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7. Expired Permits <br />Permits with 180 days or more of inactivity can and should expire. Activity is <br />defined as periodic inspections or extension requests. NOTE: it is within our <br />authority to define activity and require specific steps to document code compliance. <br />Prior to expiration, an email should be sent to the applicant, letting them know the <br />permit will expire if no contact is made. If there is no contact after 14 days we are to <br />place a phone call that the permit is about to expire. If no response in 1 full business <br />day, the permit and inspection record should be noted as expired and the permit is <br />closed. It is generally not a good practice to "reopen" a closed or expired permit. A <br />new permit application with clear description of remaining work must be processed <br />and the remaining required inspections identified. Fees are to be determined on a <br />case by case basis but should take into account 1 hour per site inspection and a <br />minimum 1/ for office resources needed. <br />8. Company Documents <br />To ensure template documents are accurate, meet standards in appearance, are <br />clear and accurate, and are uniformly accessible by all staff, it is imperative we <br />utilize an established channel. The Designated Building Official will make a final <br />decision after meeting with those most familiar with the process collaboratively <br />determining the most effective version. <br />9. Communication outside of the Ramsey Building Department <br />It is critical to utilize all internal resources before seeking advice or assistance from <br />any outside source, especially the Department of Labor & Industry (DLI). We have <br />an internal chain of command which must always be followed. Contacting outside <br />governmental agencies without authorization is not permitted. Please ask Andy first <br />if you believe information is needed from DLI or other sources. This does not apply <br />to material suppliers, testing agencies or designers or other industry professionals. <br />10. Communication with customers <br />When talking to customers, we do not disclose personal information. Examples <br />include: <br />• If a customer wants to speak with someone when they are not available on a <br />particular day, we are to respond with.. (insert name) is not currently available but <br />you can leave a voicemail message or email with a summary of your question <br />and a preferred method of communication. Email or phone call. Our typical <br />response is within 1 day. In the event a staff member is unavailable for any length <br />of time, we are in the habit of updating our email account and voicemail with an <br />"out of office" message with a return date specified. <br />• Do not share personal information such as vacation plans, illness ect. <br />Operations Manual 2024 Page 5 of 10 <br />