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Introduction The Property Inquiry is a tabbed form. Each tab shows information about a different aspect of the roll and may contain one or more buttons. The main screen has its own buttons and a bunch of red words, or flags, at the bottom that indicate which rolls have certain features. All of this will be explained here starting with the Names tab.
The first screen you see, upon clicking on Property Inquiry from the Property Management menu, will look similar to the picture below.
The Names tab shows general contact information as well as several extra fields.
There are also eight buttons in the above picture. The one on the bottom right with the yellow question mark can be used to access this help page. There may also be words in dark red on the bottom left or tabs or buttons may have words on them that are dark red instead of the usual black. They are called flags. The rest of the buttons and the flags are detailed below. Roll Names Button The Roll Names button will pull up the Roll Names report for the currently selected roll. This is a simple report that contains most of the fields listed above. It can also be included in the Master Report. Usages Button This shows a list of rolls grouped by the data in their property usage field. It is simply another way of classifying rolls. You can add property usages like Group Home or Water Station to the available list using the Codes form. Subdivisions Button The Roll Subdivision Status report shows all rolls that have data in their Subdivision field. The data does not have to coincide with MPAC's subdivision numbering. RMS Button This button will pull up a form which lists all of the files to which the current roll is linked. If there is no data for this form, then the button's RMS letters will be black; otherwise, they will be red. Change Button For those who know the administrator password, this button will launch the Change Roll Numbers form. This form shows everywhere that roll is used. If the roll is not in the Master table, the name will show up as Missing. If the roll to be changed is in use by the Fire Watch system, you may want to inform the Fire Department that their data needs to be changed. It is not the fastest form since it has so much data to pour through, but it is powerful. That is why a message box asks you to double check each roll change. Print Button
Search Button
Flags The red words on the Property Inquiry form are called the 'flags.' The tabs which have red text for their labels have data for that roll. The only exception is the Property tab, which almost always has data. One other flag that may be visible is the Lot Grading flag along the bottom of the form. This will appear if a Grading Inspection was set to Acceptable for any permit for this roll.
The Property tab shows property characteristics for all primary entries and site dimensions for certain subordinate entries. Here is a brief explanation of the lesser known fields:
While that is it for the fields, there is also a button on the Property tab. The Chg Zoning button will pull up the Change Zoning form shown below.
A property can, of course, have multiple structures. They are listed here with the details about each structure on the property. There is actually too much data here for one tab, so there has to be a scroll bar. As well, along the bottom are record selectors. If more than one structure exists for the current roll, you can use these buttons to navigate between the structures. Unlike the Municipal Tax Manager system, all of the data is not on the screen at one time, but this design makes it easier to edit the information when needed. Be careful when editing. If changes are not submitted to the Assessment Office, then any changes entered on this screen will be removed when the SAS is updated next January. The pull down list for the Character of Construction code has five columns, four of which show in the box to its right. Those five columns are as follows: Character of Construction Code, Framing Description, Floor Description, Roof Description, and Walls Description. If you forget this, they are listed along the top of each column in the pull down list. The rest of the fields are fairly self explanatory.
This tab contains a list of all the permits issued for the selected roll. ability to keep track of building permits. As shown in the picture above, the top part of the tab is in blue and shows the labels for the text fields of each record below. Two lines are used in order to save space since so much information is stored for each permit. Though the top line is yellow, they may still be editable depending on the roll's locking status described above. As well, if more than a few permits exist for the current roll, then they are all visible on the screen by using the vertical scroll bar which would be on the right. Each of the fields are described below.
There are also several buttons along the bottom of the permits tab: New, Delete Permit, Change Roll, Details, and Permit List. These are described below. New Button
If you pick ChangeUse or Septic as the type of permit, a higher series of numbers will be used. The starting value is determined in the Setup Wizard. In the example in the picture, the septic permits are in the 2000 series. That is, septic permits will start at 2001. The default fee for septic permits can also be set in the setup wizard. If the fee is zero or blank, then no fee will be added automatically. Other items are added automatically for new permits. A new file in the Records Management System is created for non septic permits. As well, it is verified that the roll is in the Legal Descriptions table and the current permit is linked to that roll. Finally, the new permit is added too as long as all the required fields have been completed. Delete Roll Button This button currently does not delete the permit, but sets it to deleted and hides it. This is so the permit numbers could not be reused. A purge deleted screen will probably be added so deleted permits against a roll to be removed will not interfere with the SAS update process. Change Roll # Button Mistakes happen. Sometimes permits are put against the wrong roll number. Sometimes roll numbers change, are deleted, or properties are split or are combined into one. These are all reasons for the existence of the Change Roll # on Permit. To move a permit, first select the permit to be moved by clicking somewhere on its record on the Permits tab. Next, click the Change Roll # button. A screen similar to the picture below will appear.
The Roll # box shows the roll to which the permit was assigned. Simply choose the correct roll number from the list box. Details Button This button will bring up the Permits form showing all permits for the currently selected roll. This is different from double clicking on a permit number which will show only that permit. Permit List Button
This button gives access to a report that shows some key roll information and lists all of the permits for the currently selected roll. If there is more than one owner, then the first two owner names will appear on the report.
The above screen is used to keep track of bylaw complaints that involve a property. Most deal with lack of licensing or permits, trespassing, noise pollution, farm animals in the yard, excessive debris in the yard, or with dogs that are barking, running loose or attacking. Some of the complaints may end up leading to Legal Action. There are also two buttons along the bottom of the tab for deleting and printing the currently selected record.
Whenever a development application is received, it is entered onto the Development Applications form. These applications list one or more rolls that are to be affected. If the current roll is listed on one or more development applications, then some of the details will appear on this tab. Double click on the Application # to pull up the Development Applications form.
The Committee of Adjustment (COA) is a body that is composed of individuals appointed by Council to consider requests for minor changes, or variances, to the municipality's Zoning Bylaw. The purpose of the Committee is to provide a forum for the expeditious and practical consideration of minor variances to the municipality's bylaws. Variances are minor if they are not of sufficient magnitude to warrant the formal consideration of Council. The committee is also authorized to give consent to an owner of land who wishes to sell, convey or transfer an interest part of their land if, in its opinion, the application conforms to the provisions of the Planning and Development Act, Official Plan and the Zoning Bylaw. The COA tab keeps track of these applications. The File Number can be up to 10 characters. The
values available to the Type and Status pull down lists can be fields and type field will accept either Minor Variance or Consent. More statuses and types can be added to the lists using the Codes form.
There are two buttons along the bottom of the COA tab. The first lets you delete the current COA record for the current roll. The second button pulls up a form similar to the Change Zoning form which
is accessible from the Property tab except it is used to amalgamate COA statuses.
Construction that is happening without a permit may be issued an order to comply (OTC). Keep track of these orders to comply by entering them on the OTC tab for the appropiate property. Once a permit has been taken out for the work, select that number from the Permit # column. The buttons along the bottom of the OTC tab allow you to delete an OTC, view a scanned image of the order that was written up on paper, and view a report showing the still permitless orders to comply.
Records stored on this tab indicate that authority was given to alter the current roll in some way. Some
will be short term and will have an expiry date. The installation of a floating dock or the alteration of an aspect of the shoreline are usually authorized for a short period of time. Others, like letters to the
Alcohol & Gaming Commission may not have an expiry date. Use the Codes for to add more agencies to the Authority pull down list. There is also a Summary button along the bottom.
This provides a list of rolls that have information on their Authority tab on the Permit Inquiry screen. The rolls are grouped by whether or not their Authority has expired. Sewage Tab
Properties that have some kind of sewage system, like a privy or a trench, are subjected to periodic
inspections. The Area can help group the roll while the bottom section of this tab keeps track of when inspections are done as well as whether or not a certificate of approval was issued. Double clicking the
inspector's name will bring up the the Sewage System Site Reinspection form.
Fire inspections are done as a preventative measure. If a building permit has been issued and an inspection must be done by the fire department first, check this tab before booking inspections. If there are outstanding issues, then there will be a Correct By date and possibly a Reinspect date. Double clicking on the File # will pull up the Fire Inspections form, shown below, to that File Number.
This is similar to the Inspections screen used in the Fire Watch II system, but it is more limited. The data can be neither edited nor deleted. Nor can the building department add fire inspections using this
form. The only button available is a Print button that will produce the Fire Inspection report. The information on the report and on the above Fire Inspections screen is drawn directly from the Fire Watch II system. Stops Tab
If an order to comply has not been followed, and a permit was not issued, then a building inspector can issue a stop work order. Once the paper work has been completed, type its data into a line on this tab. You can also scan in an image of the original stop work order form to be pulled up with the Images button. Once a permit has been issued, enter it into the Permit column, so this stop work order will no longer appear on the Permitless report.
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