3/25/20 Local Government Operational Update

Operational Update:
Building & Inspections Departments

HBA Members,
Today has proven to be another busy day. Durham came out with their stay-at-home order and Paul and I worked throughout the day to communicate with Wake County Commissioners to ensure that home building and all businesses related to the industry are encapsulated in the "essential services" designation. We provided sample language for the County to consider and had great feedback from many Commissioners. Ultimately, they have the final say on what the order states. We expect the press conference to happen tomorrow, however the time only been tentatively set for 1:00 p.m. Once it is confirmed, I will send out a follow up email so all can tune in to the press conference.

Remember that many of the local governments have closed down their physical buildings and are working entirely via online submittals, dropboxes and safe distance inspections. You should have seen in my prior emails that a new guidance paper was put out Monday by NCDOI that provides some additional opportunity for live remote inspections. We foresee this as an avenue to continue business and encourage you to work with your inspector to make this successful! Please click here to read the guidance paper.

We continue to work with the local governments to see how quickly meetings can be moved to virtual/video meetings to allow government to continue along with the development projects already in the hopper. Currently, that is still a work in progress.

Don't forget to check out the local government(s) below in which you do business to learn their latest operational protocol during this COVID-19 pandemic.

Additionally, all of these emails will be posted to the website at the following link: https://www.hbawake.com/local-issue

Please feel free to share and also please send me any and all experiences you've encountered so that I can help disseminate information or work through issues. Thank you and stay safe.

Apex
Live Remote Inspection (LRI) Process Update

• You should request your inspection in the same way as you normally would – most of you will use ePermits for that. The same timing limitations apply – anything requested before 2:00 pm will be scheduled for the next day. [**Please note: Many of these inspections will require a letter from the contractor performing the work to state that they believe it complies with all applicable Code provisions. It is suggested that you proactively attach this letter to your request for inspection to save yourself and the inspector time later in the process.**]
• On the day your inspection is scheduled, please reach out to your inspector directly (if you know who it will be) to schedule a time for the remote inspection. At the agreed upon time, you will use one of the methods below to complete the inspection. Results are reported in the normal way.
• For those Apple devices: Remote inspection will be performed using FaceTime. Inspector will call you on or about the agreed upon time – please be ready to show the entire project at that time.
• For those with Android devices: Please download the Microsoft Teams app from the app store. (It’s free) Within this app is a video chat tool that will be used to complete the inspection. When a time is agreed to for the LRI in the morning, the inspector will schedule a meeting and invite you to attend. You should accept the meeting request when it is received. At the agreed upon time, the inspector will start the meeting and you will be able to join through the Team app. Please be ready to show the entire project at that time.
• If you are not familiar with Facetime or with the Microsoft Teams application, please take a few minutes ahead of the inspection time to become familiar with it. There are online tutorials available for both tools, should you need them. 
• Thank you in advance for your patience as we develop these new processes on the fly. We are working hard to be sure you get the same excellent and friendly service you’re used to with Apex Inspections.

• Electronic Neighborhood Meeting Packet
• They have created an Electronic Neighborhood Meeting Packet based on the version already in place to instructions and templates for conducting a required Electronic Neighborhood Meeting during times when in-person gatherings are restricted. Planning Department staff are available to advise you in the preparation of these materials. Staff strongly suggests that you hold an in-person meeting following the normal meeting instructions prior to public hearings/TRC decision if gathering restrictions have been lifted at that time. Please review the information carefully and email Amanda Bunce (Amanda.Bunce@apexnc.org) if you need any additional information.

• This document has been added to the Town’s COVID-19 page and will be added to the Planning Department page soon. Please share with others who may need this information.
• https://www.apexnc.org/DocumentCenter/View/31160/Neighborhood-Meeting-Info-Packet---Electronic

• You can look on their website at http://www.apexnc.org/DocumentCenter/View/31081/Planning-and-Development-Services-Updated-Submittal-Requirements and check out the table for updates on building permits and plan submittals.

• If you have questions, please feel free to reach out to our office at 919-249-3418, or reach out to your inspector directly.

• SUBMITTALS: A large drop box will be placed outside Town Hall, near the front entrance. You can drop plans and paperwork – both secured/sealed with rubber bands or in an envelope and labelled for “INSPECTIONS DEPARTMENT” – in that dropbox. Payments (checks), should be dropped in the Payments box that’s already in our parking lot – also sealed in an envelope, and clearly labelled for “INSPECTIONS DEPARTMENT”.  All paperwork and checks should also be labelled as to what project they pertain, and also be sure to include a phone number and/or email where we can ask questions if we have them.
• PICK UPS: If you need to pick up signed plans or permit cards, please call our office at 919-249-3418 and arrange a time for our staff to put your documents outside the front door. Be aware that staff may need a little bit of time to gather what you are requesting, so if you have a big or complicated pickup – call ahead. For smaller pickups, you can call when you get into the parking lot and wait in your car until you see staff put out your package. 
• Plans reviewers will not be available to answer questions in the office, and builders are asked to use the on-line assistance tool.
• Plan Review times will be increased by at least a day or two because of issues with traveling and letting the plans “rest” when they first come in to minimize contamination. Turn around time should remain around the 10-day goal, so long as the volume doesn’t increase significantly.

Cary

• At this time permitting and plan review functions are being performed remotely.
• Most residential and commercial building inspections will continue, though adjustments may need to be made in some cases based on staffing levels, workload and risk assessments.
• Also, Cary field inspectors will be utilizing “Live Remote Inspections” where practical for many parts of the inspections process. They are presently still scheduling most inspections “next day” but that could change rapidly based on staff availability and inspection demand fluctuations.
• They encourage individual contractors to contact 311 within Town limits or (919) 469-4000 outside Cary.
• Additional information regarding Cary services:

https://www.townofcary.org/business-development/developing-in-cary
https://www.townofcary.org/business-development/residential-alterations-additions
https://www.townofcary.org/services-publications/residential-permits-inspections/faq

Fuquay-Varina

• The town is still working out the logistics for upcoming public meetings.
• Development services is still scheduling and conducting pre-development and pre-submittal meetings using conference calls and online formats. Contact the Planning Department to schedule.
• Inspections Direct Line 919-552-1433
• Planning Direct Line 919-552-1429
• Engineering Direct Line 919-753-1869
• Pertaining to Permit applications, building/construction plans, trade permits:
• There are two Drop Boxes located behind Town Hall next to the Utility Payment Drop Box which should be used for submitting permit application fees and payments if you do not choose to utilize the online option. Payments dropped in the Utility Payment Drop Box should be in an envelope and clearly labeled. Please call and let us know it has been dropped. These Large Drop Off Boxes are labeled Pick Up and Drop Off. They will be located there from 8:00 am to 5:00 pm weekdays. The drop boxes are checked hourly.    
• e-Permits for new single-family construction can either be paid online or placed in the Payment Drop Box located behind Town Hall. The Inspections Department will email the building permit, approved building plans and approved site plans to the contractor. It will be the responsibility of the contractor to print the approved plans in color (11” x 17”) and site plan in color and have them on site for all inspections.
• Over the counter new single-family permits and small building trade permits (decks, pools, screen porches, detached garages, finishing off an unfinished area and renovations):  We have set-up a Large Drop Box located behind Town Hall for contractors/developers to place their plans and application in. Once these have been processed, reviewed and ready for issuance an email or phone call will be made to the contractor saying your permit is ready for payment and issuance. Payment can be made either online or thru the Payment Drop Box located behind Town Hall. The building permit, plans and site/plot plan can be issued back to the contractor thru the Large Drop Box located behind Town Hall with the plans and building permit in one package/bundle with the contractor’s name and job location on it.
• Commercial building permits/plans, plats, site plans and subdivision plans will be handled thru the Large Drop Box just as the over the counter permits. Any payments can be handled by utilizing online payment or the Payment Drop Box. Planning and Engineering are utilizing the Large Drop Boxes located behind Town Hall for Plats, Mylars, Subdivision Plans, Storm Water, etc.
• The only thing that they have suspended inspections on are HVAC change outs and water heaters. They are still issuing these permits however just holding off on performing the inspections.
• As far as renovations, remodels, finishing off areas such as basements, attic third floors they are still issuing these however are advising the contractors/homeowners to think about postponing these.
• Field inspections are still like normal no changes other than the field inspectors report directly to their vehicles.

Garner

• Like many other municipalities, they have made the decision to close their facilities to the public to help stop the spread of the COVID-19 virus. At this time, they are not reducing any services or response times. However, things continue to change rapidly and they are continuously evaluating what they have to do to provide continuity of operations while maintaining the safety of their employees and the public.
• They have setup a drop-off system for all development related submissions and applications. For details, see the link below.
• https://www.garnernc.gov/Home/Components/News/News/1123/17

Holly Springs

• All Town of Holly Springs buildings are closed to the public, including Town Hall, until further notice.
• While their facilities are closed to the public, the work of government continues. Critical services, including development services work, will continue uninterrupted through the COVID-19 response.
• Staff are working normal business hours with several operational changes to encourage social distancing as recommended by federal and state officials. Click here to read more on their website. 
• Engineering and Planning & Zoning Departments are currently operating on normal business hours. However, they are implementing several operational changes to encourage social distancing as recommended by federal and state officials.
• Offices continue to be open Monday through Friday, 8 a.m. - 5 p.m. However, customers are asked to request assistance via phone or email, rather than visiting Town Hall in person. 
• Email or phone communication are the most productive methods to reach staff at this time. Contact information is available through the Staff Directory on the Town’s website, (www.hollyspringsnc.us) or by calling the Engineering Dept front desk at (919) 557-3938 or you can reach the Planning & Zoning Dept at (919) 557-3908 or hsplanning@hollyspringsnc.us.
• Each Department’s webpage also offers many answers to common questions: www.hollyspringsnc.us/planning and http://www.hollyspringsnc.us/624/Resident-Info-Do-I-Need-a-Permit and http://www.hollyspringsnc.us/123/Engineering
• Read the full release for more details, including information on submittals, meetings and inspections at: http://www.hollyspringsnc.us/1848/Development-Services
• Subdivisions: They will now accept electronic plans (no need for paper)
• Drop Box: Anything put in the drop box in the lobby won’t be looked at for 24 hours.
• Where in-person meetings are needed, they are setting up a Zoom account for video conferencing.

Knightdale

• They will not be conducting face-to-face meetings for the next thirty days and will not accept walk-ins at this time.
• Development meetings can be conducted via conference call or via email.
• As for the development process, they have postponed public hearings until May.
• They are testing the use of live streaming and other meeting platforms, which may allow them to hold public meetings and take required public comment remotely.
• They are awaiting guidance from the UNC SOG and the NCGA regarding the legality of such practices.
• Driveways/Sidewalks, Set-back, and Certificates of Occupancy inspections will only be performed on Mondays, Wednesdays, and Fridays.
• They are asking that all customers use the Wake County Permit Portal to apply for permits, process payments, and schedule inspections.
• The link to the Wake County Permit Portal is: https://energovcitizenaccess.tylertech.com/Wak…/SelfService…

 
Morrisville

• They are currently conducting all normal operations as they pertain to building permits, inspections, and planning and development-related functions with the exception of public hearings.
• They are researching options to allow for remote meetings that would include the opportunity for public input and will share that information once they have determined how best to address that.
• They are aware of the DOI guidance and are considering how to best make use of that should the need arise.

Raleigh

• As the COVID-19 situation evolves, the City of Raleigh continues to adjust our response in support of Wake County’s updated State of Emergency. With that in mind, all City facilities will be closed to the public beginning Wednesday morning, March 25, 2020, including One Exchange Plaza and the Customer Service Center.
•  PERMITTING SERVICES GO DIGITAL:
• In an effort to maintain permitting services, a temporary digital submittal process will be implemented for development customers until further notice:
• Applications, plan sets, and supporting documents will be accepted via email as SEPARATE PDF FILES ONLY.
• Plan sets must be one PDF file—individual files of different sheets will not be accepted.
• PDF is the only accepted file format.
• If multiple supporting documents are required, each document must be its own PDF file.
• PLEASE INCLUDE IN YOUR EMAIL SUBJECT LINE:
• New Submittals: Indicate “New Submittal” and scope of work (alteration, repair, new building, etc.)
• Resubmittals: Indicate “Resubmittal” and include your case number and scope of work (alteration, repair, new building, etc.)
• FILES TOO LARGE TO EMAIL:
• If your file is too large to attach via email, please send a link to your file on Dropbox or another file-sharing site to the appropriate project email address. This information must be provided in the body of the email. Please only place pertinent files in Dropbox and ensure no password is required for easy retrieval by staff.
• RESIDENTIAL PROJECTS:
• Submit via email: DowntownDS@raleighnc.gov or LitchfordDS@raleighnc.gov
• Residential services have been expanded to include additions, new single-family dwellings, decks/porches, accessory structures, and pools/spas
• NON-RESIDENTIAL PROJECTS:
• Submit via email: CommercialBuilding@raleighnc.gov
• For new or existing buildings, alteration/repairs, interior completion, shop drawings, field revisions, and change of use related to non-residential plans
• SITE PROJECTS:
• Submit via email: SiteReview@raleighnc.gov
• For preliminary subdivision, administrative site review, site permit review, mass grading and recorded maps
• GATEKEEPING FOR NEW BUILDINGS, ADDITIONS, AND CHANGE OF USE:
• Gatekeeping is still required for these types of projects. Once you submit your application and plans, intake staff will contact you regarding next steps for Virtual Gatekeeping. Please allow two business days.
• FEES
• Fees can be paid online via a registered account in the Permit and Development Portal. Fees can also be paid over the phone by calling 919-996-2500.

• Please allow two business days for your case to be created and to appear in your portal account. If you do not see your case after two days, please email DS.Help@raleighnc.gov. We appreciate your patience as we adjust to this changing environment.

 

• The City Council announced that meetings of all appointed boards are cancelled until April 15 and that date could be pushed farther into the future if necessary. The next foreseeable Planning Commission will be April 28. The City Council also asked the City Manager to prioritize some boards, including Planning Commission, for development of a virtual meeting format. I will let you know how that works when I receive information.

• Effective Monday, March 23rd:
• They are now offering residential customers a remote inspection option for HVAC change-outs beginning Monday, March 23.
• For currently scheduled inspections, you or your contractor will be contacted via telephone and offered the option for a remote inspection. This will allow field staff to perform the inspection without entering your home. Field staff will guide you through the process via your video conferencing tool of choice (Facetime, Skype, etc).
• All HVAC change-outs will be automatically assigned a remote inspection until further notice. Please note remote inspections are not mandatory and customers who do not wish to participate in this voluntary program can discuss options with field staff once they are contacted. We appreciate your patience during this time.

Rolesville

• Public meetings through April 6 are cancelled. 
• Town Hall facility has closed to walk-in visitors, and access to Town Hall is by appointment-only. Residents/customers are urged to take advantage of services that can be handled over the phone or online. 
• Building permits are being handled on an appointment-only basis.
• Information is updated regularly and can be found on the top of their website at: https://www.rolesvillenc.gov/rolesville-covid-19-update

Wake County

• Per order of the County Manager, their downtown office hours for walk-in customers are now Tuesday and Thursday from 10 AM to 2 PM. 
• All of their planning and permitting staff are working remotely, but a few will be in during these times.  See the breakdown below:
• Building Inspections
• Their field inspectors are operating as normal and conducting scheduled inspections. At this point they are comfortable with this approach as inspectors work remotely in their car going site to site with little interaction with others.  They have heard reports that some jurisdictions are not doing in-home inspections, but they continue to do them as long as the inspector and the customer feel conditions are safe. In agreement with trade contractors, they have postponed non-urgent HVAC replacements. As expected, their inspectors have been coached on social distancing and supplied with wipes and sanitizers.  As you know, the NCDOI is allowing jurisdictions to conduct “live remote” inspections. They may consider this at some point should they feel the need.  
• Permitting 
• Fortunately their new permit portal allows customers to conduct all their permit business with them online. This allows staff to work remotely, processing and issuing permits with little impact during the current situation. Their downtown office remains open 10 AM to 2 PM Tuesdays and Thursdays for the occasional walk in customer. So far they have not encountered a problem serving customers.
• Subdivisions and Land Use Permits
• Planning staff are also working remotely. Here again, the online permit portal allows the customer to apply for all their permits without coming into the office. Staff is able to process new subdivision permits, land use permits, etc… without much impact. Planning is maintaining the same reduced office hours. So far they have not encountered a problem serving customers.
• Planning Board & Board of Adjustment Cases
• As directed by the County Manager’s office, all non-essential County advisory board meetings are canceled until April 30. They reviewed upcoming cases for these board meetings (one meeting for each) and did not see any pressing items that could not be postponed. In fact, they did not have any re-zonings in the hopper or other significant action items scheduled.  The biggest impact is postponement of the Comp Plan conversation with the Planning Board. But they can pick this up where they left off when the time is right.
• Here is the link to the official details of the county’s position at this time: http://www.wakegov.com/news/Lists/Posts/Post.aspx?ID=1195

Wake Forest

• Town Hall is closed to the public as of today, Tuesday, 3/24/20.
• You can schedule inspections, submit plans, and pay online through IDT.
• Inspectors are using their own judgement as far as contact in the field, but otherwise are still performing inspections.
• Operations for the Planning and Engineering Departments have been adjusted effective March 24, 2020, through April 30, 2020.
• At this time, they are not experiencing any plan review delays, although adjustments may need to be made in some cases based on staffing levels and workload. If delays are expected, the applicant will be notified via the email address provided in IDT.
• Applicants are encouraged to reach out to the Planning Case Manager or Engineering Inspector with any questions or concerns.
• Application Submittals/Resubmittals and Mylars

1. All IDT applications must include all plan sheets, supporting documents/materials, requested information, calculations, etc.
2. Copies of annexation petitions, rezoning applications, and Financially Responsible Owner (FRO) forms for land disturbance permits shall be submitted via IDT and original signatures shall be mailed to: Wake Forest Planning Department, 301 S. Brooks Street, Wake Forest, NC 27587.
3. Mylars shall be mailed to: Wake Forest Planning Department, 301 S. Brooks Street, Wake Forest, NC 27587.
4. Architectural Material Boards shall be submitted via IDT. Original material boards are not required.
5. Surety estimates, core density reports, NCDOT road acceptances, and other documents required after construction plan approval, shall be uploaded into the “post approval” folder in IDT. Original signatures for surety estimates shall be mailed to: Public Works Operations Center, 234 Friendship Chapel Road, Wake Forest, NC 27587.
6. No in person submittals will be accepted.

• Construction Plans

1. Construction Plans will now be signed and approved electronically.
2. Two 24x36 copies of the signed construction plans shall be mailed to: Public Works Operations Center, 234 Friendship Chapel Road, Wake Forest, NC 27587. Please contact James Mapp at jmapp@wakeforestnc.gov if you have any questions.
3. One 24x36 copy of the signed construction plans shall be mailed to: Wake Forest Planning Department, 301 S. Brooks Street, Wake Forest, NC 27587.

• Fee Payments
• The Town is encouraging all applicants to pay fees by credit card through IDT. As an alternative, checks can be mailed to Wake Forest Planning Department, 301 S. Brooks Street, Wake Forest, NC 27587. Please note that mailing a payment could delay your application if services are further interrupted by COVID-19.
• Required Neighborhood Meetings
• These meetings will be held virtually via WebEx, Zoom, or another similar web-based platform. At least two weeks prior to the virtual meeting, the applicant shall provide the Planning Case Manager a link to the virtual meeting as well as a phone number and access code to be utilized by individuals that do not have access to the internet.
• The applicant shall send a letter, as required per the Unified Development Ordinance, with a Neighborhood Meeting Packet that includes all handouts that would normally be provided at the in-person meeting, a link to virtual meeting, and a phone number with access code. A digital version of the letter and Neighborhood Meeting packet shall also be provided to the Planning Case Manager.
• Technical Review Committee (TRC) Meetings
• These meetings will be held virtually via WebEx, Zoom, or another similar web-based platform. All email addresses (e.g., applicant, property owner, etc.) submitted as part of the IDT application will receive a meeting invite.
• Pre-Application Meetings
• Pre-application meetings will be held virtually via WebEx, Zoom, or another similar web-based platform. The required sketch plan shall be provided seven days prior to the meeting. Please contact Patrick Reidy at preidy@wakeforestnc.gov or Courtney Jenkins at cjenkins@wakeforestnc.gov to schedule your meeting.
• Pre-Construction (Pre-Con) Meetings
• Pre-Con meetings will be held virtually via WebEx, Zoom, or another similar web-based platform. As required by the Unified Development Ordinance, FRO, surety bonds and additional documentation as requested by the Engineering Department should be provided at least three days prior to the scheduled meeting. Please contact James Mapp at jmapp@wakeforestnc.gov to schedule your meeting.
• Planning Inspections
• Planning inspections will continue to occur utilizing an on-call approach. Please call the Inspection Hotline at 919-435-9531 to request inspections well in advance of needed inspection. Planning staff will inspect the site, email the punch list and enter results in New World. To ensure the safety of staff, we are asking that you do not walk the site with staff.
• Site Issues and Conflicts
• Site issues and conflicts will continue to be handled through email and phone. Please contact Carrie Mitchell, PE at cmitchell@wakeforestnc.gov for Stormwater and Erosion issues and Jonathan Jacobs, PE at jjacobs@wakeforestnc.gov for other infrastructure issues or call 919-435-9570 during normal business hours (Monday-Friday, 7 a.m. - 3:30 p.m.).
• Refer to www.wakeforestnc.gov/covid-19-coronavirus/alerts-closures for the latest alerts and closures

Wendell

• COVID-19 hasn’t impacted their building permitting much. The main change is that people have to schedule an appointment to pay for the permit if they are using a check. They have someone available daily to take payment. Their town hall is closed to the Public though.
• In terms of development review, they are already use digital plan review. They do have printed copies dropped off for ease of staff, but they just send out the digital version to all their review partners. So, this hasn’t changed their operations much either. 
• Pre-submittal meetings are held over the phone or online.
• Public Hearings are a problem. They originally were going to hold 1 Town board and 1 Planning Board meeting this month with an abbreviated agenda and safety protocols in place (screening, social distancing, etc.) but ended up canceling those. They are going to re-evaluate in April.

Zebulon

• As of right now, they continue to operate mostly as normal.
• They are asking that all builders pay everything through the permit portal and their City of Raleigh fees by Credit Card with their finance department.
• They will be conducting zoning setback inspections, but ask that no one be on site and if so, they are to stay at least 6-feet from their inspectors. All inspections will be done on two week days and they are still working to finalize when those days will be.
• While Town Hall is technically open, they have most of the staff working from home, so it is requested to e-mail the appropriate contact to ask questions or provide updates instead of coming into Town Hall. 
• All phone numbers are being forwarded to appropriate staff and they are attempting to maintain response times and customer service.

Sincerely,

Paul Kane
Executive Vice President/CEO
pkane@hbawake.com

Suzanne Harris
VP Governmental Affairs
sharris@hbawake.com