YEAR
END
REPORT
2012
Building Planning
Zoning
Property Maintenance
0 TABLE OF CONTENTS
Page 1 Table of Contents
Page 2-3 Staff, Planning Commission, Board of Zoning Appeals, Economic Development Committee, Architectural Review Board, Historic Preservation Commission, Code Enforcement Task Force
Page 4 Introduction
Pages 5-8 Department Staff Overview
Pages 9-13 Building Division
Pages 14-15 Zoning Division
Pages 16-20 Planning Division
Pages 21-24 Property Maintenance Division
Page 25 Flood Plain Management Division
Page 26 Storm Water District Division
Pages 27-28 Junkyard Licensing
Pages 28-29 Staff Training Activity
Pages 29-31 Miscellaneous Items
Page 31 Conclusion
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DEPARTMENT STAFF
Richard Osgood Planning Director Gordon Wong Senior Chief Building Inspector Claude Noe Chief Building Inspector Madeleine Dressing Administrative Clerk Joyce Haas Administrative Clerk Renee Frisbie Administrative Clerk CDS Associates City Engineers Gary Ater Plan Review Architect Charles Meyer Plan Review Engineer
PLANNING COMMISSION
Virgil Lovitt II Chairperson Ted Mack Safety Service Director Theresa Bucheit Bill Martin Matthew Eggenberger Ed Cunningham Council Representative Tom Keating Law Director Richard Osgood Secretary
BOARD OF ZONING APPEALS
Paul Culter Chairperson Hank Cook Vice Chairperson Mary Haimerl Wendell Herrin Patty Paquette Bill Knight Suzy Cole Ed Cunningham Council Representative Richard Osgood Secretary
ECONOMIC DEVELOPMENT COMMITTEE
Ed Cunningham Council Ward 3/Chairperson Virgil Lovitt II Mayor Kevin Hardman President of Council Paul Schmidt Council Ward I Greg Pugh Council at Large 2
Ted Mack Safety Service Director Richard Osgood Secretary Chris Xeil Lyons Economic Development Director
ARCHITECTURAL REVIEW BOARD
Randy Merrill Chairperson Jeff Olinger Steve Scheffel Richard Osgood Secretary
SHARONVILLE HISTORIC PRESERVATION COMMISSION
Mayor Virgil Lovitt, II – Sharonville Planning Commission – Chairman Ted Mack – Safety-Service Director – Sharonville Administration – Vice-Chairman Darrin Upp – Sharonville Historical Society Randy Merrill – Sharonville Architectural Review Board Hank Cook – Sharonville Board of Zoning Appeals Richard Osgood – Planning Director – Commission Secretary
CODE ENFORCEMENT TASK FORCE (2011)
Kevin Willman Fire Dept./Chairperson Vacant Fire Dept. (alternate) Todd Dudley Health Dept. Jane Tomcisin Health Dept. Dennis Propes Health Dept. (alternate) Mark Preuss Police Dept. Vacant Police Dept. (alternate) Scott Lofland Public Works Dept. Vacant Public Works Dept. (alternate) Claude Noe Planning Dept./Vice-Chairperson Gordon Wong Planning Dept. (alternate) Kerry Rabe Council Ward 3 Greg Pugh Council at Large Joyce Haas Secretary
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INTRODUCTION
On behalf of the staff and associated Boards and Commissions of the Sharonville Planning Department, it is my pleasure to present the 2012 Year End Report.
The strength of the Planning Department, which includes Building, Planning, Zoning, Property Maintenance, Flood Plain Management, and Storm Water District administration, is the professional and courteous staff that runs the office. It is with great pride that I receive calls from contractors, engineers, architects, business owners and property owners expressing gratitude for the exceptional service they receive from the Department staff.
In this 2012 report you will find the following:
1. Department Staff Overview 2. Building Division Activities and Reports 3. Zoning Division Activities and Reports 4. Planning Division Activities and Reports 5. Property Maintenance Division Activities and Reports 6. Flood Plain Management Activities and Reports 7. Storm Water District Activities and Reports 8. Junkyard Licensing Status 9. Staff training activity 10. Miscellaneous 11. Conclusion
All aspects of the Planning Department require an above average intelligence and work ethic. Permit processing is a specialized administrative task, and code enforcement is a comprehensive, ever-changing skill set that requires certification, continuing education, and a keen ability to deal with a variety of personalities. I believe this office contains such professional and specialized personnel.
Respectfully submitted, Richard Osgood, CBO CFM Planning Director
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DEPARTMENT STAFF OVERVIEW
Richard Osgood, Department Manager
2012 saw a number of changes to the Planning Department, in particular the promotion of Economic Development to a department manager level and relocation to Administration, which came about after Tammy Riddle took a position with Cincinnati USA Partnership at the beginning of the year. The elevated position attracted a number of highly qualified candidates and we are fortunate that Chris Xeil Lyons rose to the top and joined the City team. Even though her position is no longer in the Planning office she and Richard work close together on a variety of possible development projects. One significant project was, and continues to be, approximately 21 acres of ODOT property on Centerdale Road at the northwest quadrant of I-75/275. They met with Doug Raters at the district office to discuss a process by which Sharonville can be involved in transfer of the property to a preferred developer. Both Chris Xeil and Richard have reached out to a variety of developers, architects, etc., regarding the property, but access is an issue and the only responses they are getting are from multi-family developers.
Richard is pleased to announce that he met at least one major goal for 2012 that he set at the end of 2011. On December 10 he passed the exam for Certified Flood Plain Manager, which will help a great deal with administration of the flood plain. Beginning in 2012, Richard assumed greater responsibility for flood plain administration, to include service on a variety of boards and commissions. In 2012 he served on the board of directors for the Mill Creek Watershed Council of Communities, and in 2013 he will add the Mill Creek Valley Conservancy District and the Hamilton County Storm Water District to the list of board level participation. He will also begin managing the Sharonville Storm Water fund in 2012, with plans to hire an intern from that account to conduct inspections on all the detention facilities and storm water management systems in the city. He also wants to create a strategic/comprehensive plan for the district.
As a member of the Sharonville Chamber of Commerce Board of Directors, Richard is active in Chamber activities to include membership on the Executive Committee, the Taste of Northern Cincinnati Committee, the Car Show Committee, and as Chairperson of the Wine, Art, Beer and Cigar Event Committee (WABC). 2012 was the second year for the WABC, and after losing money the first year, we made a profit in 2012, thereby allowing the Chamber to make a donation to the Sharonville Fine Arts Fund. Beginning in 2013, Richard will be the Chamber Board Secretary. As a special note, 2012 is the 25th anniversary of the Sharonville Chamber of Commerce, which will be highlighted and celebrated throughout the year, beginning with the annual meeting on January 24 at the Sharonville Convention Center.
In the first quarter of 2013, as part of the Connecting Active Communities Coalition (CACC), Richard will participate as advisor/client to a graduate level transportation planning class at the University of Cincinnati. The students will evaluate the need, based in part on direct interaction with the CACC, and create a regional non-motorized master plan for the group.
Gordon Wong, Senior Chief Building Inspector
Gordon continues to serve the City of Sharonville in a professional manner and with diligent enforcement of relevant building codes. As senior Chief Building Inspector, Gordon supervises all building code approvals, inspections and final Certificates of Occupancy. He directly processes and 5
inspects all commercial construction activity, which remains a considerable load in the City. He works directly with Claude Noe to ensure all residential permits, sign permits, and general non- permits are processed thoroughly, efficiently, and according to Code. Gordon is consistent in his handling of all permit and enforcement issues, which is imperative when integrity and fairness is a top priority of the Planning Department. In 2012 he became NIMS certified and functions as a key member of any potential Incident Management team in the City of Sharonville.
His knowledge of the building codes, both commercial and residential, makes him a valuable asset to the City. He also helps identify new businesses moving into the City and guides them through the permit process. Working directly with the Fire Department as they conduct annual inspection of existing businesses, Gordon can maintain a finger on the pulse of the City and address potential issues or concerns before they become too big. We are fortunate that Gordon has found a working home in the City of Sharonville and we look forward to many more years of his dedicated service to the community.
Claude (Bud) Noe, Chief Building Inspector
As the primary Code Enforcement official for the City, Bud has a tough job balancing strict code compliance with working out reasonable plans and schedules to bring zoning or property maintenance violations into compliance. He does an excellent job obtaining compliance and continues to enforce the codes in a proactive manner. Bud is also a certified Electrical Inspector, which is beneficial for Property Maintenance and Existing Structures enforcement.
Bud processes residential permits and he is the staff representative to the Board of Zoning Appeals and the Planning Commission. His duties are to assist Renee in processing variance and other related Board and Commission applications as well as creating and presenting the staff summaries. He has served for two years as a Director on the Southwest Ohio Building Officials Association (SWOBOA) and for 2012 has been elected to the office of Secretary. He also joined the American Planners Association (APA) to gain knowledge and continuing education on planning and zoning topics. Bud served on the Harrison Township Zoning Update committee to make changes to the Township Master Plan. He is an asset to the City and his involvement in the Code Enforcement Task Force is invaluable.
Before After
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Madeleine Dressing, Administrative Clerk
Madeleine plans to retire in 2013, and when she does it will leave a big hole in the Planning Department. She has been the face of the department for almost twenty years from her position at the front desk. Madeleine is gracious, considerate, and knowledgeable in all her dealings with residents, business owners, contractors, architects and engineers. She processes the monthly building permit reports, sign permit reports, property transfers, foreclosures and sheriff sales which she scans, or otherwise attaches as digital documents, then e-mails to the different agencies and other parties who request the information. The monthly permit reports are what I use to prepare monthly reports for Council. She always has the information in my hands at the beginning of each month, and most importantly, reminds me when the reports are due.
Madeleine and Joyce alternated recorder duties each month for the Board of Zoning Appeals and the Planning Commission. Now she is working with Renee Frisbie, Joyce’s replacement, to assume the alternate month responsibilities. From October 31, when Joyce retired, to December 17, when Renee was hired, Madeleine assumed the workload of two people. This was a very challenging couple of months, but because she is so good at what she does on a daily basis, she was able to temporarily cover the responsibilities of both positions. Fortunately, construction activities tend to slow somewhat during this time of year, but code violations and variance applications seem to not care what time of year it is. Madeleine is eager to learn new skills and broaden her knowledge, and she works hard to implement methods and related paperwork that help the office run more smoothly.
Madeleine processes all deposits and purchase orders for the department. She is efficient and thorough at processing building and sign permits, monetary transactions, including permit fees, purchases, and all budgetary administration, as well as dealing with vendors, contractors, homeowners, design professionals and business owners. Madeleine is a self-motivator and has set personal goals to continue improving in all aspects of her job. She was instrumental in re- negotiating our uniform contract with CINTAS, which resulted in $1,300 in savings from the 2010 budget and which we still enjoy as we head into 2013, though she has to remind them at the beginning of each year.
Joyce Haas, Administrative Clerk
After more than sixteen years with the City of Sharonville, all in the Planning Department, Joyce announced her retirement effective October 31, 2012. She was a valuable member of the Planning Department staff and will be difficult to replace. She was instrumental in the creation of the Code Enforcement Task Force by conducting research on code enforcement programs of other municipalities. Her continued involvement in the task force was as administrative secretary to record the cases, coordinate the task force rides, and process violation notices. One of her main accomplishments in 2012 was to refine the paperwork and reporting process for the Code Enforcement Task Force. She set up target area statistics using the zoning map which helps to define areas where the most violations occur. Data from all departments were compiled and included in her reports. Joyce worked directly with the inspectors to ensure paperwork and scheduling was done in a timely and efficient manner. Whenever possible she sent out violation notices, reports, and other documents electronically.
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She also administered the paperwork for junk yards, auto impound lots and auto salvage lots, and helped coordinate the bi-annual inspections from the fire, police, health and building departments. The inspections must all be approved in order to issue licenses to these businesses. Joyce was motivated by a self-induced desire to set and achieve personal and professional goals. She developed a thorough familiarity with the Sharonville Zoning Code and assisted residents and customers on many zoning matters. She was also driven to learn new skills and seek further training on software and other administrative functions relevant to her job. Her typical tasks included processing building and sign permits, processing property maintenance and zoning violations, processing Planning Commission and Board of Zoning Appeals applications and paperwork, zoning compliance letters, working with customers on the telephone and the front desk, and other administrative functions. Every task assigned she willingly accepted. We will miss her but we wish her the best in retirement.
Renee Frisbie, Administrative Clerk
Renee Frisbie joined the Planning Department on December 17 following the retirement of Joyce Haas. Renee was selected from a list of fifteen candidates provided through the Civil Service process. She finished first on the Civil Service exam with a score of 98%. She has a bachelor’s degree in psychology, which could come in handy when dealing with the public, in particular those individuals who receive notice for zoning or property maintenance violations. She also has a graduate degree in occupational therapy and four years of previous work experience with the City of Plymouth, Michigan, first as a finance clerk, then as program coordinator in the recreation department.
Renee is a fast learner and has already organized and condensed our files in the G Drive, as well as help Madeleine streamline a number of processes. She is quickly learning the permit process, the BZA and PC process, the property maintenance violation notice process, among others. Renee will shadow Madeleine for two months before going solo as recording secretary for the BZA and PC. Before 2013 is over, she will be training Madeleine’s replacement, and I am confident she will rise to the challenge.
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BUILDING DIVISION ACTIVITIES AND REPORTS
The Ohio Building Code (Commercial) and the Residential Code of Ohio require approval of all construction activity with the exception of minor activity listed as exempt from approval in each code. These approvals constitute a license to build in accordance with the approved plans. Failure to obtain approval for construction activity is a violation of state law. Code approval, plan exam, construction inspections, and certificates of occupancy are services the City provides at a reasonable cost in order for property owners to comply with the law.
The Ohio Board of Building Standards (OBBS) certifies building departments and required staff throughout the state. A Certified Building Department must contain, at minimum, the following staff: Certified Building Official (CBO), back-up CBO, Certified Plans Examiner (CPE), back-up CPE, Certified Building Inspector (CBI), back-up CBI, Certified Electrical Inspector (CEI), and back-up CEI. Continuing education is necessary to maintain the certifications, and the OBBS requires all Certified Building Departments to submit monthly and annual reports of construction activity.
A 3% surcharge is added to all Commercial approvals and a 1% surcharge is added to all Residential approvals to financially support OBBS activities. In addition to certifications and investigation activities, the Board of Building Standards maintains and updates the building codes on a three-year cycle. The Ohio Building Code was last updated in November 2011 and the Residential Code of Ohio was updated in November 2012.
The OBBS is in the process of surveying all the certified departments statewide in an effort to move toward relative standardization of forms, to include things such as review and approval documents, inspection documents, certificates of occupancy, and other related forms/documents. Robert Johnson from the Board of Building Standards met with Richard toward the end of 2012 to survey the process in Sharonville and make comments/recommendations as needed. We will likely adopt a selection of standardized forms to help the process.
Approval (permit) fees were up 11% in 2012 compared to 2011. This in spite of a 50% waiver of all approval fees for Princeton High/Middle School construction activity. In 2012 a total of $57,400 in fees was waived for this purpose. Commercial, Residential and Sign approval fees in 2012 totaled $225,680 Therefore, without the waiver, total revenue from approval fees would equal $283,080. Total deposits in 2012, which include assorted zoning, planning, and engineering fees, equal $255,308. Therefore, without the Princeton construction approval waivers, total deposits would have exceeded $312k, which would have been the highest annual deposit ever recorded by the Planning Department. The current highest is $281,983 from 2005.
Cost of construction (valuation) was also up considerably, again due in large part to the Princeton school project. 2012 valuation was perhaps the highest ever recorded in Sharonville, or at least over the past twenty years of annual reports. It will be difficult to match the 2012 numbers anytime soon, but if we keep hitting our valuation average of around $30 million, and if we don’t have large economic development waivers, then our approval revenues should continue to account for approximately 50% of our operating budget.
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Significant construction projects in 2012 include:
Mallard Cove Expansion White Castle & Laughing Noodle
Hauck Rd. McDonalds USUI Intl. Grand Opening
Princeton Middle/High School
As contract plans examiner, Gary Ater performs code review of construction documents for commercial work subject to OBC approval. We are very proud in the Planning Department of our quick turn-around of plan review and approvals. If a plan review contains no comments that require submission of revised construction documents, then we typically issue the approval to commence construction in ten (10) days or less. Contractors who are not already familiar with our process are always pleasantly surprised at the speed with which we process applications for approval.
A good reputation is difficult to achieve, and perhaps even more difficult to maintain. We have worked very hard to achieve one of the best reputations in the region and perform daily in a concerted effort to maintain it, and wherever possible, improve it.
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Commercial and Residential Permit Comparison for the Past Two Years
2012 2011 Difference Factor Total # Permits 613 630 -3% Valuation of Construction $69,784,414.00 $24,345,825.00 +187% Permit Fees Collected $225,679.51 $203,979.08 +11%
Note: Cost of construction (valuation) is considerably higher in 2012 that it was in 2011, most of which is related to the Princeton High/Middle School project. The next highest year from the past ten years is $57,632,698 in 2005.
Planning Department Deposits
Economic Bldg. Comm. Residential Engineer Dev. Junk Yard Residential Sign Amt Tax Amt Tax Amt. BZA Amt PC Amt Amt Programs Rezone & Licenses Bldg. Comm. 100-410- 100-410- 706-410- 706-410- 100-410- 100-410- 100-410- 100-410- Misc 100- Amt 100- Date 100-410-41500 41500 41501 41500 41500 41106 41106 41105 41109 410-41899 900-41406 Grand Total
Jan. 12 $20,176.94 $455.00 $610.00 $613.11 $3.05 $150.00 $4,588.40 $300.00 $26,896.50
Feb. 12 $28,142.57 $1,141.76 $490.00 $850.88 $6.17 $225.00 $225.00 $250.00 $31,331.38
Mar. 12 $5,321.00 $1,310.00 $1,075.00 $295.53 $6.00 $900.00 $1,261.39 $10,168.92
Apr. 12 $14,792.64 $2,200.00 $450.08 $453.68 $15.50 $225.00 $375.00 $67.50 $35.16 $18,614.56
May-12 $7,417.76 $3,145.00 $942.00 $242.69 $25.05 $300.00 $375.00 $3,385.38 $30.00 $15,862.88
Jun-12 $58,113.14 $1,695.00 $520.00 $1,739.50 $10.70 $525.00 $150.00 $1,072.03 $60.00 $63,885.37
Jul-12 $12,671.41 $1,580.94 $545.05 $396.19 $10.51 $150.00 $225.00 $67.50 $120.00 $15,766.60
Aug-12 $11,057.41 $965.00 $570.00 $340.12 $4.15 $450.00 $600.00 $2,350.56 $16,337.24
Sep-12 $4,842.71 $915.00 $1,030.00 $158.78 $5.40 $225.00 $375.00 $382.24 $30.00 $7,964.13
Oct-12 $12,806.63 $1,545.00 $5,722.91 $560.19 $12.20 $225.00 $1,608.44 $30.00 $22,510.37
Nov-12 $7,974.91 $1,760.00 $170.00 $243.64 $10.45 $450.00 $5,605.51 $16,214.51
Dec-12 $4,880.00 $965.00 $1,295.00 $177.30 $7.90 $300.00 $75.00 $1,610.93 $280.00 $200.00 $9,591.13
$188,197.12 $17,677.70 $13,420.04 $6,071.61 $117.08 $4,125.00 $2,400.00 $21,999.88 $250.00 $585.16 $500.00 $254,843.59
Note: Our first full year with the new fee schedule reflects a considerable increase in BZA and PC deposits. Our fees are still below surrounding communities, but a vast improvement from just two years ago. We also received a large percentage of Engineering fees as reimbursement for plan review. 11
COMPARISON OPERATIONAL REPORT YEAR 2006 2007 2008 2009 2010 2011 2012 Permits
Residential 193 195 266 295 259 226 238
Commercial 248 280 260 202 255 273 253
Sign 135 187 110 125 136 131 122
TOTAL 576 662 636 622 650 630 613
Valuation Residential $3,323,529 $1,105,718 $3,248,953 $1,807,950 $1,318,898 $ 1,386,132 $ 1,370,393 Commercial $40,298,125 $34,421,189 $26,901,235 $14,067,934 $43,227,207 $22,594,920 $68,579,248 Sign $359,826 $953,046 $923,383 $690,036 $291,956 $ 364,773 $ 867,302
TOTAL $43,981,480 $36,479,953 $31,073,571 $16,565,920 $44,838,061 $23,345,825 $70,816,943
Fees Collected Residential $14,243.30 $11,304.91 $15,660.63 $19,997.65 $14,515.62 $16,626.56 $17,677.70 1% $53.70 $152.64 $199.97 $145.15 $110.87 $117.08 Surcharge Commercial $223,867.34 $181,698.52 $230,181.10 $149,375.20 $175,246.58 $174,007.63 $188,197.12 3% $6,707.32 $5,448.63 $6,905.43 $4,479.76 $5,257.39 $5,155.72 $6,071.61 Surcharge Sign $4,109.83 $6,522.49 $4,412.39 $5,884.62 $5,768.43 $8,090.17 $8,090.17 3% $105.32 $193.40 $132.37 $176.53 $172.33 $232.20 $232.20 Surcharge
TOTAL $249,033.11 $205,221.65 $257,444.56 $180,113.73 $201,105.50 $206,622.39 $220,385.88
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Hamilton County Home Improvement Program (HIP)
The Hamilton County Home Improvement Program (HIP) is a program for single family, two- family and multi-family dwellings as well as commercial properties valued up to $350,000 based on the Hamilton County Auditor’s appraisal and in eligible Hamilton County communities. There is no property value limit on multi-family dwellings that have three or more units. Home improvement loans $1500 - $50,000 may be applied for through participating lending institutions at three percentage points below the rate that would otherwise apply to the borrower (including any “promotions” or “specials” offered by the lender). The maximum term of the loan is for five years and only one outstanding loan may be given at any time. There is no maximum income ceiling for a borrower to be eligible. The lenders participating are Fifth Third Bank, First Safety Bank, KeyBank, National City Bank, North Side Bank, PNC Bank, and US Bank. The loans can be applied for by visiting a branch of one of the participating banks.
This program is recommended by the building department to individuals who receive courtesy or enforcement notices within the city. The program offers a good incentive for people in need of improvements to their homes. The loan can be used for bathrooms, decks, kitchen remodeling, plumbing, ceilings and walls, garages, landscaping, room additions, central air and furnaces, gutters and roofs, painting and carpeting and siding, window and doors, and much more. The loan cannot be used for “luxury items” such as hot tubs or swimming pools. Permits are required for some of the improvements listed above.
In 2012 there was one HIP application approved for a Sharonville resident. The resident needed construction approval for a bathroom, deck, room addition, siding, reroof and gutters.
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ZONING DIVISION ACTIVITIES AND REPORTS
Zoning activity includes site plan review, zoning verification, zoning certificates, zoning variances and zoning enforcement. Site plan review is required for all new construction and building expansion as well as permits for fences, driveways, parking lots, swimming pools, deck additions, etc. When a site plan does not meet the requirements of the zoning code the applicant may either modify the plans to meet the code or apply for a variance, which is a request for relief from strict application of the code. If an applicant disagrees with an interpretation of the code official, the applicant may apply for an appeal of the official’s decision.
Variances and appeals are decided by the Board of Zoning Appeals, which consists of seven Sharonville residents and meets on a monthly basis. Variance requests are by far the most common application we receive, and the Board decides on between four and six applications a month. Common residential requests include setbacks to accessory structures (sheds), solid fence locations, and other related yard and area requirements. Common commercial requests include sign regulations, parking requirements, and setbacks. Yard and area variances must demonstrate practical difficulty to justify approval. Use variances are permitted by Ohio law, but must demonstrate a true hardship to justify approval. Common use variances we have received in the past include church uses outside Public Facility (PF) districts, which is the only place in the zoning code where churches are permitted uses. Many of these use variance requests were approved by the BZA.
Board of Zoning Appeals Action Comparative Description 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Approved 34 36 35 36 33 29 31 37 37 28 Denied 8 8 2 5 8 4 11 2 2 2 Tabled 3 2 3 3 2 4 6 0 2 3 Failure to 1 1 1 3 0 1 Appear Approved w/ 7 12 14 5 9 11 12 13 4 5 Conditions Withdrawn 3 1 1 2 2 3 1 3 1 Use Variances 9 4 8 2 3 7 3 3 Totals 65 64 56 51 65 53 64 62 48 43
Note: BZA activity has dropped over the past two years, and while it may be premature to draw any conclusions, I think part of it can be attributed to a greater emphasis on our part toward recommending the proposals be modified to comply with the code. We try not to portray the BZA as merely a formality in the approval process.
A number of requests come in each month for zoning verification or zoning certificates. Simple zoning district questions, which we typically receive over the phone, are answered right away. Other requests require more research or documentation, such as official letters of compliance and/or certificates of occupancy, or other similar items. In the past, we provided these things at no charge, but thanks to the new fee schedule we can recover some of the cost for these requests. In 2012 we deposited over $500 in fees for official zoning letters and related documents.
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A considerable amount of zoning activity includes enforcement of violations. We conduct this activity on a proactive basis, and always respond quickly to investigate citizen reports of potential violations. Time given to comply will vary depending on the type of violation. For example, a car parked in the grass (on unpaved surface) might be given twenty-four (24) hours to comply, while an illegal use of truck box as accessory storage structure might be given more time depending on the amount of work necessary to comply. All violation notices may be appealed to the BZA, or a variance application may be submitted.
A Sample of 2012 Zoning Violation Cases:
Illegal Sign (Banner) Use of Truck Box for Storage
Parking on Unpaved Surface Outside Storage
Notices are typically sent by regular mail, but our policy includes personal contact wherever and whenever possible or it seems necessary. In many cases, a resident may not be aware of the code and whether something they are doing is a violation of the code, so we will knock on doors or make phone calls or leave a door hanger before sending out formal violation notices. These can seem impersonal and intimidating. We find it beneficial in many cases to not create adversarial situations where there are opportunities to educate as well as achieve compliance.
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PLANNING DIVISION ACTIVITIES AND REPORTS
Planning activities include zoning code changes and zoning district changes to facilitate economic development and maximize quality of community. Previous initiatives include the Northern Lights Overlay District, the Mosteller Road Economic Development Overlay, the Support Mixed Use Downtown district, and the Historic Preservation Ordinance. Some initiatives expand on the role of traditional planning and zoning to pursue creative efforts such as the Northern Lights Entertainment District where we worked with a number of agencies to add fifteen liquor licenses to the Northern Lights District. Most of the ambitious or time consuming initiatives are contracted out to consultants who specialize in planning studies and analysis. Smaller scale initiatives, such as the Northern Lights Entertainment District, are handled by Planning Department staff.
Planning and Economic Development overlap in 2012 included the work put in by the Planning Department to present a resolution proposal to Council for possible development of a new hotel on Chester Road. The resolution 2012-R-04 authorized the Community Improvement Corporation (CIC) to market city owned property in the Northern Lights District, to include preliminary discussions with developers as they arise. While this is a great start, we are only scratching the surface at the potential for the CIC to function as a powerful arm of Planning and Economic Development. Richard and Chris Xeil will likely work together over the next year or so to continue working on efforts to fully utilize the CIC for better overall community development.
Richard and Chris Xeil met with Doug Raters at the Ohio Department of Transportation (ODOT) District IV office to discuss the property on Chesterdale at the northwest quadrant of the I-75/275 interchange. The property contains 21 acres and we plan to proceed the same way we did with the GSA property @ Commerce. We have begun reaching out to developers and commercial realtors to see what interest there might be. The access to this property is somewhat of a challenge but its interstate visibility adds great value. Most of the interest we have received so far are from multi- family developers. We continue to search for the highest and best use for one of the last pieces of large developable land in the city.
ODOT Property Available
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Planning review and activities should use the Comprehensive Plan as a guide. For example, on behalf of Rookwood Properties who own the Pines and South Pines apartment complexes, Anne McBride from McBride, Dale, Clarion, has submitted a zone change request for 140 units of multi- family use. The Comprehensive Plan addresses residential uses in the city and makes recommendation as to the ratio of high density to medium density to low density percentages. To evaluate the request as it relates to the Comprehensive Plan, and to help the Planning Commission make an informed decision.
We are fast approaching the point where an update to the Comprehensive Plan is warranted and in the best interests of the city. The Sharonville Comprehensive Plan was written in 1984, with an amendment in 1989 to account for annexed area in Butler County. It is critical for any business or government to evaluate its needs, challenges, assets, opportunities, etc., on a periodic basis. In 1984, Sharonville was still a growing and developing community. Today, Sharonville is a different demographic with different challenges and opportunities. It is important to quantify where we are in the twenty-first century and where we want to go. I hope to begin the conversation with the Economic Development Committee in 2013 to begin looking toward a Comprehensive Plan update in 2014, if possible.
Another planning initiative with bearing on community and quality of life involves participation in the Connecting Active Communities Coalition (CACC). The CACC began meeting a couple of years ago as a collaborative of area jurisdictions, to include Sharonville, Evendale, Blue Ash, Reading, Glendale, Woodlawn, Montgomery, Wyoming, as well as OKI, the Hamilton County Park District, and the Mill Creek Watershed Council of Communities. The purpose of CACC is to connect area communities and beyond by non-motorized transportation. We are in the final stages of a feasibility study for bike path in downtown Sharonville to connect Sharon Woods with a
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proposed path along the creek in Evendale. We will expand on the feasibility study later in 2013 with a city-wide master bike plan.
CACC Communities
An interesting development in the first quarter of 2013 is participation of CACC members, to include Richard on behalf of Sharonville, as advisors and clients to a graduate level planning class at the University of Cincinnati in transportation planning. The class will evaluate needs, challenges, opportunities, demographics, assets, obstacles, and other criteria for non-motorized transportation in the CACC region and beyond.
Downtown Feasibility A Downtown Feasibility B
CACC will attend the class periodically throughout the seminar with a final presentation of the plan coming at the April 18 quarterly meeting of the Coalition. In addition to providing a real-world plan for the CACC, it should also provide a more detailed starting point for the Sharonville city- wide non-motorized plan, which will keep the cost down. At the first class on the evening of January 17, Richard challenged the class to also consider waterway transportation, given that the Mill Creek forms the backbone of the study area. We hope this will also help us apply for and obtain grants to implement critical parts of the overall plan. Downtown Sharonville is one such critical piece.
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Zoning Map Amendment for Support Mixed Use—Downtown (SM-D)—ORD. 2012-8
As one of the implementation tasks for the Downtown Strategic Master Plan (ORD ) , the Planning Department created a new zoning district for mixed use (residential/commercial) opportunities in the downtown area. The Downtown Master Plan identified a need for additional feet on the ground, so to speak, to support existing businesses and encourage growth for future commercial opportunities. Sharonville is the only city along the I-275 northern belt that has a traditional central business district. The unique character of downtown Sharonville has the potential to attract more of a residential mix, particularly at a time when people are beginning to turn attention back toward urban and semi-urban lifestyles.
Located primarily along the eastern edge of downtown, but also extending south on both sides of Reading Road to the municipal border, the new district allows single family, two family, and multi- family (apartment) uses on all floors (the Central Business District currently allows dwellings on the second floor and above) with established standards for minimum unit sizes. For example, the minimum size for a studio/efficiency is 465 square feet, the minimum for a one bedroom unit is 800 square feet, and the minimum for 2 and 3 bedroom units is 1,000 square feet. These numbers were agreeable to the Planning Commission after considerable research by the Planning Department.
The zone change also introduced outside dining to all business districts available through the Conditional Use process. Previously, outside dining was not permitted anywhere, but in areas like the downtown or other general business districts, outside dining is an amenity that can add to a dining experience, and in particular when the weather allows, boosts a sense of place and community vitality.
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Planning Commission action was down in 2012 when compared to the past few years. The biggest drop in number was formal discussion items, which typically occur when internal zone change is considered or when an applicant wants to get a sense of PC response on a particular item. Approvals and other action was relatively consistent.
Planning Commission Action Comparative Description 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 Approved 10 10 12 18 26 9 13 21 21 23 Approved w/ conditions 12 8 21 12 10 3 9 ? 2 1 Approved in-house 13 14 23 6 6 7 9 13 6 5 Withdrawn 1 1 1 1 6 3 2 1 Street Vacation 1 0 Street Acceptance 2 0 Denied 1 2 1 2 5 2 3 1 1 Tabled 7 6 6 3 7 5 3 4 1 Continued 2 1 2 1 1 Forward to Council 2 1 1 1 1 1 1 Record Plat 2 2 0 Dedication Plat 1 1 1 0 1 Rezone 1 1 1 3 Public Hearing 1 2 1 2 1 Discussions 10 6 1 9 3 3 5 0 8 Totals 49 64 65 52 58 27 49 51 47 35
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PROPERTY MAINTENANCE DIVISION ACTIVITIES AND REPORTS
The Property Maintenance Division enforces the current edition of the International Property Maintenance Code (IPMC) as published by the International Code Council. The IPMC provides minimum standards for general maintenance of buildings and grounds. Property Maintenance enforcement includes both residential and commercial properties. The Planning Department continues proactive enforcement as well as quick response to complaints from residents and other parties. In 2012 the property maintenance program was relatively steady when compared to 2011. The enforcement of property maintenance is a very difficult task and one that our staff works to improve on every year.
Some of the cases resolved in 2012 include:
11110 Sharon Meadows 10723 Sharondale
10936 Ohio 11163 Dowlin
10805 Lebanon 10787 Lebanon
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Delay in the Mink case came as a result of a request from Gary Powel Esq. for release (to withdraw) as Hearing Officer. Steve Tolbert agreed to take over the duty of Hearing Officer and proceeded to familiarize himself with the file. After some questions and answers between Steve, the Planning Department, and the Law Director, Tom Keating, the decision is to close the accommodated hearing as requested by Mr. Mink and schedule the Architectural Review Boar (ARB) to conduct the formal hearing on the appeal by Philip and Deborah Mink at 11034 Woodward Ln. We expect the ARB hearing to be scheduled in early 2012.
2012 NON PERMIT VIOLATION REPORT Type Residential Commercial Total Building 6 3 9 Detention 0 2 2 Other 6 10 16 Property Maintenance 134 64 198 Sign Code 0 45 45 Site Violation/Inspection 3 1 4 Zoning Code 36 25 61 Totals 185 150 335
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Non Permit Receipts 2011 2012
Engineering Fees Collected $36,114.65 $ 21,999.88 Junk Yard Licenses Fees $ 100.00 $ 500.00 Planning Commission Fees Collected $ 2,025.00 $ 2,400.00 Zoning Board of Appeals Fees Collected $ 3,360.00 $ 4,125.00 Misc. $ 878.32 $ 835.16 Total: $42,477.97 $ 29,860.04
Note: The drop in 2012 compared to 2011 is exclusive to engineering fees collected. Most of the engineering fees from 2011 were for site plan review of the Princeton High/Middle School project. Some of these review fees overlapped into 2012. We receive between 90% - 95% reimbursement of engineering fees from CDS. PC and BZA receipts continue to be at a more realistic level due to the new fee schedule.
CODE ENFORCEMENT TASK FORCE
The Code Enforcement Task Force was created to provide a joint approach at code enforcement specific to different departments. The Task Force demonstrates a concerted effort by the City to maintain property values and quality of life. The Planning Department is the central point of contact for all code enforcement questions and concerns. All cases are entered into a central database stored on the shared drive and all departments have access to the database.
In 2012 the Code Enforcement Task Force conducted group drives to focus on the west side of town and the Yorktown trailer park.
1711 Torrey Yorktown Trailer Park
There was particular emphasis on the west side of town for enforcement of violations for properties owned by Huber Homes. An assortment of violations was processed to full compliance, but one in particular has led the Health Commissioner and the Building Official to take strong action. 1512 Valdosta was found to have a long list of health and property issues that for reasons all their own, led Huber Homes to evict the tenant. Richard Osgood as Building Official and Dennis Propes as 23
Health Commissioner sent a joint certified letter to Huber Homes stating that the property cannot be occupied without inspection by Health and Building to certify compliance with notice of violations. The property was also posted by the Building Official as not approved for occupancy.
1512 Valdosta
Yorktowne Trailer Park also had a number of code enforcement violations related to general maintenance, trash and debris, and other items. A mobile home park is an ideal scenario for joint code enforcement efforts because the Health Department regulates placement, utility connections, recreation areas and facilities, and general licensure in accordance with the Manufactured Home Park rules in the Ohio Administrative Code, while the Planning Department enforces the International Property Maintenance Code. A number of violation notices were sent with full compliance as the result.
The Task Force will continue its proactive efforts in 2013 with group rides within specific target areas and joint action for compliance. In the past, the Planning Commission annual report contained more charts and reports on task force and general property maintenance activity. These reports were always generated by Joyce, but since she retired on October 31, we didn’t have an opportunity to generate these reports. We will have them back in full for the 2013 annual report.
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FLOODPLAIN MANAGEMENT ACTIVITIES AND REPORTS
Flood Plain management and Storm Water District interests tend to overlap, but there are things specific to FEMA and the flood plain that require specialized attention. To begin with, Richard is very pleased (and relieved) to announce that he passed the certification exam for Certified Floodplain Manager. This is a national certification that demonstrates advanced knowledge of the National Flood Insurance Program (NFIP) and FEMA 480, the regulatory document for floodplain management. We frequently receive calls from property owners, mortgage companies, and insurance companies about flood plain issues and to answer general questions. A quick visual estimate appears to show that approximately 20% or more of Sharonville is in the flood plain.
Within the Flood Plain Management Division we assist and advise property owners with Elevation Certificates, process and approve all Special Flood Hazard Area (SFHA) permits for work in the flood plain, inspect and enforce all flood plain violations. We partner with the Mill Creek Watershed Council of Communities to highlight the Mill Creek corridor and the creek itself as a natural asset for the region. There will be more to report on these type of activities as we become more involved with their activities.
Venco Manufacturing at 12110 Best Place was able to obtain approval for an addition to their facility after two years of processing a Letter of Map Revision (LOMR) with FEMA. When the 2004 FIRM maps were released, the Mill Creek floodway widened considerably along the rear yards of property on the east side of Best Place. The new floodway consumed the entire rear yard of Venco Mfg. and their plans for expansion were thwarted. We helped them process the paperwork and obtain approval of the map change.
Gem City Tire on Partnership Way experienced considerable flooding in the spring of 2012. With assistance from Mark Kluesener (City Engineer, CDS Associates), we evaluated the site and discovered that a backflow preventer was not installed when the detention basin was constructed in 2011. Without the preventer, water from the creek would backflow into the detention basin, eventually spilling over the top and flooding the parking lot.
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STORM WATER DISTRICT ACTIVITIES AND REPORTS
The Sharonville Storm Water District was created to fund compliance with the EPA National Permit on water quality, as well as general flood plain issues. The 2013 budget will include things like continued GIS mapping by CDS, USGS stream gauges and related expenses, payment to the HAMCO SWD for their part in EPA permit processing, confluence project maintenance, conservancy district agreement, and district related initiatives like a Twin Creek impact study, creation of a district storm water plan and detention facility inspections.
We intend for the District Fund to offer matching grants for property owners to improve existing systems or implement new systems specific to water quality. The District is funded by assessments on private property, which obligates the City to allocate the funds in a responsible and relevant manner. It is my desire to hire an engineering intern over the summer to conduct detention facility inspections and general inspections of storm water management systems. It is important to stay on top of detention facility maintenance and to monitor for potential illicit discharges.
Storm Water District activities include Board membership with the Hamilton County Storm Water District and the Mill Creek Valley Conservancy District. Richard will attend all Board meetings and work sessions. This is another area where there will be much more to report for 2013 as we enter our first year as District Fund administrator. Richard is scheduling meetings with business owners and other stakeholders in the flood plain to inform them of Storm Water District and flood plain activities.
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The Planning Department conducts ongoing/periodic inspections of all private detention facilities and storm water management systems in the City. We have a total of 247 facilities and intend to complete all inspections in three-year cycles. Some of the facilities required enforcement notices to correct maintenance violations. The cost of these activities is compensated for by revenues from the Sharonville Storm Water District. Prior to 2009 these services were performed by CDS Associates. Performing this in-house is cost effective and gives us direct control over the results.
Storm Water Detention Inspections $9,550 Storm Water Quality Inspections $1,295 Storm Water Inspection Administration $4,025 Flood Plain Management $3,775 Special and Miscellaneous Projects $1,010
JUNKYARD LICENSING
In 2012, the following business operations maintained active licenses for either Impound Lots or Junkyards in accordance with Chapter 717 of the Codified Ordinances of Sharonville.
1.0 Emory Nickels/Nick’s Towing: 3367 Hauck Road 2.0 Tom Perkins/Tri-County Auto Sales: 11961 Reading Road 3.0 Martin Clarke/All Star Container: 2040 Kemper Road 4.0 Bernie Burckard/Sharon Woods Collision: 11445 Lebanon Road 5.0 Bryan Finn/National Asset Recovery Specialists, Inc: 2300 E. Kemper Road
Bryan Finn of National Asset Recovery Specialists, Inc., 2300 Kemper Road, was granted a variance by the BZA for outside storage on January 9, 2013. The following is a status report of these businesses for license year 2012:
Name License Status Comments Emory Nickels – Full Active Fees Paid. Nick’s Towing License #1202IL Permit issued on January 27, 2012 Tom Perkins – Full Active Fees Paid. Tri County Auto Sales & License #1201JY Permit issued on Service December 15, 2012 Martin Clarke – Full Active Fees Paid. Clarke Incinerator, Inc./Stubbs License #1102JY Permit issued on Mill Sanitary Landfill, Inc. January 5, 2012 Bernie Burckhard – Full Active Fees Paid. Sharon Woods Collision License #1201IL Permit issued on January 23, 2012 Bryan Finn – Full Active Fees Paid. National Asset Recovery License #1203IL Permit issued on Specialists, Inc. March 30, 2012
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The following is a report of original approval conditions for junkyards and impound lots:
Name Approval Comments/Conditions Emory Nickels – Legal Nonconforming Full active license for existing Nick’s Towing Impound Lot (legal non-conforming) outside storage area. License not applicable to the expanded (proposed) impound lot. Tom Perkins – Legal Nonconforming A variance was granted by the Tri County Auto Sales & Junkyard Architectural Review Board on Service December 3, 2003 to request a variance to the enclosure requirements of complete non- transparency. Granted. Martin Clarke – Legal Nonconforming Variance granted for 0’ setback to Clarke’s Incinerator, Junkyard open yard use (portable toilets and Inc./Stubbs Mill Sanitary container placement) contingent Landfill, Inc. upon installation of solid fence according to Chapter 717 enclosure requirements. (Fence was installed in 2004). Bernie Burckhard – Approved for Impound Conditional approval for Impound Sharon Woods Collision Lot Lot (20 vehicles maximum) to be stored in fenced-in lot at rear of property. Bryan Finn – Approved for Impound Variance granted by the Board of National Asset Recovery Lot Zoning Appeals on January 9, Specialists, Inc. 2013 for use of mobile office trailer as a building for permanent placement on site.
STAFF TRAINING ACTIVITY
Richard, Gordon and Bud require a minimum of thirty hours continuing education every three years to maintain certifications. Most of the classes are provided locally by the Southwest Ohio Building Officials Association (SWOBOA). Richard will need to add continuing education for his CFM certification, which hopefully he can get locally. Cost for this will come from the Sharonville Storm Water fund.
Seminars--2012
Seminars Richard Gordon Bud OCEOA SWOBOA 2 6 11 Padgett Thompson 28
Chamber Series Crew Programs ASFPM 2 OPC HC Regional Planning OBBS 2
Staff Training Comparative
OFFICE TRAINING ACTIVITY COMPARISON Training Type 2006 2007 2008 2009 2010 2011 2012 Code Technical 109 132 138 124 130 144 128 Economic ------26 40 32 -- Development General 0 36 44 40 32 28 30 Computer Employee 8 72 12 28 8 8 8 Mandatory Total Man 117 240 194 238 210 212 166 Hours
MISCELLANEOUS ITEMS
Landlord Rental Unit Registration Legislation
The intent for the second half of 2012 was to put together a proposal for rental unit registration. Unfortunately, due in part to the retirement of Joyce and the training time needed for Renee, we didn’t complete a draft for Planning Commission review. We hope to get back to this early in 2013. The intent is to include all type of units, from single family rentals to multi-family complexes. Springdale recently passed similar legislation that we are evaluating for possible adaptation or modification for Sharonville use. We are considering a pro-rated fee schedule for multi-family complexes while single family units might require a higher fee. This is based on the preference for owner/occupants in single family residences.
Of particular interest are the Huber rentals on the west side of town. We don’t expect many problems with the apartment complexes in Sharonville, but have a history of repeat issues with Huber properties. Rental property owners will be required to obtain a renewable Conditional Rental Permit valid for one year. A new permit will be required when the rental unit transfers from one tenant to another. The tenant transfer will trigger an inspection of the dwelling (unit) prior to occupancy. Permit fees will be kept to a working minimum.
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Sharonville Chamber of Commerce
Richard will enter 2013 as the Sharonville Chamber of Commerce Board Secretary. This year is the twenty-fifth (25th) anniversary of the Chamber, and we will be celebrating the special milestone all year, to kick off with the annual meeting and awards banquet at the Sharonville Convention Center on January 24. For the past two years he has been the Chair of the Wine, Art, Beer and Cigar event. This is the fourth quarter event for the chamber, which includes the Taste of Northern Cincinnati, the Car Show, and the Golf Outing, each of which have become tremendous events. Benefactors of the WABC include Playhouse in the Park and the Sharonville Fine Arts Council.
After posting a loss in the first year, we tweaked the event, upgraded the appetizers, added Esther Price Chocolates, and worked hard with the distributors to come up with an excellent selection of wines and beers. We also conducted formal training sessions for the volunteers in order to minimize loss due to excess pours and to effectively cover all booths. Strauss Tobacconist had another excellent year selling cigars at the event. Attendance was higher than last year and we sold three or four times the full bottles of wine and beer during the event. In the end we had a net profit of approximately $4,000 and were able to make a donation to the Fine Arts Fund. We look forward to an even better event in 2013.
New Permit Software
We spent a lot of time the first six months of last year assembling data and modifying forms as we move toward a web based permit software system. We were close to moving into the training stage when our representative at Web QA moved to a different position and we were assigned a new representative. This required us to go over things we had already completed. The delay, coupled with Joyce’s retirement, causes us to put the program on hold until Joyce’s replacement was hired and sufficiently trained in general department operation.
We are at the point of going live with the program once we complete a series of staff training sessions. Now that Renee Frisbie is getting comfortable in her position, we intend to get back to the new system in early to mid-February, with a live date around March 1. We are disappointed about the delay, but in the end, it will be better for Renee to be part of the formal training from Web QA.
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New Zoning Maps
CDS Associates had some delays late in 2012 on the new zoning maps, coupled with the map amendment for the new SM-D district and all the other changes that have occurred over the past twelve years. As a result, the new maps will not be printed until spring 2013, in part to also account for the assumed zone change for the lower section of RELIS property on Hauck Road from Public Facility to Residential Multi-Family.
CONCLUSION
2012 was a year of changes at many levels. The department had turnover at one of the Administrative Clerk positions and saw Economic Development move to Administration at the department manager level. We assumed flood plain administration responsibility to include Board level memberships for Richard on the Millcreek Watershed Council of Communities, the Hamilton County Storm Water District, and the Mill Creek Valley Conservancy District, the latter two which begin officially in 2013. We saw record numbers for cost of construction and total deposits. While our intent for 2012 was to implement new permit software, the delay was unforeseen, and in the end, perhaps for the best. Property Maintenance and Code Enforcement continues to be a high priority.
It is unlikely that 2013 will result in a valuation number as high as 2012, but if we meet the average of between $25 and $30 million, which is a reasonable expectation, we should still see total deposits at approximately 50% of our operating budget. Added duties and responsibilities to the Planning Department in the form of flood plain management and storm water district administration, new permit software and processes, a move toward standardized forms in line with the Ohio Board of Building Standards, and a complete turnover of administrative clerk staff with the projected retirement of Madeleine Dressing, causes me to place departmental policies and procedures among the top priorities for 2013.
We have never created a document to formalize departmental operation, which others have done, and now is the time to finally put one together. When thinking about the Planning Department in its new configuration, it helps to break it down into divisions, as I did with this year’s annual report. It will help organize the departmental policies and procedures, which in turn will help organize the department.
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