Amalgamation - Plans Settle

Process Steps

1.1 Case identified at plans settle/legal settle as potential amalgamation.

1.1.1 The case may contain a letter requesting amalgamation that has been missed at intake or received after the application was created.

1.1.2 An FR or TP application has been created at intake to register a share in a plot that already has an existing cadastral unit and title sheet (not applicable to shared plots/transitional).

1.2 Identify if any of the titles have an existing share in a shared plot or if, on completion of registration, if any title will have a share in a shared plot.

1.2.1 For any registered title examine the title sheet to identify if there is an existing share in a shared plot.

1.2.2 For any application undergoing registration that includes a share in a common area complete the normal FR Plans or TP Plans checks for common areas and shared plots to identify if the common area is an existing shared plot or if the common area will be designated a shared plot.

1.3 Ensure a full plans examination is completed to confirm any application(s) undergoing registration is acceptable and will not be rejected at a later stage.

1.4 Complete an application record search and ensure any pending applications with a date of registration prior to the date of registration of the application undergoing registration are completed before proceeding.

1.5 If amalgamation has not already been authorised, refer to authorising officer to confirm amalgamation may proceed.

1.5.1 If the amalgamation date is to be backdated refer to a senior caseworker to authorise.

1.6 On return from authorising officer proceed to complete cases as instructed.

1.6.1 If amalgamation is not appropriate refer to the normal plans processes to complete registration.

1.6.2 If amalgamation is appropriate follow the process steps below to close the registered title and update the continuing title.

Close Registered Title

Where the registered title that is being amalgamated into the continuing title is a previously registered title, the actions to be take by the plans officer will depend on whether or not there are live DCUs/opened versions of that title. The same also applies for a pending registration that has been started before the amalgamation process was requested.

4 Update Continuing Title

4.1 Create a DCU for the continuing title.

4.1.1 Where there is no live application, the creation of a TU will have been organised by the authorising officer.

4.2 If the extent(s) of the closing title(s) has been mapped, copy and paste this through from the index layer.

4.3 Map the plot and any common areas (excluding shared plots) undergoing registration on the cadastral map following the appropriate TP Plans or FR Plans process steps, if applicable.

4.3.1 If instructed, add separate references to enable the plot(s) from the closing title(s) and the continuing title to be identified separately.

4.3.2 If the existing property in the closing title or in the continuing title forms part of a tenement consider if a tenement steading cadastral unit must be created. Refer to a senior officer, if necessary.

4.4 Check the extent(s) of all the parts that are being amalgamated and consider if any amendments are required to the existing cadastral unit references.

4.5 Map any additional ownership extents from the SPLs/supplementary plans assigned to the closing title and/or the continuing title on the cadastral map, if necessary, making use of the grouping functionality where appropriate.

4.5.1 If the closing title or the continuing title include scanned supplementary plans/images, follow the guidance on when these can be retained or replaced. Refer to a senior officer, if necessary.

4.5.2 If an existing scanned image is no longer required as a result of the amalgamation, this can be deleted within the DCU for the continuing title.

4.6 Authorise the DCU and approve the plan.

4.7 Check the area measurement of the "Ownership - Exclusive" polygons and take a note if the new extent is 0.5 hectare or greater. 

4.8 Complete the LRS information following the applicable TP Plans or FR Plans process steps.

4.8.1 Add a note to the title workdesk to confirm the title numbers that have been amalgamated and add details of any changes to references.

4.8.2 Update the property description to make reference to the cadastral unit number, if necessary. 

4.8.3 Update the real right field to be 2012 compliant, if necessary. Refer to a senior officer if the real right field contains a non-standard entry for example a mixed feudal/absolute ownership title or it is an old feudal title habile to include mineral interests. 

4.8.4 Include/update the hectarage where the new extent is 0.5 hectare or greater. 

4.8.5 Update the property description to include the additional plot(s) and any rights pertaining to the plot. 

4.8.6 Remove map reference(s), if necessary.

4.9 Complete the case and release to LEGAL SETTLE.