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VILLAGE OF SAG HARBOR Planning Board Site Plan (Incorporated Village of Sag Harbor)

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VILLAGE OF SAG HARBOR
Planning Board
Site Plan Application
Standards/Checklist
Village of Sag Harbor Zoning Code Article XIV: Planning Board outlines the Site Plan Review procedure
and required materials. The purpose of this checklist is to provide an overview of the site plan application
process and the materials required for each step. Applicants should also refer to the relevant Code section
referenced in this checklist for more information. This checklist will be used to determine completeness
and applicants are urged to use as a guide to avoid delays in review. Applications will not be placed on the
Planning Board agenda until the application is deemed complete.
ACTIONS REQUIRING SITE PLAN APPROVAL
The following table outlines the actions that are subject to Site Plan Review by the Planning Board within
the Village of Sag Harbor.
Site Plan Review (Section 300-14.3)
1.
Any application for a building permit for any use, building or structure.
2.
Any change of use from a
use described in the Table of Uses to another use on the Table
or to any
other use and any enlargement
of an existing use, with some exceptions. The following actions
are not subject to Site Plan Review:
• Change of use from one permitted use to another permitted use where the use is 3,000 sf
or less.
• The change of use does not include any common use or occupancy or combination or
consolidation of adjacent or nearby space so as to total in excess of 3,000 sf.
• The change of use does not have a parking space requirement greater than the parking
requirement for the existing use. Parking space requirements based on type of land use
can be found in Zoning Code Section 300-9.6.
• The change of use does not include an increased number of gallons per day of sewage
flow rate as set forth on the Suffolk County Department of Health Service Standards for
Approval of Plans and Construction for Sewage Disposal Systems for Other Than Single-
Family Residences.
3
.
Site Plan Review is
not required for single-family and two-family dwellings, but it is required for
apartments.
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 2 of 7
SITE PLAN APPLICATION PROCEDURE
All application materials must be submitted to the Building Department for review by the Village
Environmental Planning Consultant Nelson, Pope & Voorhis (NP&V). NP&V will review the application
materials to determine whether the application is complete for the purpose of consideration by the Planning
Board. NP&V will advise the Planning Board Chair on the status of the application and recommend when
the application may be placed on the Planning Board calendar. Once this occurs, the Secretary to the
Planning Board will advise the applicant of the date of the Planning Board meeting. The applicant or a
representative should be present at the meeting to discuss the application and receive further input regarding
procedure. If additional materials are required, any subsequent submissions to the Planning Board must
be provided to the Building Department at least two weeks prior to the Planning Board meeting to be
considered at the meeting.
If the applicant wishes to receive an adjournment until the following Planning Board meeting, the applicant
(or agent for the applicant) shall notify the Planning Board in writing at least one week prior to the meeting.
If one weeks’ notice is not provided, then the application will be discussed at the originally scheduled
meeting.
The following table outlines the Village of Sag Harbor approval process for Site Plans. Additional
information is located in Section 300-14.5.
Site Plan Application Procedure (Section 300-14.5)
1.
Pre
-submission Conference/Work Session: Prior to submission of a site plan application, the
applicant or his agent shall meet with the Planning Board at a work session. The purpose of the work
session shall be to discuss proposed uses or development and to determine which of the site plan
elements shall be submitted to the Planning Board in order for the Board to determine conformity with
the provisions and intent of this chapter. Any pre
-submission conference shall include an evaluation of
fees to be paid under § 300
-14.4B(2).
Within 6 months f
ollowing the pre-submission conference, nine copies
of the Site Plan and any related
material shall be submitted to the Planning Board. If the 6 month deadline is not met, the applicant will
need to have another pre-submission conference.
2.
Formal Submission:
The complete site plan application shall be submitted to the Building Inspector,
who will determine whether the application is complete for review by the Planning Board. The
Planning Board, upon letter application, may waive any of the
site plan elements set forth in Section
300-14.4C(1) to (4).
3.
If the Planning Board determines further information is required, the Planning Board shall promptly
notify the applicant and advise how the application is deficient.
4.
Referrals:
If the Planning Board determines the application is complete, it shall transmit the
application and/or solicit comments and review from the Fire Marshal, the Fire Department and the
ambulance corps with jurisdiction, the Board of Historic Preservation and Architectu
ral Review
(BHPAR), the Harbor Committee or other municipal or county agency or district with jurisdiction or
potentially affected by the proposed development.
5.
Public Hearing:
If the Planning Board determines that a public hearing is necessary, it shall schedule
a
nd hold the hearing within 62 days of determining the application is complete. In determining
whether or not to hold a public hearing, the Planning Board shall consider the degree of public interest
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 3 of 7
Site Plan Application Procedure (Section 300
-14.5)
in the application and the extent to which a public hearing can aid the decision-making process by
providing a mechanism for collection of relevant data.
6.
Notice of Public Hearing:
If a public hearing is scheduled, notice of the hearing shall be given to the
applicant and be made by publication at least 10 days prior to such hearing in the official newspaper of
the Village. In addition to such notice, the applicant shall mail a copy of the public notice by certified
mail, return receipt requested, at lea
st 10 days prior to the date of the hearing to all owners of property
which lies adjacent and/or directly opposite (by extension of lot lines through any street) to that owned
by the applicant as determined by their appearance on the last completed assessment roll of the Village
and shall file proof of that mailing with the Secretary to the Planning Board not less than five days
before the hearing.
7.
Decision:
Within 62 days of conclusion of the public hearing or, if none was held, within 62 days of
deter
mining the application is complete, the Planning Board shall determine whether the site plan
application complies with the purposes and specifications of the Zoning Code and shall so inform the
Building Inspector and Village Clerk and the applicant, in wri
ting, of its approval, approval with
modifications, or disapproval. This sixty
-two-
day period may be extended by the Planning Board upon
the written consent of the applicant.
8.
SEQRA:
No application shall be deemed complete until any review process required pursuant to the
State Environmental Quality Review Act (SEQRA) has been completed or if a positive declaration is
made. Village Code Chapter 125 outlines the environmental review process.
9.
Site Plan Approval Expiration:
An approved site plan shall be valid for a period of two years from
the date of approval. All work proposed on the plan shall be complete within two years from the date
of approval unless a longer period was approved or the applicant obtains an extension from the
Planning Board.
10.
No excavation, demolition, filling, regrading, clearing, tree removal or any other work in preparation
of future use of a site may take place until site plan approval and express written permission has been
received from the Planning Board.
11.
A statement shall be placed on all site plans approved by the Planning Board to the effect that the
owner agrees to comply with the plan and all conditions noted thereon. The owner or a bona fide agent
responsible for completion of the work shall be requir
ed to sign such statement and provide such
guaranty in an amount determined by the Planning Board before any approved plans will be released
by the Planning Board. In the event that the site plan is not signed by the owner or his agent within 90
days of th
e date of the resolution of the Planning Board approving the plan, the resolution shall be
deemed null and void. The Planning Board may extend the ninety-day period as circumstances require.
12.
To obtain a building permit, an applicant shall submit an un
dertaking secured by cash or other surety
acceptable to the Village Board of Trustees to guarantee performance of required improvements. No
certificate of occupancy shall be
issued, nor any undertaking released, until all requirements of site
plan approval,
including construction of improvements, are completed in a manner satisfactory to the
Planning Board.
13.
Where a site plan application also requires approval for a special exception use, any building permit
which is issued shall be in accordance with bot
h the conditions established for the special exception
use as well as for the site plan. Where both special exception use and site plan approval are required,
each application may be processed concurrently, excepting as may be required by SEQRA.
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 4 of 7
MATERIALS REQUIRED FOR A PRE-SUBMISSION CONFERENCE
The following materials are the minimum requirements in order for a project to be scheduled for a pre-
submission conference.
Pre-submission Conference Required Materials
1.
Completed and notarized Planning Board
application.
2.
Completed and nota
rized disclosure affidavit.
3.
Completed and notarized letter of authorization (if presented by an agent).
4.
Completed and notarized consent for inspection of property.
5.
Completed Coastal Assessment Form.
MATERIALS REQUIRED FOR A COMPLETE SITE PLAN APPLICATION
In order for an Application to be deemed complete and placed on the Planning Board Agenda, the items
outlined in the following table are required to be submitted.
Site Plan Application Materials (Section 300-14.4A)
Yes
1.
Completed Site Plan Application Form.
☐
2.
Site Plan Review fee as required by Section 300
-14.4B
☐
3
a.
Environmental Assessment Form. See
Village Code Chapter 125 for
additional information.
Utilize the New York State Department of
Environmental Conservation EAF Mapper tool to generate base form and
then complete site and project details (
http://www.dec.ny.gov/eafmapper/). If
you are unsure a
bout whether to use the Short or Full Form, make an inquiry
at the Building Department.
☐ ☐ ☐
3b.
Completed Coastal Assessment Form.
4.
Site Plan. Specific requirements outlined below.
☐
5.
If additional lighting or a change in lighting is
proposed, a plan showing
existing lighting and proposed exterior lighting that is depicted on the Site
Plan shall be submitted.
Details regarding the lighting plans, if required, are
outlined in Code Section 300-14.4A(5).
☐ ☐ ☐
6.
If surveillance cameras
are proposed or existing cameras are altered, a plan
indicating the location of both existing and proposed surveillance cameras
shall be submitted. Details regarding the surveillance cameras, if required,
are outlined in Code Section 300-14.4A(6).
☐ ☐ ☐
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 5 of 7
REQUIRED SITE PLAN ELEMENTS
Completed Site Plans will consist of the following elements outlined in the tables below.
Site Plan General Requirements (Section 300-14.4C)
Yes
1.
Prepared by a licensed architect, landscape architect, civil engineer or
surveyor.
☐ ☐ ☐
2.
Minimum scale of
one-inch equals 40 feet or one inch equals 20 feet.
☐
Site Plan Legal Data (Section 300-14.4C(1))
Yes
1.
Name and address of the
owner on record.
☐
2.
Name and address of the person, firm or organization preparing the map,
sealed with the applicable NYS license seal and signature.
☐ ☐ ☐
3.
Date prepared and revision dates.
☐
4.
North arrow.
☐
5.
Written and graphic
scale.
☐
6.
Suffolk County Tax Map district, section, block, and lot numbers.
☐
7.
Property description shall be prepared by a licensed surveyor or civil
engineer. The site plan may reference a land surveyor
’
s map or base reference
map.
☐ ☐ ☐
8.
Locations, names, and existing widths of adjacent streets and curblines.
☐
9.
Location and owners of all adjoining lands, as shown on the most recent tax
records.
☐ ☐ ☐
10.
Location, width and purpose of all existing and proposed easements, setbacks,
reservations and areas dedicated to public use.
☐ ☐ ☐
11.
Outline of existing easements, filed map restrictions, deed restrictions or
covenants and a copy of each attached to the application.
☐ ☐ ☐
12.
Existing Zoning
.
☐
Site Plan Natural Features (Section 300-14.4C(2))
Yes
1.
Existing contours with intervals of two feet or less referred to NGVD datum.
Spot elevations may be required by the Planning Board.
☐ ☐ ☐
2.
Approximate boundaries of any areas subject to flooding or
stormwater
overflow, including wetlands.
☐ ☐ ☐
3.
The location of existing natural features.
☐
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 6 of 7
Site Plan Natural Features (Section 300-14.4C(2))
Yes
4.
The location of any existing cultural features.
☐
5.
The location of any Federal Emergency Management Agency floodplain
boundary lines and required
base flood elevations, including freeboard
requirements, where applicable.
☐ ☐ ☐
Site Plan Existing Structures and Utilities (Section 300-14.4C(3))
Yes
1.
Outlines of all structures and location of all uses not requiring structures.
☐
2.
Paved areas, including parking areas, sidewalks and vehicular access between
the site and public streets.
☐ ☐ ☐
3.
Locations, dimensions, grades and flow direction of any existing culverts or
waterlines, as well as other underground and aboveground utilit
ies within and
adjacent to the property.
☐ ☐ ☐
4.
Other existing development, including fences, landscaping and screening.
☐
5.
The location and use of all buildings and structures within 200 feet of the
boundary of the subject property.
☐ ☐ ☐
Site Plan Proposed Development (Section 300-14.4C(4))
Yes
1.
The location of proposed buildings or structural improvements
.
☐
2.
S
etbacks from all property lines to proposed structures and horizontal
distances from existing structures.
☐ ☐ ☐
3.
The location and design of all uses not requiring structures, such as off
-street
parking areas and pedestrian circulation.
☐ ☐ ☐
4.
Parking calculations.
☐
5.
The location, direction, power and time of use for any proposed outdoor
lighting or
public-address systems.
and
Consideration of existing street lighting.
☐
☐
☐
☐
☐
☐
6.
The location and plans for any outdoor signs which must be in accordance
with applicable sign regulations.
☐ ☐ ☐
7.
Grading and drainage plans
based on a two-inch rainstorm.
☐
8.
Drainage calculations.
☐
9.
Contours and spot grade elevations.
☐
10.
Test hole data, as necessary.
☐
Village of Sag Harbor
Site Plan Application Guidelines
Last revised December 2017
Page 7 of 7
Site Plan Proposed Development (Section 300-14.4C(4))
Yes
11.
Landscaping, buffering and street tree plans, including material, size, quantity
and location. A list of plantings shall also be shown.
☐ ☐ ☐
12.
Location of water and sewer mains, electrical service and cable installation,
water valves and hydrants, and means of water supply and sewages disposal
and treatment.
☐ ☐ ☐
13.
Storage areas for vehicles, materials, supplies and equipment must be located
in a side or rear yard in compliance with this chapter. Those areas must be
adequately fenced and screened.
☐ ☐ ☐
14.
If this site plan is for a first stage of development, a su
pplementary plan shall
indicate the ultimate development.
☐ ☐ ☐
WAIVER OF REQUIREMENTS
The Planning Board may waive the strict application of the submission requirements set forth hereinabove
in the following instances.
Waiver of Requirements (Section 300-14.6)
1.
The Planning Board may waive the strict application of the submission requirements set forth
hereinabove in the following instances:
•
Where the application involves minor additions or renovations, including structural repair
or replacement occasioned by accidental damage, long-term deterioration or compliance
with the requirements of health, safety or fire regulations, provided that none of the
foregoing involve a change of use or an expansion of floor area devoted to the primary
use of the premises.
• Change of use that does not increase the floor area.
• Change of use that does not have a parking requirement greater than the parking
requirement for the current use.
• Change of use that does not result in different, increased, new or additional Health
Department requirements.
•
However, if the change of use is not listed and a permitted or special exception use in the
Table of Uses, a full site plan review is required.
2.
In the case of a waiver, the Planning Board shall be empowered to require su
ch information from
the applicant as it deems necessary to ensure that the spirit and intent of site plan review is carried
out.
3.
Where the Planning Board has elected to waive full site review as provided herein, no public
hearing shall be required; however, the decision to waive shall be by formal resolution at a regular
public meeting of the Planning Board.
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VILLAGE OF SAG HARBOR Planning Board Site Plan (Incorporated Village of Sag Harbor)

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Completed 16 July 2020

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