To ensure that it conducts its resale record inspections and completes the reports in a timely manner, San Rafael should establish a process to monitor its ability to meet its established time goals from application date to report issuance, such as developing a reminder report or using an automated feature of its database.
In our last report to the State, it was indicated that the City informally monitors the timeline goals for conducting inspections, as well as completing and posting the resale reports. We indicated that a custom tracking report would be developed in our "Trakit" permit tracking program to provide a more formal monitoring. This custom report has not been created as it has been determined that it is not necessary. The current process of informally monitoring is working well given the volume of application activity. On average, we have been holding to the goal of issuing the resale report within three (3) working days of the inspection.
Timelines for accepting, processing and issuing a residential resale report are set forth in City Resolution No. 14243 referenced above and provided as a supplement to this response. In terms of monitoring the timeline goals, City staff informally monitors this activity by using the permit tracking program (Trak-it). City staff is in the process of developing a custom report in the Trak-it program to provide an average of the individual report timelines to assist in this monitoring.
Based on the description of the activities being performed, we are assessing this recommendation to be partially implemented.
We are satisfied that our timelines are reasonable and we meet them 95% of the time which is an realistic standard.
The city did not provide us evidence of how it is tracking its ability to meet its established time goals. We look forward to learning of the city's process when it submits its one-year response.
See May 12, 2016 memorandum to Myriam Czarniecki. City staff is working on a program to better track the timing or tasks to meet the established time goals.
Agency responses received are posted verbatim.