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8 INTEROFFICE MEMORANDUM TO: MICHAEL J.MORNSON FROM: JOEL A.HEWIT'I SUBJECT: CODE ENFORCEMENT DATE: 3/29/01 BACKGROUND For approximately two years the Fire Department has had the charge to enforce the Housing Code of the city. The purpose of this correspondence is to improve our enforcement of the code, not only by the Fire Department, but also to include the entire staff of the city. By way of this correspondence I would like to engage the City Manager, City Council, Planning Commission, and Department Heads in discussion to improve enforcement and direction of the code. It is my opinion the Fire Department is doing a good job enforcing the code. It does as a result of our.department providing this function leaves room to improve the process, in :turn that will improve internal and external customer services. Not having a background in code enforcement the information in this correspondence has been generated by my observations and research on processes used by other cities in our area and how we may apply it in our village. This information should assist us in developing a methodology to be implemented and reviewed annually improving our service to the community. Over these past two years as we have enforced the code has produced several issues, resolving these issues will enhance the process of enforcing the code. Training is needed for Fire personnel for conflict resolution, dealing with difficult people and instruction in code jurisdictions. We encounter complaints resulting from neighbor disputes that use the city to resolve their conflict. These cases become difficult to resolve, as it is difficult to reach a win/win resolution. Complaints are also received were the Building Official or State agencies have jurisdiction. This training will assist our personnel in these cases in' mediation and jurisdiction identification A system needs to be developed for a process that tracks a complaint upon receipt through the path to resolution.This process will provide a consistent procedure in addition to information on the status of a complaint in the system in addition to proceeding to a resolution in a timely manner.This system will also identify the frequency of progress reports and to whom these reports are given. Informing city hall on complaint activity, resolutions and difficulties being experienced. This information will allow the City Manager and City Council to be informed if they are receivers of a complaint,which may already be in the system or a request of the status of a complaint we may have received. The system will provide time frames to inform both internal and external persons involved in individual cases.This will Alleviate the perceived need of fire personnel who feel complaints need