HISTORIC PRESERVATION AND DESIGN REVIEW BOARD ("HP-DRB")

Transcription

1 HISTORIC PRESERVATION AND DESIGN REVIEW BOARD ("HP-DRB") The HP-DRB takes preservation of the Lakeside Historic District seriously. Our goal is to protect the historic nature of Lakeside, while working alongside each applicant to achieve mutually satisfying results. Each property/application is looked at individually with extreme care taken when evaluating these applications. While trying to expedite the process as quickly as possible for the benefit of property owners, please realize that the board faces unique situations, due to the uniqueness of Lakeside itself. This may cause the process to take a little longer than expected. It may be wise to approach the board earlier than you think you may need to in order to avoid unexpected delays in your project. Please be aware that applications for new construction require a preliminary meeting with HP-DRB prior to the formal application process. The application process is laid out in detail to provide clear understanding of the process. As times have changed and new situations continue to arise, it has become necessary to fine-tune the process. Please find enclosed: 1. Chronology of Application Process 2. HP-DRB Deadlines and Meetings 3. A copy of MSC Right of Way regulation 4. MSC Right of Way and Deviation from Setback request forms 5. HP-DRB Project Detail Checklist 6. HP-DRB Application for Certificate of Appropriateness (COA) 7. Neighbor Notification forms 8. Diagram for Neighbor Notification 9. Contractor Construction Rules form 10. HP-DRB Project Completion form Protecting the historic nature and ambiance of Lakeside also protects its value. Congratulations on your wise decision to own a residence in a Historic District. All necessary application information is available on the Lakeside website (click About, then Board of Directors, then Historical Preservation & Design Review ). Also on the website is The Gaede Serne Report. This report was released in 1993 and is a historical document that outlines the formation of the HP&DRB. It contains an illustrated listing of existing Lakeside Chautauqua architectural types as well as diagrams of relevant construction features.

2 CHRONOLOGY OF APPLICATION PROCESS 1. Determine if application is necessary. All new construction or demolition of an existing structure requires approval. In addition, approval is necessary for most exterior changes to existing structures with the exception of paint colors. Approval is also required for decks, patios, paving, adding or subtracting outbuildings, removal of major natural growth, fencing, as well as ornamental features such as fountains, gazebos trellises, etc. (Reference Lakeside Code of Construction Rules and Regulations [especially new construction] in the Lakeside Property Owner s Directory - Sections 2-1 to 2-3; also The HP-DRB Review Process - Sections 3-1 to 3-21). 2. Obtain an HP-DRB application packet either from the Lakeside website (click About, Lakeside Board of Directors, Historic Preservation and Design Review) or at the Lakeside Association Administration Office located at 236 Walnut Ave. 3. Engage architects, contractors, or other professional(s) needed to develop plans 4. Obtain approval of Right of Way (ROW) encroachment and/or deviation from setback approval from Municipal Services Committee (MSC) as per 3-18 (C) (1) (g). Any structure or hard surface (concrete, pavers etc.), which encroaches on the ROW, must have approval from MSC prior to applying to HP-DRB. Applications are included in the packet, as well as a copy of the ROW regulation. 5. Prepare Application for Certificate of Appropriateness and gather other materials required for application: photos, floor plans, product literature or samples, site plan with square footage (as depicted in Danbury Township requirements), elevation plans, neighbor notification letter. A Project Detail Checklist is included to aid in the application completion and to help prevent delays in your project. 6. At least 30 days prior to consideration by the HP-DRB, the applicant shall notify all abutting property owners of any project, including those whose properties abut across a street right-of-way. Please refer to enclosed Diagram 1 for an example of neighbor notification. Enclose a letter describing your project, including the nature and location of any planned alteration. The notification shall include a complete and final plan drawing and a complete and final site plan drawing as specified in Section 3-18 (B) (1) (c) and (d) Rules and Regulations. Include a return postcard for neighbor comment with the return address as: HP-DRB, 236 Walnut Ave., Lakeside, OH Neighbor notification is to be made by certified mail or any other form evidencing delivery. 8. Assure that your application packet, complete and in its entirety (refer to detail checklist), is received at the Lakeside Administration Office by the deadline of the meeting for which it is intended. The applicant shall furnish CERTIFIED MAIL RECEIPTS to the HP-DRB, including this in the final packet. A delivery receipt indicating the refusal of delivery or unclaimed mail is adequate notification under this section. Review rules and Regulations 3-18 (C)(1)(a-g). Review application materials for completeness. 9. Upon COA approval, please fill out the Contractor Construction Rules form with your contractor and return to HP-DRB, 236 Walnut Ave., Lakeside, OH Obtain and post all permits on the premises, readily visible from the street. 11. Please fill out Project Completion form when job is completed and return to HP-DRB at address above. IF YOU HAVE ANY QUESTIONS AT THIS POINT IN THIS PROCESS, PLEASE CONSULT WITH THE LAKESIDE DIRECTOR OF MUNICIPAL SERVICES: X238. Approved 6/2/01; Revised 2/2018

3 2018 Deadlines & Meetings All meetings are held at 9 a.m. Saturdays at the Train Station, unless specified otherwise. Applications may be picked up at the Lakeside Chautauqua Administration Office or call (419) , ext Application Deadline (Thursdays): Meeting Date: (Saturdays) February 1, 2018 March 3, 2018 March 8, 2018 April 7, 2018 April 5, 2018 May 5, 2018 May 4, 2018 June 2, 2018 June 7, 2018 July 7, 2018 July 5, 2018 August 4, 2018 August 2, 2018 September 1, 2018 September 6, 2018 October 6, 2018 October 4, 2018 November 3, 2018 APPLICATION DEADLINES ARE FIRM Applications will be accepted until 4:30 p.m. on the application deadline date. THE APPLICATION DEADLINE IS 30 DAYS BEFORE THE MEETING DATE. INCOMPLETE APPLICATIONS CANNOT BE SCHEDULED. Any questions, call (419) , ext PLEASE NOTE: The HP &DRB meets a minimum of nine times per year, generally on the first Saturday of the month and rarely cancels or postpones meetings.

4 (1) Plantings/Maintenance of the Right of Way LAKESIDE RIGHT OF WAY REGULATION 1-13(C) The Lakeside Right of Ways, paved and unpaved are owned by the Lakeside Association, and as such are not part of any leased property. The Association recognizes the unpaved portions as a valuable resource for both the beautification of our streets and the provision of significant storm water draining surface area, a scarce resource in much of Lakeside. To maintain this resource while allowing leaseholders to enjoy it, leaseholders are granted the privilege, and encouraged to maintain plantings (gardens, yards, etc.) on the unimproved Lakeside Right of Way between the property line of the lease and the street pavement. This excludes trees, unless they are approved by the Association. The leaseholder will be expected to maintain the space to the same standard required in Title I for the leased land. The Lakeside Association also reserves the right to plant trees in this Right of Way. Pre-approval of plantings by the leaseholder is not required; however, this privilege may be revoked if the plantings are found to be unacceptable by the Municipal Services Committee of the Lakeside Board of Directors. The granting of this privilege in no way alters the ownership or lease status of that Right of Way. (2) Improvements to the Right of Way The privilege of use granted in part 1 does not extend to the placement of any permanent structure on the Right of Way. This includes any hardscape (pavement, pavers, patios, decks, fencing, walls, and sidewalks). If hardscape is needed to facilitate access to the property from the pavement, demonstration of need and approval of plans will be required through the Municipal Services Committee of the Lakeside Association Board of Directors. If structures or hardscape are placed on Lakeside property without prior approval, the Lakeside Association may request them to be removed at the owner s expense. If improvements are approved by Lakeside and completed, it is with the understanding that those structures and improvement in no way alter the ownership or lease status of the Right of Way. (3) Existing Structures The Lakeside Association recognizes that structures and hardscape have been placed on Lakeside Right of Way by leaseholders in the past. Those structures existing prior to the adoption of this regulation would not be subject to the limitations and requirements set forth in part 2 of this regulation, with the exception of any properties that have already been identified by the Municipal Services Committee to have violated current regulations on encroachment of the Right of Way and are under consideration for enforcement. Lakeside reaffirms, however, that the tolerance of these structures and improvements in no way alters the ownership or lease status of the Right of Way. In addition, any change to or replacement of these structures would require approval as set forth in section 2. Adopted 8/20/2016

5 REQUEST FOR ENCROACHMENT ON LAKESIDE RIGHT OF WAY (ROW) Encroachment on Lakeside ROW, including any structure or hardscape, requires approval by the Municipal Services Committee (MSC) of the Board of Directors; per 1-13(C). Submit completed form to Lakeside Administration for approval by MSC. The approved form must then be included as part of the COA application packet to HP-DRB. This approved form is also required for projects limited to the ROW only. Owner(s):_ Phone/ Lakeside Address: Description of encroachment attach drawing with exact measurements and all property lines/structures shown, photos of the property are strongly encouraged: Materials Proposed - any pavement/pavers must be certified permeable, per Title 3-21(A). The manufacturer and specific model are required. Visual aid/brochures are encouraged: Proposed use (if related to parking, will also need to submit a Parking request): Explanation of need: MSC Member/Staff Review/Recommendation: MSC Action: Approved: Disapproved: Date: Approved with modification: Please be aware that the approval of an encroachment by this committee in no way implies or indicates a change in the ownership of Lakeside s property. Encroachment beyond what was approved will be subject to removal at the expense of the party responsible for the encroachment. When considering permanent improvements, note that Lakeside reserves the right to alter the use of the ROW at any time in the future, without compensation for encroaching structures. Date: Chairman, Municipal Services Committee, Lakeside Board of Directors Approved for use 11/2017

6 REQUEST FOR DEVIATION FROM SETBACK REQUIREMENTS Construction in Lakeside Chautauqua that deviates from existing setback requirements requires approval by the Municipal Services Committee of the Lakeside Association Board of Directors (Reg 3-18 (c) 1 g). This completed form should be submitted to seek committee approval. After this process is complete, the leaseholder will then need to appeal to the Board of Zoning appeals for final approval. Owner(s): Phone/ Lakeside Address: Lot #s: Description of request (include a survey showing the existing lot lines with the proposed change (required), as well as any drawings or photos which might enlighten the committee): Explanation of need: MSC Member/Staff Review/Recommendation: MSC Action: Approved: Disapproved: Approved with modification: Approval does not ensure that Danbury BZA will approve, but Lakeside s approval may be used in support of your request, if desired. Date: Chairman, Municipal Services Committee, Lakeside Board of Directors Approved for use 11/2017

7 HP&DRB PROJECT DETAIL CHECKLIST Providing as many details as possible will help prevent delays in the process. Be sure to include the following with your application: Approval obtained from Municipal Services Committee, prior to meeting with HP-DRB, for any deviations from setbacks or encroachment in the right of way; per 3-18 (C) (2). (Form(s) included) Photograph(s) of the existing building(s) subject to change and of adjacent structures on abutting lots. Visual Aid to show scale of new construction as it relates to neighboring buildings. This includes a street-level elevation drawing showing the proposed structure and adjacent houses to the immediate right and left of the structure. The level of the street in front of the structure will be used as the baseline for measurements showing the level of: 1) natural grade, 2) proposed grade, 3) top of the foundation, 4) top of the first floor, and 5) peak of the roof Site Plan Including setbacks and location of silt fence during construction. Foundation Plan; building cross-section including basement/crawl space. Floor Plan - including square footage; if renovation, include the change in square footage as well. Elevation Plans Please include complete exterior final dimensions on drawings. Heat pump or A/C outdoor unit shown on drawings Adequate drainage provided and shown on site plan All exterior hardscape surfaces on the property Copy of letter sent to neighbors with return postcards Registered mail return receipts please use the following address as the return address on the return receipt that is attached to the envelopes: HP-DRB, 236 Walnut Ave., Lakeside, OH Product/Literature Samples Tree report obtained from the Tree Advisory Committee, if any trees will be affected. Include location of replacement trees on site/landscape plan. Reference Regulation 1-19 (A)-(G). Contractor Construction Rules form signed by Contractor and property owner, and a copy returned to the Lakeside Association Office once you have received COA approval. **PLEASE INCLUDE COMPLETED CHECKLIST WITH YOUR APPLICATION** Approved for use 2/2018

8 APPLICATION # (Office use only) APPLICATION FOR CERTIFICATE OF APPROPRIATENESS Street Address of Property for Review Block # Lot(s) Holders of Lakeside Lease: Name Lakeside Address Home Address Cell Phone Home Phone Address (Please attach information for each leaseholder, if co-owned) Architect, Contractor and other persons responsible for drawings: Name Company Phone/fax/ Name Company Phone/fax/ (Attach additional list, if necessary) Please list the names and contact phone number for all persons that will be attending the HP-DRB meeting at which this request will be considered so that we can confirm the date, time and location: EXPLANATION OF PROPOSED WORK (attach additional sheets, if necessary): Page 1 of 3

9 DESCRIPTION OF WORK (check all that apply): Rehabilitation of existing structure: Exterior Masonry Exterior Siding Roof, Gutters, or Downspouts Chimney Doors Windows Porch or Stoop Cornice or Frieze Awning or Canopy Signs Foundation Enclosure Basement Other Demolition: If Yes, please describe on page 1 Additions to buildings: Roof Structure Doors, Entries, Windows, Exterior Stairs Porch and Decks Handicapped Access Additional Rooms Other Site Work or Landscaping: Fence or Wall Site Lighting Paving (walk, driveway, patio) Refer to regulation Other New Structure: Commercial Building House Garage Outbuilding Foundation Plan Basement Other NOTIFICATION OF NEIGHBORS: Please check the Deadline & Meeting Date Sheet for dates. At least 30 days prior to consideration by the HP-DRB, the applicant shall notify all abutting property owners, including those whose properties abut across a street right of way, of the nature and location of any planned alteration. *Please reference enclosed Diagram 1 for a neighbor notification example. The notification will be made by Certified Mail and shall be made to the property owner s tax mailing address, as recorded in the Ottawa County Auditor s Website. The applicant shall furnish a certified mail receipt (or any other form evidencing date of delivery) to the HP-DRB. A delivery receipt indicating refusal of delivery or unclaimed mail is adequate notification. The HP-DRB will not consider applicants without documentation indicating that all neighbors have been sent the required documents 30 days prior to the HP-DRB meeting date. Please list the neighbors, their LAKESIDE address and their address: NAME LAKESIDE ADDRESS ADDRESS Page 2 of 3

10 Applicants should consult the Lakeside Historic Preservation and Design Review (HP-DRB) guidelines, plus the Code of Construction Regulations of Lakeside. It is the responsibility of the applicant to obtain all necessary approvals and permits before work commences. Those may include Danbury Township, the Building Inspection Dept. of Ottawa County and the Ottawa County Sanitary Engineer, in addition to approval from HP-DRB. Please allow a minimum of two (2) months for this process. Once plans have been approved, applicants who wish or need to make changes, including any demolition, must contact the Vice President of Municipal Services to determine if changes need to be resubmitted to HP-DRB. Application for Certificate of Appropriateness expires 24 months from the date of issue. Please use enclosed Project Completion Form to notify HP-DRB when your project is completed. Signature of Applicant Date Office Contact Information: Phone (419) ext. 238 VP of Municipal Services or service@lakesideohio.com ext. 244 Front Office Manager or designreview@lakesideohio.com Page 3 of 3 Revised 2/2018

11 NEIGHBOR NOTIFICATION DIAGRAM Adopted 2/2018

12 NEIGHBOR NOTIFICATION RESPONSE TO ACKNOWLEDGE RECEIPT OF PROJECT INFORMATION You are receiving this form because one of your neighbors is planning an exterior home project. Neighbor responses are considered in the HPDRB process. Please participate in this process by filling in the following form according to what you have received from your neighbor. Our neighbor (the person doing the project) at (Lakeside address) has provided by certified mail to me/us, a detailed written project proposal, including site plans and elevations that are dated. By signature, I / we acknowledge having reviewed the information. We have the following questions or comments: Signature Lakeside Address Today s date Please print your signed name here Address Thank you for your response. Tri-fold, seal, or place in envelope to mail Or submit via to: designreview@lakesideohio.com

13 Apply Postage Here Historic Preservation and Design Review Board c/o The Lakeside Association 236 Walnut Ave. Lakeside, Ohio

14 LAKESIDE ASSOCIATION CONTRACTOR CONSTRUCTION RULES* *Please refer to Title II for a complete list of Lakeside construction regulations at Lakesideohio.com, click on Welcome, then click Chautauqua Passes, then click Rules and Regulations 1. All permits must be secured and posted on the work site before work can begin. 2. Work cannot begin before 8am within the grounds. There will be no construction on Sundays. 3. Work site will be kept as clean as possible daily. A dumpster is to be on site for large projects and will be emptied immediately when full. Construction debris is not to be dumped in Lakeside dumpsters. 4. A Porta-John should be on site if facilities are needed. Porta-Johns will be maintained regularly. 5. Vehicle parking should not block streets. All vehicles will be parked in approved parking areas. No parking on other residents properties without prior permission. Keep sidewalks clear during construction. 6. General OSHA safety guidelines and regulations should be followed on all work sites. 7. Use of foul language is not allowed. Please be aware that houses in Lakeside are very close together and that voices travel easily here. Respect all of the surrounding areas around the work site. 8. Contractor signs are permitted at the site only while work is being done. Signs must be removed when project is finished and are not allowed during the Chautauqua season. Lakeside Association reserves the right to remove any signs should we deem necessary. 9. If alterations are required or desired that would result in a visual change at any time after approval and receipt of the COA, these modifications MUST be re-submitted to the HP-DRB. 10. Construction during Lakeside Season: There shall be no exterior construction on residential units or hardscape landscaping during the Chautauqua season, other than emergency repairs or ongoing maintenance by property owners themselves. We have read and understand the Rules and Regulations in Title II. Contractor Signature: Property Owner Signature: Lakeside Association Contact: Dave Geyer, VP of Municipal Services Office: ext. 238; Cell: Revised 2/2018

15 HP&DRB PROJECT COMPLETION FORM Please submit this form upon project completion to: Lakeside Administration Office 236 Walnut Ave. Lakeside, OH Or to STREET ADDRESS OF LAKESIDE PROJECT Holders of Lakeside Lease: Name Lakeside Address Home Address Telephone: Lakeside Address Home Date of original COA Date of COA extension/renewal, if applicable Date of project completion Comments: Revised 2/2018