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HomeMy WebLinkAboutCC RES 01-056 A RESOLUTION APPROVING A CITY CODE ENFORCEMENT POLICY FOR THE CITY OF ST. ANTHONY Meeting Sheet IIIIIIVIIIVIIIVIIIVIIIVIIIIIIIIIII loans Box: 31 Folder: RES 2001 Document: CC RES 03-056 A RESOLUTION APPROVING A CITY CODE ENFORCEMENT POLICY FOR THE CIN OF ST. ANTHONY • CITY OF ST. ANTHONY RESOLUTION 01-056 A RESOLUTION APPROVING A POLICY FOR CODE ENFORCEMENT WHEREAS, the St. Anthony Fire Department performs duties relating to code enforcement; and WHEREAS, the St. Anthony Fire Chief has submitted the attached document pertaining to a Code Enforcement Policy. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of St. Anthony hereby approves said Code Enforcement Policy for the City of St. Anthony as submitted in the attached document. • Adopted this 2 � day of �J 92001. �/ r ATTEST: A-4 0A City Clerk Reviewed by Administration: City Manager • • INTEROFFICE MEMORANDUM TO: MICHAELJ.MORNSON FROM: JOEL A.HEWITT 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 • to be immediately resolved, and provide a time frame for resolution. Currently, due to the shift schedule a complaint maybe received by a shift that is to begin their five-day off cycle. Thus no action on the complaint would begin until their return. Note: We have met with the career personnel, to begin to reorganize major responsibilities within the career ranks. Discussion included concerns re shift code compliance investigations. We are looking at assigning all to the more common violations i.e.: neighborhood signs trash and grass. Captain Drusch and myself would handle the major violations. This reorganization should be concluded within a month. Giving some involved, the department has disregarded the complaint. Additionally by alleviating the need for immediate resolution will allow shifts to continue on current projects and department mandates (Le.: public education, special duties, fire code enforcement and fire inspections). The following is a suggested enforcement system, and process to resolve Housing Code Complaints and Issues. This process offering is open for discussion on content and intent. It is also suggested the mission of code enforcement be reviewed annually providing direction to staff on goals, direction and issues for the upcoming year. It will additionally be an opportunity to review codes for revision or the development of new codes. OVERALL GOAL To improve the visual impression of our community, The City Staff of Saint Anthony Village are committed to the mission of enforcing the housing code. To include residential and commercial properties by enforcing the land use and housing provisions city code, specifically the nuisance section; responding to the concerns and complaints of our Residents, and City Council. • BENEFITS The Village's neighborhoods and commercial area are impacted with scattered, individual properties that are visual eyesores,which negatively impact the quality of life and property valuation in an entire neighborhood or commercial area. By enforcing the land use code, and nuisance provisions,to require violations to be corrected,the following benefits should be realized; • The entire neighborhood/commercial area is visually enhanced. • Residents/Business owners may regain pride in their neighborhood/area and community. • Property values are maintained. • Instilled confidence that violations will not be allowed to continue thus encouraging reinvestment in their neighborhoods and commercial areas. OBJECTIVES What to address/enforce Residential • Outside storage of junk and debris • 2 • Vehicles o Unlicensed vehicles o Off payment storage of vehicles o Junked inoperable vehicles • Trailers o Stored in front yard o Commercial trailers • Commercial vehicles and equipment stored outside • Grass over 6"tall • Unmaintained building exteriors o Apartment buildings/multiple family residences o Single family residences Commercial Areas • Signage o Pole signs o Banners o Signs in disrepair • Landscape Maintenance o Grass over 6" o Overgrown brush • Illegal outside storage of: o Equipment o Vehicles o Vehicles for sale o Vehicles for sale on public property • 3 • Building exteriors in disrepair Miscellaneous • Recommended improvements to public areas that are aesthetically unacceptable. CODE ENFORCEMENT COMPLAINT RESOLUTION PROCEDURE ENFORCEMENT • A Violation is received o The receiver of the complaint shall complete the complaint form If the upon review is not a violation the complainant shall be advised the reason it is not. o If there appears to be a violation the complainant is briefed on the resolution process and timetable. o The complaint form is forwarded to the Shift Officer. The Shift officer shall review the complaint log to determine if this is a new complaint, if not it is assigned a number and entered into log. • • FIEID INSPECTIONS SCHEDULED;& OBSERVED FIELD VIOLATIONS o Contact resident, business owner, property manger or property owner to discuss complaint. o If a violation does exist,the form is completed documenting the case the completed form is then sent to the Fire Chief for review and filing. o If a violation does exist, the form is completed documenting the case with a digital photograph(s) taken of the violation. o The resident, business owner,property manager or property owner shall be advised of the needed corrections and timetable for resolution. • OFFICE FOLLOW-UP o Upon returning to the station the form and digital photograph(s) shall be entered into the computer. A re-inspection at that time shall be scheduled after the appropriate time period has expired for resolution. The re-inspection shall be scheduled with the same shift that made the original inspection. o A letter dictating the facts of the violation of codes shall be prepared. The letter shall include the needed corrections,the amount of time to correct the violation and • 4 • a copy of the photograph(s) of the violations. The letter shall also provide information on who to contact regarding any questions regarding the violation. o If a violation has any extenuating issues, the violation shall be Immediately both the shift officer and Fire Chief. The City manager shall be notified and solicited for any counseling regarding the circumstances of the case. o When the violation is out of the scope of our jurisdiction, the appropriate agency shall be notified. It shall be documented in the file that was contacted with any pertaining information provided from the agency. • RE-INSPECTION o If a violation is corrected, documentation is made, form is then filed in closed complaint file case close is also noted on log. o If the violation is not corrected,documentation is made,send second letter dictating actions,which will occur if violation is not resolved. o Schedule re-inspection after appropriate time frame with original crew. Digital photograph(s) shall be taken at the re-inspection of the violation or the remedy of • the violation. • OFFICE FOLLOW-UP o If the violation still exists a report shall be prepared to include all prior violation documentation and digital photograph(s). Copy of the report shall be made and filed in the fire department file. The original report shall be forward to the City Manager for follow-up with the City attorney. Any inquiries, questions or contacts from the violator shall be referred to the City Manager. • RESIDENTIAL SIGNAGE o Reported or observed violation of residential signage (i.e.; sale signs political signs, reality signs) shall be removed by any city staff. Personnel shall try to contact the violator to explain the code on signage. o An article annually in the spring village newsletter discussing the code on residential signage. This would provide an education to our citizens prior to the garage sale season. The following also shall be implemented to protect our personnel who conduct inspections: • INSPECTION PROCEDURES • 5 • o If it is necessary to proceed onto private property the crew shall first go to the door to state to the resident the reason they are their and provide identification and then discuss the violation. o Personnel shall always stay together, if the resident or anyone within the residence becomes agitated or abusive the personnel shall vacate the premises. If any person becomes threatening or gives a threat to the crew shall again immediately vacate the premises. Once in a safe location Dispatch shall be immediately notified to dispatch a Police Officer to your location to report the threat. This action shall also be documented in the complaint report form o When on private property personnel shall not look into windows or disturb personal property. o An inspection of the property will not occur without the owner's permission. o Reports and mailing shall be completed within three days or next shift from inspection. If failure to adhere to this time frame, a re-inspection shall be done to verify the violation still exists. RECOMMENDATIONS • To authorize discussion and facilitate discussion resulted from this correspondence with City Council, Planning Commission and City Staff. Note: We have met with the Planning Commission and City Council for their input and ideas. We need to revisit the • Procedure again with the City Council for they're in put and review of the proposed process. • To provide Conflict resolution, Dealing with Difficult People, and Code Jurisdiction Identification training to Fire Personnel. • To adopt the Overall Goal, and to review it annually for direction and approval of the City Council. • To adopt the Code Enforcement Resolution and Inspections Procedures. • To authorize a feasibility study for the hiring of a Code Specialist/Fire Marshal, without significant budget impact. This position would resolve several issues enhance enforcement of the housing and fire codes,provide fire code interpretation an enhance our fire service delivery. SUMMATION In advance I thank you for you consideration of the issues raised in tins correspondence. Again, I believe the Fire Department is doing a good job enforcing the code. I also believe by adopting the aforementioned process' the enforcement of the code will enhanced improving customer service both internally and externally. Together creating a high quality service to our community and residents. 6