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HomeMy WebLinkAboutMINUTES - 01281997 - SD5 SD, 5 ' SEL Contra TO: BOARD OF SUPERVISORS -= -% - Costa of .-MAN FROM: s FROM: Supervisor Joe Canciamilla x' o County co DATE: January 28, 1997 coon SUBJECT: REAFFIRM PREVIOUS BOARD DIRECTION ON DISTRICT V PILOT CODE ENFORCEMENT PROGRAM AND CLARIFY PROGRAM OPERATION AND BUDGET SPECIFIC REQUEST(S)OR RECOMMENDATION(S)AND JUSTIFICATION RECOMMENDED ACTION: (1) Reaffirm previous Board direction on District V pilot code enforcement program and clarify program operation and budget. (2) Direct the County Administrator to establish a separate account code for purposes of monitoring and tracking expenses. Further direct that $180,000 be transferred from Keller Mitigation Funds to this newly established account. Further direct that the $85,000 in Building Inspection funds be transferred to a separate account code within the Building Inspection budget such that all expenditures by the Building Inspection Department against the pilot program may be monitored and independently reported. (3) Direct the County Administrator to process appropriate paperwork so that payroll costs for those positions assigned on a full time basis to the pilot program will be charged directly to the newly established account. (4) Reaffirm the budget breakdown for the pilot project as indicated on Attachment One. (5) Reaffirm that the Pilot Code Enforcement Program is to be operated out of District V, with a Clerk from District V dedicated to the program to work with the Building Inspector assigned to District V. Reaffirm that the CAO ombudsman will provide overall guidance for the program. (6) Reaffirm that the program is a one-year pilot project. Revise the start date of the program from January 1, 1997 to February 1, 1997 and the completion date of the program from December 31, 1997 to January 31, 1998. Reaffirm that the program will be evaluated at the end of the initial six-month timeframe (end of July 1997). (7) Direct that any outstanding or future issues pertaining to the District V pilot program be referred to the Finance Committee for consideration and resolution. CONTINUED ON ATTACHMENT: YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR R OM EN ATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON January 28, 1997 APPROVED AS RECOMMENDED: OTHER: VOTE OF SUPERVISORS: X UNANIMOUS(ABSENT ---------- ) AYES: NOES: I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY OF AN ACTION TAKEN AND ENTERED ON THE MINUTES OF ABSENT: ABSTAIN: THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: Supervisor District V - East County MAC's (via District V) ATTESTED Januar 28 1997 County Administrator PHIL B CH ,CLERK OF THE B OF - Finance Committee (via CAO) Auditor-Controller SU V AND COU TY AD IST O Building Inspection County Counsel BY GMEDA Health Services TIf January 28, 1997 Supervisor Joe Canciamilla Code Enforcement Page Two BACKGROUND INFORMATION: On November 19, 1997 the Board of Supervisors approved the recommendation of the Finance Committee for the implementation of a pilot code enforcement program in District V. The intent is to develop a program that, if proven successful, will serve as a model that can be implemented throughout other districts countywide. The primary purpose of the pilot program is the development of a tracking and reporting system to monitor code violations, and the development of a dedicated team concept which will allow us to streamline efforts involved in the intake, prioritization, and resolution of alleged violations. The pilot program will utilize a dedicated code enforcement inspector, a dedicated clerk and the services of an ombudsman designated by the County Administrator's office. The program will also utilize liaisons from the East County Municipal Advisory Councils on a volunteer basis. On an as-needed basis, the program will also utilize the services of Building Inspection, Health Services and County Counsel. PROPOSAL FOR DISTRICT V CODE ENFORCEMENT PILOT PROGRAM RECOA41MENDATION: To develop a pilot program,to be operated on a twelve-month trial basis, in Supervisorial District V to address code enforcement issues. BACKGROUND: Constituents in District V have expressed dissatisfaction with the processing of code enforcement complaints within the district. It is their perception that reported code violations are not taken seriously,are not tracked properly and are not followed-up on in a timely manner. They feel that the current process for intake of complaints is a form of intimidation,and a deterrent to the reporting of alleged.violations. OBJECTIVE: To develop a pilot project,to be conducted in District V,to intake, prioritize,coordinate, and develop a reporting system to monitor alleged code violations reported within the District. This program will utilize volunteers in the form of designated liaisons from each of the Municipal Advisory Councils in District V,as well as permanent staffing from the District V office. PROTECT TIMEFRAME: January 1997 through December 1997 (twelve months) PROPOSED BUDGET: (See Attachment 1 for breakdown.) PROTECT GOALS: 1. To develop and implement a model reporting program to intake, track, refer and monitor code enforcement complaints, utilizing volunteers and permanent staff including a dedicated inspector as well as ombudsman designated from the County Administrator's office, in District V. 2. To develop a written database management program which will provide a listing of each complaint,active and inactive,of alleged code enforcement violations in District V. 3. To provide a monthly report which summarizes the status of each alleged violation in District V. 4. To develop parameters and a program to train volunteers (MAC liaisons) on the intake,acknowledgement and referral of code enforcement complaints. (See proposed list of MAC activities - Attachment 2). 5. To develop a system of acknowledging a complaint (see sample - Attachment 3) and the provision of a status report to the complainant (if desired), as well as to the respective Municipal Advisory Council of the area in which the complaint originates. ATTACHMENT 1 ESTIMATED COSTS FOR TWELVE MONTH PILOT CODE ENFORCEMENT PROGRAM 1 Full Time Inspector Salary 49,536.00 Benefits 21,765.00 S/T 71,301.00 71,301 1 Full Time Clerk Salary 30,160.00 Benefits 8,444.80 SIT 38,604.80 38,605 CAO Assistance Lump (Ombudsman) Sum 20,000.00 20,000 Overhead (Legal/etc.) Lump Sum 34,575.00 35,094 Revolving Abatement Fund 100,000.00 100,000 TOTAL ESTIMATED COST FOR PILOT PROGRAM 265,000 • ATTACHMENT 2 PROPOSED LIST OF ACTIVITIES FOR EAST COUNTY MAC LIAISONS 1. Each East County MAC and the East County Regional Planning Commission will appoint one individual to act as a liaison in the area of code enforcement who will work in cooperation and coordination with District V pilot program staff. The liaisons will work with program staff to develop a volunteer work schedule and work program. 2. Local East County MAC's and East County Regional Planning Commission will provide a forum for the receipt of code enforcement complaints in their respective areas of influence. East County MAC's will maintain a supply of enforcement complaint forms for distribution at their regular public meetings. 3. Liaisons will assist program staff in the intake of code enforcement .complaints, as well as processing complaints received directly by the MAC to the District V program staff. 4. Liaisons will develop a community letter to be sent to residents asking their cooperation and compliance in an effort to maintain community standards. 5. Liaisons will assist program staff in the input and updating of code enforcement complaints. They will also assist in acknowledging complaints at the time of receipt. 6. Liaisons will meet with program staff on at least a monthly basis to review status of current caseload and to assist in the prioritization of cases in their respective area. In order to make the most efficient use of the inspectors time, liaisons will work with program staff to arrange site visits or tours of areas where alleged violations are numerous or clustered. Liaisons will also report back to their respective MACS on the status of the code enforcement pilot program on at least a monthly basis. 7. Liaisons will assist program staff in educating constituents about the code enforcement process including the reporting of complaints and evidence gathering. They will also work with program staff to develop a draft "Citizens Guide" to code enforcement. . . . . SD5 6. To develop a "community" ietter to be distributed by the local MAC to alleged violators asking their cooperation and compliance to maintain community standards. 7. To work with local MAC and East County Regional Planning Commissioners to develop a "Citizens Guide" to code enforcement and code enforcement reporting. 8. To develop a process whereby program staff will provide assistance and supplement other county staff(i.e. inspectors,community development, environmental health,county counsel,etc.) in their efforts to bring violators into compliance in a timely manner. 9. To provide a report at the conclusion of the program which reflects the performance of the program, including the quantification of cases, disposition of cases,and other'statistics of the program including the timeframe to resolve various cases.