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HomeMy WebLinkAboutMinutes - 11/30/2015 - Community Development Committee (2) SPECIAL COMMUNITY DEVELOPMENT COMMITTEE � MEETING REPORT Monday,November 30,2015 Alderman Conference Room, 7:00 p.m. In Attendance: Committee Members: Chairman Alderman Condon, Alderman Peterson and Alderman Santi. Absent: None. Also in Attendance: City Administrator Morefield, Chief of Police Jones and City Clerk Jones. Also in attendance: Jean Headley, Code Compliance Officer, City of McHenry Dorothy Wolf, Economic Development Administrative Assistant, City of McHenry Emily Coleman,Northwest Herald Chairman�lderman Condon called the meeting to order at 7:00 pm. Chairman Alderman Condon expressed appreciation for the attendance of Chief of Police Jones, Jean Headley and Dorothy Wolf at tonight's meeting. Public Input Session No one signed in to speak at Public Input � 2015 Rental Registration Program Update City Administrator Morefield informed the Committee that in March 2012, the City of McHenry adopted an Ordinance requiring registration of all rental dwelling units and residential buildings, including condominiums, single-family homes, townhouses and multi- unit buildings. The purpose of the program is to be able to provide the City with accurate contact information for notification purposes in the event a rental property is not in compliance with the Municipal Code. Upon adoption of the Rental Registration Program, the Council granted the owners of rental properties a one-year grace period to complete the rental registration application. Notification of the Rental Registration Program was provided through publication in the City Newsletter and a mass mailing sent to property owners in January 2013. The addresses for the mass mailing were generated primarily from the water/sewer billing list. Prior to the implementation of the new computer software, BS&A, all submitted rental registration forms were scanned and stored in the CANS "City Address File" database. This data has been manually input into BSA throughout the last year. City Administrator Morefield informed the Committee that there are currently 1,492 rental units in the BS&A rental registration. As a point of information, the 2010 U.S. Census shows the City of McHenry with 2,356 renter occupied dwellings, a gap of nearly 900 rental units. Of the 1,492 registered rental units, 510 are multi-family; 661 are single family; 40 are � commercial/mixed uses and 146 are townhouse/condominiums. City Administrator Community Development Committee Meeting Report November 30, 2015 Page 2 `-' Morefield stated that from January 1, 2015 through November 20, 2015, there have been a total of 1,069 complaints entered in the database and 160 were identified at addressed registered as rental units. Responding to an inquiry from Chairman Alderman Condon regarding the gap between the Census figure and the City's figure, and whether there was a mechanism to capture potentially new rental properties or no longer existing rental properties, Ms. Headley stated that the use of foreclosure listings is helpful but there is no method to obtain the information if it is not provided by the property owner. City Administrator Morefield stated that it is also extremely helpful that there is good communication between the various departments in the City. Chief of Police Jones informed the Committee that the Police Department keeps track of calls at specific properties, which has proven helpful. City Administrator Morefield mentioned that the primary goal of the Program is safety of the property and compliance with the City's Ordinances. Responding to an inquiry by Alderman Peterson regarding specific portions of the City that might have an abundance of rental properties, Ms. Headley stated there appears to be a preponderance of rental properties in Ward 6, specifically in the Lakeland Park and Winding Creek subdivisions. Ms. Headley informed the Committee that the report writing of the BS&A Program is `-- remarkable. She noted that the Program is designed to move forward and utilize additional information, which will be helpful to the City and Staff. Update and Discussion on 2015 Code Compliance/Enforcement Efforts City Administrator Morefield stated that the efforts regarding code compliance and enforcement have been bolstered by the implementation of the BS&A software. At the end of July 2014, the Community and Economic Development Department began utilizing building permit and property maintenance tracking software from BS&A. Prior to July 2014, code compliance activities were tracked using an access database, which was cumbersome and not particularly user-friendly. Building permits were tracked using an Excel spreadsheet, which was more user-friendly, but there was no mechanism to flag addresses with outstanding violations/liens or an efficient way to determine when a permit had expired. The new BS&A software is extremely user-friendly, making it easier to utilize and track permits a.nd complaints. The reports generated are much more detailed and simple to produce. All inspections (date, time, type) are entered into the BS&A system and inspectors utilize field tablets to conduct inspections, as well as take photos and attach documents. City Administrator Morefield noted that a vast amount of information is available due to the implementation of the BS&A system. Last year the Community Development Committee was provided with a listing of Code Compliance activity from the previous two years for comparison purposes. This year, because Staff has now been able to track enforcement �. activity for more than one full year via the BS&A software, the Committee is being provided Communit.�Development Committee Meeting Report November 30, 2015 Page 3 �-' with a report that includes all enforcement activity from the implementation of the BS&A software (August 1, 2015) through October 31, 2015. The complaints are categorized by violation type and include the property address, status of the complaint, date the complaint was entered/filed and when the complaint was closed, if applicable. As depicted by the information provided to the Committee, there are 62 different complaint classifications, composed of 1,040 enforcement activity records, within a fifteen month time span. City Administrator Morefield stressed that code enforcement activity remains at the forefront of responsibilities for the Community and Economic Development Department. Over the past several years property maintenance issues have become more complex and often end up in administrative adjudication, placing liens on properties, working with absentee landlords or financial institutions. Staff has become more proactive than in the past and all inspectors within the Department take an active role in property maintenance enforcement. City Administrator Morefield noted that code compliance/enforcement must strike a balance between bringing issues into compliance and educating individual residents or businesses as to the reason(s) for the violation. It is always Staff's goal, with code compliance or enforcement action(s) to educate residents and businesses on the process and how issues can be resolved in the most effective and efficient manner. Many strides have been made in regard to the outreach and assistance provide to both property owners with code complaints attributed to them, as well as to the people who initiated the investigation. Enforcement continues to be a balance between being proactive and reactive. City Administrator `-- Morefield advised the Committee that having the technology has been very helpful when there is a shortage of staff. City Administrator Morefield advised the Committee that complaint based compliance/enforcement activities continue to take precedence and, as such, much of the time of the Code Compliance Officer is spent following up. Moving forward, one recommendation is the development of a broader code complaint/enforcement strategic plan. This could be a responsibility of a new Director of Building & Neighborhood Services in conjunction with the Code Compliance Officer. Responding to an inquiry from Alderman Santi regarding how reporting an infraction is handled on a weekend, Chief of Police Jones stated that the issue is often called in on the non-emergency line at the Police Department and on Monday conveyed to Ms. Headley when the Municipal Center opens for business. Ms. Headley interjected that the Police Department has been particularly helpful and that signs are the major issue conveyed during the weekend. Chairman Alderman Condon suggested that a notation be provided to all the Alderman to contact the Police Department on the non-emergency line with any issues that arise. City Administrator Morefield suggested an e-mail to Staff with a photograph is helpful also. Ms. Wolf stated that there are some companies whose corporate offices actually tell them to L.. pay whatever fines are required and to continue to post signs. Chairman Alderman Condon Communitv Development Committee Meeting Report November 30, 2015 Page 4 �-' suggested that consideration be given to increasing the fines for sign violation, following multiple violations. Alderman Santi encouraged Staff to be proactive rather than only complaint driven. Alderman Peterson suggested it might be helpful to have a breakdown of violations by each Ward. Chairman Condon suggested a breakdown according to the type of violation, category and status. Responding to an inquiry from Alderman Santi regarding how many persons on staff are certified and who on staff can write a citation, Ms. Headley stated that three persons on staff are certified through ICC. Ms. Wolf stated that bulk of enforcement is handled by Ms. Headley, however if a commercial complaint comes in it is normally given to Ryan Schwalenberg. Ms. Headley informed the Committee that everyone in the department has the capacity on their computer, in their vehicles, to access information and issues citations. Alderman Peterson opined that he liked seeing code compliance issues in the newsletter, on the website and in the brochures. Discussion Re�ardin�Administrative Adiudication Pro�ram Chairman Alderman Condon stated that after attending an Adjudication she felt the program required discussion. She expressed concern at the number of case continued multiple times. Chairman Alderman Condon opined that offenders appear to not be interested in resolution �— because the matter is continued indefinitely and the file is not imposed. City Administrator Morefield provided the Committee with a summary of the adjudication procedures and process. Chief of Police Jones provided the Committee with the following statistics: Total adjudications: 878 Parking tickets: 533 Smoking: 115 Impounding: 95 Community�development 135 Chief of Police Jones stated that parking tickets are the main offense. He opined that if the offender does not show up on the appointed date for adjudication the matter is defaulted and the offender is required to pay the fine. Chief Jones stated that it is up to the Judge to make the decision regarding the default process. Chief Jones suggested a process of standardizing fines. City Administrator Morefield informed the Committee that the adjudication process is a good tool but the verbiage needs to be tightened up in the Ordinance. Alderman Condon suggested � Community Development Committee Meeting Report November 30, 2015 Page 5 `-' Staff work on revising the Ordinance, present it to the Committee for review and then forward it to full Council. Responding to an inquiry from the Committee, Chief Jones stated that if a number of parking tickets are acquired by the same individual, and the offense is repetitive, the license of the individual can be suspended according to the Illinois Vehicle Code. Ms. Wolf stated that if fines are not paid, through the BS&A software, it has been helpful to place a lien on the property that prohibits an individual from obtaining a permit. Chief Jone;; opined that the adjudication process is helpful and positive with minor criminal offense; it keeps the minor offense off of a criminal record and officers are not required to appear and testify. Chairman Alderman Condon stated that she likes the idea of minor crimes, hopefully, being a learning process. It was noted at times, Judge Semrow appears unprepared for hearings, which results in court time being consumed with the Judge reviewing and re-reading Police Reports. Chairman Alderman Condon inquired about how Administrative Law Judge Semrow is compensated. Ms. Wolf stated she believed Judge Semrow is compensated on an hourly basis. Chairman Alderman Condon stated that she realizes that Judge Semrow is appointed but opined there should be some type of annual review regarding performance. City Administrator Morefield informed the Committee that he would formulate a strategy regarding an annual review for `.- the Administrative Law Judge and report back to the Committee. Motion by Santi, second by Peterson to standardize fines, following a review by the City Attorney's office, and revise the wording in the Ordinance regarding parking tickets. Aye: Condon, Peterson, Santi. Nay: None. Absent: None. Motion carried. Discussion Re�ardin�Community Development Committee Meeting Schedule and Proposed Goals for 2016 Meetin� Schedule—2016: City Administrator Morefield provided the following meeting dates in 2016 for the Community Development Committee: Monday, February 8, 2016 Monday, May 9, 2016 Monday, August 8, 2016 Monday, October 10, 2016 � Community Development Committee Meeting Report November 30, 2015 Page 6 `— City Administrator Morefield stated that this list only establishes meeting dates, which are off Monday's for Council meetings. Special Meetings could be scheduled, as necessary. Chairman Alderman Condon opined that she would be more comfortable if five meetings were scheduled to facilitate planning accordingly. Chairman Alderman Condon stated that she would )ike to schedule a meeting in the month of June and that Monday, August 8, 2016, would not be a good date for her and requested that the date for the August meeting be changed to August 22, 2016. City Administrator Morefield suggested the date of Monday, June 27, 2016. The follow:ng meeting dates were scheduled for the Community Development Committee in 2016: Monday, February 8, 2016 Monday, May 9, 2016 Monday, June 27, 2016 Monday, August 22, 2016 Monday, October 10, 2016 Goals -2016• City Administrator Morefield provided the Committee with a synopsis of the goals for 2015 and the results of those goals. City Administrator Morefield informed the Committee that of �. the nine goals established for 2015 action was taken on six. City Administrator Morefield requested that the members of the Committee provide suggestion to Staff for goals for 2016. He mentioned one suggestion, to establish a recognition program. Chairman Alderman Condon requested that City Administrator Morefield provide a timeline, based on the months of the year, for goals in 2016. City Administrator Morefield assured the Committee that he would provide the goals for 2016 in a timeline format. Other Business City Administrator Morefield announced that he intends to continue attending the Community Development Committee meetings, even after hiring a Director. He hopes to interview for the Director position prior to Christmas and believes someone will be hired for the position and be in place by mid-February, 2016. Chairman Alderman Condon inquired if it would still be productive to have the first meeting of 2016 on February 8, 2016, whether or not a new Director was in the position. A brief discussion ensued and it was determine that the first meeting of the Community Development would continue on Monday, February 8, 2016. Alderman Santi suggested that one of the goals in 2016 should be to address the fees imposed on profit and non-profit entities. City Administrator Morefield advised that the topic was � already on the agenda for the Finance and Personnel Committee. Community Development Committee Meeting Report November 30, 2015 Page 7 � Adiournment Motion by Peterson, seconded by Santi to adjourn the meeting at 8:52 p.m. Aye: Condon, Peterson, Santi. Na3�: None. Absent: None. Motion carried. Res ectfully submitted, , ,�, � � � Geri Condon, Chairman � �.