Addendums

This page lists all takes addendums for your company. To access this page click ‘Addendums’ from the Roads & Thirds module dropdown. When a request is submitted to Stack it will automatically assign the appropriate Master # and the next available addendum number.

How to search for an addendum?

Specific addendums can be searched for using the following tools:

Text Search 'Search Addendums':

The text search field can be used to search for a specific addendum. It will apply a partial search using any text typed into this field to look up related File #s, Grantee name, or Requestor name, Surface Location, UWI, etc. To search for an addendum type in the text you wish to search by and click ‘search’.

Agreement Type:

This drop-down is used to filter by Thirds or Roads addendums. To use this filter, click the drop-down, select your desired type of addendum, and hit ‘Search’.

Addendum Status:

This dropdown can be used to filter based on addendum status.

Navigating to a Specific Addendum

When a specific addendum/request is selected it will take you to the Addendum workflow page. This is where most workflow activities for executing a request will occur. Click the blue hyperlink of the addendum’s file name to open the Addendum’s page.

Requestor Information:

This is where the contact information for the requestor is visible. You can not change/edit the requestor information.

Addendum Info:

This section will populate with information from the request, but additional data such as the Expiry Date, Termination Date, Bill Admin Date or Notes can be added/edited. To edit any of the information in this section press the ‘Edit’ button.

Documents Section:

This is where documents loaded by the requestor to their request will appear.

Additional documents can be added by clicking the ‘Add Documents’ button.

The attached documents can be viewed within Stack by clicking ‘View Document’

Any document designated as a ‘Survey/Access Route’ will be automatically added to the generated addendum (assuming it is configured in the template).

Documents can also be assigned as ‘Request Letter’ or ‘Other’, these will not be added to the generated addendum.

Facilities Section (Thirds Only):

The Facilities section will get populated with information from the request. This is where the Grantee’s facilities will be listed with the associated request type and Grantor facility.

Grantee Facility Type: the facility of the grantee’s that will be crossing/encroaching/be in proximity to the grantor’s facilities.

Request Type: drop-down options of the type of request. This can be edited by clicking the blue pencil beside the request type. Stack aims to follow the CAPLA guidelines of limiting choices to the following options: Crossing, Encroachment, Drill 100m, Proximity (proximity can be split into Ground Disturbance within 30m, and Ground Disturbance within 5m).

Grantor Facility Type: the type of grantor facility that the grantee will be crossing/encroaching/in proximity to.

Name: The name of the Grantor facility. The requestor can only pick facilities that exist in your land system from the Crown facility tab, but can enter free-form facility descriptions under the Freehold tab.

File Number: Crown facilities will automatically get linked to their associated Land File from your land system. The File # will need to be manually added for any Freehold facility – you can look up related surface files from your land system by clicking the magnifying glass beside the location. This will return a list of files to choose from that are associated with the location listed.

Location: this is the location entered by the requestor that indicates where the crossing/encroachment/proximity is occurring.

Adding Another Facility:

There may be instances where a requestor forgot to include a facility in their request that is apparent on the survey. You can add more facilities to this table by clicking ‘Add Facility’. You can either enter Crown or Freehold Facilities.

Editing the Facilities Table:

Lines in the Facility table can be edited or deleted by clicking the pencil or trash can at the far-right side of the row.

Rates Section (Roads)

To configure default rates, please see the Master Rates page.

This table shows what rates will apply to the addendum. Any rate that does not have ‘Explicit Rate’ checked on the rate table will automatically appear. This typically applies to Administrative Fees and Well Rates.

For non-well rates, or other ‘Explicit’ rates, a manual application is required.

Adding Rates to an Addendum:

Click the ‘Add Rate’ button in the upper right hand corner of the Rate Table.

Choose which rate you want to apply from the ‘Rate’ drop-down. NOTE: only rates present in the Master Rate table will appear.

You can choose which well/facility/etc. you want to apply the rate to in the ‘Well’ drop-down. You can edit any of the rates. Note: the edited rates will only apply to the current addendum. To change rates overall they must be updated in the The Master Rates Page.

Click Save to apply any changes. Repeat as necessary until all required rates are added.

If you want the selected rate to charge all assets on the addendum,, leave the well section blank. However, if you want the rate to only charge to one asset, select the asset name from the Well Dropdown Menu.

Editing/Deleting Rates:

Click the pencil icon beside the rate you wish to edit. To delete rates, click the delete icon to the right of the edit button. Note: Non - Explicit rates can not be deleted from an addendum. If you do not want a non-explicit rate attached to an addendum to charge, you must override that rate fee to $0.

Roads Section (Roads):

Roads entered by the requestor on their request page will appear in this section. To manage what roads are visible to the requestor, see the Road Assets Page for more information.

How to Edit/Delete a Road on an Addendum:

Click the pencil icon for the road you wish to edit, or if you wish to delete, hit the delete button to the right of the edit icon.

Name: the name of the road how it appears in Land System for Crown Roads. Freehold Roads will appear as 'Freehold'.

Road Type: designates if it is a road, bridge, or trunk road. This road type is referenced in the Master rate sheets.

Segment Length: the length of road being requested to be used. Should be cross-referenced with attached survey/approach map.

Location: the surface location entered for Freehold Roads. To link to a Surface File, click the magnifying glass and search for the correct surface file.

File Number: the land file the road is attached to in the land system. This is required to be linked to pull the correct cost centre.

Area & Land System: land system data auto-populated from the attached land file.

No Fee Roads:

Click the edit icon for the road you wish to designate as ‘No Fee’. Make sure ‘No Fee Road’ is turned on and hit Save. This will only effect the road on this addendum (the same road linked on other addendums will be unaffected).

Adding Roads to an Addendum:

Click ‘Add Road’, search for a Crown Road, or enter a Surface Location For Freehold Roads. Click Save.

Adding Bridges:

Bridges can be linked to related Road Dispositions in the Road Assets Page. Once linked, bridges will appear next to their linked dispositions when added to an addendum request.

Based on the approach map/survey, if the bridge is being used you can click on the blue box for said bridge to add it to the list of Roads being used.Bridges can be linked to related Road Dispositions in the Road Assets Page:. Once linked, bridges will appear next to their linked dispositions when added to an addendum request.

Wells Section (Roads):

The Wells section is where wells AND/OR other project items (Pipeline, Facilities, etc) will appear.

Editing and Deleting Well/Asset Data:

Click the pencil icon beside the Well/Asset you wish to edit. To delete, click the delete icon to the right of the edit button. Then click Save.

Name: the UWI of the well, or the name of the asset as entered by the requestor.

Type: Well = well, Not Well = anything that is not a well. This is referenced in the rate sheets.

TiedIn: This indicates whether the well is trucked or piped and is reference in the rate sheets. All wells are defaulted to ‘piped’ and must be manually changed to trucked if required. Clicking ‘View in Maps’ will take you to Stack Maps and is a quick way to check if there are any nearby pipelines.

License: the license number must be populated for there to be a connection to the regulator data from Stack Maps. Only assets of type 'Well' will have a connection to regulatory data.

Bill IC Date: When ‘default’ is selected the system will bill IC the month a Well is Spud, or the month of the proposed construction Date for Non Wells.

Last Billed IC Date: the last date that IC was billed. This ensures IC isn’t billed more than once.

Last Billed Maint Date: the last date maintenance was billed. This ensures maintenance isn’t billed twice for a given month. Maintenance billing will start one month after spud date for wells, and one month after the Proposed Construction date for Non - Wells.

Additional Conditions Section:

Any conditions with ‘Auto Apply’ turned on will automatically be applied on the screen.

Any condition that appears in this section will be automatically populated in the Addendum agreement document upon generation of the addendum.

To edit auto-applied, or Standard Conditions, see The Additional Conditions Page: section.

Deleting Conditions From an Addendum:

Click the garbage bin beside the condition you want to remove. Pre-populated additional conditions can not be edited from the addendum. To edit additional conditions, you must go to the Additional Conditions Page.

Adding non Auto Applied Conditions:

Click on ‘Choose standard condition’. This drop-down will contain any condition from the ‘Additional Conditions’ page that does not have ‘Auto Apply’ turned on.

Once a condition is selected, press ‘Add Standard Condition’.

Adding Free Form Conditions:

For scenarios where a ‘one-off’ condition needs to be applied, you can type the condition into the blank text box and click ‘Update Conditions’.

Assigned To Section:

This is where the Road Use/Thirds Analyst (or whoever is responsible for managing requests) is assigned. They will get email notifications when the status changes on a request. To assign someone to a request and/or change who a request is assigned to, click the dropdown, choose the desired person, and click ‘Update’. They will get an email that they have been assigned to a request.

Approvers Section:

This is where Field Approvers can be assigned to a request.

Name: The name of the approver assigned

Status: indicates if the request has been assigned, approved, or rejected

Comments: comments that the approver can add when they approve/reject a request.

‘All Approvers Require Sign Off’: when turned on, this prevents the request from reaching an ‘access granted’ status until all assigned approvers have approved the request. If this is turned off, then the request’s status will change to ‘Access Granted’ as soon as one of the approvers provides approval.

Removing an Approver:

Click the trash can icon on the approver’s row that you want to delete.

Notify Users Section:

This section is akin to the “Cc” function of an email – anyone added as a ‘Notify User’ will get an email notification about the request, but do not have the ability to approve or edit the request. It is used to keep people informed of activities without needing their approval. To assign a ‘Notify User’ click the drop-down, select their name, and click ‘Add Notify User’. NOTE: individuals will only appear in this dropdown if they have Stack Roads Read, Write or Admin permissions.

Field Contacts Section:

The Field Contact section is where you choose what individual’s contact information you want populated on the agreement. To assign a field contact click on the drop-down, select your desired Field Rep, and click ‘Update’.

This person’s information will now populate the Field Contact information when an addendum is generated. NOTE: the chosen Field Rep will not get notified that they have been selected. This section is only used for the purposes of populating the generated addendum with contact information of the Field Rep. To make changes to the list of Field Contacts see the ‘The Field Reps Page:’ section.

Required Documents Section:

This is where the agreement will be generated and/or uploaded. There are multiple ways to generate an agreement and obtain signatures.

Using E-Signature:

If your company has the e-signature capability enabled, you will be able to generate an agreement and send it for signature entirely within Stack. The requestor/grantee will also be able to sign and return the agreement to you within Stack. To generate the agreement: Click ‘Generate Addendum’ beside the template you wish to generate from.

NOTE: if you have ‘Update Effective/Expiry Dates’ turned on, pressing this button will change the effective date to the current date and the expiry to your configured additional months (12 months, or 24 months from the date). See Administration Page Settings: for more details.

Once generated, you can view the addendum within Stack by clicking on the document link.

If your company has asked to configure your templates to include the Grantor signature prior to sending it to for the Grantee signature, it will already be populated on the addendum. Otherwise, you will be able to add your signature and details when viewing the addendum.

Sending Generated Addendum For Signature:

To Send the Addendum for Signature click on the ‘Request Signature’ button. Note: This button will only appear if the Addendum status is "Approved".

This will produce a screen pre-populated with the requestor’s information. You can edit any of the information and add a comment. Once you click ‘Create Signature Request’ the recipient email address will receive a notification email and instructions to sign the agreement.

Viewing/Executing the Request:

To check the status of a Signature Request click on the ‘View Request’ button.

If you company process it to send the agreement out signed, the agreement will be auto-executed once the requestor signs there copy. The document will be automatically filed in your Stack Land Grid under the respective Master-Addendum number for Roads, and linked Surface files for Thirds.

If your company process is to sign the agreement upon receipt of the grantee’s signature, the ‘View Request’ screen is also where you can add your signature and information. Note: required fields vary based on company depending on business requirements. Pressing ‘Execute’ will finalize the agreement and the document will be automatically filed in your Stack Land Grid under the respective Master-Addendum number for Roads, and linked Surface files for Thirds.

Manual Download And Upload:

This method may be used if your company does not have e-signature enabled, if you receive a signed agreement over email, if you need to make a one-off change to the template, etc. There is the option to download a Word or PDF version of the Addendum document by clicking ‘as .docx’ or ‘as .pdf’ beside your target template. Note: only the ‘Generate Addendum’ option allows for e-signing the document within Stack.

Clicking either of these download links will initiate a ‘Job’ to download the document. Once complete you can visit your ‘Job Manager’ and click on the target file to download it to your downloads folder on your computer.

Obtaining signatures on downloaded pdf or word documents: you can then send the document to the requestor via email to obtain a signature and use a pdf signing tool to add your own signature.

Once the agreement is signed you can upload it to the Required Document(s) field by clicking ‘Choose File’ or drag and dropping it into the ‘Or drop file here’ space.

To execute and complete a request, click ‘Mark as Complete’.