HomeMy WebLinkAboutPlanning August 13 20021
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
WHATCOM COUNTY COUNCIL
Planning and Development Committee
August 13, 2002
The meeting was called to order at 2:15 p.m. by Committee Chair Dan
McShane in the Council Chambers, 311 Grand Avenue, Bellingham, Washington,
Present: Absent:
Seth Fleetwood None
Laurie Caskey- Schreiber
Also Present:
Barbara Brenner
L. Ward Nelson
Sharon Roy
COMMITTEE DISCUSSION
1. DISCUSSION WITH PLANNING AND DEVELOPMENT SERVICES
DIRECTOR HAL HART REGARDING THE BUILDING PERMIT PROCESS
(AB2002 -184)
Hal Hart, Planning and Development Services Department Director, stated
that the draft Greater Whatcom Comprehensive Economic Development Strategy
(CEDS) talks about a task force of city and County planning directors, finance
officers, and private sector representatives that should be convened to complete a
Whatcom County competitiveness study. That study was done. He submitted it for
the record (on file). The Planning and Development Services (PDS) Department
prides itself on customer service and trying to always improve customer service.
They have good days and bad days. Overall, they are doing a tremendous job,
given the fact that permits are up 30 percent this year. They are putting more
permits through the system. They are staying competitive in terms of trying to
balance protection of the environment with a person's reasonable expectation that
he or she can get a permit within four weeks during the peak season for a single -
family residence. That has to be expected with the complexity that has happened
since the 1970's.
Sam Ryan, Building Services Division Manager, introduced Larry Collier,
Permit Coordinator. Pam Powell will talk about the permit tracking system,
Tidemark.
Larry Collier, Permit Coordinator, stated they work with people's dreams for
homes and businesses. They work with many different kinds of permits. The
department has an information counter for people to come in and ask questions.
Pamphlets and permit application booklets are available to help people get through
Planning and Development Committee, 8/13/2002, Page 1
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
the permit process. The file system is based on the parcel numbers from the
Assessor's Office. The department has also color -coded the permit processing,
depending on the type of structure. When an applicant gets his or her paperwork
together, he or she can call for an appointment with the department on Tuesday or
Thursday. Appointments for commercial buildings are done on Monday,
Wednesday, and Friday. When an applicant has made an appointment, staff will
pull maps and get everything ready for the appointment. When the applicant
comes in, he or she doesn't have to stand in line to wait for that to be done.
Because of the appointment, there are no field investigations. If there is a field
investigation, people are available for those folks to talk to when they come in for
their appointment.
Caskey- Schreiber asked if the staff is consistent on keeping those
appointments. She's heard a couple of complaints that an applicant arrives for an
appointment, and the staff person is not there. Collier stated that is a rare
occasion. If there is an emergency field inspection, the department needs to have
someone out in the field to get on the problem. Usually, when they have an
appointment for the permit process, they try to have someone representing the
department to review the plans.
Collier stated the applicant meets with the zoning technicians to go through
the information to check for valid legal lot of record, plan checks, land disturbance,
and other factors. The zoning technician will begin to route the application to
different departments that need to provide further review. If no further review is
required, the permit may be issued at the time of the appointment.
At the present time, approximately 5,000 building permits have been issued
and are in the process of inspection at this time. In the last 2 Yz years, 17,000 files
and permits have been brought into the plan system.
Pam Powell, Software Specialist II /Tidemark, stated she designed and
developed the permit plan tracking system. There is a lot of information that staff
has to coordinate for a permit, including parcel information, regulations, map
checks, and much more. They use a customized permit plan tracking system.
They decided to go with a designer program that allows them to build according to
their needs. The system continues to grow and develop, according to their
regulations. The utility library is a program that works along with the designer
program. It helps them manage all the reviews and fees. They are allowed to
update the system according to everything they do. It's a lot of work. The Crystal
Reports program is a very powerful writing program that goes into the database. It
collects history, and brings that information up. A cashier system is also in the
permit plan system. Once fees are collected, the file is updated and the monies are
distributed throughout the cost centers. It also monitors the cashier systems to
make sure money goes in and out correctly. It links with the geographic
information system (GIS).
Planning and Development Committee, 8/13/2002, Page 2
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
The permit plan tracking system allows them to accomplish certain goals.
When they chose this system, the most important factor was being able to improve
customer service. As the database grows, they build a history. Parcel data is very
important. Every time a new case comes in based on a parcel number, the
information is linked in and the database grows with the history of everything that
has happened on that parcel. That's important when there are technicians from
different departments. The system reduces processing time and saves money. It
improves coordination among the different departments. It helps them manage
staff and the budget. If they need to know how long it takes to process something,
a manager can query the database to find out what it takes for final reviews, for
example, to go through the system. With the cashier system, the money is
distributed right into the accounts, so they can find out exactly from where their
money is coming in.
Caskey- Schreiber asked if the information on a parcel originates at the
Assessor's Office. Powell stated the staff took a load off of the AS400 system and
downloaded it into the permit plan tracking system. Off of that, one can type in the
parcel number. The system will bring up the parcel number and a description of
the property.
Caskey- Schreiber asked if it includes topography information. Powell stated
that information comes from the GIS system, which is launched into the permit plan
tracking system.
Caskey- Schreiber stated the system in King County will list restrictions for
each parcel. She asked if this system has that capability. Powell stated the
technician who is doing the work can ask for the overlay map. Also, if there is a
moratorium, for example, the technician can bring up the parcel number and a flag
will come up. The technician will read the information from the flag for detailed
information and contact information.
One example of the system is that, if they need to know what is being built
in a watershed, she can ask the program to find any new construction in the Lake
Whatcom watershed. The system tracks the routing of the plan review, tracks fee
collection and distribution, and launches the GIS.
Fleetwood asked what happens when the system crashes. Powell stated the
server crashes, not the system, which is a software program.
Hart stated they may expand the system to additional departments that are
interested in it.
Powell stated other departments are asking to have access, such as the
Engineering Division and Health Department.
Ryan stated that when the server crashes, they process permits the old
fashioned way. They keep working.
Planning and Development Committee, 8/13/2002, Page 3
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Hart stated that the Water Resources Division is putting together a decision
support system (DSS). Currently, the GIS would be supportive of the DSS effort.
This Tidemark system is also supportive of the DSS. This software defines where
growth is occurring and what kind of growth is occurring.
Caskey- Schreiber asked if a critical area is a flag on a parcel. Collier stated it
is, depending on the type of the critical area.
Powell stated parcel flags come from all different areas of the County. There
are a lot of reasons to tag a parcel. There are three types of parcel flags. One type
is a red flag called a hard hold. That applies when something very critical is on a
piece of property, so nothing happens. Hal Hart or a manager has to deal with it.
The second type of flag is a parcel warning with an override. The parcel
information is on lockdown. Parcel information and data is very important. It has
to remain clean. If a parcel flag is put on a piece of property, and someone chose
to ignore and override it, the system will record who has overridden that parcel.
The last flag is a plain yellow warning flag. It means that they should beware.
Caskey- Schreiber stated this may be a way to define seasonal clearing rather
than blanketing an entire watershed and hiring another staff person.
Kurt Baumgarten, Planning Technician, stated the difficulty with that is that
the maps and data used to generate the information in GIS do not have a high
resolution. If someone wants to see if there is a wetland on a piece of property,
staff pulls a map used from the national wetland inventory. Everything like that
would require a field verification. It would be very difficult to flag a parcel based on
a given attribute.
Hart stated they use maps to define where someone is geographically. They
do have a permanent database record of an action on a particular parcel. That is
good information, if they know later on that the parcel had certain problems.
Brenner asked if they also have certified people in the private sector who can
make that determination, instead of staff.
McShane stated that is something they will get into over the next several
months. To a degree, that is done with certain types of projects.
Ryan stated this system is very similar to the King County system.
Powell stated the designer program gives them the ability to design
according to the County's needs. King County has this product. They've designed
it according to their needs in the future.
Planning and Development Committee, 8/13/2002, Page 4
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
OTHER BUSINESS
McShane stated one issue they need to discuss is the interim ordinance on
land clearing rules (AB2002 -222). Staff came up with some suggestions for
amendments to the interim. The suggestion is that the land clearing rules would be
waived for the Drayton Harbor watershed. Another suggestion is to extend the
timeline for one month in the Lake Whatcom and Lake Samish areas, so they would
go to November 1 instead of October 1. There is also suggested language
regarding underground utilities.
Kurt Baumgarten, Planning Technician, stated staff's recommendation is that,
given the similarity between the two basins and the drinking water issues, they will
be dealt with through the interim ordinance. Do Drayton Harbor separately.
Snohomish County looks at every application within 200 feet of a critical area. The
proposed amendment would help transition toward seasonal limitations on clearing.
One of the main things he's heard is that this has come out of nowhere, and people
don't have an opportunity to get their affairs in order. This amendment would ease
that burden this year. The Planning Commission process will still happen for the
final ordinance.
There has been some question about the data behind this. Matt Aamot
worked on an ordinance in the past regarding seasonal limitations. That proposal
would have been a restriction for three months. On the shoulder months, a point
system was developed. Staff's opinion is that type of approach is administratively
difficult. Seventy -five percent of the average rainfall happens during the months
that are used as the wet season for the clearing restriction. The data about the wet
season has been consistent.
Caskey- Schreiber stated that April could be added without too much of a
large increase, if they were to add a month. Baumgarten stated the restriction now
is October 1 through April 30. Other jurisdictions have gone with November
through March, which wouldn't be consistent with the City of Bellingham.
McShane asked if staff anticipates being done finalizing this ordinance by
April.
Sylvia Goodwin, Planning Division Manager, stated that depends on all of the
other emergencies they are dealing with. They hope to be done by November. It
may take longer.
Fleetwood asked how this proposed amendment takes into consideration the
Building Industry Association's (BIA's) proposed fix. Baumgarten stated he has not
seen their proposal. He understands it involves a certification process.
McShane stated this amendment doesn't address the BIA's proposal. It
would be part of what they work on through November. Baumgarten stated the
amendment is a short -term response to the comments they are getting about
Planning and Development Committee, 8/13/2002, Page 5
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
finding a way to be fair in transitioning into this regulation. The BIA's proposal
would be looked at for the long -term adoption of this as a permanent ordinance.
Brenner stated she would like to see more emphasis on where they are
heading. She supports the amendment. She doesn't like to see the language
revert back to October through April in 2003 -2004. They should not include
October and April in the restriction. She doesn't want to leave the impression that
they are planning on reverting back. Just say that the restriction for this year will
be November through March. Keep it open that they may not necessarily revert
back. She likes what came from the BIA. She spoke to several councilmembers
and County staff. In theory, they all felt it was workable. It works for critical
areas. They need to allow the private sector to take some responsibility, and
certify people in the private sector. Baumgarten stated that the mitigation plans
and follow up for critical areas is very difficult. Another staff person could be out
there just to follow up on mitigation plans to see if they are implemented
successfully and surviving to achieve their intended goal.
Brenner stated this is the first she's heard about any problems with the
Critical Areas Ordinance. She is interested in looking into it, but it's still a good
process.
(Clerk's Note: End of tape one, side A.)
Brenner continued to state that the County should find a way to let people do
their work if they can do it without impacting the watershed.
McShane stated those are issues that the Planning Commission and staff will
consider carefully. What is at issue now is whether they should introduce the
amendment to the interim ordinance.
Nelson stated a lot of people are going to come to the meeting. It would be
helpful to have an idea of which direction the Council wants to take.
McShane agreed. He suggested that the Council explain that it is introduced
and will be discussed at the next meeting. They can't act at this evening's meeting.
Roy stated she feels strongly about eliminating Drayton Harbor from the
restriction. It seems precipitous to make that blanket statement at the beginning.
They should wait for the evaluation, and extend that deadline. She totally supports
extending the moratorium. She also supports making exceptions. She is having
trouble with throwing this one out and keeping everything else the same.
Caskey- Schreiber stated she is in favor of the amendment. She would like to
come up with a different definition of seasonal clearing in Drayton Harbor. They
could have it related to parcels with critical areas rather than the entire watershed.
Planning and Development Committee, 8/13/2002, Page 6
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DISCLAIMER: This document contains the Whatcom County Council or Committee
minutes, as approved. However, unless an attested signature page is attached, they
are not the final approved minutes.
Rich Emerson, Building Industry Association, stated people are being affected
by this interim ordinance. Permits are being denied.
McShane asked if that is true. Emerson stated it is.
Baumgarten stated they have not denied any permits. They've explained the
regulation as it is.
Emerson stated people have called him saying they can't do land clearing.
McShane stated they can't do it this time of year. The Planning Department
is not denying the permit.
Emerson stated there are a lot of jobs that people cannot start while the
Council decides what is going to work. Time is of the essence for these folks.
Hart stated the Planning Staff is willing to work with the BIA between now
and September 30 to incorporate their concerns into the ordinances.
ADJOURN
The meeting adjourned at 4:00 p.m.
Jill Nixon, Minutes Transcription
ATTEST:
Dana Brown - Davis, Council Clerk
WHATCOM COUNTY COUNCIL
WHATCOM COUNTY, WASHINGTON
Dan McShane, Committee Chair
Planning and Development Committee, 8/13/2002, Page 7