| Time | Speaker | Text |
|---|---|---|
| 00:00:04.17 | Jim | certainly value which will override your calculated values. Everything that just has a great background, you can't You can't change those. So based on what you place up here and what's set back in the defaults, for calculations, we'll give you the calculations. If for some reason, in some cases, you have your own business rules as to certain things would be overridden, you could override those values and put whatever you want in there. And then the totals will come out. The calculations will come out properly. It will always default to anything that you put in here and then go secondarily to there. As far as recording receipts, Um... as we've made a portal over here that allows you to record the type of receipt and then it will add it up and give you the amount paid down here. against what the total fee is. So if it's a plan check receipt for a plan check, you can put in who the payer would be, the amount, and payment method by check and reference would be the check number, say. and recorded by. What we would like to have in here is whoever is logged in, by your account name, but we have to talk about that. There's some issues with the IT department that wants to use |
| 00:01:54.36 | Doug | Let's talk. |
| 00:01:55.42 | Jim | Yeah, we won't talk about that. |
| 00:01:55.98 | Doug | No, I want to talk about it. Thank you. |
| 00:01:58.22 | Jim | Oh, okay. |
| 00:01:58.24 | Doug | Oh, okay. Oh. Well, they... |
| 00:01:59.69 | Jim | Well, they... |
| 00:02:03.74 | Jim | Yeah. Yeah. I may have to do some calculation in the background to do this. I don't know. IT department wants to use external authentication. |
| 00:02:18.19 | Doug | Let me put that in lay language. What the IT wants and what I want is that when you log on to, when you open up your computer in the morning and you log on, that log on there will enable you to be logged on to a file maker as soon as you open up without having to log on to file makers separately. Is that correct? |
| 00:02:41.68 | Jim | Pretty much, you're going to have to click one button to get in. |
| 00:02:44.50 | Unknown | Good. |
| 00:02:45.41 | Doug | Thank you. |
| 00:02:45.44 | Unknown | Yeah. |
| 00:02:45.69 | Jim | But fundamentally, they want The same, whatever you log into your computer with, with your username and password, They want that, once you log into your computer, they want to verify it against that when you get into FileMaker. Thank you. Um... It's a little geeky. |
| 00:03:05.18 | Unknown | season. the collection of what this is, or just Thank you. |
| 00:03:12.34 | Jim | uh... As far as I know, this wasn't requested specifically to use to override what you're using now for your fee collections or record keeping. It's to keep track of what is |
| 00:03:29.23 | Doug | So we started to have this talking to Springbrook, because right now, this is Springbrook, the software we're using to issue receipts. So I don't know why we might be issuing a duplicate here. That's all I can do. |
| 00:03:40.97 | Unknown | of what I was going to say. if we all have access to it. we don't have we don't all have access to do to make the seats from a control standpoint i don't know if charlie would want to change that policy but actually it's so this is |
| 00:04:07.97 | Doug | I don't think that. I don't see we, I'm not sure why we |
| 00:04:15.10 | Jim | Well, I don't actually remember. I didn't document who and why this was requested, but it was. |
| 00:04:15.42 | Doug | I, |
| 00:04:15.86 | Unknown | Oh, my God. |
| 00:04:23.82 | Jim | It took very little time to put it in, so I did. |
| 00:04:25.27 | Doug | to put it in so I did |
| 00:04:29.96 | Vicki Nichols | Thank you. |
| 00:04:29.98 | Doug | Thank you. |
| 00:04:30.00 | Vicki Nichols | Thank you. |
| 00:04:30.65 | Unknown | Maybe it was a place to put a receipt number. |
| 00:04:32.76 | Vicki Nichols | Yeah. I think that's what you're saying, right, Jim? This is not actually creating a receipt. It's just recording the receipt that was done. Oh, that's good. Yeah? |
| 00:04:42.40 | Jim | Yeah, it was my understanding it wasn't meant to |
| 00:04:42.42 | Vicki Nichols | Yeah. |
| 00:04:48.09 | Jim | usurp the spring, whatever it's called. It was just so you could keep track of, see what was done on the record at all times. That's obviously a redundant entry. |
| 00:05:05.13 | Unknown | every time these changes say it's a seat backer. Or seat backer. Or seat backer. Is it just one seat? should have displayed any one action or a different project has. 12 currents over the last five years. and go with that. will report display the five transactions that have occurred you Thank you. |
| 00:05:40.16 | Jim | Are you, well, the way it's set up right now is to just display all of the receipts for the individual permit as it sits here. If there were multiple receipts, permits for a given, say, address, we could certainly tie that in if you had to. I mean, you can just build relationships to the address if that's what you needed to do. |
| 00:06:13.81 | Vicki Nichols | I prefer it be tied into the permanent |
| 00:06:17.36 | Jim | Okay, that's something you guys, I mean, it's there. If you don't want it, it's easy to, I never delete anything, but I can certainly remove that from the layout. |
| 00:06:17.39 | Vicki Nichols | Okay, that's something. |
| 00:06:29.32 | Jim | It's there in the future. It's already built. If you need it, fine. If you don't, we can just take it off of there and not use it. That's something you have to make up your mind about. As I remember, it was there. It was put in just so you could, whoever's looking at the permit at a given time, would see the big picture of all of the transactions that occurred whether it's plan check or approvals or inspections or receipts. |
| 00:06:59.41 | Doug | Okay, that's all. So, we need to decide whether we want to be able to have a file maker track our receipt number. |
| 00:06:59.71 | Jim | That's all. Okay. Yeah. Playing... |
| 00:07:06.95 | Doug | So we'll move on. |
| 00:07:08.12 | Jim | If you're, one thing is, was it something like you were Were you manually giving receipts A number? or how is that generated? This can generate |
| 00:07:22.43 | Unknown | This can generate. |
| 00:07:29.45 | Jim | Oh, that's okay. |
| 00:07:30.46 | Unknown | All right. Plan check received and then the final bill. Okay. |
| 00:07:31.24 | Unknown | I am trying to get a little bit of a |
| 00:07:34.95 | Jim | Okay, well, I think you have to make a, you know, you have to decide how you want to use it if you do. |
| 00:07:36.53 | Unknown | you have to make a |
| 00:07:41.97 | Jim | Plan check is still under, we're under discussion about that. I have not. |
| 00:07:47.98 | Doug | Before we go back, I want to just receive. I didn't realize, so Doug's telling me that FileMaker is currently recording the receipt number. And so we have to enter in Maine. Well, I don't know. I don't know. So, Albert, Nicole, please speak up here. Do you want to continue to have that ability? |
| 00:08:08.61 | Unknown | Thank you. |
| 00:08:08.65 | Doug | Yeah. |
| 00:08:08.98 | Unknown | Yeah, we need to track the receipt number in case we need to do refunds or... |
| 00:08:14.38 | Doug | Okay. Great. Thank you. So Jim, can you go back to the receipt screen that you have there so that we can get the word on that clear so it's receipt number or something that's intuitive as opposed to receipt amount? Or do you also include the receipt amount today? in this ministry. Alfred McColl, John Harris. |
| 00:08:37.49 | Unknown | Well, the way it's entered now, the receipt number doesn't show relation to the receipt amount. There are several or at least two entries for the receipt number and several entries for the receipt amounts, but it doesn't tell you which amounts are referenced to the receipt number. |
| 00:09:02.73 | Doug | So you may have three receipt numbers listed. In file, they have three receipt numbers, and they have three amounts, but you don't know which one goes to the plate. Correct. Yeah, because you have zoning permit, plan check, and a lot of kinds of things. Okay, so what we'd like, though, is to have the receipt number, the receipt amount linked. That would be an approval. |
| 00:09:09.55 | Unknown | Correct. |
| 00:09:19.79 | Unknown | That would be helpful. In case we do need to issue a refund or a credit of any sort, we'll know which. Can you do that more? |
| 00:09:30.42 | Jim | Yeah, I just have to have the field. It might be a little quicker even if that's why you're going to do this. I can have you enter it right in the portal there so you wouldn't even have to open up a new one. You could just go to the bottom row and If you could just go up here and hit a date, instead of going here, You could just do it from here. and have a drop-down calendar and say today's date, and then put in the receipt number that you have. Okay. And then the next field, you have four fields. What it's for, drop-down menu for what it's for, and then the amount. Just those four fields, and you can enter them right directly from there. |
| 00:10:10.69 | Unknown | Amen. |
| 00:10:14.89 | Unknown | Thank you. |
| 00:10:17.69 | Jim | Yeah. |
| 00:10:17.93 | Unknown | Thank you. |
| 00:10:17.96 | Doug | So, |
| 00:10:17.99 | Unknown | . Thank you. Oh, yeah. |
| 00:10:24.95 | Doug | the corner here. |
| 00:10:29.94 | Jim | Okay. |
| 00:10:31.51 | Doug | Thank you. |
| 00:10:32.98 | Vicki Nichols | So on the, what screen is this? |
| 00:10:35.97 | Jim | The fees. |
| 00:10:36.61 | Vicki Nichols | It's the feet. So to enter a new receipt, you just press new receipt. |
| 00:10:44.32 | Jim | If you're just going to enter those four bits of data, We don't even have to have the secondary screen. You could just enter them right in there. We can go over that. So where are these fees coming from? |
| 00:10:55.71 | Vicki Nichols | from. |
| 00:10:56.05 | Jim | Thank you. |
| 00:10:56.06 | Vicki Nichols | Thank you. |
| 00:10:57.25 | Jim | Where are they coming from? |
| 00:10:57.90 | Vicki Nichols | Are they automatic once you put in the valuation? Or did you enter them already, the receipts? |
| 00:11:04.89 | Jim | They're just, when I ask for a new receipt by clicking this button, |
| 00:11:08.37 | Vicki Nichols | Amen. |
| 00:11:09.43 | Jim | It just brings it up. It gives today's date. Thank you. |
| 00:11:12.14 | Unknown | Oh, OK. |
| 00:11:12.48 | Jim | And the type of receipt, say a mechanical permit, then it goes to the amount. payment method and so on. Unless you... want to You could have the option. You could do it that way if you wanted more detail. It's up to you guys. but I can expand that portal, what's called a portal, this area here. to just include the four fields that gives you your base information that you don't really have a full handle on. We don't. Okay, the rest of this holds. |
| 00:11:52.26 | Doug | So I want to make sure, I want to, you know, the purpose of our conversation is to make decisions. So I, here, Jim, I hear, have we given Jim a clear direction on what we want here? |
| 00:12:06.82 | Vicki Nichols | Yeah, we want to have the receipt number match the amount. So if I entered, when they submit, they'll pay a plan check fee usually and zoning permit. So I want to go on Monday the 8th and see There's a zoning permit fee paid and a plan check fee paid under one receipt. That's what we want. |
| 00:12:28.37 | Unknown | Thank you. |
| 00:12:28.57 | Unknown | Thank you. |
| 00:12:28.64 | Doug | Okay. |
| 00:12:28.72 | Unknown | Thank you. |
| 00:12:29.42 | Doug | Thank you. |
| 00:12:29.43 | Unknown | I'll design it. So there will be something in each field for each one. |
| 00:12:34.38 | Doug | Thank you. |
| 00:12:34.39 | Unknown | Thank you. |
| 00:12:34.45 | Doug | Right. |
| 00:12:35.09 | Unknown | you |
| 00:12:35.34 | Doug | Thank you. |
| 00:12:36.22 | Jim | And just for reference, |
| 00:12:37.04 | Doug | Can you add anything else on that little thing there? Speak up or preferable to peace? Okay, Jim, it's another time. |
| 00:12:42.60 | Jim | One last thing is that you can actually do a find in that portal for a given date or a given type or for a given number. So you could come to this layout and go into fine mode and do your search from here. It takes slightly longer to do that, the search. It's not a lot, but it can be done just for your information. So you want reports for those receipts, we'll build a report for them as well. But if you just had to find something by a receipt number, you could go in and find in here. |
| 00:13:22.17 | Doug | I think it's hard for me to follow where we are. What if we were to start on the app permit tab and go through that screen and make sure everyone feels comfortable with it and then move on to the fee and then move forward here. So, you know, and I really, this is the time to sneak up and you don't like it or you're confused by it. of those. |
| 00:13:52.48 | Jim | Hey, can everybody sort of see that? It's hard. Um... Basically, All this area up here where it says permit number, you can put in a permit number and click view. And it will just pull that permit so that all the other five tabs, you'll be on that permit. If you click new permit app application it starts a new record and you can put it in. the address and the APN and the land use and code. comes from county records on the on the demographics. Everything below is where it will also fill in some of the information, some of the data down here as far as the name and address of the owner and so on and so forth. The owner here. But it's sketchy. And in the future, we're going to end up having to clean, as it's called, clean the data. And you'll see as you go through these records, you're going to find oddities, oddity meaning Typically on the address line, you'll see 113 Tamales Street. Sausalito, California in the zip code. Well, that's tough to do a really accurate find on. You need to split this out into the city, state, and zip. So this is the way the county gave it to us, and we're kind of stuck with it. And we'll have to talk about... |
| 00:15:32.32 | Doug | talk about... |
| 00:15:37.77 | Jim | They gave the fields with combined data. |
| 00:15:41.39 | Doug | Thank you. So as we come across these, we'll have to be, can you take a moment when you're in a better record, just clean it up when you see the, now this one's already clean because on the address, it does not include the city or the state, but on, you know, you'll quickly find others that are where things are going to, and so all this data in this gray box here is what we've gotten from county records. |
| 00:15:56.42 | Unknown | Yeah. |
| 00:16:14.98 | Doug | Is that correct? Yes. |
| 00:16:15.81 | Unknown | Yes. |
| 00:16:16.37 | Doug | And so we'll only get that once, but it has an owner in there, and so that information will eventually get dated and stay out there. |
| 00:16:30.12 | Jim | Yeah, I think you're probably, I suspect that it would be when you have a new application. You're checking this data anyway against what the person applying for it gives you. And you could enter this. You can check it to see if it's accurate. If it's not, if it's been sold to a new owner, Put the new owner's name in it, that's all. |
| 00:16:52.50 | Doug | So that would be responsible. |
| 00:16:53.59 | Jim | but most of it's going to be will remain the same, the AP. APN and the Land use probably will remain the same in the description and all these things. |
| 00:17:05.31 | Doug | On the land use, I see this one says single family residential improvement. Is there a drop down menu of different things there? Or is that? No. This is. |
| 00:17:12.80 | Jim | No, that actually shouldn't be optional. I should gray that out because it comes with the address. |
| 00:17:21.13 | Doug | Okay. |
| 00:17:22.03 | Jim | It comes with the data. You shouldn't be able to modify it. See, I can't get in there, but I didn't clean it up. |
| 00:17:22.35 | Doug | come. |
| 00:17:22.62 | Unknown | Thank you. Thank you. |
| 00:17:23.41 | Doug | you |
| 00:17:23.63 | Unknown | Thank you. |
| 00:17:32.80 | Jim | OK. Over here... It's a type of project and class of work. It gives you all those options. There are check boxes. so that you could actually do multiple checks as opposed to radio buttons. So if it was a duplex spa or whatever, you could click both of them, and it's a remodel and a re-roof. |
| 00:18:02.73 | Doug | Are you able to click those on this particular screen? |
| 00:18:05.24 | Jim | Yes. |
| 00:18:05.99 | Doug | Thank you. |
| 00:18:07.74 | Jim | So yeah, you can, And with checkboxes, you can click as many as you want that are appropriate so that when you Maybe you're looking for all the re-roofing, you know, whatever. Then these things, you know what these would be for. Probably reports later on, the trees involved, Homeowners Association, floodplain, and historic district. This is basic. data that you would require. The category is commercial, residential, non-taxable exempt, and so on. The submittal date. |
| 00:18:51.95 | Doug | Thank you. I'm confused on what we're looking at here. |
| 00:18:57.74 | Jim | Okay, this is the |
| 00:19:00.53 | Doug | It's the non-taxical that flows through. |
| 00:19:04.26 | Jim | These were... values that were given to me as the category of the type of work, type of project. |
| 00:19:16.04 | Doug | church, but why do we care? |
| 00:19:22.35 | Unknown | Thank you. |
| 00:19:22.36 | Doug | Jerry Wilson. |
| 00:19:23.02 | Unknown | the |
| 00:19:25.15 | Vicki Nichols | I'm going to call you |
| 00:19:26.63 | Unknown | Correct me if I'm wrong, but I believe there's a connection between the permanent and the assessor. So when a major addition is done, they get some notification from the city and they will do the assessment. |
| 00:19:46.97 | Doug | I mean, I'm trying to, you know, I'm trying to prove here. If we say it's tax exempt, is the, I assume the county's going to check no matter what we do. The county's going to go through their own process of checking this no matter whether we give them good information or bad information. |
| 00:20:03.69 | Unknown | So why are they enforcing around? If we have a data set, data field, data structure, consistent with what the assessor's systems we've lost, then we're saving it. |
| 00:20:17.80 | Doug | I think the county is going to go ahead and do it. I hope the county does its own check and doesn't rely upon it. If we make an error here, I hope that doesn't yield it. If we happen to check non-taxable for Malia's property down here, I hope that that doesn't mean Malia is exempt from property taxes. I hope the county is going to go through its own exercise in ver verify anything we do here. So I'm just questioning, does anyone know why we have this here other than it's nice information? |
| 00:20:42.05 | Unknown | So much. |
| 00:20:50.23 | Doug | I don't know what people say before. |
| 00:20:52.36 | Vicki Nichols | THE END OF THE END OF THE |
| 00:20:52.71 | Doug | Thank you. Thank you. |
| 00:20:53.47 | Vicki Nichols | I... I don't know where that screen came from. We need to know whether it's residential, commercial, industrial. But whether it's non-taxable or exempt, I don't know where those fields came from. |
| 00:21:08.64 | Jim | I think this list came from the county. |
| 00:21:11.48 | Doug | Yeah, I'm sorry. I agree with you Nicole, you need to know what kind of use it is, but I'm not sure this is the place where we put that in. One, two, three. |
| 00:21:27.81 | Unknown | Here you might want to add industrial and then take that category out altogether. |
| 00:21:31.14 | Doug | to confirm whether or not |
| 00:21:37.36 | Doug | I don't think we're going to be at a closer time in the area. So I think once we set this up, I'm not anticipating. We don't get monthly updates from them, or even annual updates. And every time we do get an update, that's going to have to involve a major chore to go through the sorting thing. |
| 00:21:38.07 | Unknown | Thank you. |
| 00:21:38.21 | Unknown | Yeah. |
| 00:21:38.56 | Unknown | Thank you. |
| 00:21:59.79 | Vicki Nichols | We get yearly updates on them. |
| 00:22:02.49 | Doug | Thank you. |
| 00:22:02.51 | Vicki Nichols | December. |
| 00:22:02.58 | Doug | Same one. |
| 00:22:04.75 | Vicki Nichols | Yeah, and that's the assessor's role we keep at the front. |
| 00:22:05.41 | Unknown | Thank you. |
| 00:22:05.44 | Doug | And Thank you. |
| 00:22:08.94 | Vicki Nichols | Thank you. |
| 00:22:08.95 | Doug | Yeah, but it looks like you have to sit in the final day. Well, it doesn't think it's been on internet before. |
| 00:22:14.00 | Unknown | Thank you. |
| 00:22:14.02 | Vicki Nichols | Bye. |
| 00:22:14.03 | Unknown | It doesn't make no sense. |
| 00:22:15.03 | Unknown | We may not enter anything with the owner. Thank you. |
| 00:22:17.96 | Doug | Thank you. |
| 00:22:18.00 | Unknown | you |
| 00:22:18.15 | Doug | I'm not. |
| 00:22:18.44 | Unknown | Thank you. |
| 00:22:18.64 | Doug | Yeah. |
| 00:22:18.69 | Unknown | You wouldn't give the owner information. |
| 00:22:18.98 | Unknown | I'll give the owner information at least. |
| 00:22:20.23 | Unknown | Thank you. |
| 00:22:20.33 | Unknown | Thank you. |
| 00:22:20.68 | Vicki Nichols | Thank you. and product. |
| 00:22:23.48 | Unknown | you |
| 00:22:24.21 | Unknown | Thank you. |
| 00:22:24.23 | Vicki Nichols | you |
| 00:22:24.41 | Unknown | . |
| 00:22:24.90 | Vicki Nichols | Thank you. Not currently in FileMaker, but we can look it up by the assessor's role. |
| 00:22:31.90 | Doug | Thank you. |
| 00:22:31.92 | Vicki Nichols | Thank you. |
| 00:22:32.04 | Doug | Thank you. But I go back to my question is, are we going to be, right now we use balloon maps to obtain that information. That's maintained by the county, so we take responsibility for it. I don't know that we want to shift that over, our database over here to file data. All right. |
| 00:22:59.51 | Unknown | I guess I... Thank you. We don't need the category one field there. Not necessarily. I'd rather have no student. |
| 00:23:09.03 | Doug | Oh, Jesus. |
| 00:23:13.37 | Doug | So what's the other category? There was a date there, submitted date, submitted form? It's a missed road. |
| 00:23:20.20 | Jim | That's the submittal date of the application. |
| 00:23:24.13 | Doug | So what is the submittal date for? |
| 00:23:30.22 | Vicki Nichols | so he could know when it came in. |
| 00:23:32.30 | Doug | And that is today, the purpose is that today's day. Thank you. |
| 00:23:37.01 | Vicki Nichols | whatever date he was submitting. |
| 00:23:38.26 | Doug | Okay, I just want to clarify. |
| 00:23:38.49 | Vicki Nichols | I'm not. |
| 00:23:39.91 | Doug | distinct or something that we are here in versus a hangover from Simpson County down. |
| 00:23:44.97 | Vicki Nichols | Yeah. |
| 00:23:45.50 | Doug | Thank you. |
| 00:23:45.58 | Vicki Nichols | Oh no, no, that's the middle data zone. Oh, great. And what's next? Where is it? |
| 00:23:52.18 | Doug | Okay. |
| 00:23:53.16 | Vicki Nichols | Thank you. |
| 00:23:53.97 | Unknown | Thank you. |
| 00:23:55.52 | Jim | So plans submitted, yes or no? Thank you. applied by Plan check required, yes, no. Issue 2. Total cost of construction. |
| 00:24:08.16 | Doug | I saw a holder, I had three of them, one down from there. Okay, so it's order, contract, or agent. So are we clicking on one of those three categories? |
| 00:24:24.93 | Doug | Everyone out here with silence is consent. Okay. Thank you. |
| 00:24:32.07 | Jim | Project description. And that's about it. The only other field up here is this, which is number of new units. I don't know where to put that. But if it requires new units, you have to put it somewhere. Because it obviously enters into the calculations later about certain fees. |
| 00:24:54.19 | Unknown | Yeah. What's funny? |
| 00:24:56.40 | Jim | Okay. As far as sub tabs. |
| 00:25:00.66 | Unknown | Yeah. industrial here I don't see industrial |
| 00:25:06.16 | Jim | My needs industrial. |
| 00:25:07.78 | Vicki Nichols | I'll give you a copy of the permit application now. All right. Because it's a little different. |
| 00:25:10.28 | Jim | Okay. Thank you. because it's a little different. There are other fields. Most of what I have to ask you is what specific lists? Is everything in those lists? And so on. Okay, just... As far as these sub tabs, these have to do with people working on the project |
| 00:25:32.53 | Doug | I just want to see those one at a time. |
| 00:25:34.44 | Jim | Okay, you have an owner contractor And You have You have the list of all contractors that have been used, that data has to be cleaned up also. because there are Sometimes the same company spelled slightly differently. So, We can talk about that later. Same thing with |
| 00:26:04.01 | Doug | Before you leave, can you go back to that one? Okay. So then we've had license classification. Bye. |
| 00:26:16.34 | Doug | The next one is the right. |
| 00:26:17.40 | Jim | In this case, it would be we, instead of building three or four different tables, within the database. It's all the same for contractors, architects, designers, subcontractors. They're just... that's just categorized by type. You see here, it's engineering. |
| 00:26:41.27 | Doug | It's engineering. What's this here? License class. What does that refer to? |
| 00:26:49.55 | Jim | There's a class differentiation for contractors. Thank you. There's V. Like B in engineering and so on. It may be more than you want. |
| 00:27:06.11 | Vicki Nichols | Thank you. |
| 00:27:06.16 | Jim | Bye. |
| 00:27:06.21 | Vicki Nichols | Bye. |
| 00:27:06.44 | Jim | Okay. |
| 00:27:06.46 | Vicki Nichols | Thank you. |
| 00:27:06.49 | Kenneth | Thank you. |
| 00:27:06.56 | Vicki Nichols | Do we care about that information? |
| 00:27:06.71 | Unknown | Thank you. |
| 00:27:06.97 | Kenneth | I know it. |
| 00:27:12.15 | Jim | The difference is you can differentiate a guy who says, I'm a contractor. |
| 00:27:15.47 | Doug | Anything else on this family? |
| 00:27:16.45 | Kenneth | Thank you. |
| 00:27:16.47 | Doug | Thank you. |
| 00:27:17.77 | Jim | It just has... Workers' Comp Company and Policy Number. |
| 00:27:20.55 | Kenneth | Thank you. workers who are in the Do we carry on the policy number? Yes. |
| 00:27:25.33 | Doug | . |
| 00:27:27.47 | Kenneth | Thank you. |
| 00:27:27.50 | Doug | Essentially, architect... |
| 00:27:27.98 | Jim | essentially architect |
| 00:27:30.66 | Doug | Yeah. |
| 00:27:32.53 | Jim | Architecture and engineering is basically the same. and subcontractors in order to keep track of who, which subcontractors work on the project All of the contractors are on the list, so you just have to go down and find the one you want. and it will fill it in for you, and then you can make your list of subs that way if that's what you need. |
| 00:27:54.35 | Vicki Nichols | We actually have a form that they have to add all the subcontractors on. Okay. Will there be a way to upload that there as opposed to entering each one of them manually? |
| 00:27:58.42 | Jim | Thank you. |
| 00:27:58.43 | Unknown | Okay? |
| 00:27:58.76 | Jim | Thank you. |
| 00:28:06.11 | Doug | Well, the form they give us, though, is hidden written, so it's going to have to be typed in anyway. And so he already has a drop-down list here, so eventually as the contractor list gets populated, it's more likely one of the subcontractors you're working on a project will be on that list. |
| 00:28:25.32 | Jim | You could, to answer that question, you could put a name in here. Let's see. I can't remember exactly. Um. No, it's not going to find it. |
| 00:28:43.39 | Doug | I'm not sure if you make sure I was used to exactly Thank you. |
| 00:28:46.11 | Jim | Well, here's the way it could be done. Under contractor, there's a button new. And you could hit the new You can put it in that way. You put it in that way, it will be on the list the next time you go for it. That's data cleaning. |
| 00:29:05.53 | Vicki Nichols | Thank you. |
| 00:29:05.73 | Jim | Thank you. That I see. |
| 00:29:06.88 | Vicki Nichols | I don't see any other choice. I guess what I'm saying is the contractor, the subcontractors list is a two-sided page. It has, it's full with. different types of contractions. That's handed in at the end of the project. So... Thank you. |
| 00:29:22.15 | Jim | Thank you. |
| 00:29:22.17 | Vicki Nichols | What I would like to do is scan it on and just attach it. |
| 00:29:27.08 | Jim | So it's different. |
| 00:29:29.15 | Vicki Nichols | Okay. Would it have that ability? |
| 00:29:31.55 | Jim | Yes. |
| 00:29:31.94 | Vicki Nichols | You could attach PBS to this. |
| 00:29:34.22 | Doug | Thank you. |
| 00:29:34.39 | Jim | Yeah. |
| 00:29:34.54 | Vicki Nichols | Yeah. |
| 00:29:36.21 | Jim | could do that. Okay, if that's all you need, we have not put that specifically in but that's on the list to be able to Uh, have a record reference to a file like a PDF or Word document and so on. So yes, you can do that. OK? I don't know what agent. I was told to put agent tab. You have to guide me with what agent is about. |
| 00:30:05.81 | Doug | is about Speak up. Thank you. |
| 00:30:08.80 | Vicki Nichols | Yes, agent is someone who's acting on the behalf of the owner of the property. It would be anyone. So it would be the same field, name, address, phone number, any contact information. |
| 00:30:31.86 | Vicki Nichols | Yes. Thank you. |
| 00:30:32.61 | Unknown | Thank you. |
| 00:30:32.64 | Vicki Nichols | No, I don't think |
| 00:30:33.62 | Unknown | you One. |
| 00:30:39.09 | Unknown | It's a limited liability corporation. |
| 00:30:43.57 | Vicki Nichols | No, that's just... No, I mean just to get the permit. That's who the agent is. I don't deal with fine people because then I'd have to send all of them the I always ask for one central, so that'll work. |
| 00:30:58.39 | Unknown | Okay, that's fine. Thank you. Oh |
| 00:31:06.47 | Jim | Right? |
| 00:31:09.39 | Doug | Let's move forward. The President. |
| 00:31:10.19 | Jim | want to go fees we've kind of dealt with plan check This has been kind of ignored. I'm going to need some guidances how you want to use this. There's been very little discussion about it because it really has more to do with planning than building So as you can see, we have, you know, |
| 00:31:38.33 | Doug | So do we have plan check numbers? Yes. Thank you. We have a receipt number. So we have another place where also we'll enter a receipt number. So if we enter it on that first screen we looked at, we'll add the receipt number for a time check magically if you're here. or do we want to have received numbers from all places? |
| 00:32:07.49 | Jim | Plan check is an option. for receipts. |
| 00:32:11.42 | Vicki Nichols | So let me explain the Plan CX screen and then you and you know why it was there. Before, we didn't have a way to record anything. |
| 00:32:15.07 | Jim | Okay. |
| 00:32:15.58 | Unknown | Bye. |
| 00:32:19.41 | Vicki Nichols | So when the permit is submitted, actually now, when the permit is submitted, it's given a plan, One number. So B for building permit, zero whatever. And then that number also becomes the permit number. It's the same number. So I don't know if you want to get rid of that screen, because before it is, to give it one number when it's submitted, and then give it another number when it's issued. |
| 00:32:34.41 | Unknown | Right. |
| 00:32:41.06 | Vicki Nichols | Right now we just have one number. So, this screen might be able to go away if you can get, um, |
| 00:32:53.29 | Vicki Nichols | These field, the building plans at the bottom, engineering plans, and all that stuff, we use that to send it to the outside plan checker so that they know what type of documents we're sending. So if we check off building plans, they'll be looking for architectural. The structural will be engineering. the calc, the structural calc, title 24, energy calculations. So they'll know what to look for. So those screens are still, yes, on that sheet. It's coming off of that. |
| 00:33:29.64 | Jim | Okay. We have the ability to generate letter of transmittal for this Maybe you just need to fill this out. Thank you. |
| 00:33:40.95 | Vicki Nichols | Yeah. |
| 00:33:40.96 | Jim | Yeah. And keep track of them all that way. I don't know. |
| 00:33:46.80 | Vicki Nichols | that way and then So, Before we had building record and we had plan check. We'd have to tab or go into each field. So is this permanent system now in the applications just one? screen where we enter all the information, we're no longer going to have to import from building record, I mean from plan check to building record. |
| 00:34:12.91 | Jim | Right. the project description, anything related to the permit would be filled in automatically. |
| 00:34:22.78 | Vicki Nichols | Okay, so we're not balancing. So then, Here, bring, minimize. So then these, the plans, number of plans submitted and all that stuff, I think we still need, if it's possible for you to put it on the application permit screen. When we intake, we'll check those off there. And then we could get rid of the strain. |
| 00:34:49.85 | Vicki Nichols | Or |
| 00:34:49.95 | Doug | I'm going to go. to go to school. |
| 00:34:51.91 | Unknown | Thank you. |
| 00:34:52.11 | Vicki Nichols | Well, then we could leave it as is. I think it's so necessary because the plan check comments as they come back from the outside plan checker. |
| 00:34:52.16 | Unknown | Well, |
| 00:34:59.15 | Vicki Nichols | We can enter. at least that something came back. So we could track it that way. |
| 00:35:04.78 | Doug | I like having a screen that is dedicated |
| 00:35:06.98 | Vicki Nichols | Okay, then leave the screen as it is then. Still necessary. |
| 00:35:11.67 | Jim | I think we need to talk about specifics about this then. What's needed? Okay. |
| 00:35:15.89 | Vicki Nichols | What's needed? Thank you. |
| 00:35:17.03 | Doug | Thank you. |
| 00:35:17.07 | Vicki Nichols | Thank you. |
| 00:35:17.14 | Doug | OK, so why did Nicole talk about that? We have to go over a lot of these details. |
| 00:35:18.57 | Jim | Yeah, we have to go over a lot of these details, but... |
| 00:35:24.14 | Doug | I think Duncan Albert said he. |
| 00:35:24.17 | Vicki Nichols | Thank you. |
| 00:35:24.19 | Jim | Thank you. |
| 00:35:24.20 | Vicki Nichols | I think Duncan Albert should. |
| 00:35:26.38 | Jim | Okay. |
| 00:35:27.06 | Doug | Doug, you want to? Absolutely. I'm looking for a volunteer. Yeah. |
| 00:35:31.99 | Jim | All right, we need to hone in on this, but it's more details than anything else. |
| 00:35:36.29 | Doug | details. anything else? |
| 00:35:39.85 | Jim | Um, |
| 00:35:39.86 | Doug | Um, his cards close to his chest. |
| 00:35:41.87 | Jim | Approvals, the concept there was to keep a record of the various types of approvals that needed to be done with additional requirements if need be. and that the simplest thing is that you just check off which one was done and then the initials of the, you can edit this, but whomever would be the official that would sign off on these and the date it was signed off, that's really as simple as it is. That's all that's to it. It just keeps track of each. You can go here and say, well, did they have their fire department final yet or not? |
| 00:36:25.09 | Doug | So on the first one, reading down from the top, permit applications, that the date the application was submitted, and Kenneth took it in that day. Is that the way I'm supposed to read? |
| 00:36:36.57 | Jim | Permit application, yeah, right. |
| 00:36:39.97 | Doug | So the plan check, did the plan check, or do we want to have, say, CSG did the plan check? |
| 00:36:53.84 | Jim | This goes, give me the accurate list. |
| 00:36:54.00 | Doug | This... |
| 00:36:58.96 | Jim | that you want. |
| 00:36:59.78 | Unknown | Yeah. |
| 00:37:00.71 | Doug | Thank you. |
| 00:37:00.78 | Jim | Thank you. But these are purely on Approvals. Not when you accepted them. This is when things were approved. |
| 00:37:08.04 | Vicki Nichols | Then I would take out permit application, plan check and plan. Or... |
| 00:37:17.10 | Vicki Nichols | I don't understand the screen. I would take out permit, application, plan check, The first one I think should be issued permit, because that would be when it's approved. |
| 00:37:30.46 | Vicki Nichols | Yeah, let's make it. |
| 00:37:31.12 | Jim | Just give me the list. I can take them off. Okay, so what's the... |
| 00:37:31.19 | Vicki Nichols | Thank you. |
| 00:37:37.57 | Vicki Nichols | Okay, so I'll work with you on this or we take it out and just do building, planning, engineering. |
| 00:37:38.29 | Unknown | All right. |
| 00:37:41.89 | Unknown | for the approvals. Well right now in the rent book, we're writing down who's taking in the permit application. |
| 00:37:49.30 | Doug | Yeah, I think we should have, I think Howard has a good point, we should. |
| 00:37:54.04 | Jim | you |
| 00:37:54.31 | Doug | We like here. |
| 00:37:55.03 | Jim | a record of who took it in. Well we could change this to put required approvals down at this level. Start with the approvals and this starts with acceptance. Yeah, yeah. |
| 00:38:06.10 | Doug | Thank you. |
| 00:38:06.16 | Unknown | Just start with acceptance. Yeah, yeah. That works. Just to keep track of it. So if you're taking an image on the application tab, |
| 00:38:10.96 | Doug | I'm not. |
| 00:38:11.23 | Unknown | Thank you. |
| 00:38:12.47 | Jim | Thank you. |
| 00:38:12.48 | Vicki Nichols | Sophia. Yeah, I'm thinking that way too many screens need to enter information. Okay, because where are you from? |
| 00:38:13.99 | Unknown | I'm thinking that's way too many screens. |
| 00:38:16.08 | Doug | the answer. |
| 00:38:18.24 | Unknown | THE END OF You just have a space to enter your initials on the app, the application plan. |
| 00:38:26.57 | Jim | But you have the submittal date of the app. This just is a matter of, you know, give me the list of what you would want to keep track of here. This list was done, was asked for in order to keep track of everything as it's finalized. |
| 00:38:48.48 | Doug | Sure. So our thinking on this has evolved. |
| 00:38:58.23 | Jim | And modify permit status. |
| 00:39:00.47 | Doug | Before you go to that, additional requirements. So is that one line, is that line, first line supposed to line up with permit applications or is this just an open case? |
| 00:39:10.13 | Jim | No, it's just there as an additional note for anybody that looks at it that says, we want this guy to clean up his front yard before we final him or something, whatever. Just some additional requirements that might not be in the standard list of things. |
| 00:39:25.08 | Unknown | you know, whatever. |
| 00:39:34.65 | Doug | Does anyone see any additional approvals that should be added to this list on the left? |
| 00:39:41.74 | Vicki Nichols | Yes, I see stuff that should be added and stuff that should be taken out. |
| 00:39:45.43 | Jim | Okay, make the list. |
| 00:39:47.86 | Vicki Nichols | Is the planning department |
| 00:39:50.04 | Kenneth | Thank you. |
| 00:39:51.64 | Jim | Thank you. |
| 00:39:51.69 | Doug | Thank you. |
| 00:39:51.88 | Jim | Thank you. |
| 00:39:52.26 | Doug | Thank you. |
| 00:39:52.33 | Vicki Nichols | one. |
| 00:39:52.69 | Doug | Thank you. Slides the third one down. |
| 00:39:54.32 | Vicki Nichols | Thank you. |
| 00:39:57.38 | Vicki Nichols | If it's just approval, then record in it. I think the first one should be CSG or on-site plan checker, and we'll put the approval there. Then building, planning, engineering, the date, and then the fire and all those can stay in case we need to check it off. |
| 00:40:15.42 | Doug | Thank you. Nicole, why don't you come up with the wording and order of those? Thank you. |
| 00:40:20.97 | Unknown | I have a question. Are there conditions of approval going that additional requirements states? Well, I'll just give it a second. |
| 00:40:27.03 | Jim | No. No. It wasn't meant to be. But if you, that really is more under inspections. Thank you. |
| 00:40:36.68 | Doug | Do you want to, should COAs be on this screen here? This is including the screen, so. |
| 00:40:42.97 | Unknown | Thank you. and then we'll link our box to the |
| 00:40:48.91 | Unknown | Yeah. |
| 00:40:49.89 | Unknown | Thank you. |
| 00:40:49.93 | Unknown | Thank you. |
| 00:40:49.98 | Unknown | Thank you. |
| 00:40:49.99 | Unknown | Thank you. |
| 00:40:50.01 | Unknown | Thank you. Thank you. |
| 00:40:51.97 | Unknown | Thank you. |
| 00:40:52.10 | Unknown | Thank you. |
| 00:40:52.15 | Unknown | So... |
| 00:40:52.85 | Unknown | you Thank you. |
| 00:40:54.85 | Unknown | Of course we are. |
| 00:40:55.97 | Doug | Perfect. |
| 00:40:56.57 | Unknown | I'm sorry. |
| 00:41:00.96 | Unknown | Thank you. |
| 00:41:02.36 | Kenneth | Thank you. |
| 00:41:02.45 | Doug | Thank you. |
| 00:41:02.51 | Kenneth | Thank you. |
| 00:41:02.85 | Unknown | Thank you. |
| 00:41:02.90 | Kenneth | Thank you. |
| 00:41:02.99 | Unknown | Thank you. |
| 00:41:03.02 | Doug | Yeah, that's what I'm saying. Why wouldn't we have additional? Do we want to have, let me just play double second. Why do we want to have a PDF with all the COAs on here? If engineers signed off on this and says T2, |
| 00:41:03.04 | Unknown | . |
| 00:41:03.22 | Unknown | Yeah. |
| 00:41:03.66 | Vicki Nichols | That's what I'm saying, why wouldn't there be additional? |
| 00:41:05.84 | Kenneth | Thank you. |
| 00:41:06.04 | Unknown | Thank you. |
| 00:41:12.13 | Unknown | Thank you. |
| 00:41:17.15 | Doug | That tells me that Tite's happy with her. Thank you. |
| 00:41:20.17 | Unknown | There may be conditions that need to be met during construction or prior to occupancy. |
| 00:41:24.79 | Vicki Nichols | I think those should go there. I think that's what the additional advice is. |
| 00:41:25.38 | Unknown | Bye. It's all in my documents. Exactly. It's just creating one solid record regarding the construction elements of the project which |
| 00:41:31.51 | Vicki Nichols | Yeah. |
| 00:41:36.38 | Doug | So, okay, let me, it's a good discussion here. So as soon as we start having them all on, is the expectation we're going to have a copy of the COAs on every project? And then how do we discern which ones have it on and which ones do not? |
| 00:41:40.26 | Unknown | Yes. |
| 00:41:51.10 | Kenneth | the project's good entitlements. I've finished the floor. |
| 00:41:54.95 | Doug | So you're saying, so we have a PDF. So who's going to make the PDF of the COAs that's going to be attached to here? I'm trying to. It is? |
| 00:42:07.59 | Unknown | And we have our resolutions that we PDF as soon as they're signed. |
| 00:42:11.20 | Doug | So who's going to be responsible for trying to minimize Nicole's work here? |
| 00:42:15.08 | Unknown | What is the individual planners who have a project that's getting entered in there that we would, the planners would be responsible for making it. |
| 00:42:21.71 | Unknown | Thank you. So whenever it gets routed to you, you would upload it. Or maybe when you find it, you go out there and put it down. Whatever. Yeah. |
| 00:42:25.93 | Unknown | of. |
| 00:42:26.10 | Vicki Nichols | . |
| 00:42:26.40 | Unknown | Thank you. |
| 00:42:30.92 | Unknown | Thank you. |
| 00:42:31.72 | Unknown | Thank you. |
| 00:42:31.73 | Vicki Nichols | Yeah, when you sign off on it. So entering this, then when you sign off and you approve it, then you would go in there and put your initial and the date, right? Something like that? And then you'd attach it or not? |
| 00:42:31.75 | Unknown | Yeah, one. |
| 00:42:42.16 | Doug | Thank you. Yeah. |
| 00:42:44.57 | Vicki Nichols | Yeah. |
| 00:42:45.91 | Doug | Thank you. |
| 00:42:46.03 | Jim | Does that sound? I want to make just one comment about this concept of putting PDF in there. It would be as simple as having a third little square over here, which would be what's called a container field. You can click on that, and it takes you to the path of where that PDF lies or where that Word document lies or whatever it is. It could be a JPEG. The only thing you have to keep in mind is wherever that resides, it cannot move. |
| 00:42:49.18 | Unknown | Yes. |
| 00:43:00.51 | Unknown | Yeah. |
| 00:43:27.47 | Jim | because you will probably just have a reference to that file. And then when you come back later and click on that little square, it will boot. the Adobe Acrobat Reader or whatever, and it will show you the PDF. But the important thing to remember is you're going to have to think about where those documents, those files reside. Because if you put them someplace and then somebody comes along and says, oh, let's move that folder over to another server, And you're dead for water. You're going to have to reconstruct the whole thing. You understand. |
| 00:43:58.64 | Doug | Yeah. |
| 00:44:00.99 | Unknown | Thank you. |
| 00:44:04.38 | Unknown | Thank you. |
| 00:44:04.39 | Unknown | I'm going to go. |
| 00:44:04.56 | Unknown | I don't know who does that. |
| 00:44:06.30 | Unknown | Thank you. |
| 00:44:06.35 | Unknown | Oh. |
| 00:44:06.74 | Unknown | I agree. |
| 00:44:07.23 | Unknown | Thank you. There's no way to physically attach to it instead of a link. |
| 00:44:10.62 | Jim | Oh, okay. That's... Thank you. |
| 00:44:13.71 | Kenneth | Yeah. |
| 00:44:13.98 | Jim | That's another option. We can actually attach essentially the file to the container field. |
| 00:44:14.05 | Kenneth | Bye. |
| 00:44:28.54 | Jim | it kind of bloats the system eventually. It makes it very big. And for a while, you'll probably never notice it. We can certainly do it, but the reference is a lot |
| 00:44:42.92 | Doug | So if we're mindful of, I'm assuming a five page PDF is not a big thing. But if we have five large plans in the PDF, that's- Yeah, and you start putting all |
| 00:44:42.95 | Jim | So if we're mind-wise, |
| 00:44:53.50 | Jim | Yeah, and you start putting all those big files into those container fields, in a year or so, you're going to be like, oh, my God, what did we do? |
| 00:45:01.85 | Unknown | How about a compromise is a reference to a resolution number with the conditions on it so people, so we don't bloke the system but we know we're fine. Well, you can do that. |
| 00:45:10.00 | Doug | You could do that too? Yeah, that does not change. |
| 00:45:12.79 | Jim | Thank you. |
| 00:45:12.84 | Doug | No. |
| 00:45:13.84 | Jim | THE END OF |
| 00:45:14.22 | Doug | Thank you. |
| 00:45:15.62 | Jim | Why don't you, you should give some thought to how you want to do it. I'll do it any way you want. I can do all the same ways. I like the idea about something. |
| 00:45:16.84 | Doug | Thank you. |
| 00:45:16.97 | Unknown | Peace. |
| 00:45:17.02 | Doug | . |
| 00:45:17.38 | Unknown | you |
| 00:45:19.86 | Unknown | Oh yeah. |
| 00:45:20.15 | Doug | Thank you. Thank you. |
| 00:45:20.82 | Unknown | I like the idea of a |
| 00:45:21.97 | Doug | Thank you. of a box in a column that lets you know that something is there for you to look at in a case of paint. |
| 00:45:29.04 | Jim | Just let me know what you want to do. It's all pretty straightforward. |
| 00:45:31.64 | Doug | Thank you. |
| 00:45:34.64 | Kenneth | you |
| 00:45:34.73 | Jim | Thank you. |
| 00:45:34.93 | Kenneth | Thank you. |
| 00:45:34.95 | Jim | Thank you. |
| 00:45:34.96 | Kenneth | Thank you. Thank you. Jim, under permits closed, we're clear on what that category is. We got permits final. Would that be something like permissive and wrong? What, Kenneth, what terminology would you like that? I'm just not sure about clothes. I'm trying to figure out where we would move. |
| 00:45:58.33 | Doug | Well, that's why I'm asking, what would you like there? We can change it. |
| 00:46:00.19 | Kenneth | Where? trying to figure out the certification of the occupants. when that occurs and it's primarily under permits final would be then certification of occupancy or permits withdrawing. to take the place of permits closed. Does that really permit its final? |
| 00:46:24.03 | Jim | I think the permit, I'm kind of guessing, I don't think I made those up. |
| 00:46:30.97 | Doug | I feel... So Kenneth, that's what I'm saying. What would you like? So you want certificate of occupancy and then you want... And then it's final and it's final. |
| 00:46:37.03 | Vicki Nichols | Thank you. |
| 00:46:42.97 | Doug | Yes. |
| 00:46:43.51 | Vicki Nichols | I still change clothes to make dry. |
| 00:46:43.54 | Doug | Thank you. |
| 00:46:43.56 | Unknown | All right. But I also think that the purpose of that permit closed is to actually show when the file was formally closed out. So the permit final is when you finally sign off on the job card. But closing the actual file and putting it away, I think, is a different step. So I don't know who want that. Yeah, purging. So I don't know who want that step identified. But I think that's what that means up there. |
| 00:47:01.21 | Vicki Nichols | I don't know who wants that. |
| 00:47:07.91 | Vicki Nichols | That makes sense. But I don't think it's necessary. |
| 00:47:08.94 | Unknown | Thank you. |
| 00:47:09.09 | Doug | Thank you. |
| 00:47:09.19 | Unknown | Thank you. |
| 00:47:09.21 | Doug | Thank you. |
| 00:47:09.24 | Unknown | I. |
| 00:47:12.75 | Doug | What would be the value of having when the file was purged and finally archived? |
| 00:47:20.89 | Unknown | It's just a record of something and when it was closed. That's all it is. We know where it finds it. Well, that too. We know it's a physical in the archives, or if you should go look at it. |
| 00:47:30.00 | Doug | Well, what if we use something that's more intuitive to its file archive? as opposed to permit closed. |
| 00:47:41.19 | Unknown | . I'm from New York. |
| 00:47:43.36 | Kenneth | Thank you. |
| 00:47:44.53 | Doug | file archive. |
| 00:47:46.52 | Kenneth | But Kevin still wants one to say permit withdrawal, right? Is that what you said? I'm sorry. I like that category because we do have withdrawals. Some people do withdrawals. |
| 00:47:46.55 | Doug | Yeah. |
| 00:47:54.45 | Unknown | Thank you. |
| 00:47:54.50 | Unknown | So, |
| 00:47:56.05 | Kenneth | And what if I see it over there to the right third eye of the nail? It looks like a drawing here. |
| 00:48:01.55 | Jim | like I'm drawing a bean. Thank you. Yeah. I honestly, it was done so long that I cannot remember where these two lists were put in. But we have withdrawn there on that list too. |
| 00:48:15.53 | Kenneth | then we've accomplished somewhere in that page what we're looking to do, which is identify when it's issued, withdrawn, what exactly happens. So withdrawn's there, I don't... |
| 00:48:28.98 | Doug | I want it to be a place that's easier to find. Sometimes over here, sometimes over there. That's not easy to the new user. |
| 00:48:35.83 | Vicki Nichols | Well, I don't think it should be to the left, because that says approvals. We're drawn on there, there will be an approval. Well, I think it's not a sort of action. |
| 00:48:41.75 | Doug | Thank you. |
| 00:48:41.77 | Unknown | Well, I think it's not a lot of reactions. |
| 00:48:43.47 | Jim | Thank you. |
| 00:48:43.57 | Vicki Nichols | Thank you. Thank you. |
| 00:48:44.11 | Jim | Thank you. |
| 00:48:44.13 | Vicki Nichols | Thank you. |
| 00:48:44.16 | Jim | Yeah. Well, I think we should look at this. It's coming status up there. This hasn't been changed since what temporary copy you have now. Just give me the list and how you want to format it on the page. |
| 00:48:46.07 | Unknown | Maybe you should look at this and just |
| 00:48:47.74 | Vicki Nichols | there. |
| 00:48:48.01 | Unknown | Thank you. |
| 00:48:57.50 | Unknown | I think it's important to have dates on all the actions, whether it's. |
| 00:49:00.55 | Unknown | Thank you. you Thank you. Okay. Thank you. |
| 00:49:14.66 | Vicki Nichols | So then we would add the permit withdrawn if we need a date. We do need a date, actually. Thank you. |
| 00:49:18.91 | Unknown | Thank you. |
| 00:49:21.73 | Doug | Thank you. |
| 00:49:21.74 | Jim | Okay, I mean... Yeah, that's good. All right, we'll move on to the next one. Yep, this is another detailed thing we need to follow up on. Okay, mark it down. |
| 00:49:28.58 | Unknown | Thank you. |
| 00:49:30.91 | Jim | Got it. Okay, go to the next step. Yes. Inspections. Now, inspection, this is of course Kenneth Bailey with. Here are all of the inspections. We added some. Subcontractor lists. I forget what it was, but unlisted is just... Final project cost evaluation. There were a few others that were added since the original list. And if you go over any of them, whichever it is, Let's say exterior laugh. It will pull, it will blow the new inspection record with the title. It'll give the date that it's recorded. And then the date that it's scheduled for is like the 5th. And when is it scheduled for? Well, we'll do it early a.m. And we can edit this, but it's K-H for now. And then the description, if you want to put a description in at that point and it auto fills to open not pass and then inspection comments would tend to come later so closing that you have here now get in your list and as you build these fire department and do that on the 6th and late a.m. You can again. It's open and so on. So as you build it, He can come back later and open it and say, he passed. He can give some, you know, fill in some comments if he wishes and so on. It stays there. This blue button is inspection record, which will then allow for a printable summary of all of the inspections for that permit. |
| 00:51:35.26 | Vicki Nichols | What if it doesn't pass? For me? What if it doesn't pass? |
| 00:51:36.73 | Jim | For me? It just stays open. |
| 00:51:44.26 | Jim | Just stays open. And if he has to, we have talk about that, about rescheduling. You know, if it doesn't, you have a bunch that are open. And, you know, you could go back. Okay, so you could go back and say, well, this is open still. Well, we can reschedule it. That's probably, you know, we probably need to talk about how you want to deal with that. We could maybe put another inspection status, which would be, I don't know what it would be, but one that's null. In other words, we're going to keep a record of it to show that he scheduled it and he failed. And then he rescheduled two weeks later for another one and he passed, but he goofed the first time. |
| 00:52:39.01 | Kenneth | Thank you. Wouldn't that be under the comments? This is primarily if we pass, fail. If they pass, we sit with the checkbox. If they have corrections and fail, then we would put it under inspection. |
| 00:52:49.21 | Jim | Thank you. |
| 00:52:52.43 | Jim | Yeah. Thank you. |
| 00:52:52.99 | Kenneth | with the day we're calling |
| 00:52:55.52 | Jim | You probably want to just, you never want to, the general rule of thumb is you never delete a record. There's a purpose for it. So you probably want to keep track of this and say, have another maybe designation to say open, pass, or fail. Thank you. |
| 00:53:10.67 | Vicki Nichols | I think you should have that. |
| 00:53:11.57 | Jim | He just failed, but the first one, he comes and reschedules it later. He can come back and look at the same typers and see why he failed. So we need to talk about some specifics on that, but fundamentally, that's what you do there. And then in addition to that, under admin, daily reports, there's, I just haven't put this in any better place, but daily inspection schedule. And this is where, um, |
| 00:53:45.84 | Jim | After you have created these inspections for, you know, somebody's entering these, requesting all these different inspections during the week, and then... |
| 00:53:57.18 | Vicki Nichols | Thank you. Before you go on, I'm sorry. To schedule the inspection, this is the screen you'd be scheduling it. So if somebody calls today for an inspection next week, Wednesday, I could go into that permit number and schedule the inspection now and then it will be on Wednesday's, next Wednesday's schedule. Yeah. Okay, and then I go into Advent. |
| 00:54:04.11 | Jim | So, |
| 00:54:15.25 | Jim | Right. So this is where, yeah, you would schedule. Somebody calls or you get it off the answering machine or whatever it is, or however you're doing it now, email. You find the permit number. You come to this, you know, inspections, and you create your, you know, okay, which is it? Rough framing for that. It obviously sets the relationship for that permit alone. When Kenneth... is deciding, you know, I'm going to go out and see what's going on Friday. He clicks that button, puts the date in for Friday, and there he will have his list of inspections for the day. And I haven't figured, haven't done it yet, but there's a way to have this. And you can tell me what you want specifically here. What all I've done here is allow for the inspector's initials, the date, the time, AM, early AM, late PM, late AM. And we can have this automatically sort by chronologically. And then the inspection, what type of inspection, and the status. so and then I put room underneath for notes if you want to just carry that and the status. So, and then I put room underneath for notes. If you want to just carry that, you know, in the field and take it on that. I don't know what you're using now, whether you're using some digital device or something, but you can tell me what specifically would be helpful. |
| 00:54:57.49 | Unknown | Amen. |
| 00:55:33.05 | Unknown | Amen. |
| 00:55:51.93 | Kenneth | We do have a sorting, and we want to list which address we go first, other than that it goes by the chronology of early AM and BM. |
| 00:56:04.15 | Jim | Yeah. I thought, well, if it's kind of hard, I mean, without a, you know, what is a GIS or the, you know, very sophisticated software that will do that, costs mega bucks. What I thought is if we sorted them by early AM, AM, and so on, then you could look at that and say all the early AMs, and you know what the addresses are. Just put 132 or something like that. You know, something like that. It's a compromise, but it's a relatively small one. I'm sure you know the Sausalito well to be able to do that. |
| 00:56:13.80 | Unknown | I'm sorry. |
| 00:56:35.97 | Kenneth | Bye. |
| 00:56:46.28 | Jim | OK. |
| 00:56:46.77 | Unknown | What time did you get for this thing? |
| 00:56:48.68 | Jim | How do I get to that screen? That is through the admin, and it's the first screen that comes up when you hit admin, daily reports. For now, it's just pick a day, the fifth, and it's going to default to KH right now, but if you have more than one and you're scheduling for other people, you'd have the option of the different inspectors and then create your report. And that's all I have in there for the fifth. |
| 00:56:50.96 | Unknown | I'm going to go. |
| 00:56:50.97 | Unknown | through |
| 00:57:00.88 | Unknown | Thank you. Thank you. Thank you. |
| 00:57:18.84 | Unknown | Thank you. |
| 00:57:18.94 | Unknown | Okay. |
| 00:57:21.32 | Jim | But if there were 30... Let's move on to the next one. Okay. |
| 00:57:25.20 | Vicki Nichols | I have one question before you move on on the inspection screen. When you're entering an inspection, let's say they call it something that's not pre-designated here. Do I have the ability to enter my own inspection? That's unlisted. |
| 00:57:37.70 | Jim | That's unlisted. Thank you. |
| 00:57:38.76 | Vicki Nichols | All right, perfect. |
| 00:57:40.89 | Jim | So you have unlisted, if it's not there, some really extraordinary thing like nuclear reactor, then just |
| 00:57:47.45 | Unknown | I know. |
| 00:57:51.32 | Jim | You can put it up there. Okay? That's your wild card. Thank you. Alright? That's pretty straightforward. And communications, This is the last screen force that's related specifically to permits. And you have two buttons on each screen, letter, fax, and note. And this is where you would find them. If you click note or letter, fax, whatever you create is going to end up in one of these two portals. Notes, click on a note, it sets it up for the permit, the parcel address, contact, put in, you know, whatever. I always put this in because if you want to keep track of notes that are not specifically related to, say, inspection or other things, but you want to keep track of, let's say, this guy, the owner, is a particularly difficult person to deal with and you have to document the kinds of relationship you've had, you might want to do it here. It's an option to use, but it's there. It's just there if you need to document more than what you have elsewhere. Letters, this has to do, and this is not fleshed out yet, but this is where you would go in and choose a standardized form or just a general letter. It has not been cleaned up yet, but this is where you would do it. And you would have a choice of standardized letters and you could make boilerplate. And then just, you know, it would just be simple. We're talking, this is designed to be a one-page document no matter what. It's not, you want to write a tome, go to Word. It's not really set up to do much more than that. But we can make boilerplate, we can make standardized forms. And when you click on letter, instead of coming here, you'll get a choice of where you really want to go. What do you want to see specific for that permit? |
| 01:00:03.82 | Unknown | It's not really safe. |
| 01:00:18.22 | Vicki Nichols | Thank you. Thank you. |
| 01:00:21.79 | Vicki Nichols | And would it automatically put in owner's name and address and everything that's tied to it? |
| 01:00:24.09 | Jim | Yes, with autofill, all of the fields would be already there. So it would minimize. So if it brought up, you know, if you asked for a cease and desist, there might be some boilerplate for that, you know, we're red flagging you, tagging you, stop now. And you want to put a little note at the end, you can edit what you want. Okay, good. All right, so that's, that basically is all we have in terms of the specific permits. In the admin, what we have here are the general reports area, which is where we will flush out everything we need. Inspection, aging, sub-tab, and Thank you. These had to do with keeping track by relationships based on today's date. In this portal, we show permits that have not, what is it, you have so many days to have an inspection between inspections. Just get. |
| 01:01:37.60 | Doug | or some sort of thing. |
| 01:01:38.59 | Jim | Yeah, basically. It would just show you which ones that you'd want to take a look at. And these are, by the way, those are the numbers. I just didn't watch this out, but that would be the number. That would take you to, it's broken, but it would take you to the permit you're looking for. And then this is expired permits. Nobody ever responded, now it's the same deal like a tickler thing. And then under here is your fee modifiers which is your defaults and then miscellaneous we haven't, this has more defaults. One thing about that, this whole, excuse me, admin area. Within the solution, everyone will be assigned an account. And there are security Thank you. privileges that are assigned to each type of account. So there might be a staff member in a staff account, there might be a manager account, there might be a full access account, developer-like account, and so on. And there could be as many as you want. And the idea behind that You probably all know this, but I have to say it out loud. That what you're doing is restricting certain users to certain areas of the database. So if there are people that you do not want to see, say, the financial data, then basically you could restrict that. Those individuals would say no-go privilege set, that they're not going to go and be able to, or what is more pertinent is if you have a new hire and they don't really know what is going on here, You don't want him getting back here into the defaults and playing with him. And it's probably more of that than anything else. So you might, if you have comments at the management level or at different department levels, where I don't want somebody from planning looking at this area or vice versa, then you need to tell me how you want these privilege sets defined. So I'll just leave it at that. |
| 01:03:59.18 | Kenneth | Okay? you Jim, coming back to inspection, Inspection agent category? |
| 01:04:08.04 | Unknown | Bye. |
| 01:04:14.60 | Kenneth | Now, if it was a pass fail, if it failed with commons, would that still identify the clock of 180 days or whatever you set the duration of the law? |
| 01:04:27.02 | Doug | Kenneth, we have to give him some parameters to use that. Yeah. The question will be, what do you want? |
| 01:04:29.55 | Kenneth | Yeah. Thank you. Thank you. |
| 01:04:30.38 | Jim | What I want to do is the question will be one you Thank you. put it down in writing, tell me what would be helpful for you to see in this type of particular thing. Or in a report. Like, find all of the, you know, Thank you. |
| 01:04:52.13 | Kenneth | or use it. |
| 01:04:52.86 | Jim | Thank you. |
| 01:04:52.93 | Kenneth | Thank you. |
| 01:04:52.97 | Jim | It comes to you. You have to tell me specifically. I just put these in here as two examples that we can set up relationships between approvals, inspections, plan checks, and other things that are sensitive to date ranges and so on. If you've got to know, why did these expire? What's the deal? Well, click on them and look at the record and see what happened. We haven't had an inspection in six months, and this thing just defaulted out. What do you want to do about it? Well, contact the owner and see if they want to read the state and pay the fees again. You know, I don't know. Good. |
| 01:05:46.82 | Unknown | briefly how we change the plan check status to issue because right now we have to go through this whole process of hitting the import button and then the continue button and then the ok button. You know what's the quick way that's going to turn something that is in the plan check status into an issue? |
| 01:06:09.72 | Jim | OK. As I said, I think my first comment was, this hasn't been fleshed out. We haven't discussed this very much. I think you have to define it and tell me, what do you see as the easiest way to do it? Do we want a set of date fields across from a certain order? |
| 01:06:32.98 | Doug | Nicole and Doug and Albert. And Kenneth, do you want to be in on that conversation? Yeah. So I want the four of you to meet with Jim. Yeah, I think you just have to find. |
| 01:06:41.58 | Jim | I think you just have to find that for me and tell me what you really would like to see, and we'll just build it. Yeah, because it's kind of long and involved right here. Because I haven't had to see what's going on now. |
| 01:06:50.97 | Unknown | Yeah. |
| 01:06:58.09 | Unknown | See you. |
| 01:06:58.56 | Doug | Thank you. |
| 01:06:59.12 | Unknown | Yeah. |
| 01:06:59.44 | Doug | Thank you. |
| 01:06:59.62 | Kenneth | Thank you. Thank you. What about duplicates for metanase? |
| 01:07:04.08 | Jim | We can do searches for dupes. That's part of the data cleaning. And what we need to do, and you're not fully relational now in the old system, when we bring them over, we'll find the dupes and change them somehow. As far as naming convention, numbering convention, What's been asked for is a four digit number with a suffix of the year. And that's really simple to do. And once we get the data in and we're solid, we know, okay, today we're going to start a new numbering convention. It just off and will do it automatically. You ask for a new permit and it is named, number and it validates to no duplicates period. So when we start finding |
| 01:07:56.96 | Doug | the duplicates, we'll have to come up with an approach on sorting them out. Yeah. |
| 01:08:04.05 | Kenneth | Yeah, we do have... multiple numbers issued for different offices. It's the same for midnight number of those for multiple offices, it's not just a new feature. |
| 01:08:07.19 | Doug | We've got lots to do. |
| 01:08:08.32 | Unknown | Thank you. |
| 01:08:16.00 | Kenneth | Thanks. The same number was issued. |
| 01:08:18.94 | Jim | Thank you. We've got two questions. Let's go on to the next question. All I can tell you is we can fix it. |
| 01:08:19.17 | Kenneth | Thank you. |
| 01:08:19.29 | Doug | you guys. |
| 01:08:19.36 | Kenneth | I'm not. |
| 01:08:19.54 | Doug | I was. |
| 01:08:22.77 | Jim | Thank you. |
| 01:08:24.37 | Unknown | Any questions? Any questions? |
| 01:08:26.56 | Vicki Nichols | Plan check routing, the purpose for everyone here having it on their computer is so that, like if Todd from engineering is plan checking, is there a screen for him to go in and say he's completed it and he puts the date and time or whatever? Is that what this is? I think that was part of our intent. Is that part of it? I think the screen where we were talking about it was. |
| 01:08:54.54 | Unknown | Yes. Is that approval screen? Is that what it is? Okay. |
| 01:08:56.99 | Vicki Nichols | That approval screen? So that was it? Okay. The approval screen. Okay. Thank you. |
| 01:09:03.40 | Unknown | I think you have a good point. I think there should be another task for routing. For routing, yeah. To do the requirements. And then so that you can keep the record of when you sent things. And I don't know, Jim, if there's an ability for the system to send an alert via email to. Exactly, yeah. So if we can talk about that. How to help you do that, in a great way. So you won't have to use Alaba to do it. |
| 01:09:07.65 | Vicki Nichols | For routing, yeah. |
| 01:09:22.82 | Kenneth | Exactly. |
| 01:09:33.22 | Doug | Thank you. |
| 01:09:33.23 | Unknown | Yeah. |
| 01:09:33.73 | Jim | Thank you. |
| 01:09:33.74 | Unknown | Thank you. |
| 01:09:33.98 | Jim | The social file maker has the ability to auto, you know, you put in, we have the field. Anyway, you can script it and say, well, when I do this and I click that button, it will send an email directly out of here. You don't even have to send it through Outlook. You can send it directly from file maker and then we can keep a record of it in the communication. |
| 01:09:34.31 | Unknown | you |
| 01:09:34.60 | Doug | So, |
| 01:09:34.97 | Unknown | I'm not throwing it here. |
| 01:10:01.52 | Jim | Thank you. |
| 01:10:01.53 | Doug | Unless you and I talk about that with Nicole and let's see. Yeah, we do have the capability to be doing that. Todd, Danny, just the discussion we've been having in the building and planning staff is, wouldn't it be nice if there would be a way that Nicole could facilitate parallel plan checks is to send notice to the planner, the builder, and the engineer, okay on Monday I send you the plans and would you please review them in five days and then on day six it would send you a little reminder, you know, I don't know, it's every day or every five minutes or every week and it will continue to send those yeah, right, it will continue to |
| 01:10:06.02 | Jim | Yeah, we do have the capability of doing that. |
| 01:10:45.55 | Unknown | Yeah, right. I appreciate it. |
| 01:10:47.62 | Unknown | Thank you. to the next. Yes. |
| 01:10:48.62 | Doug | Thank you. |
| 01:10:48.65 | Unknown | Thank you. |
| 01:10:48.70 | Doug | I'm sorry. But it will continue to send you those things until you check it that I've done it. And then that way it will show up on Nicole's screen and you go, okay, you're off the hook. So we're trying to figure out the automatic notification system there. And we were hoping that Outlook would be able to have that and Rhett and I were working with that. |
| 01:10:51.55 | Unknown | Yeah, it's just that. |
| 01:11:13.03 | Jim | we have not been able to get it to do that. This can do that, but you're going to have to put down on paper and give me the details of exactly what you want. |
| 01:11:20.73 | Doug | But it would also only do it, I assume, if that person opens up their FileMaker account to see it, or could it send that reminder automatically? |
| 01:11:31.14 | Jim | Well, it has nothing to do with anybody in FileMaker. It has to do with the person who sends, you send the notice, and then you have a timed script that says, if this isn't done, if I don't have this field filled out properly in seven days, it's going to start sending this, redoing this script from FileMaker. Okay. Why don't we talk about that? We'll be done. Without a... |
| 01:11:31.19 | Doug | You're like, well, there's nothing |
| 01:11:58.18 | Doug | Yeah. |
| 01:12:04.35 | Doug | Lily, do you have any other questions? Albert? Albert? Kenneth. Allison. Tyler. Amy. Good. Nicole? |
| 01:12:17.95 | Vicki Nichols | Printing the permit. I want, I want, after we've spent so much time entering all this information in there, I want to be able to print an actual permit. Will it be able to do that? And the job card, yes. The inspection record. And then print a second copy for the assessor's office. |
| 01:12:27.03 | Unknown | Thank you. One who is a We'll be able to do that. |
| 01:12:35.13 | Unknown | to make comments. |
| 01:12:37.81 | Vicki Nichols | Yeah. |
| 01:12:38.25 | Unknown | Thanks, Roland. |
| 01:12:38.91 | Vicki Nichols | you |
| 01:12:38.98 | Unknown | That was basically on my list. |
| 01:12:40.35 | Jim | Thank you. |
| 01:12:40.46 | Vicki Nichols | Yes. |
| 01:12:40.97 | Jim | That was basically on my list. The answer to that is yes. And what I need from anybody and everybody is I need current copies that I'm working with or not necessarily current forms. |
| 01:12:43.52 | Vicki Nichols | Thank you. |
| 01:12:58.60 | Jim | Thank you. |
| 01:12:58.65 | Vicki Nichols | Okay. |
| 01:12:59.01 | Jim | Everything that is current that you would want to be able to print from FileMaker. In what format? Pardon me? In what format? A copy? Word? Give me a heart copy. Okay. Great. |
| 01:13:09.81 | Unknown | Give me a heart chop. |
| 01:13:14.75 | Jim | The calcs, the reports we talked about. Okay. The legacy data. Now, I was hoping we would be a little closer, but after today I realized, you know, we still have a lot of business rules to figure out, and that's okay. Tomorrow what I'd like to do is wherever the current database resides, I want to pull a copy of that off, |
| 01:13:21.65 | Unknown | The link is here. Thank you. |
| 01:13:43.69 | Jim | That's it? I mean the old one? The old one. We'll talk with Greg and Jeremy about that. Right. It used to be on local. You don't know? We don't know. OK. I can. Fine. I'll talk to them. |
| 01:13:53.62 | Doug | We don't know. |
| 01:13:58.04 | Doug | Thanks. |
| 01:13:58.93 | Jim | I want to prepare for cleaning that data. |
| 01:13:58.98 | Doug | But that's what I'm saying. Thank you. |
| 01:14:03.98 | Doug | Good. Okay, any last minute things? Thank you very much, everybody. You were right, an hour and a half. Thanks. What do you mean? Just a couple of the last words, please. $200,000. I wanted to say that. |
| 01:14:14.20 | Unknown | Amen. |
| 01:14:22.12 | Unknown | So, guys. |
| 01:14:22.59 | Doug | Nicole? |
| 01:14:22.96 | Unknown | Thank you. |