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HomeMy WebLinkAbout08-22-16 Health and Public SafetyOFFICE OF THE CITY CLERK KAREEMAH FOWLER, CITY CLERK HEALTH & PUBLIC SAFETY AUGUST 22, 2016 5:05 P.M. Committee Members Present: John Voorde, Karen L. White, Oliver Davis, Jo M. Broden Dr. Fred Ferlic (Citizen Member) Other Council Present: Tim Scott, Dr. David Varner, Gavin Ferlic, Randy Kelly, Regina Williams- Preston Others Present: Kareemah Fowler, Joseph Molnar, Kathleen Cekanski- Farrand, Adriana Rodriguez Agenda: Lawn Cutting Update, Randy Wilkerson — Director of Code Enforcement Committee Chair John Voorde called the Health and Public Safety Committee to order with one (1) item on the agenda. Lawn Cutting Update, Randy Wilkerson — Director of Code Enforcement Randy Wilkerson, Director of Code Enforcement with offices on the 13th Floor of the County - City Building, gave an update on the lawn cutting program. Mr. Wilkerson distributed some pamphlets related to Code Enforcement and the services they provide. They are trying to improve relationships with the community and this is a good first step. The pamphlets are on file with the City Clerk's Office. Last year we analyzed the failures of the lawn cutting program and looked for possible solutions. One (1) of the big issues was last year Accela was not up and running which really put us behind as well as a lot of spring rain. We are still working on Accela but it is working much better than in 2015. We also determined that we never used the continuance enforcement properly. We are now starting that process at the beginning of spring and looking at those six hundred (600) some properties that are on continual enforcement and have their cuttings built into the schedule. At the end of last year, Code Enforcement also invested in more tractors which help cut the grass faster and give us a better presence in the neighborhoods. Another big change this year was Public Works put out a bid for all properties that are not related to Parks. That took a big burden off of Code Enforcement. Mr. Wilkerson reported that they have received fewer complaints this year from residents and Code Enforcement is responding to neighbors' complaints faster. We have a ten (10) day 455 County -City Building • 227 W. Jefferson Boulevard • South Bend, Indiana 46601 Phone 574- 235 -9221 • Fax 574- 235 -9173 • TDD 574- 235 -5567 • www.SouthBendfN.gov JENNIFER M. COFFMAN ALKEYNA M. ALDRIDGE JOSEPH.MOLNAR CHIEF DEPUTY/ CHIEF OF STAFF DEPUTY/ DIRECTOR OF POLICY ORDINANCE VIOLATION CLERK abatement property program. After we have ticketed the property we wait ten (10) days and if the grass is still not cut we get them on the schedule for the crew to come out and cut the grass. The iPads have worked wonderfully, now the crews can focus on specific neighborhoods at a time rather than being scattered throughout the City which was very inefficient. Committeemember Oliver Davis asked if there is anything that can be done about the type of grass that has been planted on the vacant lots that grows so quickly. There seems to be two (2) different types of grass that was planted on the vacant land and one (1) grows much quicker than the other. Mr. Wilkerson stated when he became Director of Code Enforcement he switched the City's grass seed to a slower and smaller grass. Committeemember Davis asked who would be in charge of replanting grass in the areas that still have the fast growing grass. Mr. Wilkerson stated it would have to be bid out because of the volume. It would be probably about two hundred (200) lots that were planted before the change to clover seed was made. Committeemember Davis asked if that is something he would suggest looking at and investing in. Mr. Wilkerson responded that some people think clover grass is a weed but anything you can do to reduce the height of grass would be a good thing. It would be about a two (2) to three (3) year process before the total effect of the change would be visible. Committeemember Dr. Fred Ferlic stated the last Council worked really hard on trying to solve this issue about people not mowing their lawns. We worked very hard to get that process solved. We should be mowing less lawns as long as these citations are being issued. He asked how many citations have been sent to the Legal Department. Mr. Wilkerson stated he does not have the full information at hand but as of today there have been two hundred and fifty (250) citations sent to the Legal Department. Committeemember Dr. Ferlic stated we need to be more aggressive with this enforcement. If we look at the books of the past ten (10) years the City has lost millions of dollars on this issue. At the budget meeting we should get all this information. Every lot has an owner and every owner should be responsible for mowing their grass. Mr. Wilkerson stated when the crew cuts the grass that generates the fine for the ticket and the invoice for cutting the grass. If they don't pay it, Code Enforcement is responsible for sending the invoice for the cutting of the lawn to collections while the Ordinance Violations Bureau is responsible for sending the actual ticket to collections. We have done approximately 2,000 cuts this year. 2 Committeemember Dr. Ferlic stated the department has been doing a great job with cutting tickets but it has come at tax payer expense. There needs to be a better coordinated system. Mr. Wilkerson stated previously we did not have a mechanism to put people on continuous enforcement but now we do which has been greatly helpful. If you are on continuous enforcement the fine is also higher. Committeemember Karen White asked who is responsible for the grass on the off -ramps of the bypass and the islands on streets. Mr. Wilkerson responded that would be the state's responsibility for the off -ramps and the street department does all grass on islands on the roads. We don't really have much leverage for the off -ramps but we will go out to do a minimal cut to improve line of sight if it is needed. Committeemember Davis asked if there have been any issues with alleys this year. Mr. Wilkerson stated the big issue is manpower for alleys. We are proposing doing alley cut- backs in this year's border. Hopefully that will stop uncontrolled dumping as well. Councilmember Randy Kelly stated he just wanted to express gratitude for seeing all the various departments working together on grass cutting because it is such a visible issue. The amount of work that is performed is very impressive. He thanked Mr. Wilkerson and the department for being so receptive to the Council. Mr. Wilkerson showed the Committee a new yellow plastic sign that will be put in yards where continuous enforcement is taking place. We still have to send the property owner a letter but this does serve as notification. It also helps the neighbors know the City is doing something about troubled properties. With no further business before the Committee, Committee Chair John Voorde adjourned the meeting at 5:30 p. . Respec ly Submi d, Jo oorde, e`rso'