Permits Hanging You Up?

Permits can either keep a project moving — or bring it to a standstill. 

“Permits are one of the biggest delays in pool construction, but many are preventable,” says David Randolph, president of Sac Pool Pros in Sacramento, California. “It’s the builder’s responsibility to understand each jurisdiction’s process, submit complete and accurate plans and communicate proactively with inspectors. It’s also necessary to educate homeowners up front about realistic timelines and potential site-specific challenges.”

Every city, county and health department has its own review process, timelines and code interpretations. 

“The Sacramento metro area has dozens of cities, and every one is different,” Randolph says. “In some, you can still walk in and hand-deliver a permit. Some are digital, where you can do it all online.”

For Zach Allen, president and owner of Robert Allen Pools & Spas in Reno, Nevada, working across multiple jurisdictions in Nevada and California also means navigating very different permitting environments. In some rural Nevada counties, permit applications even go directly to the state.

“You have to know your jurisdiction,” Allen says. 

Rejections and revisions can quickly extend timelines, making complete submissions and early planning essential.

Avoid incomplete or illegible submissions

Builders commonly overlook plot plans and supporting documents that show the pool’s location, size and setback measurements in relation to the home and property lines. 

Randolph says preparation starts long before plans are submitted. His company uses Structure Studios software to create 3D layouts and organize city-specific documentation before submission.

“One thing we do that saves a lot of time is preorganizing many of the documents cities repeatedly ask for — equipment specifications, Title 24 information, site plans and engineering documentation,” Randolph says.

Plans also need to be thorough, legible and professionally prepared — not handwritten or roughly sketched. 

“I can’t tell you how many builders either hand draw still or they turn in these tiny plans that the city can’t read,” Randolph says.

He recommends printing plans at a minimum 24-by-36-inch format with large, readable text to reduce back-and-forth with reviewers.

Educate customers early

There’s often a disconnect between sales teams’ understanding and permitting or code requirements, Randolph says.

For example, Randolph says fence heights frequently become an issue during inspections.

“We can’t pass preplaster because your whole fence around your property is only 4 feet tall,” he says. “It needs to be 5 feet.” 

Site conditions can quickly complicate approvals and increase project costs.

Randolph says grading and elevation changes are often underestimated early in the design process. That can lead to retaining walls, additional engineering and approval requirements that weren’t anticipated during the sales process.

Navigate multiple agencies carefully

Even complete submissions can be delayed if communication breaks down during the review, so it’s important to know which agencies are reviewing it and what each one requires, Allen says. “If we’re working in Incline Village, Nevada, we have three entities reviewing one set of plans to get a permit there,” Allen says. 

Allen says some jurisdictions also process pool permits infrequently, which can create confusion.

“Their plan reviewers aren’t familiar with looking at the pool code,” he says. “They’re honestly educating themselves on the fly. We’ll get comments back sometimes that don’t make any sense. You have to kind of course correct them.” 

Allen recommends checking whether jurisdictions provide permitting checklists or submission guides before sending plans.

“Some jurisdictions may have checklists for their permits,” he says. “Seeing what resources are available to you as a contractor can help guide the process.”

Keep up with changing codes

Builders say one of the biggest permitting mistakes is not tracking code updates.

“There’s always a disconnect,” Randolph says. “Every year, the laws change.” 

He recommends subscribing to newsletters and code update emails to avoid falling out of compliance.

Allen says different jurisdictions may adopt different versions of the same code. That means contractors need to verify not only which code applies, but which edition each jurisdiction is currently enforcing. 

Energy regulations raise new challenges

Energy and electrical regulations are becoming one of the biggest permitting challenges for builders, particularly in California.

Randolph says newer Title 24 heat pump requirements are creating unexpected complications for homeowners.

The problem, Randolph says, is that many homes are already maxed out on electrical panel capacity.

“So now we’re pushing 400 amps on a 200-amp panel,” Randolph says. 

In some cases, homeowners may need expensive panel upgrades, additional permits and utility coordination before construction can continue.

Commercial projects add complexity

Commercial projects often require more documentation and coordination than residential pools.

Allen says commercial pools may involve health department reviews, engineered head-loss calculations and several agency approvals before permits are issued.

Projects near Lake Tahoe can involve multiple layers of oversight, including the Tahoe Regional Planning Agency, local building departments, improvement districts and public health agencies.

“There are four government agencies that are reviewing your plans for conformance before you ever obtain and have a permit,” Allen says.

Preparation makes the difference 

Allen says long-standing relationships with inspectors and permit technicians help experienced builders better anticipate review timelines and expectations.

“We know our inspectors; we know the permit technicians,” Allen says. “We know what to anticipate and how to navigate it.” 

Both builders say permitting becomes much smoother when contractors stay organized, communicate proactively and understand each jurisdiction before submitting plans. 

“The easier you make it for them,” Randolph says, “the easier they’re going to make it for you.”