1 PLANNING DEPARTMENT ADMINISTRATION Support Division Planning & Community Zoning Administration Review & Compliance Land Use & Design Rezoning & Permitting Plan Review Community LDO Management Zoning & Compliance
2 PLANNING DEPARTMENT SUMMARY MISSION STATEMENT The primary mission of the Planning Department is to manage long-term growth and create a welldesigned, high quality community through effective planning, zoning, plan review, and ordinance enforcement activities to preserve and enhance the quality of life for all residents of the Town of Cary. PLANNING DEPARTMENT FY 2015 BUDGET BY DIVISION Affordable Housing 6% CDBG 16% Planning and Zoning 78%
3 PLANNING DEPARTMENT Additional information about the Planning Department may be obtained by calling Jeff Ulma, Planning Director, at (919) , through at or by visiting the Town s website at Town Priority Based Budgeting Goals and Practices ATTRACTIVE, WELL-PLANNED and LIVABLE COMMUNITY Provides a safe environment that promotes, supports and sustains clean and visually appealing neighborhoods that are welcoming, secure and provide quality housing options that meet the community's needs and reinforce its identity and character Promotes and encourages strategically planned, well-designed, well-constructed and sufficiently regulated mixed use development of vibrant residential, commercial and downtown areas Connects the community through a network of safe, accessible, reliable and well-planned mobility options for vehicles, pedestrians and cyclists Provides for the protection, preservation and renewal of its natural resource through effective waste management, recycling and mitigation of factors impacting the environment Collaboratively encourages and provides a variety of community events, quality educational opportunities, leisure-time activities, and a vibrant downtown that are safe and contribute to the economic and social well-being of the community Department Goals and Initiatives Supporting each Town Goal and Practice 8,9,12,13,14,17, 18, 19, 20, 21, 24, 25, 27, 29, 30, 31, 32 6,7,8,11,12, 16, 17, 18, 21, 22, 23, 24, 25, 27, 29, 30, 31, 32 8,9, 17, 18, 25, 27, 32 8,12, 19, 20, 25, 27, 32 7, 21 Fosters a sense of community through citizen involvement, participation, and education 6,8, 19, 23, 25, 26, 30, 32 Provides safe accessible, attractive parks, trails, open space and public facilities that offer a variety of recreational opportunities and public spaces that enhance the aesthetic appeal of the Town ECONOMIC VITALITY and DEVELOPMENT Encourages and supports the attraction, retention and growth of diverse and sustainable businesses that contribute to the community's economy and stimulate job growth Facilitates business development through community partnerships, incentives and efficient, "business-friendly" processes Promotes and invests in strategically planned, appropriately balanced, future-focused and sustainable development and re-development that provides for a thriving community and revitalized downtown Promotes itself as a safe, attractive, home town environment, offering quality housing choices and a variety of activities and amenities that offer a premier quality of life to a broad spectrum of people Provides, maintains and enhances its public infrastructure systems to support community expansion, support the effective delivery of services, preserve its resources and meet the needs of its residents, businesses and visitors EFFECTIVE TRANSPORTATION and MOBILITY Plans, designs and constructs efficient, safe, well-maintained and reliable streets that improve traffic flow, ease congestion and ensure optimal mobility Provides for accessible and attractive sidewalks bikeways, trails, medians and greenways that connect the community and provide safe mobility options for pedestrians and cyclists 17, 18, 19, 21, 25, 27, 29, 31, 32 6,7,8,10,11, 16, 25, 26, 27, 31 6,7, 17, 30, 32 6,7,8,9,10,11,13,15, 16, 17, 18, 21, 23, 24, 25, 27, 29, 30, 31 6,7, 19, 21 8, 16, 17, 18, 25, 26, 27, 29, 31, 32 17, 18, 25, 27, 29, 31, 32 17, 18, 19, 25, 27, 29, 31, 32 Collaboratively plans for the mobility needs of the community 8, 25, 27, 29, 32
4 QUALITY RECREATIONAL, LEISURE and CULTURAL OPPORTUNITIES Invests in its park system including open spaces, greenways, trail systems and recreation areas, ensuring they are safe, convenient, well-maintained, accessible and connected Encourages and supports a variety of diverse opportunities and venues that focus on the arts, town history, cultural enrichment, life-long learning and entertainment Promotes community events and celebrations that encourage participation and foster a sense of community RELIABLE, SUSTAINABLE INFRASTRUCTURE Continually invests in building and improving a well-designed, well-maintained, transportation system of safe and sustainable streets, sidewalks and bridges Collaboratively plans and develops adequate infrastructures systems that meet the capacity needs of the community's growth Designs, builds, and proactively maintains a reliable utility infrastructure that delivers a safe, clean water supply, controls stormwater drainage and effectively manages sewage treatment Ensures town facilities, parks, greenways and public spaces are safe, clean, attractive, structurally sound and well cared for Plans for responsible growth and community sustainability through energy efficiencies, resource conservation and respect for environmental impacts SAFE COMMUNITY Offers protection to lives and property by justly enforcing the law, promptly responding to calls for service and being sufficiently prepared to react and respond to all emergency situations Provides a safe public infrastructure network that is well-maintained, accessible and enhances traffic flow and mobility Protects and provides for the physical and environmental health of the built and natural environment of the community Creates a sense of belonging through communications, community engagement, involvement, education, activities and events Promotes and sustains a clean, well-designed, properly regulated and visually attractive community 18, 25, 27, 29, 32 21, 25, , 18, 25, 27, 29, 31, 32 8, 16, 17, 18, 25, 26, 27, 29, 31, 32 17, 18, 25, 26, 27, 29, 32 18, 19, 21, 25, 32 6,7,8,12,13,14,15, 16, 17, 18, 19, 25, 27, 29, 31, 32 19, 20, 21, 26, 29, 32 18, 27, 29, 32 16, 17, 18, 19, 20, 24, 25, 27, 29, 32 19, 21, 30, 32 6,8,9,12,14,15, 16, 17, 18, 19, 20, 21, 23, 24, 25, 26, 27, 29, 30, 31, 32 PLANNING GOALS AND INITIATIVES Administration 1. Coordinate all activities regarding land use planning, zoning administration, code enforcement, and development plan review. 2. Process staff reports, legal advertising and notification letters related to ordinance amendments, annexations, rezonings, special uses and development plan applications. 3. Oversee budget and personnel matters. 4. Handle monthly preparation, printing, Web publishing, presentations and distribution of agendas and supporting materials for the Town Council, Planning and Zoning Board and the Board of Adjustment. 5. Implement a department strategic plan. Long-Range Planning Section 6. Coordinate staff reports, legal advertising and notification letters related to Comprehensive Plan Amendments (CPA). 7. Assist the Downtown Manager in the coordination of activities related to downtown redevelopment. 8. Coordinate the development and updates of all elements of the Comprehensive Plan with other divisions and departments. 9. Develop department capital improvement program requests. 10. Develop official population estimates and forecasts based on current development. 11. Develop employment and development estimates and forecasts; track historical data.
5 12. Address environmental planning issues. 13. Administer the Community Block Grant (CDBG) and affordable housing programs. 14. Administer an effective Minimum Housing Enforcement Program. 15. Administer the Historic Preservation Master Plan. Zoning and Land 16. Administer, review and prepare/present staff reports to Town Council and Planning and Zoning (P&Z) Board regarding rezoning and planned development district applications. 17. Manage overall Land Ordinance (LDO) amendment process, including review, preparation, and presentation of proposed amendments/staff reports to Town Council and P&Z Board. 18. Inspect new development during and after construction to ensure compliance with approved site and subdivision plans and applicable regulations. 19. Enforce approved development plans and all zoning regulations within the LDO through regular and/or unscheduled inspections, including responses to citizen complaints or inquiries. 20. Prepare notices and/or citations related to violations of the LDO and approved development plans and conduct necessary follow-up to ensure resolution. 21. Review applications for sign permits, master sign plans, temporary uses and accessory uses. 22. Review requests for zoning verification letters, and research and prepare necessary documentation. 23. Administer Zoning Board of Adjustment cases including applications for variances, appeals and interpretations of decisions. 24. Administer, review and prepare/present staff reports for Town Council consideration of Special Use applications. 25. Review and process proposed plans for new development and modifications to existing development such as subdivisions, commercial, office and industrial developments and other physical development of properties within the Town limits and its Extraterritorial Jurisdiction (ETJ) to ensure compliance with relevant ordinances, policies and standards. 26. Process all citizen-initiated annexations of properties associated with rezonings, development plans, or individual residential lots. 27. Prepare policies and procedures related to land use regulations. 28. Maintain database of all development plans, rezonings and related data, and prepare monthly reports of development activity. 29. Administer the Land Ordinance, Site Design Guidelines, Community Appearance Manual and all other zoning and site design requirements while reviewing rezoning and development plan applications, responding to customer inquiries and enforcement activities. 30. Respond to citizen and development-related inquiries regarding specific rezoning, development plan and other zoning-related permit applications, including understanding and mitigating issues/concerns within parameters established by regulations. 31. Conduct research and attend professional training opportunities to keep informed of emerging trends and techniques in the development industry. 32. Maintain consistent and accurate communication with other departments, developers and citizens involved in the development review and compliance processes. FY 2014 ACCOMPLISHMENTS Completed and adopted LDO amendments pertaining to champion trees (Round 25-B) and beekeeping (Round 25-C). Completed and adopted Round 26 LDO amendments pertaining to: signage; outdoor display and sales of goods; sunrooms and screened porches; setbacks from telecommunication facilities; severe pruning; group homes; Mixed Use Overlay District development standards; and Zoning Board of Adjustment and Special Use Hearings. Completed and adopted Round 27 LDO amendments pertaining to: Downtown housing options; density limits for life care communities; public hearing notification; telecommunication towers and antennas; removal and replacement of champion trees (interim adjustment); building setbacks in R-8 and R-12 districts; and review procedures - technical corrections.
6 Prepared and processed LDO amendment pertaining to champion trees. Completed Phase I of Imagine Cary to update the Cary Community Plan. Phase One consisted of setting the vision and values for the Plan. Prepared loan application and secured $1,400,000 in Section 108 funding for the development of the Mayton Inn, a 45-room boutique hotel in downtown Cary. Managed the restoration of the town-owned Jones House. Assumed responsibility for Minimum Housing Enforcement from Inspections and Permits Department. KEY PERFORMANCE OBJECTIVES Increase the community participation rate (defined as the percentage of affected citizens who participate) at plan public meetings. Ensure that 100% of development plan reviews are delivered according to published schedule. Ensure that 100% of the initial development plans receive site visits. Ensure that the GIS database is maintained at a minimum 95% accuracy level. Increase the efficiency of employees to access data and information needed to meet department objectives. Establish specifications for the submittal of digital maps related to rezonings, planned developments and site plans. KEY PERFORMANCE MEASURES Performance Measure Actual FY 2013 Estimated FY 2014 Projected FY 2015 % of plans reviewed on schedule 99% 80% 90% % of accuracy of GIS databases 97% 98% 98% % of development plans receiving a site visit 98% 60% 85 % KEY WORKLOAD INDICATORS Workload Indicator Actual FY 2013 Estimated FY 2014 Projected FY 2015 Zoning Complaints investigated Zoning violation cases Zoning citations Zoning compliance permits Minimum Housing Complaints investigated Board of Adjustment cases Variance pre-application conferences for ZBOA and Director Modifications Accessory Use permits issued Temporary Use permits issued Permanent Sign permits issued Temporary Sign permits issued Zoning Verification Letters issued Acres annexed Annexation Petitions processed
7 KEY WORKLOAD INDICATORS, cont d: Rezonings (including PDDs) submitted Rezoning pre-application conferences Plan reviews Plan pre-application conferences Final subdivision plats reviewed Number of residents who participated in a comprehensive 800 2,750 2,750 planning effort or project GIS tables maintained Number of data audits GIS analysis projects completed ACTIVITY HISTORY Fund Number: Actual Actual Actual Estimated Budget Activity FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Personnel Services $2,051,881 $2,183,231 $2,209,353 $2,350,373 $2,328,590 Operations & Maintenance $145,385 $248,303 $602,259 $871,030 $178,529 Capital Outlay $18,720 - Total $2,197,266 $2,431,534 $2,811,612 $3,240,123 $2,507,119 Authorized FTEs SIGNIFICANT BUDGET AND SERVICE LEVEL CHANGES BEYOND CURRENT LEVELS Addition of a zoning compliance officer due to increase in development activities and enforcement related matters.
8 AFFORDABLE HOUSING PROGRAM Additional information about the Affordable Housing Program may be obtained by calling Tracy Stone- Dino, Senior Planner Affordable Housing, at (919) , through at or by visiting the Town s website at Town Priority Based Budgeting Goals and Practices ATTRACTIVE, WELL-PLANNED and LIVABLE COMMUNITY Department Goals and Initiatives Supporting each Town Goal and Practice Provides a safe environment that promotes, supports and sustains clean and visually appealing neighborhoods that are welcoming, secure and provide quality housing options that meet the community's needs and reinforce its identity and character 4,5 Promotes and encourages strategically planned, well-designed, well-constructed and sufficiently regulated mixed use development of vibrant residential, commercial and 1,2,3,5,6 downtown areas Collaboratively encourages and provides a variety of community events, quality educational opportunities, leisure-time activities, and a vibrant downtown that are safe and contribute to the economic and social well-being of the community ECONOMIC VITALITY and DEVELOPMENT 6 Encourages and supports the attraction, retention and growth of diverse and sustainable businesses that contribute to the community's economy and stimulate job growth 2,6 Facilitates business development through community partnerships, incentives and efficient, "business-friendly" processes Promotes and invests in strategically planned, appropriately balanced, future-focused and sustainable development and re-development that provides for a thriving community and revitalized downtown Promotes itself as a safe, attractive, home town environment, offering quality housing choices and a variety of activities and amenities that offer a premier quality of life to a broad spectrum of people EFFECTIVE TRANSPORTATION and MOBILITY 6 6 1,2,3,4,5 Collaboratively plans for the mobility needs of the community 3,4 RELIABLE, SUSTAINABLE INFRASTRUCTURE Collaboratively plans and develops adequate infrastructures systems that meet the capacity needs of the community's growth Plans for responsible growth and community sustainability through energy efficiencies, resource conservation and respect for environmental impacts SAFE COMMUNITY Protects and provides for the physical and environmental health of the built and natural environment of the community Promotes and sustains a clean, well-designed, properly regulated and visually attractive community AFFORDABLE HOUSING GOALS AND INITIATIVES 1. Administer the affordable housing program. 2. Administer the Community Block Grant (CDBG) program. 3. Prepare recommendations and oversee new or revised practices, policies, ordinances or programs related to housing and community development. 4. Support multi-department efforts to improve declining neighborhoods. 3,5,6 1,2,3,4 1,2,3,4,5 4
9 5. Prepare reports and plans to address Cary s housing needs. 6. Seek innovative funding sources such as the HUD Section 8 program to support key downtown developments. FY 2014 ACCOMPLISHMENTS Prepared the FY 2015 Annual Action Plan to receive $502,000 in federal funds and reprogrammed funds carried over from previous years. Prepared the FY Consolidated Housing and Community Plan as required. Prepared the Consolidated Annual and Performance Evaluation Report on 2013 CDBG activities. Rehabilitated eight homes with major repairs through the Housing Rehabilitation Program. Provided CDBG funds for nonprofit community support agencies in Cary (Dorcas Shop Ministries, and White Oak Foundation.) Provided CDBG funds for nonprofit housing providers (CASA and Resources for Seniors) which resulted in 6 additional affordable housing units. Awarded two grants through the Neighborhood Improvement Matching Grant program. Began enforcement of the Minimum Housing Code and hired a Minimum Housing Inspector. KEY PERFORMANCE OBJECTIVES Meet the housing performance measures established in the Affordable Housing Plan. To the extent allowed by funding, implement the Town of Cary housing rehabilitation program to provide financial assistance to lower-income owners of older properties within the Town limits. Implement the housing, public infrastructure, and economic development projects contained in the FY 2014 CDBG Annual Action Plan while complying with all federal regulations. Make adjustments to Cary s affordable housing programs, with focus on performance targets, concentration issues and location goals. KEY PERFORMANCE MEASURES Performance Measure % of housing funds expended in same fiscal year budgeted % of CDBG funds expended in same fiscal year budgeted Actual FY 2013 Estimated FY 2014 Projected FY % 80% 80% 80% 80% 80% % of affordable housing targets achieved 50% 50% 50% KEY WORKLOAD INDICATORS Workload Indicator Number of housing units rehabilitated with housing funds Number of new affordable housing strategies implemented Number of previously-implemented affordable strategies carried forward an additional year Number of affordable housing units committed as a result of Town actions Amount of state, county, federal funds secured for affordable housing Actual FY 2013 Estimated FY 2014 Projected FY $420,150 $528,590 $500,000
10 ACTIVITY HISTORY Fund Number: Actual Actual Actual Estimated Budget Activity FY 2011 FY 2012 FY 2013 FY 2014 FY 2015 Personnel Services $79,765 $82,770 $86,257 $172,166 $175,336 Operations & Maintenance $1,169 $3,293 $2,870 $5,164 $5,329 Capital Outlay $200 $0 $0 $0 $0 Other $298,081 $137,761 $185,199 $0 $0 Total $379,215 $223,824 $274,326 $177,330 $180,665 Authorized FTEs SIGNIFICANT BUDGET AND SERVICE LEVEL CHANGES BEYOND CURRENT LEVELS There are no significant budget and /or service level changes in FY 2015.
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