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HomeMy WebLinkAboutPre-app Mtg Summary - 25-000322.pdfCityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 1 PRE-APPLICATION MEETING FOR Boeing Utilidor Replacement PRE25-000322 CITY OF RENTON Department of Community & Economic Development Planning Division October 30, 2025 Contact Information: Planner: Alex Morganroth, 425-430-7219, amorganroth@rentonwa.gov Public Works Plan Reviewer: Yong Qi, 425-430-7439, yqi@rentonwa.gov Fire Prevention Reviewer: Corey Thomas, 425-276-9582, cthomas@rentonrfa.org Building Official: Rob Shuey, 425-430-7290, rshuey@rentonwa.gov Please retain this packet throughout the course of your project as a reference. Consider giving copies of it to any engineers, architects, and contractors who work on the project. You will need to submit a copy of this packet when you apply for land use and/or environmental permits. Pre-screening: When you have the project application ready for submittal, call and schedule an appointment with the project manager to have it pre-screened before making all of the required copies. The pre-application meeting is informal and non-binding. The comments provided on the proposal are based on the codes and policies in effect at the time of review. The applicant is cautioned that the development regulations are regularly amended and the proposal will be formally reviewed under the regulations in effect at the time of project submittal. The information contained in this summary is subject to modification and/or concurrence by official decision-makers (e.g., Hearing Examiner, Planning Director, Development Services Director, Department of Community & Economic Development Administrator, Public Works Administrator and City Council). CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 2 DEPARTMENT OF COMMUNITY & ECONOMIC DEVELOPMENT M E M O R A N D U M DATE: October 30, 2025 TO: Yong Qi, Development Engineering FROM: Alex Morganroth, Planning SUBJECT: Boeing Renton - Steam utilidor Extension – 737 Logan Ave N (Parcel number 072305- 9001) PRE25-000322 NOTE: The applicant is cautioned that information contained in this summary is preliminary and non -binding and may be subject to modification and/or concurrence by official City decision-makers. Review comments may also need to be revised based on site planning and other design changes required by City staff or made by the applicant. I have completed a preliminary review for the above-referenced proposal located at parcel(s) 072305-9001. The following comments are based on the pre -application submittal made to the City of Renton by the applicant. WATER 1. The proposed steam line extension and replacement is located surrounding the existing buildings of 4-17m 4-90, and 4-89 on private property. There are existing 12-inch D.I. City owned water main in Logan Ave N (Record Dwg: W-314906) to the east of the project site. 2. The steam line replacement and extension work need to be mindful of the existing system during construction to ensure that the existing utilities are protected. SEWER 1. The steam line replacement and extension work need to be mindful of the existing system during construction to ensure that the existing utilities are protected. SURFACE WATER 1. There are existing 15-inch and unknow sized private stormwater mains and associated catch basins surrounding the existing buildings of 4-17, 4-90, and 4-89, which are discharged to Lake Washington to the north through onsite closed conveyance system. 2. Refer to Figure 1.1.2.A – Flow Chart in the 2022 City of Renton Surface Water Manual (2022 RSWDM) to determine what type of drainage review is required for this site. A drainage study complying with the 2022 RSWDM will be required. Based on the City’s flow control map, the project site falls within the City’s Peak Rate Flow Control Standard (Existing Site Conditions). The site falls within the Lower Cedar River drainage basin. CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 3 3. The flow-path from the project site discharge point is less than a half mile to the Lake Washington, therefore, the project may qualify for the direct discharge exemption in accordance with Section 1.2.3.1 of the 2022 RSWDM if the project adheres to all requirements thereof. 4. If the new plus replaced pollution generating impervious surface exceeds 5,000 SF, the applicant will be required to provide enhanced basic water quality treatment. Any proposed detention and/or water quality vault shall be designed in accordance with the 2022 RSWDM. Separate structural plans will be required to be submitted for review and approval under a separate building permit for the detention and/or water quality vault. Special inspection from the building department is required. 5. Appropriate on-site BMPs satisfying Core Requirement #9 will be required to help mitigate the new runoff created by this development to the maximum extent feasible. On-site BMPs shall be evaluated as described in Section C.1.3 of the 2022 RSWDM. A preliminary drainage plan, including the application of on-site BMPs, shall be included with the land use application, as appliable to the project. The final drainage plan and drainage report must be submitted with the utility construction permit. 6. A geotechnical soils report for the site is required per the 2022 RSWDM Section C.1.3. The report should also include information concerning the soils, geology, drainage patterns and vegetation present shall be presented in order to evaluate the drainage, erosion control and slope stability for site development. The applicant must demonstrate the development will not result in soil erosion and sedimentation, landslide, slippage, or excess surface water runoff. 7. Any new storm drain installed on or off-site shall be designed and sized in accordance with standards found in Chapter 4 of the 2022 RSWDM and shall account for developed conditions for onsite tributary areas and existing conditions for any offsite tributary areas. 8. Critical areas that may affect surface water review, the project site is within seismic hazard areas. 9. Erosion control measures to meet the City requirements shall be provided. 10. The current City of Renton Surface Water Standard Plans that shall be used in all onsite drainage submittals. The current City of Renton Standard details are available online at the City of Renton website: https://edocs.rentonwa.gov/Documents/Browse.aspx?id=990403&dbid=0&repo=CityofRenton. TRANSPORTATION 1. Based on the submittal items and project description, there are not anticipated transportation requirements associated with this scope of work. GENERAL COMMENTS 1. Additional Building Permit Applications will be required for the following: a. Any retaining walls that exceed 4 feet in height, as defined by RMC 4-4-040. b. Detention vaults for storm water flow control. c. Demo of any existing structures on the project site(s). 2. Fees quoted in this document reflect the fees applicable in the year 2025 only and will be assessed based on the fee that is current at the time of the permit application or issuance, as applicable to the permit type. Please visit www.rentonwa.gov for the current fee schedule. CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 4 DEPARTMENT OF COMMUNITY & ECONOMIC DEVELOPMENT M E M O R A N D U M DATE: October 30, 2025 TO: Pre-Application File No. 25-000322 FROM: Alex Morganroth, Principal Planner SUBJECT: Boeing Steam Utilidor Replacement 737 Logan Ave N APN 0723059001 General: We have completed a preliminary review of the pre-application for the above-referenced development proposal. The following comments on development and permitting issues are based on the pre-application submittals made to the City of Renton by the applicant and the codes in effect on the date of review. The applicant is cautioned that information contained in this summary may be subject to modification and/or concurrence by official decision -makers (e.g., Hearing Examiner, Community & Economic Development Administrator, Public Works Administrator, Planning Director, and City Council). Review comments may also need to be revised based on site planning and other design changes required by City staff or made by the applicant. The applicant is encouraged to review all applicable sections of the Renton Municipal Code. The Development Regulations are available online at https://www.codepublishing.com/WA/Renton/. Project Proposal: The subject property is located at 737 Logan Ave (APN 0723059001) within the Urban Center – 2 (UC-2) zoning designation and Commercial Mixed Use (CMU) Comprehensive Plan Land Use Designation. The site is currently developed with and actively used for Boeing’s 737 manufacturing operations. The project involves the replacement of approximately 1,500 linear feet of existing underground steam utilidor, the construction of five (5) vaults at junctions and drip legs, and approximately 3,000 cubic yards of trench earthwork. The overall project footprint is estimated at 40,000 square feet (0.92 acres) and will include the removal and replacement of adjacent pavement and landscaping. The Boeing Renton factory utilizes a Central Utility Plant to provide steam to buildings across the site. Steam is distributed through utilidors consisting of underground trenches constructed of concrete walls, floors, and lids that enclose the steam and condensate lines. The proposed project would replace aging segments of this system that have been identified as structurally unsound or beyond their service life. According to the applicant, replacement utilidors will be constructed generally in the same location as the existing facilities but may deviate slightly in alignment for constructability purposes. The replacement utilidors will also be designed to meet current insulation and structural requirements, which differ from the original installation. The utilidors are typically less than five feet (5’) deep, though deeper vaults or structures are required at drip legs, valving, and junctions. The site is generally flat and located south of Lake Washington and east of the Cedar River. Subsoils at the plant include fill overlying loose and soft alluvial deposits, consisting primar ily of silt, silty sand, and sand. A shallow groundwater table is present. No off -site improvements are proposed as part of this project. The project also includes the removal of approximately 24 trees adjacent to Segment 1, located east of the 4 -89 and 4-90 buildings, and approximately nine (9) trees adjacent to Segment 5 to facilitate utilidor replacement. The estimated construction cost is $17.2 million. City of Renton (COR) maps indicates the presence of a high seismic hazard on the area of the site where the work is proposed to occur. CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 5 Current Use: The project site is currently developed the Boeing 737 manufacturing plant, which includes numerous buildings, parking areas, and other infrastructure related to the manufacture of planes. 1. Zoning/Land Use: The subject property is located within the UC-2 zoning classification and Urban Design District C overlay. The property is designated Commercial Mixed Use in the Comprehensive Plan. 2. Development Standards: The project would be subject to RMC 4-2-120A, “Commercial Development Standards” effective at the time of complete application (noted as “UC-2” standards” herein). Due to the nature of the subject project, which does not include the construction or alteration of any above grade structures and primarily consists of underground work, certain standards as density, setbacks, and lot size are not applicable. As such, the following report addresses only those development standards that appear to be applicable at this time. 3. Landscaping: With the exception of critical areas, all portions of the development area not covered by structures, required parking, access, circulation or service areas, must be landscaped with native, drought - resistant vegetative cover. The minimum on-site landscape width required along street frontages is 10 feet and shall contain trees, shrubs, and landscaping. Street trees in the ROW planter will also be required. Landscaping may include hardscape such as decorative paving, rock outcroppings, fountains, plant containers, etc. Minimum planting strip widths between the curb and sidewalk are established according to the street development standards of RMC 4-6-060, Street Standards. Street trees and, at a minimum, groundcover are to be located in this area when present. Street trees shall be planted in the center of the planting strip between the curb and the sidewalk at the following intervals; provided, that, where right -of-way is constrained, irregular intervals and slight increases or decreases may be permitted or required. Additionally, trees shall be planted in locations that meet required spacing distances from facilities located in the right-of-way including, but not limited to, underground utilities, streetlights, utility poles, traffic signs, fire hydrants, and driveways; such spacing standards are identified in the City’s Approved Tree List. Generally, the following spacing is required: i. Small-sized maturing trees: thirty feet (30') on center; ii. Medium-sized maturing trees: forty feet (40') on center; and iii. Large -sized maturing trees: fifty feet (50') on center. 4. Significant Tree Retention: According to the applicant, approximately 33 trees are proposed for removal. When significant trees (greater than 6-inch caliper or 8-caliper inches for alders and cottonwoods) are proposed to be removed, a tree inventory and a tree retention plan along with an arborist report, tree retention plan and tree retention worksheet shall be provided with the formal land use application as defined in RMC 4- 8-120. The tree retention plan must show preservation of at least 30% of significant trees. Please refer to RMC 4-4-130, Tree Retention and Land Clearing Regulations for further general and specific tree retention and land clearing requirements. In addition to retaining a minimum of 30% of existing significant trees, properties subject to an active land development permit shall comply with minimum tree credit retention requirements of a minimum of 30 credits per net acre. Tree credits encourage retention of existing significant trees with larger trees being worth more tree credits. TREE SIZE TREE CREDITS New small species tree 0.25 New medium species tree 1 New large species tree 2 Preserved tree 6 – 9 caliper inches 4 Preserved tree 10 – 12 caliper inches 5 CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 6 TREE SIZE TREE CREDITS Preserved tree 12 – 15 caliper inches 6 Preserved tree 16 – 18 caliper inches 7 Preserved tree 19 – 21 caliper inches 8 Preserved tree 22 – 24 caliper inches 9 Preserved tree 25 – 28 caliper inches 10 Preserved tree 29 – 32 caliper inches 11 Preserved tree 33 – 36 caliper inches 12 Preserved tree 37 caliper inches and greater 13 Compliance with requirements would be verified at the time of land use application review. 5. Fences/Walls: Within commercial zones the maximum height of any fence, hedge, or retaining wall within the front yard and secondary front yard shall not exceed 48 inches (48”) in height within 15 feet (15’) of the front yard property line or within any part of the clear vision area. Chain link fencing shall be coated with black, brown, gray or green bonded vinyl. Fences, hedges and retaining walls shall not stand in or in front of any required landscaping. If a new or replacement fence is proposed within 15 feet (15’) of a public street on a site that is nonconforming to street frontage landscape requirements per RMC 4-4-070F.1, the site shall be brought into conformance. It is unclear what the proposed height and design of the fences are. Compliance with requirements would be verified at the time of land use application review. 6. Critical Areas: According to COR Maps, the site is located in a high seismic hazard area. A geotechnical report by a licensed professional will be required addressing seismic issues as the work is occurring within the high seismic hazard area. It is the applicant’s responsibility to ascertain whether any critical areas or environmental concerns are present on the subject property prior to development and/or construction. 7. Grading, Excavation and Mining Regulations: All grading activities shall be subject to the standards and regulations contained in RMC 4-4-060 Grading, Excavation and Mining Regulations. For any major activity for mining, excavation or grading in excess of five hundred (500) cubic yards, the Hearing Examiner shall review, approve, disapprove, or approve with conditions the location of the site and its effect on the surrounding area (RMC 4-9-080F.1.a). To grant a special permit, the Hearing Examiner shall make a determination that: Compatibility of Proposed Use: The proposed activity would not be unreasonably detrimental to the surrounding area. The Hearing Examiner shall consider, but is not limited to, the following: i. Size and location of the activity. ii. Traffic volume and patterns. iii. Screening, landscaping, fencing and setbacks. iv. Unsightliness, noise and dust. v. Surface drainage. CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 7 vi. The length of time the application of an existing operation has to comply with nonsafety provisions of Title IV Development Regulations. Cut Standards from RMC 4-4-060M: 1. General: Unless otherwise recommended in the approved soil engineering and/or engineering geology report, cuts shall conform to the provisions of this Section. 2. Maximum Slope: The slope of cut surfaces shall be no steeper than is safe for the intended use. Except in conjunction with a modification granted per RMC 4-9-250D1 for one of the circumstances listed in RMC 4-3- 050N2a(ii) (Geologic Hazards – Modifications), cut operations associated with a plat, short plat, subdivision or dedication, or other permitted land development activity which would result in the creation of permanent slopes forty percent (40%) or greater which are fifteen feet (15') in height, i.e., protected slopes, shall not be approved. 3. Drainage and Terracing: Drainage and terracing shall be provided as required by subsection N (Fills). Fill Regulations from RMC 4-4-060N: 1. Applicability and Exemptions: Unless otherwise recommended in the approved soil engineering report, fills shall conform to the provisions of this Section. In the absence of an approved soil engineering report, these provisions may be waived for minor fills not intended to support structures. For minor fills or waste areas, humps, hollows or water pockets shall be graded smooth with acceptable slopes. 2. Fill Location: Fill slopes shall not be constructed: a. On natural slopes steeper than two-and-one-half horizontal to one vertical (2.5:1) that are fifteen feet (15') or greater in height (except in conjunction with a modification granted per RMC 4 -9-250D1 for filling against the toe of a natural rock wall – see RMC 4-3-050N2a(ii)(b)); or b. Where the fill slope toes out within twelve feet (12') horizontally of the top of existing or planned cut slopes that are fifteen feet (15') or greater in height and steeper than two -and-one-half horizontal to one vertical (2.5:1). 3. Preparation of Ground: The ground surface shall be prepared to receive fill by removing vegetation, noncomplying fill, topsoil and other unsuitable materials as determined by the soil engineer, and where the slopes are five to one (5:1) or steeper, by benching into sound bedrock or other competent material, provided native vegetation and significant trees are protected pursuant to RMC 4-4-130. 4. Fill Material: Fill material shall be subject to the following standards and requirements: a. General: Fill materials shall have no more than minor amounts of organic decomposable substances and shall have no rock or similar irreducible material with a dimension greater than eight inches (8"). Material used in fills shall be appropriate for the site and the intended use of that portion of the site. b. Construction, Demolition, and Land Clearing Waste Prohibited: Fill material shall be free of construction, demolition, and land clearing waste except that this requirement does not preclude the use of recycled concrete rubble from a Washington State Dep artment of Transportation approved source. c. Cleanliness of Fill Material: Fill material shall not contain concentrations of contaminants that exceed cleanup standards for soil specified in WAC 173 -340-740, Model Toxics Control Act. No solid waste, hazardous waste, hazardous material, or materials categorized as dangerous waste under WAC Title 173 shall be used as fill. d. The Administrator may specify other characteristics of the fill material used, the degree of compaction, the moisture content, and the method of placement based on the intended use of the CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 8 portion of the site where the fill will be placed and the requirements for water retention, drainage control, and erosion control. e. Fill Material Source Statement for Projects Located in Zone 1 of the Aquifer Protection Area Involving the Placement of More than Fifty (50) Cubic Yards of Imported Fill: A fill material source statement is required for projects located in Zone 1 of the Aquifer Protection Area if more than fifty (50) cubic yards of imported fill will be used; the documentation shall be certified by a professional engineer or geologist licensed in the State of Washington. The fill material source statement shall be provid ed to the Department and shall be reviewed and accepted by the Department prior to stockpiling or grading imported fill at the project site. The fill material source statement, as defined in RMC 4 -8-120D19, shall be required for each source location from which imported fill will be obtained. f. Fill Material Source Statement for Projects Located in Zone 2 of the Aquifer Protection Area Involving Placement of More than One Hundred (100) Cubic Yards of Imported Fill: A fill material source statement is required for projects located in Zone 2 of the Aquifer Protection Area if more than one hundred (100) cubic yards of imported fill will be used; the documentation shall be certified by a professional engineer or geologist licensed in the State of Washington. The fill material source statement shall be reviewed and accepted by the Department prior to stockpiling or grading imported fill at the project site. The fill material source statement, as defined in RMC 4-8-120D19, shall be required for each source location from which imported fill will be obt ained. g. Abbreviated Source Statement for Aquifer Protection Area: The Department may accept a fill material source statement, as defined in RMC 4-8-120D19, that does not include results of sampling and analysis of imported fill if a professional geologist or engineer licensed in the State of Washington certifies that the source location from which fill will be obtained has never been filled, developed, or subjected to use that could have introduced chemical contamination to the site. h. Department Authority to Request Additional Information or Reject Certified Source Statement: The Department has the authority to request additional information regarding imported fill material and the source thereof and to reject a fill material source statement or an abbreviated version if they do not demonstrate that the fill material to be imported to a project site meets fill material standards of this Section and/or the Department has reason to suspect that the fill material could be contaminated. Such requests or rejections shall be made in writing to the applicant. i. Source Statement Not Required for Imported Fill Obtained from Washington State Department of Transportation Approved Source: The source statement defined in RMC 4-8-120D19 is not required for those projects located in the aquifer protection area if documentation is provided that imported fill will be obtained from a Washington State Department of Transportation approved source. j. Sampling and Analysis Procedures: The licensed professional engineer or geologist or person under their supervision who samples earth materials to be used as imported fill, oversees analysis, and prepares a fill material source statement required by this Section shall follow procedures specified in WAC 173-340-820 and 173-340-830 of the Model Toxics Control Act – Cleanup regulations. k. Required Actions after Illegal Placement of Imported Fill: A person who stockpiles or grades imported fill at the site without Department review and acceptance of a fill material source statement required by this Section or who stockpiles or grades fill at the site that does not meet the fill quality standards of this Section is subject to measures specified by the Department to reduce risk of contamination of the site due to illegal placement of fill. Such measures may include, but are not limited to, any or all of the following and shall be implemented at the person’s expense: i. Provide the Department with a fill material source statement defined in RMC 4 -8-120D19 within a time period specified by the Department; ii. Immediately cover fill with a waterproof cover; iii. Immediately remove fill; CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 9 iv. Installation of monitoring wells and monitoring of ground water quality; v. Remediation of contamination of the site caused by the illegal placement of fill according to a schedule specified by the Department and in accordance with cleanup standards for soil and groundwater described in the Model Toxics Control Act – Cleanup regulations, chapter 173-340 WAC. l. Department Authority to Conduct Independent Sampling and Analysis: The Department shall have the authority to enter onto private property to conduct independent sampling and analysis of fill. If the Department determines that fill does not meet fill quality standards of this Section, then it may require the person to accomplish any or all of the measures listed in this Section at his or her own expense. m. Department Authority to Implement Removal and Remediation Measures: The Department or its authorized agents shall have the authority to implement measures listed in this Section if the person fails to accomplish such measures in a timely manner. The permittee shall be responsible for any costs incurred by the Department or its authorized agents in the conduct of such activities. 5. Minimum Compaction: All fills shall be compacted to a minimum of ninety five percent (95%) of maximum density as determined by American Public Works Association (APWA) specifications. Field density shall be determined in accordance with APWA standards. Exceptions to the compaction requirement include soils below areas set aside for low impact development best management practices designed consistent with RMC 4-6-030. 6. Maximum Slope: The slope of fill surfaces shall be no steeper than is safe for the intended use. Except in conjunction with a modification granted per RMC 4-9-250D1 for one of the circumstances listed in RMC 4-3- 050N2a(ii) (Geologic Hazards – Modifications), fill operations associated with a plat, short plat, subdivision or dedication, or other permitted land development activity which would result in the creation of permanent slopes forty percent (40%) or greater which are fifteen feet (15') in height, i.e., protected slopes, shall not be approved. 7. Drainage and Terracing: Drainage and terracing shall be provided and the area above fill slopes and the surfaces of terraces shall be as required by subsection N (Fill). 8. Environmental Review: The proposal would require environmental review pursuant to the State Environmental Policy Act (SEPA). An Environmental Checklist must be submitted with the proposal and the City’s Environmental Review Committee is required to issue a Threshold Determination prior to any issuance for permits on the site. 9. Permit Requirements: The proposal requires Environmental (SEPA) Review and a Hearing Examiner Special Grade and Fill Permit. The 2025 fees would total $8,530.20 ($6,268.00 Grading Permit + $1,856.00 Environmental Review + $406.20 Technology Fee (5%) = $3,897.60). Each modification request is $299.00. All fees are subject to change. Other informational applications and handouts can be found on the City’s Digital Records Library. The City requires electronic plan submittal for all applications. Please refer to the City’s Electronic File Standards. 10. Waivers of Submittal Requirements: The submittal checklist is not an exhaustive list of submittal requirements and may be modified in cases where additional information is required to complete the review of an application. In addition, non-applicable submittal requirements may be waived. The applicant should contact the assigned Project Manager if there are any questions regarding submittal requirements. 11. Public Notice Requirement: Public Information Signs are required for all Type II and Type III Land Use Permits as classified by RMC 4-8-080, Permit Classification. Public Information Signs are intended to inform the public of potential land development, specific permits/actions being considered by the City, and to facilitate timely and effective public participation in the review process. The applicant must follow the specifications provided in the public information sign handout. The applicant is solely responsible for the construction, installation, maintenance, removal, and any costs associated with the sign. 12. Fees: Applicable building and construction fees would be assessed. CityofRenton\Department Folders\Community and Economic Development (CED)\Current Planning\Pre-Applications\2025\PRE25-000322 10 A handout listing all of the City’s Development related fees is available for your review at https://edocs.rentonwa.gov/Documents/Browse.aspx?id=8217302&dbid=0&repo=CityofRenton. 13. Next Steps: When the formal application materials are complete, the applicant shall have the materials pre-screened virtually prior to submitting the complete application package. Please contact Alex Morganroth, Principal Planner, at 425-430-7219 or amorganroth@rentonwa.gov to schedule a virtual prescreen appointment. 14. Expiration: The special permit shall be null and void if the applicant has not begun activity within six (6) months after the granting of the permit, unless the Hearing Examiner grants an extension of time. Special permits are valid until the approved plans have been satisfactorily completed. It is the responsibility of the applicant to monitor the expiration