It is the intent of the City through the adoption of the following standards to provide for the thorough, relatively uniform presentation of pertinent development information by developers or others wishing to alter the present condition of real property. It is the intent of the City for these standards to provide clear documentary evidence of what currently exists, what is proposed, what is constructed, and what all parties agree to. It is the intent of the City through these standards to provide for the control of documentation, plan, and specifications and other material so that such material may be conveniently archived by the City.
These standards and specifications shall apply to the documentation for all development activities within the City, except as specifically excepted.
Documents shall conform to the following standards:
Documents that are primarily written, forms, correspondence, etc., shall be 8 1/2 inches by 11 inches except certain legal documents may be 8 1/2 inches by 14 inches.
Plats and plans shall be standard D-size sheets (approximately 24 inches by 36 inches) unless otherwise specified by state law or as approved by the City Engineer, City Zoning Administrator and/or City Manager. All scales shall be one inch equals 100 feet; contours shall have a five-foot gradient.
Documents, plats, and plans that consist of more than one sheet shall be bound at the top or left side. Bound sheets shall have a margin of 1 1/2 inches to two inches on the bound side.
Certain incidental documentation such as letters of transmittal, receipts, etc., may vary from the above standards and specifications. Some of the sketches or other early drawing items required in the conceptual stage of a project may also vary from the above standards and specifications except that no conceptual stage documentation shall be smaller than 8 1/2 inches by 11 inches.
Documents that are 11 inches by 17 inches shall be folded to 8 1/2 inches by 11 inches.
Information conveyed orally or electronically shall not be considered binding unless written documentation is also provided. The intent of this provision is to encourage the conveyance of important information by documentation so each transaction is as clear and unambiguous as possible.
Documents conveyed through the use of facsimile transceivers are to be considered as less binding than conveyance of original signature documents by mail or by hand delivery. Legal documents involving the City shall all be original signature documents.
Purpose and objective. The purpose of conceptual documentation is to establish where the proposed project is located, whether the applicant owns or is allowed to develop the property in question, the type and scope of the project, and any potential problems with construction in the area of the project. This information will determine whether or not the proposed project is feasible, what level of planning will be necessary, the logistics related to planning and constructing the proposed project, possible problems to be addressed, and the level of City involvement that will be required. Most of this information will be provided by the applicant submitting a completed general land development application as furnished by the City.
Required documents. Five copies of the following shall be submitted to the City Manager at least five working days preceding the day of concept review meeting:
Evidence of ownership. The applicant shall provide evidence of ownership or evidence of approval of the owner to develop the proposed project site. If the ownership is in a trust, the applicant shall provide the name of the trustee(s), the name of the trust beneficiary(ies), and the trust number. The applicant must also state the interest the applicant has in the property, i.e., attorney/client privilege, an option to purchase, direct ownership, etc.
Location map. The applicant shall provide a map showing the location of the proposed project site as well as nearby transportation routes and other significant features. The location map shall include a North arrow, title, scale, and date.
The applicant shall provide a topographical plan of the proposed project site showing all existing zoning, land use, land characteristics, woods, wetlands, floodplains, pertinent nearby municipal improvements, public utilities, easements, buildings, etc., in and within 250 feet of the site. The topographical plan shall include a North arrow, title, scale and date. The scale (one inch equals 20 feet, one inch equals 40 feet, one inch equals 50 feet, one inch equals 100 feet, or one inch equals 200 feet) of the plan shall be appropriate to the size of the site. Contours shall be at no more than two-foot intervals and shall be based on bench mark elevations using the USGS datum. Portions of this provision may be waived at the option of the City Engineer, City Zoning Administrator and/or City Manager based on the scope of the proposed project.
The City may require additional topographical data, particularly if there appear to be problems with drainage.
Site plan. The applicant shall provide a series of drawings or sketches made on copies of the topographical plan showing the proposed layout of streets, lots, and site improvements in relation to the existing features, showing the following:
Boundary lines of the site with dimensions.
Proposed lots or units, building setback lines, building locations and separations, and pedestrian considerations, with the approximate size of each lot shown in square feet and in acres.
Proposed street layout, off-street parking, loading spaces, fire lanes, and exterior street improvements such as turning lanes.
Proposed open spaces, school sites, park sites, and private recreation facilities.
Proposed drainage and stormwater detention/retention locations.
Alternate designs or layouts with only enough detail to make the alternatives understandable.
Land use schedule. The following information shall be provided on the plan maps or other documents submitted:
Purpose and objective. The purpose of preliminary stage documentation is to establish planning and design solutions to the problems posed by the project as conceived. In this stage, other agencies will be provided the opportunity to comment on the project from their own perspective. The City will finalize its requirements related to the project and will review the proposed planning and design solutions.
Required documents. The applicant shall deliver to the City Clerk five copies of each of the following documents, as applicable. The City Engineer, City Zoning Administrator and/or the City Manager shall decide which documents are applicable.
Plat of survey. The plat of survey shall be prepared and certified by a surveyor licensed to practice in the State of Michigan. The plat of survey shall include the entire area to be subdivided or resubdivided. The plat of survey shall include or shall be accompanied by a precise legal description of the property in its entirety.
Traffic study. The traffic study shall be prepared by a qualified independent professional or professional firm, for all proposed commercial and industrial development and any residential development when requested by the City Engineer, City Zoning Administrator and/or City Manager.
The preliminary plan of subdivision shall conform to the following requirements; however, minor variations in layout of the drawings may be allowed based on the nature of the drafting involved.
The preliminary plan shall be drawn on film trimmed to 24 inches by 36 inches or as otherwise provided by state law or as approved by the City Engineer.
The margin on the side of the sheet to be bound, if any, shall be 1 1/2 inches to two inches. The margins on the other sides shall be at least 1/2 inch.
If more than one sheet is required, each sheet shall show the sheet number relative to the total number of sheets (Sheet 1 of 3, Sheet 2 of 3, etc.).
The current revision date shall be shown on each sheet near the sheet number.
If more than one sheet is required, the sheets shall be firmly fastened together.
Each sheet shall have the title of the plan, boldly lettered.
The lot, site, or phase number shall be placed below the title on each sheet. If the project has a secondary name, it shall be placed parenthetically after the lot, site, or phase number. No more than one such title modifier is permitted per plan.
The location of the project shall be described by legal description, quarter-quarter section, township, range, municipality, county, and state. Only the section(s) actually shown on the plan shall be cited.
The word "preliminary" shall be boldly lettered on each sheet. The word "final" shall appear nowhere on the plan relative to the title of the plan.
A location map showing the view depicted on the sheet in relation to adjacent sites and showing roads, streets, railroads, drainage ditches, watercourses, etc., within 250 feet of the view depicted on the sheet shall be placed near the word description of the location. The location map shall be oriented to match the main drawing.
A properly oriented North arrow to serve the entire sheet shall be placed near the above maps.
The scale of the main drawing shall be placed near the North arrow. The scale shall be selected from the following: 1:100, 1:50, 1:40, 1:30, 1:20, or 1:10 (inches:feet). The scale shall also be shown graphically.
The full name, address, and telephone number of the owner and the person or firm preparing the plan shall appear on the plan.
If a section line crosses the area shown on a particular sheet, it shall be properly shown on that particular sheet.
Easements shall be shown on the main drawing as dashed lines. Each easement shall be clearly dimensioned and labeled as to purpose.
Parcels that are not formal lots or units shall be clearly labeled as to their intended use.
The names of public or private streets shall be shown wherever the streets appear on the plan. The City reserves the right to review street names after advising the applicant of the change and the reason for the change.
The names and document numbers of adjacent subdivisions shall be shown on the main drawing.
The exterior boundaries of the subdivision shall be shown as the heaviest lines on the main drawing. At least two widely separated exterior boundary corners shall be tied to government subdivision lines and/or corners.
Street center lines shall be shown.
Street right-of-way limits shall be shown as relatively heavy lines.
The exact length and bearing of each straight line shall be shown near each straight line. The exact length and radius of each curved line shall be shown near each curved line.
Blocks shall be consecutively numbered or lettered in alphabetical order. Blocks that are additions to those in an existing subdivision or condominium shall be so labeled beginning after the last block in the existing subdivision or condominium.
All lots in each block shall be consecutively numbered.
All surveyed meander lines shall be shown and fully described by length and bearing. The points where meander lines intersect other surveyed lines shall be shown and described with appropriate dimensions.
Curve tables shall be provided to show for each curve: number, radius, central angle, tangent length, main chord length, and main chord bearing.
Floodplain limits and wetland areas shall be shown on the preliminary plan.
Ties between boundary corners and significant existing topographical features, such as pavements, ditch center lines, etc., shall be shown.
If a boundary street or a boundary line appears on a sheet, details, such as intersecting streets, lot corners, blocks, etc., of the property on the other side of the street or line shall be shown.
Purpose and objective. The purpose of final planning stage documentation is to secure detailed planning and design documentation and to ensure that the City, its employees, staff, and consultants are provided with adequate information to assure the developer will perform the work of the project properly.
Required documents for final approval. The applicant shall deliver the original documents to be recorded and five copies of the following documents to the City Clerk, according to the following specifications:
Final development plans. After the approval of the preliminary plan by the City Council and prior to the filing of an application for the approval of the final plan, the developer shall submit to the City Clerk three copies of well-detailed engineering plans, based on careful fieldwork and detailed surveys, prepared by and bearing the seal of a professional engineer licensed in Michigan, for the construction of the subdivision or condominium, including at least the following items:
Landscaping plan. The landscaping plans shall include:
Location, size, type, common and botanical names of all trees and other vegetation which will be planted on the site as part of the development.
All berming, screening, and fencing.
Entrance treatment; including signage, lighting, plantings, etc.
Improvements cost estimate. The applicant shall provide a detailed estimate of the total cost of construction, excluding design fees and any other fees which will be eventually be determined on the estimated total cost of construction.
Explanatory reports and other information. The applicant shall provide the following documents as determined to be applicable by the City Zoning Administrator, City Engineer and/or City Manager.
City (or county) soil sediment permit.
Michigan Department of Environment, Great Lakes and Energy (EGLE) report for any floodplain interpretation, if applicable.
School district agreements concerning impacts on the school system.
Parks Commission report concerning donation of land to the City park and recreation system.
Soil boring report on proposed road surfaces and interpretations, including location map, by the professional soil testing firm. One boring is required for each 400 interval of road surface.
Fire Department report concerning fire protections and access points for the proposed development.
Sand dune, wildlife and/or endangered species consultation report by the Michigan Department of Natural Resources or Michigan Department of Environment, Great Lakes and Energy (EGLE), if applicable.
Report concerning present and status of wetlands on the site prepared by a wetlands specialist or the Michigan Department of Environment, Great Lakes and Energy (EGLE), if applicable.
Archaeology report by a suitable professional or professional firm, if applicable.
Any other report requested by a board, commission, or staff as authorized by the Zoning Administrator and/or City Manager.
Evidence of other permits. The applicant shall provide the following additional documents, if applicable, at this time.
Berrien County Road Commission permit(s).
Michigan Department of Transportation permit(s), if applicable.
Department of Natural Resources permit(s), if applicable.
Department of Environment, Great Lakes and Energy (EGLE) permit(s), if applicable.
Department of Health and Human Services (DHHS) permit(s), if applicable.
Other permits as required by other agencies.
Other documents. The following narrative documentation shall be submitted by the developer:
Detailed fact sheet showing breakdown of land use type by acres, type and number of dwelling units with bedroom-mix breakdown, number of buildings, gross and net residential density, building coverage (nonresidential), floor area ratio (nonresidential), percent of green area, percent of paved area, and estimated total population (residential) or estimated number of employees (nonresidential).
Schedule showing number of required parking spaces, including guest parking, actual number of parking spaces provided for, and parking space ratios compared to zoning ordinance requirements.
Breakdown of open space by acreage, including environmentally sensitive areas and including a list of recreational facilities and who will own and/or be responsible for their maintenance.
Preliminary environmental management plan for the preservation of on-site wetlands, conservation areas, wildlife habitats, etc.
Proposed owners' association organization and operational documents, if required for ownership or operation of common-owned land and/or facilities or to fund levels of service requested of the City beyond current service levels established throughout the City.
A tax-impact statement, indicating property and sales taxes anticipated to be paid as a result of the project.
Development agreement. A development agreement listing the conditions of approval and the improvements the developer intends to construct at his/her own cost, the time of completion of the project, and the method of payment for the improvements, to include:
A signature and attest line for the City Council approval of this document.
A provision guaranteeing that the improvements will be constructed according to the City-approved plans and specifications and to the City ordinances.
A provision affirming that all bonds, guarantees, deposits, etc., required under this chapter have been furnished to the City.
A provision to the effect that the applicant shall be responsible to pay all costs, including, but not limited to, attorneys' fees and engineers' fees incurred in the event the City must enforce the provisions of this chapter during the life of the project.
A clause relieving the City, its officers, employees, and consultants of any liability arising from the design of construction of the project; the City Attorney must fully approve the wording of this clause.
Purpose and objective. The purpose of construction stage documentation is to monitor and record construction progress and to address problems that arise during the course of construction.
Contract documents. A certified copy of all signed contract documents related to the improvements to be transferred to the City, including itemized contract amounts, shall be furnished to the City Manager and to the City Engineer. Likewise, if bids are taken to choose a contractor, an itemized bid tabulation sheet shall be furnished.
Revised plans. Revised plans reflect changes to the final plans that arise because of difficulties encountered during construction or because errors are discovered, and shall be prepared in accordance with the following specifications:
The revision date shall be clearly shown near the date of the final plans and clearly stamped as the final as built drawings on the front page of the prints.
The revised plans shall be accompanied by support documentation consisting of the applicant's request for a change in the final plans, the reasons for the requested change, the change in estimated cost of construction, and the written comments of the City Engineer or other City personnel or officials who may have become involved.
As built drawings. The developer shall provide a reproducible set of plans revised to accurately show the planned improvements as they were actually constructed, to include overflow storm runoff routes and elevations, including contours, as remeasured. Said as built drawings shall include water and sanitary sewer connection information for each lot provided on a form provided by the City, entitled House Lead and Wye Data for the sanitary sewer connection and House Curb Box Ties Data for the water line connection.
The final plat of subdivision or Schedule B of the condominium master deed is the legal document for the subdivision or condominium, to be recorded by the developer with the Berrien County Register of Deeds, containing all information as required by state law. The developer shall file with the City Clerk a copy of the final plat of subdivision or Schedule B of the master deed along with any amendments to the condominium master deed or amendment to the subdivision plat as recorded with the Berrien County Resister of Deeds. The City shall not issue the notice of final acceptance of the development to the developer until all such final documents have been recorded and copies filed with the City Clerk.
The developer shall file with all applicable utilities which have been granted an easement or other rights, a copy of the final plan and any as built drawings upon completion of the construction of any and all improvements.