQUIREMENTS PERTAIN TO UNDERGROUND FACILITIES ON PRIVATE PROPERTY AND WILL BE REGULATED BY THE DEVELOPMENT SERVICES DIVISION. THESE ARE IN ADDITION TO THE REQUIREMENTS REQUIRED BY THE CITY OF FLAGSTAFFS ADOPTED CODES.

DETECTABLE REQUIREMENTS FOR UNDERGROUND FACILITIES IN RIGHTS OF WAY WILL BE REGULATED AND MONITORED BY THE PROJECT INSPECTION SECTION.

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Obtaining a Certificate of Occupancy – existing buildings General Information: The City of Flagstaff started storing electronically all of the permitting documents in 2004 that had been stored in 34 legal file cabinets. The contents or originals are stored in a City warehouse. The originals were all scanned and cataloged under a State of Arizona contract and include all of the KIVA building permits from 18 December 2000 to date and the Legacy permits (GTS) between 1987 and 2000. Paper permits that were issued and stored between 1968 and 1987 as suspect, as many original documents were destroyed when the basement of the old police station on Beaver Street was flooded. We have some Certificates of Occupancy for structures within the City of Flagstaff, but not all. Definitions: A certificate of Occupancy – original: Original placard type certificates are given to the original owner of the building permit for commercial work. Only a Xerox copy is kept by the City of Flagstaff. Residential Certificates of Occupancy were issued as part of a three part form, signed by the building inspector for the Building Official and issued at the job site from 1994 until 2003. The final sign off by the inspector on the Hard Card was used as a residential Certificate of Occupancy after 2003. Certificate of Occupancy – Copies: The City of Flagstaff has only had reliable copies of Certificates of Occupancy for commercial new construction, additions and remodels since 1987. Residential Certificates of Occupancy copies are available from 1994 to date. New Certificates of Occupancy – Originals: This is when either a new building owner or tenant of an existing building requests a new Certificate of Occupancy be issued as a result of change of occupancy or new business. Occupant Load calculations: This process is done by either a Registered Design Professional or the Building Official. Replacement Certificate of Occupancy: This document is a replacement for a lost or miss-placed original document. Requirements: Since a Certificate of Occupancy (if it exists) is a public record, the information is provided to any applicant requesting one. The following fees are associated with obtaining a Certificate of Occupancy for a property: If a copy of the Certificate of Occupancy is on-file in our laser fiche data-base, a printed copy may be

obtained with no charge.

If the applicant desires a replacement, original – signed Certificate of Occupancy by the Building Official (which requires research on the Building Official’s part and creation of the necessary document) a fee of $47.00 must be paid in advance.

If an applicant requires the original Certificate of Occupancy as part of a records request (this will be a

copy of a copy), the official records request must be made through the City Clerks office. The

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document will not be allowed out of the City’s possession and can only be examined during regular office hours. Copies can be made at normal Xerox cost per page.

If an applicant desires a new Certificate of Occupancy (the building already has an original on file)

which has a different owner’s name and business or usage description, then proof of ownership must be provided and a fee of $47.00 must be paid in advance.

If a tenant (for insurance purposes or other reason) wants a Certificate of Occupancy for a Tenant

Space (the building already has an original on file), then a fee of $47.00 must be paid in advance. If a new business owner desires an Occupant Load be posted on the property, they have two courses

of action that can achieve this document. The first would be to provide the Building Official with an architectural scaled drawing showing the interior spaces and uses. A Certificate of Occupancy with an Occupant Load will be prepared after a fee of $47.00 is paid. The second would be for a field inspection and requirement for measurements and drawings to be prepared by City Staff; this would be done after a fee of $94.00 is paid.

Process: The applicant may either call or come to City Hall, 211 West Aspen to request a copy of a Certificate of Occupancy. a) If the Certificate of Occupancy is available through the Building Clerk, a copy can be made and the

applicant may pick it up. Otherwise, it may be copied as a PDF file and electronically shipped to the applicant.

b) Any of the other services requires the applicant to come to City Hall and pay a fee in advance of obtaining the Certificate of Occupancy desired.

Diagram: None required. Process author/owner: Building & Safety Program manager

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Memo - 105 (memoCoOchecklist105.doc)

To: Contractors, Developers, and Owner-builders

From: Ed Larsen, (Building Official)

CC: Jim Cronk, Development Services Director

Planning and Development Mgrs., Engineering Project Mgrs., Inspectors and CD Front Counter

Date: October 5, 2007 (original September 26, 2007)

Re: Pre-checklist for requesting Certificate of Occupancy routing/initialization by assigned Inspector

Background: Development Services Staff and other departments are working with many new contractors and developers who are unfamiliar with the Development Review Board’s (DRB’s) ‘Conditions of Approval’ for their permitted project. To assist the Builder/Contractor obtain the required final inspection and issuance of the Certificate of Occupancy (C of O), please ensure DRB’s ‘Conditions of Approval’ have been satisfied prior to requesting a final inspection. The list of ‘Conditions of Approval’ was provided at the DRB hearing. A copy of the DRB’s ‘Conditions of Approval’ may be obtained from the Planning Development Manager assigned to the project.

In addition, sometimes a Builder’s/Contractor’s rush to receive a C of O often results in over-looked improvements that are required to be complete prior to C of O inspections. Therefore, for your convenience, please find attached a ‘Reminder Checklist’ that lists these generally overlooked items. Please note, the ‘Reminder Checklist’ is not definitive nor exhaustive and should only be used as a generic guide.

Key Factors:

1. The Contractor will not request the Certificate of Occupancy permit router to be started until all items in the improvement plans and DRB’s ‘Conditions of Approval’ are complete.

2. The Building Inspector will receive the signed request from the Contractor and request that the Administrative Specialist initiate the router.

3. Items incomplete at the time of the scheduled inspection (after the request has been started) will subject the Contractor/Developer to a re-inspection fee of $94 per inspection. Once all DRB divisions and department inspections are complete (usually takes 7 working days), the final inspection will be scheduled with the On-site Inspector.

4. When all building inspection items are complete, the Certificate of Occupancy will be processed, signed by the Building Official and issued. In general, the entire process should take ten (10) working days.

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5. Contractors, developers and builders are reminded that our scheduling of inspections and the Staff work program can not be responsive to scheduled “closing dates” or promises to move tenants in early. Failure to get a final inspection and the Certificate of Occupancy may require posting of the property and moving-out the owners/tenants which is not desirable, however the conditions for a final inspection and Certificate of Occupancy are based upon life-safety requirements and minimum code requirements.

Pre Certificate of Occupancy Checklist

A Certificate of Occupancy permit will be initiated when all items associated with the issued improvement plans are complete and all other department(s) requirements are satisfied per the DRB’s ‘Conditions of Approval’. When you believe the project is within compliance; the Contractor must sign and submit this “Pre Certificate of Occupancy Checklist” to the assigned Building Inspector. This project’s Engineering Project Manager is _______________, Phone #, 779-7632 ext. ____________. Your Engineering Project Manager will assist you with grading and public improvements issues related to obtaining a Certificate of Occupancy. The Planning Development Manager is ___________ _ ___, Phone #, 779-7631, ext. _______________. He/she could assist you with DRB “Conditions of Approval” issues. I hereby certify that all issued on-site & off-site (if required) improvement plans are complete and request inspections leading to the issuance of the Certificate of Occupancy permit. _______________________________ Date: _______________________ Contractor or Representative Reminder Checklist Below are required improvements that are most often over-looked prior to requesting an inspection to receive a Certificate of Occupancy. These items must be complete prior to requesting a Certificate of Occupancy inspection. Please note, the “Reminder Checklist” is not an exhaustive list. Storm water

Final Grading Certification completed and accepted by the City. Stabilization of disturbed areas. Industrial Waste

Water meter installed per COF standards. Backflow prevention assembly to have at least one union within 12” of the assembly and a wye–strainer on the upstream side of the assembly. This includes fire sprinkler backflows. All backflow assemblies need to be inspected by Industrial Waste Division prior to testing. All plumbing should be installed to interceptors. All interceptors to be dye tested prior to issuance of the C of O. Water meter boxes improperly set or not set at all.

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Utilities

Water meters not set or are set improperly. Planning

Outside lighting fixtures per approved plans Landscaping completed per approved plans Parking lot striped

Fire Department;

Fire sprinkler and alarm systems tested and approved.

Engineering; All public improvements approved per Off-site inspector.

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Engineering Checklist 1. First item is to assure that the address provided on the application and site plan

match. This is done by checking both GIS and going to the “Legal” description of the property in KIVA. This set assures that cross-checks in Freddie II will be correct. The plans examiner may wish to hand write on site plan for reference. a) Subdivision name: ___________ b) Parcel Number: ______________ c) Lot Number: ________________ d) Plat No: __________________

2. The next check is using the Engineering Data base (referred to as “Freddie II)

and cross checking the following items: a) Correct lot dimensions? [A visual comparison of shape may often indicate

that the drawing is or isn’t correct] b) Scale on the site plan? Do they match what the applicant has shown?

[Additions or new structures close to the property line will often make this step more critical].

c) Are any recorded easements shown in Freddie II or on the applicant’s site plan?

[If the answer is No or there is a conflict to any of these questions, the plans may be rejected or returned to the application.]

3. Several key items to look for as it may effect the placement of structures would be: a) Check the right of way (ROW) width – key to establishing setbacks for existing

or new structures. b) Check the street width as drawn on the site plan (not always the same as

ROW) c) Is there a sidewalk and is the width shown? Can be added by plans

examiner. d) Curb and gutter type (normally vertical, but some older subdivisions have

rolled curbs)….usually two (2) feet wide. e) Any existing driveway cuts (check GIS and aerials) against what is provided. f) Drive way widths allowed are 12-18 feet for a two car garage or side-by-side

parking spaces and 12-30 feet for a three car garage or side-by-side parking spaces. Drives may have to be less in width if they are too close to curb returns – see item #4.

g) Applicant is to indicate the location of property line (this should be from the edge of the ROW)

h) Location of water tap? i) Location of sewer tap?

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j) Minimum finish floor elevation – may be on older plats, other wise elevation at curb or gutter, contours and then finish floor as annotated by applicant.

k) Are their any obstructions (catch basins, transformers, etc. – may or may not be on as-builts)

4. Consultation with Engineering to understand local, minor or collector streets for determining the proposed driveway starting point from the curb return (see attached). Generally, from corner lots, if the street is a local street (narrow) then the driveway may start as close as ten (10) feet to the end of the radius; if the street is a minor collector or larger, then the driveway may not start any closer than twenty (20) feet. Private curb cuts are normally not allowed on arterial or large roadways.

5. Not everything listed previously has to be on remodels or construction that is within the existing footprint of the existing building. Additions, new structures that are detached or new construction may require more of the site plan information to be complete.

6. If there are questions that are specific to the engineering data base or plats kept

in the digital data base, the plans examiner may have to send an email or visit the survey offices to correctly interpret what is provided by the applicant.

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Commercial Tenant Improvement Permits General Information: A tenant improvement (T.I.) permit is for commercial work inside an existing structure. Although, there may be structural additions or changes to the existing shell building, the project is normally seen in relationship to a change of occupancy or tenants. If there is a change of occupancy, an approval of the Development Review Board (DRB) may be required. Zoning often dictates what can be improved or changed in various locations, so the applicant needs to check with the Community Development front counter and the assigned Associate Planner to make sure that a Condition User Permit isn’t required and/or whether the use is permitted within the zoning. Definitions: Arizona Design Profession: This is an individual licensed to practice, engineering, architecture, surveying, home inspections and landscape architect and is considered a registrant. Licensed contractor: The Arizona Registrar of Contractors licenses professional builders by type of license. For commercial work, a licensed contractor is required for all work done where the facility is open to the general public. Exceptions: An owner of a property is allowed to do minor repairs, with a permit, for items in this category of work. This would include repairs to existing plumbing, changing out existing equipment to new, etc. Requirements: The applicant will fill out the same requirements as a regular commercial building permit (see task for Commercial Plan Review Process). The building permit application and minimum requirements for submittal checklist remains the same. Since most Tenant Improvement projects do not go through DRB, the approval of that board is generally not required. The same routing of three (3) sets of plans is the same. The one thing that is different is that the Private Development Engineer, Current Planner and Storm Water reviewer are always the same individuals. The services of an Arizona Design Professional are normally required. The exception would be if the structure (not the tenant space) is less than 3,000 square feet in total size, the occupant load for the building is less than 20 people and no structural element exceed twenty (20’) feet in length. Recent discussion with the Technical Board of Registration also indicated that buildings that were mixed use occupancy, regardless of size, would also have to be done by an Arizona Design Professional. Town Houses pose a particular difficult challenge for owners. They may not do work that alters the structure, egress, fire protective separating features or exterior of the building without obtaining the services of an Arizona Design Professional.

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Process: The application for a Tenant Improvement Permit is available at the front counter of Community Development in City Hall, 211 West Aspen Ave. (Also located on the City of Flagstaff web site). These permits are normally processed within 12-15 working days. a) Applicant completes the application obtained from the front counter. b) A complete submittal will include three (3) copies of the complete building

construction drawings, site plan, and associated technical information. A site plan can be provided which is only an area reference plan; such as a schematic site plan for the Flagstaff Mall; instead of a detailed scaled site plan. However, if there are changes to the exterior or egress questions raised during review, then a scaled drawing may be requested.

c) The minimum requirement sheet will also be completed with the front counter and signed by the applicant.

d) Any exceptions being provided by either the front counter or a plan examiner will be done in writing. This can include a hand-written note on the application form or on the minimum-submittal checklist.

e) If the application is complete, the applicant will be charged the minimum deposit for processing and the information is entered into the permit tracking system by the front counter.

f) The front counter will check the land portion (using master parcel number or address) to see if any critical notes are “flagged” on the property. Special conditions could include floodway information, historic district, stop works, etc.

g) The front counter completes the application information for zoning, receipt number information, flood plain information, etc. and then routes the entire package to Building and Safety plans examiner. The plan examiner(s) will begin their 72-hour review for completeness. This review is more technical and is looking to see that what the applicant has submitted will provide all the necessary requirements for a code complaint review.

h) If the application is sufficient for routing to other areas (fire, engineering, utilities, public works, storm water, etc.) then the permit tracking system is annotated and the entire package is returned to the front counter for processing [routing].

i) If the application is not sufficient, then a correction form letter is completed and the application is returned to the front counter. The front counter will call the applicant for pick-up of the returned sets. The applicant must keep all the information, including the comment letter, for future re-submittal.

j) NOTE: At this point, the permit is not accepted for plan review and the estimated time of completion has not yet started.

k) If the application is accepted or it has been returned for a second 72-hour review, then the front counter will begin the routing of the plan sets. If just returned, then it goes back to step “g”.

l) One copy of the plan sets and associated documentation is sent to the Building and Safety plan review. The second set is routed first to Public Works, Utilties, and the Fire Department for review. A third set is distributed to Private Development Engineering, Storm water and Current Planning. When these

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m) NOTE: If any reviewer (fire, engineering and storm water) have a critical problem or omission on the plan set provided, then that review must contact the applicant for corrections. An email or phone call needs to be made to the plan examiner(s) and the permit tracking system needs to be annotated. Placing initials and a date that the applicant was called in the review comments section in the permit tracking will allow all reviewers and the front counter to know the status.

n) The reviewer must provide themselves with a “tickler” or some method of reminding them that there is unfinished work with a specific permit.

o) The Plan Examiner(s) will do a complete building code review of the proposed project. There may need to be involvement with the single-point of contract (current planner) and other reviewers to resolve a conflict. This could include a meeting with the applicant or general contractor to assure that all the required input is properly coordinated.

p) One the review is completed, the plan examiner will assemble two complete plan sets. One set is for the “field” (this goes to the contractor to build from) and one set is for the assigned field inspector. Both sets will be identical. All notes will be the same on both sets and the sets will be stamped for construction. A hard card is also prepared. The application and plan sets are returned to the front counter for final processing

q) The front counter will calculate and check fees associated with the permit. The front counter then calls the applicant with the information on status of permit (ready to issue, denied, additional information required, etc.) and the cost for issuing the permit. They will also prepare a receipt to be processed by the cashier.

r) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

s) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

t) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule the installation inspection.

Diagram: The following is the flow diagram for commercial tenant improvement plan review: (next page)

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Application Counter checks paper-work for complete-ness (3 copies of all plans, site plan, structural items, etc.)

Plans examiner will do a 72-hour review to see if the plan set has all critical items”. Fails review, goes back to client

Returned to counter for routing; one goes to Public Works, Utilities & Fire Dept.; second goes to Private Development Engineering, Storm water & Current Planning. Third goes to plans examiner (w/ atchs)

If no other problems, hard card is created, permit tracking input is completed, permit goes back to front counter to issue.

Front counter will check over clearance checklist, see if all paperwork is ready and then call the applicant for issuance of permit. Leaves msg if no one answers.

Applicant picks up permit; pays balance due and counter prints two copies (one must be signed). Instructions on scheduling an inspection is provided. The Xerox copy of the hard card is marked and sent to the inspector. At this point the plan review is complete. Plans are retained for 180 days (extensions may be granted, in writing request)

Fails

Correction letter must be returned for re-submittal

Exceptions to be provided in writing!!!

Flood plain or flood way issues may be critical!!!

CLOCK stops if rejected @ 72 hour or at any time returned to applicant for more information…..

Plan review begins (obviously depends on what is in the que on to when it starts). This affects the amount of time, because of the start date. Omissions or additional requirements are handled in writing, FAX or phone call. Plan review normally takes 17-22 working

One copy goes to assigned field inspector w/calcs for manuf. products

Comments from other sections will be incorporated into the two final plan sets (field and inspection), by the plans examiner

Process author/owner: Building & Safety Program manager

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Commercial Tenant Improvement Plan Review Processing General Information: Commercial plan review goes through a series of code compliance reviews by the Building Plan Reviewer, Private Development Engineering, City Architect, Utilities, Industrial Waste, Current Planning, Public Works, Traffic , Storm water Management, Housing, Fire Department and the front counter personnel. The City of Flagstaff Building & Safety Program in conjunction with the Community Development front counter personnel makes available both a Commercial building permit application form and a minimum submittal requirement checklist. These forms are both available on the City of Flagstaff public web site at flagstaff.az.gov. The applicant is responsible for providing all the necessary documents to show code compliance. NOTE: The new process will eliminate the Private Development Engineering, Utilities, Industrial Waste, Public Works, Housing, Traffic and Storm water management for the mandatory routing and they will only be included if deemed necessary by the Plans Examiner. Definitions: A commercial tenant improvement building permit is required and issued for structures which are not new single family dwellings (attached or detached), duplex and triplexes and townhouses. These projects are all reviewed using the International Building Code (currently the 2006 edition with the COF 2009 Building Code amendments covered in Title 4 of the City Code). Certification of steel fabrication shops: All construction that uses fabricated steel components, must come from a certified fabrication shop. This certification is provided (as a minimum) to the field inspector prior to the erection of the steel. A copy of the certification must be provided for approval by the Building Official or authorized agent (field inspector or plans examiner). A separate task memo addresses third-party inspections and/or special inspection requirements. Deferred submittals: Deferred submittals are allowed for the issuance of commercial building permits for open bar joist only. Other deferred submittals must be discussed and approved by the Building Official. Demolition permit: A demolition permit is a separate permit. It may be submitted prior or in conjunction with the tenant improvement project. A copy of the testing lab results for all demolished materials (except glass, iron or wood) that is manufactured must be provided with the application. Design Professional Required: An Arizona design professional (Architect or Engineer) is required when the total building (not just the tenant space) is greater than 3,000 square feet or the total occupant load is greater than 20 people or any structural member is greater than 20 feet. Any exceptions must be approved by the Arizona Technical Board of Registration and the Building Official.

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All requirements of the Development Review Board (DRB) must be clearly addressed on the working drawings or through a written agreement with the requesting reviewing department. The DRB is primarily addressing entitlements for the project, but each agency reviewing also has specific code requirements that may affect the design of the project. Specifically, demolition permits must be submitted either prior or at the same time as the tenant improvement project. Copies of testing reports must be provided. Tenant Improvement projects: The interior projects are submitted, reviewed and issued for the space inside the structure. Any modifications to the existing shell (if not completed) must be coordinated with the Architect or Engineer of Record. Requirements: To apply for a commercial tenant improvement building permit (BCBM), the applicant must pay a minimum deposit (for projects with a value estimated to be greater than $5,000). A complete submittal is required at the time of application. There will be a 72-hour review that will either accept or reject the application for completeness before routing occurs. Process: The application for a Commercial Tenant Improvement Building permit application will be taken at the front counter of Community Development in City Hall, 211 West Aspen Ave. These permits are normally processed within 15-19 working days after they are accepted for routing. The business process is capacity driven, so during the height of construction season, this time may lengthen. a) Applicant completes the application obtained from the front counter. b) A complete submittal will include three (3) copies of the complete building

construction drawings, site plan, associated technical information, two sets of the truss (or any manufactured structural assemblies –floor or roof) with associated layout plans to scale. See exception for deferred submittals.

c) The minimum requirement sheet will also be completed with the front counter and signed by the applicant.

d) Any exceptions being provided to the applicant by either the front counter or a plan examiner will be done in writing. This can include a hand-written note on the application form or on the minimum-submittal checklist.

e) If the application is complete, the applicant will be charged the minimum deposit for processing and the information is entered into the permit tracking system by the front counter.

f) The front counter will check the land portion (using master parcel number or address) to see if any critical notes are “flagged” on the property. Special conditions could include floodway information, historic district, stop works, etc.

g) The front counter completes the application information for zoning, receipt number information, flood plain information, etc. and then routes the entire package to Building and Safety plans examiner. The plan examiner(s) will begin their 72-hour review for completeness. This review is more technical and is looking to see that what the applicant has submitted will provide all the necessary requirements for a code complaint review.

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h) If the application is sufficient for routing to other areas (fire and planning) then the permit tracking system is annotated and the entire package is returned to the front counter for processing [routing].

i) If the application is not sufficient, then a correction form letter is completed and the application is returned to the front counter. The front counter will call the applicant for pick-up of the returned sets. The applicant must keep all the information, including the comment letter, for future re-submittal.

j) NOTE: At this point, the permit is not accepted for plan review and the estimated time of completion has not yet started.

k) If the application is accepted or it has been returned for a second 72-hour review,

then the front counter will begin the routing of the plan sets. If just returned, then it goes back to step “g”.

l) One copy of the plan sets and associated documentation is sent to the Building and Safety plan review. The second set is routed to the Fire Department for review. A third set is distributed to Current Planning. When these reviewers have completed their review and signed off in the permit tracking system, the re-lined plan set will be returned to the front counter, who will route back to Building and Safety plan examiner for consolidation of any corrections and/or completion of the first review.

m) NOTE: If any reviewer (fire or current planning) have a critical problem or omission on the plan set provided, then that review must contact the applicant for corrections. An email or phone call needs to be made to the plan examiner(s) and the permit tracking system needs to be annotated. Placing initials and a date that the applicant was called in the review comments section in the permit tracking will allow all reviewers and the front counter to know the status.

n) The reviewer must provide themselves with a “tickler” or some method of reminding them that there is unfinished work with a specific permit.

o) The Plan Examiner(s) will do a complete building code review of the proposed project. There may need to be involvement with the single-point of contract (current planner) and other reviewers to resolve a conflict. This could include a meeting with the applicant or general contractor to assure that all the required input is properly coordinated.

p) Once the review is completed, the plan examiner will assemble two complete plan sets. One set is for the “field” (this goes to the contractor to build from) and one set is for the assigned field inspector. Both sets will be identical. All notes will be the same on both sets and the sets will be stamped for construction. A hard card is also prepared. The application and plan sets are returned to the front counter for final processing

q) The front counter will check the calculated fees associated with the permit. The front counter then calls the applicant with the information on status of permit (ready to issue, denied, additional information required, etc.) and the cost for issuing the permit. They will also prepare a receipt to be processed by the cashier.

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r) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

s) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

t) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule inspections.

Diagram: The following is the flow diagram for commercial tenant improvement plan review: Should the plan reviewer decide that other agencies (pulbic works, utilities,

private development engineering, storm water, industrial waste, housing or historic preservation (City Architect) needs to be involved, a note will be added to the plan sets returned to the front counter for routing.

The front counter must then go to the clearance checklist in the permit tracking system and add the other reviewers.

All currently assisted review times would remain the same. Counter must take care in assuring that the beginning and ending nodes in the

clearance checklist are in sequence (failure to do such will result in the permit not being able to be issued).

The “pink” and “white” routed application cover sheets will also be annotated for routing to additional departments. This information will be put in the “comments block”. A taped “sticky” note will also be added as a reminder to prevent the reviewer from routing their set directly to the plans examiner without first getting the additional reviewer into the processing loop.

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Application Counter checks paper-work for complete-ness (3 copies of all plans, site plan, structural items, etc.)


Returned to counter for routing; one goes to Fire Dept.; second goes to Current Planning. Third goes to plans examiner (w/ atchs)

If no other problems, hard card is created, permit tracking input is completed, permit goes back to front counter to issue.

Front counter will check over clearance checklist, see if all paperwork is ready and then call the applicant for issuance of permit. Leaves msg if no one answers.

Applicant picks up permit; pays balance due and counter prints two copies (one must be signed). Instructions on scheduling an inspection is provided. The Xerox copy of the hard card is marked and sent to the inspector. At this point the plan review is complete. Plans are retained for 180 days (extensions may be granted, in writing request)

Fails



Flood plain or flood way issues may be critical!!!


Plan review begins (obviously depends on what is in the que on to when it starts). This affects the amount of time, because of the start date. Omissions or additional requirements are handled in writing, FAX or phone call. Plan review normally takes 17-22 working

One copy goes to assigned field inspector w/calcs for manuf. products

Comments from other sections will be incorporated into the two final plan sets (field and inspection), by the plans examiner

Process author/owner: Building & Safety Program manager

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Memo - 83 (memocondos83.doc)

To: Owners, Contractors, Agents and Developers

From: Project Review Section Manager (Ed Larsen)

CC: Jim Cronk (Development Services Director),

Mark Sawyers (Project Management Section)

Date: March 8, 2006 (revised 4d, 7 April 2006)

Re: Condo Conversion Requirements and Processes

Flagstaff City Council adopted conversion processes for apartments/hotels/motels to Condominium form of Ownership on March 8, 2006 through COF Ordinance 2006-01 (attached).

The applicant must accomplish the following as a minimum for conversions:

1. The applicant will be processed through the Development Review Board and follow the requirements outlined in the Land Development Code, COF Ordinance 1690 for the various plat processes and/or a Condition User Permit application steps.

2. Condominiums are residential occupancies (R-2). The applicant must first determine if the application for converting an apartment or hotel (allowed in commercial zoned districts) is permitted in the existing zoning. If not, the applicant may be required to process a Conditional Use Permit (CUP) before the plat will be recorded. The requirements for a CUP may require aspects of the outdoor lighting, access, landscaping, and other criteria to be imposed. The case manager (planner) will help the applicant decide on whether these two applications may be processed simultaneously.

3. All condominium conversions will start with an application for Concept Plan review by the DRB. These applications are available at the Community Development front counter. A $250 non-refundable application fee is required. (Separate fees are required for a Conditional Use Permit [currently $100], and each application for a Plat [$250], Tentative Plat [$300 plus $3 per unit], Final Plat [$200 plus $2 per unit] and Final recording [actual costs]). Rezoning requests are covered in the LDC, Appendix F-1.

4. Minimum requirements for the conversion of apartments/hotels/motels to condominiums will include the following:

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a) Creation of a perpetual HOA for the payment of utility bills (master metering is allowed) and billing for tax purposes of common areas or tracts that are not within the property boundaries of the individual condominiums. The applicant may submit a “draft” of this HOA for Staff to review at the same time that the applicant applies for Tentative Plat Review.

b) Recorded with each condo unit will be a seller’s disclosure statement, which indicates the year the structure was built, the building codes in affect at the time of construction completion and the results of independent testing of the “party walls” or fire barriers between units.

c) Independent testing of 10% of the units or at least one set of units in each building shall be required. The results will be provided for Staff review at the time the applicant applies for Tentative Plat Review.

d) Proof of an existing Certificate of Occupancy (either obtained from City records – when available or through providing a copy of the original Certificate of Occupancy provided to the owner when the structure was completed) or approved as-built drawings of the buildings and site. This may be used in lieu of obtaining ADEQ review and approval of the private water/sewer distribution system that is created when the conversion from apartments to condominiums is granted. If no Certificate of Occupancy exists, the applicant must provide the “sealed” plans by an Arizona Design Professional of the site and the systems (underground water/sewer) on the proposed conversion site. The Design Professional will also prepare a “sealed” statement that indicates the existing systems are properly installed and located per the Building Codes at the time of the original construction (this may require some site investigation by contractors to verify sizes and locations).

e) The applicant must process the required documents for the platting procedures as outlined in the Land Development Code (preliminary plat, tentative plat, P&Z and City Council approval, and recording of final plat). Plats must be prepared an sealed by an Arizona Design Professional.

f) Should potential buyers discover that fire blocking, draft stops and/or damage to existing fire barriers is present, the repairs and restoration are covered in the COF Ordinance 2006-01 as it amended the Uniform Fire Code, 1997 Edition.

g) After the applicant as received the required approvals, the Final Plat will be recorded. The applicant may then apply for Certificate(s) of Occupancy for the newly created Condominiums from the Development Services Division and sell the units as Condominiums in

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5. Questions concerning the COF Ordinance 2006-01, adopted 8 March 2006, may be directed to Mr. Ed Larsen, Building Official at extension 4240. Questions concerning the Plat, Rezoning and Condition Use permit requirements may be directed to the Project Management Section, Mr. Mark Sawyers, at 779-7631 extension 7237.

Atch:

Seller Disclosure Draft

COF Ordinance 2006-01

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http://flagstaff.az.gov/DocumentView.aspx?DID=11162

http://flagstaff.az.gov/DocumentView.aspx?DID=11163

Cost Estimating for Building Permits General Information: Applicants often want to know how much there building permit(s) is going to be with regards to commercial or residential work. The over-the-counter permits are much easier to estimate, since these fees are much simpler and “cook book” in nature to calculate. The amount of variables is greatly reduced. To estimate commercial or residential permits, the applicant has some choices: 1) The applicant can provide a scaled drawing with a summary of the square

footage calculations and assigned occupancies by area. This method is the most exacting, but requires a staff time to review and put the figures into the permitting software.

2) The applicant can use a hand-out sheet that depicts the rough estimated costs of the building permit and plan check fee (doesn’t include the electrical, mechanical or plumbing). The key missing element here is knowing what type of construction it is and comparing the information from the Building & Safety Journal’s semi-annual published fees.

3) The applicant could ask what the estimated value for a specific use (bank,

hospital, hotel, etc.), declare the type of construction (Type IA, 4, VB, etc.) and using that figure, estimate the total value of the project and then reference the fees in the 1997 Uniform Administrative Code (this is the last effective code and continues to be current for a starting point).

Definitions: The type of construction for commercial or residential work are found in Chapter 6 of the International Building Code. [Generally, the type of construction for residential work is either VA or VB]. The square footage for estimating permitting costs is measured from the exterior sides of the structure. No allowance is made for different type of construction and wall thicknesses. The occupancy type, or use classifications are found in Chapter 3 of the International Building Code. Since the International Residential Code is only used for R-3 type of buildings, there is no need to reference this book. The cost figures are allowed to be increased by five (5%) annual with notification being provided to City Council. The City Manager decided to add a five (5%) percent increase in July 2007 for a period of ten years to assist in paying for the rewriting of the Land Development Code. Residential valuations were increased by 30% in 2005 to match the fees being assessed by Coconino County. The commercial building permit fees for types of construction and occupancy use were last adjusted in January 2007. Requirements: If an applicant desires the Building and Safety Program staff provide a estimate of the building permit fee, then they must provide the required specifics

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outlined in the general information section. Depending upon the accuracy requested or method selected, the staff may take 1-3 days to provide the necessary cost details. Should only a rough estimate be required, then option two can be done by the applicant using the hand-out sheet. Staff will not guarantee fees until a complete plan review is accomplished and the quantity values have been entered into the permit software to calculate the exact fees. Should the applicant make changes or re-define the scope of the project, then these fees will have to be re-calculated. Process: The applicant must decide whether an estimate is required and to what degree of accuracy is the information needed. a) Applicant either comes to the front counter at City Hall (Community Development)

or to the Cherry Building (where plans examiners reside) and requests a cost estimate. This could also be phone request or letter.

b) If the applicant wants a detailed estimate, then a copy of the plans will be provided to the front counter along with information on type of construction and square footages. [A complete separate listed breakout of mechanical, electrical and plumbing fixtures must be provided if that is needed].

c) The information is routed to the plans examiners in the Cherry building for processing.

d) Cost estimate is completed within 1-3 days and returned to the front counter. The front counter will call the applicant to pick up the estimate.

e) If the applicant wants to do the estimating themselves, then the front counter will provide the applicant with the existing printed hand-out sheet an a brief explanation of what is included and what is not (see Memo #110 Fee Calculation charts).

f) If the applicant wants to do the estimating but would like the more accurate valuation figures to start from, then the applicant obtains the hand-out sheet and asks for the valuation based on the type of construction and type of occupancy.

g) Any doubt or confusion by the applicant on the second two estimating methods will require the applicant to make an appointment with the commercial plan examiners to discuss in more detail.

Diagram: The following is the flow diagram for obtaining cost estimating information from Community Development or the Building & Safety Program:

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Applicant makes request for building permit cost estimate (normally at CD front counter or could be via phone, letter, etc.)

Counter determines which type of estimate (or accuracy) that is required by the applicant. For detailed estimate, the applicant must provide one (1) scaled set of plans with information for routing. For general estimate, the hand-out sheet is provided. For specific estimate that the applicant will do themselves, then the CD Counter or Plan Examiner will provide the valuation figure from the permit software

Plan Examiner has 1-3 days to complete permit estimate

Check quantities in KIVA test environment to get costs for applicant

Estimate is completed and Plan Examiner calls applicant with results [may fax if requested]

Process author/owner: Building & Safety Program manager and Front Counter Supervisor updated 6 October 2008

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Memo - 91 (memoDriveways91.doc)

To: Owners, Contractors, Agents and Developers

From: Project Review Section Manager (Edwin Larsen, 7240)

CC: Jim Cronk (Development Services Director)

Date: March 20, 2007 (revised)

Re: New Driveway Slope Enforcement and implementation Process

Development Services has been working with NABA, Traffic Commission, various design professionals and City Council to provide specific guidance on the method of adding Private Driveway Slope restrictions to the City of Flagstaff 2005 Building Code Amendments, COF Ordinance 2005-13, Title 4 of the City Codes. The following will be in affect on Monday, 23 April 2007.

Implementation philosophy and examples:

1. All new subdivisions that are proposed within the City limits must demonstrate during the platting process that the combination of proposed roadways (governed by the Engineering Standards, COF Ordinance 1925) and the proposed building pads for single family residences, multi-family structures (apartments, condos, duplexes, boarding houses, dormitories, etc.) in which the requirement is to park privately owned vehicles (passenger cars, trucks, trailers, RVs, etc.) will be able to meet the design guidelines for driveway slopes.

a) The design professional (Engineer) must provide prior to approval Tentative Plat sections that specifically indicate that the combination of roadways, adjacent lots for construction, and the private driveways will meet the new slope requirements for driveway with the grades of the existing and proposed terrain.

b) This can be done by provided scaled cross sections through both the roadways and the adjacent building pads. In the worse case scenarios a representative sampling selected throughout the subdivision project shall be sufficient to show the Development Review Board that the project will provide constructible lots. Additional sections may be required should the information provided not represent what is actually available.

c) The resulting information may require the applicant to either “re-think” their submittal, change the roadway layout to assure that the lots and

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d) The cross-sections through the private driveway and street will also be required during the submittal of working drawings for building permits by the developer, individual contractor(s) and/or owner-builder.

e) The contour maps must be field verified by the design professional. Preliminary plat submittals allow the applicant to use the contours available from City of Flagstaff aerial maps; however, these are not current and may not be accurate for Tentative Plat approval and contouring of actual site conditions.

2. All residential projects platted before the adoption of this change will be encouraged to lower the finish floor elevations of the garage floors for any building permits that are not yet issued to the approved subdivision. This will be voluntary on the builders/developers side.

3. All subdivisions with phases in which one or more phases have not yet been platted at the time of adoption of this amendment to the Ordinance would be subject to these new driveway slope requirements. This may require a review of building envelops for cuts and fills as it relates to the resource protection.

4. Existing properties or parcels that were not part of an approved subdivision governed by either the City of Flagstaff adopted ordinances; City of Flagstaff Zoning Code, Ordinance 365, dated April 12, 1949 (or the subsequently updated and replaced with the Land Development Code, COF Ord 1690, dated April 8, 1991, with updates) will be exempted from the driveway slope restrictions. This paragraph means that should the owner/builder be in a part of the City not governed by a platted subdivision, and the applicant is desiring the new construction of a dwelling structure(s), the applicant must comply with the new driveway slope guidance. It is estimated that less than 5% of existing residentially zoned lots adjacent to city street with public utilities available adjacent to the same lots would fall into this category.

5. Property owners that are making additions to existing residential structures (additions or remodels would include carports and garages), would be encouraged to use the new driveway design slopes, but not required to lower existing driveways or existing slab garage floors to meet the requirements.

6. Property owners adding a second or auxiliary dwelling unit (ADU) that must provide additional parking for the second unit will be encourage to use the new driveway slope designs. This assumes that the primary unit already exists on the property. If this is new construction of both the

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7. For building permit submittals, the developer, contractor or owner builder will be required to modify one or more of the required sections and/or elevations (that are currently required for a building permit) to extend the drafting past the property boundary to include the street section. The purpose is to show how the design guidelines are be met (additional fill on the property or cuts into slopes). This also assists the inspection prior to concrete pours to assure that the completed structure will pass. This is the same requirements as new subdivisions, paragraph 1c. above.

8. The permit process currently asks the designer to provide the curb height elevation, therefore, adding this additional information for the plan review process is considered minimal. All information will be available when the engineering construction drawings are approved and as a public record, the same information will be available to the designer(s).

9. The first and preferred method is for the builder to obtain the services of a Registered Land Surveyor to establish the proper finished elevations and certify them for the builder. A less reliable method, but could be implemented would require the contractor or owner/builder to provide a “string line” prior to pouring the concrete for the concrete driveway slab or garage slab or the parking pad slab. (Of course the stem wall must be at the right height before getting to this phase). The string line will be staked between the existing back of sidewalk (transition point for the “break over” between the sidewalk and driveway) to the middle of the five-foot break over at the top/bottom of the driveway. The assigned site inspector will then check the slope using a digital slope meter. Assuming the calculations are correct and the craftsman follow the proper

10. Additionally, the contractor/owner builder will be encouraged to err on the lesser slope angle side than go for the maximum slope allowed (this will prevent errors that would cause removal and replacement of concrete). Additionally, the inspection staff will be given the latitude of judgment within a 1-2% margin of error, especially for the individual owner/builders. Design professionals and general contractors working on large developments (townhouses, apartments, or in control of the entire subdivision build-out) would held to a closer tolerance of professionalism as experts in field of construction.

11. Should the applicant have any questions regarding the new private driveway slope guidelines, they may contact the Building Representative on the Development Review Board or the individual assigned plans examiner after the building permits have been submitted for review.

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Memo- 64 (memoencroach64.doc)

To: Contractors and Owner/Builders

From: Edwin Larsen, Project Review Section Manager

Copy: Mark Landsiedel, CD Deputy Director

Jeff Bauman, Traffic Engineering

Project Inspection Section and CD Counter personnel

Date: 12/08/04

Re: Emergency Right-of-Way permits (routing)

1. The Emergency Right-of-Way Permits for construction, additions, repairs, and demolition is sometimes required when a line is broken and needs immediate attention. The cost of the permit is currently $50.50. We experience a “lag-time delay” with these permits to either the off-site inspectors or building inspectors trying to accomplish their procedures in reviewing the work. It is the responsibility to the licensed contractor to assure that all the requirements for Public safety and traffic control has been met.

A diagram is provided by the Contractor taking out the “over-the-counter” permit, which must be forwarded to Project Inspection Section, off-site branch.

The only emergency repair work that is recognized is for broken water lines

(no service to the residence or business) and broken gas lines.

beginning of the curved roadway segment.

Within a cul-de-sac, or within 20’ of the beginning of a cul-de-sac.

Other hazardous or un-desirable locations as specified by the City Engineer or his authorized representative

Questions will be directed to the Engineering Section-226-4848

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Memo- 36 (Memothreefloorexit36.doc)

To: Commercial/Residential Plan Reviewers



Mike Scheu, Building & Safety Manager

Date: 12/06/02

Re: Exiting, Residential – third floor

The exiting question from a residential third floor is covered in several sections and can be perceived as “grey” when trying to tie the language between various sections. I believe it is agreed that where there exists a third floor in an residential structure and that floor exceeds 500 square feet, then two exits are required (Section 1004.2.3.2, exception 4.).

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Building Permit fees and refund policy Used for over-the-counter building permits, new construction and other permits governed by Title 4, City Code and covered in COF Ordinance 2007-47. General Information: Both the International Building Code and International Residential Code references in Section 108, that the Building Official will establish a fee structure and policies for issuing those permits. Definitions: The basis for all fees starts with the 1997 Uniform Administrative Code. This code has been used since 1995 as the building block for all building permits, over-the-counter permits and grading permits. It has been modified by City Council for standard inflationary considerations and added fees to compensate for City services (See “task” on cost estimating for building permits). Refunds (plan review): The Administrative code indicates that once plan review has begun, the Building Official may not refund more than 80% of the estimated plan review costs. The City of Flagstaff currently uses a deposit schedule (printed on the permit application) based upon dollar amount of the project. For the applicant to obtain a refund, they must provide a letter to the Building Official and prior to the 180 day expiration of the plan review period. Otherwise, all fees will be forfeited. Refunds (building permit): The Administrative code indicates that once a building permit has been issued, the Building Official may not refund more than 80% of the estimated building permit as long as no work has begun. Based upon the work done, the Building official may decide on the exact amount of the refund. The applicant must request the refund in writing. The permit must still be active (not beyond the expiration date) to obtain a refund. Return of plans without permit issuance: Once plan review has been completed, the working drawings are a property of the City of Flagstaff. Should an applicant want the reviewed plans without purchasing the permit, then the applicant must pay the complete plan review fee. Expired permits: These permits are in two categories. The first category is for a permit that has expired and a letter sent to the County Recorder’s office indicating that the applicant has not requested a final inspection or completed the work without inspections. The applicant must ask for a final inspection in writing and pay a minimum two hour inspection fee ($47 x 2 = $94). If the required final inspection is for a new house, then the assigned inspector will estimate the total amount of time to complete the inspection and provide the Building Official with that amount of time. The applicant must pay these fees prior to getting the final inspection. The second category is for older permits beyond the maximum extension period for the building permit and/or if the permit that is expired was reviewed under a different Building Code adoption cycle. [i.e., permit was issued under the 2003 edition of the IRC, is over 30 onths old and the City has now adopted the 2006 edition IRC. In this case, the Building Official may re-instate the building permit, but the applicant must

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pay one half (50%) of the original permit fees again. This does not include plan review fees. Requirements: The applicant request any refund in writing. The letter will be addressed to the Building Official Process: The applicant writes a letter and submits it to the Planning and Development Services front counter. a) The Applicant’s letter with the pertinent information, permit number, addresses of

the work (copy of the permit if they have it); a brief reason for not wanting to finish the work, and who the refund goes to will be presented.

b) The Counter will check to see who made the applicant for the permit (owner or contractor). If the person applying for the refund is not on the permit, they will be asked to get something in writing from the original applicant indicated that they are entitled to the refund.

c) The counter will transmit the letter from the applicant to the Building Official. d) The Building Official will review the case (may query the plans examiner and/or

inspector on the progress made to date). Once a determination is made, the amount of refund will be written on the applicants letter and date stamped. This will include information on process, percentage and how the determination was made.

e) The refund will be processed through the Building Clerk (currently Bonita Sears,

Administrative Specialist). f) A request for refund is sent to the City of Flagstaff Finance department for cutting

the check and mailing it to the applicant. g) The applicant should see a refund check within 2-6 weeks. If there is any

question about the amount, then a copy of the letter will be provided to the applicant. The applicant may also call and talk to the Building Official.

Diagram: None is required. Process author/owner: Building & Safety Program manager and Front Counter Supervisor .

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Memo- 71 (memofoundation71.doc)

To: Project Review Section

From: Edwin Larsen, Project Review Section Manager


Reid Miller, City Engineer


Front Counter (Kari Hubatch & Gloria Cervantez)

Plans Examiners (Bill Jensen, Wes Hovan & Nancy Shibley)

Private Development Engineers (Ron Johnson & Matt Morales)

Date: 08/29/05

Re: “Foundation Only” Policy and Procedures

4. POLICY: The 2003 IBC, Section 106.3.3 and 2003 IRC, Section R106.3.3 “Phased approval” establishes a method of providing foundation only permits if approved by the Building Official. The policy shall be that this is an “at risk” permit for the holder of the permit, owner of the permit, project owner, and/or applicant for the permit. The application for this permit shall be applied for separately from the actual building permit and shall be annotated as such in the Permit Name. This type of permit is primarily to be issued when rough grading certification cannot be obtained without issuing a building permit for either on-site retaining walls or foundation walls. [Exception, when special funding sources require issuance of all construction permits prior to completion of project review, then the permits can also be released with full payments made to the City of Flagstaff and with authority to construct prior to completion of the plan review. When this exception is exercised, all construction shall be “at-risk” and no certificates of occupancy shall be granted until all Building Code and Engineering Standards are met and passed City of Flagstaff inspections.] No construction above the finish floor will be allowed and no combustible materials may be delivered to the job site without the Fire Department and Building Officials approval. Failure to comply will result in a “Stop Work” being issued and may result in revoking of the building permit. The permit holder must submit for the foundation only permit at the same time a grading permit is requested. The applicant must submit sufficient information to adequately evaluate the foundation (this includes structural calculations stamped by the Architect or Engineer of Record, details and sections for foundation inspection, indication on the site plan where the specific foundations will be located, and appropriate keying of details to the parts of the foundation to be constructed). Both grading and building permits must be issued simultaneously. This type of permit will NOT be issued for detached single-family dwelling units.

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5. PROCEDURES: The applicant shall identify the desire to construct foundations prior to obtaining the grading, foundation and building permit during the conceptual review phase with the assigned case manager. The case manager will then provide these procedures to the client so that the applicant may accomplish adequate planning and scheduling. As a minimum, the following shall be provided:

a) Geotechnical soils report (2 copies), provided to Plans Examiner

b) Three sets of foundation plans with sections, details, site-plan location and keyed information for sections to locations on the foundation plan. Since it is logical that underground utilities will be installed and inspected at the same time, the information must be placed on the site plan/foundation plan and the developer will be charged for “yard lines”. Plans shall be “wet sealed” by the Architect or Engineer of record.

c) Two sets of structural calculations supporting the working drawings submitted for foundation.

d) A signed and dated letter from the project owner or appointed agent that stipulates the understanding that this permit is being issued to the applicant as “at risk”. Should plan review dictate or changes be made by the Architect or Engineer of Record during the building plan review, then the cost of alterations, additional engineering, partial or total removal of foundation work, will be the responsibility of the project owner or appointed agent(s).

e) The CD front counter personnel will annotate the BCBL permit at the time of application under the permit name as “Foundation only for ______”. The routing will be the same as the regular building permit. The deposit will be separate from the building permit (if they are submitted together; i.e., two $450 deposits will be made). The applicant must indicate the estimated value of the foundation, often 25% of the total building cost.

f) Submit an application for a private Development Grading permit. [Since this is done usually after the first and/or second Private Development Engineering review of the Engineering requirements has been completed and approved, and approval of foundation only permits take additional time to review, the applicant is advised to make the foundation only permit application at the same time that the second review of Private Development Engineering submittal is accomplished].

g) The commercial plans examiner will assign a commercial building inspector for the project.

h) Foundation work can not begin until the grading permit is issued and resource protection/SWPPP installation is inspected and approved.

3. RECOMMENDATION: It is recommended, but not required, to submit the building permit application at the same time. This allows the plans examiner to

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4. Any questions concerning how the project review will be handled may be directed to the Building Official at 799-7631 extension 4240.

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Memo- 48 (memogarage48.doc)

To: Developers, Designers, and/or Contractors



Planning, Mark Young and Gilbert Smaby


Plans Examiners

Date: 10/07/03

Re: Garage dimensions – interior

NOTE: The strict enforcement of this existing requirement will start on all submittals on 20 October 2003.

The parking requirements are covered in the Land Development Code, COF Ordinance 1690, Chapter 10-07, section 10-07-002-00002 and indicate that a single family dwelling unit will have two spaces (uncovered, carport, garage, etc.), but they can’t be in the front yard setbacks (driveway or yard). Section C “Off-Street Parking Space Design”, subsection 2., page 8 stipulates that “Each covered off-street parking space shall not be less than ten (10) feet wide and twenty (20) feet long as measured at its interior dimensions. The Parking space shall have a vertical clearance of at least seven (7) feet.”

To assure that this is correctly indicated on the plan submittal, the designer must indicate any obstructions (water heater/furnace platforms, stairways and landings, posts, or other non-moveable items) in the garage. If the floor levels between the main house and the garage are different and require stairs, then only a minor encroachment of one (1) to two (2) feet in “run” and three feet wide will be allowed (see drawing). Center posts or piers must be accounted for to provide adequate ten (10’) foot clearance to the side-walls.

A drawing on the reverse side of this memo is provided to assist the designer in knowing what problems may reject the plans and require a redesign of the single-family dwelling unit.

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Memo- 73 (memogaragestorage73.doc)

To: Project Inspection Section, Contractors

From: Mike Scheu, Building & Safety manager


Reid Miller, City Engineer

Edwin Larsen, Project Review Section Manager

Gloria Cervantez and Kari Hubatch

Date: 09/13/05

Re: Storage of personal property in Single Family dwelling prior to Final Inspection & Certificate of Occupancy

1. The 2003 IRC, Section R110.1. No building or structure shall be used or occupied, and no change in the existing occupancy classification of a building or structure or potion thereof shall be made until the building official has issued a certificate of occupancy therefore as provided herein.

Exemption: Houses currently occupied that are having remodels, additions, or repairs will be exempt from the required certificate of occupancy and may remain occupied as long as no life/safety issues endanger the residences.

2. Effective on Monday, 19 September 2005, no possessions shall be stored in as an interim measure to obtaining a “passed” final inspection and certificate of occupancy in any portion of the house or garage. The assigned building inspector and/or Building & Safety Manager must assure that a final building inspection has been made and that no life/safety issues are left uncorrected.

3. Any owner/builder or contractor violating this portion of the 2003 IRC will have the property posted for “no-occupancy” and is subject to issuance of a citation if the property owner fails to remove the contents within 48 hours. A final inspection will not be scheduled until the structure is cleared of personal property. Builders are reminded to provide ample time for a final inspection and any required follow-on inspections should the final inspection “fail” the first time.

4. Left over construction equipment or materials must be located in the center of the garage area and all the inspector to complete a final inspection “walk through” and test all installed appliances and equipment associated with the new structure.

5. Questions or requests for variations of the procedure may be directed to Building & Safety Manager, at (928) 213-2620.

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Memo - 82 (memohistory82.doc)

To: Owners, Contractors, and Developers

From: Project Review Section Manager (Ed Larsen)

CC: Karl Eberhard (Urban Planner), Jim Cronk (Development Services Director),

Michael Kerski (Community Investment Director)

Date: April 14, 2006

Re: Permit Requirements in the Historic District

Starting Monday, May 15, 2006, new procedures for existing requirements will be enforced for any permit applications for properties within the HDRO zone (COF Land Development Code Chp. 10-02, Ord. 1956). The existing requirement is that a Certificate of Appropriateness (PCOA permit in KIVA) be obtained prior to any exterior alterations (COF LDC Chp.10-15, Ord. 1857). Based upon appropriate action by the Historic Preservation Commission (COF LDC Chp. 10-15, Ord. 1857), guided by the Design Handbook for Downtown Flagstaff (COF LDC Chp. 10-02, Ord. 2002-15), the City of Flagstaff Historic Preservation Officer will issue a Certificate of Appropriateness permit. For certain permit requests, such as conforming signs, the Historic Preservation Officer may issue a Certificate of Appropriateness on a consent basis. The Historic Preservation Officer may also make a finding that the permit request is not subject to the requirements of the Historic Preservation Chapter of the LDC. One of these three actions is required prior to processing any application for a permit in the HDRO zone.

Property owner may not do any type of work to the outside of the structure (this includes painting, siding, signage, modifications to existing attached equipment, etc.) without following the Certificate of Appropriateness process outlined above.

The CD Counter personnel will screen applications for any tenant improvement (interior or exterior), demolition, additions, and remodels. The only permits that may be issued without screening are for emergency plumbing, electrical (does not include exterior lighting) or mechanical repairs inside the structure or for yard-lines that do not alter the structure or attachments.

The permit software database has been altered to prevent the counter personnel from issuing a permit without first checking the above requirements. Should a project require a Certificate of Appropriateness, then the amount to time to review will vary upon which level of review is required. If it can be determined by Staff (Historic Preservation Officer) without the City of Flagstaff Historic Preservation Commission approval, then the additional time to process will be between 5-10 working days. If the City of Flagstaff Historic Preservation Commission

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approval is required, then the applicant will be informed of the submittal requirements, next available meeting, fees, and approximate time for approval.

Questions may be directed to Mr. Karl Eberhard, RA, Historic Preservation Officer, at 779-7631 extension 7268

Processes for Historical Permit:

Clearance Checklist:

Applicant requests a

building

(planning/engineering)

Counter checks the address/parcel number for flags prior to starting creation of a permit. Building is Historic, Applicant fills out application

for Certificate of Acceptability and pays $23.50. Must include two copies of plans. If painting is involved, colors must be added to elevations. Anything affecting the exterior of the building must be depicted on the drawings. May require a design professional.

YES

No problems (exempt), review time is 1-5 days and “conditions of approval” maybe added by Urban Designer. Applicant will be called by front counter and pay $23.50 for permit.

Application for either over-the-counter permits or formal submittal for a building permit may proceed.

Applicant notified of decision by Committee; if Yes, permit is issued to applicant (fee already paid) and then the procedures for applying for required permits will begin

Yes, must be researched and may require additional permits (sign permits, CUP, DRB approval, etc.); however doesn’t require Flagstaff Historic Preservation Committee approval, $94.00 fee and 1-10 days. [Applicant called by Urban Designer within 72 hours for more time and costs, add $70.50]. If Historic Preservation Committee review required, more submittal requirements by applicant and total fees to be $188.00, paid in advance;1-10 days after the scheduled meeting with Committee.

Not Historic, permit may be processed and either issued or taken in for routing. Except: Emergency

NO

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Front Counter 1 day Check address, process

Application, collect $23.50 Payment Planning Review (Urban Design Planner) 5 days Basic research, approval Return with conditions to Counter for processing Counter 1 day Call applicant, print out Permit, one copy to files Added activities:

Plan Review 2 (Urban Design Planner)

5 days Extended review of project

Schedule Historical Committee 25 days Add this depending upon next available date.

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Hourly charges for permits Used specifically for when a permit has already been issued. General Information: Once a building permit has been issued, there are times when additional plan review is required. This may occur when the contractor or builder wishes to make changes in the field. They most routine change is resizing of beams or placement of structural elements that were originally approved. Definitions: The basis for all fees starts with the 1997 Uniform Administrative Code. This code has been used since 1995 as the building block for all building permits, over-the-counter permits and grading permits. It has been modified by City Council for standard inflationary considerations and added fees to compensate for City services (See “task” on cost estimating for building permits). Requirements: The applicant must have the changes proposed (two copies) and the original “red line” set of drawings that were approved for use in the field. The applicant will be charged an hourly rate (currently $47/hour) and a minimum of ½ hour for any work that the plans examiner must do to re-approve a set of working drawings for the field. The portion of the work being changed is automatically placed in a “stop work” environment until the new elements are approved by the plans examiner. This could be a very specific portion of the work; i.e., if the builder has a framing crew working on the job site and a bearing glue-laminated beam is being re-sized, then only that portion of the work or assembles that are impacted by the placement of a new beam would be stopped. Framing in other locations on the job site could continue. This is done at the contractor or builders risk. Process: The applicant must bring in the proposed changes and the original “field” or “red lined” set of working drawings to the plans examiner. These permits are normally processed within 1-2 working days. a) Applicant will bring the minimum requirements to the plans examiner (currently

located at 101 West Cherry Ave, old APS building, ground floor). b) A short meeting to discuss the changes will be commenced and after the plans

examiner understand the scope, the proposed changes, original working drawings will be given to the plans examiner.

c) The applicant needs to provide a means to communicate with them so if there are questions or clarifying information required, the plans examiner can provide the information to the applicant.

d) The plans examiner may contact the field inspector if there are related concerns about what has been done in the field.

e) After the plans examiner has completed their work and approved the changes, one set of revised drawings (could be a simple one sheet drawing amendment) will be marked for the field inspector. This is not routed to the inspector by the counter until the fees have been paid.

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f) A second set is marked for the builder and the original plan set is also annotated for the change or amendment. This drawing set is sent to the front counter for processing. This will include a note on the amount of time spent and charges.

g) The plans examination will also enter the change into the “scope of work” area of the issued building permit. The permit is not reprinted.

h) The front counter will prepare a receipt based upon the increment of one hour or half hour time spent and record it under the plan review fee. A one hour charge would be $47/hour, 1.5 hours would $70.50, etc. The counter will call the applicant to pick up their approved set and pay the fees.

i) There is no requirement to put these fees into the automated permit tracking system. The applicant should keep their receipt for reference. The original approved plans and any additional sheets will be given to the applicant.

j) The plans examiner may request for structural items that either the truss/floor system manufacturer provide a new layout and calculations for their product (2 sets) or if the design alters systems that have already been installed (such as the foundation), that an Arizona design professional (Architect or Engineer) be engaged.

Diagram: The following is the flow diagram for changes to issued permits.

Applicant brings original field set and two copies of changes to plans examiner

Plans Examiner discusses change @ counter (5-15 mins) In some cases, there might be a

need to involve planning, zoning or engineering for the proposed change. [This will add time and routing requirements; it will also add to the total hourly fee]

Plans examiner reviews documents and annotates the original set. Scope is marked for changes in KIVA

Fees are calculated and, a note prepared for counter and all documents are sent to the counter for processing

Applicant is called, charges provided and completed paperwork (receipt) is placed in hold box until the applicant comes in an pays

Applicant picks up plans (after paying fees) at City Hall at the front counter. The inspectors set is routed to their office, once the fees have been paid. Change is completed.


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Implementation of the 2009 City of Flagstaff Building Code Amendments – Reference 2006 IECC. General Information: The COF Council adopted Resolution 2009-08 making the 2009 COF Building Code Amendments a public record on June 16, 2009. The subsequent Ordinance 2009-06 made the amendments to Title 4 of the City Code law on August 4, 2009 with an effective date of Friday, September 4, 2009.

Definitions: None Requirements: All building permit applications (residential and commercial) are affected by the adoption of the new amendments. The applicant must clearly indicate how they will meet code compliance on the working drawings for those items covered in Chapter 4 and Chapter 5 of the 2006 International Energy Conservation Code as well as those amendments added to Title 4 of the City Code. The following is a summary for the designer to follow: 1) All portions of the 2006 International Energy Conservation code are

applicable, except as amended in the 2009 COF Building Code Amendments.

2) The following items are considered “Best Practices” and should be considered by the designer during the preparation of the application for a building permit (all items are voluntary and not required for issuance of a building permit):

a) Section 405.1, Provisions for Future Solar Water Heater, for all new one-story

residential construction. This provides for the plumbing of a stub out between the water heater locations to above the insulation in the attic area for the inclusion of a future thermal solar water heating system installation.

b) Section 405.2, Future Solar Photovoltaic, for all new residential construction.

This would provide electrical conduit and pull wires from the service entrance to the expected location of a solar panel array mounted on the roof of the new structure.

c) Section 405.3, Future Alternative Energy Systems (Wind Turbines or

Geothermal). This would provide for electrical conduit and/or plumbing stub outs for future installation of a wind turbine, alternative new technology energy system and/or geothermal system for all new residential construction.

d) Section 405.4, Voluntary Sustainability Programs. This allows an applicant to

participate in LEED for Residential (US Green), Energy Star certification, the Coconino County Sustainable building program or other recognized energy program and have the resulting special inspections recorded and stored with the final inspection report for the construction.

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e) Section 405.5., Jump Ducts. This encourages designers to provide a series of ducts between rooms (normally done between the room and adjoining hallways) to provide for pressure equalization and therefore encourages heat or cooling balances between rooms that can be closed off.

f) Section 405.6, Exterior wall (new residential construction) insulation to be

increased from R-19 to R-24. All current exterior walls for new construction must be 2x6 studs (wood or steel) and filled with a minimum R-19 batt insulation or other system. This encourages designers to have either high density insulation, spray-in foam insulations or add additional foam board insulation to the exterior of the wall system to increase the insulation value to R-24.

g) Section 405.9, Protection of Cold Water Supply Lines. This requirement

currently resides in the International Residential Code and the International Plumbing Code as a general statement. The voluntary requirement here would be to add R-19 minimum insulation in a crawl space between the locations that the piping exits the earth to the penetration of the under-floor insulation cavity.

h) Section 403.10. (check the section number here Mike) At the time of final

inspection, the builder, contractor, or owner is encouraged to install compact fluorescent lights (CFLs), other fluorescent, LEDs or other energy efficient lighting equivalent to or better than fluorescents in the high use areas for new construction. High use areas are typically defined as kitchens, living room, family room, and dining area. Specialty type lighting fixtures shall be of a low wattage or low voltage type. Exception to remain the same. This affects Chapter 2 and 9 of the 2009 COF Building Code Amendments. The affect of this voluntary status would delete the mandatory previous requirements for CFLs.

i) This doesn’t provide a specific section addition, deletion or amendment, but

would encourage the elimination of footnote “f” of Table 402.1.1 in the 2006 International Energy Conservation Code; thereby making all floors in new construction (remodels or additions) eligible for R-19 when the framing members are too small to accommodate R-30.

j) This is informational to the designer and contractor. Insulation in ground

contact shall be extruded polystyrene or other foam products other than expanded polystyrene (bead-board). The white bead board works under stucco wall products, but earth contact should be eliminated since the board will absorb moisture and thereby depletes its insulation value.

k) Amend Section 607.1 of the 2006 International Plumbing Code and Chapter 2

and 9 of the 2009 COF Building Code Amendments to include that when a hot water recirculating pump system is installed that it must have a programmable timer, an on/off switch and 3/4 inch foam pipe insulation.

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3) The following items are mandatory and will either reinforce or amendment those

portions of the 2006 International Energy Conservation Code: a) Section 405.7, Contractor supplied appliances to be Energy Star rated. This

is a mandatory requirement for final inspection. If appliances are provided by the owner/builder or general contractor, then the appliances must meet Energy Star ��. Requirements. Labeling must be visible for the assigned inspector.

b) Approve addition to the International Residential Code (IRC), Appendix R,

Straw Bale Construction Guide. This inclusion of a new appendix to the International Residential Code provides specific design and inspection guidance to designers that select to use straw bale construction in new or additions to residential construction. It also provides for some structural use of straw bale in one story buildings with limited spans.

c) Adds Section 403.7, (check the number here Mike) Furnaces to Chapter 4 of

the International Energy Conservation Code. This will make it a requirement for all new and replacement unit, single stage, furnaces to be a minimum of 90% efficient. Designers and mechanical sub-contractors will have to take care to review mechanical room sizing in existing units for access and distance to combustibles. This requirement is only best practices or voluntary for replacement units.

d) Deletes the previously approved and adopted limitation of one solid fuel

burning devices per structure from Chapters 2 and 9 of the 2007 COF Building Code Amendments. This limitation is scheduled for an effective date of July 7, 2009 and therefore, homes submitted for plan review and approved between this date and the expected implementation of the 2009 COF Building Code Amendments (September 4, 2009) will be limited to one solid fuel burning appliance.

e) Air barriers or Section 402.4.1 entitled “Air Leakage” will be enforced. Current

practices of using Tyvek or similar house wrap products will be accepted to limit infiltration.

f) Remove distance requirements between water heater and hot water uses are

eliminated in 2009 COF Building Code Amendments, Chapter 2 and 9 and the 2006 International Plumbing Code, Section 607.2. The requirement to insulate the supply lines to R-3.6 is considered sufficient and therefore requiring the water heater to be closer, using on-demand systems or adding a recirculation pump is not required.

Process: The applicant will submit indicate on the working drawings the code version reference as a requirement (normally done on the cover sheet or first page of

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the drawings in a Code block). The applicant is encouraged to submit a copy of REScheck or COMcheck (Dept of Engineer free software) or other Nationally recognized software program to show that the proposed construction is code compliant. If not using the recommended software, then all of the requirements must be clearly cabled on the working drawings for plan review to check. Diagram: None required.

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Building Inspections involving Design Review Guidelines General Information: The process of construction, after a building permit is issued, has often seen general contractors make changes or alterations to the approved materials, color, style, finishes, exterior lighting and flat work during the last stages of building. A major gap has existed in “catching” these changes before approval can be made by the Planning Development Manager (current planner) or the building inspector in the field. In an effort to preclude having installed work taken down, replaced or redone, the following processes and business practices are put into effect. Definitions: Building Inspector: Assigned to the project and responsible for the structure, items covered on the working drawings, and associated detailed site work (once the permit has been issued). Contractor: The builder (normally the General Contractor) responsible for assuring that all requirements of the construction working drawings and Development Review Board requirements are achieved. Design Professional: The Architect and/or Engineer of Record for the building permit. In the case of single family residential detached, this individual may not be a Registrant under Arizona State Revised Statute criteria. Design Review The Design Review items for a building permit involve, color, materials, exterior lighting, and site flat work not involved with off-site improvement criteria are covered in City of Flagstaff Ordinance 1690, Land Development Code. A major rewrite o this ordinance is under way (started in late 2008) and is expected to be completed in 2010. The new ordinance with be the City of Flagstaff Zoning Code and may require certain aspects of this business practice to be rewritten. Field changes: Decision for acceptance or approval of a disputed material, fixture or color that the Planning Development Manager makes during a site field. Must be annotated and initialed/dated on the reverse side of the hard card. Off-site inspector: Assigned to the engineering permits for what is considered off-site work. Exception: When site walls or off-site work requires that certain aspects of the Design Review be followed and if a building permit has not yet been issued, that inspector will be governing the compliance of the DRB requirements. Owner: Property and/or building owner Requirements: The owner of a new proposed building (or an addition which exceeded the size limitation and requires buildings to follow the Design Review guidelines) is responsible for achieving all the agreed upon design review requirements for the building permit. Once the site/building plans are reviewed and

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approved by Current Planning through the Development Review Board (DRB) process, the designer/Architect must reflect the requirements on the working drawings. The following process by Building Inspection will assure that those requirements are covered and outlines how changes can be made to the original agreement by the Contractor/Owner of the facility. Note: Should a feature that was approved for Design Review guidelines be covered under Engineering Construction documents, then a similar process must be established and executed by the Off-site inspection staff. Process: The General Contractor must follow the building plans as approved. The following inspection procedures will be added to the existing processes for building inspection: a) The General Contractor will initiate a “pre-construction” conference prior to any

site work (vertical construction), building construction (except for foundations) and any detailed flat work. The participants will include the building inspector, contractor’s superintendent and Planning Development Manager (PDM).

b) Key items from the Design Review requirements will be pointed out during this meeting as being critical. Copies of the cut sheets, color chips, exterior lighting, areas of flat work requiring details, siding, etc. will be reviewed as being key to getting a certificate of occupancy at the later stages of the project construction.

c) The General Contractor and the Building Inspector will verify that the samples

both have are the same ones that are agreed upon and approved through the DRB process. Any questions for clarification will be resolved by the PDM.

d) The General Contractor will initiate an on-site inspection (done like current

inspection processes) at least twenty four (24) hours prior to the placement of key assembles. [Example, before exterior lighting is placed on poles, parking lot standards, exterior of the building, the actual fixtures will be shown to the Building Inspector along with the cut-sheets and matching model numbers. If concrete work must be stamped, colored or exposed treatments added, once the forms are placed, the General Contractor will request an inspection that demonstrates that the forms for stamping, color sample or aggregate are correct].

e) Failure to request the inspection of materials which results in placement of

incorrect materials (which are changed without approval of the Program Development Manager) will be removed and replaced at the Contractors expense.

f) Materials placed that are incorrect and not removed by the General Contractor

will result in a “stop work” being issued and no further inspections granted until the deficiency is resolved.

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g) Change Orders: Any changes to the approved materials must be obtained by the General Contractor (or owner) through the Planning Development Manager (PDM) at least three days prior to installation. A signed agreement for the change must be provided to the Building Inspector along with any changes to the working drawings. Changes to the working drawings also require the design professional (Architect and/or Engineer) to seal the changes.

h) The General Contractor is allowed as many of these “design review” inspections

as required to assure that the materials being installed are in compliance. The following are recommended:

1. Awning, decorative features, any assembly that is color or pattern specific 2. Flat work, other than plain concrete 3. Siding materials 4. Exterior Rock work veneers 5. Architectural features, such as tree well grates, bike racks, benches 6. Paint colors (samples may be requested on prism walls) 7. Block walls, veneers, siding or fence materials 8. Any special treatment that was pointed out during the pre-construction

meeting i) Should there be a disagreement in the field to materials, color, stamping forms for

flat work, siding, exterior light fixtures, etc., the Planning Development Manager will be informed and must schedule a site visit within 48 hours to approve or disapprove the materials. For changes requiring the PDM to approve, the PDM will annotate the reverse side of the hard card for the Building Inspector. Once the PDM is back in the office, an email will be sent to the Building Inspector so that the official log can be also annotated for the field change.

j) Most of this sort of work occurs during the last 30-60 days of a construction

project. The contractor is encouraged to closely coordinate with the assigned inspector should any questions or concerns about materials vary. Should items from suppliers be delayed, the Contractor may request alternate methods of obtaining a temporary certificate of occupancy to the PDM, if required.

Flow Diagram: None Required Process author/owner: Building & Safety Program manager and Current Planning Manager

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R-Values for insulation – IECC checks General Information: The currently adopted building codes (special reference made to Chapters 4 and 5 of the International Energy Conservation Code (IECC) and the 2007 City of Flagstaff Building Code Amendments) allows designers to provide various methods to accomplish the resistance or “R” value for code compliance. Because there are often limitations on the space between stud bays, floor/ceiling joists and roof systems, for the insulation, many designers have turned to more complex systems to meet the R-value. Some manufacturers will often make claims of “R” value equivalents because of other properties that the product provides. These claims make it very difficult for the plans examiner and the field inspector to assure that code compliance has been met. To supplement our ability, the plans examiner will rely on ICC reports, ER reports and verification by National recognized testing labs to assure that the products proposed are performing as advertised. Products without established test results may not be used.

Definitions: R-Value, Thermal resistance. The inverse of the time rate of heat flow through a building thermal envelop element from one of its grounding surfaces to the other for a unit temperature difference between the two surfaces, under steady state conditions, per unit area (h * ft2 * °F/Btu). R-value “myth” There are several publications that will point to the fact that establishing an R-value for inch of thickness of material is based upon an ASTM test for individual materials the exclude air movement (test is done in still air) and moisture content. Despite these arguments and debates, for code compliance, the Building Official recognizes that this is a starting point for achieving an envelope around the occupied structure that will lessen the waste of energy to heat and cool the building. When using the performance method in Sections 404 or 506 in the IECC, using spray insulation of lesser thicknesses is combined with the fact that it makes an air-tight and moisture tight envelope. Spray Urethane insulations: Except for the small 12-16 ounce spray can applications, the installation on a large scale can not be done by a homeowner. Because the chemicals involved are like an epoxy-two part application, specialized equipment is required to install the insulation. When the chemicals are sprayed upon a surface, they begin to expand and normally generate heat during that process. Protective gear is also required because of chemicals and odors from those chemicals generated during the process are hazardous. Spray urethanes normally have two types, open cell and closed cell. The R-values can range as high as R-6 per inch of application. Most common varieties used in home construction are about R-4.5 per inch (closed cell). Studies have shown that thicknesses more than six inches rarely achieves higher total R values and that because of cost, the application should be limited to that depth. Standard 2x6 wall stud bays are 5-1/2 inches thick. This provides a total value of R-24.5.

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Batt Insulation. Bath insulation comes in a variety of thickness and values. It also comes faced and unfaced (a Kraft paper is applied to one side and acts as a partial moisture barrier). The batts for wall construction are normally sized at R-13 (2x4 space) or R-19 (2x6 space). For ceiling and floors, the R values will range from R-30 to R-38 and the thickness is between 8-1/2 inches and 10 inches. To work properly, the batts must not be crushed, but fit snuggly against the surface being protected. High Density Batt Insulation. Very similar to the loose batt insulation; however they normally are un-faced and the density gives them extra resistance. A 3-1/2” high density batt would fit in a 2x4 stud wall and have an R-value of 15. High density insulation for 2x6 walls is R-21. Blown-in Insulation: Also referred to as loose-fill insulation is a granular or fluffy material that can be blown into hollow cavities or open attics. It has the advantage of not having to be cut or fitted into a space. Cellulose fiber (R 3.7 per inch) is made from recycled paper products. Fiber-glass blown insulation has a value of R2.3 to R2.8 and is the most common. It also has the advantage of not burning (can melt). Mineral wood (slag or rock wool) has a value of R-3.2 per inch. The advantage of mineral wood is that it is totally fire proof and will not burn or melt. Vermiculite (R-1.4 per inch) is made by expanding mica under high temperature. Because it is resistant to wetting, it is often used in block wall fill for insulation. [EPA warns it contains traces of asbestos]. Foam board insulations. [One caution with these foam boards is that they shouldn’t be left exposed because they need a fire resistive covering, such as gypsum wall board; even in crawl spaces]. For use under slabs, adjacent to stem walls and in exposed cavities, the expanded molded bed polystyrene is not acceptable within the City of Flagstaff. The material doesn’t resist moisture and will not hold up under pressure from installation of concrete on top of the board. Form boards vary in R-values. Extruded polystyrene is 5.0 per inch (noted by its color of green, pink, blue or yellow). Polyisocyanurate has a value between 7.2-8.7 per inch. “Iso” board is not recommended for below grade installations. It is often recognized by the shiny foil covering on one or both sides. Requirements: The applicant must clearly mark on the working drawings the type of insulation being used, it’s R-value and thickness. The technical data supplied must have the type of testing facility that was used. The insulation can be show in details or sections provided with the working drawings. [Designer must be consistent as variations will require the drawings to be corrected before the permit can be issued]. A general note and table method can also be used, but if certain areas of the design do not appear to accept the product proposed, the designer must address how the required R value will be obtained.

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Process: The applicant will submit any cut sheets or manufacturer’s technical data sheets along with the building permit working drawings. If a performance model application is being submitted, then using REScheck (DOE) or other Nationally recognized software program, the applicant will provide the over-all performance of the building. Diagram: None required; however, see table: (If testing data various, the better R-value result will be applied) 1 Spray foam insulation – open cell (often water based) R-3.5/inch 2 Spray foam insulation – closed cell (more expensive, no

water) R-6/inch

3 Batt Insulation (2x4) Kraft paper backed R-13 per 3.5 “ 4 Batt Insulation (2x6) Kraft paper backed R-19 per 5.5 “ 5

High density Batt insulation (2x4) High density Batt insulation (2x6)

R-15 per 3.5 “ R-21 per 5.5 “

6 Cellulose fiber R 3.7 per inch 7

Fiber glass blown insulation Mineral wood

R 2.3 per inch R 3.2 per inch

8 Vermiculite R 1.4 per inch 9

Extruded polystyrene R-Max (foil backed)

R 5 per inch R 6.5 per inch

10

Polyisocyanurate foam board Also know as “Iso” board

R7.2 per inch

11 “White” bead board (not permitted for insulation under slabs) Stucco work Process author/owner: Building & Safety Program manager.

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Interim Property Maintenance Concerns & Issues General Information: The City of Flagstaff has been working and training Staff on the aspects of a Property Maintenance Code since 2005. Recently, the Zoning Administrator (charged with developing the public out-reach and writing a Property Maintenance Ordinance - PMO) provided a update to the City of Flagstaff Council in October 2009. It is expected that the required twelve month process will start in November of 2010. Besides the drafting, public input and writing of the new ordinance, there are several key components that must be in-place or addressed to make the ordinance work. a) An account must be established to provide public assistance for those on “fixed”

income or who do not have the ability to make repairs. b) Cooperation and a method of coordination between existing Divisions within the

City of Flagstaff (Public Works, Fire Department, Police Department, Community Development) must be established.

c) A binding judicial court administrator or other legal hearing officer must be created to handle disputes between the complainant and property owner.

d) Funds must be set aside for Public Works to accomplish demolition of properties when the land owner doesn’t have the ability to accomplish the work.

There are several issues which staff can address that are often related to what a consolidated PMO would eventually do. These current issues and possible solutions all come with certain restrictions under the current codes available to Staff for enforcement: Health issues, such as “raw sewage”: This is a combination of responsibilities

with Coconino County Health (679-8750) and the Building and Safety program (779-7685, ext 4870). The process is not immediate as notice to the property owner has to be research and written notification made. Tenant may find themselves evicted during the interim period until repairs are made and there are no specific mechanisms for compensation, other than those offered through the Housing Management Office (779-7631 ext 7377). If the sewage is part of the COF utility system, then Public Works must be notified (779-7660)

Excess vegetation around existing buildings or on vacation lots: The COF of Fire Department has adopted the 2006 International Wildland-Urban Interface Code. The majority of the code was developed for new projects and construction. A voluntary service is offered at a cost sharing for cleaning up vacant land or helping with fuel management around existing properties. This is not to be confused with a “grass cutting” or yard clean up tool, often referred to as “seeds and weeds”. The Fuel Management office can be contacted at (779-7685 ext 7283).

False advertisement: Zoning enforcement currently has requirements through

the Land Development Code for the posting of signs and required permits. (779-

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Landlord and Tenant disputes: The proposed PMO will not have an interior

inspection portion of its enforcement. Therefore, when interior maintenance is not accomplished or a satisfactory compromise can’t be reached, the complaining party must go through the State of Arizona Attorney General’s office 1-800-352-8431. This is expected to be the same even after a PMO is adopted. Forms and general information can be obtained from the COF Housing Management office, 779-7631 ext 7377.

There are some things that the City of Flagstaff Building and Safety program can do, but it is not without consequences. For example, if you don’t have heat, hot-water and the unit has unsafe conditions, at the invitation of the tenant (assuming they are still in the apartment), a building inspector can perform a site inspection. The problem is that there is no mechanism for the inspector to force the landlord to make the repairs. The tool used is to post the property for “No Occupancy” and then go through the citation process. This results in eviction of the tenant and a lengthy process to get the property back to being reinstated.

Abandoned Vehicles: Currently, the COF Police Department takes care of

abandoned vehicles on City streets or in the Public ROW (679-4123) or Public Works, Environmental Services (779-7622). This does require the posting of a sticker on the vehicle for a set amount of time before it can be towed away at the owner’s expense. Vehicles that are abandoned on private property have limited response capabilities from Zoning enforcement personnel. Currently, Chapter 10-7 limits a property owner to one, un-registered or inoperative vehicle per parcel and they must be placed behind the front yard set back. A citation may be issued for additional vehicles.

Maintenance of alley ways – The confusing issue here is that many alley’s are actually Public Utility Easements (PUEs) and therefore are the responsibility of the private property owner to keep clear and maintained. Over the years, many property owners have built their fences outside of the PUE and created the appearance of an alley. These spaces (between 8 feet and 20 feet wide) are used by utility companies for access, but have often become dumping areas or over-grown with vegetation. Maintenance for these areas are currently mute in the various codes. If the alley is publically owned, then Public Works has a schedule by which they maintain these areas. (779-7660). The frustrating issue is clearly identifying whether the area in question is a public alley or private property; and then of course if it is public, when is the maintenance scheduled. Information can be obtained by examining the “as-built” drawings and Coconino County assessors maps for size of the property in question.

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Abandoned Buildings. The Uniform Code of Abatement for Dangerous

Buildings, 1997 Edition, is used to require landlords or property owners to properly “board up” or secure buildings on their property. The solution is not considered aesthetically pleasing and most abandoned buildings have their windows and doors covered with un-painted plywood and posted with “no trespassing” signs. A future PMO would require that property owners either pay a monthly permit to keep the property abandoned or to encourage them to demolish the structure. Should an abandoned property be noticed with broken windows or being occupied by juveniles or transients, the COF police department non-emergency (679-4123) and Building and Safety Program (779-7685 ext 4870) should be notified. A notification and citation process will begin.

Unsafe Buildings: The Uniform Code of Abatement for Dangerous Buildings,

1997 Edition, is used to assist in making sure that occupied buildings are safe. When a complaint comes to the attention of the Building Official, then an inspector is dispatched to review, photograph (if necessary) and try and discuss the discrepancy with the property owner. The complex issue that is generated next has to do with assure (1) that the individual is the property owner, (2) that a legal notice is generated, (3) adequate time is given for repairs, (4) if the danger is immediate, then all individuals must be evicted – no compensation is available for displaced tenants or business owners by the City, (5) after adequate notice has expired, then (6) legal action will start. The process often takes months, if not years once it enters the civil court system. It is envisioned that with a PMO, a judicial process could be established that would expedite items 5 and 6.

Definitions: International Property Maintenance Code, 2006 Edition: This is an International Code Council approved code that is intended to be incorporated with the rest of the Building and Fire Code standards. Notice of Order: This is a document signed by the Building Official or his authorized agent to legally inform a property owner of a discrepancy or actions that need to be taken to bring a facility into fire and building safety compliance prior to occupancy. Future Plans: Once the City of Flagstaff Zoning Code has been rewritten and the ordinance is adopted, the work program for the zoning administrator will shift to address a Property Maintenance Ordinance. The Staff will go back and re-examine a the previous work, establish methods for public input, draft a PMO and take it to City Council for consideration and adoption.

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Lot Split Processing (Updated: 9 October 2008)

Parcel exists in permit tracking system – parcel is a corner lot with a primary address & alias address. 26 N. Fir Street (Primary); 3501 W. Kendrick Ave (alias) Two structures (permitted) exist on the master parcel

3501 W. Kendrick

26 North Fire Str

Proposed split

Permit BCBL 2007-135 (open)

Permit BCBL 2006-087 (open)

Owner initiates lot split (application completed) Engineering & Planning review the addressing, request to Coconino County Lot split is approved and initiated in permit tracking system to create two new lots, each with a separate address

Parcel = 001-25-013 (master)

Parcel #2 (001-25-013B) New address: 3505 W. Kendrick Alias addresses: 3501 W Kendrick & 26 North Fir Street (1) BCBL permit

Parcel #1 (001-25-013A) Original address: 3501 W. Kendrick Alias address: 26 North Fir Street Two building permits, because they were issued prior to the split This new parcel just mirrors the original and has no effect on permits

Manual Operation: Admin needs to go into BCBL 2006-087 on the second parcel and annotate the permit for the inspector that it has a new address in the comment block, but indicates that by checking genealogy, that two alias addresses exists. Then the address needs to be changed to 3505 W. Kendrick and reprinted for the Building files (stamped as a lot split) and scanned into laser fische. The open permit would retain the original address for the permit tracking and inspection module. Changing of the address and printing is for the permanent files and the Department of Revenue reporting.

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Setting up a manufactured Home New rulings from the office of Manufactured Housing; ARS 41, Chp 16, Articles 1 through 5 General Information: Manufactured housing (except for factory built or modular housing) is only allowed in certain zoning districts within the City of Flagstaff. Currently only the MH zoning or where acceptable with a Conditional Use Permit and the C2-E zoning areas of Flagstaff will accept manufactured housing. This Task list will discuss what the City of Flagstaff is going to require. Definitions: Manufactured housing has running gear (wheels and axles) and a “red tag” identification plate affixed to the back of the unit. These units are built to HUD standards (minimum) and are under the jurisdiction of the State of Arizona Office of Manufactured Housing. FACTORY BUILT HOME: These homes are not covered by HUD. They are built to 2003 IRC and 1994 UPC standards within the State of Arizona. The Arizona State Department of Manufactured housing affixes a “blue” tag to each portion of the unit. A specialized set of foundation plans; certified and stamped by an Arizona Registrant (design professional) is provided with the installation instructions. A perimeter stem wall (load bearing for uplift) and specialized interior footings (concrete block, foundation at prescribed local ordinance depths) and attachments for permanent installation are provided. The actual unit looks very much like the manufactured home from the inside and outside, but it is not intended to be moved a second time. This is the only type of unit with running gear (which is removed) that is allowed in regular residential zoned areas. INSTALLERS: (Section R-34-204): There are three classes of installers (I-10C, 1-10D and I-10G). These various classes must be licensed and subcontractors must be licensed for the installation of manufactured homes, mobile homes or residential single-family factory built buildings on foundation systems. An owner-builder is not permitted to install or setup a manufactured home. MANUFACTURED HOME: These homes are covered by HUD standards, have removable running gear. The Arizona State Department of Manufactured housing affixes a “red” tag to each portion of the unit (double wide, triple wide, etc.) and the plants are inspected to meet specific installation and safety standards. The units are normally installed on adjustable jack stands, have a prescribed skirting around the perimeter, the trailer “tongues” or hitches are removed and they often stay at one location for multiple years. They must be re-inspected for movement on the highway after the gear has been removed. Currently, these are built to a combination of 2003 IRC, 1994 UPC and HUD requirements. MOBILE HOME: The basic definition is a trailer, Recreational Vehicle (RV), camper, etc. They are not governed by HUD standards, have permanent running gear (wheels and axles), carry a license tag and are approved by Dept. of Transportation

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(DOT) for movement on the public highways. There connections are temporary and are not inspected by the State of Arizona or any municipal building department for connections to utilities. They may be set up in an RV park (normally found in C-2E zones) and a normally transient in nature. MODULAR HOME: These homes where never fitted with running gear. They are built to current building code requirements (for the City of Flagstaff that would be the 2006 IRC). These units come in sections or modules that are bolted, welded or using some other method, fixed permanently together. The have regular foundations and no jack-stands are used to support the interior foundation points. These units are not regulated by the Office of Manufactured Housing. Requirements: To move a manufactured house into the City of Flagstaff or from one existing location to another inside the City limits, the applicant must have a Mobile Home permit application approved and a permit issued. To issue the permit, the applicant must provide the tag number (red tag), the name, address and license number of the moving company (only authorized movers are allowed). The applicant must also provide a one-line drawing of the new site. All new manufactured units delivered to Flagstaff, Arizona after 1 January 2009 are required to have a 40 PSF snow load. The applicant must provide the manufacturers date of construction with the applicant. Manufactured housing built prior to 15 June 1976, must be re-certified by the Arizona State Office of Manufactured Housing in Phoenix, Arizona. The application may be obtained from the State of Arizona web site. This process may take between 4-6 weeks. City of Flagstaff Amended Title 4, City Code, Section R325 to indicated that it enforces 40 PSF snow loading for all new construction (site built). A modular or factory built home would have to meet these requirements. However, HUD minimum standards govern manufactured homes, which are currently 20 PSF for anywhere in the State of Arizona. This is considered inadequate by the Building and Safety Program and owners should be aware of the differences. Process: The application for a Manufactured Home installation permit is available at the front counter of Community Development in City Hall, 211 West Aspen Ave. These permits are normally processed within 5-7 working days. a) Applicant completes the application obtained from the front counter. b) A one-line drawing of the site plan, showing the location of the manufactured

home on the site (must be to scale to check for setbacks) is provided with the application.

c) The application is checked for completeness.

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d) A copy of the manufacturer’s installation guide must be available at the time of the scheduled inspection. Cancellation because of lack of information will result in an re-inspection fee.

e) The moving contractor must be authorized to move mobile homes (the front counter checks the license, expiration date and any information on the Arizona State Registrar of Contractor web site for complaints or problems). See definition of installers.

f) The application is routed to Zoning Enforcement to check the set backs. g) Zoning Enforcement approves the application and annotates any conditions of

approval in the permit tracking system. The approving official must also “stamp” the site plan as approved.

h) The application is returned to the front counter for final processing i) The front counter will calculate and check fees associated with the permit. The

front counter then calls the applicant with the information on status of permit (ready to issue, denied, additional information required, etc.) and the cost for issuing the permit.

j) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

k) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

l) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule the installation inspection.

m) Once the installer has set the manufactured unit, installed the connections between water, sewer, electrical and gas (if applicable), the inspection is scheduled.

n) If the manufactured house installation passes the inspection, the unit will be “green tagged” for electrical and gas. The inspector only annotates on his copy of the permit that the installation “passed” (unless the permit is available at the installation site, then he marks the customer copy as well).

o) The inspector will complete the installation approval in the permit tracking system and close out the permit.

p) Final paperwork is forwarded to the Building and Safety administrative specialist for “scanning” to the permanent files and boxing the original for permanent storage.

q) The permit has been completed and will be shown as “DONE” in the tracking system.

Installation and Inspection Requirements [New]: a) Soil bearing pressure of 1,500 PSF is used in Flagstaff. The installer will remove

any visible organic materials and rocks larger than twelve (12”) inches in diameter in the area of the footings. A minimum of six (6”) inches of aggregate base course (ABC) or ¾” cinders will be laid and plate compacted under the foot print of the home – 90% compaction is required. A copy of the report will be provided to the inspector. If the inspector questions the depth or quality of the fill material,

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b) In the location of new MH subdivisions that have a geotechnical soils report for

the units, then a field report of the foundation area and any footings for piers or foundation stem walls will be provided to the inspector when the home is set.

c) The installer must also provide positive slope (5%) away from the unit for a distance of ten feet, but not less than the distance to the property line or lot line.

d) All metal jack stands or manufactured supports will be marked or have invoicing supplied to assure they meet the 15,000 pound loading under 24 CFR 3280.401. All jack stands for new installations will be new and not show any signs of rust or deformation.

e) For units older than 1 January 1984, the jack stands will have a base of 11-1/2” square and be placed on a concrete pad of 12” square, 3” thick as a minimum (4,000 psi concrete rating).

f) For units older than 1 January 1984, the jack stands and footings will be placed at 3’-6” on center under the manufactured home support beams. Units built after 1 January 1984, the footings must be sixteen (16”) square, 3” thick concrete pads (4,000 psi concrete rating) and will be placed at 6’-0” on center under the support beams.

g) NOTE: because of local conditions and expansive clays, foundations on plywood should not be used.

h) Footing and jack stands may not exceed 48” from the existing grade. If site conditions require foundations higher than 48” above the existing grade, then an engineered solution must be provided prior to issuing the installation permit.

i) All foundation, stem walls and interior foots, used to support the structure that are not pre-approved by the State of Arizona Office of Manufactured housing must be stamped by an Arizona design professional or stamped by the State of Arizona Office of Manufacturing (red stamp) and may only be used for one installation.

j) Currently, under 24 CFR 3282.11 and 3280.305, HUD regulations, the maximum snow load is 20 pounds per square foot. Standard snow loading requirements in Flagstaff for new construction is 40 PSF (twice as much). There is no requirement stipulated for wind loading, which is 90 mph for exposure B and C, however, tie downs are required on all new and relocated units. The method must be visible to the inspector for the final inspection. The manufacturers installation guide will provide the spacing requirements. Skirting should not be installed prior to this inspection.

k) All manufactured housing shall have approved skirting around the perimeter of the unit with a minimum 18” x 24” access panel provided. Foundation vents will be provided in accordance with the 2003 IRC.

l) Skirting for installations in new MH subdivisions will not be plywood or aluminum panels. The design guidelines will only allow concrete masonry block with a stucco style parging on the exterior or a flutted or split face CMU.

m) NOTE: All factory built homes will have foundations approved by the Arizona State Office of Manufactured Housing and will be stamped and sealed by a design professional.

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n) Crawl spaces under manufactured housing will be a minimum of 18” to the underside of the floor joists, 12” under beams. Crawl space piers exceeding 48” in height will be designed by an Arizona design professional (structural or civil engineer) and must be inspected prior to setting the home.

o) To resist wind loading (uplift), anchor straps (such as Simpson FHA straps) will be embedded in the CMU skirting, in solid grout for a minimum of 12” embedment. These straps will be placed at six feet (6’) on center and either mechanically fastened with anchor bolts or tack welded to the steel frame of the manufactured home. The gap between the top of the skirting and the underside of the manufactured home may be covered with a “belly band” or siding material to cover the connection.

p) Flexible metal conduit (liquid tight) not exceeding 36” in length (minimum of 18”) will be used to connect the electrical service. See APS requirements for pedestals.

q) Water, sewer and gas connections will be done in accordance with the 1994 Uniform Plumbing Code. The City of Flagstaff no longer recognizes this code reference, but the requirements are the same as those found in the 2006 International Plumbing Code.

r) NEW: The installer must provide a gas test prior to getting the setup installation approved. The requirement is for 3 psi for a period of 15 minutes.

s) NOTE: All accessory structures (garages, sheds, porches, decks) must have a separate building permit. Only access steps and small (8’x10”), uncovered decks associated with the entry steps will be allowed in the side yard set backs. This exception must be less than 30” above the finished grade. Exceptions will be approved through a building permit process by Planning and Zoning enforcement.

Diagram: The following is the flow diagram for installing a manufactured home

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Application Counter checks paper-work for complete-ness

Route to zoning enforcement for site backs, checks site plan for accuracy – KIVA for any land “flags”. Approves applications and annotates KIVA for conditions of approval

Returned to counter for fees, contractor info in KIVA and calling applicant for pick up

Permit is issued, 2 copies (one for inspector) Applicant gets installer to start set-up of MFH

Installer schedules inspection. Inspector approves or denies (marks issued permit w/results) When approved, marks field and inspection copy, KIVA

KIVA permit marked “DONE” in database Inspectors paperwork is completed and forwarded to Admin Specialist Paperwork is scanned into Laser Fiche and originals sent to Permanent Storage


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Moving a manufactured Home from one location to another General Information: Manufactured housing (except for factory built or modular housing) are only allowed in certain zoning districts. Currently only the MH zoning or with a Conditional Use Permit, the C2-E zoning areas of Flagstaff will accept manufactured housing. Definitions: Manufactured housing has running gear (wheels and axles) and a “red tag” identification plate affixed to the back of the unit. These units are built to HUD standards (minimum) and are under the jurisdiction of the State of Arizona Office of Manufactured Housing. Requirements: To move a manufactured house into the City of Flagstaff or from one existing location to another inside the City limits, the applicant must have a Mobile Home permit application approved and a permit issued. To issue the permit, the applicant must provide the tag number (red tag), the name, address and license number of the moving company (only authorized movers are allowed). The applicant must also provide a one-line drawing of the new site. Manufactured housing built prior to 15 June 1976, must be re-certified by the Arizona State Office of Manufactured Housing in Phoenix, Arizona. The application may be obtained from the State of Arizona web site. This process may take between 4-6 weeks. Process: The application for a Manufactured Home installation permit is available at the front counter of Community Development in City Hall, 211 West Aspen Ave. These permits are normally processed within 5-7 working days. a) Applicant completes the application obtained from the front counter. b) A one-line drawing of the site plan, showing the location of the manufactured


c) The application is checked for completeness. d) The moving contractor must be authorized to move mobile homes (the front

counter checks the license, expiration date and any information on the Arizona State Registrar of Contractor web site for complaints or problems).

e) The application is routed to Zoning Enforcement to check the set backs. f) Zoning Enforcement approves the application and annotates any conditions of


g) The application is returned to the front counter for final processing h) The front counter will calculate and check fees associated with the permit. The


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i) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

j) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

k) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule the installation inspection.

l) Once the installer has set the manufactured unit, installed the connections between water, sewer, electrical and gas (if applicable), the inspection is scheduled.

m) If the manufactured house installation passes the inspection, the unit will be “green tagged” for electrical and gas. The inspector only annotates on his copy of the permit that the installation “passed” (unless the permit is available at the installation site, then he marks the customer copy as well).

n) The inspector will complete the installation approval in the permit tracking system and close out the permit.

o) Final paperwork is forwarded to the Building and Safety administrative specialist for “scanning” to the permanent files and boxing the original for permanent storage.

p) The permit has been completed and will be shown as “DONE” in the tracking system.

Diagram: The following is the flow diagram for moving a manufactured home

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KIVA Structural Moving Permit (Residential and Commercial) These permits are rarely used. They are not to be used manufactured homes or mobile homes. This permit can be used for relocating a “factory built” home. The moving of a structure requires a licensed Structural Registrant and/or licensed contractor to move existing structures. (Updated May 7, 2002 – kivabldgmoving.doc) IMPORTANT COMMENT: Moving of an existing structure requires the applicant to go through the Development Review Board, Site Plan Review. This process will add approximately 2-4 weeks before any other permits can be applied for. Once the applicant has DRB approval, the applicant is going to have a minimum of four (4) additional permits for moving an existing building. The first will be a “Right-of-way” permit, the second will be a residential or commercial building permit (for the new foundation), the third is the actual moving permit (BMOV), and fourth is the permit from the City Clerk’s office to use the public street (over-sized loads). The last permit has no fees associated with it. The applicant will go through the Development Review Board process (for residential this would be just the Site Plan Review (PSPR) and for commercial it will include the Concept Plan Review (PCPR) permits). The applicant must get written coordination to include times and dates from the Flagstaff Police Department, Fire Department, and Street Superintendent. The applicant must also get written coordination with all “over head” utilities (i.e., Arizona Public Service, Cablevision of Flagstaff, and Qwest Communications).

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KIVA Structural Moving Permit

1. From the KIVA Main Menu, initiate under File, Create, Application 2. Press the [Enter] key to start 3. Using the F2 function key and select “BMOV” as the type of permit

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1. Fill in the critical information on where the permit was taken (F2 function key to

select – Counter) 2. Add a permit description “Schoner House Moving” 3. Use the “blue” down arrow to move to the next screen 4. Select the “Query” and “Land” to copy in the address information 5. Select “Address”, F-7 function key is used to clear the buffer 6. Type in the numbers of the address and press F-8 function key 7. Select the correct address by scrolling up and down

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1. Use the “blue” down arrow to move to the ownership information 2. Select Copy Owner information to move the information for Owner on

Application. This is derived from the County Recorders files. 3. The applicant must have a Professional contractor; F-2 to select.

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1. Using the “blue” down arrow, the next screen records the applicant and the point of contact. These can be copied if they are the professional and the property owner.

2. Move to the next screen to record “scope” information 3. Use BRMISC as the scope type 4. Record the building inspector and type BRZ06 for structure type.

1. Next fill in the structural classification information from tables

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1. Next screen involves quantities (related to costs) 2. Use the Single Family Residence and Misc Cost detail

3. After selecting the BRSFR1 Quantity code, press [Enter] 4. Then using the “down page” key, move to the Detail codes 5. Scroll down the page until you get to Structural and Misc. 6. Use the costs provided by the applicant for the move 7. This example has $8,500 8. Press the “Page up” key to move the costs to the value area adjacent to the

Quantity code 9. Press F-10 function key to move this same value to the calculated value.

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1. Use the “blue” down area to move to the fee estimation screen 2. Press F-2 key to select the Fee Code, BRBLD1200 3. Press the [Enter] key and the calculated dollar amount will move into the Total

amount. (The next screen is for payments)

1. After selection the “Single Payment Distribution”, the cash or check is collected and you are ready to issue the moving permit.

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1. The “blue” down arrow will take the CD-Specialist to the “Issue Permit” screen.

This examples have open activities, you should not at time of issue. Print two (2) copies

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KIVA Clearance Checklist and Supporting Documents

1. After the front counter initiates the moving permit (collects copies of the utility clearance letters, gets the name of the professional licensed mover, copy of the bonding certification, date of the move, and route), then the rest of the reviewers check for the DRB items and content of the move.

Attached to this permit are copies of the clearance letters, permit application, and map for the move.

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Owner-Builder requ

irements policy

eneral Information:G

is own property as an “owner builder” (happened to be two apartment

The designation for “owner-builder” of single family detached structure(s) is a definition that is afforded by the Arizona State Registrar of Contractors” for allowing an owner of a piece of property to construct their own home without having to use a licensed Contractor. In a landmark court case in November 2001, the Arizona Court of Appeals reversed a lower court ruling that a Flagstaff man, Barry Levitan, could do repairs to hbuildings).

Exceptions:

1. The Arizona State Registrar of Contractors, derives its powers and responsibilities from A.R.S. 32-1104. An owner-builder may not do contracting without a license, so if the owner of a property constructs a Single Family Dwelling (detached), they must live in the house for one year after completion before they can sell it. The exception to this would be if the Owner-Builder used all licensed sub-contractors for accomplishing the work (electrical, mechanical, plumbing, framing, roofing, foundation, etc.), then the property could be sold upon

by a current licensed General Contractor and licensed sub-

completion.

2. Commercial new construction, additions and remodels (renovations) that will be occupied and used to conduct business with the general public must be donecontractors.

3. Churches, schools and other non-profit agencies may not construct or build occupied facilities without the supervision of a current licensed General Contractor as the primary responsible party on the required building permit. This generally allows under the licensed and bonded General Contractor that members of the non-profit or the community at large may be used as a “work force” to volunteer labor for the construction proposed.

Definitions: “Owner-Builder” Any property owner (skilled or unskilled) who does not hold a urrent license as a General Contractor for either commercial or residential work. c

Commercial Repairs: Under the Arizona Appellate Judge Cecil Patterson ruling (2001), the Owner-Builder of a commercial property may make repairs and maintenance to the property without securing the services of a licensed contractor. These repairs would be general items, such as replacing broken or worn out plumbing fixtures or equipment, replacing carpeting, replacing mechanical and electrical devices which no longer function. The “owner-builder” would not be

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allowed to do new construction, additions or repairs that under other Arizona State Statutes requires the services of an Arizona Design Professional (i.e., electrical

quested to provide an accurate scope of work prior to be issued a building permit.

service upgrade, increasing service from a 200 to 400 amp service). The owner- builder or his/her designated maintenance personnel could replace existing electrical circuits as part of a repair. If the project proposed is in doubt, the applicant may bere Requirements: The “owner-builder” may have to prove that that he/she owns the property that they will performing work on.

Process: The applicant will normally be processing an “over-the-counter” building permit for the plumbing, mechanical and/or electrical repairs. The counter personnel may ask for proof of ownership if the County records have not been updated in the ast six months.

iagram:

p D None

ner:

Process author/ow Building & Safety Program manager

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Residential/Commercial Permit Processing General Information: New Process for accomplishing the 72-hour review, checking in plans, plans examiner-of-the-day, assigning permits to specific plans examiners nd tracking the plan sets. This process will begin on 26 May 2009.

efinitions

a D : None

equirements R : None Process: The following procedures will establish a good flow and accountability for

esidential/Commercial Building Permits:

assigned plans examiner for on-going work.

responsible for getting another individual to take their duties (Sample attached).

2-hour Review

R 1) A plans examiner-of-the-day will be established on a rotating basis. The

responsibility of that individual will be to review and clear out all permits brought over from City Hall that require a 72-hour review. Additionally, the plans examiner-of-the-day will be responsible for answering the “bell” at the counter for customer service. The examiner may have to get the actually get a different,

2) A calendar will be posted every month for the plans examiner-of-the-day. For

scheduled vacation or training, the plans examiner will be

7 :

nd the completed applications from ity Hall to a designated holding area (box).

ion. This review shouldn’t take a lot of time as it is not an in-depth plan review.

examiner-of-the-day initiates the 72-hour review, then he/she must complete it.]

1) The Building Official will transport plan sets a

C

2) The plans examiner-of-the-day will review all the plans delivered during their day of assignment and indicate whether they can be routed or if they are rejected for insufficient informat

3) If the plans examiner-of-the-day finds a set of plans is going to take more than

one (1) day to review for acceptance or rejection, that examiner-of-the-day will keep those plans until the decision is made. [Basically, once a plans

4) If the plans are accepted, the plans examiner-of-the-day will annotate the bottom

of the application form and place the entire permit set in the out box for transport to City Hall.

Exception: For large commercial/residential jobs, the plans examiner-of-the-day may wish to retain one set for review; the bottom of the application form must be noted as such].

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5) If the plans are rejected, then the plans examiner-of-the-day will fill out the rejection letter as well as the bottom of the application form and all application materials will be placed in the out box for return to the front counter.

6) The Building Official will transport accepted or rejected or completed plans from the out-box from the Cherry Building to City Hall for processing.

Plans Routed to Cherry building for permit review: 1) Plans ready for review will be placed in a series of in-boxes located in a vacant

office area (FAX/Copier area).

2) All plans will be placed in these in-boxes in the order in which they are received and processed. The next permit in order to be reviewed will be towards the front of the box. New permits will be placed at the end of the box.

3) A clip board will be filled out that indicates the Permit number, address, brief

scope. 4) The Building Official will assign a plans examiner to the permit (this will be

temporary until the process is self-sustaining). All residential/commercial permits will be rotated through this same in-box collection system. Large commercial jobs may have a place-holder card instead of the actual plan sets because of their size.

Exception: Should a client start working an issue with a specific plans examiner, then the client should indicate such on their application. This would then automatically assign that plans examiner to the permit when it is submitted.

5) The plans examiners will go to the box, check their assignment, and take the next

permit assigned to them for review. 6) The plans examiner will block print their initials showing that they have checked

out the plans to be reviewed. 7) Once a plan set has been taken, it will remain in the plans examiner office area

until it is completed and ready to issue. Exception: Should a set of plans be reassigned to another examiner; then the new plans examiner will initial the set on the clip board (cross-out the previous).

8) When the plan review is completed, the examiner will fill in a “circle” indicating that the plans are done and have been transferred to the out-box for the front counter.

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9) The Building Official will pick up completed plan sets, marked for inspection and field, hard card and all supporting documentation and move it to City Hall and/or the inspection offices.

Diagram: Partial, finished plan sets go into out-box to be returned to City Hall and permit processing for pickup.

Application made at front counter – checked by counter and placed in APS box

Move to APS & 72 hr in-box

Plans examiner-of-the-day will handle all counter questions for assigned day. Review all plans placed in 72-hour box. If OK, move to out-box to return to counter for routing If not OK, then write up correction and put in out-box to return to counter (Counter calls client for pick up.

Back to Counter

Counter will initiate routing sequence or return sets to applicant. If ready to route (copies sent to other agencies), calculations, original application, cut sheets, etc. will be forwarded back to APS building Building Official moves plans

Plans placed into in-box, plans examiner assigned and the clip board is filled out. Ready for Plans Examiners to select the next project.

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Residential Permit Application Procedure General Information: Residential permits are divided into two categories: (1) new construction of a single family dwelling unit and (2) additions, renovations, remodels and repairs to existing single family dwelling units. The Development Service Representative currently checks the new construction submittals for minimum required information. If plan set and permit application meets all of the minimum requirements, then the application, plans and deposit is processed for initial 72-hour review. Without routing the plans, the entire package and application is forwarded to the Plans Examiners for a preliminary 72-hour plan review. New Process for additions, renovations, remodels and repairs to existing single family dwelling units. The applicant will take all of their prepared paperwork and drawings to the Plans Examiners (located in the Cherry Building, 101 West Cherry Ave) for 72-hour review. If the information presented is enough for taking in the application, the Plans Examiner will annotate the application form and send the application to City Hall, 211 West Aspen Ave, to submit their plans. [Because additions, renovations, remodels and repairs are often more complex or contain more unknowns, staff feels that it is beneficial and time saving to look at the prepared information before it is even accepted] Definitions: None Requirements: Minimum submittal checklist (completed and verified by the front counter personnel). Signed and dated application for a building permit (forms are available on the City web-site and at the front counter). Drawing sets and manufactured product calculations and layout plans per the minimum requirements for a submittal. Process: The application for a Residential Building Permit is available at the front counter of Community Development in City Hall, 211 West Aspen Ave. and at the City of Flagstaff Website ( http://flagstaff.az.gov/). a. Applicant completes the residential building permit application. This application

can be downloaded from the City of Flagstaff web-site.

b. Applicant submits the completed Residential Permit Application, (2) complete sets of working drawings, (2) copies of engineered calculations [if structure and/or portion(s) is engineered], (2) copies of plans/calculations of any proprietary manufactured products scheduled, and any other necessary information required for completion of project. A minimum submittal checklist is available at City Hall or can be down loaded from the City of Flagstaff web-site.

c. Once the application is accepted, the Development Services Representative will

initiate the project in the permit tracking software (currently KIVA) and route the paperwork to the Plans Examiners for a 72-hour review.

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d. The plans examiner will check to insure minimal requirements are included in the submitted package. They will also do a preliminary check for any special items that might prevent plan review from being completed. If submittal is complete, then the plans examiner will annotate the permit

application in the comment section and return the application with entire submittal package to the front counter for routing.

If submittal is not complete, then plans examiners is to return plan set and permit application to applicant (through the front counter) along with the requirements needed to re-submit plans and application. This is done using a pre-printed correction notification form. The applicant will return this form with their resubmittal application.

e. Plan Routing: The Development Services Representative will process an

approved set of plans for routing to various other sections. One full set with a copy of the application will be sent to the Fire Department and then to Engineering. When Engineering has finished reviewing and annotating the permit tracking software, the plans set and application form (which must be coordinated on ) is forwarded to the Plans Examiner.

f. Storm water routing: If the project appears to be adjacent to or in a flood plain or

flood way, then the front counter will make a copy of the site plan and application and forward it to Storm water Management. The Development Services Representative will also add Storm water review to the clearance checklist routing.

g. Permit tracking and comments: Every reviewer needs to keep a running log in

the comment section (under their name) of events. This includes phone calls, actions, meetings, routings, returns, etc.

Diagram: The following is a flow diagram for applying for the residential building permit.

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Retaining Wall (structures) Plan Review/Inspection (Commercial) General Information: . Definitions: Property owners and/or developers often require separate, non-occupied structures to be built on the private property or in the Public Right-of-way. The most common of these structures would be retaining walls. Additionally, staff observes occasions when structural bases for signage may be included in this process. Site Walls are considered retaining when there is a surcharge (force) on the wall from an adjacent slope, sidewalk, driveway, building or other structure. The building code defines this as requiring a building permit is the measurement from the bottom of the footing to the top of the wall is 48”. The City of Flagstaff 2007 Building Code Amendments further defines this as an unsettled load created when the wall has fill greater than 48” between the upper and lower sides of the wall (as long as the footing for the wall is buried a minimum of 30” inches). Special Inspections: As covered in Chapter 17, 2006 IBC, the majority of special inspections are continuous or partial inspection of critical assemblies; such as field welding, steel placement, high strength concrete pours, etc. The foundation only permits or occupied structural elements of a building (which is required to be in-place before rough grading certification can be obtained) is handled under a separate process and procedure. Process author/owner: Building & Safety Program manager (Ed Larsen) and Private Development Engineering (Chris Darnell) Requirements: The applicant must apply for a separate building permit for the construction of the site retaining walls. This procedure will be done at the same time the applicant is submitted engineering construction plans for private development engineering review. The applicant will provide the building and safety plan reviewers with two copies of the following documents: 1. The over-all site plan which shows where the structure(s) are located. The site

plan shall have the basic information, such as contours, project name and address, code reference block and a vicinity map.

2. The “stamped” structural calculation sheets from the design professional. 3. One copy of the geotechnical soils report with foundation recommendations. 4. A scaled cross section through the retaining wall that indicates size and

placement of steel in footings and masonry or pouring place walls. 5. If special inspections are required, then a special inspection form (located on the

City of Flagstaff web page) must be completed and signed by the Building Official before the permit is issued.

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6. For retaining walls adjacent to public walk ways or parking areas with a grade difference of more than 30” between upper and lower levels, a detail of the type of guard rail and method of inter-connection with the wall will be shown.

7. If retaining walls will be graduated because of changing conditions on the site, the design professional will detail in plan view, where the wall is to be stepped up or down and less re-enforcement is required.

. Process: The application for the retaining wall is submitted at City Hall, Community Development front counter. The applicant will use a commercial building permit applicant (BCBL). a) All submittals are reviewed for completeness within the first 72-hours (based

upon working days). NOTE: The Building Plan Review will not coordinate on the engineering grading permit and place it instead on “Hold” if retaining walls exist and have not been submitted for review. Coordination for a deferred submittal must be made to the Building Official in writing. b) Should any of the information (drawings and/or structural calculations) not show

code compliance or meet the minimum requirements for the application, the entire package will be returned to the applicant for corrections.

c) Assuming that all the requirements have been met, the plans examiner will review the submittal for International Building Code (current edition is 2006) compliance. Emphasis will be on Chapters 14 through 22 as it relates to foundations, steel, concrete, masonry and structural requirements..

d) The submittal will be routed to current planning (for any site walls that would have specific material, color or placement requirements).

e) Any changes in placement of the walls will be governed by the private development engineering review of construction drawings and their coordination with other departments. Should engineering require that a wall be moved and if the movement affects the design, then the applicant will submit any required revisions.

f) Coordination of design review guidance requirements are the responsibility of the Design Professional. The wall height, type of block, color and landscaping must be coordinated through Current Planning.

g) The building permit will be issued in conjunction with the engineering permits. A hard card and set of plans must be retained on the construction site for the building inspector.

h) An on-site inspector from the building inspection section will be assigned to observe any foundation excavation, placement of steel and pre-concrete pours, form work setup and masonry/pre-grout inspections. A phone number and inspection scheduling procedure will be given to the applicant.

i) Once the structure(s) are completed, the hard card will be signed off and act as a “certificate of completeness” for the wall(s) or structures.

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Additional Process: Should the site retaining walls be a part of a “follow-on” building construction project, then some additional coordination and submittal requirements will be required by the owner, developer, or design professional. a) The landscaping plan needs to indicate the location of the site retaining walls

being constructed under a separate permit (see above). The landscaping plan shall be part of the working drawing submittal for a building permit.

b) The site plan drawing submitted with the working drawings will be annotated that the retaining walls are being done under a separate building permit.

Diagram: The following is the flow diagram for retaining wall submittal and permitting:

Application: Eng/Bldg at same time

Counter checks paper-work for complete-ness (2 copies of all plans, site plan, structural items, etc.)


Returned to counter for routing; one goes to the Private Development Engineering, other to plan review. Second copy goes to the plans examiner (w/ atchs)

Fails




Plan review begins (obviously depends on what is in the que on to when it starts). This affects the amount of time, because of the start date. Omissions or additional requirements are handled in writing, FAX or phone call. Plan review normally takes 17-22 working days. If OK, next step

Approved plans provided to counter to issue. Hard card, inspector assignment and stamped plans. One set goes to inspector.

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City of Flagstaff – Planning and Development Services Division 211 West Aspen Ave, Flagstaff, AZ 86001

Phone (928) 779-7631 ext 7294 or FAX (928) 213-3611

SPECIAL INSPECTIONS CERTIFICATION (General Requirements and Instructions on the reverse of form)

POST AT JOB SITE WITH PERMIT

Arizona Registrant, (Seal, Sign and Date) Project Name:

Site Address: Permit No.

Project/Property Owner: Mailing Address: Phone No. ( ) -

Engineer/Architects Name: Mailing Address: Phone No. ( ) -

To Be Completed by Engineer/Architect responsible for the Special Inspection

I hereby affirm that I am familiar with the design of this project and have

(Seal)been designated by the Owner/Owner’s Agent as the Engineer/Architect responsible for implementing the Special Inspections Program required by the City of Flagstaff. I have determined that the types of work checked below require Special Inspection and that the individual(s) or firm(s) named below are qualified to perform the Special Inspections. I understand and agree to inform the project owner, the contractor9s), and the Special Inspector(s) all Special Inspection Program requirements and limitations, including that the Special Inspector(s) must be an independent third-party individual(s) or firm(s) and shall not be the installing contractor(s). When a registrant is not involved in the design, this form shall be completed by the property owner or his/her agent. Registrant: _________________________________ (Printed name, sign & date seal) Or Owner/Agent _____________________________ (Printed name) Signature & Date: ____________________________ Yes No Types of Work Requiring Special

Inspection (Supplement if necessary) Name of Qualified Special Inspector(s) or Firm(s)

Concrete Bolts Installed in Concrete Special Moment-Resisting Concrete

Form

Reinforcing Steel & Pre-stressing Steel Tendons

Structural Welding High-Strength Bolts Structural Masonry Expansion/Epoxy Anchors

Other (specified)

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SPECIAL INSPECTION PROGRAM

Special Inspection Program Reviewed by Building Official or Building and Safety Manager: (for Building Official/Building & Safety Manager: ___________________________________ Date: ________________

The following are general requirements and instructions for processing the Special Inspection Program form and general information for persons responsible for the Special Inspections. The Special Inspector shall be a qualified person who demonstrates competence to the satisfaction of the Building Official for the type of work requiring Special Inspection. The Building Official shall reply of the Engineer/Architect (Arizona Registrants) responsible for Special Inspections to determine the individual(s) or firm(s) qualified to perform each type of test or inspection. These individual(s) or firm(s) shall be responsible for performing the Special Inspection tasks and reports required by the City of Flagstaff. The Special Inspector(s) shall be an independent, third-party individual, firm or testing agency and shall not be the installing contractor or any other person responsible for the work. 2006 IBC Section 1704 (Chapter 17); updated: 18 January 2008

Exceptions: For residential projects (single family detached, duplexes, and townhouses), the contractor and/or owner-builder may use the Arizona Registrant that designed the project as the Special Inspector. For certifications of Soil Report requirements, the contractor and/or owner-builder may use any geotechnical firm to provide the field report and final certifications for the project. The geotechnical firm does not have to be the same firm that did the original investigation report. GENERAL REQUIREMENTS: Special Inspections include, but are not limited to, observation of the work assigned for conformance with the approved design drawings and specifications, and submission of appropriate inspection reports to the City of Flagstaff inspector. SPECIAL INSPECTOR: The individual(s) or firm(s) responsible for the Special Inspections shall complete a signed written report after each site visit requiring Special Inspection. The Special Inspector(s) shall ensure that all reports are posted with the permit at the job site and are available to the City of Flagstaff Building Inspector for review. All discrepancies shall be brought to the immediate attention of the contractor for correction and, if uncorrected, to the responsible engineer/architect and to the City of Flagstaff Building Inspector. The Special Inspector shall submit a final signed report to the engineer and to the City of Flagstaff Building Inspector providing final test results and stating whether the work requiring special inspection was, to the best of the inspector’s knowledge, in compliance with the approved plans and specifications and applicable workmanship provisions of the code. Final inspection approval and/or issuance of a Certificate of Occupancy will not occur until all Special Inspection reports have been received and accepted by the City of Flagstaff Building Inspector.

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Any person who would like to be considered eligible to perform Special Inspection(s) with in the City of Flagstaff must submit their credentials, certifications, licenses, and/or resume for our files. A file of all eligible Special Inspectors will be maintained with the Commercial Plans Examiner. Updates and currency is the responsibility of the Special Inspector. (Updated: 24 December 2007)

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Memo- 54 (memoiroofinsp54.doc)

To: Contractors, developers, owner/builders




Debbie Jo Reger, Risk Manager

Date: 03/03/04

Re: Roof inspection policy

The Building and Development Services Division experienced its’ first on-the-job accident by a building inspector on 23 December 2004 in more than ten years. Obviously we are very concerned about the health and well being of our employees, but this also becomes a very expensive incident. In discussions with other contractors, we find that there have been several severe injuries to roofing personnel this year. We recently discussed inspection procedures with other Northern Arizona jurisdictions and have decided to amend our procedures as follows: 1. The City of Flagstaff Building Inspector will always have the right to refuse to

“walk” the roof top to visually inspect roof nailing when he/she deems that the pitch is excessive or that climatic conditions doesn’t warrant the safety risk.

2. The City of Flagstaff Building Inspector will not walk the rooftops during the winter months (1 October to 30 April) under any circumstances.

3. Roof pitch that exceeds 4:12 will be checked from the underside of the roof deck by “pounding” the exposed OSB or plywood with a 2x piece of lumber or other firm object. Roofs up to 8:12 may be visually inspected when the Contractor provides safety harnesses and spotter personnel to assure that the inspector is securely attached to the roof being inspected.

4. The Contractor must provide scaffolding, appropriate ladders, safety bucket truck, or other OSHA approved high reach equipment to check the roofing from either the underside or from the outside of high volume spaces. City of Flagstaff Inspectors cannot “pound” a roof accurately when the inside ceiling height exceeds 12’-0” from the floor surface. The City of Flagstaff Building Inspector always retains the right to not visually inspect the roof nailing from the topside.

5. When a visual inspection is not performed, the City of Flagstaff Building Inspector

will annotate on the hard card and official record (filed with the completed job) that the inspection was not performed visually. Contractors are reminded that Code requirements and workmanship issues are still their responsibility.

6. Any questions may be directed to the Building and Safety Manager.

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Same As policy for plan review General Information: The “same as policy”, was originally drafted on March 15, 2002 (Memo #13) and allowed contractors the ability to forego the 65% of the Plan Review fee for identical buildings. A second policy was enacted on June 16, 2005 (Memo #68) for expiring the existing “same as library” as the building code version was changed from 1997 UBC to the 2003 IRC. The existing policy (Memo 109) basically eliminated the “same as policy” and treated all projects as if they were new submittals. The reversal came about because varying site conditions and changes by buyers made it necessary to accomplish a full plan review. This change was effective on Monday, 5 May 2008.

Exceptions:

1. For single family dwelling units, to be considered for a “same as”, the plans must be identical (no changes, no variations to any portion of the structure, including the foundation or structure). Normally, the most common change between identical buildings is the topography is different and therefore needs different evaluation for site plan and structural considerations. If the plans examiner notices this, then all regular building permit and plan review fees will apply. Since this is considered an exception, the applicant should anticipate that all normal fees will be applied.

2. For single family attached units (duplexes and townhouses), the “same as policy” has changed from $94.00 for plan check to be one half the regular plan check calculation or 37.5% of the building permit fee. [The current full fee is covered in the 1997 Uniform Administrative Code and is established at 65% of the building permit charge]. Due to changes in remaining parcels within the City of Flagstaff (very few “flat pieces of land left), Staff sees increased complexity in the types of foundations and changes between what used to be called “same as” plans. Staff has been having a dramatic increase in reviewing times for the changes (often options to an approved floor plan) that previously was just administrative processing.

Definitions: “Same As” Structures which are identical in siting (no variations in foundation plans and method of construction), all floor plan layouts are identical and quantities of fixtures, square footage and exterior appearance (elevations) are considered identical. Because there is no need to do further review, the cost of processing the permit is more administrative than technical. Requirements: The developer and/or builder must submit information to the Plans Examiner or the Building Official and request that the project is afforded a “same as”

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consideration. If it is agreed that there are no variances that require additional plan review, then the project may receive this consideration in establishing the fees.

Process: The applicant must request that the consideration is warranted at the time that the first building permit is applied for. a) A meeting with the Single Point of Contact (if needed), the Building Official and

the Plans Examiner will be established. b) During this meeting, the applicant must provide a site plan (with contours), a set

of building permit plans that are proposed to be used multiple times. A discussion on how the applicant plans to handle the varying site conditions and varying requirements of the buyers will be discussed. If the presentation satisfies that no major variations will occur, then the status of “same as” will be granted.

c) The Plans Examiner will not this meeting date and determination in the “Scope” section for the first set of plans reviewed.

d) Should during the process the field inspector or plans examiner notices that the agreement is not being followed, then the status will be eliminated and regular plan review fees and scheduling for the project will resume.

Diagram: None Process author/owner: Building & Safety Program Manager

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Steel Fabricator Certifications for commercial & residential work General Information: Residential work is normally done using standard metal connectors from a company, such as Mitek, Simpson, etc., and the steel brackets are inspected and certified by a National testing laboratory. These pieces are exempt from Chapter 17 and 22 of the International Building Code requirements. On the rare occasion that a steel frame is required and engineered, then the following rules for commercial projects will be followed. Commercial work is where Staff sees a majority of “red iron” or steel which must be fabricated by a shop. In accordance with the City of Flagstaff Building Code amendments, this steel fabrication shop must be certified by an organization that is Nationally recognized to provide that certification. Such organizations currently performing such work are the City of Los Angeles, Dade County, American Institute of Steel construction and Clark County (there are others). Definitions: A certified fabrication shop (such as Arizona Pre-Feb, local firm to Flagstaff, Page Steel, and approximately thirteen other shops within Arizona), are certified and have current documentation. Third-party inspections – this is a company working under the license of an Arizona design professional (Architect or Engineer) that performs special inspections in the field for high strength steel, bolted connections, post-tension slabs, field welds, etc. The may be used occasionally to verify work with the approval of a Nationally recognized certifying agency to review portions of work in a certified steel fabrication shop. Special Inspectors – these are field inspectors, under the license of an company hired to review the work by the owner or the Arizona design professional to field verify that the assembly is built per the specifications provided. Special inspectors are normally (depending upon the type of inspection being made) on the job site from the beginning to the end of a particular procedure. Example would be attaching bar joist to girder trusses or wide flange cross beams. Authority of the Building Official – In accordance with Title 4, the City of Flagstaff Building Code amendments and the International Building Codes (as currently adopted), the Building Official has the authority to approve the certified fabrication shop, approve the use of third-party inspectors and/or approve special inspectors for any building permit which is required or issued. He may also use his expertise and provided information from design professionals to make determinations of appropriateness for other assemblies.

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Requirements: The permit applicant is required to provide proof to the assigned building permit for any steel that is required to be constructed in a certified fabrication shop or must be field assembled using a special inspector, with the required documentation prior to the erection of any steel. Exceptions: Steel plates that are embedded in masonry for the purposes of spot welding portions of steel assemblies (that can be installed without fabrication) may be used as long as it is acceptable to the Architect or Engineer of Record. This should be clearly annotated on the working drawings.

Process: The applicant is reminded and told during the Development Review Process for the certification requirements prior to the submittal of any building permits. Additionally, the commercial plans examiner will stamp the working drawing sets if red iron is involved. The applicant is responsible for understanding the requirements and providing the certification to the on-site inspector and/or the Building Official prior to the erection of steel. a) Applicant submits for a building permit. The plans are reviewed, approved and

the permit is issued. A reminder of the red iron certification has been provided at DRB (see process statement above). Should the project not require DRB approval, the the plans will be annotated on the cover sheet and the field inspector will remind the job superintendent of the requirement.

b) NOTE: Staff advises that the required certification should be provided to the field inspector or plans examiner or Building Official prior to the delivery of steel to the job site. This allows for any discussion or questions to be answered prior to the work being done.

c) Once the certification is received and approved, then the steel that has been

delivered to the job site can be erected. d) Special Inspections and the form are required to be completed and copies

delivered to the job site prior to the issuance of the building permit. In some cases, the special inspection may be asked for by the field inspector or Building Official after the work has begun.

e) The inspector will keep all copies of the documentation and it will be turned in for

scanning and permanent storage with all projects. Records must be turned into 30 days after the certificate of occupancy or completeness is issued by the Field Inspector.

f) The building code does allow for an appeal process. All work involving steel will

be halted and that portion of a job site shut down until the appeal can be heard and a determination is made.

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Diagram: The following is the flow diagram for certification process:

Applicant applies for a building permit; it is reviewed and issued to the applicant. Both the permit (which is signed) and the working drawings which contain red iron assemblies will be marked or stamped for Certified fabricator.

The applicant may discuss the steel fabrication time-table with the Field Inspector. Applicant gets certification

Field inspector reviews the certification; makes a copy for files and places one copy in the Inspection office

Steel is delivered to the job site. Invoices and marking of steel is inspected by the Field Inspector. If approved, may construct, if not STOP

Steel construction is accomplished, if any field welding is required; the special inspection should be done and copies of the field reports are given to the inspector.

Project is completed and all documentation, including the special inspection reports & certification are archived permanently.

Process author/owner: Building & Safety Program manager and Inspection supervisor

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Memo – 115 (memostopwork115.doc)

To: Leadership Team, On and Off-site Inspectors

From: Mark Landsiedel, Community Development Division Director

CC: Plans Examiners and CD Front Counter

Zoning Compliance Officers

Engineering Inspectors/Building Inspectors

Date: August 5, 2008

Re: “Stop Work Order” Policy – Roles & Responsibilities

The “Stop Work Order” is a very helpful and powerful tool for the inspector and zoning compliance officers to use in the field in the execution of their responsibilities. It has been used sparingly over the past eight years and often is used only as an action of last resort. For a majority of the times when a contractor, developer or owner is issued a stop work it is because an immediate life safety or health issue exists or no permit to authorize the work has been granted. Part of the difficulty in issuing the “Stop Work Order” is often the communication of the action to all the appropriate parties. This lack of communication can become difficult when the first recourse by the client is to elevate the problem(s) to the City Managers and/or Mayor’s office. To assist everyone on the City team to make sure that we can mitigate these problems quickly, the following policy will be effective immediately.

It is also noted that the “team” varies from projects which go through the Development Review Board (DRB) process with a distinct single-point-of contact; a tenant improvement project, which is reviewed by the current planners; and single-family detached residential projects which rarely have DRB involvement.

THE BASICS:

1. The “Stop Work Order” tool still remains with the lowest level of enforcement (Engineering inspectors, Building inspectors, Storm-water inspector and Zoning compliance officers). For routine stop works that often involve items such as not having a building, engineering or zoning permit, potential collapse of an open ditch or construction of an accessory structure too close to a property line, the inspector will issue the “stop work”:

a) The field inspector obviously has the stop work authority, but should be using it sparingly. In many cases, the issuance of a correction notice may be applicable as the best method to fix the problem.

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b) If there is no building permit on the property (this will be checked through calling the CD counter personnel) then the Stop Work Order may be appropriate. The field inspector will try to make contact with the property owner or someone in charge at the worksite. The inspector provides their phone number, the violation information and what they need to do next.

c) If the inspector feels that he/she needs additional consultation, then the field supervisor and/or immediate supervisor will be called.

d) Once the “Stop Work Order” has been decided upon and issued, the inspector will contact the field supervisor, immediate supervisor and Program Manager. [Procedurally, the Program Manager may be contacted by the immediate supervisor to prevent the field inspector from being delayed in their schedule].

e) The Program Manager will decide whether additional management personnel (Current Planning Manager, Storm-water, Engineering, Section Manager, etc.) need to be informed.

PROJECTS INVOLVED IN DRB:

1. For all large scale projects that have gone through Development Review Board (i.e. W.L. Gore addition, Flagstaff Medical Center new construction, Purina, WesCor Mall Aspen LLC development, new commercial jobs or projects involving a single contractor within a subdivision), the “Stop work Order” for immediate life safety will continue to be used. The field inspector follows the same procedure as outlined in paragraph 1 above; however, some additional communications and consideration will also be accomplished prior to actually issuing the “stop work” (unless it involves immediate life-safety issues):

a) The project is assumed to have a Project Development Manager (PDM or single-point of contact) since the project will have gone through the Development Review Board (DRB) process. This DRB information will be located on the hard card and building permit by number only. The immediate supervisor or Building & Safety Program Manager (Building Official) has access to the permit tracking system and will provide the name and phone number of the PDM to the field inspector.

b) For problems that could ultimately cost the client money if the work continues (having to dismantle work already erected or starting over again), the field inspector will contact the job super-intendent or a persons in charge of the project. Some examples maybe when a contractor proceeds with work beyond the conditions of the permit (such as those listed with foundation only permits).

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c) Should no one be available who is clearly in charge, the inspector will call and explain the situation to the field supervisor, immediate supervisor and Program Manager (Building Official or Private Development Engineer or Zoning Administrator). The first of these to be notified will contact the Current Planning Program Manager and the (PDM) for the involved project.

d) The Case Manager will resume his/her role as the “single point of contact” and be responsible for communicating and facilitating the solution to the problem. The case manager will initiate dialog with the project owner to discuss resolution of the issues. This may take the form of a conference call which would also involve the field inspector, the Project Manager and may also include the Section Head. The Case Manager will make it clear that through this one-on-one contact that the City is also concerned and committed to finding a solution. Once the contact has been made with the project owner, the case manager will inform the Program manager, Section Head and/or Division Director of the situation and the agreed upon solutions (unless they were present at the meeting or conference call). This may take multiple communications depending upon the severity and/or complexity of the project. The underlying emphasis is that the Case Manager will be ensuring that the proper communication is taking place within the organization. The Case Manager will remain engaged with the process until the solution has been agreed upon and the corrective action is completed in the field.

e) The field inspector will check to see if the Contractor will make the correction voluntarily and when. When possible, see if the correction can be completed within 24 hours or less and whether the “Stop Work Order” can be conditional (i.e., can’t proceed to the next inspection or allow them to finish up other portions of the work without shutting the job site down) or just a “correction notice” can be issued. However, if the stop work order is still required, then the steps in paragraphs 1 and 2 above will be followed.

PROJECTS NOT INVOLVED OR APPROVED through DRB:

1. For tenant improvement projects (small commercial with change of use or occupancy or minor expansions) or residential projects required some level of Current Planning review (Accessory Dwelling Units (ADUs), rural residential units not in a subdivision), the “Stop Work Order” for immediate life safety will continue to be used. The field inspector follows the same procedure as outlined in paragraph 1 above; however, some additional communications and consideration will also be accomplished:

a) The project has had someone in Current Planning review the work, but the responsibility is not clearly the same as a single-point-of-

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b) For problems that could ultimately cost the client money if the work continues (having to dismantle work already erected or starting over again), the field inspector will contact the job superintendent or a persons in charge of the project. Some examples may be when a contractor has added work to the permit without getting additional permits. Started construction or covered up work in violation of the building codes.

c) Should no one be available who is clearly in charge, the inspector will call and explain the situation to the field supervisor, immediate super and Program Manager (Building Official) The Building Official will contact the Current Planning Program Manager and the Planning & Development Services Section Head about the situation.

d) The Section Head will determine whether or not someone else in the chain of command needs to be involved.

2. If there is only voice mail being communicated from the field inspector through the chain of command to the Section Head, and if the person trying to communicate isn’t sure whether the person they are trying to notify is available; make sure that you provide a coordination copy to the next person in the chain of command. The administrative specialist in that area needs to be included in emails or memos if the information must be passed on later to the next level. The organization is small enough that individuals who are sick, on vacation or otherwise not available must be skipped over so that the communication link isn’t broken. Take responsibility.

3. The bottom-line is communication. The leadership needs to keep the upper level management and political leadership in the loop, knowing that staff is working the solution.

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Solar PV System Permitting used specially for installing grid-tied and non-grid (AC/DC) solar collection systems. General Information: The installation of Solar panels as an alternative to rising utility costs is becoming increasingly popular. Arizona, especially northern Arizona, with more than 260-300 solar degree days available and Arizona Public Service (APS) providing simplified documentation for inter-connecting with the grid, has made this trend more desirable to homeowners and professionals. The Building & Safety Program wants to make the permitting for solar panels easy for the builder and to expedite processing; the following information must be provided when you submit for a building permit:

1. If the unit(s) are to be rack mounted and on the ground, then the applicant must have demonstrate how the installation will be protected from individuals accidentally coming in contact with the electrical components. For example they could be inside conduit or box mounted panels with locking mechanisms. The 2005 NEC, Art 690, recommends that systems must be located eight (8’) feet

2. If the unit(s) are to be roof mounted (and are not a shingle design), then the weight information on the panels and framing instructions must be provided. This includes mounting instructions for conventional or trussed roofing (specifically looking for any limitations on spans and point loads). For example, Sharp 170 watts panels (62” x 33” with a panel weight of 18 pounds or 1.5 pounds per square foot).

3. In an effort to be compatible with Arizona House Bill 2615, the Building Official will use the standards proposed for Solar construction permit Standards:

DEVICES:

1. FOR CONSTRUCTION WITH SOLAR PHOTOVOLTAIC SYSTEMS THAT ARE INTENDED TO CONNECT TO A UTILITY SYSTEM, THE FOLLOWING APPLY:

a) THE LOCATION OF THE PHOTOVOLTAIC SYSTEM INSTALLATION SHALL BE INDICATED ON THE CONSTRUCTION PLANS, INCLUDING THE ROOF PLAN AND ELEVATION. b) PHOTOVOLTAIC PANEL MOUNTING DETAILS SHALL BE INCLUDED IN THE INSTALLATION PLANS. c) THE ELECTRICAL DIAGRAMS SHALL INCLUDE ONE-LINE AND THREE-LINE DIAGRAMS. d) FOR DIRECT CURRENT TO ALTERNATING CURRENT CONVERSIONS, THE CUT SHEET AND LISTINGS FOR INVERTERS SHALL BE INCLUDED IN THE PLANS. e) NO MUNICIPALITY SHALL REQUIRE A STAMP FROM A PROFESSIONAL ENGINEER FOR A SOLAR PHOTOVOLTAIC SYSTEM

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EVENT THAT AN ENGINEERING STAMP IS DEEMED NECESSARY, THE MUNICIPALITY SHALL PROVIDE THE PERMITEE A WRITTEN EXPLANATION OF WHY THE ENGINEERING STAMP IS NECESSARY.

4. The applicant shall provide the manufacturers specifications for

installation on roof tops. The mounting system (i.e. Pro Solar, Ridge Rac, etc.) specifications should indicate its ability to meet the standard loading requirements for dead (and if required live) loads and wind loading in the Flagstaff area. The requirements for a Arizona Registrant will be required for commercial applications on existing roof systems when required by the Building Official. The additional loading will be part of the calculations provided for all new commercial construction.

5. A single line drawing from the manufacturer needs to show how the interconnect will be wired. The typical three line drawings must be included for permit approval. Applicant shall provide wiring sizes and breaker/fuse sizes for the equipment.

6. These permits will not be issued “over-the-counter”, but must be reviewed by a plans examiner. If additional information is required because of complexity of the system, system exceeds 400 amps which therefore requires an Electrical engineer, the services of an Arizona Design Professional may be required.

7. The cost of the permit will be the basic electrical permit fee, the cost of one sub-panel and then the number of circuits to be added. The applicant must provide this information. [Currently, those fees would include the basic @ $29.90, one sub-panel @ $38.85 and each circuit at $6.05 each] Additionally, should the plans examiner have to evaluate the structure for repairs and additional loading requirements, then the charges will be calculated using the system valuation provided and using the “structural and misc. repairs” category.

To assist the applicant, we have included a “sample” schematic of the electrical panel and the APS interconnection agreement form. Prior to connection with the “grid”, the applicant must have their agreement completed with Arizona Public Services [APS Solar Partners Incentive Program at www.aps.com/solarpartners.].

8. The applicant must provide the information on the roof design (span, size, and spacing of structural elements and the information on loading from the manufacturer of the system to be used).

9. For commercial applications (including apartments, condos and hotels/motels), the permit will be reviewed by the Project Management

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http://www.aps.com/solarpartners

Section for compliance with design guideline criteria. Specifically, the emphasis will be on keeping racks low-profile of the plane with the roof line to the maximum extent possible. Ground mounted units may require screening to minimize visual impact. For residential applications, the home-owner is encouraged to review their C.C.R.s or HOA guidelines to make sure they are not in conflict. Again, staff encourages installations that complement the structure.

10. If you have any questions, please contact the Project Review Section at 101 West Cherry Ave, old APS building or call at 928-779-7685 extension 4243 for assistance.

Definitions: Inverter: A solar installation approved device that converts direct current (DC) power to alternating current (AC). Requirements: To. This process may take between 4-6 weeks. Process: The application for applying for a building permit to install a PV Solar system to either an existing structure or a new building. These permits are normally processed within 5-10 working days. (If done in conjunction with an on-going review of a new building permit, then the longer review time for residential review will be in effect – see Residential Plan Review Task 2008) a) Applicant completes the application obtained from the front counter. b) A one-line drawing of the site plan, showing the location of the manufactured


c) The application is checked for completeness. d) The moving contractor must be authorized to move mobile homes (the front

counter checks the license, expiration date and any information on the Arizona State Registrar of Contractor web site for complaints or problems).

e) The application is routed to Zoning Enforcement to check the set backs. f) Zoning Enforcement approves the application and annotates any conditions of


g) The application is returned to the front counter for final processing h) The front counter will calculate and check fees associated with the permit. The


i) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

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j) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

k) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule the installation inspection.

l) Once the installer has set the manufactured unit, installed the connections between water, sewer, electrical and gas (if applicable), the inspection is scheduled.

m) If the manufactured house installation passes the inspection, the unit will be “green tagged” for electrical and gas. The inspector only annotates on his copy of the permit that the installation “passed” (unless the permit is available at the installation site, then he marks the customer copy as well).

n) The inspector will complete the installation approval in the permit tracking system and close out the permit.

o) Final paperwork is forwarded to the Building and Safety administrative specialist for “scanning” to the permanent files and boxing the original for permanent storage.

p) The permit has been completed and will be shown as “DONE” in the tracking system.

Diagram: The following is the flow diagram for moving a manufactured home








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Memo - 114 (memothermal114.doc)

To: Contractors, Developers, and Owner-builders

From: Ed Larsen, Building Official)

CC: Jim Cronk, Development Services Director

Plans Examiners and CD Front Counter

Date: July 2, 2008

Re: Solar Thermal Collectors (hot water systems) - Permitting

The installation of Thermal Solar panels is a complement project to Solar Photovoltaic (PV) systems, which provides electricity. The thermal solar installations are designed to provide hot water. Hot water is normally produced using natural gas or electricity. Several publications place that amount of energy used (referencing UniSource and natural gas suppliers) at approximately 40% going to the production of hot water. Unlike PV systems, the pay back for switching to thermal solar hot water is much shorter (estimates of 3 – 5 years are common). Arizona, especially northern Arizona, with more than 270 - 300 solar degree days available, will see an explosive demand for energy conservation over the next few years.

The Project Review Section (Building Permits) wants to make the permitting for thermal solar panels, plumbing and storage tanks easy for the builder and to somewhat expedite processing; the following information must be provided when you submit for a building permit:

1. If the Thermal Solar Panel unit(s) are to be rack or frame mounted and on the ground, then the applicant must have demonstrated how any electrical pumps and plumbing components will be protected. This would include how the hot water piping is insulated and protected to prevent accidental scalding by people or animals for portions of the system that might be reachable, or….

2. If the Thermal Solar Panel unit(s) are to be roof mounted, then the weight information on the collectors(s) and framing instructions must be provided. This includes mounting instructions for conventional or trussed roofing (specifically looking for any limitations on spans and point loads). For example, a typical 4’x10’ “drain-back” system has a panel weight of approximately 140 pounds. The amount of water in the collector(s) at any one time is between 2-3 gallons or another 13-20 pounds. These systems are normally supported at the corners. So a typical installation will have four point loads of 40 pounds each on the roofing diaphragm.

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3. For the application, the applicant will provide two complete sets of drawings that have (1) site plan, (2) layout or location of the thermal panel(s) which may also be on the site plan, the single line drawing of the layout (plumbing isometric, a ¼” scale drawing of the portion of the house where the water storage tank is located that indicates the drain pan (when required), the pressure relief valve, and clearances between the tank and other equipment in the vicinity of the water storage tank, and any cut sheets or manufacturers data on the panels and storage tank (make sure that what is submitted is what is going to be installed).

4. The applicant shall provide the manufacturers specifications for thermal solar panels. The key item is going to be mounting instructions, weight of panel. The applicant shall provide a simple drawing that indicates where on the roof top the panel(s) will be located. Since some of these systems may require irregular angles to the roof, then a section or detailed drawing will be required that indicates where and how blocking will be installed and how it will be secured to existing roof framing members. The requirements for an Arizona Registrant will be required for commercial applications on existing roof systems when required by the Building Official. The additional loading will be part of the calculations provided for all new commercial construction.

5. A single line drawing will be provided that shows where the various components area located, any pumps or drains, relief valves, etc. This is best done with a plumbing isometric. A critical component is the storage tank for thermal mass. Most systems start with an 80 gallon tank. These tanks when filled will weigh 536 pounds and their footprint is about 4 square feet. This exceeds the loading of most floor system designs. Ideal locations will be on concrete slabs. If on a wood floor system, then the applicant must provide information from the manufactured flooring company or engineering on how the additional load is to be handled.

6. In new construction (for any wood floor system proposal), a 24-gauge, galvanized pan and drain in accordance with Section 504.7, IPC, page 36, will be provided. In some cases, a plastic pan designed for water heaters may be substituted.

7. Clearances: Water Storage units (not heaters) shall have a minimum clearance of 1” to a wall finished surface (such as gypsum board); unless a zero clearance is allowed by the manufacturer. In the case of zero clearances, a minimum spacing of ¼” on three sides will be allowed. Clearances to pressure relief valve and other piping connections will be adequate to allow for maintenance (repairs and replacement) without having to remove fixed items, such as other appliances or walls.

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8. The type of system (water or water with chemical additives), must be declared on the application.

9. These permits will not be issued “over-the-counter”, but must be reviewed by a plans examiner. Two complete sets of drawings will be submitted, including cut sheets and calculations

10. The cost of the permit will be the basic plumbing and electrical permit fee [using the residential combo permit would be the cheapest], the cost of one circuit and the cost of a water heater installation. The applicant must provide this information. [Currently, those fees would include the basic @ $29.90, one circuit at $6.05 each and the water heater, $15.70] Additionally, should the plans examiner have to evaluate the structure for repairs and additional loading requirements, and then the charges will be calculated using the system valuation provided and using the “structural and misc. repairs” category. To avoid additional charges, the applicant needs to make the submittal as complete as possible.

11. For commercial applications (including apartments, condos and hotels/motels), the permit will be reviewed by the Project Management Section for compliance with design guideline criteria. Specifically, the emphasis will be on keeping racks low-profile of the plane with the roof line to the maximum extent possible. Ground mounted units may require screening to minimize visual impact. For residential applications, the home-owner is encouraged to review their C.C.R.s or HOA guidelines to make sure they are not in conflict. Again, staff encourages installations that complement the structure.


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Accessory Wind Energy Systems

used specially for installing grid-tied and non-grid (AC/DC) battery backup electric systems. General Information: The installation of small wind generating systems is not specifically addressed in the International Building Codes or in the 2005 National Electric Code (the current rewrite of the 2008 NEC, Article 690, still says nothing specifically about the electrical production from wind turbines). Section 705 discusses Power Production Sources and has some applicable portions. The City of Flagstaff, Land Development Code, was amended through COF Ordinance 2009-03 (adopted on 22 January 2009 and effective on Monday 23, February 2009) within the City limits. Coconino County already has a development standard, Section 14-8 (implemented in July-August 2008), which allows for both residential and commercial installations (attached). The new ordinance specifies that only a building permit is required for wind turbines in Commercial and Industrial areas and all of the specification requirements to obtain a building permit is also provided.

The Building & Safety Program wants to make the permitting for accessory wind energy systems easy for the builder and to expedite processing; the following information must be provided when you submit for a building permit:

1. A detailed site plan that indicates the existing setbacks, all structures on the property, adjacent over-head utility lines (cable, phone and/or electrical), all existing public or private utility easements.

2. The location of the mono-pole must be provided along with the proposed maintenance “drop zone”.

3. The applicant must show compliance with the amendments to the Land Development Code for height, size and location. A scaled cross section with the tallest building on the site plan and the proposed wind turbine.

4. Engineering calculations that are specific to the proposed wind turbine mono-pole and turbine connections are required (substituting a “mix and match” series of charts from a manufacture are not deemed sufficient). The manufacturers specifications sheets for the mono-pole and loading requirements will be supplemental to the engineering calculations. The specific details of the foundation, amount of steel to be installed and any mounting brackets must be provided for field inspection.

5. A one and three line electrical diagram will be provided for grid and non-grid interconnected systems. The size of battery storage areas and ventilation will be provided. All listed equipment (inverters, meters, breakers, size and location of main service panel, grounding) will be provided.

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6. A licensed electrician must be the primary on the building permit (this is required for gird-tied systems by APS). For foundation work, if special inspections are required, then the approved special inspection form will be completed by the applicant and approved by the Building Official prior to pouring any concrete. A licensed general contractor is recommended for this type of commercial installation; however, the Arizona State Registrar will allow a contractor with a “K” license to perform the necessary work as well.

7. If a small accessory wind energy system is proposed and the unit(s) will be roof or on the side of the structure (vertical turbines) mounted , then the weight information on the system and framing instructions must be provided. This includes mounting instructions for conventional or trussed roofing (specifically looking for any limitations on spans and point loads).

8. In an effort to be compatible with Arizona House Bill 2615, the Building Official will use the standards proposed for Solar PV system permit standards. The building permit for the turbine will be based upon the electrical requirements. The building permit will be separated out for foundation and structural modifications to the existing structure(s). The turbine electrical portion of the permit should therefore be less than $200. Foundation requirements and structural modifications will be calculated based upon information provided by the applicant for the cost of the foundation.

9. These permits will not be issued “over-the-counter”, but must be reviewed by a plans examiner. If additional information is required because of complexity of the system, system exceeds 400 amps which therefore requires an Electrical engineer, the services of an Arizona Design Professional may be required.

10. The applicant must provide the information on the roof design (span, size, and spacing of structural elements and the information on loading from the manufacturer of the system to be used).

11. For commercial applications (including apartments, condos and hotels/motels), the permit will be reviewed by the Project Management Section for compliance with design guideline criteria. Again, staff encourages installations that complement the structure.


Definitions: ACCESSORY WIND ENERGY SYSTEM: A system designed as providing a secondary source of electrical power to an existing or new buildings or facilities, wherein the power

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generated is used primarily for on-site consumption. The system consists of a wind turbine and associated controls and may include a tower. COMMERCIAL WIND GENERATORS: Any device or series of wind generators capable of generating more than 10 Kw will require a conditional use permit and development review board approval. GRID-TIED GENERATOR: This is a wind turbine or system which has an inverter and electrical interconnect agreement between the producer (property owner) and the utility provider (i.e., Tucson Electric, Salt River Project, Arizona Public Service) HUB HEIGHT: The distance measured from the existing ground level (grade) to the center of the wind turbine hub (blade height may make the actual height taller). INVERTER: An approved device that converts direct current (DC) power to alternating current (AC). MONOPOLES: A pole constructed of composite materials, steel or wood that has no guy wires or exterior sub-structure elements. Considered to be free-standing. Applicants using a monopole must provide design criteria from the manufacture for plan review approval. TOTAL HEIGHT: The distance measured from the existing ground level (grade) to the tip of the wind turbine blade or any portion of the generating device that extends above the Hub Height. WIND FARM: A combination of two or more wind turbines interconnected to provide large amounts of electrical energy:

SMALL WIND GENERATORS: A device primarily used for generating direct current (DC) power for the purposes of charging batteries or providing back-up emergency power. Systems are limited to 3000 watts and below.

MEDIUM WIND GENERATORS: A device that is used for either generating direct current (DC) power and/or alternating current (AC) power. These units may be grid-tied to the utility company with the proper inter-connect agreements signed and approved. These units are between 3000 watts and 10.0 Kw systems. Depending upon the size of the system (400 amps in accordance with City Code amendments), the requirement of an Arizona design profession (registrant) maybe required.

LARGE WIND GENERATORS: A device that is used for generating alternating current (AC) power for commercial use. These units are normally grid-tied to the utility company and may provide primary power, not only to a particular business, but also feed the power grid. Large wind generators will be larger than 10.5 Kw system, up to 200 Kw systems. These may also be part of a commercial

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“wind farm”. These systems must be designed by an Arizona design professional (registrant) and commercially permitted.

WIND TURBINE or GENERATOR: A wind turbine is a device which converts the kinetic energy of the wind into a useable form of electrical energy. UTILITY DISCONNECT SWITCH: A physical switching device that is required by the utility company that can be locked out. Must check with APS for specifications. Requirements: To. This process may take between 1-2 weeks. Process: The application for applying for a building permit to install an accessory wind energy system for the purpose of providing supplemental power to the primary building. These permits are normally processed within 10-15 working days. [If done in conjunction with an on-going review of a new building permit, then the longer review time for commercial review will be in effect – see Commercial Plan Review Task 2008) a) Applicant completes the application obtained from the front counter for a building

permit. This will be a BCBM permit for commercial and industrial zoned areas. b) A one-line drawing of the site plan, showing the location of the wind turbine on the

site (must be to scale to check for setbacks) is provided with the application. c) The application is checked for completeness by the front counter. (All items listed

under General Requirements above will be in the submittal) d) The application is routed to an Associate Planner (Project Management Planner)

to check zoning and Land Development Code set backs. e) The Project Management Planner approves the application and annotates any

conditions of approval in the permit tracking system. f) The plans and application are sent to the building plan examiner for a 72-hour

initial review prior to routing. g) If the project is ready to review, then the application is returned to the front

counter for final processing and routing. If the project fails the 72-hour review, a form letter and the complete application is returned.

h) The routing will include fire department, building, public works, utilities, storm water and engineering.

i) The building plans examiner will calculate and check fees associated with the permit. The review will be a detailed technical review of the National Electric Code and International Building Codes. Once all reviews are completed and forwarded to the Commercial Plans Examiner, the comments are recorded and the permit is prepared for issuance. Paperwork is forwarded to the front counter for final processing. The front counter then calls the applicant with the information on status of permit (ready to issue, denied, additional information required, etc.) and the cost for issuing the permit.

j) When the applicant arrives to pick up the permit, the front counter will complete the final processing of fees, create a receipt for the applicant, and secure a copy of the receipt once the fees have been paid.

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k) The permit is then printed (two copies). The applicant signs one copy (which is retained by the front counter) and takes the second copy with the approved site plan.

l) The front counter also provides the applicant with the name of the assigned inspector and the list of phone numbers so that the applicant can schedule the installation inspection.

m) This type of permit will have a minimum of two inspections. One is done to inspect the foundation and steel prior to pouring the concrete and the second is to review the installation for completeness prior to energizing the system. There may be a third inspection for the installation of underground conduit for the electrical connections – although it is recommended that this is done with the foundation inspection.

n) Once the installation is completed and a “green tag” has been provided to the contractor or owner-builder, it is the responsibility of the contractor or owner-builder to contact the utility provider before engaging the wind turbine to the grid.

o) Off-line installations (battery, D.C. systems which are not inter-connected to the utility company) may be operated as soon as the system is “green tagged” by the building inspector.

p) A copy of the interconnect agreement must be provided to the field inspector prior to issuing a “green tag”.

q) The inspector will complete the installation approval in the permit tracking system and close out the permit.

r) Final paperwork is forwarded to the Building and Safety administrative specialist for “scanning” to the permanent files and boxing the original for permanent storage.

s) The permit has been completed and will be shown as “DONE” in the tracking system.

NOTE: If the system will be grid-tied and interconnection of the wind turbine also includes a third power source (such as an automatic back-up generator set), then the services of an electrical engineer to provide the switching schematics will be required.

Diagram: The following is the flow diagram for permitting an accessory energy structure:

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Application for BCBM permit

Counter checks paper-work for complete-ness

Zoning checked by associate planner, permit forwarded to Building for 72-hour review. If approved, BCBM routing begins.

Permit routers and review completed. Permit returned to counter for fees, contractor info in KIVA and calling applicant for pick up

Permit is issued, 2 copies (one for inspector) Applicant prepares site and starts installation

Installer schedules inspection for buried conduit (shading requirements), excavation and placement of steel and finally when the mono-pole is erected and all electrical components are installed.

If this is grid-connected, a copy of the issued permit and the “green tag” date is provided to APS. Once an inspection is done by APS, the wind turbine may be engaged. If off-grid, then once the installation is green tagged, the generator may be used.

Process author/owner: Building & Safety Program Manager

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