Report 2015-134 Recommendation 12 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 #12 To: Pasadena, City of
Pasadena 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.
Annual Follow-Up Agency Response From October 2021
Follow up protocol and procedures have been formalized and provided to staff, these protocols and procedures include:
It is required we follow-up on all Transfers of Responsibility, as the new property owner is required to correct all violations within 1 year. I had previously provided you with a list of all outstanding Transfers of Responsibility you have issued. The following is required:
Violations: Conversion/Addition/New Construction - 12 months post issuance of TOR
1) Confirm whether legalization permits were obtained
2) If there is record of legalization, open a CTP case, select Transfer of Responsibility as category type (under Additional Info tab), update attached template letter, and mail to property owner (attach TOR).
3) Contact property owner via phone, schedule inspection 30 days out.
4) If violations is unresolved, issue a Warning Notice with a 30-day compliance period.
5) Follow process in place for CTP cases (1st, 2nd, 3rd, 4th, substandard notice, CEC, referral to City Prosecutor)
6) Upon abatement, update status of case to "Issued" - Attach any support documentation and add notes.
Violations: CO2/Smoke Detectors, Fire Separation, Self-Closing Doors, Quick Release Windows - 12 months post issuance of TOR
1) Call property owner via phone and advise of outstanding violations
2) Request documentation (receipts, photos, video conference) that violations were abated (attached to Energov); or schedule an inspection,
3) Provide property owner 30 days to abate violation, if not abated within 30 days, open a CTP case, issue a Warning Notice with a 30-day compliance period, and follow aforementioned CTP enforcement process.
4) Upon abatement, update status of case to "Issued" - Attached any support documentation and add notes.
The manager periodically checks in on the status of outstanding TORs.
- Completion Date: July 2020
California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented
After implementing its Presale Self-Certification Program, Pasadena issued written procedures via email for its staff to monitor and ensure that property owners correct any violations.
Annual Follow-Up Agency Response From October 2019
The City Council adopted changes to the program which went into effect April 1, 2019. Rules and Regulations were approved by the City Manager. These include the written procedure to follow-up on correction of violations.
- Estimated Completion Date: 1/1/2020
California State Auditor's Assessment of Annual Follow-Up Status: Pending
We look forward to Pasadena providing its formalized procedures when they are fully implemented.
Annual Follow-Up Agency Response From October 2018
The City of Pasadena continues to evaluate the viability of the Occupancy Inspection Program.
- Estimated Completion Date: January 1, 2019
California State Auditor's Assessment of Annual Follow-Up Status: Pending
Annual Follow-Up Agency Response From November 2017
The City of Pasadena is evaluating the viability of the Occupancy Inspection Program.
- Estimated Completion Date: 01/01/2018
California State Auditor's Assessment of Annual Follow-Up Status: Pending
1-Year Agency Response
The City of Pasadena is evaluating the viability of the Occupancy Inspection Program with the FY2018 budget.
- Estimated Completion Date: July 1, 2017
- Response Date: May 2017
California State Auditor's Assessment of 1-Year Status: Pending
6-Month Agency Response
The City is re-evaluating administrative changes to the Occupancy Inspection program. The Director of the Planning and Community Development Department did not issue a memorandum mentioned in the 60-day report.
- Estimated Completion Date: March 2017
- Response Date: October 2016
California State Auditor's Assessment of 6-Month Status: Pending
60-Day Agency Response
The Interim Director of the Planning and Community Development Department will issue a memorandum to inform staff of the method to document violations in the land management system. The City anticipates reporting completion of this item in its scheduled report due at the six month interval. The City will consider a protocol to address repeat violations. Any formal written procedures will involve input from local stakeholders and if there are any changes to current protocols, the changes will be issued to staff by memorandum from the Interim Director of the Planning and Community Development Department. The City will provide a progress report of this item due at the six month interval.
- Estimated Completion Date: March 2017
- Response Date: May 2016
California State Auditor's Assessment of 60-Day Status: Pending
All Recommendations in 2015-134
Agency responses received are posted verbatim.