HomeMy Public PortalAboutXI. GOVERNMENT.pdfAPRIL 2006 | RICHMOND, INDIANA |
COMPREHENSIVE PLAN GOVERNMENT
XI. GOVERNMENT
The City of Richmond will strengthen governmental leadership and vision by taking a
proactive role in the future growth of Richmond. The City government and leadership shall
foster trust and support for public and private partnering. The City of Richmond departments
and agencies that facilitate managed growth and future planning will promote community
and be citizen accessible.
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Richmond Municipal Building
Source: waynet.org
XI. GOVERNMENT
A. Introduction
The local government of Richmond, Indiana is of vital importance to the welfare of the citizens
and community. The purpose of government is to serve, protect, and guide the public interests by
developing, authorizing, and promoting the establishment, implementation, and performance of
public services and comprehensive planning efforts. The city has a fiduciary public duty and
interest in assisting, developing, promoting, and sustaining the community. City officials serve
the citizens of this community through effective leadership and necessary services. These services
include: code enforcement, and development approvals including zoning, design guidelines,
annexation, historic preservation, and signage.
The City has an essential role in protecting and preserving the natural resources, the built
environment, and the vital areas and assets of the community including its neighborhoods,
business districts, and public facilities. The Comprehensive Plan reviews and makes
recommendations regarding the government and its organizational structure in order to facilitate
and organize the management and legislative process of the community.
B. Goal and Objectives
Goal
The City of Richmond will work for the safety, health and welfare of all their citizens through
intergovernmental cooperation. All city department and county agencies will work together to
become a development friendly city that encourages and promotes quality, cost-effective, and
sustainable development, which promotes an excellent quality of life.
Objectives
1. Develop a mission statement for the Department of Metropolitan Development. Create
an inter-departmental mission statement reflecting a commitment to well-managed
development.
2. Revise structure of code administration in accordance with the objectives of the
Comprehensive Plan. Revisions will facilitate development in the City of Richmond by
making the application, permitting, and inspection processes faster for the applicant and
easier to administer. The City should aim to make the codes, permit and application
processes more understandable and accessible to the public.
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3. Develop, update, and review current regulatory codes and ordinances that meet the spirit
and intent of sustainable quality development, while meeting the goals of the
Comprehensive Plan for the City of Richmond.
4. Improve leadership, delegation, and customer service in the development application
process, including review, permitting, and inspections. Empower, educate, and
encourage staff at all levels to make reasonable and intelligent decisions.
5. Establish a central clearinghouse and information center for all development
applications, permitting and inspections.
6. Strengthen county-city review processes. Improve the coordination process between the
city, county, and state governments, with businesses and the community.
7. Encourage and develop mechanisms for coordination and cooperation among nearby
units of government.
C. Organization/Regulatory Structure
Issues and Findings
Richmond is classified as a Second Class City under Indiana State Code. According to Indiana
Code 28-7-1, a second-class city has a population of 35,001 to 599,999, first-class cities have
populations of 600,000 or more, and third-class cities have populations of 2,001 to 35,000.
Richmond is the 17th largest city in Indiana. It is governed by a City Council of nine members and
a full time Mayor and City Clerk, all elected for four-year terms. The Department of Metropolitan
Development and the Wayne County Department of Planning and Zoning provide the code
enforcement, development review, permitting, and inspections. An overview of the City of
Richmond and Wayne County responsibilities and procedures regarding development processes
is described below.
City of Richmond Department of Metropolitan Development
Development Review Administration
The City’s Department of Metropolitan Development was organized by Mayor Sally Hutton in
2005 to integrate three city offices: Planning, Permits & Inspections, and Community
Development into one umbrella department to oversee these community development functions.
The Department of Metropolitan Development is responsible for processing incoming
development applications, and it works with the Advisory Plan Commission and Board of
Zoning Appeals in making recommendations on built environment and community planning
issues. The department provides staff reviews and recommendations, plus advises on projects
that involve a change of zoning, variance of use, or variance of development standards. The
recommendations of the Department are guided by the Comprehensive Plan and by proven
planning practices. Special considerations are made to select issues. Staff reviews preliminary site
plans, parking requirements, visual enhancement district concerns, landscaping plans and
questionable zoning situations. When a project cannot meet development standards or is not
appropriately zoned, staff will help to determine if a variance can be granted for the project, or a
portion of the project. This variance is based on the Department’s assessment of an applicant’s
hardship. This is resolved by means of a physical non-conformance condition of the site or
structure, which does not negatively affect public health, safety, comfort, morals, convenience, or
general public welfare.
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The head of the Permits and Inspections Office of the Department of Metropolitan Development
is the Building Commissioner. This person oversees code violations and permits for new
construction in the city. The City of Richmond Department of Metropolitan Development
administers and enforces development review processes, building permits and inspections, plus
the zoning and subdivision codes
The Planning Office, as part of the Department of Metropolitan Development, reviews all
development applications and consults with other city departments in its processing of proposed
development or redevelopment projects. The City Planner oversees the review of development
applications, permits, and variances.
A summary of the departments and their roles:
· Law –ordinance preparation and provides legal council to the Plan Commission, the
Board of Zoning Appeals and all other city boards and commissions as well as to City
staff on proposed developments, and provides interpretation of City Code and counsel
on procedural issues;
· Engineering – for conformance with city engineering standards;
· Police – for advice on potential traffic safety issues with development layout;
· Fire – for advice about site access for emergency situations, sufficient hydrants or need
for more fire stations near new developments;
· Community Development - to learn if project might conflict with other projects the
City is funding;
· Permits & Inspections – to review applications for outstanding permitting issues from
a construction or maintenance standpoint;
· Sanitary District – to confirm new development can sufficiently handle storm water and
waste issues;
· Mayor – to determine whether project conflicts with his/her administrative goals.
The Planning Office coordinates and consults with outside agencies on development
applications. This includes the Neighborhood Services Clearinghouse about specific
neighborhood issues and Main Street Richmond-Wayne County on issues that impact the
downtown. Neighborhood Services Clearinghouse provides volunteers to assist the City with
code enforcement issues in the neighborhoods. The City of Richmond also consults with the
Well-Head Protection Committee when development impacts Richmond’s aquifer. The
following departments are generally not consulted by the Metropolitan Development
Department regarding development applications or variances: Human Resources, Purchasing,
Finance, Parks & Recreation, Human Rights Office, Roseview Transit Authority, Airport, and
the Street Department.
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Design Review Process
The Historic Review Board lacks a design review process for neighborhoods or projects in the
City of Richmond. The City lacks historic district designation, so development of this process is
not a priority. Furthermore, there is a local conservation district -Singin’ Sam House-without
design standards. The planning staff reviews “Planned Unit Development” applications, but there
is no particular standard except the requirement for a ten-foot landscape buffer. A “visual
enhancement district” is identified on the existing zoning map, but the guidelines only pertain to
the “vegetation density per linear feet of frontage.” There are no specific design related elements,
such as a requirement for a particular plants or species.
Permits and Inspections Office
The Permits & Inspections Office is responsible for building permits and code enforcement.
Applicants seeking an Improvement Location Permit (ILP) for building projects bring their plans
to the office where they are reviewed by the Administrative Assistant to determine if they meet
the code. This office also issues property addresses for parcels within the city limits, and verifies
flood plain sites. The building permit process is three to six months to complete from the time
the application is submitted until the City issues a permit. A building permit requires a zoning
release from the Department of Metropolitan Development, plus related information on zoning
restrictions, parking requirements, and landscape enhancement requirements.
Community Development Department
The Community Development Office is responsible for writing and monitoring grants for various
City programs and City needs, such as the Roseview Transit Authority or the procurement of
equipment for the police and fire departments.
Advisory Plan Commission
The Advisory Plan Commission is established and authorized by Indiana law, IC 36-7-4-202
which allows second-class cities to establish an advisory plan commission. The City of
Richmond Advisory Plan Commission has eleven members and is charged with reviewing and
approving land use requests, such as a Special Use Rezoning and Planned Unit Development
overlay districts. Recommendations are made for City Council to approve or deny such
applications. The Advisory Plan Commission’s major function is to develop a comprehensive
development plan for public structures, utilities, streets, and public lands and to regulate and
classify land and its uses through zoning.
Rezoning is approved by City Council based on recommendations from the planning staff and
the Richmond Advisory Plan Commission. Recommendations are based on changing conditions
of the area, goals and objectives of the Comprehensive Plan, and modern planning practices.
The Board of Zoning Appeals
The Board consists of five community members who are appointed by the Mayor, City Council,
and the Planning Commission. The Board meets monthly at a public hearing, to hear debate, and
approve or deny zoning appeal applications. Factors and considerations include special
exceptions, variances, and appeals from the zoning ordinance. Relevant information is prepared
and presented to the Board by an administrative official, hearing officer, staff member, or
administrative board designated by the ordinance.
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Two Mile Fringe Applications
When a project is within the two-mile fringe of the City’s municipal boundary, then the
County’s Director of Development and the County Engineer are consulted to determine if the
development conflicts with the County’s comprehensive plan. Additionally, when a subdivision
is planned within the two-mile fringe, the City of Richmond consults with the County Highway
Engineer to determine if the development should meet City or County road standards per
Subdivision Ordinance 153.06 c1 (B).
Wayne County Government
Elected county officials include three county commissioners, seven members of the county
council, auditor, treasurer, Circuit Court judge, three Superior Court judges, prosecuting
attorney, sheriff, coroner, recorder, assessor, and surveyor.
Wayne County Planning and Zoning Department
Wayne County adopted its first zoning ordinance and subdivision ordinance on October 30,
1967. On March 10, 1993, a new zoning ordinance was adopted. On April 21, 1993, a new
subdivision ordinance was adopted. In 1967, the first comprehensive master plan was adopted. In
1992, the comprehensive master plan currently in use was adopted. That plan is currently being
updated. Amendments made to the current plan reflect the changes needed by community. The
Wayne County Planning & Zoning office’s function is assisting the public by explaining zoning
regulations and the facilitating the application process. The Planning Office administers,
interprets, and enforces the zoning and subdivision regulations of the County. It keeps property
records in regard to zoning issues, Board of Zoning Appeals and Advisory Plan Commission
petition files, and zoning maps.
This office performs the following duties: determines flood plain locations and zone districts,
issues Improvement Location Permits (ILP), mails violation letters, processes driveway
applications, provides information regarding the zone and subdivision ordinances, plus provides
setback requirements for landowner's building projects, Board of Zoning Appeals and Advisory
Plan Commission petitions. In addition, this department performs research, documents, and
corresponds regarding all of these issues. The office educates the public by performing these
duties, while explaining to the public the proper uses for their property, plus their rights and
responsibilities as property owners. Finally, the Planning & Zoning Office works closely with
the Building Commission, Surveyor's Office, Health Department, Plat Room, and Recorder's
Office by providing them with necessary information. City officials use this information to make
informed decisions in order to administer the zoning and subdivision ordinances.
Wayne County Building Commission
The Building Commission consists of a Director of Development, two Code Officials, and an
Administrative Assistant. This office works closely with the Planning and Zoning Department in
assisting the public with their residential and commercial building projects.
The number one goal is to ensure that construction within the unincorporated areas of Wayne
County meets the Building Codes of Wayne County, which in turn, the State of Indiana adopted,
thus providing at least "…minimum standards for the protection of life, limb, health, environment,
public safety and welfare, and for the conservation of energy in the design and construction of
buildings and structures…" (From Section 58.02 PURPOSE of Chapter 58: Wayne County
Building Code).
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Townships
There are fifteen townships in Wayne County. Each township has an elected assessor who
works with the County Assessor to maintain fair and accurate property assessment information.
In smaller townships, the Township Assessor also serves as the Township Trustee.
City of Richmond Departments and Functions
The City of Richmond is a municipal government and is organized as a Mayor-Council form of
government. This is the oldest, most common form of municipal government. The Mayor holds
an executive office over department heads (fire, police, etc.) responsible to him. The Mayor is
elected by the citizens and serves a 4-year term. The City Council enacts laws, confirms or rejects
mayoral appointments, and may override the Mayor’s decision to veto by a majority vote. City
Council members are elected at large and by district in rotation of one to four year terms.
Office of the Mayor
The Mayor oversees the city departments and provides direct leadership to the City of Richmond
by overseeing all City departments to accomplish goals and establish priorities. The Mayor’s
Office works closely with department heads, supervisors, and managers to bring about the best
plan of action for the City and the citizens of Richmond. The Mayor also receives citizens’
complaints or questions about City services, as well as requests from the public to appear and
speak at meetings and special events. The Mayor’s Office speaks at public events and gives
proclamations to commemorate or honor individuals, special events, organizations, and holidays.
City Clerk
The City Clerk maintains all city records, documents and actions, ordinances, resolutions,
agreements, contracts, deeds and minutes. The City Clerk is elected by the citizens and serves a
4-year term. The Office of the City Clerk maintains and preserves the integrity of the City’s
records that relate to Common Council, Richmond Power and Light, plus the Board of Public
Works and Safety documents actions, ordinances, resolutions, agreements, contracts, deeds, and
minutes. These records are readily available to the citizens of Richmond, outside agencies,
general public and all other City personnel.
The Office of the City Clerk is often a citizen’s first point of contact with the Municipal
Government, either on the phone or over the counter, who seeks information about this
organization or about other agencies. Accurate referrals to other agencies are provided if the
information that is being sought does not involve the City organization. The City Clerk's Office
maintains all records, documents on an timely basis, and works to disseminate information as
requested. Ongoing responsibilities include answering the general Municipal Building phone
line, accepting public record act requests, handling subpoenas and summons, preparing
information and agenda packets for both the City Council and Board of Public Works and Safety,
plus acting as recording secretary for City Council. The Office of the City Clerk also administers
bus passes, parking permits, collection of fines for non-vehicular violations, fire alarm permits,
dog tags, handicapped signs, and renewal fees.
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City of Richmond Departments list of Main Functions
Fire Department
· Firefighting
· Emergency Medical Services
· Confined Space Rescue
· Water Rescue
· Hazardous Material Protection
· Youth and adult education and fire safety
· Courtesy help inspections
Police Department
· Crime investigation
· Public safety
· Animal Control
· Assistance with developing Neighborhood Crime Watch programs
· Police Citizen’s Academy for adults and youth
· Vehicular Citations and Violations
Roseview Transit
· Public Transportation
· Para-transit for senior citizens and persons with disabilities
· Buses stop on any corner, just wave at bus
Street Department
· Maintenance of streets, concrete walks, potholes and curbs
· Street tree maintenance
· Roadway sign replacement and repair
· Snow and ice removal
· Leaf collection and disposal
· Provide road barriers
· Provides 24 hour on call service
· Special events controls such as parades
Engineering Department
· Development Permits
· Drainage Issues
· Storm Water and Drainage Issue
· Sanitary Sewer Issues
· City Maps
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Department Of Metropolitan Development
· Community Development
· Writes and oversees grants
· Permits and Inspections
· Exterior maintenance complaints for private property
· Zoning violations
· Building permits and inspections
· Planning
· Oversees Zoning matters
· Petitions for Variances of Use and Variances of Development Standards
· Petitions for Rezoning and Special Use Permitting
· Housing
Department Of Law
· Oversight of legal issues for City
· Prepares Ordinances and Resolutions to go before Common Council
· Prepares Contracts for all departments in the City
Human Rights Office
· Protection of rights of Richmond Citizens in area of employment, public
accommodations, public conveniences, housing education and real property
acquisition
· Tracking of hate crimes
· Has no authority over governmental and federal agencies
Sanitary District
· Disposal of paints and household chemicals
· Weekly trash pick-ups
· Special trash pick-ups
· Maintains sewer system
· Operates local landfill
· Recycling
· Roll off container leasing
Parks and Recreation
· Maintain neighborhood parks
· Provide community and youth recreation programs
· Reserve and rent park facilities
· Maintain Cordell Municipal Pool & softball diamonds
Finance
· Maintains budget for City of Richmond
· Generates Payroll for City Employees
· Accounts Payable and Accounts Receivable
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Purchasing
· Issues Purchase Orders for City Departments
· Obtains Bids from Vendors for City Projects
Human Resources
· Maintains personnel records for City Employees
· Oversight of Employee Benefits
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Strategies and Recommendations
G O 1. Establish a Coordinated and Streamlined Development Review Process, and
Development Review Committee
Establish a development review process and a government review committee that includes
representatives from the City of Richmond and Wayne County. The committee membership
shall include City and County officials and/or department representatives who will make
decisions related to the project. This is to include empowered representatives from all assigned
departments to promote consistency and communication regarding developments. This
development review process, which is to be linked to the GIS system, will establish a
coordinated effort between all city departments and the County. The review process is to
establish concise and clear roles for each of the participating departments, protocol and
procedures, regular review schedule meetings, and responsibilities. The process is to be readily
accessible to the public. After committee meetings, staff should consolidate and prioritize
comments, plus send written communication to the applicant outlining their responsibilities
with a projected deadline. These deadlines are necessary for processing and completing the
project within a short period of time.
G O 2. Consider Reorganization of City Departments into Clusters
Consider reorganizing city departments into a cluster-oriented organizational structure. This is
to ease communication on similar but not necessarily related issues, which will help to promote a
more unified voice. Departments are to remain autonomous within each cluster.
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G O 3. Establish a One Stop Shop for Development Review, Permitting and Inspections
Process
Develop a “One Stop Shop” for all permits, inspections, and development review. This “One Stop
Shop” is to be located in one City Department, such as the Department of Metropolitan
Development. Consider the following:
· A customer service desk is to be open and staffed to accept applications and answer
questions during regular business hours.
· Develop customer service performance standards, including specific goals and objectives
for timely processing of applications, meeting set schedules for approving projects,
responding to inquiries within 24 hours, monitoring the completeness of first reviews,
and keeping staff accountable, while on track to meet turn-around schedules.
· Develop customer service training for staff.
· Computerize the City’s review process and make it available on-line on the City’s web
site. Adopt standards to allow electronic submission of plans and applications.
· Develop a fast track plans review process to notify applicants of significant deficiencies
as soon as they are discovered.
· Develop a voluntary fast track process through the use of pre-design and pre-
construction meetings. Include representatives from all departments and assign a single
contact person throughout the permitting process.
· Improve coordination between plans examiners, inspectors, and the Department of
Metropolitan Development.
· Create a development review, permitting, inspection operating procedures manual. The
manual is to include written policies and procedures for staff/department handling of the
development review process.
· Send notices to professional organizations when procedures have been revised.
· Register all contractors that work in the city for communications purposes.
· Develop a newsletter/communication piece to communicate with contractors.
G O 4. Prepare Orientation Materials and Periodic Training Sessions to the Advisory Plan
Commission Members, the Board of Zoning Appeals Members and City Council Members
The Department of Metropolitan Development is to prepare orientation materials on planning;
development review, best practices, codes and procedures, and is to provide periodic training
sessions to all commission members. The members are to be given an orientation packet and an
overview session explaining their roles and responsibilities. The training is to educate them on
sound and current planning principles and practices.
G O 5. The Department of Metropolitan Development Should Develop a Method and
Practice of Recording Interpretations and Precedents
The Department of Metropolitan Development is to keep a log or manual of all interpretations
and precedents that will be used to assist future decision-making. The log or manual is to be
organized electronically, both chronologically and by code and be linked to the GIS system. The
log is to be readily available to all planning staff, all departments, the city law director, any
outside counsel, and to the County.
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G O 6. Policies Should Be Developed for the City of Richmond, Wayne County, and Nearby
Communities to Cooperate Together.
The City is to develop more integral working relationships with departments in Wayne County
in order to implement the policies of the comprehensive plan. Staff and policy boards are to meet
frequently to arrive at agreements that will result in implementation of the plan. Such joint
efforts are especially helpful in addressing policies of the natural resources, community
appearance, land use, and transportation elements of the comprehensive plan. The City of
Richmond, Wayne County, and other nearby jurisdictions including Centerville are to develop
policies to cooperate on:
· General zoning ordinances, land division ordinances, and building permits.
· Municipal violations, such as speeding, parking, and stray animals.
· Conservation ordinances.
· Official maps, and certified survey maps.
· Wetlands, floodplains, and agricultural preservation ordinances.
· Erosion control and construction site ordinances.
· Sanitary sewer/private septic system/storm water management ordinance.
· GIS System.
G O 7. Establish Two-Mile Fringe Committee
A Two-Mile Fringe Committee, composed of pertinent members from both the City and County,
is to be established for the purpose of reviewing plans and projects proposed for the two-mile
fringe area. The U-Plan meeting process recognized the need for intergovernmental cooperation.
Participants are not suggesting that the two-mile fringe area become incorporated into the City
of Richmond, rather they are recognizing the significant impact that the city and surrounding
areas have on each other.
G O 8. Cooperate With Federal and State Governments in Joint Activities
The City is to cooperate more with federal and state governments to take advantage of non-local
sources of funding, to make use of equipment and expertise not available in the city, and to help
address issues that extend beyond the geographic limits of the city. Such joint efforts are
especially helpful in addressing policies of the natural resources, parks and recreation, economic
development, tourism, public works, and transportation elements of the comprehensive plan.
Cooperation occurs in data gathering, studies, and construction projects.
G O 9. Implement The Comprehensive Plan – Delegate Staff and Resources.
The City is to evaluate and delegate staff as needed to implement the objectives and strategies of
the comprehensive plan. Consideration is to be given for forming an Executive Committee of
primary department heads affected by the plan, plan commission representatives, economic
development interests, and education representatives to discuss the implementation of the plan.
G O 10. Develop a Capital Improvements Program (CIP)
The City is to develop an overall capital improvement program for the entire City, including all
the departments and utility companies and work in conjunction with Wayne County and the
State of Indiana Department of Transportation in developing short term and long range capital
improvement plans. City council’s annual budgetary process is to incorporate timely
recommendations from the plan commission regarding the capital improvements program. The
plan commission’s advice is based on its understanding of the comprehensive plan and how
certain capital expenditures may best be used to implement the CIP’s goals and objectives.
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G O 11. Continue To Explore Innovative Ways To Pay For The Implementation of The
Comprehensive Plan
The City is to investigate all reasonable opportunities to raise the funds necessary to implement
the goals and objectives of the comprehensive plan. In doing so, the City is to seek financing
methods that are equitable and cost-effective. The opportunities to be explored include
development impact fees, public/private partnerships, and grants from other levels of
government and non-profit organizations.
G O 12. Seek to Maximize Public Involvement
The City is to develop opportunities to involve the public in their government. The City can take
advantage of its technological innovations, such as an interactive web site, while continuing to
use its traditional methods of promoting public awareness about their local government.
G O 13. Involve Students as Citizens in Local Government and Agency Programs
The City is to continue to develop programs and opportunities for students to participate as
citizens in “real-life” local issues and programs, including City Council, historic preservation,
transportation, neighborhood involvement, the elderly, plus community and social welfare.
G O 14. Examine the Need to Develop a Stand Alone Department to Support The
Functioning of the Municipal Airport.
The City is to explore and assess the need to develop and organize a new department to
coordinate the Richmond Municipal Airport and all aviation functions. This department will be
responsible for all planning and funding, plus engineering issues related to the Airport or any
aviation function.
G O 15. Examine the Need to Develop a Stand Alone Department to Support the
Functioning of the City’s Communications and Information Technology
The City is to explore and assess the need to develop and organize a new department to support
the functioning and coordination of all internal communications, computer, and information
technology. This department will be responsible for all functions, planning, funding, and
computer related issues.