Instructions for Processing Information Filed Pursuant to the Sewerage System Regulation

Transcription

1 Instructions for Processing Information Filed Pursuant to the Sewerage System Regulation Authorized Persons are required to file information prior to the construction, alteration or repair of a sewerage system. This information must be submitted to Health Protection on the Record of Sewerage System Form (RSS). After construction, the AP must file a Letter of Certification (LOC). Admin staff will be responsible for receiving and processing filings and LOCs submitted by APs. Information on the RSS and LOC will be data entered by the clerk unless there is a red flag that will require a referral to the EHO. Admin staff should review all filings and LOCs prior to data entry to check for any red flags or missing documentation. The following are general requirements for submission: All applicable fields on the RSS must be completed. Supporting documents must accompany the form. A $200 cheque or a money order payable to the Fraser Health must be enclosed (this is an administrative fee and it is not refundable) All work on the sewerage system must be completed within two years from the date stamped on the RSS by FH. A bring-forward system should be in place in each office to track when filings have expired. Table 1 outlines the specific completion requirements for the form, the required attachments and a list of red flags. The RSS form is divided up into 10 sections. These section numbers in Table 1 correspond to the section numbers on the form. Instructions are included for each box within each section. Table 2 outlines the completion requirements for the LOC, the required attachments and a list of red flags. If there is any missing information on the form or missing documentation, the AP is to be contacted and advised what needs to be completed and/or submitted. If all information is present, the clerk will create a Health Space record for the Filing. Health Space will generate a unique Filing ID number. Enter this number in the Filing # field on the paper Filing, make copies and stamp as accepted with the date. If a red flag is noted, the Filing must be referred to the designated land use EHO. They will contact the AP directly. Once any issue has been resolved, the EHO will accept the Filing and return the file to their clerk for data entry. RSS and LOC forms will no longer be printed on NCRs. We will keep original documents for our files, and a photocopy will be made for the Building Department, Owner, and AP copies. Please make the copies first and then stamp them. Revised: Health Protection Langley Health Protection Abbotsford Health Protection Maple Ridge Fraser Hwy Bourquin Cres W Dewdney Trunk Rd Langley, BC V3A 4H4 Abbotsford, BC V2S 6A4 Maple Ridge, BC V2X 5Z6 Tel: Tel: Tel: Fax: Fax: Fax:

2 Table 1 Processing Record of Sewerage System Forms Section Box Information required Action / Red Flag Top of Form Filing # Health Space generates a unique ID number when file is entered in HS. Enter this number in this field on the paper form 1. Property Information New One of three boxes must be checked Construction/Alteration/Repair Amendment If checked previous filing number must be included Tax Assessment, Legal All fields must be completed Description, Street Address 2. Owner Information Name and address 3. Authorized Person. Name /Registration number Information /Mailing address/phone/ 4. Structure Information Sewerage system will serve One box must be checked if other is checked, must specify Estimated daily Sewerage flow One box must be checked 5. Site Information Depth of Native soil to high water table or restrictive layer Information respecting type, depth, porosity of soil attached GPS location of system Recreational or Differential GPS 6. Drinking Water Protection Will the sewerage system be located less than 30metres from a well? If yes attach report and specify distance Box must be checked yes and check that documents are attached Numerical values filled in for latitude, longitude and horizontal accuracy One of the two boxes is checked One box must be checked If not, return filing to AP Refer to EHO if yes is checked Table 1 Processing Record of Sewerage System Filings Fraser Health - Health Protection Page 1 of 2

3 Section Box Information required Action / Red Flag Distance of sewerage system to closest surface water 7. System Information Sewerage Treatment Method One box must be checked 8. Legal or Regulatory considerations Construction of the system will not conflict with legal instruments registered on property Is this Filing submitted as the result of an Order from the HA? Box must be checked. Yes or No must be checked 9. Plot Plan and Specifications Plot Plan to scale Box must be checked Refer to EHO if value is less than 30m Refer to EHO if yes is checked Plans and specifications are consistent with standard practice Source of Standard Practice 10. Authorized Person s Signature and Date Signature Office Use Only Received Date / Receipt # / Initials Box must be checked One box must be checked Clerk receiving the filing will complete the Received Date and Receipt # and their initials Health Authority Stamp / Initials If there are no red flag responses, and the filing form is complete with the required documents attached (including fee), the filing clerk will make copies and stamp and initial the forms as being filed. All 4 copies must be stamped. If there are any red flags that triggered a referral to the EHO, the EHO will make copies and stamp and initial the form once they have completed their review. They will then submit to their clerk for data entry Table 1 Processing Record of Sewerage System Filings Fraser Health - Health Protection Page 2 of 2

4 Table 2 - Processing Sewerage System Letters of Certification Section Information Required Action / Red Flag Filing Number, Folio or PID# and match RSS Check to ensure the information is the same as the filing Date/ Civic Address/Legal Description The construction of the proposed system on the above property was completed on: Date must be filled in Cross-reference the LOC date with the date of filing on the database to ensure that not more than 24 months has passed since the date of the original filing. If more than 24 months has passed, refer the LOC and Filing to the EHO. The LOC must be no more than 30 days after the date the sewerage system was completed. The system was installed: 2. The sewerage system has been constructed in accordance with. on (date) Printed Name/ Signature Authorized Person s Seal Required Attachments One of the three boxes must be checked. Name and registration number must be filled in Date must be filled in Seal must be present in designated location. The AP submitting the LOC must be the same as the AP who submitted the original filing. A copy of the as-built plan, and maintenance plan must be accompany the LOC. If the date the system was completed on on the LOC exceeds 30 days from the date received, the letter can not be accepted and must be stamped with the received date on the back and referred to the EHO. Cross reference the AP s seal on the LOC with the filing. If the AP who submitted the LOC is different from the AP who submitted the filing, refer to the EHO. Contact the AP if there are no attachments with the LOC Table 2 Processing Letters of Certification Fraser Health - Health Protection Page 1 of 2

5 Section Information Required Action / Red Flag Office Use Only Received Date / Receipt # / Initials Clerk receiving the filing will complete the Received Date, Receipt # and their initials Health Authority Stamp / Initials If there are no red flag responses, required documents have been submitted and the LOC is complete, make copies of the LOC, stamp and initial the form in the section Health Authority Date Stamp. All 4 copies must be stamped. If there are any red flags that triggered a referral to the EHO, the EHO will make copies and stamp and initial the form once they have completed their review. They will then submit to their clerk for data entry. The letter of certification and plans are filed with the original filing documents for that property. Table 2 Processing Letters of Certification Fraser Health - Health Protection Page 2 of 2