Elmore County Growth and Development Office Procedure Handbook

Updated August 23, 2012

Office Procedures Index:

Page:
3. Overview of applications 5. Acceptance and Issuing Procedures 9. Setting up for Public Hearing 10. Public Hearing/Public Meeting Procedures 12. Order Each Application File Should Be in 13. Overview of General Office Duties 14. Submitting Bills and Invoices 15. Using AS400 for Parcel Inquiry and Receipts 16. Using AS400 for Receipts 19. Use of the Credit Card Services 20. PC, PUD, PUDD Invoices and Billing 21. Planner Other Duties 22. Building Inspection Requests

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OVERVIEW OF APPLICATIONS Basic Applications: Zoning Permit Pre-Application Meeting Form Neighborhood Meeting Form Conditional Use Permit Subdividing Applications: One Time Division Farm Development Right Preliminary Plat Final Plat Co-location Address Application Variance Application Application for Administrative Decision Accessory Dwelling Unit Application Agriculture Exempt Application Boundary Line Adjustment
Zoning Permit: Basic application used to identify and allow specific uses on property except for the following building permits: Siding/re-siding does not require a zoning permit or windows unless the size of the window changes. Zoning permit required for addresses and power hook-ups. Pre-application Meeting: All projects require a pre-application meeting with the Director. Neighborhood Meeting: All projects require the applicant(s) to hold a neighborhood meeting to discuss the proposed project with the surrounding property owners. The radius for the neighborhood meeting is determined by the Director with a minimum of 300. Conditional Use Permit: This application is used when a land use is permitted in a zone with a C in the column under the land use matrix. Conditional Use Permits require public hearings before the Planning and Zoning Commission. Subdividing Applications: The following applications are used when a landowner/developer is dividing original lots into two or more parcels: One Time Division and Farm Development Right: This application can be used for either one of these land divisions. This application does not require a public hearing this is an administrative decision by the Director. Preliminary Plat: This application is used when the owner/developer is dividing a parcel of land into 2 lots or more. This application requires a public hearing so the Planning and Zoning Commission can review the plat before it is given final approval. Final Plat: This application is used then the owner/developer has completed the Conditional Use Permit and Preliminary Plat. This is a public meeting item for the Commission to review the final plat before sending to the Board of County Commissioners for approval.

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Co-location Application: This application is for any work on existing towers, such as adding antennas or carriers. Address Application: Addresses need to be issued for all new builds. Addresses are not typically issued for bare or vacant land (see E-911 Ordinance for more details). Variance Application: This application is for any person wishing relief from any ordinance requirement, typically for setbacks or height. Application for Administrative Decision: This application is used when a land use is permitted in a zone with an AA in the column under the land use matrix. Administrative Decisions do not require public hearings before the Planning and Zoning Commission the Director has the authority to make the decision to allow the use. Accessory Dwelling Unit Application: This is an Administrative Decision that has other restriction associated with it. The Director has the authority to make the decision to allow the use. Agriculture Exempt Application: This use is decided by the Director and the Building Official, 2 sets of plan must accompany the application and the parcel must be 5 acres or more. Print a Parcel Inquiry from AS 400 to verify. Boundary Line Adjustment: This application is used to adjust the boundary lines on 2 or more parcels.

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ACCEPTANCE AND ISSUING PROCEDURES: 1. Building Permit: Have applicant fill out Zoning Permit o Verify parcels legal description is a legal lot. This is done by running an AS400 (see AS 400 for procedure). Applicant will submit a completed Zoning Permit and 2 sets of Plans for the structure/addition, etc. Be sure there is site plan. Building Official will figure costs Fill out Building Permit o Valuation needs to be entered. o Fees are for building permit (excludes Zoning Permit) o Occupant Deposit Admin Fee o Zoning Permit o Total Fee o Be specific when describing the structure (use dimensions, square footage, attached or detached garage, etc.) Fill in Power Release (if necessary) Fill out Zoning Permit with Building Permit and Power Release Permit numbers. Be sure to sign and date back of Zoning Permit for approval. Applicant gets Pink copies of Building Permit, along with an Orange Card (list of Inspections) Give applicant copy of receipt. Give white and yellow copy of building permits to Administrative Assistant to log into the computer. White copy will go in the filing cabinet located next to the administrative Assistants desk. Yellow copy of Building Permit will be taken to Assessors office 2. Conditional Use Permit: Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) o Any and all site maps (make sure there are 8.5 X 11 copies of maps for photocopying). Accept payment for all applications. Let applicant know public hearing will be scheduled once the application has been reviewed and is accepted. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, a letter will be written to applicant with date and time of Public Hearing Publish in Mountain Home News at least 15 full days prior to the public hearing (3 weeks) Send out notices to agencies and property owners at least 7 days prior to public hearing. Post notice on property at least 7 days prior to hearing. After public hearing applicant must be notified in writing of the decision. This is done by a Findings of Fact, Conclusions of Law, and Order known as an FCO. 3. Preliminary Plat: Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached:

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o Names and addresses of neighboring property owners within a designated radius

(determined by Director) Any and all site maps (make sure there are 8.5 X 11 copies of maps for photocopying) Maps must be drawn to professional standard. Accept payment for all applications Let applicant know public hearing will be scheduled once the application has been reviewed and is accepted. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, a letter will be written to applicant with date and time of Public Hearing Publish in Mountain Home News at least 15 full days prior to the public hearing (3 weeks) Send out notices to agencies and property owners at least 7 days prior to public hearing. Post notice on property at least 7 days prior to hearing. After public hearing applicant must be notified in writing of the decision. This is done by a Findings of Fact, Conclusions of Law, and Order known as an FCO. o

4. Final Plat: Review for compliance with conditions set by the Commission on the Conditional Use Permit and Preliminary Plat Review paper copies for signatures or verification from the County Engineer and the Assessors office. Schedule for public meeting (does not require a public hearing, nor notification) After complete, Director will have the Commission Chairman or Vice-Chairman sign the plat and then schedule the Final Plat to go the Board of County Commissioners for final signatures. Mark land in plat map book with subdivision name. Copy subdivision map and put in the Subdivision book. 5. One Time Split or Farm Development Right Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) Accept payment for all applications. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, the Director will write a letter to applicant with further instruction. 6. Variance Application Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) Accept payment for all applications. Let applicant know public hearing will be scheduled once the application has been reviewed and is accepted. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, write letter to applicant with date and time of Public Hearing

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Publish in Mountain Home News at least 15 full days prior to the public hearing (3 weeks) Send out notices to agencies and property owners at least 7 days prior to public hearing. Post notice on property at least 7 days prior to hearing. If the Variance is approved by the Planning and Zoning Commission it must go before the Board of County Commissioners for approval also. Once the appeal waiting period is over schedule for the Board to hear the Variance. After public hearing from the Board applicant must be notified in writing of the decision. This is done by a Findings of Fact, Conclusions of Law, and Order known as an FCO.

7. Co-location Applicant fills out application, review for completeness. Accept payment for application. Inform applicant we will have to review the application for completeness and give it to the Director for approval. 8. Address Application Applicant fills out application Copy plat map or subdivision map and have applicant mark where house is on map and show which direction the front door will face. Give application, copy of zoning permit, and map to E-911 Department 9. Application for Admin Decision Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) Accept payment for all applications. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, the Director will write a letter to applicant with further instruction. 10. Boundary Line Adjustment Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) Accept payment for all applications. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, the Director will write a letter to applicant with further instruction. 11. Agriculture Exempt Application Have applicant fill out application completely o Verify parcels legal description is a legal lot. This is done by running an AS400 (see AS 400 for procedure). Applicant will submit a completed application and 2 sets of Plans for the structure. Be sure there is site plan. Building Official and Director must approve application before a permit is issued Fill out Building Permit

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o Fees are for building permit o Be specific when describing the structure (use dimensions, square footage, Ag Exempt) Fill in Power Release (if necessary) Applicant gets Pink copies of Building Permit, with an Orange Card (list of Inspections) Give applicant copy of receipt. Give white and golden copy of building permits to Administrative Assistant to log into the computer. White copy will then be returned to the Building Inspector. Yellow copy of Building Permit will be taken to Assessors office Write power release on index card under the first letter of last name (do not alphabetize)

12. Accessory Dwelling Unit Application Review application for completeness, assist applicant to fill out any blank areas. Verify all supplemental information is attached: o Names and addresses of neighboring property owners within a designated radius (determined by Director) Accept payment for all applications. Create file folder with applications and supplemental information. Log in the Project log for a File number Give file to Director for review Once file is deemed complete, the Director will write a letter to applicant with further instruction.

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SETTING UP A PUBLIC HEARING:

Consult Director for a date o If scheduled on a date other than the first and third Wednesdays of the month, call the American Legion Hall for availability o Send letter to applicant accepting application and with the date, time and place of the public hearing Must be published in the newspaper at least 15 full days prior to the date of the public hearing. o Newspaper will email over a proof, verify if the information is correct and fax back the approved proof Mail out public hearing notices (usually mailed on the date the notice appears in the newspaper) o 15 days prior to the date of the public hearing (30 days if property is located within the Area of City Impact of Glenns Ferry) If in the Glenns Ferry Area of City Impact, Glenns Ferry must be notified 30 full days prior to the hearing.

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PUBLIC HEARING/PUBLIC MEETING PROCEDURES Things to do after the application has been accepted and before the meeting evening: Accept application and schedule a meeting date o If not on a regularly scheduled meeting night call the American Legion Hall for availability. Keep in mind that they have asked for us not to schedule meetings on the second Wednesday of the month. Publish notice in the paper o Email notice to newspaper at sswenson@mountainhomenews.com Must be at least 15 days prior to hearing date (at least 3 Wednesdays prior to the scheduled date) Mail out notices to neighboring property owners and interested agencies on the Wednesday the notice appears in the paper( I usually mail them out the same time I placed the notice in the paper) Email and mail staff reports and agendas to Commission members and applicants on the Monday of the week prior to the meeting and email staff report with attachments to applicant Admin Assistant will post agendas on door of American Legion Hall, Growth and Development Door, and at the Courthouse upstairs by the security desk and downstairs by the courtroom. o

Day of Meeting: Check all files for new letters for the record since the staff reports were mailed o If there are new letters make a supplement staff report Admin Assistant will call commission members to remind them (usually done in the morning) o Call Chairman last and inform him/her of anyone that will not be at the meeting. This is important because there must be a quorum there. Call applicants and remind them of the meeting date. Inform them if there are any new letters for the record since they received the staff report on their project. Offer to give them a copy at the meeting, or they can pick up a copy in the office. If meeting is held on any other evening besides the 1st and 3rd Wednesday, call the American Legion Hall to confirm the reservation of the meeting. If there are public hearings make a separate signup sheet for each applicant Place name plates on the tables in the appropriate locations Set up the audio equipment and recording devices in the American Legion Hall (usually done in the afternoon) o Recording Devices: Be sure to check the recording system at this time to make sure that it works. Replace batteries if needed. Erase any previous audio on the recorder (if not already done). o Audio Equipment: Set up microphones for each table and one on the podium Connect all cables to the black amplifier box at the back of the room Test equipment. Volume on the amplifier should be set between 3 and 4 on each knob. Place the speakers on opposite sides of the room (one on the bar and the other one on the other side of the room) Things to go into the Brief case: o All application folders o signup sheets and pens (check to make sure pens works) o supplement agendas (if any) o Extra agendas to place by door o Any other information as needed

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Evening of the Meeting: Place signup sheets near the entrance of the hall, or where pubic will see them o Before the meeting starts the Admin Assistant will gather the signup sheets and hand them to the Director Hand out to all Commission members any supplemental information Check audio and recording again before the meeting begins Make sure that all audio microphones and recording microphones are turned on. After the Meeting: Turn off main audio power Gather all papers left by Commission members. Make sure that all signup sheets and written testimony submitted is in the folders or briefcase. Remove notices from doors Make sure the lights are turned off including the downstairs bathrooms Double check to make sure that all doors are locked in both the American Legion Hall and the Growth and Development Office. Remove all the sound equipment, name plates, and recording devices and place back in the office.

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A. B.

ORDER EACH APPLICATION FILE SHOULD BE IN The following list begins at the back of each side of the file moving forward in each side of the file. Should more than one public hearing be held on the same app, segregate the information from each hearing as if they were separate applications adding to the file as previously stated.

Folders for project are set up by designated colors and code as follows: Orange LOI (Letter of Information) Black ADD (Administrative Decision) Purple CUP (Conditional Use Permit) Pink BLA (Boundary Line Adjustment) Burgundy OTD (One Time Division) Green VAR (Variance) Gray REP (Report) Blue SUB (Subdivision) Aqua ZDA (Zoning Development Amend) Red CPA (Comp Plan Amend) Yellow REZ (Re-Zone) Example = CUP- 2001-01 Left Side 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Original typed Notice of Public Hearing Originals of letters to adjoining property owners & interested agencies (political subdivisions) Copy of list of adjoining property owner's names & addresses Copy of affidavit of publication Returned notices of public hearing Letters from adjoining property owners and interested agencies (political subdivisions) Notes on application Postage & publication Any additional info on app Staff Report Public hearing and meeting minutes

Right Side 1. 2. 3. 4. 5. 6. Pre-application Form Neighborhood meeting Maps Surveys Original application FCOs

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OVERVIEW OF GENERAL OFFICE DUTIES: 1. Become informed of zoning requirements by reading and comprehending the Zoning and Development Ordinance and related ordinances and the Comprehensive Plan. 2. Submit Notices of Public Hearing to Mountain Home News before 12:00pm on any Friday. This could delay an applicants project if the notice is not in on time. 3. Prepare letters to interested agencies with copies of the applications and a map (single sided) and notices to adjoining property owners with a map (single sided), to be mailed by the published date. 4. Monday on the week before meetings get copies of staff reports and applications ready for Commission members packets. Packets are compiled in order of agenda items, with the minutes and FCOs at the end. Mail packets to Commission members and Attorney. Each member of office staff gets a copy, and one goes in the file. 5. Post agendas in required locations in a timely manner. 6. Remove agendas the day after meetings. Put away previous nights meeting equipment and information. 7. Handle whatever the previous evenings meeting/hearing requires. 8. Transcribe meeting minutes and prepare FCOs. 9. After meetings/hearings ensure office and American Legion Hall are secured before leaving. 10. Other duties as required. DAILY AS NEEDED 1. Answer phones, take messages, and help callers/customers as needed 2. Greet customers and answer questions, issue zoning and building permits. 3. Accept payment and issue receipts. 4. Keep files in order as provided. 5. Update building permit log, inspection log and receipt log. 6. Once a building permit has passed the final inspection, a C of O needs to be issued and the Occupant Deposit needs to be returned. Make a voucher for the director to sign, then scan it and take to the clerks office. Mail the C of O and attach a copy to the building permit. 7. Before 10 am make the daily deposit, post mail and check box in the payroll office for any mail or correspondence. WEEKLY 1. Bring yellow copy of building permits to Assessors Office. 2. Fax the power release numbers to Idaho Power MONTHLY 1. Update calendar in office. 2. Send the copy machine counts to Xerox. 3. Send letters to building permit holders that have no activity for 6 months. WHEN TIME PROVIDES 1. Review pending files for all necessary information and prep for public hearing 2. Review files on bookshelf for completeness. File any older files in cabinets or upstairs.

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SUBMITTING BILLS AND INVOICES Bills are due to the Recorders Office on the 1st and 3rd Mondays of the Month Bills without Invoices: Commission members American Legion Hall rent Bills with Invoices: All bills except above A voucher must be created for each bill and submitted to the Director for approval. Once the Director has approved the voucher and signed them, they need to be scanned into the computer along with the invoice from the company. The vouchers are then taken over to the clerks office for payment.

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USING AS 400 FOR PARCEL INQUIRY AND RECEIPTS

To use AS 400: User ID: CAWIN: Password: CAWIN User: COUNTER (you will either hit crtl or enter depends on your computer) Password: COUNTER (you will hit either crtl or enter depends on your computer) You will have to hit enter; the screen will look something like this now: Select one of the following: 1. Taxmaster Inquiry 2. Tax Due Inquiry 3. Name/Address/Zip Code/Parcel Number Search 4. Recording Inquiry 90. Sign Off Selection ___ Select 3 and hit enter. The screen now looks like this: Make the appropriate entry in ONLY ONE of the following: Enter the NAME you wish to search for: __________________________ Enter the ADDRESS you wish to search for: ______ ___ __ __________________ __ ______ Enter the PARCEL NUMBER you wish to search for: ___ _________________ __ Enter the ZIP CODE you wish to search for: You can enter in any of the fields but only one. F3 exits back to the main menu and once there 90 logs you off. _________ TXO040 TXO050 PMO070

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To use AS 400 for Receipts: User ID: CAWIN Password: CAWIN User: this is your user id assigned to you for receipts Password: this is your password assigned to you for receipts This is the screen you come to: Select one of the following: 1. Print Receipts 2. 3. Print Receipt Report 4. 5. Update Control File 6. Update Receipt Type File 7. Update Agency File 8. Update Short Name File 9. Update Operator/Password File 10. Sign Off F3= Return to Previous menu Selection or command = = = > ____________________________________________________ _____________________________________________________________ F3 = Exit F4 = Prompt F9 = Retrieve F12 = Cancel F13 = Information Assistant F16 = AS/400 main menu You will want to select 1 for making a receipt. Here is the Screen you will see: Date: 5-27-2011 Received From: ________________________________________ ________________________________________ ________________________________________ Void: _ Check #: _______ Credit Card? __ Y/N Check Amount : ______________ Currency : ____________ Coins : _______ Type Amount Quantity Ext. Amount Description __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ __ _______ ___ Receipt Amount : _____________ Comments : __________________________________________________________ __________________________________________________________ F1: Print F7: Exit F11: Update Old Receipt

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When typing in the name, type last name first, first name last. This makes it easier to retrieve the receipt in the system if we need to look it up in the future or to update the receipt is there is a problem with it. The date will automatically appear. When filling in the amounts do not use any . if the amount is $150.00 just enter 15000. Here are the codes for the different Type:

AS 400 Codes
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 Zoning Permit Building Permit Maps Variance CUP Appeals Ag Exempt Extension Occ Fee 1 Occ Fee 2 Occ Fee 3 Occ Fee 4 Occ Fee 5 Occ Fee 6 Boundary Line CD/Disk Copies/Postage Ad Dec/Acc Dwel/Grandfather Prelim Plat Final Plat Misc Mayfield Townsite PC Mayfield Spring PC Elk Creek PC Weitz PUDD Private Road Flood Plain Farm Devel/One Time Grading Permit Tower Co-location Admin Fee Plan Review Admin Fee B $50 $800 $800 $800 $250 $500 $50 $200 $450 $700 $950 $250 $10 $250

$100 $250 $500 $50 $800

$50

In the comments section enter the Building Permit number any other information necessary. To print hit F1. There will be 2 receipts that will print. Give one to the customer and the other will go with the payment in the cash box. When making a deposit log on to AS 400 in the same manner for receipts, when you come to the main menu: Select one of the following: 1. Print Receipts

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2. 3. Print Receipt Report 4. 5. Update Control File 6. Update Receipt Type File 7. Update Agency File 8. Update Short Name File 9. Update Operator/Password File 10. Sign Off F3= Return to Previous menu Selection or command = = = > ____________________________________________________ _____________________________________________________________ F3 = Exit F4 = Prompt F9 = Retrieve F12 = Cancel F13 = Information Assistant F16 = AS/400 main menu You will select 3. This is the screen you will see: Enter Starting Date: Ending Date : Starting Receipt # : Ending Receipt # : Document Types : Operators : ___5-27-2011 ___5-27-2011 _______ _______ __ __ __ __ __ __ __ __

__________ ________ _________ __________ ________ _________ Only print last page totals? N Y/N Printer to use : PGD__________ Drawer : 1 (1/2/3) Copies: 1 (1-5) F1= Print Report F7=Cancel

The date will automatically be entered. You may have to change the date according to the date the receipts were issued. Hit F1 and enter your initials.

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USE OF THE CREDIT CARD SERVICES

Log in to Pay Port. Username: Password: Once logged in you will need to choose from the drop down menu the different items that are to be charged. Once you highlight it, you have to add it by pushing the add button. Another screen pops up where you can add a note or it OK. All prices are already loaded except the ones that vary, on the ones that vary, once you it the add button another screen pops up where you will add the prices, then it OK. The processing fees will be automatically entered. Once you have all fees entered hit the continue button in the bottom right hand corner. The next screen you can skip, hit continue again. On this screen make sure the information is correct before going any further. If the information is correct hit continue. Fill in the blanks, and hit finish. It will process. Print two (2) copies of the receipt. Have the person sign one that we will keep and give the customer the other one. The signed copy will go in the cash box and will be taken with the deposit. Also, make a regular receipt in AS 400.

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PC, PUD, PUDD INVOICES AND BILLING

Every week the hourly time spent on the PCs, PUDs and PUDDs need to be tracked in the appropriate account. We have to keep track of everything we spend in order to charge the project for and to answer for the audit in October. Each file has its own spread sheet to ensure that the time spent on the project is tracked. To track the hours go the appropriate file, for example: Mayfield Springs PC- PC workbook- Mayfield Springs 3rd quarter May 2012 Jul 2012. Open this file; go to the correct month (May 2012). Enter the appropriate number of hours in the correct dates for the correct person (Director, Admin, Planner I, Planner II, Legal, or Code Enforcement Officer) and save the work. The amount will transfer to the main sheet and will let you know how much is left in each category. Once a month around the 3rd or 4th of the month it is time to send a bill to the developer and a voucher over to the Clerks office to distribute funds from the account to the general fund. The first thing you should so is to ensure that all the times for each person has been updated. Check with the Admin Assistant if there are any invoices that have come in from any of the consultants and verify if the Admin Assistant has sent vouchers to the Clerks office for the consultants invoices. If the Admin Assistant has not sent vouchers to the Clerks office you will need to prepare a voucher for each consultant in order for them to get paid, make a copy of the invoice for the voucher, one to send to the developer (applicant) and there should be one left to maintain in the binder. Once the voucher is prepared, attach a copy of the invoice to it and place it in the wire basket on the Directors desk. Next is to prepare the voucher from the PC to send over to the Clerks Office, this takes the funds that have used for the previous month from the PC and distributes into the general. Prepare a voucher with the amount of money that has been used by staff, any mailings, publications and misc. funds that need to be taken from the PC and distributed into the general fund. Print 2 copies and place on in the Directors wire basket and the other in the binder. Next go the spread sheet titled Total and enter all the information from above (staff time, consultant time, mailings, publication, etc.). Print 2 copies (one for the applicant and one for the binder). Prepare the bill for the applicant, in the folder Bill and Voucher there are 2 separate letters, one is a monthly bill for getting paid for the consultant times and the other is a summary of the account. These 2 of them need to be sent separately. The bill needs to be sent Certified/return receipt.

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Other responsibilities:
Daily duties: the Admin Assistant will place the daily deposit sheets in the top basket, verify that the funds have been deposited into the correct accounts and initial the sheets and place in the correct folder in the filing cabinet in the Directors office. If the funds have not been deposited in the correct accounts; speak with the Admin Assistant and/or email Trecia McCain in the clerks office with the corrections and she will then send a corrected deposit slip over. Monthly duties: go through the receipts log and track all the Occ Deposits and the building permits log. The building permits log to see which permits have been finaled out and the deposits issued; this need to be done in order to keep track for the audit in October. The auditor was not concerned with the deposits for roads because they come in and go out quickly. We started taking the admin fee out of the Occ Deposit February 29, 2012 before we deposited the money.

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Once a building permit has been picked up the contractor or owner can call and request an inspection. When this occurs an inspection sheet needs to be filled out, the name of the person the permit if for, the address of the project, permit number, contact name and a phone number of the contact person. Mark the box for the type of inspection that is being requested, the date of request and the date that the inspection is wanted. If the inspection is for the final, you need to ask is the electrical, plumbing and HVAC has been finaled and the numbers for the house are located on the house or near the road where they can be seen by emergency responders. Then write the information on the white board on the appropriate day for the building inspector and attach any other inspection sheets to it. Once the building inspector has completed the inspection he will give the sheet(s) back to the Administrative Assistant. The Administrative Assistant will then enter the inspection in the computer and attach the inspection sheets to the building permit. When the project has been finaled a Certificate of Occupancy or Compliance needs to be completed and one sent to the owner and one attached to the permit. The permit, C of O/C and all inspection sheets need to be scanned into the computer. The scanned version needs to go into the appropriate file. A voucher needs to be created for the deposit to be returned to the applicant. The voucher needs to be signed by the Director, then scanned and taken to the clerks office so it can get paid.

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