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Land Use Panel
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Act 250 Electronic Submission Guidelines
Effective July 10, 2009
The Natural Resources Board is working to improve on-line access to
Act 250 files for applicants, state agency staff, and the general public.
As part of this effort we will be expanding the on-line Act 250 database
(www.anr.state.vt.us/site/cfm/act250/search.cfm) into a comprehensive,
searchable database of all Act 250 applications, as well as an internet-based
map which will allow users to geographically locate lands subject to
Act 250 permits. We believe that having this information readily available
on-line will not only enable us to provide applicants and the general
public with better service, but also save trees, reduce travel to our
regional offices, and cut postage costs.
Effective July 10, 2009
To help implement this effort, as of July 10, 2009 applicants and all parties are required to provide an electronic copy of all Act 250 submittals, including the original Act 250 permit application and any follow up submittals, pursuant to Act 250 Rule 10(E). Please note that the required electronic copy is in addition to the required paper copies, which must still be submitted to the district office and parties. The relevant portion of Rule 10(E) is shown below, with the new section highlighted:
Rule 10(E) Permit Applications
The applicant shall file an original and four copies of the application,
and the fee prescribed by 10 V.S.A. Section 6083a with the appropriate
district commission. In addition, the applicant shall file an
electronic copy of the application, using media and file formats
specified on the application forms, unless the district coordinator
waives this requirement because it creates an undue burden for the
applicant. All subsequent filings by the applicant and any other
party to a permit application shall also be submitted in electronic
format unless the district coordinator waives this requirement because
it creates an undue burden for the applicant or a party. The district
coordinator may provide for alternate electronic filing methods. .
. .
(Please note: If there are concerns about the unauthorized use of a professional seal, stamp, or signature on a site plan or other document submitted electronically, you may eliminate such seal, stamp, or signature from the electronic version of your submission. However, you must still include this information on the paper copies filed in accordance with Rule 10(E) above.)
The following guidelines provide further information about the format of electronic submissions.
Guidelines for Electronic Media, File Formats, and Folders:
1) Acceptable electronic media, in order of preference, include compact disc (CD) and digital video disc (DVD). Depending on the size of your electronic files, we may also be able to accept your electronic submission by email. Please check with our district office staff before sending any files by email.
2) All document files and site plans should be submitted in Adobe PDF format (.pdf). Microsoft Word (.doc) is acceptable if Adobe PDF is not available. Wherever possible please convert your documents to PDF directly from the word processing or engineering design program where they were created rather than scanning the paper version of the document. If you need to scan a paper document to PDF, please make sure you enable Optical Character Recognition (OCR) in the scanning program. This is very important as it will make the PDF document searchable in the future. Photographs may be submitted in JPEG format (.jpg). For large documents, those with extensive use of color, and those with multiple photos or graphic images, please use settings such as “reduce file size” or “PDF optimizer” in Adobe Acrobat or other scanning programs to keep file sizes to a minimum while still maintaining adequate quality. Contact the district office staff (see below) if you need more information about how to reduce file sizes.
3) Files should be organized into three folders named Schedules, Supporting Materials, and Plans, with the following documents in each folder (See example below):
a) The Schedules Folder should contain the Application Cover Sheets and all Schedules. The Application Cover Sheets should be saved in a file named Cover Sheets. The Schedule B and Municipal and School Impact Questionnaires should be saved in a file named Schedule B. All other Schedules should be saved in one file named Schedules A E F G.
b) The Supporting Materials Folder should contain all supporting documents (letters, reports, photographs, etc.) except site plans. Each document should be saved as a separate file.
c) The Plans Folder should contain all site plans, location maps, and engineering drawings. All plan sheets should be saved as separate files.
4) All file names should be descriptive of the document contents. For example, a Visual Analysis Report could be named: Visual Analysis.pdf. File names may contain spaces, but the following characters may not be used in any file names: " # % & * : < > ? \ { | }
Note: Use the same folder structure for follow up submittals.
Example of File Organization on CD:
SCHEDULES FOLDER
Cover Sheets.pdf
Schedule B.pdf
Schedules A E F G.pdf
SUPPORTING MATERIALS FOLDER
09 Herb Permit.pdf
ACOE Authorization.pdf
Distribution Standards.pdf
Erosion Policy.pdf
Forestry Goals & Practices.pdf
Suppinfo.pdf
Wetlands Office Letter.pdf
PLANS FOLDER
Location Map.pdf
Overall Site Plan.pdf
Erosion Control Plan.pdf
If you have questions about these new electronic filing requirements, please contact our district office staff (see contact information on the cover page or at http://www.nrb.state.vt.us/lup/commission_members.htm). We encourage you to check these guidelines periodically to insure you are using the lastest version.
Last Revised: 11/25/09
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