Consider Requirements for Information That Must be Included on Certificates of Survey.

From time to time, the City has found itself in costly difficulties caused by the improper placement of buildings and structures.  Currently, the City requires only a Certificate of Survey for a property prior to issuance of a building permit.  This Certificate of Survey shows how the structure is intended to be built on the lot, but there is no guarantee that the builder ends up constructing it according to that survey.  City staff has always had a list of criteria for inclusion on a Certificate of Survey, but I don't believe it has ever been formalized by the City Council.  Staff would like to introduce the attached Certificate of Survey requirements for Council consideration, which proposes the level of detail that must be included on all Certificates of Survey submitted for a building permit.

The outcome of the required information on the Certificate of Survey is intended to accomplish the following:

1. The required setback information may reduce the need for variances due to improper placement of structures.
2. Having all the relevant information in one location would streamline the review process and establish a "starting point" for all future use of the property; making it easier to review future expansions, assessor structure requests, etc.
3. The probability of installing a structure at an incorrect elevation would be eliminated, thereby lessening future drainage and flooding concerns.
4. Inclusion of all easements would eliminate the possibility of a structure being placed within a City or private easement.
5. Floodway and setbacks from the Rum River and Mississippi River are constantly a point of concern and are at times difficult to ascertain because of incomplete or insufficient amounts of information.  These problems would be eliminated.
6. The City of Ramsey has a significant portion of lands that are designated as floodplain, floodway, or floodway fringe.  These areas, for flood insurance purposes, require a response from the City as to the applicability of such insurances.  Short of the City surveying the property at no cost to the applicant we are in a dubious position of either not designating a structure in a floodway (and potentially being liable therefore), or designating it in a floodway and potentially costing the homeowner unnecessary insurance.  This should be the builder/property owner's responsibility to provide this information, and to establish an accurate location of the structure(s) in relation to these critical elevations.

By not requiring this information of the applicant, City staff must spend significant amounts of time compiling all these items from various sources in an attempt to pull them all together for any land use applications and/or permits.  All this ultimately leads to additional resources (and costs) for investigations and potential future corrective actions, while providing no stability and level of integrity of construction projects which could be a liability to prospective new owners.

Staff does understands that these requirements for the Certificate of Survey may lead to more up-front costs for the builder/property owner (estimated between $250 - $500), and that it may be difficult to enact during this difficult economic time.  We believe, however, that it will lead to an enhanced understanding and relationship between builders so they are able to work seamlessly alongside each other within a development.  It will also ensure that the public will be served now and in the future with reduced costs due to reduced conflicts, and additional staff time being used to correct problems that may be encountered due to poor site grading in the beginning.  The additional requirements are considered a cost of doing business, are appropriate, and are in line with other communities in the metro area are currently doing.

The only additional item being requested with this proposal is the inclusion of an as-built Certificate of Survey (elevation certificate).  This would be completed following the installation of the footings and foundation, and prior to framing the structure.  This elevation certificate would confirm both the structure elevation, in relation to the surrounding land, and verify setbacks are adhered to.  If discrepancies are discovered at this point in time it may still be possible to correct the problem.

Staff contacted several surveying firms within our consultant pool to determine whether we may be requiring excessive amounts of information that other municipalities do not, and what the financial ramifications of these requirements would be.  The responses received were all similar, in that what is being proposed is consistent with what other metro communities currently have in place.

Elevations concerns became an issue during this past summer's heavy rains, and staff identified a few occurrences where revisions to the original Certificate of Survey were conducted without City knowledge and thereby created some potential flooding issues for property owners.  The attached proposal outlines information that staff feels should be required on all Certificates of Survey that are submitted for building permits.  The information was distributed for review and comment from the City Attorney, Building Official, and Planning Department.

Funding to prepare and implement the required information on Certificates of Survey is being handled with staff time.  Costs for the potential as-built certification, and all other requirements, would be a responsibility of the building permit applicant.

Staff recommends establishing the required information for Certificates of Survey as presented.

Motion to recommend to the City Council that staff establish requirements for information that must be included on Certificates of Survey.