Over the past few months of covering zoning meetings, one thing has become clear: people need clarification on the building process. From homeowners who start building without the proper permits only to be ordered to tear down the structure by the courts to the social media uproar over Lots & More’s opening, closing, and re-opening, it’s clear that when the proper process is not followed, there can be huge consequences.
So, I headed down to the Building & Zoning Office to talk with Glenn Setzler, Director of Permits and Inspections, and Andy Marchese, Zoning Enforcement Officer, about the proper process. The department is looking for a more user-friendly way to get information out to the public, but that will take time to implement. In the meantime, Stafford Free Press will do its best to explain the complicated building process.
Every project is different, so the first tip is to do your homework. Setzler says that if you are even thinking about building something, you should call the office. “It’s our job to answer questions,” he says, and ensuring you have everything you need to begin the building process can save time and money in the long run. More importantly, he says that his job is to provide for the safety of people who frequent businesses or buy property in town, all by upholding state codes that he has no control over.
While every project is unique, there are some steps that they all share. So, let’s get to it!
How to build in Stafford: Start with a survey and site plan
Before applying for a building permit, you must know whether the project you want to undertake is feasible in your location. This is especially true for homeowners who are looking to build a permanent structure, like a garage (as opposed to, say, a deck). If you are building a home with a well and/or septic, you also need approvals from the Health Inspector.
So, you need to start with a site survey. This can cost a couple of thousand dollars but is an important step in understanding where your property lines are, where wetlands might be, and whether or not you will need to take additional steps to get approval. If you want to build closer to the property line than is allowed by the code or near wetlands, you may need to go to the Inland Wetland Commission (IWC) or the Zoning Board of Appeals (ZBA) before the ZEO can sign off on your project.
For commercial projects, a trip to the Planning and Zoning Commission (PZC) may be necessary if there is a change of use.
A word to the wise: Surveyors are in high demand and are often busy for weeks or even months in advance. So, it’s important not to leave this until the last minute. Once you have an approved site plan, you can move to the next step.
How to build in Stafford: Have a comprehensive building plan
When you apply for your building permit, the more information you can provide, the better. For bigger projects, that means including comprehensive building plans. Setzler says that the biggest issue for building officers, which slows the process down the most, is a lack of information.
Including thorough drawings that show your plans meet state building codes–showing everything from the insulation value on the windows to the location of the smoke detectors–will help move the process along. Setzler says he often hears from people that other towns do not require the same information, but he believes those towns are doing the applicants a disservice. “Would you rather have to take the window out?” he asks, pointing out that the building must meet code at inspection, and if it does not, it can ultimately cost a lot of time and money. Proper planning reduces the number of surprises along the way.
Commercial projects, especially large ones like the Cumberland Farms on Route 190, have teams of professional engineers, architects, and designers who stay on top of the regulations and provide all of the necessary information to move a project along quickly. However, that is not always the case for smaller projects.
Both Marchese and Setzler say they spend a lot of time chasing people for the information they need to move the process forward. They are considering a change that would include homeowners in communications with contractors to keep them informed of what’s required and when a contractor may be holding up the process. Quite often, a permit is held up simply because the proper licenses have not been provided or someone has not paid for the application.
Setzler also says homeowners who decide to try and act as their own contractors often find this process confusing. Even after the building plan is provided, it’s common to get feedback on those plans, and homeowners frequently feel “picked on,” however, contractors are not only familiar with this process but can easily answer questions. By the way, if your contractor does not want to pull permits and suggests the homeowner do it, Marchese and Setzler say this might be a red flag that their licenses are not up to date (or they may dislike the online process, so be sure it ask questions).
How to build in Stafford: Getting to the final inspection
The building official has 30 days to approve or deny a permit; once it is issued, the builder has 180 days to get started. Delays happen, so extensions are possible.
The permit will also list all of the necessary inspections in the order they need to happen. A house could require 20 inspections. If there is a well or septic, the health inspector must also be involved. The Department of Public Works may have to come out to inspect new driveways. If you are building on a state road, the state will inspect your driveway, and this was one of the big hold-ups for Kolossos’ opening.
Additionally, the ZEO will come out to ensure you have erosion control in place and to get a final “As Built” survey to keep on file. Eventually, you will get your certificate of occupancy.
How to build in Stafford: Possible pitfalls
Setzler says he often sees people underestimating the cost of projects. That can be for a few reasons. Sometimes, especially on commercial projects, business owners rent or buy a space before understanding what the regulations actually say and what that will mean in their new space. Other times, they agree to the terms and conditions of the PZC approval and then do not meet them once they realize the cost, which results in a violation that can come with fines.
He also sees people use incorrect calculations. The state does not care if you run out of money because you budgeted incorrectly. You must still meet the building codes, and town officials must enforce them. Setzler says he often gets to the inspection stage only to discover materials that do not meet the code have been substituted. Ultimately, if the costs of a project are not accurately projected, it can lead to any number of issues down the road. Those include abandoned projects or failure to gain a certificate of occupancy.
Top tips to make the building process go smoothly
Plan ahead. Do not show up in the Building & Zoning Office a day before your contractor is scheduled to start working (or a few weeks before you want to open your business), and expect to get the permits you need in time. There are likely dozens of projects ahead of you in the queue.
When in doubt, ask questions. Are you unsure what’s included in a building plan? Not sure if the materials you are using meet commercial codes? It may be time-consuming, but doing it right the first time can save money in the long run. So, ask questions of the building office early and often to ensure you avoid costly delays and mistakes.
Hire a professional. It’s tempting to save money by acting as your own contractor but having a professional who understands the process and how the system works can ultimately save you more than you realize. It's also important to know that it is not the building office's role to help you design a project or figure out solutions to your issues. That is the job of professional contractors, carpenters, landscapers, plumbers, electricians, etc.
No two projects are the same. Even if you walk away from this article thinking you know everything about building in Stafford (which we highly doubt), you don’t! Every project is different and has its own nuances, so be sure to follow the three tips above.
