Report 2015-134 Recommendation 23 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 #23 To: San Rafael, City of

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.

Annual Follow-Up Agency Response From November 2017

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.

  • Completion Date: November 2017

California State Auditor's Assessment of Annual Follow-Up Status: Fully Implemented

1-Year Agency Response

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.

  • Completion Date: March 2016
  • Response Date: March 2017

California State Auditor's Assessment of 1-Year Status: Partially Implemented

Based on the description of the activities being performed, we are assessing this recommendation to be partially implemented.

  • Auditee did not address all aspects of the recommendation

6-Month Agency Response

We are satisfied that our timelines are reasonable and we meet them 95% of the time which is an realistic standard.

  • Completion Date: June 2016
  • Response Date: September 2016

California State Auditor's Assessment of 6-Month Status: Pending

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.

  • Auditee did not substantiate its claim of full implementation

60-Day Agency 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.

  • Estimated Completion Date: Within one month
  • 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.