City of Dubuque Iowa Final Report Interdepartmental on

City of Dubuque Iowa

Final ReportInterdepartmental Task Force on

Code Enforcement Activities

November 1 2007

Facilitated bvJeffSchott

Institute of Public AffairsUniversity of Iowa

CITY OF DUBUQUE IOWAFINAL REPORT

INTERDEPARTMENTAL TASK FORCE ON

CODE ENFORCEMENT ACTIVITIESNOVEMBER 1 2007

Mission

On September 6 2001City Manager Michael C Van Milligan convened a meeting of

various city departments to discuss ways to enhance the citys code enforcement efforts

At that meeting amultidepartment task force was established to accomplish the

following mission

To identify and develop initiatives programs processes and resource needs to

enhance City of Dubuque code enforcement activities

Appendix A lists the participants in the initial September 6 meeting and the members of

the interdepartmental task force

Process

The City Manager requested the Institute of Public Affairs IPA ofthe University of

Iowa to organize and facilitate aprocess that involved the following steps work productsresulting from the steps are included in the referenced appendices

Identify general purposetaskmission of committeeo Identify expectations of committee members

o Assure communication twoway to department personnel regardingcommittee activitiesactions

Identify specific activitiesaspects ofcode enforcement to be evaluated by thecommittee Appendix B

For each activityaspect of code enforcement identify under the current systemAppendix C

o Strengthso WeaknessesConstraints

o Trends

o Opportunitieso Threats

2

From foregoing analysis identify issues or problems to be addressed For eachissue or problem identify potential initiativesprogramsprocessesresourceneedsto address the issue or problem Appendix D

Select recommended initiativesprogramsprocessesresourceneeds

Preparation of final report

Recommended InitiativesProgramsProcesses

The following initiativesprogramsprocesses were recommended by the committee to be

implemented to enhance City ofDubuque code enforcement activities

OVERALL ISSUES

COMMUNICATIONCOORDINATIONINFORMATION TECHNOLOGY1 All departments involved in code enforcement should utilize Incident Tracking

System software

a Provide training to appropriate departments and employees includingi Training on use of software and its applicationsii Training on applicable enhancementsiii Training on application of data forprogrammanagement analysis

2 Explore whether Incident Tracking System can interface better with other

department data bases

a Explore whether Permits Plus software can interface with Incident

Tracking System to enhance interdepartmental coordination and

communication

3 Reinstate weekly interdepartment teleconferencing coordination meetingsincluding Health Planning Solid Waste and Housing Departments Includeother departments on anasneeded basis

4 Require licensing or registration of businesses so that departments have accurate

and current information regarding businessproperty ownership and contact

information Licenses may or may not have a fee associated with them

CUSTOMER SERVICE

1 Establish centralized callin center to receive citizen complaintscalls for servicea Ifcallin center is not established provide information regarding which

departmentsphone numbers to contact regarding specific codeenforcement issues to citizens Publicize through newsletters web siteneighborhood association meetings and similar sources

2 Assure that current city policy regarding handling of citizen complaint calls is

consistently implemented in all departments3

Provide information to citizens regarding reasons and processes for code

compliance through newsletters web site neighborhood association meetingsand similar sources Areas ofemphasis include littering dead animal removalillegal dumping illegal burning placement of hazardous materials in the trashillegal depositing of materials snow grass clippings in street tracking ofmud

onto city streets from construction sites and rental housing codes

4 Make presentations at meetings ofneighborhood associations landlord

associations tenant associations school districts colleges homebuildersassociations Chamber of Commerce and similar stakeholders regarding any

changes to code enforcement being made

Provide more complete informational materials to new residents regardingDubuque services and rules especially regarding trash collection and recycling

STAFFINGTRAINING

1 Prepare a list showing which departments handle which types offunctional

complaint Distribute the list to all call takers line employees and supervisors in

all departments handling or potentially handling citizen complaintscalls forservices

2 Establish inspection outcomes for example all rental units inspected within X

years all commercialinstitutional properties inspected every Y years expectedfor all departments involved in code inspection Determine staffing levels

necessary to accomplish inspection outcomes Develop staffing plan with

priorities to meet identified needs

a Involve citizensstakeholders in developing outcome measures

3 ImplementITwireless applications to enhance inspectors productivity and

provide more field inspection time by reducing paperwork

4 Train front line field employees to work with citizens to encourage voluntarycode compliance include this function in applicable job descriptions

Train employees who are in the field on key code compliance concerns egillegal dumping in storm sewers provide digital cameras so that designatedemployees can document violations that they observe

a Consider training and using employees on restricted duty to enhance in

the field inspection enforcement ofcertain designated code enforcement

activities

6 Provide training to departmentsemployees to achieve more consistency in

departmental policies and procedures regarding key processes ofcode

enforcement includinga Training on DubuquesNuisance Ordinance enforcementabatement

processes public vs private nuisancesb Notification of violators serving ofnoticec How much time to give violators for compliance

4

d Followupenforcement actionse Training in municipal infractions process

7 Establish ongoing customer servicecode enforcement training program

PROCESSPOLICY1 Target areas for more intensive code enforcement but recognize

a Targeting specific areas requires additional resourcesstaffing so as to not

negatively impacting performance levels citywideb Requires multidepartment applicationcoordinationc Develop criteria by which areas would be evaluated for more intensive

code enforcement

2 All departments should require complete set ofdetailed building plans before

processing applications

3 Develop program for communication coordination with institutionseg collegesregarding key code enforcement issues

4 Establish or take advantage ofcurrent ordinance provision that allows for fees to

be charged for multiplereinspections ofproperties

5 Continue those programsservices identified as strengths in Appendix C

6 Review all recommendationsproposals six months after implementation andperiodically thereafter to assure they are meeting their intended purpose modifyas needed

Amend housing ordinance to allow fees to be charged for noshow inspectionsWe talked about this at the last meeting this is an increasing problem for

inspection productivity as landlords cancel or dontshow for scheduled

inspectionsg

FUNCTIONAL AREAS

PROBLEM PROPERTIES1 Develop and implement Chronic Offenders Ordinance in process2 Develop and implement Crime Properties Ordinance in process3 Utilize weekly interdepartmental coordination meetings to focus on status of

problem properties code compliance see CommunicationCoordination 34 Consolidate monthly Problem Property and Historic Preservation Commission

Property Task Forces into Property Enforcement Teams to meet on monthlybasis

5 Determine political will and support for aggressive enforcement actions regardingproblem properties

a CouncilManagerb Neighborhood groups

5

c Landlord associations

d General public6 Submit budget proposal to increase funding to acquirecondemn additional

problem properties in FY0809

7 Undertake Process Improvement methodology to evaluate improve and shorten

code enforcement process

ADA ISSUES

1 Provide additional training for inspectors

ILLEGAL BURNING1 Authorize onduty firefighters to issue citations regarding illegal burning

violations especially on weekends and evenings in process

ILLEGAL DEPOSITING OF MATERIALS GRASS SNOW ETCI IN STREET

ILLEGAL DUMPINGLITTERING

1 Authorize designated employees of appropriate departments including Public

Works and Leisure Services to issue municipal infractions

JUNKPRNATE PROPERTIES1 Use Public Works Department to clean up if private contractors not available

LICENSESPERMITSFAILURETO OBTAIN

1 Increase penalties for failure to obtain licensepermit2 Require Building Permit card to be prominently displayed on exterior of structure

for which Building Permit has been issued Any building permit should have a

complete by date to give definite violation date Provide training and

encourage City employees to report building construction activities on sites for

which building permit card is not displayed

LIQUOR LICENSES

Review policies and procedures regarding processes when project is not complete prior to

Council meeting or when new establishment is under construction

NONPAYMENT OF UTILITY BILLS

1 Institute program of wireless remote meter reading

BROKENINOPERABLE WATER STOP BOXES

1 Institute more aggressive shutoffpolicy regarding property owners with

unrepaired stop boxes

NUISANCE TREES PRIVATE PROPERTY1 Confirm policy that complaints regarding trees on private property are private

nuisance and not public nuisance therefore not a City concern

RENTAL HOUSING INSPECTIONS1 Establish chronic offenders program involving more frequent inspections

included in Chronic Offenders Ordinance see Problem Properties 1

6

2 Suspend or revoke rental housing license fornoncompliance to make

property owners more responsible for their properties

GARBAGETRASH PLACED EARLYNOTCOLLECTED IN RIGHTOFWAY1 Reduce time frame for enforcementabatementofgarbagetrash in rightof

way2 Expand use ofchronic offendersred tag process for repeat violators

ILLEGAL SEWERWATERCONNECTIONSSEWERLATERAL BREAKS1 Authorize designated employees ofappropriate departments including Public

Works Engineering and Water Departments to issue municipal infractionsinstead ofHealth Department

Resource NeedsThe following recommended initiativesprogramsprocesses are recognized as potentiallyrequiring resource needs for consideration with respect to the upcoming FY 0809

budget

Establish centralized callin center to receive citizen complaintscalls forservice

Establish inspection outcomes for example all rental units inspected withinX years all commercialinstitutional properties inspected every Y yearsexpected for all departments involved in code inspection Determine staffinglevels necessary to accomplish inspection outcomes Develop staffing planwith priorities to meet identified needs

ImplementITwireless applications to enhance inspectors productivity and

provide more field inspection time by reducing paperworkEstablish ongoing customer servicecode enforcement training programSubmit budget proposal to increase funding to acquirecondemn additionalproblem properties in FY0809

Undertake Process Improvement methodology to evaluate improve andshorten code enforcement process especially regarding problem propertiesInstitute program of wireless remote meter reading

Final Comments

It was apleasure to assist the City ofDubuque with this process ofenhancing codeenforcement activities I was extremely impressed with the level of cooperation and

positive attitudes ofthe staff involved in this project

Jeff Schott

Institute ofPublic Affairs

University ofIowa

November 1 2007

7

APPENDIX ACITY OF DUBUQUE

CODE ENFORCEMENT PARTICIPANTS

The following employees participated in the initial meeting Those marked with an

asterisk continued to participate in the interdepartmental task force

City ManagersOffice

Mike Van MilliganJerelynOConnor

Jenny Larson

Cori Burbach

PlanningMelinda RettenbergerSusan Brennan

Dave Johnson

Police

Kim WaddingRuss Stecklein

Finance

Ken TekippeJean Nachtman

Rick Till

Rose Hoerner Utility Billing

Public Works

Paul SchultzDave Sitzmann

Don VogtTeresa Behnke

Water

Michael Brekke

Brant Schueller

Ken Metcalf

Chris KennedyBob Green

Housing

8

David Harris

Roger BenzTami ErnsterKathy Lamb

Fire

Dan BrownMark LudescherMike McMahon

BuildingRich RussellJeff Zasada

Jean Noel

LegalCrenna Brumwell

Health

Mary Rose CorriganTim LinkChris JohnsonRich Miller

EngineeringDeron MuehringJon DienstJane Smith

9

APPENDIX B

ACTIVITIESASPECTS OF CODE ENFORCEMENT

ABANDONED VEHICLESSTREET STORAGE ON CITY PROPERTY

Direct Police

Indirect Fire ParkingConsult Legal

ADA ISSUES

Direct Building Services Engineering Planning Human RightsIndirect Fire Health Housing Neighborhood Development ParkingConsult Legal

ALTERNATE SIDE OF STREET PARKING

Direct Police

Indirect Public Works

ANIMALSLIVE

Direct Police LegalIndirect Health

COMMERCIALINDUSTRIALPROPERTIESINSPECTIONS OF EXISTING

BUILDINGS

Direct Fire

Indirect Building Services Water

Consult Legal

CRIME PROPERY ORDINANCE

Direct Housing Legal Police

DUMPING IN STORM SEWERS

Direct Engineering Police

Indirect Fire Health

Consult Legal

DUMPSTER PLACEMENT

Direct Engineering in ROWIndirect Fire Police Public Works

Consult Legal

10

FOOD ESTABLISHMENTSDirect Health

Indirect Building Services

Consult Legal

HAZARDOUS MATERIALS IN TRASHDirect Public Works

Indirect Fire Health PoliceConsult Legal

HISTORIC PRESERVATIONDirect Building Services

Indirect Housing PlanningConsult Legal

ILLEGAL BURNING

Direct Fire

Consult Legal

ILLEGAL DEPOSITING OF MATERIALS GRASS LEAVES SNOW IN STREETDirect Engineering Stormwater Management PoliceIndirect Building Services Public Works

Consult Legal

ILLEGAL DUMPINGLITTERINGDirect Engineering Stormwater Management Health PoliceIndirect Public WorksConsult Legal

JUNK VEHICLESPRIVATE PROPERTY OFFSTREET STORAGEDirect Planning Police TowingConsult Legal

JUNKGARBAGE PRIVATE PROPERTYDirect Engineering Stormwater Management Health HousingIndirect Building Services Public Works AbatementConsult Legal

JUNKYARD SSCRAPYARD SDirect PlanningConsult Legal

LEAD PAINT INSPECTIONSDirect HousingIndirect HealthConsult Legal

LICENSESPERMITSFAILURE TO OBTAINDirect Building Services Engineering Health Housing Parking Parks Police

Indirect Fire WaterConsult Legal

LI UOR LICENSESDirect Police

Indirect Building Services Fire HealthConsult Legal

NEWCONSTRUCTIONCOMMERCIALINDUSTRIALINSTITUTIONALBUILDINGS

Direct Building Services Engineering Fire Planning WaterConsult Legal

NEW CONSTRUCTIONOTHER TYPESDirect Building Services Engineering PlanningIndirect WaterConsult Legal

NOISE

Direct Health PoliceConsult Legal

NONPAMENT OF UTILITY BILLSDirect Finance

Indirect Building Servies Engineering Health Public Works WaterConsult Legal

NUISANCE TREES

Direct Building Serivices Engineering Stormwater Management Fire HealthHousing Parks Public Works in ROWConsult Legal

NUISANCES

Direct Building Services Engineering Fire Helath HousingIndirect Police Public Works abatementConsult Legal

PARKING IN FIRE LANEDirect Fire Parking PoliceIndirect Pulbic Works

Consult Legal

REMODEL CONSTRUCTIONDirect Building Services FireIndirect Health Housing WaterConsult Legal

RENTAL HOUSING INSPECTIONSDirect Building Services Fire Housing

12

Consult Legal

RIGHTOFWAYPERMITS

Direct EngineeringConsult Legal

SEWERS

ILLEGAL SEWER CONNECTIONS

Direct Engineering Health

Indirect Building Services Housing Public Works

Consult Lega

SEWER CONNECTIONS

Direct Building Services Health

Indirect EngineeringConsult Legal

SEWER LATERAL BREAKS

Direct Health HousingIndirect Building Services EngineeringConsult Legal

SIDEWALK CAFES

Direct EngineeringIndirect Fire Health

Consult Legal

SIGNS PRIVATEDirect Building Services Planning Public Works


SPECIAL EVENTS

Direct Parking Parks Police Public Works City Managers Office

Indirect Fire

Consult Legal

STAGNANT WATER

Direct Engineering Health

Consult Legal

STOCKPILED REFUSE IN ROWDirect Public Works

Indirect Health

Consult Legal

STORAGE CONTAINERS

Direct Building Services Fire

13


STORMWATER MANAGEMENTEROSION

Direct Engineering Water

Consult Legal

SUBDIVISION DEVELOPMENT

Direct Engineering PlanningIndirect Building Services Fire

Consult Legal

SWIMMING POOLSPRIVATE

Direct Building Services

Consult Legal

SWIMMING POOLSPUBLIC

Direct Health

Consult Legal

UNSAFE BUILDINGS

Direct Buildings HousingIndirect Fire

Consult Legal

UTILITY SHUTOFFS

Direct Finance HousingIndirect Fire Health

Consult Legal

VACANT COMMERCIALINDUSTRIALPROERTIESDirect Building Service

Indirect Fire

Consult Legal

VACANT RESIDENTIAL PROPERTIES

Direct HousingIndirect Fire Health

Consult Legal

WATER DEPARTMENT

ACCESS TO METERS

Direct Finance WaterIndirect Building Services

Consult Legal

INOPERABLE STOP BOXES

Direct Finance

Consult Legal

14

SERVICE LINE REPAIRS

Direct Housing WaterIndirect Building services EngineeringConsult Legal

WATERMETERBACKFLOW COMPLIANCEDirect Building Services Water

Consult Legal

WEEDSTALL GRASSDirect Health HousingIndirect EngineeringConsult Legal

MINOR CODE ENFORCEMENT ACTIVITIES

ANIMALSDEAD

Direct Health Police Public WorksConsult Legal

CONNECTIONFEESWATERSEWER

Direct Engineering Finance

Indirect Building Services Police Water

Consult Legal

FENCES

Direct Building Services

Indirect Engineering PlanningConsult Legal

FIREWORKS

Direct Fire Police

Consult Legal

15

APPENDIX C

STRENGTHSWEAKNESSESOPPORTUNITIESTHREATSTRENDSRELATED TO CODE ENFORCEMENT

ABANDONED VEHICLESSTREET STORAGEONCITY PROPERTY

Vehicles full ofgarbage minor trendPrompt attention strengthComplaintdriven notproactive weaknessAllow too much time for removal 72 hours

ADA ISSUES

Lack oftraining for all building inspectors weaknessTime consuming weaknessUser friendly strengthInconsistency among departments weakness


Frustrated violators when they receive ticket and snowplowsweeper never makesit to that street weaknessPurpose is to clean streets adequately more streets need to be added and more

equipment and employees budgeted as in pre1980s weaknessSignage needs to be changed for shorter alternate periods for sweeping as too

many are posted now sweeper will never be able to get to all posted streets in

designated time frame weaknessWeak enforcement lack of adequate sweeping will contaminate water in BeeBranch daylighting project and possibly be in violation of Clean Water Act

threat

ANIMALSDEAD

Quick pickup by Public Works if in ROW strengthProperty owners want Health to pickup weaknessNo weekend help weaknessSometimes hard to cleanupdispose ofweakness

ANIMALSLIVE

Welltrained staff good equipment strengthEffective enforcement and processes strengthVery busy many wild animal calls weakness

16

Lack of quick response time Sometimes animal is gone when we arrive

weaknessEvicted people leave pets behind trendMore people owning multiple pets trendDo we need to limit the number of pets apersonhousehold can hold Do we

require abusiness license for over x animals

Police respond to these calls and have equipment available at the DLEC which issometimes not timely enough

ASSISTED HOUSING INSPECTIONS

COMMERCIALINDUSTRIALPROPERTIESINSPECTIONOF EXISTING BLDGS

Difficult to track new businesses if they dont take out building permit we dontknow theyve opened weaknessNeed to coordinate with FireBuilding on changes in occupancy requirementsNeed regular inspections weakness

CONNECTIONFEESWATERSEWER

CRIME PROPERTY ORDINANCE

Needs tweaking to be more applicable and effective

Very useful for police Upgrade in progress

DUMPING IN STORM SEWERSOften called after fact weaknessViolates BMPs and stormwater plan trends16th St Detention Basin has filled with materials and sediments that will test as

toxic when scheduled to be removed for landfill disposal causing significantlyhigher tipping fees and transportation costs for taxpayers

FENCES

FIREWORKS

FOOD ESTABLISHMENTS

Local program enforcement process outlined by State Code rules strengthIncreased workloadnumber ofestablishments weaknessGrowth and many ownership changes trendsEducation ofoperators opportunitiesState mandates threats

HAZARDOUS MATERIALS IN TRASH

Most serious problems volumes under control strengthMore promotion needed for overlooked items buried in trash

HISTORIC PRESERVATION

Enforcement issues weakness

17

ILLEGAL BURNING

Difficult to catch violators weakensEducate on alternative disposal for items wanting to be burned opportunitiesPossibly allow 2 wk burning period threatMore enforcement needed burning is evident in most neighborhoods especiallyin fall weaknessHow many citations issued

The seriousness ofrelated health concerns is not grasped by the public weakness

ILLEGAL DEPOSITING OF MATERIALS GRASS SNOW ETC IN STREET

Difficult to catch offenders weaknessIn lieu ofpaying for yard waste disposal people look for other places to disposeofit trendStrong promotion enforcement needed

Customers who bag yard waste complain about cheaters who blow into the street

How many citations issued in last 12 months

No real progress seen in controlling mud in streets eroding from residential

building sites and trucks tracking it into streets BMP needs to be used weakness

ILLEGAL DUMPINGLITTERING

New organization formed this year Keep Dubuque County Clean Green pilotstatewide program Antilittering billboards and hotlines promoted strengthNeeds more police enforcement

Recognition awards available to enforcement personnelHow many tickets written in last year

ILLEGALUSESZONING VIOLATIONS

JUNK VEHICLESPRIVATE PROPERTY

Keep complainant informed of process status of complaint outcome strengthCommunication w violator to resolve problem quickly strengthSend written notice and order to owner in simple English to avoid

misunderstandings strengthTimely followup to ensure compliance w specified timeline strengthWill issue citation if violator does not comply within reasonable time strengthObtain continuing Court Order to quickly resolve subsequent violations for some

infractions strengthSome violations take longer to resolve due to appeal process special exceptionsCourt continuances etc weaknessSome take longer due to lack ofinfo about property owneroccupantVaried nature ofviolations severity ofoffenses cooperation ofviolator and

complainant means that you cantapply one process to all situations

JUNKPRIVATE PROPERTIESProcess works if its followed strengthMultiple departments working on this inconsistency in enforcement weakness

18

Who will clean up problems on private property What is junk vs treasures

weaknessMore foreclosures trendRefusal to pick up certified mail trendMore informing enforcement staffneeded

LICENSED JUNKYARDSSCRAPYARDS

Consistency in enforcement strengthStandard procedures applied uniformly strength

LEAD PAINT INSPECTIONS


Behind in data entry mistakes in data entryrecords weaknessDifficult to police weaknessMore people not getting proper permits decreasing revenue trendPet owners trying to circumvent system trendEffectiveness animals Dontlicense impounded We give animal back because

people license them Process needs to be modified

Many unlicensed rentals databases need to be integrated between Utility BillingHousing Solid Waste Assessor made available through GIS

LIQUOR LICENSES

2 City Council meeting per month oftentimes project is not complete prior to

Council mtg weaknessApprove before construction is completeCode is met trendViolations are not corrected or plans are not followed if license is approved priorto completion threat

NEW CONSTRUCTIONALLOTHER TYPES

Permits latenot at all No inspections called for weaknessesGreen City Initiative opportunityMore inspections needed weakness

NEW CONSTRUCTIONCOMMERCIALINDUSTRIALINSTITUTIONAL BLDGS

Green City opportunity

NOISE

Code limits times for various noises strengthLack ofscientific expertise to mediate weaknessDifficult to enforce if not present weaknessNeighbors use noise complaints to retaliate on zoning new bldgs etc trend


Ability to put service in landlords name after tenant becomes delinquentstrengthLandlords dontalways cooperate weaknessNo outdoor meter access weakness

19

Brokeninoperable stop boxes weaknessProcess ofcivil citations etc verytimeconsuming weaknessHire company to repair stop box shut it off and refuse service until balance is

paid opportunityAssess amount ofrepairs to property tax opportunityNeed to try something different with landlords tenants

Special solid waster services refused Large Item Collection if bills are not paidto current This takes up significant time for Public Works staff weaknessMost IA municipal utilities require a deposit under certain circumstances this

may help cut our losses especially from renters moving out trendWater shutoffsappear to be used more assertively in other IA municipalities to

reduce pastdue balances and reduce longterm costs to good paying customers

trend

NUISANCE TREES

Time commitment is large expensive expensive to removetrim weaknessNot tree expert weaknessOften need professional survey to determine ownership weaknessMore more complaints trendsPrivate matter opportunitiesExpectations that City needs to solve healthsafety issue between property owners

threatWecantdontwant to be involved Ordinance being tweaked

NUISANCES

Current ordinance strengthImpossible to define weaknessMore foreclosures trendEverything is a healthsafety hazard trendAbatement is handled in a timely manner strength

PARKING IN FIRE LANE

Police response is good on alley blockage for garbage collection

POLLUTIONAIR

IDNR strengthNeed IDNR to investigate local staff not qualified to inspect weakness

POLLUTIONWATER

Need IDNR to investigate weakness

REMODEL CONSTRUCTIONWe can address ADA We need more stringent time frames

RENTAL HOUSING INSPECTIONS

We can adjust standards to require better maintenance

Need to revoke some licenses and inspect more often

20

SEWERS

Coordination of multiple dept records weaknessLack of accurate records weakness

ILLEGAL SEWER CONNECTIONS

Multiple depts enforcing trendPublic Works enforce opportunities

SEWER CONNECTIONS

More sewer connections strengthExpensive for citizens weakness


Health enforces based on information from Public Works weaknessHealth does enforcement for correction trend

SIGNS PRIVATENeverending removal process

STAGNANT WATER

Community education strength

STOCKPILE REFUSE IN ROW

Improvements being made strengthBiggest problems during college moveinsand moveouts trendNew tenants require significant education opportunity

STORAGE CONTAINERS

Has cleaned up community 99 compliance strengthMay eliminate all containers trend

STORMWATER MANAGEMENTEROSION

The importance ofthese management issues and relevant laws must be promotedand enforced

How many citations issued in last year

STREET TREES

Little staff to enforceeducate community weakness

SUBDIVISION DEVELOPMENT

Development rulesie grass mud upkeep weakness

SWIMMING POOLSPUBLIC

Effective enforcement program through contract w IDPH strengthEmerging infectious diseases existing bather behavior threat

UNSAFE BUILDINGS

21

Safer community strengthSlow process weaknessFire dept access opportunityNeed more inspections tighter schedules

UTILITY SHUTOFFS

Need greater complianceNeed toconsider deposits maybe only in property owners name if x number of

problems w tenants

Ability to put service in landlords name after tenant becomes delinquentstrengthLandlords dontalways cooperate weaknessBroken inoperable stop boxes weaknessNeed to be enforced more assertively for nonpayment as seems to be practice in

other IA communities trend

VACANT COMMERCIALINDUSTRIALPROPERTIES

Will help clean up community strengthDifficult to define many gray areas slow process weakness

VACANT RESIDENTIAL INSPECTIONS

Cantdetermine if foreclosure or owner weaknessNeed to be more active in purchasing or condemning

WATER DEPT

ACCESS TO METERS

Consistency among departments Communication

INOPERABLE STOP BOXES


SERVICE LINE REPAIRS


WATERMETERBACKFLOW COMPLIANCE


WEEDSTALL GRASS

Ordinance written procedures strengthEffective process by Health Dept strengthRentals vacant abandoned buildings weaknessNo length limit makes it subjective some complaintsdisagreements w

judgments weaknessLarge fieldslots areas on edge of farmland steep hillsides weaknessRainy months weaknessHalf cut areas weakness

22

Unable to find contractors to cut because ofinsurance premiums requirementsweaknessSubdivisions developers dontcut lots or follow covenants weaknessCityowned properties IDOT properties weaknessInconsistent enforcement weaknessState Code for notificationpublication weaknessMore foreclosed properties trendCitizens want quick action resolution trend

OVERALL ISSUES

Inspectors need morebetter backing from upper management Difficult to

enforce code without backingTrackingCommunicationMore smoothly run process

ConsistencyInspectionsPublic knowledge many initial complaints are directed to police and then referred

to proper enforcement agenciesPrioritize code areas with greatest problems or with potential for greatest impactIncidents need to be logged into Incident Tracking by all departments that can

help contribute to an understanding ofthe problems and past actions taken at

problem locations

Most chronic issues relate to lowincome rental properties their landlords and

tenants Behavior change not just education is needed

Increased street sweeping is needed to help maintain sanitation care for

downtown environment and help improve perceived quality of life in some

neighborhoodsCollege students are another demographic that are involved in a number ofchronic code enforcement areas

What do our citizensstakeholders see as the greatest code enforcement problemsWould a survey be appropriate

23

APPENDIX D

POTENTIALINITIATIVESPROGRAMSPROCESSESRESOURCE NEEDS

TO ADDRESS PRIORITYPOLICIESISSUESPROBLEMSWEAKNESSES

OVERALL ISSUES

COMMUNICATIONCOORDINATIONINFORMATION TECHNOLOGY

All departments involved in code enforcement to utilize Incident Tracking Systemsoftware

o Provide training to appropriate departments and employees includingTraining on use ofsoftware and its applicationsTraining on applicable enhancements

Training on application of data forprogrammanagement analysis

Reinstate weekly interdepartment teleconferencing coordination meetingsincluding Health Planning Public Works and Housing Departmentsinclude other departments on anasneeded basis

Designate a staff person to monitor the status of code enforcement activities to

assure appropriate departmentsare following through assure inter

departmental coordination collect and manage overall data collection and

analysis related to code enforcement

Explore whether Incident Tracking System can interface better with other

department data bases

Adopt ordinance requiring licensing ofbusinesses so that departments have

accurate and current information regarding businessproperty ownershipand contact information

CUSTOMER SERVICE

Establish and emphasize policy that departments taking calls from citizens will

take the necessary information from the citizen and be responsible for forwardingthe information to the appropriate department for action as opposed to telling the

citizen to contact the appropriate department

Establish policy to notify complainants who provide names and phone number or

email address with periodic updates regarding the status oftheir case

Establish centralized callin center 311 to receive citizen complaintscalls for

service

Provide information regarding which departmentsphonenumbers for citizens to

contact regarding specific code enforcement issues Publicize throughnewsletters web site neighborhood association meetings and similar sources

24

Provide information to citizens regarding reasons and processes for code

compliance through newsletters web site neighborhood association meetingsand similar sources Areas of emphasis include littering dead animal removalillegal dumping illegal burning placement of hazardous materials in the trashillegal depositing ofmaterials snow grass clippings in street tracking ofmud

onto city streets from construction sites rental housing codes

Make presentations at meetings ofNeighborhood Associations landlord

associations tenant associations Chamber of Commerce and similar stakeholders

regarding any changes to code enforcement being made

Provide informational materials to new residents regarding Dubuque services and

rules especially regarding issues such as trash collection

STAFFINGTRAINING

Prepare a list showing which departments handle which types offunctional

complaint Distribute the list to all call takers line employees and supervisors in

all departments handling or potentially handling citizen complaints calls for

services

Establish inspection outcomes for example all rental units inspected within X

years all commercialinstitutional properties inspected every Y years expectedfor all departments involved in code inspection Determine staffing levels

necessary to accomplish inspection outcomes Develop staffing plan with

priorities to meet identified needs

o Involve citizensstakeholders in developing outcome measures

ImplementITwireless applications to enhance inspectors productivity and

provide more field inspection time by reducing paperwork

Train front line employees to work with citizens to encourage voluntary code

compliance

Train employees who are in the field on key code compliance concernsegillegal dumping in storm sewers provide digital cameras so that employees can

document violations that they observe

Provide training to departmentsemployees to achieve more consistency in

departmental policies and procedures regarding key processes ofcode

enforcement including

o Training on DubuquesNuisance Ordinance enforcementabatement

processes public vs private nuisances

o Notification ofviolators serving of notice

o How much time to give violators for complianceo Followupenforcement actions

o Training in municipal infractions process

25

PROCESSPOLICY

Target areas forproactive more intensive code enforcement but recognizeo Targeting specific areas requires additional resourcesstaffing without

negatively impacting performance levels citywideo Requires multidepartment application coordination

All departments to require complete set ofbuilding plans before processingapplications

Clarify policies pertaining to issuance ofenforcement actions municipalcitations versus seeking voluntary compliance

Develop program for communicationcoordinationwith colleges regarding keycode enforcement issues

FUNCTIONAL AREAS

PROBLEM PROPERTIES

Develop and implement Chronic Offenders Ordinance

Utilize weekly interdepartmental coordination meetings to focus on status of

problem properties code compliance see CommunicationCoordinationContinue monthly Problem Property and HPC Property Task Forces

Determine political will and build political support for aggressive enforcement

actions regarding problem propertieso CouncilManagero Neighborhood groupso Landlords

o General publicSubmit budget proposal for funding to acquirecondemn problem propertiesin FY0809or per yearIssue citations on a daily or continuing basis each day a violation regardingproblem propertiesEducate decisionmakers and public regarding issuesobstaclestimeframe

involved due to state laws and due process with regard to code enforcement of

problem propertiesUndertake Process ImprovementLEANmethodology to evaluate improve andshorten code enforcement process

ADA ISSUES

Provide additional training for inspectors

ILLEGAL DUMPING IN STORM SEWERS

Provide training and encourage city employees to report any instances of illegaldumping in storm sewers they may observe in the City

26

ILLEGAL BURNING

Authorizeonduty firefighters to issue citations regarding illegal burningviolations especially on weekends and evenings in process

ILLEGAL DEPOSITING OF MATERIALS GRASS SNOW ETC IN STREET

Authorize employees ofappropriate departments including Public Works to

issue citations

ILLEGAL DUMPINGLITTERINGAuthorize employees ofappropriate departments including Public Works to

issue citations

JUNKPRIVATE PROPERTIES

Identify private contractors who can provide cleanup services regarding junk on

private properties especially large quantitiesUse Public Works Department to clean up if private contractors not available


Increase penalties for failure to obtain licensepermitRequire Building Permit card to be prominently displayed on exterior ofstructure

for which Building Permit has been issued provide training and encourage cityemployees to report building construction activities on sites for which buildingpermit card is not displayed

LIQUOR LICENSES

Review policies and procedures regarding processes when project is not completeprior to Council meeting or when new establishment under construction


Increase special fee for properties without outside meters no outdoor meter

accessInstitute program ofwireless remote meter reading

BROKENINOPERABLE WATER STOP BOXES

Hire private company to repair stop box shut it off and refuse service until

balance is paidInstitute more aggressive shutoffpolicy regarding homeowners with unrepairedstop boxes

NUISANCE TREES PRIVATE PROPERTYConfirm policy that complaints regarding trees on private property are privatenuisance and not public nuisance therefore not a city concern

RENTAL HOUSING INSPECTIONS

Establish chronic offenders program involving more frequent inspectionsTake advantage ofcurrent ordinance provision that allows for fees to be chargedfor multiplereinspections ofrental property

27

Revoke rental housing license fornoncompliance to make property owners more

responsible for their propertiesRequire educationtraining regarding Housing Code and other city requirementsin order for landlords to obtain housing license

GARBAGETRASHPLACEDNOTCOLLECTED IN RIGHTOFWAY

Reduce time frame for enforcementabatementofgarbagetrash in rightofwayEstablish chronic offenders process for repeat violators

Increasing inspection requirements Vacant Abandoned Buildings lead paintstorm water management leads to more extended period for conducting regularinspections weakness

ILLEGAL SEWERWATERCONNECTIONS

Authorize employees ofappropriate departments including Public Works to

issue citations

Public Works to enforce illegal sewer connections instead of Health Dept


Authorize employees of appropriate departments including Public Works to

issue citations

Public Works to enforce instead ofHealth Dept

VACANT RESIDENTIAL INSPECTIONS

Need to be more active in purchasing or condemning

WEEDSTALL GRASS

Amend ordinance to specify length oftall grass to become a violation

Other initiatives

ADDITIONAL ISSUES


Increase fines for illegal parkingMore aggressive towing of illegal parked vehicles policyRevise regulations and signage to specify specific days for sweeping specificstreets establish shorter alternate periods for sweeping more vigorousenforcement of illegal parking on those specified days

28

City of Dubuque Iowa Final Report Interdepartmental on

Documents

Transcript of City of Dubuque Iowa Final Report Interdepartmental on