The Violations Management System will allow for the online creation of a violation by the Admin for any owner/property in the system. It can assign a time frame and priority to the tracking of the violation. A complete record of violation and history can be maintained with regard to progress history, fines, postponements, communications, reporting, resolution and actions. Additionally:
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• Automate the ongoing letter generation
• Prepare file templates that can be used to generate standard letters
• Use an ad hoc reporting process so that unique letters can be prepared
• Merge prepared letters with contact information within a property/owner database
• Connect appropriate fine amount with specific covenants code
• Manage fine allocations
• Manage violation concurrency
• Maintain and document accurate notes accessible to all authorized administrators
• Maintain and manage inspection-related information such as who did the inspection and when the property is due for re-inspection
• Document reports and letters to the resident/owner data file
• Display on screen which properties are due for re-inspection
• Filter viewable data by violation
• Connect violation-related pictures to appropriate letters
• Attach letters, documents and pictures to all reports and database files
• Maintain activities records for printing, mailing, emailing, etc.
• Upload scanned or digital code-related documents
• Maintain documents on lot size, architecture of homes
• Maintain documents on all codes and regulations
• Document the “sent” day and time, etc., and track the entire history of the violation |
This system will also be integrated with the covenants documentation so that the violation-specific code language can be attached to letters and reports. Details of violations will be attached to both the owner and the lot data files and a menu that will list violation codes will be provided. Additionally:
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• Standard letters that range in severity can be attached to each code
• “Combination Violation” letters can also be made available
• Members that register complaint can be attached
• All activity will be documented with date/time stamps
• Full reporting functionality (violator, plaintiff, co-owners) can be provided
• Automated date triggering for user-specified deadlines can be provided
• An automated functionality will add fines in accordance with user-specified fines and penalties parameters and where charges will be assessed from
• Cleanup records can be maintained (request date, action date, completion, charges, etc.)
• This system can integrate with the Work Order module for non-respondents
• This system can integrate with the accounting module in order to apply and manage appropriate violation fines or work-related charges
• Appeals and results can be documented, maintained and managed |
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