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Home My Public Portal About2003_01_14_r010The Town of Leesburg, -qrginia RESOLUTION NO. A RESOLUTION: PRESENTED .lan,m~ 14:2003 2003-10 ADOPTED .lannaw 14; 200'3 RECEIVING THE ZONING ADMINISTRATOR'S ANNUAL REPORT FOR 2002 WHEREAS, Section 16A-6(1)(h) of the Zoning Ordinance Administrator to prepare and submit an annual report to the Council; and requires the Zoning WHEREAS, the report contains statistical data and information as may be of interest and value to reflect the work of the Zoning Division; and WHEREAS, staff recommends that Council receive the Zoning Administrator's annual report. THEREFORE, RESOLVED by the Council of the Town Leesburg in Virginia that Council hereby receives the Town of Leesburg Zoning Administrator's Annual Report for the year 2002, a copy of which is attached hereto. PASSED this 14th day of Jammry 2003. ATTEST: of Council R03:ZADivReport2002 Kriste~ C. Ums~attd, Mayor Town of Leesburg The Town of Leesburg INTEROFFICE MEMORANDUM DEPARTMENT OF PLANNING, ZONING & DEVELOPMENT TO: TOWN MANAGER DATE: JANUARY 6, 2003 FROM: ZONING ADMINISTRATOR RE: ZONING DIVISION ANNUAL REPORT FOR 2002 In accordance with Zoning Ordinance Section 16A-6(1)(h) that requires an annual report to the Town Council, this memo is intended to itemize the work product of this division from January 1, 2002 through December 31, 2002. The table below indicates selected permits, applications and activities that were handled in 2002 as part of the Zoning Division's responsibilities: PERMIT/APPLICATION/ SERVICE TYPE TOTAL 2002 BZA Applications 10 Grading/House Location Plan Reviews (# of lots) 514 Home Occupation Permits 209,!, Landscape Bonds & Refunds 201,!, Occupancy Inspections 850,!, Occupancy Permits 798* Phone Calls (incoming) 3,597,~ Service Counter Trips 2,726,1, Sign Permits 175 Temporary Use Permits 6 Trailer Permits 49,!, Zoning Certification Letters 32-!, Zoning Clearance Letters 31,1, Zoning Permits 1,671 * Zoning Violation Letters (all types - incl. courtesy 119a/, letters) B.A.R. Applications 124 · !, Indicates record total for one year · Indicates tied previous record total for one year · Indicates second highest total for one year ADDITIONAL DUTIES In addition to the activities listed above the Zoning Division continued working on the Draft Zoning Ordinance, presenting a published version for Planning Commission review in a series of -2- special meetings open for public input. The Planning Commission recommended approval of the Draft Zoning Ordinance in June 2002. The Town Council held a public hearing on the DZO on November 26, 2002. The draft is currently before the Council for final review and consideration for approval. The Zoning Division performed other major duties that are not listed in the table, including but not limited to proffer fee calculation for 589 new residential and commercial zoning permits (a record high), proffer tracking research and completion of proffer tracking copies for 11 rezonings, proffer and Zoning Ordinance interpretations (formal and informal), business license review and approval, packet deliveries for the Planning Commission and the B.A.R., posting of properties for certain public hearings (BZA, B.A.R. and certain Commission/Council items), and neared completion of a new Official Zoning Map. Also, the system of proffer tracking and fee calculation was further refined to ensure that proffered fees are obtained when due. In this regard zoning staff has worked with Loudoun County IT staff to procure the proffer tracking system employed by the county as part of the Land Management Information System (LMIS). In addition, four separate permit forms and/or processes were modified to improve efficiency and make the processes user-friendlier for the general public and the development community. Foremost among these is the timing of occupancy inspections which has been improved to ensure inspection within 24 hours. In accordance with state law an annual report to the Council on Local Governments on the amount and purpose of proffer fees collected was submitted in October. Zoning Staff provided support for other special projects such as the proposed annexation and grant monitoring. Late last year the zoning division instituted a permanent front-counter position for zoning in an effort to improve customer service. At present, the zoning division is comprised of six staff members including the Zoning Administrator, the Assistant Zoning Administrator, a Preservation Planner and three Zoning Inspectors. The addition of the new zoning inspector position that was filled in September 2002 has permitted many of the improvements in service and procedures to take place. BOARD OF ARCHITECTURAL REVIEW The Zoning Division also provides staff support to the Board of Architectural Review. Last year the following major items were accomplished: · 124 cases were presented before the B.A.R. (compared to 142 in 2001). Continued BAR Awards program giving four awards in Architectural Excellence · Received a CLG grant to produce a walking tour of the Old and Historic District · Completed CLG grants for a Civil War Documentation of sites in and around Leesburg and an architectural survey. · Revised Design Guidelines for the Old and Historic District · Administered a HUD grant for Dodona Manor, historic house in the Old and Historic District · Acquired training in Richmond Virginia at the Dept. of Historic Resources to update and add information over the Internet to the state's files for Leesburg's historic properties. -3- Staff has again modified B.A.R. procedures this year in an effort to make the system more comprehensible and responsive to applicants and to shorten the length of actual meetings. Staff reports are now mailed to applicants at least five days in advance of the meeting date to give applicants and staff greater opportunity to resolve issues prior to the meeting. In addition, either the Zoning Administrator or the Assistant Zoning Administrator attends every meeting to resolve zoning questions immediately. COMPARISON TABLE Attached is a table that illustrates how 2002 compared to the previous three years with regard to the level of zoning activity in certain categories. Records were again set for some major activities but the percentage increases are relatively small compared to the rapid growth of the previous five years when increases in many categories of 15% or more per year were not uncommon. The number of phone calls and service counter trips is most likely under-reported based on a comparison of the division log sheets with actual permits issued. Brian W. Boucher Attachments: Comparison Table noe2002yearendreportl COMPARISON OF CERTAIN ZONING ACTIVITIES OVER THE LAST 4 YEARS PERMIT/APPLICATION/ SERVICE TYPE TOTAL 1999 TOTAL 2000 TOTAL 2001 TOTAL 2002 BZA Applications 8 14-!, 6 10' Grading/House Location 550 736,~. 548* 514 Plan Reviews (# of lots) Home Occupation Permits 151 171' 164 209.~. Landscape Bonds/Refunds 131 140 164' 201~. Occupancy Inspections 538 678 844* 850~. Occupancy Permits 497 699 809,~, 798* Phone Calls (incoming) 2,257 3,387 3,514' 3,597-!. Service Counter Trips 1,815 2,484 2,543* 2,726~, Sign Permits 144 182 193' 175 Temporary Use Permits 5 12 10 6 Trailer Permits 32. 32. 18 49,!, Zoning Certification Letters 24 29 30* 32.!. Zoning Clearance Letters 21 26. 26. 31 Zoning Permits 1,302 1,669 1,724-!, 1,671 * Zoning Violation Letters (all 52 83 86* 119.~. types - incl. courtesy letters) B.A.R. Applications 119 115 142,!, 124' · !, Indicates record total for one year · Indicates tied previous record total for one year · Indicates second highest total for one year ATTACHMENT 1