Code Compliance Annual Report

January 1, 2011 December 31, 2011

Prepared by Brian E. Carter, AICP, Director of Planning and Zoning

A Comprehensive Approach to Code Compliance

The goal of code enforcement is to enhance the quality of life for citizens by enforcing city codes dealing with abandoned vehicles, debris, public nuisance violations, signage, land use, habitable structures, business licenses and any other such matters. Code enforcement personnel must work closely with businesses, residents, and other municipal departments to improve the citys BEFORE appearance and to insure compliance with local ordinances. Some code enforcement programs in other municipalities have a tendency to specialize in only a few areas, which often results in slow responsiveness and inconsistent results. Inspectors in the West Columbia code enforcement unit are trained in multiple disciplines at appropriate levels and can remedy quality of life issues at a much faster pace than traditional code enforcement. When investigating a complaint, code compliance inspectors will likely encounter violations relating to multiple disciplines. For example, a code compliance inspector who responds to a complaint of an abandoned house may encounter an overgrown yard (municipal code violation), a garage that is being used to store materials for the property owners vending machine business (zoning The goal of code and business license violations), and a front window which is broken (residential property enforcement is to maintenance code violation). The traditional enhance the approach to code enforcement would require AFTER quality of life for the inspector to address the overgrown yard citizens by issue but refer the other violations to two or enforcing city three other city employees to investigate. The West Columbia Code Compliance Departments multi-discipline codes. approach equips code compliance inspectors with the tools to address all of the issues simultaneously, avoid the delay of referring the complaints elsewhere, and allow other municipal employees to focus on their duties. This approach preserves resources and time.
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General Description of Duties

The primary goal of code compliance inspectors is to proactively and responsivley address complaints related to nuisance abatement, municipal code and zoning ordinance regulations, business license regulations, and housing regulations. Code compliance inspectors focus on the visual enhancement of properties and the improvement of health and safety for citizens and business operators. Code compliance inspectors are knowledgeable in municipal ordinances, zoning regulations, and property maintenance codes. Code compliance inspectors are equipped to provide training to other city employees regarding code enforcement. Code compliance inspectors also seek opportunities to work with City Council and community organizations to resolve quality of life, health, and safety issues. On an as needed basis, code compliance inspectors can assist with property maintenance inspections and zoning permit review.

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Personnel
The Code Compliance Department consists of two Code Compliance Inspectors. The Director of Planning and Zoning supervises the Code Compliance Division. Code compliance inspectors receive training regarding municipal codes, zoning regulations, and property maintenance regulations.

Inspectors also investigate complaints occurring at night and on weekends.

Schedule
Generally, code compliance inspectors work Monday through Friday, 8:30 AM to 5:00 PM. As necessary, code compliance inspectors adjust hours to work later in the evening during the week and on weekends. At least one code compliance inspector is scheduled to work any time City Hall is open for business.

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Code Enforcement Zones

The Code Compliance Department has established two code enforcement zones - North and South. The North Zone consists of all areas north of SC HWY 12 (J. Klapman Boulevard). Likewise, the South Zone consists of all areas south of SC HWY 12. One code compliance inspector is responsible for proactive service in each zone. While a code compliance inspector will focus primarily on his or her assigned area, the code compliance inspector is available to respond to service calls throughout the city. Code compliance inspectors are familiar with business owners, residents, community organizations, professional organizations, and ongoing code enforcement investigations in his or her assigned zone.

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Tracking Progress The Code Compliance Division maintains detailed, accurate records of all activities. Calls for service are documented using an in-house reporting system. The Director of Planning and Zoning generates monthly Code Enforcement Reports, and provides the reports to the City Administrator, City Council, and city employees as needed.

Complaints can be submitted online at www.westcolumbiasc.gov

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Overview of 2011

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2011 proved to be a busy year for the Code Compliance Department. West Columbias two code compliance inspectors addressed 2109 violations during 2011, averaging 175.75 incidents each month. In addition to responding to calls for service, Code compliance inspectors took a proactive approach to nuisance and code related issues Code Compliance in West Columbia. The code compliance unit processes an developed new flyers, violation notices, and methods to address various complaints. Code compliance average of inspectors also engaged in a program to inspect 175.75 incidents business licenses, identify unlicensed contractors, and monthly require peddlers and solicitors to obtain business licenses. The following list demonstrates the productivity and effectiveness of the code compliance department.

By the Numbers: 2011

1919 individual incidents were addressed by code compliance inspectors 2109 violations were investigated by code compliance inspectors 97.6% of all incidents have been successfully resolved 86.1% of all incidents investigated resulted from proactive, self-initiated
actions

49% of unresolved issues were generated within the last 60 days of 2011.
All open cases continue to be examined until resolved.

381 illegal temporary or roadside signs were collected 462 business licenses were inspected 238 businesses, peddlers, or solicitors were required to obtain or renew a
business license

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By the Numbers: 2011 (continued)

Code compliance inspectors address a wide variety of complaints throughout the year. Each incident is documented and investigated, and while some complaints require more effort than others to successfully resolve, all incidents are addressed quickly. Table 1 demonstrates the type and quantity of incidents code compliance inspectors investigated in 2011.

Code compliance inspectors typically address complaints on the same day they are received.

Table 1 Incident Type Accumulation of Weeds Violation Temporary Sign Violation (Public Rights-ofWay) Business License Violation Business License Inspection - No Violation Public Nuisance Violation Rollcart/Container Violation Derelict Vehicle Violation Permanent Sign Violation Upholstered Furniture Violation Yard Sale Permit Inspection Building Permit Violation Zoning Permit Violation Litter/Illegal Dumping Duty to Keep Commercial Premises Clean Other Sign Violation

Number of Incidents 744 269 228 224 169 124 85 48 39 28 23 22 17 14 12

Incident Type Peddler/Solicitor Violation Shipping/Portable Storage Container Other Other Sanitation Violation Recreational Vehicle Parking/Occupancy Violation Yard Trash Violation Airtight Container Violation Commercial Garbage Violation Commercial Vehicle in Residential District Violation Home Occupation Violation Temporary Sign Violation (Private Property) Damaging City Property TOTAL

Number of Incidents 10 9 8 7 6 6 4 3 3 3 3 1 2109

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Figures 1 and 2 further demonstrate the areas addressed by code compliance inspectors during 2011. Both figures group violations into larger categories. Code compliance inspectors addressed 2109 different violations during 2011.
Figure 1

2011 Incidents by Category

800 700 600 500 400 300 200 100 0 744

452
272

212 130 85 60 31 28 24 23 21 17 10

Number of Incidents

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Figure 2

17 60 85 130 212 21 10 31 28 24 23

2011 Incidents by Category

Accumulation of Weeds Violations Business License Inspection/Violations 744 Temporary Sign Violations Public Nuisance Violations Residential Sanitation Violations Derelict Vehicle Violations

272

Permanent/Other Sign Violations

452

Zoning Violations

The two most frequent incident types, Accumulation of Weeds Violations and Business License Inspections/Violations, account for 56.7% of code compliance incidents. It is noteworthy that both incident types require extensive communication between code compliance inspectors and members of the public. Many people are defensive when discussing their property, so the potential for offending a property owner, occupant, or business owner is considerable when addressing code violations. Code compliance inspectors, however, rely on excellent communication skills and fair, progressive enforcement measures to minimize anxiety while effectively addressing violations. The code compliance department receives few complaints regarding the manner in which a violation has been addressed. Code compliance inspectors make every effort to discuss violations with a property owner, occupant, or business owner in a manner that minimizes a negative reaction from the owner or occupant.
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Code enforcement is an interactive process that involves many elements, and code compliance inspectors work closely with all city departments to address a myriad of complaints. What steps does a code compliance inspector typically take to address a violation? The exact procedure depends on the nature of the complaint, the history of the property on which the complaint exists, the willingness of the owner/occupant to resolve the violation, and the procedure required by city ordinances. Many code violations, however, can be addressed using a standard process. The flowchart (Figure 3) located on the following page demonstrates how code compliance inspectors address many complaints. West Columbia has two code compliance inspectors, so complaints are typically addressed on the day they are received. While many violations are addressed and resolved within one to seven days, some violations may take several months to resolve. One compounding factor is the tendency for problem properties to slip back into a state of disorder after the case has been closed. Code compliance inspectors regularly revisit properties to address violations that reappear.

While many violations are addressed and resolved within seven days, some violations may take several months to resolve. Code compliance inspectors regularly revisit properties to address violations that reappear.

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Figure 3

CODE COMPLIANCE COMPLAINT PROCESS

How are violations resolved once a complaint has been made?

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By the District: Area Maps

A map of each council district is included in this report. Each map is a visual example of the Incidents addressed by code compliance inspectors from January 2011 through December 2011. Code compliance inspectors are available to meet with neighborhood associations and business groups in each district. In addition to educating the public about general code compliance, inspectors can discuss issues and concerns specific to the group. Please contact Brian Carter if you would like the code compliance department to make a presentation during an upcoming community meeting.

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Code Compliance Inspectors are available to meet with neighborhood and business associations.

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Highlighted Cases 1912 Crapps Avenue

The Code Compliance Department received a complaint concerning a public nuisance violation and an accumulation of weeds violation at 1912 Crapps Avenue. A code compliance inspector visited the property and observed a vast amount of trash and debris in the yard and noted that the yard had not been maintained in some time. An investigation revealed that the previous occupants had been evicted from the residence and had thrown their litter, trash, debris and unwanted household items onto the yard. The code compliance inspector immediately contacted the property owners concerning the violations. Once the property owners received a written violation notice, the property was cleared of all litter and debris and the yard was mowed and bushes and shrubs trimmed. This case was open for two weeks as the code compliance inspector worked with the owners to resolve the violations.

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1530 Holmes Street

The Code Compliance Department received a complaint from a citizen concerning the amount of vehicles in disrepair on this property. The code compliance inspector visited the property and met with the occupant, who was repairing vehicles and exporting them to Latin American countries. The property had well over 25 vehicles on it at the time of inspection and numerous piles of vehicle parts were scattered throughout the lot. The inspector addressed violations relating to operating a business on residential property, storing derelict vehicles, and creating a public nuisance. The occupant was immediately given a written violation notice providing seven days to resolve the violations. The business was stopped immediately; however, it took several weeks for the occupant to completely clean up the property. The code compliance inspector worked with the owner during the clean-up period and the violations were resolved within 8 weeks.

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1017 Seminole Drive

The code compliance inspector, in this case, was proactively patrolling through neighborhoods. The inspector observed 1017 Seminole Drive to be vastly overgrown with grass and weeds. The inspector also noted that there was an enormous amount of litter, trash, and debris stored and scattered over the side and rear yard of the lot. The inspector first spoke in person with the property owner in early April, 2011 and explained the violations in detail and how to correct them. The property owner failed to clean the property, so the code compliance inspector hand delivered a violation letter to the property owner. The code compliance inspector contacted the property owner several times and worked with the owner to resolve the violations. The property owner cut the grass, trimed all of the shrubs and vines off the fence line, and removed all litter, debris, and trash from the yard. The case was closed after 4 months of action by the code compliance department.

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1115 Leaphart Street

In mid-August, the code compliance department received a complaint on this lot concerning overgrowth, discarded items in the yard, and structural issues. The inspector notified the building department of the structural problems. After determining that the property was unoccupied, the inspector contacted the owner by telephone and described the violations. The owner stated that the violations would be resolved. The inspector revisited the property and noted that the owner removed some items; however, many violations remained. The inspector made several attempts to contact the owner by phone, but he would not return messages. The inspector sent a violation notice by certified mail and also hand delivered a notice to the owner at his home in Irmo. The inspector met with the owner on site and again discussed the violations. Six weeks after the initial complaint, the owner removed the trash and debris from the yard and the overgrowth on the fence. The owner also cut the grass.

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1230 F Avenue
The code compliance department received a complaint that the owner of this property had 10 or more vehicles in the backyard. A code compliance inspector visited the property and found that the owner had 14 cars and a trailer in the backyard. When the inspector was unable to hand deliver a violation notice to the owner of the property on two different occasions, a letter was sent by certified mail to the owner of the property. Meanwhile, the inspector made several attempts to contact the owner by phone. The owner did respond to a phone call, and the inspector explained the violation. The owner stated that he is a licensed vehicle dealer and was storing the vehicles until he could sell them at the upcoming auction. The inspector gave the owner time to remove the vehicles from the property. The inspector reinspected the property two more times and worked with the owner to remove all of the vehicles. Approximately 7 weeks after the initial complaint, all of the vehicles were removed from the property.

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626 Meeting Street

The code compliance department received a complaint that this commercial property was overgrown. Upon inspection, the code compliance inspector determined that the property was overgrown and that there was discarded materials scattered throughout the property. The property was vacant, so a violation notice was sent to the property owner by certified mail. Seven days later, the owner of the property left a phone message stating that she had rented the property out to a new tenant who has assumed responsibility for the maintenance of the property. The inspector discussed the violations with the new occupant and developed a timeline for resolving the violations. When the new occupant failed to act as agreed, the inspector issued a final violation notice. The inspector informed the new occupant that a municipal summons would be issued for the violations. The new occupant corrected the violations, and the case was closed 5 weeks after the initial complaint.

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2321 Augusta Road

The code compliance department received a complaint regarding this business. The inspector visited the

business and documented violations regarding window signs and temporary signs. The inspector met with the business owner in mid-July and explained the window and temporary sign violations. After several visit in person with very little results, the inspector hand delivered a violation letter and again explained how to correct the violations and the set a firm deadline to have the violations corrected. The owner failed to comply, and the code compliance inspector issued a municipal ordinance summons violation of the window sign ordinance. In September, the court rendered a guilty verdict and the fine was upheld and paid for by the business. The inspector visited the property again in December and noted that additional signs had been placed in violation of the ordinance. A verbal warning was given about the sign violations, and the owner removed the improper signs.

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230 Marabou Circle

The code compliance department received a complaint regarding stagnant water in an abandoned pool at this location. The inspector visited the property and observed an area where a pool once existed but had been torn apart and left in pieces. Water had been collecting at the bottom of the pool and had become stagnant, resulting in a foul odor and creating a breeding ground for mosquitos. The residence was vacant and the property owners lived out of town. The inspector contacted the property owners by mailing a written violation notice that detailed the public nuisance violation. After the initial contact, the owners removed some of the debris and installed a pump to drain the water from the dilipidated pool. The inspector maintained contact with the owners and monitored the cleanup activity until all debris was removed. Several months after initially being contacted by the inspector, and after multiple discussions with the inspector, the property owners filled the pool and remedied all violations.

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What to Expect in 2012

The code compliance department is excited about the upcoming year. The existing code compliance department was created in July 2010, and has been successful in addressing a wide variety of issues over the past eighteen months. Code compliance inspectors anticipate building on previous successes while looking for ways to improve performance. The code compliance department has identified three key areas that will receive attention during the next year.
Develop Stronger Relationships with Residential and Business Communities

Code compliance inspectors are available to present information to neighborhood associations and commercial groups. The code compliance department made a presentation to one neighborhood association during 2011. While this was a good start, code compliance inspectors will look for opportunities to meet with more groups and develop a positive, proactive relationship with residential and business associations. The code compliance department is also exploring methods to communicate with the public through the citys web site.

Since its creation in July 2010, the code compliance department has addressed over 3,270 violations in West Columbia.

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Develop Methods to Address Nuisances that May Result from Growing or Emerging Trends Perhaps as a result of a struggling economy, code compliance inspectors have seen an increase in non-traditional activities such as parking lot kiosks, roadside vendors, and unique home occupations. The code compliance department receives complaint regarding nuisance generated from non-traditional activities. The code compliance department will investigate and develop methods to mitigate those complaints while preserving an individuals ability to engage in entrepreneurial activity. Develop a Systematic Approach to Concentrate on Focus Issues. Code compliance inspectors have identified several focus issues that will receive systematic attention in 2012. In addition to their normal duties, code compliance inspectors will take an enhanced proactive approach to resolving certain issues throughout the year. Code compliance inspectors will inform the public of the focus areas and, relying heavily on face-to-face contact and informational flyers, will work with individuals to resolve violations. The following list identifies when focus areas will be addressed throughout the year: Ensuring that properties are properly numbered to expedite emergency service response times (January February) Proper use of storage containers (January February) Weed accumulation and overgrown lots (March April) Business license assessment notices (April May) Screening of commercial properties, storage yards, and service areas (June July) Derelict Vehicles (June July) Business sign maintenance (August September) Cleanliness of commercial properties (October November) Window/Temporary Sign Violations (November December)

Conclusion
The Code Compliance Department is a robust unit, providing excellent service to the citizens and businesses in West Columbia. The departments successes are due in large part to its cooperative, proactive approach to resolving a wide variety of issues. Please let me know if you are interested in having the code compliance department speak to a community organization in your area or if you have any questions about the code compliance department. I can be reached at 803-939-3186 or by email at bcarter@westcolumbiasc.gov.

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