3/30/20 Operational Update: Governmental Affairs

Operational Update:
Building & Inspections Departments

HBA Members,
I realize it has been confusing for some to get their heads around the different stay-at-home orders. For our local HBA, we are concerned with the Wake County order and the NC state order. For whichever part of the orders you are referring to, the stricter applies.

We have created a side by side comparison of the language for both orders to hopefully help you compare them. As stated by the Governor, there is no "proof" required that you are out and about for "essential business". However, many of you may be interested in creating a letter for your employees to keep with them (we are not creating a one size fits all template). If so, we recommend lifting the appropriate parts of the orders (see comparison sheet) and also make sure to put in the letter the address of the project your employees/subcontractors are traveling to and from.

Stay-At-Home Comparison

We would also like to stress the importance of job site safety and sanitation. The National Association of Home Builders has created one page printables in both English and Spanish for you to easily print out and plaster around your job sites..and I mean plaster! We want you to show that every effort is being made to comply with the social distancing, hand washing/sanitizing, etc. so that it construction is not revoked as an essential business.

COVID-19 EnglishJob Site Posters - English

COVID-19 SpanishJob Site Posters - Spanish

Please click on the links below to get copies of both official orders along with answers to other FAQs.

NC State Stay-At-Home Order

Coronavirus Disease 2019 (COVID-19) Response in North Carolina

Wake County Stay-At-Home Order

Wake County COVID-19 Information
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

• Consolidate Inspection Trips
• In order to be able to complete all requested inspections each day, we must ask you to schedule all trades (Mechanical, Electrical, and Plumbing) together at rough-ins and finals so we can complete them on a single trip. We expect a slight reduction in staff in the next couple of weeks due to precautions with the current pandemic, and will need to operate as efficiently as possible. You’re efforts at scheduling can help us ensure that we don’t roll inspections.
• Inspectors will not begin an inspection until everybody is out of the house. If people refuse to leave when an inspector arrives, then the inspector will not perform the inspection. If people leave and return before the inspector has left, he or she will stop the inspection and leave. This is a final notice – compliance is not optional.
• Although they are currently doing inspections as normal as possible during this time, they have requested that you not have any superintendents or sub-contractors in the house while the inspectors are doing the inspections. The inspectors are also making this request in the field, and yet still some refuse to comply. 
• CORRECTION: For owner occupied homes only! 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

• They are currently setting meters for only emergency situation or if required for a CO. They are not setting meters on vacant lots.
• They have not made a determination on how public hearings will be held, The April 6 Zoning Board of Adjustment and Parks, Recreation, and Cultural Resources Advisory Board meetings have been canceled. 
• 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

• Although their Town facilities are closed to the public, they are continuing to offer the services necessary to support home building during the “Stay at Home” proclamation.
• They are currently conducting all 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 their 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.
• Currently they are asking that all recorded map mylars be mailed to ****Mylars Only****- The client is to mail the 3 mylars and the mark ups along with written responses and a digital copy of their submittal in pdf. to P.O. Box 590 Raleigh NC 27602 attention: Development Services One Exchange Plaza suite 400
•  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

• Due to COVID-19, operations for the Wake Forest Planning and Engineering Departments have been adjusted. Click here for memo with details, and refer to www.wakeforestnc.gov/covid-19-coronavirus/alerts-closures for the latest alerts and closures.
• Town Hall is closed to the public as of 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.

​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

• Zebulon Town Hall is now closed to the public until further notice.
• They will be conducting zoning inspections on Tuesdays and Fridays.
• Jacob Parente will handle incoming permits, as their primary permit technician was transferred to a different department for the week.
• They will still be operating during regular business hours, but ask that everything be done online or over the phone.
• As of Friday, 3/27/20, Wake County Building Inspections will continue to operate on their modified approach. 
• 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 phone numbers are being forwarded to appropriate staff and they are attempting to maintain response times and customer service.

Update from Charles P. Gilliam, Wake County Register of Deeds

• Effective Monday, March 30 all services will be provided only online, by mail or virtually using web video technology.
• Monday the ROD office’s portcullis will remain closed. Only ROD staff will come into the office.
• Please visit our home page for the announcement and additional information. http://www.wakegov.com/rod 
• I am taking this action to help keep our staff healthy and at work so they can continue to provide services. This action also helps people comply with “stay at home” or “shelter in place” advisories.
• We are able to implement this action because last year we created a recovery plan to ensure continuity of operations in a situation such as this. Our staff worked quickly to implement innovative solutions which now cover all our services.
• Recording Status. eRecording is unchanged. Processing recordings mailed in is unchanged.
• It is no longer possible to walk-in a recording. Please eRecord or use the mail.
• We can continue eRecording even if staff are not physically present in our office in the Wake County Justice Center (“WCJC”). This is because staff are eRecording and indexing from home.
• As long as the staff is able to come into the WCJC we can process recordings submitted by mail.
• Vital Records Status. All services are provided by mail, online or virtually. See our home page for more details.
• We can continue to provide vital records services as long as sufficient staff is able to come into the WCJC.
• Public Vault (Information Room). If the county keeps the main door unlocked, I will keep this room unlocked. You may use the computers. The room will not be staffed or sanitized. Bring your own sanitizing products. If you are making more than a few copies bring your own paper.

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

Suzanne Harris
VP Governmental Affairs
sharris@hbawake.com