Report 2015-134 Recommendation 10 Responses

Report 2015-134: Residential Building Records: The Cities of San Rafael, Novato, and Pasadena Need to Strengthen the Implementation of Their Resale Record Programs (Release Date: March 2016)

Recommendation #10 To: San Rafael, City of

San Rafael should develop formal written procedures for staff to follow up on property owners' correction of violations. These procedures should identify the method in which staff document in the database the violations identified during inspections and their actions to bring the property into compliance. In addition, the procedures should identify where within the database these documents should be kept as well as identify the protocol for ensuring that repeat violations are corrected in a timely manner.

Agency Response*

A code enforcement case is opened whenever violations are identified on a property within 10 days of completion of the report. All correspondence and phone communication is documented in the electronic record of the code case. Follow-up dates are set as triggers within the code case, and our designated CE officer (Lamonte) will follow up with a letter or phone call as appropriate. When the violations are resolved, the code case is closed, and the address "falls off" our active case list. As this case is always attached to the property record, repeat violations are readily apparent.

  • Response Type†: 1-Year
  • Completion Date: April 2016
  • Response Date: March 2017

California State Auditor's Assessment of Status: Fully Implemented


Agency Response*

Procedures have been developed for City staff to implement follow-up and enforcement. The procedures will be submitted once finalized. Currently, all violations are followed up with a Notice and Order within 10 business days. Further, as discussed in the May 21, 2016 memorandum submitted to Myriam Czarniecki, enforcement for the backlog of violations for 2015 has been initiated and many cases have been resolved. We are now commencing with the enforcement of the 2014 backlog.

  • Response Type†: 6-Month
  • Estimated Completion Date: 2/1/17
  • Response Date: September 2016

California State Auditor's Assessment of Status: Partially Implemented


Agency Response*

Procedures have been developed for City staff to implement follow-up and enforcement. The procedures will be submitted once finalized. Further, as discussed in the May 21, 2016 memorandum submitted to Myriam Czarniecki, enforcement for the backlog of violations for 2015 has been initiated and many cases have been resolved. We are now commencing with the enforcement of the 2014 backlog.

  • Response Type†: 60-Day
  • Completion Date: January 2016
  • Response Date: May 2016

California State Auditor's Assessment of Status: Partially Implemented

Although the city has identified this recommendation as being fully implemented, the city has not finalized these procedures. We look forward to learning of the city's progress when it submits its six-month response.

  • Auditee did not substantiate its claim of full implementation

All Recommendations in 2015-134

†Response Type refers to the interval in which the auditee is providing the State Auditor with their status in implementing recommendations made in an audit report. Auditees must submit a response regarding their progress in implementing recommendations from our reports at three intervals from the release of the report: 60 days, six months, and one year or subsequent to one year.

*Agency responses received after June 2013 are posted verbatim.


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