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The Subdivision Process

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Subdivision Planning

The following is a summary of the planning and procedures to accomplish a subdivision in most cities and counties in California.

 

The Subdivision Team

 

  1. Project Manager
    1. Single Responsible Party (SRP) for the application process
    2. Organizes the application for the subdivision for the City/County
    3. Prepares estimates.
    4. Prepares schedules.
    5. Meets with the attorney for DRE applications.
    6. Hires the engineering consultants
    7. Organizes the complete project.
    8. Provide interface with the utilities:

                                          i.    PG&E for power and gas

                                         ii.    California Water for water service

                                        iii.    San Mateo County Sewage for sewer hookup

                                        iv.    Comcast Cable

                                         v.    AT&T Telephone

    1. Works with the Title office to prepare individual sales of the lots.
  1. Civil Engineer
    1. Provides streets and utilities layouts
    2. Provides drawings for subdivision application.
  2. Soils/Geotechnical Engineer
    1. Perform test borings at the site.
    2. Analyzes soil samples
    3. Provide recommendations and design criteria for site improvements and foundation systems for planned structures.
  3. Surveyor
    1. Provides site surveys
    2. Creates Tentative Map drawing(s)
    3. For example: Dunbar & Craig 408-399-6929
  4. Environmental Engineer
    1. Provide data and research for writing the EIR.
  5. Architect
    1. Provides conceptual layout of potential houses
    2. For example: Michael Ryan 415-336-6937
  6. Structural Engineer
    1. Provides structural system design for potential housing sites
  7. Attorney
    1. Setup the Limited Liability Corporation for the subdivision.
    2. Arranges for Power of Attorney documents.
    3. Applies to the DRE and handles the complete process of DRE approval.
  8. Title Office
    1. Assists in the DRE application process.
    2. Assists in the Final Map process.
    3. Prepares Preliminary Title for each lot.
    4. Closes escrow for each lot.
  9. Real Estate agent
    1. Advertises the lots during the sales period.
    2. List the lots on the Multiple Listing Service
    3. Negotiate the sales for each lot
    4. Close escrow on each lot

 

 

Project Task List

  1. Obtain the most recent codes and application procedures from the municipality.
  2. Analyze the most efficient use of the land to maximize the number of lots.
  3. Provide iterations to optimize the project.
  4. Meet with the Planning Department to discuss options and obtain the most recent application forms.
  5. Hire the attorneys to form the LLC for the project.
  6. Provide loan documentation for the bank to provide funding of the project.
  7. Hire the geotechnical services to eliminate issues that may prevent construction of buildings on portions of the site.
  8. Hire the surveyors to identify the actual property boundaries and to provide Tentative Maps.
  9. Hire the Civil Engineer to provide street and site improvement layouts.
  10. Hire the architect and structural engineers to provide conceptual layouts of the potential buildings for each lot.
  11. Meet with the Planning Department to provide further details of the potential subdivision.
  12. Hire the environmental engineer for studies of the land and animals.
  13. Work with a contractor for estimates of the street and grading improvements.
  14. Prepare the EIR and Negative Declarations.
  15. Update the estimates and schedules.
  16. Prepare the applications to all agencies.
  17. Prepare open space dedications and management plans.
  18. Revise the drawings for submittal.
  19. Revise the EIR for submittal.
  20. Work with the Title office to complete the applications to the DRE.
  21. Submit to the City.
  22. Submit to the Bay Area Air Quality Management District
  23. Submit to the Regional Water Quality Control Board.
  24. Submit to the California Regional Water Quality Control Board.
  25. Submit to the San Francisco Bay Region Storm water Pollution Prevention Plan.
  26. Submit to the DRE.
  27. Respond to requests for information and amend as needed.
  28. Work with utilities to plan the hookup.
  29. Work with the contractor to estimate, schedule, and provide preliminary work to install the roadways and grading.
  30. Receive permits for the subdivision.
  31. Complete the grading and street improvements.
  32. Provide subdivision documents for lot sales.
  33. Provide stakes and displays for lot sales.
  34. Sell the lots.
  35. Close escrow on each lot.

 

 

The City Requirements

  • Officials
    • City
      • Planning Director
      • Building Official
      • Architectural & Site Committee
      • Planning Commission
      • City Council
  • Building demolition plans, permits, and questionnaires
  • Recorded grant deed copies
  • Site plans
  • Street improvement plans
  • Utilities layouts
  • Grading permit
  • Easements plan for encroachments on neighboring properties
  • Tentative Map
  • Drainage plans
  • Erosion control plans (including retaining walls sections and details)
  • 100 year flood plans
  • San Francisco Bay Watershed 2001 NPDES permit standards compliance
  • Fire Department access plans
  • Driveway plans for each lot
  • Potential building locations for each lot
  • Applications:
    • Architectural & Site Approval
    • Environmental Assessment
    • Environmental Impact Report
    • General Plan Amendment
    • Subdivision
    • Cluster Subdivision
    • Use Permit
    • Zone Change

 

 

 

 

DRE Requirements

  • Subdivision Application
  • Tentative Tract Map
  • Evidence of Approval of Tentative Map
  • Estimate to Complete Private Roads
  • Environmental Impact Report
  • Negative Declaration of EIR
  • Recorded Power of Attorney
  • Delegation of Authority
  • Lender’s Commitment Letter to Finance Construction
  • Proposed CC&R’s

 

Public Report Issuance (three to six months)

  1. SRP submits a Notice of Intention and fee to the DRE
  2. The DRE reviews the application for the initial processing to make sure it meets the Minimum Filing Package (MFP) requirements. If acceptable, a file number is assigned.
  3. Within 10 days of receipt of the MFP, the DRE will notify the SRP if the file qualifies as a Substantially Complete Application (SCA). If it does not, the applicant will be notified as to which documents are missing and a Pending File will be opened.
  4. After all of the necessary documents are reviewed and approved, the applicant will be notified that the file qualifies as Substantially Complete and the Final Public Report can now begin. A Deputy will be assigned to review the file and prepare a Qualitative Deficiencies Report (QDR) indicating what additional documentation is required to issue a Final Public Report. The QDR also indicates where there is a need to supplement, correct, or amend anything.
  5. The budget will be reviewed by a DRE budget appraiser who will prepare a Budget Deficiency Notice (BDN) to notify the SRP of any deficiencies.
  6. The Deputy will send an all-encompassing Qualitative Deficiency Notice to the SRP.
  7. The SRP will prepare the documents to offset the deficiencies and submit the documents to the Deputy and the Appraiser.
  8. The Deputy and the Appraiser review the response for correctness and may send additional Deficiency Notices as required.
  9. After having corrected all of the deficiencies, the Deputy will notify the SRP with a Final Document Notice to record the CC&R’s, obtain bonds, drawings, etc.  When the final documents are received, the Deputy will determine that the file is perfected and will draft the Public Report.
  10. The Final Public Report is issued to the SRP.
  11. The SRP is given the original Public Report to reproduce a copy for each lot for distribution to prospective purchasers.

 

 

The Subdivision Checklist

 

      • Survey the land
      • Parcel maps
      • Zoning
      • Architectural & Site Committee
      • Planning Commission
      • Public Hearings
      • City Council Meetings
      • Notification of neighbors
      • County Requirements
      • County Public Hearings
      • Negative Declaration
      • Environmental Impact Report
      • Title Company
      • Final Map Preparation
      • Conditions of Approval
      • Bonding Requirements
      • Real Estate Taxes and Bonds
      • Site Improvements
      • Grading Permit
      • Public Works Permit
      • Fire Department Permit
      • Cal Trans Permit
      • DRE Conditional Approval
      • Traffic Impact Study
      • Noise Abatement Study
      • Will Serve Letters
      •             City Water
      •             City Sewer
      •             PG&E
      •             Garbage Collection
      •             Telephone
      •             Cable
      •             School Districts
      • Civil Engineering Analysis
      • Financing Assurances
      • Title Company Assurances
      • Subdivision Application Requirements
      •             Developers History
      •             Developers Financial Guarantees
      •             Workers Compensation Insurance
      •             General Contractor Questionnaire
      • Application Fees
      • Submit Final Map for Signatures
      •             Developers
      •             Finance
      •             Public Works
      • Consent Calendar
      • Record Final Map
      • Receive APN numbers

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Copyright 2012 by Dave Luedtke 650-917-7960 dave.luedtke@cbnorcal.com