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Permit Sop

Introduction:

Welcome to our comprehensive guide on the Outdoor Makeover Permit Standard Operating Procedure (SOP). This document is designed to provide a detailed overview of the permitting process required for outdoor makeover projects. By following these guidelines, our team ensures that every project complies with local regulations, maintains high standards of quality, and meets client expectations. From initial consultations to final inspections, this SOP outlines the steps, requirements, and best practices for successful permit acquisition and project execution.

Participants in the Permit Process:

  1. Designer
  2. Permit Procurement Office (via PMO)
  3. Permit Expeditor
  4. The City
  5. The Clients

Initial Steps:

  • Survey Confirmation: Verify with the client if there is an existing, up-to-date survey.
  • Client Communication: Engage in a permitted conversation with every client.
  • Set Realistic Expectations: Inform clients that permits can take 6 to 2 months to issue from the time of submission. It may take 2-4 weeks to prepare and submit a permit depending on the queue and paperwork assembly time.
  • Historical Districts & State Waters: Confirm if the job site is within a historical district or has state waters on the property, as this will affect design parameters.

Documentation Required:

  • Site Photos: Capture photos from multiple angles showing the house, trees, and overall work area.
  • To-Scale Drawing: Include wall heights if retaining walls are involved.
  • As-Built Survey: Include trees if affected by proposed work, or if the critical root zone is within the disturbance limit.
  • Accurate Material List: Use LMN for listing materials.
  • Hover Report: Required if carpentry work is involved.
  • C Pop Silt Fencing: Mandatory for all permitted jobs.

Survey Requirements:

  • Property lines, setbacks, build-lines, stream buffers, easements, and impervious setbacks.
  • Homeowner’s name and address.
  • Existing impervious calculation.
  • Existing hardwoods or pine trees with Diameter at Breast Height (DBH).
  • Topographic information.

Site Plan Essentials:

  • Existing structures, impervious surfaces, and trees.
  • Property Lines.
  • Distance from existing and proposed structures to property lines.
  • Set backs, build-lines, stream buffers, easements, and impervious setbacks.
  • Critical root zones, DBH, and impaction of critical root zones of all trees on the property.
  • Tree Protection Fencing and tree protection fence detail.
  • Silt Fencing and silt fencing detail.
  • Proposed Work.
  • Existing and Impervious lot coverage table.
  • Limits of Disturbance and square footage of limits of disturbance.
  • Construction entrance.
  • Total site acreage/square footage.
  • If significant grading is proposed, a grading plan.
  • Drainage plan, show how the water runoff is routed and exiting the property.
  • If a sewer easement is on the property there needs to be water quality information like a dry well and water quality testing done.
  • Material Staging area.
  • Dumpster location.

Cover Sheet Requirements:

  • Homeowner address, name, and contact information.
  • Company name and address.
  • Scope of work.
  • 24-hour emergency contact.
  • Engineer information (if applicable).
  • Sheet naming.

Permitting Process Overview:

  • Client Communication: Ensure designers discuss permitting needs with clients. Some clients may prefer not to permit; discuss the risks involved and ensure they understand the potential for stop-work orders.
  • Client Buy-In: Ensure client agreement on whether to permit or not. If concerned, advise ordering an updated survey regardless.
  • Phase Management: Split projects into phases to manage timelines and permitting needs efficiently.
  • Survey Order: Always order an updated survey. This can be part of the initial sales process or post-sale.
  • Permit Costs: Communicate costs clearly, including a $2000 survey fee.
  • Orphan Permit: Explain the necessity for permits from licensed professionals for specific work like HVAC, plumbing, or electrical.

Preconstruction (Precon):

  • Meeting: Attend precon meetings with the inspector and project manager to confirm compliance and check installations like silt fencing.
  • Soil Disturbance: Identify the type of silt fence needed and assess proximity to creeks or rivers. Conduct necessary hydrology studies and water quality tests if applicable.

Tree Protection and Management:

Understand and implement tree protection measures including DBH, critical root zones, tree canopy coverage, and trenching around trees. Follow city-specific regulations for tree removal and recompense.

Structure Inspection:

Conduct preconstruction, footer, and combination rough inspections. Ensure final combo and site inspections are completed.

Stop Work Orders:

Stabilize and clean up the site immediately upon receiving a stop work order. Engage in site beautification and minimal cleanup to comply with city requirements.

Permitting Facts and Local Regulations:

  • Permits are typically required for projects involving significant soil disturbance. Manage expectations for more stringent cities like Atlanta, Brookhaven, and Decatur.
  • Communicate the complexities and requirements of working within these jurisdictions.

Project Steps for Permitted Work:

  1. Ensure homeowner gets better service through direct city interactions.
  2. Offer in-house survey and site plan services for $1800 and $1000-$3000 respectively.
  3. Control the survey and site plan process to maintain quality and avoid client frustration.
  4. Incorporate unknown costs clauses due to city code updates.
  5. Submit digital files to the client and provide expeditor lists for interview.

Impervious Surface Management:

Use techniques to manage impervious coverage, such as replacing impervious surfaces with permeable ones and utilizing permissible design strategies.

Special Requirements:

  • Walls: Stay below 4 ft to avoid permits; utilize spacing techniques for taller walls.
  • Drainage and Irrigation: Adhere to city-specific requirements for drainage plans and irrigation installations.

Tricks and Workarounds:

  • Implement phased construction to comply with permit requirements.
  • Use creative solutions for wall and driveway modifications to minimize permit needs.

Adhering to this Permit Standard Operating Procedure ensures that outdoor makeover projects are executed smoothly and in compliance with all regulatory requirements. Clear communication, thorough documentation, and proactive planning are key to avoiding delays and additional costs. By following these guidelines, we can provide clients with exceptional service while navigating the complexities of the permitting process.

If you have any questions, please feel free to reach us out!