Pre Application Meetings

1. Pursuant to Sec 22-56 of the Subdivision Ordinance, a subdivider shall confer with the Planning Department to review the regulations contained in County ordinances, polices and plans for preliminary plans.

Stormwater Concept Plans

2. Stormwater concept plan approval is required prior to TRC submission of major commercial site plans.  The approval letter is required with plan submission.

3. Stormwater concept plans for residential development should be submitted as part of preliminary subdivision plans.  Stormwater concept plan meetings (optional) are held on Tuesdays.  Call the stormwater management plan reviewer for an appointment.

Perennial Flow Analysis

4. A perennial flow analysis is required at time of preliminary or site plan application submission if streams are located on the application property.  Applicants and engineers should check the County online tax maps to verify presence and location of streams.  If the area is clearly a drainage swale, a written report with two photos of each area may be submitted.  The analysis must be approved prior to plan approval.  (see attached Perennial Flow Evaluation Checklist)

Jurisdictional Determination  (JD)

5. Effective September 1, 2005, a Jurisdictional Determination approval from the Army Corps of Engineers (with supporting documentation, including Wetlands Report and approved mapping) is required by second submission of preliminary and site plans if streams are located on the application property.  Planning staff may grant an exception to the requirement for a Jurisdictional Determination in A-1 subdivisions only.

State and Federal Permits

6. All required state and federal permits required must be obtained prior to approval of a site plan, grading plan, or construction plan (see the attachment - State and Federal Permits – which lists the agencies that typically require a permit).

Technical Review Committee
(TRC) Meeting

7. Technical Review Committee (TRC) Meetings are held Semi-Monthly.  The TRC Submission deadline is two Mondays per month @ Noon.  See Calendar posted at www.co.stafford.va.us under Planning & Community Development.

8. Reviewing agencies will have TRC comments available on the On-Line Integrated Web Response System (IWR) by 4:30 p.m. on Monday prior to the scheduled TRC date.  The applicant/engineer should review the comments prior to the scheduled TRC meeting time to allow for more efficient use of time and discussion of major issues during the meeting.  Please refer to the TRC Agenda for the  project number.

9. Reviewing agencies will have TRC comments available on the On-Line Integrated Web Response System (IWR) by 4:30 p.m. on Monday prior to the scheduled TRC date.  The applicant/engineer should review the comments prior to the scheduled TRC meeting time to allow for more efficient use of time and discussion of major issues during the meeting.  Please refer to the TRC Agenda for the project number.

10. Additional TRC meetings may be scheduled on an as- needed basis to accommodate the number of applications received.  A maximum of eight (8) applications per TRC can be scheduled.

11. Reviewing agencies will endeavor to have internal issues/questions resolved prior to the TRC meeting with applicant/engineer so that the applicant/engineer has a clear directive on how to address the comments for 2nd submission. If all issues are not resolved at TRC, the project manager will schedule a Post-TRC meeting within one week of that meeting.

Second and Subsequent Submissions

Second and Subsequent Submissions - Continued

12. Second (2nd) and subsequent submissions submitted during the week will be logged in on the Monday following the submission for a three (3) week review period (i.e., the submission deadline is Friday by 4:30 p.m. to be routed on the following Monday)

13. Third (3rd) and subsequent submissions of preliminary plans, construction plans and major site plans require a fee of $2,500.  Fee must accompany the submission of the plans.

14. Cost estimates for Stormwater Management, Erosion and Sediment Control and Landscaping should be placed on 2nd submissions of construction and major site plans.

15. The Stormwater Management Agreement, including the maintenance plan, should be submitted with the 2nd submission of major site plans and construction plans.  This agreement must be recorded prior to plan approval.

16. The project manager will notify the applicant and engineer when all of the reviewing agencies have finalized reviews and comments are available online for 2nd and subsequent submissions. 

17. Subdivision plats (including associated cost estimates) and/or right-of-way dedication plats should accompany the 2nd submission of construction and major site plans.  Please see plat applications for appropriate submission requirements.  Subdivision plats and on-site easements must be recorded prior to issuance of Occupancy Permit for commercial development.

18. Subdivision plats (including associated cost estimates) and/or right-of-way dedication plats should accompany the 2nd submission of construction and major site plans.  Please see plat applications for appropriate submission requirements.  Subdivision plats and on-site easements must be recorded prior to issuance of Building Permit for residential development

19. A detailed comment response letter, including reviewer’s comments and a reference to the appropriate sheet number, is required with 2nd and subsequent plan and plat submissions.  No bubbling necessary on plats.

20. Deeds and Title Work should be submitted with 2nd submission of plats, with easements and right-of-way to be dedicated to public use, to be reviewed by the County Attorney’s Office. Subdivision plats and on-site easements must be recorded prior to issuance of Occupancy Permit for commercial development.

21. Deeds and Title Work should be submitted with 2nd submission of plats, with easements and right-of-way to be dedicated to public use, to be reviewed by the County Attorney’s Office. Subdivision plats and on-site easements must be recorded prior to issuance of Building Permit for residential development.

Revisions

22. Revisions to site plans, preliminary plans and construction plans require a $3,500 fee + SWM fee and must show “bubbles” around all changes.

Environmental Review of Plats and Minor Site Plans

23. Plats and minor site plans will be reviewed by the Development Review Planner assigned to the project.  With the exception of Major subdivision Plats, if streams are identified on the site, the Planner will consult with the Environmental Planner to determine if a perennial stream study is required.  (See attached checklist – Environmental Requirements; Plats and Minor Site Plans)

Disturbance on Adjacent Properties and Off-site Easements for Public Use

24. A letter of permission or temporary construction easement signed and notarized by the affected property owner must be provided to the County prior to plan approval for any project which proposes disturbance on an adjacent of-site property held under separate ownership from the application property.

25. All permanent off-site easements to be dedicated to public use must be approved and recorded prior to plan approval.  Documentation of compliance must be placed on the plan.

On-site easement Plats

26. Commercial projects must have on-site easement plats approved and recorded prior to the issuance of an Occupancy Permit. (Please refer to green handout)

Securities & Fees

27. Securities shall be posted through the Office of Developer Securities prior to plat recordation.

28. Pro-rata share must be paid through the Department of Utilities prior to plat recordation.

29. Applicable cash proffers must be paid.  Refer to proffers to verify time of payment.

30. Securities shall be posted for roads, drainage, water, sewer, and monumentation prior to plat approval and recordation.

31. All landscaping shall be installed prior to issuance of any Occupancy Permit or securities for all uninstalled landscaping must be posted.

32. The balance of all stormwater management and erosion review fees must be paid prior to plan approval.

Securities shall be posted for erosion and sediment control and stormwater management prior to site plan, construction plan or grading plan approval.

On-Line Integrated Web Response System (IWR)

33. The On-Line Integrated Web Response System (IWR) should be used to check the status of reviews @ http://hello.stafford.va.us.

34. County staff can be reached via e-mail @ first initial, last name@co.stafford.va.us.  Example: dhunter@co.stafford.va.us.  You may go to the Stafford County web site and search for staff @ http://co.stafford.va.us/planning.

Policy Manual

35. Department of Planning and Community Development has compiled a list of policies pertaining to the development process, which is available on line and in the Planning office.  Please refer to these policies.