Chapter 16.08 SUBDIVISION APPROVAL PROCESS

Chapter 16.08
SUBDIVISION APPROVAL PROCESS

Sections:

16.08.010 Pre-Application Review

The pre-application review process allows the subdivider the opportunity to discuss the proposed subdivision with City staff and receive advice prior to incurring the cost of preliminary plat preparation.

A. Submittal Requirements. The applicant shall meet with City staff for a pre-application review. Prior to the pre-application review meeting, the subdivider shall submit an outline of the proposal. It shall include, but not be limited to:

1. A legal description of the land that is the subject of the application.

2. Sketch plan(s), which are not required to be sealed by a professional engineer or architect, addressing land use, proposed lot sizes, lot and street layouts.

3. Proposed means and methods of providing water supply, street improvements, sewage disposal, drainage and open space.

Prior to the pre-application review meeting, the Community Development Department shall endeavor to:

1. Determine whether a change in zoning is necessary for all or part of the subject property and inform the applicant that required rezoning must be obtained prior to processing the subdivision application.

2. Assess, through on-site observation, existing utility infrastructure, streets and surrounding land uses, noting special topographical or environmental conditions.

3. Determine whether a development master plan should be prepared for large and/or complicated properties prior to submittal and review of a preliminary plat.

B. Pre-application Review Meeting. Community Development Department staff and other City departments, as required, shall review the proposal with the applicant, providing advice on procedures, design standards, improvement standards and plat requirements.

C. Pre-Application Approval. Community Development staff shall complete the pre-application review with directions to applicant regarding further progress of the subdivision application.

1. The Community Development Department shall record the comments of staff, other departments and/or agencies that must be addressed, in addition to the regular submittal requirements for preliminary plats, prior to consideration of the application by the Planning and Zoning Hearing Officer and City Council.

2. Pursuant to Community Development Department investigation, staff shall inform the applicant of site-specific conditions that must be addressed in the preliminary plat approval. (Ord. 1380 § 1(B), 2022; Ord. 1244 (part), 2015: Ord. 920, 2003)

(Manual, Amended, 07/21/2003)

16.08.020 Preliminary Plat

The preliminary plat phase includes detailed planning, submittal, review and approval of the applicant’s preliminary plat. This stage of the process is intended to resolve all major issues regarding the developability of the subject property pursuant to the City’s policies, standards and requirements. All existing and proposed physical aspects of the property and adjacent properties are analyzed at this stage in the process. In addition, the need for and the availability of utility services and facilities are also analyzed and projected. It is the intent of the City that all subdivisions are planned and designed to blend harmoniously into the existing development surrounding them. Each subdivision should be carefully planned to insure compatibility with existing utilities, streets, and other needed support infrastructure.

To avoid delay in processing the preliminary plat application, the applicant shall provide the Community Development Department all information reasonably necessary to determine the character and general acceptability of the proposed development at least thirty (30) days prior to the date of the Planning and Zoning Hearing Officer hearing.

A. Submittal Requirements. Following the pre-application review, the applicant shall submit to the Community Development Department a completed application form, along with the required fee, and drawings and associated documentation showing data required by Chapter 16.12, Subdivision Design Standards. The number of copies, dimensions, contents, format, and media of the required drawings and associated documentation shall be administratively determined by the Community Development Department. The Department shall also determine administratively the completeness of the application and shall inform the applicant of the status.

B. City and Agency Review of Preliminary Plat. Upon receipt of the preliminary plat application submittal, the Community Development Department shall distribute copies for review to City departments, including but not limited to: City Engineer, Fire Department, Public Works, Police, Utilities and Environmental Services, and other agencies deemed appropriate.

Reviewing agencies and City departments shall transmit their recommendations to the Community Development Department in writing. The Community Development Department shall conduct a City and agency review meeting, which the applicant shall be invited to attend. Following the meeting, the Community Development Department shall summarize the recommendations of reviewing offices and agencies, prepare a staff report regarding the project and present it to the applicant and the Planning and Zoning Hearing Officer.

C. Preliminary Plat Approval. The preliminary plat and staff report shall be submitted to the Planning and Zoning Hearing Officer and set on the regular agenda for the Hearing Officer’s review and action at a public hearing at which time members of the public shall have an opportunity to be heard.

The Planning and Zoning Hearing Officer may recommend approval or denial of the preliminary plat application to the City Council, or, if the plat is in substantial compliance with the provisions of this title, but requires revision, the Hearing Officer may recommend conditional approval. (Ord. 1388 § 1, 2022; Ord. 1244 (part), 2015: Ord. 1129 (part), 2010; Ord. 920, 2003)

(Manual, Amended, 07/21/2003)

16.08.030 Final Plat

The final plat is the last stage in the subdivision approval process, which includes the final subdivision design and engineering improvements. The subdivider is also responsible for delineation and dedication of all public rights-of-way and easements, dedication of other public lands, if required, and final lot and block configuration. In addition, all public improvements associated with the subdivision are identified and quantified and the subdivider is required to enter into an agreement with the City which guarantees that appropriate improvement costs are borne by the subdivider.

The final plat submittal shall be reviewed by the Community Development Department to ensure consistency with the approved preliminary plat and for completeness of identification, survey and descriptive data. The final plat shall conform with all land use regulations and improvement requirements of the City of Winslow and shall include proper acknowledgement of all real property rights necessary for protecting public interests and private title.

No request for final plat approval shall be considered until the preliminary plat has been approved and all conditions of approval of the preliminary plat have been satisfied. The final plat application shall conform in all respects to the approved preliminary plat with any amendments.

A. Submittal Requirements. The final plat and a number of copies thereof as required administratively by the Community Development Department shall be submitted to the Community Development Department for review and consideration within one (1) year from the date of City Council action on the preliminary plat. The Department shall also determine administratively the completeness of the application and shall inform the applicant of the status. If final plat submittal is not received within one (1) year of Council action on the preliminary plat, approval of the preliminary plat shall become null and void unless a time extension is applied for and granted by the Planning and Zoning Hearing Officer.

The final plat submittal shall include all items and elements of data as required by this title together with:

1. A copy of the approved preliminary plat which has been signed by the Planning and Zoning Hearing Officer.

2. Certification of the Navajo County Treasurer that all taxes on the property are paid.

B. Final Plat Review. The Community Development Director, upon receipt of the final plat submittal, shall immediately record the receipt and the date of filing and review the application to determine whether it is complete and consistent with the approved preliminary plat. If the Community Development Director determines that the final plat application is not in compliance with the approved preliminary plat, a list of the deficiencies will be given to the applicant. Upon a determination that the final plat application is complete and consistent with the approved preliminary plat, the Community Development Department shall distribute copies of the final plat for review to staff and agencies as required by this title and other agencies deemed appropriate.

The Community Development Department shall assemble the written comments and recommendations of the reviewing agencies and city departments, prepare a staff report consolidating the reviewers’ recommendations and submit it to the Planning and Zoning Hearing Officer for review and recommendation to the City Council.

C. Final Plat Approval. The Community Development Department staff report shall be submitted to the Planning and Zoning Hearing Officer for review and recommendation to the City Council. Submission of subdivision deed restrictions, if any, may be required prior to final plat approval.

Upon City Council consideration and approval of the final plat, the Mayor shall sign the plat after all the other required certifications have been duly signed. When the certificate of approval by the City Council has been transcribed on the plat, the Community Development Department shall retain the record copy until the City Engineer certifies that the subdivision has been staked and the engineering plans, containing the seal of a registered civil engineer or registered land surveyor, have been approved.

1. The registered civil engineer or registered land surveyor shall certify that the plat is correct and accurate and that the lot corners will be set in accordance with the recorded plat within one (1) year of the date of City Council approval and prior to any lot sales.

2. Bonding shall also be posted prior to recording and within one (1) year of the date of City Council approval and prior to the issuance of any grading, excavation, building or grubbing permits.

The Community Development Department shall cause the final plat to be recorded in the office of the Navajo County Recorder. (Ord. 1388 § 1, 2022; Ord. 1244 (part), 2015: Ord. 920, 2003)

(Manual, Amended, 07/22/2003; Manual, Amended, 07/21/2003)

16.08.040 Final Subdivision Plat

A. After receipt of the approval or conditional approval of the final subdivision plat by the City Council, the subdivider shall prepare and submit to the City Engineer the original final subdivision plat. The number of copies, dimensions, contents, format, and media of the required final plat drawings and associated documentation shall be administratively determined by the Community Development Department.

The final subdivision plat shall be completed in accordance with the requirements of ARS Sections 9-463, 9-474 to 9-479, 9-1141, 32-2181, and the requirements of this title.

B. The developer shall record the final plat with the office of the Navajo County Recorder, and shall provide a copy of such recording on a mylar copy of the final plat to the City. Failure of the subdivider to prepare and file such final subdivision plat with the City Engineer within ten (10) months after the date of approval or conditional approval of the final subdivision plat by the City Council and to have such final subdivision plat recorded at the office of the Navajo County Recorder within one (1) year of approval or conditional approval of the preliminary subdivision plat, shall automatically terminate and void the proceedings.

C. At the time of filing a final subdivision plat, a fee must be paid as established in Ordinance No. 637, schedule of rates, fees, and charges, as amended.

D. After receipt of the final subdivision plat, the City Engineer shall examine it as to conformance with the approved or conditionally approved preliminary subdivision plat, sufficiency of affidavits and acknowledgements, correctness of surveying data, mathematical data and computations and such other matters as require checking to insure compliance with the provisions of this title.

E. If the final subdivision plat is found to be in correct form and the matters shown thereon are sufficient, the City Engineer shall endorse his approval thereon and transmit it to the City Council; and if unsatisfactory shall return the final subdivision plat to the subdivider together with a statement setting forth the reasons for its return.

F. The City Council shall be the final authority to approve or disapprove the final subdivision plat. Approval of the City Council shall be so certified on the original final subdivision plat and the duplicate print made on mylar; copy on computer memory media, and the original final subdivision plat shall be returned to the subdivider.

G. Final Plat Checklist. The number of copies, dimensions, contents, format, and media of the required final plat drawings and associated documentation shall be administratively determined by the Community Development Department.

H. Preparation.

1. The final plat shall be prepared in accordance with a completed survey of the subdivision and in substantial compliance with the approved preliminary subdivision plat, and with alterations and changes required thereto; and conforming in all particulars with ARS Section 9-1141 and this title.

2. The number of copies, dimensions, contents, format, and media of the required final plat drawings and associated documentation shall be administratively determined by the Community Development Department and as required by the Navajo County Recorder.

I. Title Sheets. Below the title shall be a subtitle consisting of a general description of all the property being subdivided, by reference to deeds, subdivisions or to sectional surveys. Reference to tracts and subdivisions shall be spelled out and worded identically with original records, with complete reference to the correct book and page number of the record. The title sheet shall show in addition the basis of bearings.

J. Surveying Data for Lots. Sufficient data shall be shown to determine readily the bearing and length of each line. Dimensions of lots shall be the net dimensions. No ditto marks shall be used. Lots containing one (1) acre or more shall show net acreage to the nearest one-hundredth.

K. Surveying Data. The final plat shall show the center lines of all streets, length, tangent, radius and central angle or radial bearings of all curves; and the bearing of radial lines, to each lot corner or a curve, the total width of each street, the width of the portion being dedicated and the width of existing dedication, and the width of each side of the center line, also the width of rights-of-way of railroads, flood control or drainage channels, and any other easements appearing on the map. Surveys in connection with the preparation of final plats shall be made in accordance with standard practices and principles for land surveying. A traverse of the boundaries of the subdivision and all lots and blocks shall close within a limit of error of one (1) foot in twenty thousand (20,000) feet of perimeter.

L. Record of Easements. The final plat shall show the center line data, width and side lines of all easements to which the lots are subject. If the easement is not definitely located of record, a statement as to the easement shall appear on the title sheet. Easements for storm drains, sewers and other purposes shall be denoted by broken lines and easements for public utility companies designated "easements for public utilities." Distances and bearings on the side lines of the lots which are cut by an easement shall be so shown as to indicate clearly the actual lengths of the lot lines. The width of the easement and the lengths and bearings of the lines thereof and sufficient ties to locate the easement definitely with respect to the property subdivision shall be shown. The easement shall be clearly labeled and identified and if already of record, proper reference to the records given. At the time the subdivider presents the final plat to the City Engineer, there shall be presented proposed easements in favor of the various private utility companies which are authorized to serve in the area of the subdivision, approved by said utility companies. Easements being dedicated or reserved shall be so indicated in the certificate of dedication.

M. Existing Monuments. The final plat shall show clearly what stakes, monuments or other evidence was found on the ground to determine the boundaries of the tract. The corners of adjoining subdivisions or portions thereof shall be identified and ties shown.

N. Established Lines. Wherever the County Surveyor or City Engineer has established the center line of a street or alley, that data shall be considered in making the surveys and in preparing the final plat, and all monuments found shall be indicated and proper references made to field books or maps of public record, relating to the monuments. If the points were reset by ties, that fact shall be stated. The final map shall show the City and County boundaries crossing or adjoining the property subdivision clearly designated and tied in.

O. Lot Numbers. The lots shall be numbered consecutively, commencing with number one (1), with no omissions or duplications. Each lot shall be shown entirely on one (1) sheet.

P. Accompanying Data. The final plat shall be accompanied by:

1. Traverse sheets and work sheets showing the closure, within the allowable limits of error, of the exterior boundaries and of each irregular block and lot of the subdivision;

2. Plans and specifications of the proposed improvements together with the necessary bonds or guarantees as provided herein;

3. A copy of the protective covenants to be recorded;

4. A memorandum in duplicate showing:

a. The total area of the subdivision,

b. The total area in streets,

c. The total area in lots,

d. The area, in parks, school sites, or other lands offered for dedication or reserved for future public or quasi-public use; and

5. A copy of any building restrictions. (Ord. 1244 (part), 2015: Prior Code § 501(D))