Code Enforcement Division - SD Municipal League2540DC39-… · Web viewPosting Properties Residential & Commercial 205.0 Mowing Procedure 205.1 Occupied Properties 205.2 Vacant Lots

Code Enforcement DepartmentIrving, Texas

2013-14 Operational Procedures (Updated 3-23-15)TABLE OF CONTENTS

100.0 ADMINISTRATION

101.0 General101.1 Department Statements101.2 Organizational Chart101.3 Staff Structure and Chain of Command101.4 Division Responsibility

102.0 Payroll102.1 Time Sheet Entry

103.0 Mowing Lien and Civil Penalties103.1 Invoicing Property Owner103.2 Preparation of E-Filing of Lien103.3 Release of Lien – Payoff

104.0 Banner104.1 Issuing Purchase Orders104.2 Procurement Cards104.3 Reallocation

105.0 Open Records105.1 Customer Requests105.2 Processing the Open Records Request105.3 Final Process for Open Records

106.0 Service Requests (Inquiry) Procedure

107.0 Office Supplies Request Procedure

108.0 Recertification108.1 Maintain Database and Renewal Certifications

109.0 Customer Service – Administration Office109.1 Administration Office- Assisting Citizens

110.0 Retention of Documents110.1 Coordinate Code Enforcement Files for City Secretary’s Office Records Division

111.0 Multifamily License Process111.1 Renewal Letters, Invoices, and Reminders

112.0 Reserved

113.0 Reserved

114.0 Citation Books and I.D. Badge Numbers114.1 Record Control

115.0 Notary Public115.1 Official Testimony

116.0 Fleet116.1 Vehicle Service116.2 Vehicle Inspections116.3 Vehicle Keys 116.4 Vehicle Maintenance116.5 Accidents

117.0 Performance Evaluations117.1 Reminders to Supervisors

118.0 Usage of Tobacco Products and E-Cigarettes

119.0 Code Enforcement Uniforms119.1 Safety Apparel

120.0 Office Hours/Time Off/Flex Time/Comp Time120.0 Office Hours120.2 Time Off120.3 Flex Time120.4 Comp Time

121.0 Reserved

122.0 Late Night or Evening Inspection/Investigation Procedure

123.0 Emergency Response Team/ On-Call Procedure123.1 Team Members123.2 Emergency Call-Out Criteria123.3 On-Site at Emergency123.4 Documentation123.5 Equipment123.6 Training Requirements123.7 Training Sources123.8 Emergency Response Form

124.0 Licensing124.1 Multifamily (Apts, 4-plex, Condo, Manufactured Housing)124.2 Hotel/Motel124.3 Vacant Building Registration Procedure124.4 Newsrack Permit Procedure

125.0 Municipal Court/Code Home Community Service Procedure

126.0 Customer Service – Officers and Inspectors

126.1 Phone and E-mail Messages

127.0 Complaints Procedure

200.0 PROPERTY CODE

201.0 General Operations201.1 Staff Structure and Chain of Command201.2 Areas of Responsibility201.3 Geographical Responsibilities201.4 Saturday and Sunday Protocol

202.0 Complaints (Reactive)

203.0 Inspections (Proactive)

204.0 Posting Properties Residential & Commercial

205.0 Mowing Procedure205.1 Occupied Properties205.2 Vacant Lots and Structures205.3 Invoicing Procedures

206.0 Dumpster Procedure206.1 Division of Responsibility206.2 Procedure

207.0 Parking Violations Procedure207.1 Private Property207.2 Parking Violation Procedure (in the street)

208.0 Garage Sale Procedure

209.0 Graffiti Procedure

210.0 Abandoned Shopping Carts Procedure

211.0 Sign Retrieval Procedure

212.0 One-Time Notice

213.0 Compliance Timeframes

214.0 Citation Procedure214.1 Citation Void and Dismissal Procedures

215.0 ELP Procedure

216.0 City Streets Assessment

217.0 HHS Referrals

218.0 Certificate of Occupancy

219.0 Service Request Procedure (Citizen Inquiry)

220.0 Open Records Request 221.0 Eyes on Irving

222.0 Community Service Program

223.0 Quality Control (QC) Procedure

224.0 Property Ownership Verification

225.0 Holiday Trash Out Early Procedure

226.0 Training Schedule Procedure for New PCO’s

227.0 CRW (TRAKIT)227.1 TRAKIT Report for Daily Schedule227.2 Updating Complaints and Cases227.3 Creating New Cases227.4 Address Activity Report227.5 Downloading Photos227.6 Attachments to Cases

228.0 Ordinances/Regulations228.1 Zoning Ordinance228.2 Code of Civil and Criminal Ordinances

229.0 Junk Motor Vehicles

230.0 Trash Out Early Procedure

231.0 Donation Boxes

232.0 Illegal Auto Sales

233.0 Area Projects

234.0 Code Enforcement Neighborhood Signs

235.0 Swimming Pool Enforcement

236.0 Dead Tree Enforcement

237.0 Too Many Vehicles/Density Procedure

238.0 Information Requests

239.0 Sign Inspection Procedure

300.0 MULTI-FAMILY

301.0General Operations

301.1 Staff Structure and Chain of Command301.2 Areas of Responsibility301.3 Inspection Forms301.4 Fees

302.0 Definitions

303.0 Types of Inspections

304.0 Risk Assessment Rating

305.0 Inspection Frequency

306.0 Procedure for Routine Inspections at Level 1, 2 Properties

307.0 Procedure for Comprehensive Inspections at Level 3, 4 Properties

308.0 Certificate of Occupancy308.1 Certificate of Occupancy for Multi-Family Properties308.2 License & Certificate of Occupancy for New Construction

309.0 License309.1 Hotel/Motel Licensing309.2 Multi-Family Licensing309.3 Manufactured Housing Community Licensing309.4 License Information Verification309.5 Master File Information Updates for Apartments & Hotel/Motel Properties309.6 Trade Name Change

310.0 File a Complaint310.1 Housing Complaints310.2 No A/C Complaint310.3 Inquiry Procedure for Housing

311.0 Fire Damage Structure Evaluation

312.0 Installed Systems312.1 Heat Energized at Apartment Complexes 312.2 Article 5 – Minimum Maintenance Standards

313.0 Parking Facility Inspections

314.0 Pool Demolition

315.0 Sewage Spills Cleanup

316.0 Water Rationing Stage 2

317.0 CRW – Information Management

318.0 Citation Issuance

319.0 Multi-family Evacuations319.1 Emergency Vacate

319.2 Planned Vacate

320.0 CRW – TRAKIT Procedures320.1 Entering and Updating Inspections320.2 Using the F2 Function

321.0 Ordinances/Regulations

400.0 KEEP IRVING BEAUTIFUL (KIB)

401.0 Areas of Responsibility

402.0 How to Organize and Plan for Events

100.0 ADMINISTRATION

101.0 General

101.1 Departmental Statements

A. Mission: Enhance the quality of life for all people in Irving.

B. Vision: Code Enforcement will be recognized as the top agency in our field by transforming Irving into a leading city for everyone.

C. Value: Provide superior service through integrity and commitment.

101.2 Organizational Chart

101.3 Staff Structure and Chain of Command

A. Staff Structure

Code Enforcement Director Code Enforcement Manager (Field Operations) Code Enforcement Manager (Administration)

Staff Assistant

Property Code Supervisors – (3) Property Code Officers (7) Property Code Sign Inspector

Multifamily Inspectors (4)

KIB Administrator

Code Enforcement Department

Keep Irving Beautiful (KIB)

Licensing Emergency Response

MultifamilyProperty CodeAdministration

B. Chain of Command1. In the event that the Code Enforcement Director is unavailable, then the duties shall be assumed

by the Director’s designee

101.4 Division Responsibility

A. Code Enforcement consists of (4) Main Divisions, each having their own areas of responsibility for the department as follows:

1. Administration a. Customer service b. Multifamily licensing c. Clerical Support for the department

2. Property Codea. For Commercial and Residential properties – education and enforcement of all codes relating to zoning, signs, graffiti, nuisances, garage sales, fence issues, density, dilapidated structures, refuse, garbage, high grass and weeds, illegal parking, dumpsters, and junk vehicles.

b. Proactive and reactive inspections for all of the above. c. Zoning/Code approvals for certificate of occupancy. d. Ordinance updates and revisions. e. Community service program management.

3. Multifamily

a. For 4-plexes, Apartments, Condos, Hotels, Motels, Manufactured Housing - education and enforcement of all codes related to Irving Building Standards Code Chapter 8, and Local Government Code, Chapter 15 and Chapter 36. b. Permitting and licensing management. c. Perform certificate of occupancy inspections.

d. Respond to emergency and other situations with multifamily concerns. e. Investigate complaints and inquiries.

f. Refer substandard properties to Building & Standards Commission. g. Ordinance updates and revisions.

4. (KIB) Keep Irving Beautiful a. Providing educational programs with respect to litter abatement, recycling and community beautification. b. Utilizing volunteers and community service workers for various clean-up up projects and events. c. Providing for KIB Board operations and meeting necessary requirements and documentation for affiliations with state KTB and national KAB organizations.

B. Each section, although having differing areas of responsibility, work together as one unit to form the Code Enforcement Department with its unified mission to protect the life, health and safety of the people of Irving and improve the quality of life.

102.0    Payroll

102.1    Time Sheet Entry

A. Time sheet entry is processed the week prior to the Friday of employee’s pay date.  The procedure for entering time is done through the “Employee Self Service.”

B. The employee should log into “Employee Self Service” and register their time.  At the end of the two week period (80 hours), the employee will submit their time entries to their respective supervisors.  The supervisor will review all entries and make final approval.  If there is a discrepancy, the supervisor will send the time entry back to the employee for corrections.  Once the corrections are made, the employee will then re-submit their entry to the supervisor for approval.

C. The deadline for supervisory staff to have all entries approved into “Employee Self Service” is the Friday before pay week by 9:00 am.  The Superuser will give a reminder notice to all staff two days before the deadline.

D. Payroll Coordinator sends an e-mail (normally the day before payroll is due) and informs the timekeeper that Banner timecards are ready for premium pay entries. Timekeeper goes into Banner and enters the one-hour for non-exempt employees receiving premium pay, such as bilingual, fitness, etc.  Exempt employees hours will automatically default in.

E. After supervisory staff approves time, then the superuser (timekeeper) will audit all time cards against the time slips that were received. If there are discrepancies, the time keeper must contact the supervisory staff member.

F. All official approvals of timecards must be conducted the following Monday before 9:00 am.(Day varies during a holiday week)  If changes are needed after that time, then Payroll Coordinator is the only one that can make changes.

G. Payroll Coordinator will send out the payroll report (normally the Tuesday after payroll has been submitted) This report must be audited by someone (either the timekeeper or designated employee). If person auditing the entry discovers a discrepancy, then Payroll Coordinator should be informed and she will correct the error in Banner.

H. The payroll report is provided electronically by Payroll Coordinator. Time slips and the payroll                         report are kept together and archived in the payroll binder.

103.0   Mowing Lien and Civil Penalties

103.1   Invoicing Property Owner

A.     The Inspector will provide you with the documents for preparing a lien on the owner’s property. You will receive the date of the NOV, Vendor Invoice, and DCAD sheet.

B.     Go into Banner and pay the Invoice (there is a “standing PO).

C.     Prepare a “standardized A/R invoice” with pertinent information, property owner, etc. and the breakdown of the cost that will be billed to the property owner.

D.     Submit this sheet to Customer Serivce.  They will prepare an invoice and send it to the property owner.

E.     Suspend this work sheet for 30 days +10 days (time allowed the property owner to remedy the charges).  After the 30 days + 10 days if the property owner has not paid the invoice amount you would then prepare a lien to be filed with Dallas County Records (this will put a lien on the property).

F.     Create an outlook reminder of the 30 days +10 days to prepare a labor lien on the listed property.

103.2   Preparation of E-Filing of Lien

A.     Prepare the Lien document.  All pertinent information will be listed, cost, tax, administration fee.  The Code Enforcement Director will sign this document and Sr. Admin Sec., Notary Public, will notarize the document.

B.     Prepare a “file folder” for the property.  Put all documents into this and file according to street name.  This is in alpha order not numerical order.

C.     Scan lien as a MTIFF file and download into e-recording. E-file the lien with Dallas County Records Department. Make copy and put into file folder.

103.3   Release of Lien – Pay Off

A.     The property owner or another interested party can pay off the lien by submitting a check to the City of Irving for all charges plus accumulated interest.

B.     You may receive a call from an interested party requesting to pay off the lien and they will ask you – to date what is the charge.  Retrieve the file and make interest adjustments according to a future date they designate as the date the check will be in to you.  Fill out the form accordingly and fax, e-mail the form to them. 

C.     When the check comes in for the payoff retrieve the file and reverse or adjust the standardized a/r invoice to Finance inserting pertinent information. Include the account number, invoice, filing fees, and interest.

            D.    Attach the check to the standardized a/r invoice to Finance and take it to Finance.  Be sure to       keep a copy of the check in your lien file.

            E.    Once the document has been recorded with Dallas County Records, download and print for file                     and staple check stub to document.  

F.     Each time you do a function you will want to keep a copy of that function in your Lien File located in the “s” drive Code Enforcement/MGUZMAN/MOWING /LIENS

104.0   Banner

104.1   Issuing Purchase Orders

A.     You will enter into Banner to issue a Purchase Order for acquiring merchandise, etc.

104.2   Procurement Cards

A.     Procurement Cards are approved by the department director and issued by the purchasing director.

B.     You will secure your “procurement card” at all times.  Any charges made to your procurement card will be billed to you on a monthly basis.  You are to keep all receipts for the reallocation process.

C.     Keep a file “receipts” and place all receipts in this file until it is time to prepare the “reallocation statement.”  This will enable you to process your charges on time the day you receive your bank statement, and it also will make it simple and easy for the person preparing the reallocation. (New transaction log to be started on the 27th of the month)

104.3   Reallocation

A.     Reallocation of charges for the month, using your procurement card, is necessary so that you can get the charges paid and clear your procurement card for future use.

B.     Retrieve your receipts for preparing a “reallocation of charges.”

C.     The reallocation of your monthly charges cannot be conducted by the purchaser – it has to be done by another staff person.

D.     Fill out the “purchasing card transaction log” found on the “j” drive.  List all your charges, the reason for the charge, and the amount, and the account it will be charged to.

E.     Provide the transaction log and all receipts relative to the charges to the Reallocator the day you receive your bank statement.

F.     The Reallocator will go into Banner to balance out your charges with the respective account numbers.  If there is a discrepancy, i.e., missing charge or receipt, the Reallocator will advise you.

G.     Once the Reallocator balances out your account, she will sign off on the transaction log.  Provide the transaction log and the monthly bill to the manager and director.  The manager and director will sign off on the transaction log and the monthly bill.

H.     Submit all originals to Finance.  Keep an electronic copy (scan all submitted documents)

105.0   Open Records

105.1   Customer Requests

            A.     No employee is to give out any information regarding Multifamily or Property Code properties                     or their status to inquiring customers.  Neither should they be discussing property information     

                     or making comments about condition, status, etc., out loud  in the office, hallway, or elevator                      where they may be overheard.

            B.     Inquirers should be told to file an open records request through the City Secretary’s Office.  

105.2   Processing the Open Records Request

A. The City Secretary’s Office will issue an open records request for information.  The request(s) Will be delivered to Sr. Admin Secretary.

B.      Information must be provided to the requestor within ten (10) business days.  When you copy the O.R.R to staff, give them at least 3 days to provide the information to you.  This will allow for time needed in the event you need to seek the advice of the City Attorney’s Office.

C.     Keep the original request you received from the City Secretary’s Office.  Only provide the inspector a copy of the “requestors” open records request.  Highlight the areas on the request that is relative to the research for information.

105.3   Final Process for Open Records

A.     When the inspector returns the O.R.R. it will give you information on time spent to research the information and the inspector will also let you know whether any documents were located.

B.     You will then respond to the requestor according to the information provided to you by the open records request document.  You can respond to the requestor via email, fax, or correspondence.

C.     Documents that are 20 pages and over you will charge the requestor $.10 per page.  Your correspondence should reflect time spent on the research (if you have documents) and the cost for each page as well as for the postage cost.  Anything under 20 pages are provided to the requestor free of charge.

D.     If there are no documents found – no time can be assessed to the requestor.

E.     The original request that you received from the City Secretary’s Office – you must fill out the information they are requesting on the open records form, such as time spent researching (if no documents this will be zero) if there are documents (you can put your time down, i.e., 5 minutes, etc. for each page it is a minute) How did you respond to the requestor, i.e., email, fax, etc.

F.     Once you have provided the requestor with information and you have completed filling out the City Secretary’s Office open records information form send this back to the City Secretary’s Office.

G.     Be sure to document your file copy of all this information and file it away in your “Open Records File.”

106.0   Service Requests (Inquiry) Procedure

            A.    New service requests generated by other departments will be sent to Sr. Admin Sec. by e-mail.

B. She will forward e-mail to Customer Service representative to generate a new “Inquiry” (INQ)  in TRAKIT, cc Manager and Supervisor.

            C.    A deadline date is issued to complete the Service Request. The inspector will e-mail Sr. Admin         Sec. the status of the “inquiry” case until the request is complete.  She will enter all updates in         Cityworks.

D.    Upon completion, Sr. Admin Sec. will close the Service Request

107.0   Office Supplies Request Procedure

A. Send e-mail to your supervisor and they will forward to Sr. Admin Sec.

B. If item to be purchased is questionable, then approval will be needed from Director.

108.0   Recertification

108.1   Maintain Database and Renewal Certification

            A.     Maintain a database for all staff certification.  Some staff may require more than one certification for their employment.

            B.     Inspectors will bring you renewal of certification document.  This will be filled out by the inspector.  Prepare a DDR request to Finance or pay on-line with p-card for the renewal of the certification.  Once you have received the check, if DDR requested, mail to the respective entity.

            C.     Keep a copy of all transactions in your “certification file.”

109.0   Customer Service

109.1   Administration Office – Assisting Citizens

             A.    The Customer Service Representative will assist all walk-ins as well as answering calls to the department’s main line and provide assistance.

             B.    The Customer Service Representative will receive the citizen’s complaints from walk-ins, the phone line and emails. The information will be entered onto the complaint log and cases opened in TRAKIT.

             C.    Any department personnel available shall provide assistance with phones or receiving walk-ins when the Customer Service Representative is involved with another citizen either on the phone or in person.

             D.    The Administrative office area will be kept in good order and service is to always be provided with a smile and a helping hand.

110.0   Retention of Documents

110.1   Coordinate Code Enforcement Files for City Secretary’s Office Records Division

             A.     Retention of documents will be kept up to date from Multifamily and Property Code sections.

             B.     Each section is responsible for boxing up yearly files.  The Customer Service Representative and the Senior Administrative Secretary will assist each department in preparing the files to be boxed and sent over to City Secretary’s Office-Records Division for safe keeping.

             C.    The Records Management Liaison will determine and OK that the numbering system is correct prior to finalizing the worksheet.

             D.    The worksheet must be approved by the director.  Once the worksheet is approved a sampling is sent to the Liaison of Records for her review and approval.

             E.    Once the Records Management Liaison approves the list the Customer Service Representative will arrange for the boxes to be transferred to Records.

             F.    The Records Management Liaison will process the boxed files.

             G.    The Records Management Liaison will maintain a log of all records that are sent to the Records Division.

111.0   Multifamily License Processing (new 2/27/14) RENEWALS

A. Issuance of the Multifamily License Certificate may only be done after the following is completed:

1. An updated completed application must have been submitted for each renewal. a. Admin. Office Assistant will be primary individual to enter updated license information.b. Entry backup will be Manager or Supervisor only.c. “Issue Date” on license screen shall be updated to current date only when all information on

application has been entered. Office Assistant will contact those properties that have incomplete information.

d. Licenses with “issue dates” on or after September 1 of the year prior to the renewal year shall be considered updated.

2. The License fee shall have been paid in full including any late fee’s due.

3. Payments received that are not the correct amount shall be forwarded to Manager to contact the property management/owner. (partial payments shall not be processed)

4. Hotels/Motels only – do not require payment of a license fee. Licenses with “issue dates” on or after January 1 of the current year shall be considered updated.

B. License certificates may be mailed, faxed, or handed out in person once all above is satisfied.

NEW

A. After a new record and license number has been generated, issuance of the Multifamily License Certificate may be done after the following:

1. Completed new application has been submitted.

2. Completion of the Certificate of Occupancy process and inspections.

3. Payment of pro-rated license fee. (no fee for Hotel/Motel)

4. “Issue Date” shall be entered when new record is generated from initial application.

B. License certificates may be mailed, faxed, or handout in person once all above is satisfied.

CHANGE OF OWNER

A. Issuance of the Multifamily License Certificate may be done after the following:

1. Completed new application has been submitted

2. Completion of Certificate of Occupancy process and inspections.

3. “Issue Date” has been changed after current information has been entered

4. Payment of any fees due (if applicable)

B. License certificates may be mailed, faxed, or handout in person once all above is satisfied.

111.1 Renewal Letters, Invoices, and Reminders

A. Multifamily (Apts., Condos, 4-Plexes, Manufactured Homes)

1. November 1 - mail out Renewal letters w/Applications and December Invoices (Jen)

2. December 1 - mail out Reminder letter (Donna)

3. January 15 - mail out Past Due letters\NOV and January Invoice (Mike)

4. February 1 and first of each month thereafter – mail out outstanding Invoices (Jen)

5. February 15 - issue initial Citations (MF Inspector)

B. Hotel and Motel

1. February 1 - mail out Renewal letters w/Applications (Jen)

2. April 15 - mail out Past Due Letters/NOV’s (Mike)

3. April 30 - issue initial Citations (MF Inspector)

112.0 Reserved

113.0 Reserved

114.0   Citation Books and I.D. Badge Numbers

114.1   Records Control

              A.     A record of all citation books and I.D. Badge numbers must be kept on file.                              B.     A log is prepared and located on the “j” drive

              C.     Each issuance of a citation book is recorded.

             D.     Each issuance of a badge identification number is recorded.

E.   VOIDED citations (ones not yet sent to court) - must e-mail Supervisor the citation# and     reason for VOID. Supervisor will approve and notify Manager to send void notice to court and list on voided citation database. Confirmation of void will be sent to officer & supervisor when completed.   

F. DISMISS citations (ones already sent to court) – must obtain Supervisor approval first. Then theywill send citation #, the defendants name, and reason for dismissal to Director for approval. If approved, she will send request to prosecutor’s office. Confirmation of dismissal will be sent to officer and supervisor.

   115.0   Notary Public

115.1   Official Testimony

            A.    The Notary Public shall notarize all documents per City staff request.

            B.    The Notary should not notarize any documents from the public unless it is related to city business.

            C.    The Notary should use caution when notarizing personal documents for City of Irving employees.  It is permissible, but the Notary should use discretion.  The Notary should not advertise to City employee’s that he/she is a notary – this may cause employee’s to seek his/her services for which this ability is not the main purpose.

116.0 Fleet (UPDATED 8-12-14)

116.1 Vehicle Service

A. All vehicles will be serviced by Fleet Maintenance based on mileage and time. Fleet Maintenance

will pick up as many vehicles as possible after hours if they are unable to pick up a vehicle they will send a reminder to the Fleet Supervisor

B. Fleet Supervisor will send out reminders for this servicing. As soon as the reminder is receivedcall Fleet Maintenance and set an appointment within 7 days to bring the vehicle in for maintenance.

116.2 Vehicle Inspections

A. Vehicle inspections are scheduled to coincide with one of your quarterly schedule servicing days. In some cases it is done in the month before it is due.

B. All employees need to make sure that their sticker is current and does not expire.

116.3 Vehicle Keys

A. Extra sets of keys are maintained in the “key” box in the Fleet Supervisor’s office. There are both vehicle keys as well as extra keys for the “locking” cubicle cabinets.

B. Key will be checked out by supervisors only a post-it note will be left in the box with the employee’s name, vehicle number, and date keys were taken. The vehicle number and employee name will be place in the vehicle check out calendar.

C. Keys will not be left in a vehicle at any time.

116.4 Vehicle Maintenance

A. Employees are required to maintain a clean and neat vehicle and maintain the vehicles log book at all times. All vehicles are to be cleaned out weekly. Vehicle log books will remain with the vehicle.

B. All vehicles receive a routine maintenance check by the Fleet Maintenance Department every three (3) thousand miles.

C. Supervisors will inspect the vehicles in their division on a monthly basis to ensure the vehicle log book is being maintained and the vehicle is kept clean and neat. Vehicle cleaning supplies are available in the supply closet.

D. If a vehicle is taken to Fleet Maintenance or Radio Shop for any reason the Fleet Supervisor needs to be notified of the maintenance issue with the vehicle.

E. Vehicles will be locked at all times when not in use.

F. Vehicles will be parked in their assigned spots on the parking garage when not is use or at the Briary Yard for maintenance.

116.5 Accidents

A. Any and all accidents occurring while an employee conducts City business must be reported to

the supervisor immediately, whether or not it results in any injury to any person or damage to any vehicle or property and regardless of who is at fault.

B. The Police Department will be called to complete an accident report at the time of the accident. Notify Safety Office and Fleet Supervisor and inform that an accident has occurred.

117.0 Performance Evaluations

Performance evaluations on staff should be completed and discussed with their employees well before the actual due date to HR.

117.1 Reminders to Supervisors

A. The Manager shall have the responsibility of creating a yearly schedule of due dates for all staff evaluations.

B. He will create a chart indicating the date the evaluation is due in the department which will be at least 2 weeks prior to the official Human Resources due date.

C. The Manager will be responsible for sending reminders to supervisors prior to due dates.

D. After the supervisor has reviewed the evaluation with the employee and all signatures have been obtained, the supervisor provide a copy to the employee, along with a copy and the original signed form to the Senior Admin. Sec.

E. Senior Admin Sec. will submit original to HR, place copy in the employee’s file, and send email to Manager with notification that the performance evaluation has been completed.

118.0 Usage of Tobacco Products and E-Cigarettes Prohibited (updated 3-23-15)

A. The use of any tobacco related products including smoking and smoke-free tobacco products are strictly prohibited while on the job, and in any city owned vehicle whether on or off the job.

B. Prohibited usage also applies to e-cigarettes (also referred to as electronic cigarettes, personal vaporizers, or electronic inhalers) and any other device or product that could create the perception or appearance of smoking.

C. The only exception to A. and B. above, shall be that the employee is smoking or using other prohibited products only during their regular lunch or break time and they are not with a customer,in a city owned vehicle, or in an area prohibited by the City’s smoking ordinance.

D. Definitions

1. Tobacco related products – means any product made or derived from tobacco that is designed for human consumption.

2. Smoking – means the combustion of any cigar, cigarette, pipe, or similar article, using any form of tobacco or other combustible substance in any form. This includes the carrying or holding of a lighted pipe, cigar, or cigarette of any kind, or any other lighted smoking equipment or device, and the lighting or emitting or exhaling the smoke of a pipe, cigar, or cigarette of any kind.

3. Smoke-free tobacco products – means products made or derived from tobacco that is designed for use without lighting or combustion. (i.e. chewing tobacco)

4. E-cigarettes – means electronic cigarettes, personal vaporizer, inhalers and similar devices thatare battery-operated and designed to deliver nicotine, flavors and other chemicals. These chemicals are transformed into an aerosol that is inhaled by the user.

119.0 Code Enforcement Uniforms (updated 11/17/14)

A. Purpose: The purpose of this policy is to define the uniform components and requirements for code enforcement personnel.

B. Policy: It is the policy of this department that all uniformed employees shall only wear the uniform items issued or authorized by the department. The requirements are as follows:

1. Undershirts are required, must be regular short or long sleeves. Sleeves may not protrude from a white short-sleeve uniform shirt. Long sleeved black “fitted” shirt of cotton; polyester; knit or dry fit type material and provided that it is not faded, may be worn underneath black short sleeved uniform shirts.

2. Shirts a. Only white shirts issued by the department shall be worn complete with one (1) shoulder patch

attached to the left sleeve or black shirts with the appropriate markings. b. All buttons are to be buttoned (exception: collar buttons). c. Sleeves are not to be rolled up or turned under. d. Shirts are to be tucked in at all times. e. Shirts must fit comfortably, not tight or revealing.

3. Ties are optional (black in color).4. Trousers a. Only trousers issued by the department shall be worn.

b. Trousers shall be no shorter than two inches above the top of the heel. c.. Trousers shall be no longer than the top of the heel. d. Trousers must fit comfortably, not tight or revealing. e. Black belt shall be worn by all uniformed employees.

5. Footwear - Black, smooth grained leather Uniform boots or shoes. 6. Jackets, Coats - only department issued or approved shall be worn. Windbreakers – only department issued or approved shall be worn. Polar Fleece – only department issued or approved shall be worn. Sleeves shall not be rolled up or turned under.

7. Nameplates, Badges – name plates, badges, shall be silver, department issued only. a. Department issued badges will be displayed on the left side of the uniform shirt.

b. Department issued name plate shall be worn attached to the uniform shirt and shall be affixed in a horizontal line, centered above the right pocket. It shall be clearly visible at all

times. 8. Alternate Summer Uniform a. The alternate summer uniform, shorts with black polo shirt, may be worn by uniformed employees at times approved by their direct supervisor.

b. Socks must be worn - either white or black permitted. Socks shall extend no higher than the ankle.c. Black low quarter tennis shoes made of leather or synthetic leather material approved by the

department director.d. Department issued uniform shirt with department issued badge and name plate or the Polo

shirts.e. Shorts will not be worn to court, meeting, or while performing any presentations.f. Employees shall have a pair of Department issued uniform pants and boots available at all times

in the event they are called into court or a meeting.9. On or Offsite Training Class Apparel

a. Employees may dress business-casual if the class is all-day onsite, or all-day offsite.b. No hats allowed

10. City issued Picture ID a. Employees must wear the City issued I.D. badge at all times when in a City facility or while conducting City business, unless other authorized identification is provided or required. b. The I.D. badge will be worn with either a lanyard or a clip issued by the City or with a business-approved lanyard or badge reel that is approved by his or her department director.

c. The I.D. badge will be worn in plain view facing forward so the photo, name, and other information are clearly visible. d. I.D. badges may be placed in a clear holder, but placement of stickers or other items affixed to the badge holder are prohibited. e. Employees shall only wear their I.D. badges while performing duties as a City of Irving employee.

C. Tattoos/body art/branding must be concealed by the authorized uniform or plainclothes when a uniformed officer represents the department on duty or off duty. Body piercings, with the exception of ear piercings, may not be visible.

D. White dress shirts shall be dry cleaned and/or laundered and starched, and all other uniform components shall be laundered and neat in appearance (not wrinkled), clean, and polished at all

times

E. Employees may be sent home to correct any non-compliance with the uniform policy.

119.1 Safety Apparel

A. High-visibility safety apparel (Safety Vest) is required for all workers within the public right-of way. This includes all staff and others such as community service workers or volunteers.

B. If at a construction site or fire requiring safety apparel you will need to wear your City issued safety vest, safety glasses and hardhat.

120.0 Office Hours/Time Off/ Flex Time/ Comp Time

120.1 Office Hours

A. Standard office hours are 8:00 am to 5:00 pm Monday thru Friday. Property Code officers will be scheduled for Tuesday thru Saturday shifts as well as 10-7, 9-6 hourly schedules and Sundays. (see current schedule)

B. Everyone is expected to be on time for their regular work shift.

C. Anytime you are going to be late (more than 10 minutes) please call your supervisor and inform them. If unable to reach supervisor please contact the clerical desk.

120.2 Time Off

A. Employees should use the “time off” request form when requesting time off. This should be submitted to your supervisor with as much lead time as possible. This form shall be signed by supervisor and submitted to Sr. Administrative Secretary for time verification.

B. When calling in sick, please call at least 30 minutes prior to starting time and if you do not get your supervisor, please leave a message. Call back later if necessary.

120.3 Flex Time

A. Flex schedules are a part of the Property Code standard procedures. Other sections may require an employee to work a “flexed” schedule at certain times to accommodate special events or circumstances.

B. An employee that requests any type of “Flex” in their schedule on a particular day, such as coming in and then leaving an hour early, must have prior approval from their supervisor. These types of requests must be kept to a minimum.

120.4 Comp Time

A. Employees working past their 40 hrs/week will receive “comp time” as compensation unless a schedule is flexed to accommodate working late one day and then taking off additional time another day in the same pay week.

B. Overtime pay may only be pre-approved by the director or manager.

121.0 Reserved

122.0 Late Night or Evening Inspection/Investigation Procedure

A. Inspections or investigations conducted at establishments in the late evening or night hours shall be scheduled in conjunction with the Police Department.

B. Uniformed police officers shall accompany a code officer when performing certain investigations or working a “caution address” where the safety of a code officer could be concern.

123.0 Emergency Response Team/On Call Procedure

A. Emergency Response Team (ERT) composed of team members representing Health, Multi- Family, Property Code and Building Standards.

B. Team Coordinator (Multifamily Supervisor)

C. ERT structure, standard procedures for responding to incidents or emergencies, and guidelines for on- call or after hours activities are as follows.

123.1 Team Members This information has been forwarded to the Fire and Police Dispatch.

A. Primary Team 1. Multi-Family Supervisor

City Cell (469) 576-0666City Office (972) 721-4896Home on-file

2. Health SupervisorCity Cell (817) 822-4257City Office (972) 721-4912Home on-file

3. Building Standards SupervisorCity Cell (817) 822-4245City Office (972) 721-4931Home on-file

4. Building Inspections-Field Operations ManagerCity Cell (972) 880-9913City Office (972) 721-4873Home on-file

5. Director of Code EnforcementCity Cell (972) 880-9985City Office (972) 721-2320Home on-file

123.2 Emergency Call Out Criteria A. Multi-Family Structural Fire

A. Major sanitary Sewer Overflow at Multifamily propertiesB. Restaurant FireC. Child Drowning at PoolsD. Major Food Borne IllnessE. Request by Fire or Police Department

123.3 On-site at Emergency A. Report to the Incident Commander

B. Code Enforcement Personnel are under the auspices of the Incident CommanderB. Fill out forms and document with photographsC. Structural Fires contact Building – Field Operations ManagerD. Multi-Family Structural Fire contact Multifamily Supervisor and or Building – Field Operations

Manager

E. Major sanitary sewer overflow at Multifamily properties contact Multifamily Supervisor and Water Quality (972) 721-2281 (24/7)

F. Restaurant or Food Establishment Fire contact Health SupervisorG. Child drowning contact Health SupervisorH. Major Food Borne Illness contact Health Supervisor or Senior Health InspectorI. Request by Fire or Police Department contact appropriate supervisor

123.4 Documentation A. “J” Drive”, Sub Folder “Emergency Response Folder”

B. Emergency Response Form Completed and e-mailed to Management TeamC. Comp time or overtime for on call, Comp time preferred. (Overtime must be approved by a Manager or Director)

123.5 Equipment A. Hard Hat

B. Steel toed rubber bootsC. Latex and rubber glovesD. Green Safety VestE. Digital camera

123.6 Training RequirementA. Primary Team with National Incident Management Systems 300 or aboveB. Primary Team, one International Building Code certified inspector

123.7 Training Sources A. Texas Education Extension (TEEX)

B. In House

123.8 Emergency Response Form An emergency response form developed by the ERT (Emergency Response Team) shall be completed for all incidents.

124.0 Licensing

124.1 Multifamily Licensing (Apartments, 4-plex, Condo, Manufactured Housing) A. Licensing for all of the above shall be handled by Code and Customer Service staff (fees). B. Multifamily invoicing shall be sent out annually by November 15 each year for license renewals due on December 31. C. Subsequent invoices with applicable late fees shall be sent out no later than the 10th day of each succeeding month as necessary. D. Licenses shall be mailed out if license info is updated and full fee has been received E. “Issue date” shall only be updated to current date when “completed” application has been received and updated information is entered. F. (see section 300.0)

124.2 Hotel/Motel Licensing A. Licensing for Hotels/Motels shall be handled by Code clerical personnel. B. As no fee is required, the annual licenses are to be mailed out the last week of March if application is current and are effective April 1.

C. Expiration date is March 31 of each year. D. As with Multifamily license, issue date not made current until updated application is on file. E. (see section 300.0)

124.3 Vacant Building Registration Vacant Buildings will be registered in License TRAK, Permit fee - $250 Administrative fee + $75 Annual inspection, Annual registration is required.

A. Requirements: Completed application and the following additional documents: Proof of insurance Sketch or diagram showing configuration of the building(s) and premises

Proof of payment of ad valorem taxes on the building(s) or premises Vacant Building Plan (see ordinance for details)

B. Entry into TRAKIT Open License TRAK Add Record Type in name of Business (or “Vacant Building” if no name), then click OK

Then select “VB” prefix from drop-down list, then click OK Select Type of Business as “Vacant Building” and Classification as “Vacant Building” Go to Expiration date and put in 1 year from Issue Date

Go to Financial Information , click on Add Fee Look for Vacant Building Certificate of Registration fee - $250, enter it Then enter Inspection fee - $75, then send customer with payment slip to cashier

(Customer Service Cashier) Collect payment due, then print out receipt - customer may leave.

From application and supporting documents Open License Trak and look up license #, then complete data entry from the application

Put the Primary Vacant Building address from application in “address 1” Click on Additional Business Information and type in Mailing Address (using the Owner’s address

Go to Contacts and put in the following: (note: click on “add contacts” if one below is not there) - Applicant = name, address, phone, fax, email - Owner = name, address, phone, fax, email - Mortgagee or Lien Holder = name, address, phone, fax - 24-hour Contact = name, phone, fax, email Verify all information and supporting documents then, Print out “Registration Certificate”, sign it and forward by mail to customer File application and supporting documents Update the Vacant Building Database, and notify Planning and Inspections to revoke CO.

124.4 Newsrack Permitting Procedure

Newsrack Publications will be permitted in License TRAK, Companies may have more than one publication (each separate publication requires a permit), Permit fee - $200 + $5 for each Newsrack

(decal). Newsrack listing and location is required on the back or as attachment to the application

Requirements: Completed application for each publication

Signed, notarized indemnification agreement Documented proof of required insurance

A. Entry into TRAKIT (Code Enforcement Customer Service)

1. Open License TRAK2. Add Record3. Type in name of Publication, (which will be the Business Name), then click OK4. Then select “NR” prefix from drop-down list, then click Ok5. Select Type of Business as “NEWSRACK”6. Go to Expiration date and put in 2 years from Issue Date7. Put the Applicant Address from application in “address 1”, also phone, fax, email8. Click on Additional Business Information and type in Applicant Mailing Address (whether same as applicant

address 1 or different)9. In # of Units box – put in number of Newsracks10. Go to Contacts and put in the following: (note: click on “add contacts” if one below is not there) - Owner = Company Name only - from application - Applicant = Applicant name, address, phone, fax, email, DL # - from application - Publisher = Publisher name, address, phone, fax, email, DL# - from application - Distributor = Distributor name, address, phone, fax, email, DL# - from application - 24-hour Contact = name, phone, fax, email, DL# - from application 11. Go to Financial Information, click on Add Fee12. Look for Newsrack Permit Application Fee - $200 – enter it 13. Then add in Newsrack Decals – QTY *514. Fill out “payment slip” and give to customer (or attach to check if by mail)15. Send customer (or check if by mail) to Cashier along with payment slip

(Customer Service Cashier) 16. Collect payment due and print out receipt for customer

17. Send customer back to Code Customer Service

(Code Enforcement Customer Service) 18. Put permit # and receipt # in space at the bottom of application, give receipt and appropriate # of

Decals to customer.16. Denote the 3-digit numbers on the decals issued by writing them in next to the Newsrack # on the location sheet for the Newsracks on back side of the application.17. Use the application information and update the Newsrack Database18. Set up file folder by Publication name and file all documents.

125.0 Municipal Court/Code Home Community Service Procedure

Procedure to respond to Municipal Court on cases involving “Home Community Service” that may be granted to eligible defendants for code violations.

A. Prosecutor notifies Code clerical by e-mail cases (with defendants, case# and violation) that are coming up for Pre-Trial. Code clerical then sorts out the cases that involve Property Code

violations.

B. Each case is pulled up by Code clerical and checked to see if another citation has been issued for the same violation. If not, then response back to court is “In Compliance”. If there has been another citation issued then the response is “Not in Compliance”. THIS MUST be done prior to the Pre-Trial. Only those “In Compliance” will be eligible for code community service.

C. Those granted Code Home Community Service have to maintain compliance on their property for 30 days. So Court e-mails Code clerical when 30-day mark comes up for an update on the property. Code clerical follows the same procedure above in responding back either they are “In Compliance” if another citation has not been issued, or they are “Not in Compliance” if one has.

126.0 Customer Service – Officers and Inspectors

126.1 Phone and e-mail messages

A. Phone messages shall be responded to the same day as received. Staff office phones may be forwarded to their cell phone to help in this process.

B. E-mails should be checked morning and afternoon and be responded to as soon as possible.

C. “Call backs” on complaint log must be responded to.

D. All customers leaving voice mail complaints shall be called back to inform them that their message has been received and an officer will be assigned to investigate their complaint.

127.0 Complaints (see complaint line process instructions)

A. Complaint calls are received on phone line 972-721-4929 (automated), and 972-721-4829 (will go to voice mail if not answered), from citizens on the Webmaster, and from city staff on the “Code Enforcement” email address.

B. Each morning the phone line and Outlook are checked for voice messages as well as on a continuous basis during the course of a business day. The password for Complaint Line 4929 (2800) is 1413.

C. As the calls are retrieved from the complaint line* and emails they are entered onto the Complaint Log. A running Complaint Log is to be maintained for each month. Saturday Staff – officers need to check the complaint line and emails for complaints and add to log.

* All complainants that leave voice mail messages are to be called back and informed that their message was received and an officer will be assigned to investigate.

D. Information contained on the Complaint Log consists of the following: 1. Date of the complaint call

2. Address for the reported violation (or MISC. or MFP) 3. Type of violation begin reported 4. Complainant’s name 5. Complainant’s phone number 6. Comments 7. Inspector (or Refer to …..)

8. Case number (or Multifamily) 9. On complaint “logs” highlight entire ROW in red for “call-backs 10. Highlight entire ROW in yellow for multifamily complaints

E. At the end of a business day, a hyperlink to the Complaint Log is emailed to everyone in the Code Enforcement Department.

F. All inspectors will review the Complaint Log daily and respond appropriately to the information contained. Also in cases where a good address was not given “MISC” please go back after inspection and put in correct address if found.

200.0 PROPERTY CODE

201.0 General Operations

201.1 Staff Structure and Chain of Command

A. Staff Structure

Property Code Supervisors (2)Senior Property Code Inspector (1)Property Code Inspectors (7)

Property Code Sign Inspector (1)

B. Chain of Command

1. In the event that the Property Code Supervisors are not available, then the Senior Property Code Inspector (1) assumes group leader duties.

2. In the event that both the Property Code Supervisors and the Senior Property Code Officer are not available, then a designated Property Code Officer assumes group duties.

201.2 Areas of Responsibility

The Property Code division’s responsibilities are as follows.

A. Residential and Commercial education and enforcement of all property codes including but not limited to zoning, signs, graffiti, nuisances, garage sales, fence issues, dumpsters, density, dilapidated structures, refuse, garbage and weeds.

B. Investigating complaints and inquiries on all of the above.C. Conducting proactive inspections for code violationsD. Performing initial inspections for Zoning/Code for approval of Certificate of Occupancy.E. Responding to emergency and other situations with health related concerns.F. Providing education and training on all facets relating to City codes and ordinances for residential and

commercial properties.G. Preparing cases and testifying for legal purposes.H. Data entry on all inspection activities and filing of documents.I. Propose and present ordinance revisions or updates as needed to the city council.J. Providing excellent quality customer service.

201.3 Geographical Responsibilities

Property Code is divided into 9 mapped geographical “districts” then further divided into 257 “sub-districts”. The sub-districts are numbered beginning with the designated district number followed by the sub-number (i.e. 8-12).

A. The assigned officers are primarily responsible for the district area that they are assigned, although they may be required to work assignments in other districts.

B. Main corridors and “special projects” are assigned to the Senior Property Code Officer.

201.4 Saturday and Sunday Protocol

Officers working the weekend days shall follow this general protocol for contacting of citizens

A. Personal contact, either by phone or in person at the door, shall not be conducted prior to 10:00 am.

B. Exceptions would be an active garage that is open.

202.0 Complaints (Reactive) (updated 1-27-14)

A. Complaint received through complaint line, web-master, service request or Eyes on Irving.

B. Complaint entered into TRAKIT for inspection and assigned to designated inspector. (ZCR prefix for all reactive cases except ZCP for ones turned in by Code staff)

C. Conduct an inspection of the location.

D. Attempt contact and obtain identifers.

E. If no violation is observed the inspector will take photo and close case. If a violation is observed- Issue notice of violation to owner (post on door or hand deliver or send by mail.) The inspector will schedule a reinspection.

F. Reinspect (If violation abated take photo and close case). If violation remains take appropriate action up to and including issuance of citation.

203.0 Inspections (Proactive) (updated 1/27/14)

A. Inspector works their area looking for code violations. Case initiated and opened by inspector (or one submitted by other Code staff).

B. Case opened in TRAKIT and inspection activity is entered.

C. Attempt contact & obtain identifers.

D. The inspector issues a notice of violation to the owner (post on door or hand deliver or send by mail). The inspector will schedule a reinspection.

E. Reinspect (if violation abated take photo and close case). If violation remains take appropriate action up to and including issuance of citations.

204.0 Posting Properties – Residential and Commercial

A. Procedure for posting properties is as follows:1. Post yellow sign in yard and take photo 2. Take photo of yard stick showing grass over 10”3. Take photo of NOV and leave notice at the door or give to property owner or send by mail 4. Take backed off photo of entire property5. Mail NOV to owner, if not owner occupied6. Open case in Trakit (in notes – document day NOV was mailed out and list who notice was served

to and copy from DCAD website ownership information into notes page, also print DCAD page of ownership)

7. Schedule reinspection for 7 days out

B. Reinspection in 7 days If in compliance: 1. Take photo 2. Pull placard/sign

3. Close case If still in violation:

1. Take photos2. Place on mowing log3. Supervisor/Senior notify contractor of mowing request4. Schedule reinspection for 2 days after mowing log was given to mowing contractor or after invoice

has been received.

C. Reinspection 2 days later or after invoice has been received

If in compliance: 1. Take Photos

2. Close case

D. Fill out and turn in Mowing & Litter Control Order Checklist along with mowing paperwork (includes DCAD, invoice, original or copy of notice) within 24 hours to Supervisor. Supervisor turns in paperwork to

Administrative staff for processing.

205.0 Mowing Procedure (updated 1-27-14)

205.1 Occupied Properties

Procedures for occupied properties are as follows:

A. Inspection

B. Attempt contact & obtain identifers.

Businesses – Post property (yellow placard) and issue One –Time Notice – after 7 days reinspect, if not abated put on mowing list for mowing.

Residential – Post property (yellow placard) and issue One-Time Notice – after 7 days reinspect, if not abated put on mowing list for mowing.

1. Repeat Offender – If current property owner received a One-Time Warning Notice and the property was properly posted within the last 12 months. Take a photo identifying the property is over 10 inches with yard stick (photo should include entire property) and then put on mowing log for mowing.

205.2 Vacant Lots & Structures

Procedures for vacant lots and repeat offenders as follows:

A. Inspection

B. Post property with yellow placard form – (repeat offender – mark out 7 days on placard and write in 0 days and day of posting run DCAD again to verify ownership has not changed).

1. Fill out both side of the placard and circle violation 1, 2 or both.2. Leave One Time NOV on front door (if there is a structure).

C. Take a photo of the violation. 1. Take photo of yardstick

2. Take a photo of NOV before leaving it at the door.3. Take photos of placard posted on property up close where the placard can be read.4. Take a backed off photo of entire property where placard can be seen.

D. Open case in Trakit.

1. Copy from DCAD website ownership information into notes page and document

who the notices were mailed to and print DCAD page of ownership information.2. Mail One Time Notice to owner (if property is vacant or renter occupied).

E. 7 days later re-inspection.

1. If the property is in compliance take photo and close the case.2. If the property is not in compliance 3. Place on the Mowing Log for contractor to mow4. Re-inspect 2 days after Mowing Log is given to contractor or after mowing invoice has been

received.5. Turn in Mowing & Litter Control Order Checklist and all other paperwork to Supervisor.

F. Repeat Offender: If the same property is in violation within the next 12 months.

1. Take a photo of the violation2. Take photo of yardstick along with yellow placard identifying the property is 10 inches (repeat

offender – mark out 7 days on placard and write in 0 days and day of posting run DCAD again to verify ownership has not changed).

3. Take a backed off photo of entire property 4. Open case in Trakit and link case to original case by the ZCR or ZCP number and verify the property still has the same ownership5. Copy DCAD ownership from DCAD website into your notes and print DCAD

page with ownership information 6. Place on the Mowing Log

7. Re-inspect 2 days after Mowing Log is sent to contractor. 8. Turn in Mowing & Litter Control Order Checklist and all other paperwork.

205.3 Invoicing Procedures A. Invoice is received from the mowing contractor and a is given to the supervisor and original invoice

given to inspector for payment.

1. Complete the mowing and litter control checklist and attach original invoice, copy of DCAD page and NOV and give to supervisor for processing within 24 hours

2. Supervisor turns in paperwork to Administrative Staff for processing

206.0 Dumpster Procedure

206.1 Division of Responsibility A. To help prevent duplication of efforts, the following guidelines should be followed on initial

investigations. Initial focus should be on main corridors with all staff participating. Then,

1. Health Officers – work all free-standing commercial food establishments – restaurants, food stores, childcare, nursing homes, health clubs.

2. Multifamily Inspectors – work all multifamily, including 4-Plexes and hotels/motels.3. Property Code Officers – work all other commercial buildings and “strip centers”, 4-Plexes and

Manufactured Home Parks

206.2 Procedure

Dumpsters visible from any street or residential property shall be worked for screening compliance. In addition, those with damaged enclosures, ones leaving doors open (if not being emptied), and those with trash and debris accumulated inside shall be worked as well. as well.

A. Notice of violation to be issued with appropriate timeframes (30 days if they need enclosure)

B. Citation(s) to be issued to the property and or business owner if non-compliant.

207.0 Parking Violations Procedure (updated 1-27-14)

207.1 Private Property

A. Parking violations will be the responsibility of the property code officers.

B. Attempt contact & obtain identifiers. If vehicle is removed immediately close case and document case that contact was made and vehicle was removed immediately. If not removed immediately,

1. Tag windshield on window facing the street with yellow sticker2. Check “Parked on the Grass” – and write next to that “ Citation Mailed”3. Take photo of the vehicle with tag and parked on the grass4. Issue citation

207.2 Parking Violation Procedure (in the street) (updated 11-18-14)

In response to a citizen complaint or officers pro-activating their area, the procedure for handling violations of certain vehicles parked in the street are as follows:

A. Determine if the vehicle meets the criteria of a junk motor vehicle.

1. Has an expired license plate or inspection sticker; and 2. Is wrecked, dismantled or partially dismantled, or discarded, or,

3. The vehicle is inoperative and showing external damage or is partially dismantled, or,

4. Has a flat tire or a FOR SALE sign on it.

B. Tag the vehicle with the green sticker .

C. If the vehicle is not removed within 48 hours, refer to Police (Capt. Stephan Granberry).

D. If the vehicle is moved onto private property and is visible from the street, or other public or private property, then proceed with issuing a citation for outside storage (inoperable vehicle). You must have photo documentation for two (2) consecutive days.

E. Abandoned vehicles only – that do not meet criteria above should be referred straight to Police.

208.0 Garage Sale Procedure (updated 1-27-14)

A. Case referred to Code Enforcement by complaint line, web-master, service request and or Eyes on Irving.

B. If no permit, or more than two for the year, open case in TRAKIT and assign to the appropriate Property Code Officer.

C. Officer to research address on Garage Sale Database at: https://formscentral.acrobat.com/app.html.

D. Inspect location.

Attempt contact & obtain identifiers.

1. If the owner has not exceeded two (2) garage sales in a calendar year, the officer will issue a notice of violation for no permit and will enter one for them. If the same location is having a garage sale again without a permit the officer will issue a citation for no permit, but will not close the garage sale down. Permit must be entered into system.

2. If owner has had more than two (2) garage sales in a calendar year and is actively having a garage sale, officer will issue a citation for excessive garage sales and close garage sale down. Repeat offenders issue citation.

209.0 Graffiti Procedure

A. Case referred to Code Enforcement by complaint line, web-master, service request and or eyes on Irving. Cases are also created proactively.

B. Location of graffiti is documented in the S:drive database shared by Police, Streets and Code Enforcement Department. The graffiti database located in the J:drive/Common/Graffiti Removal Hold Harmless folder will need to be checked to see if a hold harmless is on file; if not once a hold harmless is obtained it will be logged into this database for future reference.

C. 1. Case entered into TRAKIT and assigned to Property Code Officer assigned to that area. 2. Inspection to be conducted within two (2) days. 3. If a violation is observed make contact with owner and have the owner sign a Hold Harmless

agreement for the City to abate the violation free of charge. 4. If the owner elects to remove graffiti on his/her own issue notice of violation for removal.

5. If the location is vacant post notice of violation on door of location or post the property for removal of graffiti.

6. If the owner fails to remove the graffiti in the time notified the city will remove the graffiti.

D. Before issuing a citation for a violation under section 57-4 of this section, the director shall serve the property owner with written notice to remove the graffiti from the property within ten (10) calendar days from the date the notice is served. The notice shall state that the director has determined that the property has graffiti in violation of this chapter; that the owner may remove the graffiti or authorize the director to remove the graffiti by written consent and a written waiver of liability; that if the director has not received consent from the owner within ten (10) days from the date of the notice, the owner may initiate a graffiti abatement hearing; and that if the owner fails to take one of these actions within ten (10) days, the property shall be subject to abatement of the graffiti by the director without further notice, and cost

of the graffiti removal shall be levied against the property. The notice may be served by handing it to the owner in person or by United States certified mail, five-day return receipt requested, addressed to the owner at the owner's post office address as shown on the tax rolls of the city or of Dallas County.

1. If the owner cannot be found and the notice is returned by the United States Postal Service, then the owner may be notified by: a.   Publication one time in the official newspaper designated by the city council b.   Posting the notice on or near the front door of each building on the premises to which the violation relates; or

c.   Posting the notice on a placard attached to a stake driven into the ground on the premises to which the violation relates if the premises contains no buildings.

2.   The ten (10) calendar days will be counted: a.   From the date the notice is personally served on the owner or from the sixth day after the notice is placed in the United States certified mail; or b.   From the date the notice is: (1) Published in compliance with subsection (1) a of this section; or (2) Posted in compliance with subsection (1) b or (1) c of this section. 3.   It is a defense to prosecution under this section if: a.   No notice was served on the property owner in compliance with subsection (1); b.   Before being issued a citation under this section, the property owner gave the director written authorization to enter onto the property and to remove the graffiti.

210.0 Abandon Shopping Carts Procedure

A. Inspector observes cart and calls the location into the Administrative staff.

B. Clerical will forward cart location to Parks and Recreation Department for removal.

211.0 Sign Retrieval Procedure

A. Temporary signs are retrieved and disposed of daily.

B. Inspector will enter signs that are retrieved on the sign log.

C. Metal signs are retrieved daily but, the owners may be notified and informed the sign will be held for seven (7) days and disposed of thereafter.

D. A five ($5.00) storage and five ($5.00) per sign charge will be accessed for each day the sign is stored.  

212.0 Annual One-Time Notice Procedure

A. This is an annual one-time warning violation notice.

B. Reoccurrence of any of the violations below or ones of the same type in nature before the first anniversary date of this notice are subject to the issuance of a citation without further notice or warning.

1. Commercial/Oversized Vehicle 2. Trash Out-Early 3. High Grass/Weeds (10” or more)

4. Stagnant Water/Pool 5. Trash, Litter, Debris

213.0 Compliance Timeframes (updated 10/17/13)

A. The following is a set of guidelines for Code Violations and the general timeframes for enforcement action. The list does not include every violation that Code officers may work, but is a representative list of the major ones. Ordinance numbers are also provided for reference.

B. NOV to be issued for all violations first, except those where the No. of Days = (0), then an immediate citation is to be issued.

Violation Offense No. of Action Action Ord. Days Initial Next No.

HG&W Occupied – Commercial 1st 7 NOV/Post Mow Ch 33 - Residential 1st 7 NOV/Post Mow - 2nd 0 Mow Citation - 3rd 0 Mow Citation

Vacant Lots & Structures 1st 7 NOV/Post Mow Ch 33 2nd 0 Mow

POG 1st TAG/Citation Citation 1144 Anytime (52-56) Commercial 1st 3 TAG/NOV Citation/10days 1144 Vehicle (52-56)

Outside 1st up to 10 NOV Citation/10days 1144 Storage (52-56)

Overflowing 1st 1 NOV Citation/10days Ch 33 Dumpster Trash out Early 1st 0 NOV/Sticker Sticker/Citation/10days Ch 33 Trash/Debris 1st up to 10 NOV Citation/10days Ch 33 Residential

Illegal Garage 1st 0 NOV/Issue Permit Citation Ch 49 Sale Anytime

Too Many 1st up to 10 NOV Citation/10days 1144 Vehicles (52-56) Business in 1st up to 10 NOV Citation/10 days 1144 Residence

Auto Shop 1st 1 NOV Citation/10days 1144 Outside Display (52-56)

214.0 Citation Procedure

A. If an owner fails to comply after written notice a citation will be issued by the officer.

1. Citation will be issued to the property owner and can also include the tenant or whoever is in control of the property. 2. All blanks on the citation should be filled in and the case number and zoning should be referenced on the citation.

B. Processing the citation

1. Officers – Make a copy of citation along with photo for Property Code Supervisor. 2. Citation photos should be placed in the S:\Municipal Court Services\Code Enforcement Prosecutions file and rename with the citation number and defendants name (ex. CE-1234 – Smith,Jane) 3. White copy: to Admin Staff for forwarding to Courts attn: Prosecutor’s Office 4. Yellow copy: give to the violator; if unable to issue on site, give to Admin Staff to mail yellow copy - both sides of citation certified. Also staff will mail a copy of the yellow copy - both sides of the citation regular mail 5. Pink Copy: keep with your paper work for your records or leave it in your book

C. Update Case in TRAKIT1. Select Inspections 2. Select Activity Type – Citation ZC3. Select Inspector4. Put in Scheduled Date5. Put in Completed Date6. Put in Inspections Result7. In remarks – put citation number8. Select Notes9. Add Comment – reference who citation was issued to and the violation 10. Click OK

214.1 Citation Void and Dismissal Procedures

A. VOIDED citations (ones not yet sent to court) - must e-mail Supervisor the citation# and reason for VOID. Supervisor will approve and notify Manager to send void notice to court and list on voided citation database. Confirmation of void will be sent to officer & supervisor when completed.   

B. DISMISS citations (ones already sent to court) – must obtain Supervisor approval first. Then they will send citation #, the defendants name, and reason for dismissal to Director for approval. If approved, she will send request to prosecutor’s office. Confirmation of dismissal will be sent to officer and supervisor.

215.0 ELP Procedure

A. After an owner fails to comply the inspector will issue six (6) citations.

B. Reinspect the property ten (10) days later.

C. Take photos of property, if the property is still in violation photos are reviewed by the supervisor to determine whether to refer to ELP or continue citation process.

1. Inspector will inspect the property2. Take photos3. Prepare executive summary4. Meet with property owner, if possible

D. Code Enforcement will meet with the attorney to discuss Chapter 54 Lawsuit and prepare required documentation to proceed with next step.

216.0 City Streets Assessment

Assessment Scale

1 Pristine – No Violations2 Minor Code Violations3 More Code Violations – Minimum housing, Premise Violations, Signage

Issues, HHS issues4 Major Code Violations – B&S issues, Police issues, Several Code Violations,

Signage issues, Street issues, HHS issues

217.0 HHS Referrals

A. If an Officer determines that a property may qualify for assistance from HHS the following steps will be taken:

1. The Officer will leave at the property an HHS brochure along with the pink copy of the referral form and the NOV if property has code violations.

2. Officer will email HHS contact person to notify them that a property has been referred to

their department and that they will be receiving a referral slip.

4. Officer will open a case in TRAKIT and schedule a reinspection for 10 days out.

5. If the property does qualify for HHS assistance the Officer will close the case and document that the case has been referred to HHS.

6. If the property does not qualify for assistance Code will proceed with the normal procedure for working a case with code violations.

218.0 Certificate of Occupancy

Once the Property Code Division has received the certificate of occupancy application, staff will perform the following:

A. Schedule and conduct an inspection of the property to verify code compliance. A notice of any violations observed will be provided to the property owner and tenant.

B. Establish deadlines for correction of any noted violations and re-inspect the property for compliance. (Notice: the re-inspection process will continue until all violations have been addressed) C. After all violations have been abated, Code Enforcement will approve the property for Zoning in Permit Trak.

219.0 Service Request Procedure (Citizen Inquiry)

The following is designed to standardize the response for Property Code inspection request.

A. Service request are sent via e-mail to the Senior Admin Secretary to open a Service Request case. All service request are given a response date.

B. The Property Code Officer is responsible to insure a response on or before response date.

C. The initial response by the inspector will be conducted within forty eight (48) hours after receipt.

220.0 Open Records Request

A. Open Records

1. Open records are requests from citizens and companies for city documents.2. All open record requests will be processed and answered by the Admin Staff.3. Inspectors may be asked to assist the administrative staff to gather the required documents.4. Once copies of the documents requested has been made they are returned to the Sr. Admin Sec.5. All open records requests must be answered by all parties within ten (10) days.

221.0 Eyes on Irving

Purpose: The purpose of this program is to allow employees of the City to report alleged violations of city codes.

Inspectors Responsibility:

A. Inspect alleged violation within two (2) days of receipt.

B. If in violation, the inspector will issue a notice of violation and follow-up with the inspection process.

C. If no violation is observed, take a photo of location, update case in TRAKIT and close case.

222.0 Community Service Program

This is a joint program between Code Enforcement and Court Services to utilize Court Community Service Volunteers to clean up city right of ways, alleys, sidewalks, streams and private property.

A. Work Assignments: Cleanup efforts, posting signs, pulling signs, and door-to-door handouts. Must write requests on dry erase board in Admin area by Tuesday at 12 p.m. the week of. If approved, print letters and maps for door-to-door distribution.

B. Eligible private property projects will be locations where conditions negatively impact quality of life for neighboring properties and where the conditions are unable to be abated by resident due to circumstances beyond their control.

C. Community Service is conducted on every other Thursday at 9:00AM., until 1:00PM. Volunteers meet outside of City Hall and then are transported to job location. At the end of the work assignments the volunteers are transported back to City Hall.

D. An orientation is given to the volunteers before each job assignment. The inspector will outline the rules and the safety guidelines.

E. The volunteers are required to sign in on the 3rd Floor in Code Administration.

F. Community Service Forms are processed by the Code Inspector in charge of Community Service Program and at the completion of the volunteer’s assignment the paperwork is returned to the Courts Department.

G. Documentation of photos will be taken before and after each job assignment. Complete checklist and data entry on Community Service log located at: J:\ADMINISTRATION\COMMUNITYSERVICE\2013Community Service

223.0 Quality Control Procedures

A. Program Quality Control (KPI’s) - Quality Control measures based on case documentation, completed inspections, missed inspections, and proactive vs. reactive inspections.

B. Quality Control performed monthly on all inspectors.

224.0 Property Ownership Verification

A. To verify property ownership

1. Go to DCAD website www.dallascad.org2. Go to Search By and select one of the following: Owner Name, Account Number, Street Address, Business Name, Map 3. Select Account Type – Residential, Commercial, BPP4. Fill in Address Number, Direction, Street Name, City and/or other required tabs, and 5. Hit Search

225.0 Holiday Trash out Early Procedure (new 9/4/13)

Trash out Early complaints for trash set out for pickup on a Holiday shall be handled as follows;

A. Only one case shall be opened for each Holiday as a ZCR with 825 W Irving Blvd as the address. CE Inspector will be listed as the officer.

B. All TOE complaints for that holiday will have the addresses listed in the notes in the one ZCR case.

1. Supervisors will be responsible for checking the CE Inspector cases for 825 W Irving Blvd. and through the notes make assignments to officers.

2. Code officers will distribute door-hangers with the section highlighted – Please do not place trash out on Holidays.

3. Community Service workers can distribute the door-hangers if there are a number of violators reported in the same area.

C. In addition, the Office Assistant will look up and call the residents to issue a verbal warning.

226.0 Training Schedule Procedure for New PCO’s

A. All new inspectors are placed on a thirty (30) day training schedule.

B. The training schedule consists of a combination of field and office training.

C. The inspectors are required to read zoning types as it relates to commercial properties and criminal codes as it relates to code enforcement.

D. The inspectors receive training on how to research ownership and zoning cases.

E. The inspector is assigned to one of the experienced Code Enforcement Inspectors for field training.

G. The inspector receives a thirty (30) day evaluation at the end of initial training period.

227.0 CRW (TRAKIT)

227.1 TRAKIT Report for Daily Schedule

A. Use the following procedure to run a Daily Itinerary Report:

1. Click on Report2. Click on Inspections Report3. Click on Inspections Requested for Selected Inspector (INSP31)4. Select the Dates and click on GO5. Click on Code Trak6. Click on the inspector(s) name7. Hit return

227.2 Updating Complaints and Cases A. Use the following procedure to update complaints and cases

1. Click on Code Trak2. Click on Find or enter case number in the “GO TO” blank and hit enter3. Enter Street Number and Name4. Hit Go5. Click on correct address and double click6. Click Add Inspections7. Click Zoning Compliance8. Select Activity Type 9. Select Inspector10. Put in Scheduled Date11. Put in Completed Date12. Put in Inspections Result13. Attach Photos14. Add Comments15. Click OK

227.3 Creating New Cases

A. Procedure for creating new cases

1. Click on Land Trak2. Click on New3. Click on Find and enter street number and name and then click on Add Record and then click on

Linked Case or Site and hit enter4. Select the record type, record subtype, prefix and hit OK screen will then open up in Code Trak5. Fill in Type – Zoning Code Compliance6. Fill in Sub Type use the drop down menu (SFD, Vacant Lot, etc.)7. Fill in Status, Officer, Referred – use the drop down menu8. Fill in type of violation in the empty line under case number and in violations tab9. Hit More Info tab and use drop down menu to select violations, hit refresh tab and close all

10. Click Add Inspections11. Click Zoning Compliance12. Select Activity Type13. Select Inspector14. Put in Scheduled Date15. Put in Completed Date16. Put in Inspections Result17. Attach Photos18. Add Comments19. Click OK

227.4 Address Activity Report

A. Procedure to run address activity report

1. Click on Reports2. Click on Custom Reports3. Click on Code Trak4. Click on Address Activity and hit Go5. Enter Street Number hit enter6. Enter Street Name (all caps) hit enter

227.5 Downloading Photos

A. To download photos - Daily

1. Download photos from camera 2. Copy photos to the H:drive (crwassoc) into the photo folder to attach to TRAKIT

3. Label photo with date or address and hit OK

227.6 Attachments to Cases

A. To attach photos to cases

1. Click on Code Trak2. Go to Case3. Click on Inspection4. Click on Attachments and click on Add5. Select Scanned Images 6. Click Open and hit OK

228.0 Ordinances/Regulations

228.1 Zoning Ordinance

Zoning Ordinance 1144 of the City of Irving, Texas

228.2 Code of Civil and Criminal Ordinances

The Code of Civil and Criminal Ordinances of the City of Irving, Texas, including, but not limited to the following Chapters:

1. Chapter 7 - Billboards and Signs2. Chapter 8 - Building Standards Code3. Chapter 15 - Fences4. Chapter 19 - Junk and Wrecking Yards5. Chapter 22 - Noise6. Chapter 23 - Nuisances7. Chapter 24 - Offenses – Miscellaneous8. Chapter 33 - Refuse, Garbage an Weeds9. Chapter 49 - Garage Sale Regulations10.Chapter 57 - Graffiti

229.0 Junk Motor Vehicle Procedure

Procedures for handling junk vehicles are as follows:

A. Determine if vehicle meets the criteria of a junk motor vehicle.

1. The vehicle must be visible from the street or other public or private property; and2. Have an expired license plate or inspection sticker; and3. Is wrecked, dismantled or partially dismantled, or discarded; or4. Is inoperable and has remained inoperable for more than: * 30 consecutive days (on private property) or 72 consecutive hours (on public property)

* Vehicles that are “suspected” of being a junk motor vehicle because of an expired license and inspection sticker, but do not have visible damage, must be monitored for 30 days after “tagging” (Open up a case to start the “clock running”)

B. Determine ownership and issue a Junk Motor Vehicle 10 day notice of violation to abate. Notice of violations must be in delivered in person or via certified mail, five day return-receipt requested to all of the following:

1. the last known registered owner of the vehicle; and2. each lien holder of record of the vehicle; and3. the owner or occupant of the vehicle of the property on which the vehicle is located.

C. Tag the vehicle with yellow sticker

D. The notice shall include description of the vehicle, the identification number and license plate number if possible, and the location. The notice shall have all blanks filled in; if it does not apply N/A shall be filled in on the blank.

E. Allow 10 days for compliance, then do a reinspection.

a. If in compliance, close the case – (close – vol comp)b. Compliance is also attained if the owner grants permission, in writing, to remove the vehicle within

the 10 days. (complete the “Affidavit and Release” form)c. If in progress towards compliance, document type of progress and schedule reinspection.d. If not in compliance but the citizen has requested a “hearing” within the 10 days of the NOV, hold off

on further action until the judge allows you to go forward.e. If not in compliance and no hearing request has been made, prepare* the documents for a seizure

warrant to be submitted to the city prosecutor’s office *note – if notice is returned undelivered, action to abate the violation shall not begin until the 11 th day after the date of return

f. Do not issue a citation unless specifically instructed to do so by supervisor.

F. The vehicle must be seized within 72 hours after the seizure warrant signed by the Judge is received.

G. Once at site, call extension 972-273-1010 at IPD. to get AR# and Pound # for the reports. (will need plate and VIN#)

1. Complete IPD “Report of Junk or Abandoned Vehicle”2. Complete IPD “ Vehicle Impound Record”3. If voluntary release for tow, complete “Affidavit and Release” form4. Call the contract Wrecker Service or schedule a time to meet at the property

H. The white and yellow copies of the Vehicle Impound Record are to be given to the wrecker driver, the pink copy shall be submitted to the IPD along with the Report of Junk or Abandoned Vehicle (and Affidavit and Release if applicable) - make copies of each document for your records prior to forwarding to IPD.

I. After seizure of the vehicle, in TRAKIT , use “ TOWED VEHICLE” inspection type and then close the case - (close – ordered)

J. If the vehicle was removed or proved operable after the seizure warrant has been issued, update case information and close case - (close – vol comp)

230.0 Trash out Early Procedure (updated 1-27-14)

A. 1st Offense – Attempt contact & obtain identifiers. If trash is removed immediately close case and document case of action taken – “verbal warning”. If not removed immediately, then

1. Open ZCP or ZCR case2. Tag trash with sticker (fill out sticker)3. Issue NOV (One-time annual notice) (if contact cannot be made)4. Take Photos5. Close case

B. 2nd Offense (if within 12 months)

1. Tag trash with sticker (write 2nd Offense w/sharpie marker)

2. Take photos3. Issue Citation4. Continue to issue Citations if issue continues within 12-month period

231.0 Donation Boxes Donation boxes should be worked the same as Dumpsters for screening and location requirements.

232.0 Illegal Auto Sales

A. Vacant/Shopping Center

1. Tag vehicle 2. If phone number is listed on the vehicle call phone number to notify owner to have vehicle

removed within 24 hours3. Also mail NOV to property owner regarding zoning violation (illegal auto sales – not allowed) at the property.

B. Occupied Properties

1. Issue 24 hour NOV to owner/tenant to discontinue illegal auto sales 2. Citation issued for repeat offender

233.0 Area Projects

Neighborhood projects are assigned based on the chart below. The Officers are assigned to the projects in their districts for abatement of all code violations.

1 Pristine – No Violations2 Minor Code Violations3 More Code Violations – Minimum housing, Premise Violations, Signage

Issues, HHS issues4 Major Code Violations – B&S issues, Police issues, Several Code Violations,

Signage issues, Street issues, HHS issues

234.0 Code Enforcement Neighborhood Signs

Signs are placed out strategically at the entrance of a neighborhoods that inspectors are going to be working. The sign will notify the citizens that live on this street or area that Code Enforcement will be actively working code violations in the neighborhood.

1. Signs should be put out two weeks prior to work beginning in an area or a street2. At completion of the project the signs are to be removed

235.0 Swimming Pool Enforcement (Updated 7-1-14)

A. Occupied Property Stagnant Pool (pump/systems not operational)

1. In Plainview :

If pool is in plain view from right-of-way, alley, or adjacent property (without looking over or between fencing and neighbor allows entry), or if resident gives permission to enter backyard and inspect, then initiate proper enforcement if pool is determined stagnant (very dark in color, no movement/circulation and foul odor)

a. Treat affected water with two (2) mosquito tablets with owner/residents permissionb. Issue 7-day NOV to owner of record and tenant (if not owner occupied) for pool to be

maintained in safe and sanitary manner – inspect fence and gate for proper security (no holes/gaps in fence larger than 4 inches in diameter and gate is self-closing and latching)

c. Post with 7-day placard in front yardd. Reinspect on 8th day and if violation still exists, schedule city contractor to abate – if pool has

already been abated, close case

2. Not in Plainview :

If pool is NOT in plain view and resident is not home at time of visit or does not allow entry into rear of property and no foul odor is detected, then close case and document not in plain view and no foul odor detected

a. If above pertains and a foul odor IS detected, then proceed with obtaining a search warrant to gain access to verify stagnant pool

b. Once verified, then initiate proper enforcement if necessary (7-day NOV, post with 7-day placard, reinspect on 8th day)

B. Vacant Property Stagnant Pool (pump/systems not operational)

Once property is determined and verified vacant, then proceed to rear of property and verify if pool is stagnant. If determined stagnant, initiate proper enforcement.

a. Treat affected water with two (2) mosquito tablets and leave “Stagnant Water Abatement of Mosquitoes” yellow door hanger

b. Issue 7-day NOV to owner of record for pool to be maintained in safe and sanitary manner – inspect fence and gate for proper security (no holes/gaps in fence larger than 4 inches in diameter and gate is self-closing and latching)

b. Post with 7-day placard in front yardc. Reinspect on 8th day and if violation still exists, schedule city contractor to abate – if pool has

already been abated, close case

2nd offense for each scenario above, issue citation and send to contractor for abatement

C. Occupied or Vacant Property

Pool water green, but is NOT stagnant

No action taken – No regulations for private pools in this condition

Any time mosquito tabs are applied, must fill out Larvacide Application Log – submit to Donna

236.0 Dead Tree Enforcement (updated 1-27-14)

A. Complaint is received on a possible dead tree

Attempt contact & obtain identifiers

1. Code officer inspects property and takes photo of tree2. Code officer is to email photo of tree to City Arborist, cc Property Code Supervisor requesting

« dead tree evaluation ».3. City Arborist inspects tree and replies to all whether dead or not.

B. If tree is determined dead, send NOV to property owner for removal

1. Give 30 days to remove, or if more time is needed, secure a scope and schedule with a completion date.

2. If no compliance is gained a citation can be issued - 8-26(a) (6) (viol code 7996)

C. If tree is not dead, it cannot be addressed – will be a civil matter between property owners.

237.0 Too Many Vehicles/Denisty Procedure (updated 1-27-14)

A. Complaint is received through complaint line, webmaster, citizen inquiry, or Eyes on Irving.

1. Case opened in Trakit and inspection scheduled for the assigned inspector.2. Inspection conducted at the location.3. Make initial contact and interview the owner/occupants and get identifiers (initial inspection will be

conducted with 2 code officers)4. If unable to make contact, contact owner/occupant by phone to setup a time to meet at the property or

office.

B. Use new internal worksheet to document information on the complaint and findings.

1. If a violation is observed, issue an NOV to owner/occupants and schedule a reinspection.2. If no violation is observed, scan the internal worksheet, attach to case in Trakit and close.

238.0 Information Request (new 2/7/14)

Inspector will first attempt to make personal contact with property owner/tenant ; if not able, proceed as follows :

A. All other resources to obtain identifers (Water Browse, Incode or Owner/Tenant refused to provide in person) must be utilized before submitting internal Information Request Form to Senior Officer or

Supervisor (backup).

B. Submit information request form to Senior Officer or Supervisor (backup).

Information request from will be returned to Code Officer with pertinent information if available.

239.0 Sign Inspection Procedure (new 3/6/14) The following procedure shall be adhered to for conducting Sign Inspections.

C. New Permits/Inspections are to be placed in designated inbox in Code Enforcement administration area and then filed by corridor/streets in chronological order (odd/even addresses going south to north or east to west).

D. All permits will stay in designated files until the inspection is conducted.

E. Assign each corridor to a day of the week, with the large corridors being assigned to a more flexible day (see schedule below).

F. Alternate the corridors every other week switching out Beltline and MacArthur for the north and south streets, Shady Grove for the Highways, etc., on their specified days.

G. Input data entry daily. Document as “Approved” or “Disapproved”.

H. If disapproved, wait 2-weeks for reinspection (when corridor/street is due again).

I. Every Monday, run report in TRAKIT for upcoming and missed inspection.

J. Schedule

1. Week 1 (Odd)

Tuesday: Shady Grove Wednesday: MacArthur & Beltline Thursday: Irving Blvd.

2. Week 2 (Even)

Tuesday: HighwaysWednesday: North streets & South StreetsThursday: Story & O’Conner

240.0 Operation First Notice (NEW 10-1-15)

A. Inspectors work their area looking to identify valid code violations. Cases initiated and opened by inspector (proactive), or submitted as complaint (reactive).

B. The inspector issues a notice of violation/door hanger to the owner and/or tenant (post on door, hand deliver, or send by regular mail). The inspector will NOT schedule a reinspection unless the property is posted for high grass/weeds, trash/debris, securing and stagnant swimming pool, citizen, council, city manager or director inquiries, which could result in abatement by city contractor. If city contractor abates the property, the inspector will reinspect and close the case.

C. Case is opened in TRAKIT, inspection activity entered, and then case closed unless the property meets criteria for reinspection.

D. If property owner or tenant is a repeat offender the inspector may take appropriate action up to and including issuance of citations. Close case after one citation issued.

300.0 MULTI-FAMILY

301.0 General Operations

301.1 Staff Structure and Chain of Command

A. Staff Structure

Manager - Field OperationsMulti-Family Inspector (1)Multi-Family Inspector (2)

Multi-Family Inspector (3)Multifamily Inspector (4)

B. Chain of Command

In the event the Manager is not available, then the duties are split between a Multi- Family Inspector appointed by the Manager.

301.2 Areas of Responsibility

The Multi-Family Inspection Division’s primary duties and responsibilities are as follows:

A. Education and enforcement of all codes related to Multi-Family Chapter 8 Minimum Building Standards, Chapter 33, Zoning Code 1144, and Local Government Code, Chapter 15 and Chapter 36.

B. Investigate complaints and inquires.

C. Perform initial inspections for Multi-Family for approval of Certificate of Occupancy.

D. Respond to emergency and other situations with multi-family concerns.

E. Prepare cases and issue citations for areas of non-compliance.

F. Data entry on all inspection activities and filing of documents.

G. Propose and present ordinance revisions or updates as needed to the City Council.

H. Refer substandard properties to Building Standards Division.

I. Assist Building Standards with comprehensive/enhanced inspections on Level 4 properties.

J. Review and evaluate multi-family properties for zoning code violations.

K. Perform routine inspections on Hotel/Motel, Manufactured Home Communities and Level 1 – 4 properties.

301.2 Forms

A. Applications

1. Hotel/Motel Licensing2. Multi-Family Licensing3. Manufactured Housing Community Licensing4. License Information Verification5. Master File Information Updates for Apartments & Hotel/Motel Properties6. Trade Name Change

B. Inspection Forms

1. Citation Impact Statement Report2. Fire Damage Assessment Report3. Right-of-Entry (English & Spanish)4. Notice of Violation5. Multi-Family Inspection Report6. Multi-Family Interior Inspection Form7. Notice of Water Termination Placard8. Notice to Vacate Placard9. Notice of Unit Count Changes10. Affidavit of Ownership11. Citation12. License Trak Database

301.4 Fees

A. Multi-Family

1. No annual license may be issued until all requisites for it have been met and requirement payment made for the license. The fee for a license for any period of time after October 1, 2003, is thirteen dollars and sixteen cents ($13.16) per dwelling unit per year.

2. Should additional dwelling units be constructed on the multi-family premises after a license has been issued, no certificate of occupancy may be issued for the new units until the regular fee per dwelling unit has been paid. The regular license fee for a license period after December 31, 1985, is nonrefundable but it shall be prorated and no charge may be made for the whole months between January 1 and the date the multiple-family dwelling complex begins operation.

3. Should the license payment be made by check or other instrument, which is not honored, the license for which the payment was made to secure shall be null and void without additional action by the city.

4. Each washateria, clubhouse, or office may be counted as a separate unit and each unit may be charged thirteen dollars and sixteen cents ($13.16) per unit license fee for dwelling units set forth in this section.

5. The license fee shall be paid at the time the initial application is filed and at the time each renewal application is filed with the director of inspections. The fee for issuing a replacement or duplicate license is twenty dollars ($20.00).

6. The applicant shall pay a late charge equal to ten (10) percent of the annual licensing fee for any portion of the first month the annual licensing fee is late and five (5) percent of the annual licensing fee for any portion of each succeeding month the annual licensing fee is late or twenty-five dollars ($25.00) for any portion of any month the annual licensing fee is late, whichever is greater.

B. Manufactured Home Community

1. The city will not issue an annual manufactured home community or recreational vehicle community license until the applicant has med all the requisites for it and paid all applicable fees.

2. The annual fee for each manufactured home community or recreational vehicle community license is seven dollars and twenty cents ($7.20) per authorized manufactured home site, recreational vehicle site, washateria, clubhouse and office.

3. If additional spaces are constructed on the manufactured home community or recreational vehicle community premises after the city has issued a license, the city will not a issue a certificate of occupancy for nay new units until the licensee has paid a fee of sixty cents ($0.60) per unit, washateria, clubhouse, and office for each month left in that current year.

4. When a manufactured home community or recreational vehicle community begins operation, the annual licensing fee for the first year of operation shall be sixty cents ($0.60) per unit, washateria, clubhouse, and office for each month the community is in operation that year.

5. If the applicant pays a fee under the subsection by check or other instrument which is not honored, the license for which the payment was made is void and invalid.

6. The applicant shall pay the license fee at the time he or she files the initial or renewal application with the director.

7. All licenses shall expire on the 31st day of December of each year and the manufactured home community or recreational vehicle community owner shall renew it no later than January 1 of the following year.

8. The applicant shall pay a late charge equal to ten (10) percent of the annual licensing fee for any portion of the first month the annual licensing fee is late and five (5) percent of the annual licensing fee for any portion of each succeeding month the fee is late or twenty-five dollars ($25.00) for any portion of any month that the annual licensing fee is late, whichever is greater.

9. The licensee shall pay a twenty dollar ($20.00) fee for each duplicate or replacement license he or she requests.

302.0 Definitions

A. Multiple-family dwelling complex or apartment complex means any building or group of buildings which provide four (4) or more dwelling units on a single platted lot, or if the land on which the building or buildings is unplatted, then any building or group of buildings which provide four (4) or more dwelling units on a tract or on contiguous tracts of land under a common ownership or a condominium regime.

B. Hotel/Motel means the portion of a hotel or motel which may be used by a guest as a permanent or temporary residence, including single rooms and suites.

C. Manufactured home community means any lot, tract, or parcel of land used in whole or in part for parking two (2) or more manufactured homes.

303.0 Types of Inspections

A. Routine

B. Comprehensive IC. Comprehensive IID. ReinspectionE. CourtesyF. ComplaintG. Zoning/Code ComplianceH. Certificate of OccupancyI. Sewage InspectionJ. Fire Damage InspectionsK. Risk Rating FinalL. Follow-up M. Proactive InspectionsN. Crime WatchO. Bedbugs MFP. Update ApplicationQ. Emergency Call MFR. HHS InspectionS. HVACT. OutreachU. CFMH InspectionV. CFMH Followup

Routine Inspect exterior of property. Inspect laundry room, mechanical room, maintenance shop, pump room, athletic facilities, pool, and all other common areas.

Level 1 (0-10 points)4-14 Units – Inspect 20% of all interiors, exteriors, and attics15-150 Units- Inspect 5 (+) units in the complex randomly selected by inspector151-500 Units- Inspect 5-10 units in the complex randomly selected by inspector501-999 Units- Inspect 10-15 units in the complex randomly selected by inspector

Routine (Level 2): Inspect higher percentage of interiors and exterior of property. Inspect laundry room, mechanical room, maintenance shop, pump room, athletic facilities, pool, and all other common areas.

Level 2 (11-20 points)4-14 Units – Inspect 25% of interiors, exterior, and attics15-999 Units- Inspect 10% - 20% of units (minimum of 5), 25% exterior and attics randomly selected by inspector

Comprehensive I (Level 3): Inspect exterior of property. Inspect laundry room, mechanical room, maintenance shop, and pump room. Inspect records for compliance with Crime Free Multi Housing Program.

Level 3 (21-30 points)4-14 Units – Inspect 50% of all interiors, exteriors, and attics15-999 Units- Inspect 20% - 30% of units (minimum of 10), 50% exterior and attics randomly selected by inspector

Comprehensive II (Level 4): Inspect exterior of property. Inspect laundry room, mechanical room, maintenance shop, and pump room. Inspect records for compliance with Crime Free Multi Housing Program.

Level 4 (31 points and above)4-20 Units – Inspect 100% of interior, exterior, and attics21-999 Units- Inspect 30% - 50% of units (minimum of 20), 100% exterior and attics randomly selected by inspector

Inspect exterior of property. Inspect laundry room, mechanical room, maintenance shop, pump room, and all interior units. This team may consist of a Multi-Family Inspector, Health Inspector, Property Standards Officer, Fire Inspector, and a Police Officer.

Any Risk Rating (case by case basis)Inspect 100% of units, exterior, roof tops and attics

Notice of Inspection Forms needs to be delivered to the complex at least 72 hours before inspection.

All flat roofs get inspection (amount determined by risk rating)

304.0 Risk Assessment Rating

A. Risk Level 1

1. Buildings and grounds are maintained to high standards with positive curb appeal.2. Complaints regarding minimum standards are rare, but a rapid response is provided to a notice of

violation.3. Buildings are equipped with modern life-safety systems such as fire sprinklers and fire alarms.4. The property’s workforce is comprised of business professionals in both its management and

maintenance staff and is run in a responsible manner.

B. Risk Level 2

1. Buildings and grounds are maintained at a good level with positive curb appeal. 2. Complaints regarding minimum standards issues are occasionally filed, but a rapid response is

provided to a notice of violation.3. Buildings are in sound structural condition, but are not equipped with modern life safety systems

such as fire sprinklers and fire alarms.4. The property’s workforce is comprised of business professionals in both its management and

maintenance staff and is run in a responsible manner.

C. Risk Level 3

1. Buildings and grounds are maintained to an average or below average level with minimal or negative curb appeal.

2. Complaints regarding minimum standards issues are common, with a slow response provided to a notice of violation.

3. Buildings are in questionable structural condition. Building systems, such as HVAC, plumbing, and electrical are subject to frequent breakdowns. Structures are not equipped with modern life safety systems such as fire sprinklers and fire alarms, or the life safety systems exist, but are improperly maintained.

4. Business operation is not run in an effective manner; attention to detail is lacking, especially by the maintenance staff members who are minimally trained.

D. Risk Level 4

1. Buildings and grounds are maintained to a below average level with a negative curb appeal.2. Complaints regarding minimum standards issues are frequent, with a slow response provided to a

notice of violation.3. Buildings are in questionable structural condition and building systems, such as HVAC, plumbing,

and electrical are subject to frequent breakdowns. Structures are not equipped with modern life safety systems, such as fire sprinklers and fire alarms, or the life safety systems exist, but are improperly maintained.

4. Business operation is run in a poor manner; attention to detail is lacking.5. Maintenance staff members have minimal training; their quality of workmanship is substandard;

remedial maintenance efforts are typically directed at meeting the bare minimum.6. Complaint response sometimes involves slight rent reductions to tenants if they will endure

substandard conditions or threats to evict complainant.

305.0 Inspection Frequency (updated 3/6/14)

A. Routine inspections are scheduled with a level of intensity based on the property risk level.

1. Level 1 and Level 2 would be scheduled for an annual inspection and have Follow-up inspections as needed.

2. Level 3 would be scheduled two (2) semi-annual inspections and Follow-up inspections as needed.3. Level 4 would receive an enhanced level inspection where 10% or more of the occupied and

unoccupied dwellings are picked at random and inspected. This inspection should provide an adequate sampling of the types and locations of violations found on the property.

306.0 Procedure for Routine Inspections at Level 1, 2 Properties

A. Preparation for a Routine Inspection

1. Provide a copy of an English and bilingual Notice of Inspection form to the management for distribution at least 72 hours before inspection.

2. Check License Trak in Related Recorda. Outstanding violationsb. Complaint (Valid)

c. Multifamily Routine Checklist

B. Inspection

1. Conduct the inspection and record any violations.2. Inspect Crime-Free Multi-Housing files

3. Inspect for a valid Certificate of Occupancy 4. Photos may be necessary in the collection of evidence in establishing a case

5. Prepare a property assessment and record.6. Prepare a notice of violation as necessary.7. Establish deadlines.

“On an annual basis each apartment community shall be assigned a risk rating by the city staff. This rating shall be established as a result of on-site inspections, investigation of [valid] complaints; assessment of property management and maintenance practices, and other elements as deemed appropriate by the city manager of his designee.”

C. Post Inspection

1. Review census report and make any necessary corrections in information on the property License Trak records.

2. Post the inspection and results in the License Trak inspection section. 3. Provide the property with a report of all inspections where critical violations are to be adjudicated.4. Record follow-up dates as necessary.5. Review any changes in the Risk Level assignment with the supervisor prior to making any changes.6. Deliver new Risk Assessment to Complex.

D. Enter the next Routine inspection date into License Trak.

307.0 Procedure for Comprehensive Inspections at Level 3, 4 Properties

A. Comprehensive Inspection

1. Review the history records that will identify any specific areas of concern2. Refer to section 303.0 for numbers of interior and exterior inspections.

3. Refer to section 306.0 for Inspection process

B. Establish a date for Comprehensive II Inspection

1. Inspection will be conducted on Monday thru Friday, 8:00 AM to 5:00 PM2. Inspection will not be conducted on a holiday3. Inspection team will consist of:

Building InspectorFire InspectorPolice Officer

4. Once the inspection date has been established and confirmed, inform management so they can organize the keys for each of the units.

C. Notice of Inspections

1. Provide a copy of an English and bilingual Notice of Inspection form to the management for distribution at least 72 hours before inspection.

2. Develop a map of the units that are not to be entered, and distribute to the other team members.

D. Conduct the Inspection

1. Each discipline will record those conditions that are a violation of the City of Irving, Civil and Criminal Codes.

2. Photographs will be taken and used as evidence of the condition as it existed at the time of inspection.

E. Issue Notice of Violation

A Notice of Violation is prepared that will provide the following information:

1. Date of the inspection2. The case number that will become the reference number for all future activity and documentation.3. The name and address of the person designated as the owner or owner’s agent.4. Reference is given to the trade name of the property and its location.5. The documentation represented is not inclusive of all violations that exist on the property, it is meant

to serve as an observation and an indicator of the kinds of issues that must be identified and corrected on the whole property as they relate to compliance with the City of Irving’s Multi-Family Minimum Housing Code.

6. Notice of the required actions of the owner or owner’s agent.

F. Work to be started immediately

1. Complete all high priority repairs as required in the inspection report dated _________.

2. The installed systems of this property, namely the plumbing, electrical and mechanical systems, have been through time, maintained improperly and now pose a threat to the life and health safety of the occupants and their guests.

3. Obtain the services of a qualified contractor or engineer that is registered in the City of Irving to make an assessment of the following:a. Electrical systems and/orb. Plumbing systems and/orc. Roof and wall assemblies and/ord. Stair and walkway assemblies and/ore. Foundation

- Wood members of foundation and framing of structures or, - Damage/deterioration to wood members of the foundation from exposure to the elements or,

- Structural damage to concrete slab and/or,- Brick or stone veneer anchored adequately

4. The owner or owner’s agent should schedule a meeting with city staff to include their engineer and contractors to verify that the proposed scope of work is adequate and the proposed time line is acceptable and approved to form prior to commencing work.

5. Permits for all work will be required and periodic inspection conducted by city inspectors to insure satisfactory materials and quality of workmanship is being employed.

6. Upon completion of work by phases or by total completion, including finalizing all permits, the contractor or engineer will be required to submit a statement on their letter head to Code Enforcement that the, to the best of their knowledge, work is in compliance with the applicable City of Irving Building Code.

G. Establish compliance dates

1. No later than 45 days, provide city staff with a scope of work to be done and time frames in which it will be completed. This schedule is to be based on the information collected through inspections conducted by the contractors and the city staff.

2. No later than 60 days, begin the repair in accordance with the terms of Chapter 8A and all other relevant chapters of the Code of Civil and Criminal Ordinances of the City of Irving.

H. Follow-up inspections

Establish a reinspection for each of the bench marks dates listed on the time line of work provided with the scope of work.

I. Voluntary Compliance

Upon completion by all contractors engineers or architects and approved by the city inspectors, for all work that has been deemed necessary in the case. The property assessment risk level will be given that best describes the property and its current condition and the case is closed.

J. Non-Compliance

All evidence in this case is provided to the Director of Code Enforcement for review as a Building and Standards case.

308.0 Certificate of Occupancy (Updated 11/17/14)

308.1 Certificate of Occupancy for Multi-Family Properties

The purpose of this policy is to insure the consistent and accurate process of inspecting and issuing a Certificate of Occupancy to each building upon any change of Name or Ownership or change of use in a Multi-Family property.

A. The owner, owner’s agent or manager, of a Multi-Family Property shall make application for a Certificate of Occupancy and Multi-Family Dwelling License upon any change of the ownership or management.

B. Notice of the receipt of the applications shall be forwarded to the Customer Service office and the transfer of water and sewer utilities to the current owner / manager, may be completed

C. The fee for the issuance of a Certificate of Occupancy is $30.00 for name change on CO

D. The Multi-Family Dwellings License fee is transferable. The Multi-Family Dwellings License is not. Providing the Multi-Family Dwellings License has been paid for the current year, the licensee fee shall be considered as satisfied.

E. Only on NEW buildings, the inspectors will conduct inspections of the property and compile and provide notice to the persons in control of the property any deficiency observed. After a reasonable time allowed for correction of any noted violation, a reinspection shall be conducted. Yearly inspections will serve as the inspection for change of ownership CO.

F. After the inspection process has cleared the property of all recorded deficiencies, the Inspections Department shall issue a Certificate of Occupancy to the owner shown on the Multi-Family Dwellings License.

G. A Multi-Family Dwelling License will be issued to the Current Owner and Manager of record after the Certificate of Occupancy has been issued.

308.2 License and Certification of Occupancy for New Construction

The Code Enforcement Department, Multi-Family Inspector is the last inspector to visit a structure in a Multi Family Community as it is brought out of construction and placed into service.

In most cases, the management has the building pre-leased to new residents and needs the building turned over to management for occupancy. Our Policy is to allow this to occur providing there is no life or health situations that prohibit us from releasing the building.

The process the Multi-Family Inspector follows are as follows:

A. The inspector will verify the license fee for the building and number of units that is being brought on-line has its fees paid.

B. The inspector will visit the site and observe the general conditions of the site for a definite separation of the inspected structure and that portion of the site which is still under construction. A portable chain link fence usually accomplishes this.

C. The inspector will verify the building premises identification signs are installed in the proper location and sized correctly. Building, Unit, Range of units if required.

D. The inspector will verify there is no construction debris left in the areas and the site has no open holes or trenches.

E. The contractor has all of the trade’s inspection Green Cards and Irving Fire Department approval in possession. This would indicate that all required inspections have been conducted and that previous inspections produced no reason for not allowing the structure to be occupied.

F. The Multi-Family Inspector would issue a field inspection report (2 part) stating:

1. Date

2. Building # ________

3. Street address # __________

4. # of units __________

5. This building is released for Occupancy

The Multi-Family Inspector will sign off on the structure by posting the Building # and Street address # in the public folder for Code Enforcement & Building Inspections. The staff in Inspections Department assigned to the Certificate of Occupancy desk will issue the Certificate of Occupancy.

G. This process is followed throughout the construction until the final building is completed. The final Certificate of Occupancy is retained by Inspections staff up to 30 Days while the As-Build plans are reviewed for accuracy and all of the documentation relevant to all of the Certificate of Occupancies are properly filed and signed off by all required departments.

H. If the ownership requires a Certificate of Occupancy to be issued for the purpose of closing the Interim Finance Package (so it can be changed to Permanent Financing) a Provisional Certificate of Occupancy will be issued. This does not occur on all properties.

I. After the As-Build plans review process has been completed, a letter from the Inspections Field Operations Manager to the Director is issued stating that there are no reasons for retaining the Certificate of Occupancy and the complex status is changed to completed and in normal operation.

309.0 License

309.1 Hotel/Motel Licensing

The purpose of this policy is to assist property owners and/or owner’s agents with the licensing procedures as identified in Chapter 8, “Hotels and Motels Minimum Standards” of the Irving Code of Civil and Criminal Ordinances. It will provide a consistent and accurate process for obtaining first, a Certificate of Occupancy and then a Hotel/Motel License. The definition for hotel/motel is the portion of the hotel/motel which may be used by a guest as a permanent or temporary residence, including single rooms and suites.

A. Application -All Hotel/Motel properties must make application for and obtain a Certificate of Occupancy (C.O.) before a Hotel/Motel License will be issued by the City. Applications for C.O. and new Hotel/Motel licenses must be made in person at The City of Irving, 825 W. Irving Blvd. in the Inspections Department on the 2nd floor, 972-721-2371. A “new” C.O. is required for the following:

1. Completion of new construction.

2. An increase or modification to configuration.

3. Any change of ownership.

Note: in the event there is a name change, an “Assumed Name Certificate” application from The County of Dallas must be presented to the City.

B. C.O. Fees - The fee for the issuance of a C.O. is $30.00. Checks, cash, Master Card, Visa and Discover cards are acceptable payment methods. If the applications are for name change only, the fee is $30.00.

C. C.O. Inspections - Once the Housing Division of the Inspections Department has received the certificate of occupancy application, city staff will perform the following:

1. The Code Enforcement Department, Multi-Family Inspector is the last inspector to visit a

structure in a Multi-Family Community as it is brought out of construction and placed into service.

2. Schedule and conduct an inspection of the property to verify code compliance. A notice of any deficiencies observed will be provided to the persons in control of the property.

3. Establish deadlines for correction of any noted violations and re-inspect the property for compliance. (Note: the re-inspection process will continue until all violations have been addressed)

4. After the inspections process has cleared the property of all recorded deficiencies, the Inspections Department shall issue, to the owner, a Certificate of Occupancy for the building listed on the application.

D. Utilities – Water, sewer gas and electric utilities must be transferred to the current owner/manager by doing the following:

1. Making application to an electric and/or gas provider is required within 90 days of City of Irving approved Utility Service Release inspection.

2. Making application for water and sewer must be made through the City Customer Service Department at 825 W. Irving Blvd. 1st Floor, 972-721-2411.

E. Other Required Permits and Inspections

1. Swimming pools and spas will be permitted upon application. The permit fee is $200.00 for each body of water. Contact the Health Department at 972-721-2346.

2. Remodeling or additions may require a Building permit. Permit fees are based on the type of work to by done. Contact the Inspections Department at 972-721-2371 for additional permit information and fee schedules.

3. Renewal of Fire & Burglar Alarms requires permits; please contact the City Customer Service Department at 825 W. Irving Blvd., 1st Floor, 972-721-2411.

4. Food establishments on the property will be permitted upon application. Fees range from $75.00 to $500.00. Contact the Health Department at 972-721-2346 for information.

5. If the sale of alcohol is involved a Restaurant-Alcohol Beverage (R.A.B.) permit is required. Contact Planning & Development at 972-721-2424 to start the process.

F. Hotel/Motel License – A Hotel/Motel License will be issued to the current owner and manager of

record after the Certificate of Occupancy has been issued and a completed license application has been submitted and approved.

1. There is no fee for Hotel/Motel licenses.

2. The Hotel/Motel License is not transferable to a new owner and requires the completion of a new application.

3. Hotel/Motel Licenses are mailed out each April.

4. The Multi-Family staff conducts inspections of each Hotel/Motel property to insure compliance with the minimum housing codes. The frequency of these inspections is based upon the property’s risk level. Re-inspections after routine inspections will be conducted until all documented violations have been addressed.

Please Note – When a Hotel/Motel property changes ownership, we request that this handout be passed on to all new entities involved. If you have any questions please contact the Multi-family Supervisor or customer service at 972-721-4829

309.2 Multi-Family Licensing

The purpose of this policy is to assist property owners and/or owners’ agents with the licensing procedures as identified in Section 8 “Multi-Family Minimum Housing Standards” of the Irving Code of Civil and Criminal Ordinances. It will provide a consistent and accurate process for obtaining first, a Certificate of Occupancy – if there is an office on the premises - and then a Multi-family License. If there is not an office on the premises, a Utility Release permit will be required. The definition for multi-family is any property with four or more residential units on a single platted lot or contiguous tracts.

A. Application -All Multi-family properties must make application for and obtain a Certificate of Occupancy (C.O.) before a Multi-family License will be issued by the City. Applications for C.O. and new Multi-Family licenses must be made in person at The City of Irving, 825 W. Irving Blvd. in the Inspections Department on the 2nd floor, 972-721-2371. A “new” C.O. is required for the following:

1. Completion of new construction.

2. An increase or modification to configuration.

3. Any change of ownership.

Note: in the event there is a name change, an “Assumed Name Certificate” application from The County of Dallas must be presented to the City.

B. C.O. Fees - The fee for the issuance of a C.O. is $30.00. Checks, cash, Master Card, Visa and Discover cards are acceptable payment methods. If the applications are for name change only, the fee is $30.00.

D. C.O. Inspections - Once the Housing Division of the Inspections Department has received the certificate of occupancy application, city staff will perform the following:

1. The Code Enforcement Department, Multi-Family Inspector is the last inspector to visit a structure in a Multi-Family Community as it is brought out of construction and placed into service.

2. Schedule and conduct an inspection of the property to verify code compliance. A notice of any deficiencies observed will be provided to the persons in control of the property.

3. Establish deadlines for correction of any noted violations and re-inspect the property for compliance. (Note: the re-inspection process will continue until all violations have been addressed)

4. After the inspections process has cleared the property of all recorded deficiencies, the Inspections Department shall issue, to the owner, a Certificate of Occupancy for the building listed on the application.

D. Utilities – Water, sewer gas and electric utilities must be transferred to the current owner/manager by doing the following:

1. Making application to an electric and/or gas provider is required within 90 days of City of Irving approved Utility Service Release inspection.

2. Making application for water and sewer must be made through the City Customer Service Department at 825 W. Irving Blvd. 1st Floor, 972-721-2411.

E. Other Required Permits and Inspections

1. Swimming pools and spas will be permitted upon application. The permit fee is $200.00 for each body of water. Contact the Health Department at 972-721-2371.

2. Remodeling or additions may require a Building permit. Permit fees are based on the type of work to by done. Contact the Inspections Department at 972-721-2371 for additional permit information and fee schedules.

3. Renewal of Fire & Burglar Alarms requires permits; please contact the City Customer Service Department at 825 W. Irving Blvd., 1st Floor, 972-721-2411.

4. Food establishments on the property will be permitted upon application. Fees range from $75.00 to $500.00. Contact the Health Department at 972-721-2346 for information.

F. Multi-Family Dwelling License – A Multi-Family Dwelling License will be issued to the current owner and manager of record after the Certificate of Occupancy has been issued and a completed license application has been submitted and approved.

1. Multi-Family Dwellings licensing fees are $13.16 per unit per year, including the office, laundry and clubroom. With new construction, the fees are prorated for new licenses at $1.09666 per unit per month per year.

2. Multi-Family Dwelling License fees are transferable, providing the license fee has been paid in full for the current year.

3. The Multi-Family Dwelling License is not transferable to a new owner and requires the completion of a new application. The new owner will be responsible for any delinquent fees and must correct any existing violation.

4. Multi-Family Dwelling License renewals invoices are mailed out each November and payment is due by December 31st of each year. Late fees are applied for every month after December 31st that

any renewal fees are not paid. Penalties will be assessed and enforced by post mark dates. ($25, 10%, 5%, etc.)

5. The Housing staff conducts inspections of each multi-family property at least two times annually to insure compliance with the minimum housing codes. Re-inspections after routine inspections will be conducted until all documented violations have been addressed.

Please Note – When a Hotel/Motel property changes ownership, we request that this handout be passed on to all new entities involved. If you have any questions, please contact the Multi-family Supervisor or customer service at 972-721-4829

309.3 Manufactured Housing Community Licensing

The purpose of this policy is to assist property owners and/or owner’s agents with the licensing procedures as identified in Section 8 “Manufactured Home Communities Minimum Standards” of the Irving Code of Civil and Criminal Ordinances. It will provide a consistent and accurate process for obtaining first, a Certificate of Occupancy – if there is an office on the premises - and then a Manufactured Home Community License. If there is not an office on the premises, a Utility Release permit will be required. The definition for manufactured home community is any lot, tract, or parcel of land used in whole or in part for parking two or more manufactured homes.

A. When applies Manufactured Home Community properties must make application for and obtain a Certificate of Occupancy (C.O.) before a Manufactured Home Community License will issued by the City. Applications for C.O. and new Manufactured Home Community licenses must be made in person at The City of Irving, 825 W. Irving Blvd. in the Inspections Department on the 2nd floor, 972-721-2371. A “new” C.O. is required for the following:

1. Completion of new construction.

2. An increase or modification to configuration.

3. Any change of ownership.

Note: in the event there is a name change, an “Assumed Name Certificate” application from The County of Dallas must be presented to the City.

B. C.O. Fees - The fee for the issuance of a C.O. is $30.00. Checks, cash, Master Card, Visa and Discover cards are acceptable payment methods. If the applications are for name change only, the fee is $30.00.

C. C.O. Inspections - Once the Housing Division of the Inspections Department has received the certificate of occupancy application, city staff will perform the following:

1. The Code Enforcement Department, Multi-Family Inspector is the last inspector to visit a structure in a Multi-Family Community as it is brought out of construction and placed into service.

2. Schedule and conduct an inspection of the property to verify code compliance. A notice of any deficiencies observed will be provided to the persons in control of the property.

3. Establish deadlines for correction of any noted violations and re-inspect the property for compliance. (Note: the re-inspection process will continue until all violations have been addressed)

4. After the inspections process has cleared the property of all recorded deficiencies, the Inspections Department shall issue, to the owner, a Certificate of Occupancy for the building listed on the application.

D. Utilities – Water, sewer gas and electric utilities must be transferred to the current owner/manager by doing the following:

1. Making application to an electric and/or gas provider is required within 90 days of City of Irving approved Utility Service Release inspection.

2. Making application for water and sewer must be made through the City Customer Service Department at 825 W. Irving Blvd. 1st Floor, 972-721-2411.

E. Other Required Permits and Inspections

1. Swimming pools and spas will be permitted upon application. The permit fee is $200.00 for each body of water. Contact the Health Department at 972-721-2371.

2. Remodeling or additions may require a Building permit. Permit fees are based on the type of work to by done. Contact the Inspections Department at 972-721-2371 for additional permit information and fee schedules.

3. Renewal of Fire & Burglar Alarms requires permits; please contact the City Customer Service Department at 825 W. Irving Blvd., 1st Floor, 972-721-2411.

4. Food establishments on the property will be permitted upon application. Fees range from $75.00 to $500.00. Contact the Health Department at 972-721-2371 for information.

5. If the sale of alcohol is involved a Restaurant-Alcohol Beverage (R.A.B.) permit is required. Contact Planning & Development at 972-721-2424 to start the process.

F. Manufactured Home Community License – A Manufactured Home Community License will be

issued to the current owner and manager of record after the Certificate of Occupancy has been issued and a completed license application has been submitted and approved.

1. Manufactured Home Community licensing fees are $7.20 per plot per year, including the office, washateria and clubhouse.

2. Manufactured Home Community License fees are transferable, providing the license fee has been paid in full for the current year.

3. The Manufactured Home Community License is not transferable to a new owner and requires the completion of a new application. The new owner will be responsible for any delinquent fees and must correct any existing violation.

4. Manufactured Home Community License renewals invoices are mailed out each November and payment is due by December 31st of each year. Late fees are applied for every month after December 31st that any renewal fees are not paid.

5. The Housing staff conducts inspections of each Manufactured Home Community property at least two times annually to insure compliance with the minimum housing codes. Re-inspections after routine inspections will be conducted until all documented violations have been addressed.

Please Note – When a Manufactured Housing Community property changes ownership, we request that this handout be passed on to all new entities involved. If you have any questions, please contact the Multi-family Supervisor or customer service at 972-721-4829.

309.4 License Information Verification

(f) A condominium regime seeking a license shall provide the foregoing information and in addition shall provide a copy of the application file marked by the county clerk of the instrument creating the condominium regime. In addition, the condominium regime shall name a designated agent to receive notices relating to the premises and give the agent's street address and telephone number, as well as name the council of owners. Such council of owners is hereby deemed to be a property manager of the property.

(g) If an annual license cannot be issued at the time the application is filed a temporary license may be issued upon payment of the license fee which shall be valid until such time as the annual license is issued or the temporary license is revoked for failure or refusal to comply with this chapter. (Ord. No. 6511, § 1, 10-20-94)

Information Verification

A. During the routine inspection, the inspector will verify the information displayed on the MHAP master screen is correct. The following information is required:

1. The trade name of apartment complex and its license number

2. Name, address, and telephone number of the owner.

3. Name, address, and telephone number of the property manager.

4. Name, address, and telephone number of the resident manager.

5. Name, address, and telephone number of the insurance company.

6. Name, address, and telephone number of the landlord.

7. Name, address, and telephone number of the lessor, sub-lessor.

8. Name, address, and telephone number of all registered agents.

9. If any of the parties above named are corporations.

10. The properties zoning categories.

11. The number of dwelling units broken down as to number of efficiencies, one, two, and three-bedroom.

12. Name, address, and telephone number, name, and address of a person responsible for paying utility bills.

B. Check the Property Master File to verify the information seen on the master screen has been recorded from supporting documentation.

C. The Multi-Family supervisor will conduct quality control review of the complex files on a weekly basis.

309.5 Master File Information Updates For Apartments and Hotel/Motel Properties

The purpose of this policy is to standardize the way information is applied to the master files for Multi- Family, Hotel, and Motel properties

A. When the inspector observes a change in the ownership or management of a property that is in excess of 51%, a new application for a Multi-Family Dwelling License must be filed within 30 days of the change. If the 30 days has elapsed, a notice providing 10 days to submit a new application shall be issued to the person in control of the property.

B. In order to produce an inspection report correctly, this information on the master file in the MHAP program must be updated. The inspectors will:

1. Record the information of the master file screen as the BEFORE CHANGES and save to a word document with a header titled BEFORE

2. Record the information of the master file screen after the information is updated and save this information to the same word document with a header titled AFTER

3. Submit updated information to the Housing Supervisor for verification.

4. A random check of the master file will be performed to insure accuracy of the information

309.6 Trade Name Change

The purpose of this policy is to insure that all entities that are involved in providing service to properties are informed of a change in the trade name of a business in the City of Irving.

A. A business wishing to change its trade name shall:

1. Provide the Code Enforcement Department a copy of an Assume Name Certificate stamped by the county clerk indicating that it has been filed in Dallas County Records.

2. The Code Enforcement Department will Provide the following entities the following information:

NOTICE OF BUSINESS NAME CHANGE[Date]

To Whom It May Concern:

Effective [Ten days from the date of this letter] the [Business type] currently operating under the name of[ Current trade name] will change. The address is [ Location of the Business]. The new name will be

[ The name listed on the Assume Name Certificate]. Please make all applicable records reflect this new name effective on the date indicated.

Sincerely,Code Enforcement Department

PC: Tarrant County E 9-1-1 DistrictTXU/Oncor Electric

Atmos Energy GasVerizon E 9-1-1USPS PostmasterSouthwestern Bell TelephoneDallas County Voter RegistrationDallas Central Appraisal DistrictIISD Tax OfficeCity of Irving:

E 9-1-1 Police DispatchPolice Department – IPD CommunicationPolice Department – Crime Analysis

Police Department – Crime PreventionE 9-1-1 Fire DispatchFire Department – Fire Prevention & InspectionTax DepartmentInformation ServicesWater DepartmentInspections Department

3. Sign Permits may be issued but the assumed name shall remain covered until the effective date.

310.0 Complaints (updated 3-23-15)

310.1 Housing Complaints

There are two main types of complaints, Life Safety and Maintenance

A. Life Safety – these issues involve life, health, and safety such as sparks from electrical wiring, smoke, raw sewage in the unit, ceiling collapse, essential utilities, water leaks, etc. Follow the procedure outlined below:

1. Obtain all pertinent information.

2. Contact the appropriate inspector or supervisor to handle immediately.

3. Have the complainant call 911 if necessary.

4. Create a License Trak case and assign it to the Multifamily Inspector.

5. Advise the supervisor of the situation by any means available.

6. Multifamily Inspector will respond to complaint within 24 hours. A NOV will be issued with appropriate timelines given for necessary repairs.

7. If timelines are not met, the elevated enforcement process shall commence.

B. Maintenance – Minimum housing (damage, repair, or lack of repair to structure, hot water, floor coverings, appliance issues). These complaints fall into two categories: Common grounds and Private Domain. Follow the procedures for each outlined below:

1. Common grounds – laundry, courtyard, parking lot, playground, office or other areas accessible to everyone.

a. Take the complaint, obtaining information regarding location and nature.

b. The complainant may be anonymous, but always attempt to get a name.

c. Add to complaint log and email the Multifamily Inspector assigned to the property. (cc. Supv)

2. Private domain – a unit’s interior including patio or private balcony area.

a. All of these complaints need to be made first to the Manager/Owner in writing. A copy of the signed letter or the green return receipt, if sent by certified mail, is to be supplied to theMultifamily Inspector. (Hotels do not require a letter)

b. Take the complaint, obtaining information- contact name, phone number, and address with unit number.

c. Add to complaint log and email the Multifamily Inspector assigned to the property.(cc. Supv)

d. Multifamily Inspector will respond to complaint within 48 hours. A NOV will be issued with appropriate timelines given for necessary repairs.

e. If timelines are not met, the elevated enforcement process shall commence.

f. BEDBUGS - only

(i) Multifamily Inspector will notify owner thru issuance of a 10 day NOV to have unit inspected by a State Licensed Exterminator.

(ii) No later than 10 days, the Property shall provide proof of inspection and results of the extermination service. If bedbugs are observed, a copy of the invoice for treatment may serve as proof.

(iii) If timelines are not met, the elevated enforcement process shall commence.

310.2 No Air Conditioning Complaint

The purpose of this procedure is to standardize the process for responding to NO A/C complaints.

Essential utility. Gas, electric, water, sanitary sewer, storm sewer, heating fuel, heating system, and air conditioning.

(d)Essential utilities. (1)Multi-family dwelling communities. If the owner or manager is responsible for the provision of an essential utility for a dwelling unit in a multi-family dwelling community, he or she shall ensure that these utilities are provided at all times. If an essential utility is interrupted due to an accident, natural event, or equipment malfunction, the owner and manager shall cause repairs to begin as soon as practical and shall have service reinstated within twenty-four (24) hours, except as otherwise provided for sewer systems in this chapter. Except in cases beyond the reasonable control of the owner or manager, if repairs are not completed and service reinstated within twenty-four (24) hours, affected residents shall be relocated to temporary housing. (2)Hotel. The owner and manager are responsible for provision and payment for essential utilities, and shall ensure that essential utilities are provided to each hotel room at all times. If an essential utility is interrupted due to an accident, natural event, or equipment malfunction, the owner and manager shall cause repairs to begin as soon as practical and shall have service reinstated within twenty-four (24) hours, except as otherwise provided for sewer systems in this chapter. Except in cases beyond the reasonable control of the owner or manager, if repairs are not completed and service reinstated within twenty-four (24) hours, affected residents shall be relocated to temporary housing. (3)If the owner or manager is responsible for payment for an essential utility for a dwelling unit, he or she shall ensure that these essential utilities are not discontinued due to payment delinquency. Termination of an essential utility due to non-payment is grounds for the revocation of the certificate of occupancy.

When a complaint is received, it is forwarded to the assigned inspector who will conduct an inspection and confirm the violation exists using the following method.

a. Take the temperature of the exterior atmosphere in the shade in the vicinity of the main entrance of the unit.

b. Cooling facilities shall be capable of maintaining a room temperature of at least fifteen (15) degrees cooler than the outside temperature, but in no event higher than eighty-five (85) degrees, in all habitable rooms, bathrooms, and toilet rooms at any point measured a distance of not less than five (5) feet above floor level, and not

more than three (3) feet from an exterior wall.

If the violation does exist, issue a notice to the person in control of the property to bring the air condition system into compliance within twenty-four (24) hours.

If the violation does exist after the twenty-four (24) hours, issue a citation if the tenant is not relocated.

If the event availability of materials or manpower delays compliance, provide the complainant with the following phone numbers of agencies providing assistance to Irving residents:

Legal AssistanceDallas County Housing Crisis Center (214)-828-4244 Social Service AssistanceIrving Cares (972)-721-9181

310.3 Inquiry Procedure for Housing

The following is designed to standardize the response for Housing inspections on inquiries.

A. Inquiries are sent via e-mail to the housing/code inspector and the supervisor. The inquiry has a response due date.

B. The housing/code inspector is responsible to insure the response from the inspector is completed before the due date and the information conveyed is accurate.

C. The initial response by the inspector will be conducted within 72 hours of receipt, and quicker depending on the severity in nature of the issue.

D. The results of the inspector’s response will be replied to the housing/code inspector within 24 hours of the initial response. It will answer specifically the fact regarding the issue outlined in the inquiry. All other issues observed or addressed by the inspector will be separately adjudicated.

E. If no violation was observed, the inspector will return it to the housing/code inspector stating, no violation observed and this Inquiry is closed.

F. If the response results in the identification of violations, a reasonable time for compliance will be given and a reinspection date established. That date will be conveyed to the housing/code inspector in the response and a case is created in Code Trak.

G. A reinspection date is assigned to the inspector and case number. The response to the housing/code inspector is due within 24 hours of the reinspection.

311.0 Fire Damage Structure Evaluation

The purpose of this procedure is to standardize the evaluation process for building damaged by fire.

A. Upon receipt of the fire damage report from the Irving Fire Department, the inspector conducts an inspection to ascertain the following;

1. Does the damage to the structure extend beyond the Sheetrock?

2. Does the damage extent into the structural members?

3. Does the damage extent into the electrical system?

4. Does the damage extent into the mechanical system?

5. Does the damage extent into the plumbing system?

B. If the answer to either of these questions is “YES”

1. Refer the address of the structure to Building Inspections for further evaluation.

2. Provide notice to the person in control of the property that the premise is to be secured from unauthorized entry.

3. If necessary, provide notice to the property to relocate tenant.

4. If the location is an apartment of hotel/motel, Record the event and extent of damage in the inspection file for that property. The record will be used in assisting the permitting process when the damage recovery efforts.

C. If the answer to the questions is “NO”,

1. Provide notice to the person in control of the property that the premise is to be secured from unauthorized entry.

2. If the location is an apartment of hotel/motel, record the event and extent of damage in the inspection file for that property.

3. Allow occupancy to be re-established after the Minimum Standards has been met.

312.0 Installed Systems

312.1 Heat Energized at Apartment Complexes

Essential utility. Gas, electric, water, sanitary sewer, storm sewer, heating fuel, heating system, and air conditioning.

Heating facilities shall be capable of maintaining a room temperature of sixty-eight (68) degrees Fahrenheit in all habitable rooms, bathrooms, and toilet rooms at any point measured a distance of not more than three (3) feet above floor level, and not more than two (2) feet from an exterior wall;

A. Heating appliances that are connected to their fuel supply lines and which are not connected to exhaust vents that will safely exhaust carbon monoxide fumes to the outdoors are prohibited. It is an affirmative defense to this subsection that the heating appliance is an existing unvented bathroom wall heater that is otherwise installed in accordance with the building code.

B. Where fuel-burning appliances are installed and properly vented, said appliances shall be installed with an approved connector and securely connected to avoid accidental displacement. No person shall replace an existing appliance without a permit issued by the department of building inspections and without allowing the work to be inspected by a department of building inspections staff member if a permit for that work is required by state, federal, or local law.

312.2 Article 5 Minimum Maintenance Standards

Each owner, manager, and occupant of each structure and premises within the city shall comply with the applicable provisions of this article. The standards established in this article shall be the minimum standards for the continued use and occupancy of all structures and premises regardless of when they were constructed. Any structure or premise that is in violation of these standards is hereby declared to be in violation of this article and may be ordered to be one (1) or more of the following: vacated, secured, repaired, removed, or demolished.

313.0 Parking Facility Inspections

The purpose of this policy is to standardize the inspection process for all parking facilities by equally enforcing the development standards established for off street parking. Specifically, The City of Irving Development codes: Zoning and Subdivision ordinance #1144, §52-36 and §52-38.

Section 52-38. Parking and loading area development standards.

. . . (b) Open parking, loading and unloading berths shall be paved with a dust proof or hard surface as

provided by this ordinance and other applicable ordinances of the city.

. . . (f) The parking area shall be used for passenger vehicles only, and in no case shall be used for sales,

repair work, storage, dismantling or servicing of any vehicles, equipment, materials, or supplies.

. . . (i) On-site parking required by this ordinance shall be designed to provide safety and comfort for the

operator and general public, [and] the following minimum standards shall be observed.

See Attached Drawings.

The inspection should include observation of the following:

A. The parking space dimension

1. Parking spaces are clearly marked.2. Parallel Parking 8 X 223. Compact Parking 8 X 16 (Not more than 10% of the total spaces and marked as specified in

§52.36 “ COMPACT VEHICLES ONLY”). Surplus spaces may be counted as compact parking spaces.

4. Regular Parking 9 X 18. 5. If a wheel stop or curb is within the angle head-in parking space, a net clear distance of 16 foot from the curb or wheel stop to the fire lane or parkway is required.

B. If the parking facility does not conform to the required standards:

1. If the fire lane striping is not sufficiently clear so as to be obvious, refer the situation to the fire prevention division of the Irving Fire Department.

2. If there are any vehicles that are extending out into the fire lane, record the volume and magnitude of the situation. Record the dimension of the spaces and fire lanes. If the deficiency can be corrected by moving the stops to meet the required standards, give the owner/manager a copy of the Fire Department’s letter and issue a notice of violation providing 10 days for compliance. Extension may be given only upon receipt of a signed bid or contract that will abate the violation.

3. If the property is unable to abate the violation by reconfiguring the site to it originally approved configuration, make arrangement for a meeting with Community development, Code Enforcement Division and Irving Fire Department staff to discuss possible alternatives that can be given to the property owner/manager.

314.0 Pool Demolition

The purpose of this procedure is in insure the consistent enforcement of the demolition procedure of pools and the condition of the property does not present a potential hazard after the demolition has been completed.

A. Obtain a permit for demolition of the pool through Inspections Department.

B. Remove all electrical wires and conduits from the main service disconnect to the pool equipment. Request an inspection to insure safe abandonment of the service.

C. Remove or cap off all water or sewer lines to the pool at the point of attachment. Request an inspection to insure safe abandonment of the service.

D. Create a hole in the deepest end of the pool minimum of two- (2) feet diameter for drainage. Remove the deck and coping at the sides of the pool to a minimum depth of two (2) feet. An alternative to removal of the deck is to incorporate the same or similar materials over the entire area. Call for an inspection of this phase of the demolition before completing the in-fill of the pool basin.

E. Call for a cover-up inspection.

F. Remove the pool fence. (Optional)

G. Fill the hole with inert materials such as rock, asphalt, gravel or dirt.

H. Cap this material with a minimum of twelve (12) inches of select fill dirt and contoured in a manner that will not allow water to pond.

I. When completed contact Building inspection at 972-721-2371 for the final inspection of the site.

J. When completed the site should not appear to have ever been a location of a pool.

315.0 Sewage Spills Cleanup

The following is a procedure for proper cleanup of sewage spills:

(1) The owner and manager shall take immediate action to clear stoppages and partial blockages of all sanitary sewer systems. the owner and manager shall within twenty-four (24) hours after written notice of a malfunctioning sewer system:

(2) Reinstate properly functioning sewer service; and

(3) Complete removal of all residue, and complete treatment of all affected areas with a suitable disinfectant, including, but not limited to, inside structures, underneath structures, and all premises under the control of the owner and manager. It is unlawful for the owner, manager, or any person under his control to permit washing or power-washing sewage and debris. It is an affirmative defense to the washing requirement that the debris and wash water are contained, collected, and properly disposed of.

(4) If repairs are necessary that involve excavating to replace or rearrange sanitary sewer piping, the public works director may grant additional time for the owner or manager to complete the repair and restore properly functioning sewer service. Said additional time shall not exceed forty-eight (48) hours for a total of seventy-two (72) hours after written notice.

(5) If repairs involving excavation are necessary, the owner and manager shall establish an electronic record of the internal problems using a sewer line video inspection system or by taking photographs or video of the repairs once the line is excavated. The owner and manager shall maintain said record to confirm to the City of Irving that the repairs were completed.

(6) Written notice of a malfunctioning sewer system shall be effective upon the earliest of any of the following:

a. Upon personal service;

b. Upon delivery to the person's office during normal business hours;

c. Upon posting such notice on the door of the person's residence or office; or

d. Seventy-two (72) hours after depositing the notice, enclosed in a postpaid, properly addressed

envelope, in a post office or official depository under the care and custody of the United States

Postal Service.

(7)The owner and manager shall notify the code enforcement director and the public works director of

sewer overflows immediately, but in no case later than twenty-four (24) hours, after the overflow.

(8) The owner and manager shall maintain access points (i.e., cleanouts and manholes) to sanitary sewer piping closed and tightly capped at all times. It is an affirmative defense that there is construction, cleaning, inspection, or repair actively occurring.

(9) If a notice is provided under this section in excess of two (2) times within a twelve-month period, the owner and manager shall have the sanitary sewer piping cleaned and the internal piping condition assessed by a video inspection system. The cleaning and video assessment shall, at a minimum, include the piping from the point of blockage downstream to the City of Irving sewer system. The owner and manager shall retain an electronic record of said condition assessment and provide it as requested by the City of Irving.

(10) If a notice is provided under this section in excess of four (4) times within a twelve-month period, the owner and manager shall maintain a written agreement to have the sanitary sewer piping, including, but not limited to, sewer mains and lateral lines, cleaned at least once every two (2) months. The owner and manager shall retain a copy of said written agreement and provide it as requested by the City of Irving. If the structure and premises improve to such a condition that notice is not required for twelve (12) consecutive months, the owner and manager may reduce the cleaning frequency to once annually.

(11) If a notice is provided under this section in excess of six (6) times within a twelve-month period, it is deemed that all or part of the sanitary sewer piping under the control of the owner and manager is in total structural failure. When all or part of the sanitary sewer piping is deemed to be in total structural failure, the owner and manager shall conduct a complete assessment of the sewer piping and replace the failed area. The

owner and manager shall retain an electronic record of said condition assessment and provide it as requested by the City of Irving.

(12) The costs, charges, and expenses incurred by the City of Irving in responding to, cleaning up, applying appropriate disinfectant to raw sewage and residue that entered the public right-of-way from the structure and premises, or causing such work to be done, shall be a charge to and a personal liability of the owner and manager.

Chlorine Bleach Solution

1. Remove the solids and effluent as prescribe above

2. Add 1 cup chlorine bleach to 1 gallon of water

3. Saturate the effected soil at least one (1) inch

4. Applicator should wear mask at all times and/or protective gear5. In confined areas, fans should be used to speed up the drying process

6. Barricade area so no one can come into contact with contaminated area until sanitization has been completed

Citation is to be issued if compliance is not achieved and on chronic re-occurrences.

316.0 Water Rationing Stage 2

The purpose of this policy is to insure the consistent and accurate process of identifying violations of water usage and then educating, notifying and issuing citations for repeat violators of Stage 2 water usage.

Water Quality will notify MFL group that a location is violating Stage 2 water usage.

A. First Offense

Inspector will locate, document with a photograph and written information, the violation and attempt to contact a responsible party for delivery of instructions. When a responsible party cannot be immediately found, then the inspector will deliver a copy of the Stage 2 water regulations to the office contact location (rent drop location). The information pertaining to the violation will be entered into a data base.

B. Second Offense

Inspector will locate, document with a photograph and written information the violation and attempt to contact a responsible party for delivery of instructions. Inspector will determine if there is a previous violation of the Stage 2 watering instructions. Inspector will issue to the responsible party a Warning Citation for the violation. The information pertaining to the violation will be entered into a data base

C. Third Offense

Inspector will locate, document with a photograph and written information the violation and attempt to contact a responsible party for delivery of instructions. Inspector will determine if there is a previous Warning Citation for the Stage 2 watering instructions. Inspector will issue to the responsible party a

Citation for the violation. The information pertaining to the violation will be entered into a data base and forwarded to the Courts system for processing.

317.0 CRW – (Information Management)

The program used to manage Code Enforcement Department information is titled CRW (Trakit). The seven modules are as follows:

A. Project Trak

1. Planning and Inspections creates a project number that follows all of the documentation of the development of new properties up to the actual construction phase, then it is continued under a permit number.

2. Properties that undergo a zoning change or modify the site map will be tracked.

B. A/C/E Trak

1. All of the Architect, Contractors and Engineers that are registered to conduct business in the City of Irving are listed.

2. Registration are renewed annually and current status of a business can be Registration are renewed annually and current status of a business can be Registration are renewed annually and current status of a business can be reviewed.

C. License Trak

1. Business license information regarding names, address, and contact information for each of the properties can be reviewed.

2. License fee current status is available.

3. Routine inspections are scheduled and inspection results can be reviewed.

D. Permit Trak

1. Permits for property repair and inspection result information.

2. General maintenance work that would require a permit can be reviewed.

3. Certificate of Occupancy scheduling and results.

E. Land Trak

Land Trak is the hub for the information system by linking the following:

1. Tax record information appears.

2. Related records and activities can be reviewed.

3. New permits or case numbers are linked to the correct parcel are issued.

4. Restriction on the property can be established as needed.

5. Vicinity map may be viewed.

F. Code Trak

1. Property violations are tracked.

2. Inspection and reinspection can be scheduled.

G. Report

1. Each module has a number of prescript reports that provide information in a standard format.

2. Custom Reports have been prepared that can be executed to only produce reports within a specific date range or specific activity.

318.0 Citation Issuance

The purpose of this policy is to insure that all entities that are involved in issuing citations are consistent and accountable for proper documentation.

If citation is voided, email Multi-Family Supervisor stating the citation number and why it has been voided. He will then forward the request to the Code Manager for official Voiding.

NEW CITATION BOOKS ARE ISSUED BY THE DEPARTMENT MANAGER. THE OFFICER REQUESTING A CITATION BOOK WILL SIGN FOR THE RANGE OF CITATION NUMBERS CONTAINED IN THAT BOOK.

319.0 Multifamily Evacuations

319.1 Emergency Vacate

A. Meetings with core group of departments to formulate action plan. Group to include:

PoliceFire Code EnforcementAnimal ServicesCorporate CommunicationsHousing & Human ServicesWater (Customer Service)Legal

B. Initiate Action Plan

1. Policea. Provide security staffb. Assist with hold outsc. Assist as neededd. Police to be present when vacate order served

2. Firea. Set up Incident Action Planb. Issue order on sitec. Engine Company on site with EMS and Fire during vacate period while public is presentd. Fire watche. Temporary Electric Service for Fire Alarm

3. Code Enforcement

a. Update Corporate Communications regarding potential vacate ordersb. Emergency SWAT Team Organized (Water Utilities; Fire; Police; Health; Multifamily;

Property Codes; Building and Standards; Legal; Housing)c. Activate emergency relocation teamd. Contact Fence/Security Companies (on stand by)e. Fire Department – Citizens IFD to activate (Posting Notices)f. Police ICOPS – to activate (Posting Notices)g. Bilingual staff on stand byh. Media Release info for Corporate Communicationsi. Faith Based Organizations notified to help tenantsj. Non-Profits activatedk. Generators/Lights/Cell Phones (Fire Department Provides)l. Food/Water/Relief for city staff (Non-Profit/Faith Based Orgs)m. City Staff to survey and inspect property following dayn. Organize tenant meeting (HHS)

4. Animal Servicesa. Provide contact information for pet owners needing temporary assistance with housing for

companion animalsb. Provide staff on site with information and provide assistance for temporary housing of

companion animals

5. Corporate Communicationsa. Set policy on designating media spokesperson based on who called

the closingb. Provide more detailed info and/or fact sheets for new releasesc. Substandard property listings for tenantsd. Tenant assistance resource listings for tenantse. Scripts for meetings with tenantsf. Prohibit people speaking at tenant meetings that are not representatives of

the City.

6. Housing & Human Servicesa. Set up tenant info lineb. Set format for tenant meetingc. Negotiate agreement with locators/moversd. Notify and activate emergency teame. Coordinate with vacating entity to provide info at posting; meeting date and assistance

numbersf. Set tenant meeting date and location, preferably within walking distance

of propertyg. Obtain rent rollh. Hold tenant meetingi. Provide counseling and assistancej. Prototype food provisions and duty assignmentsk. Cultural sensitivity training for city and agency staffsl. Vacate order issuedm. Table at complex set up for distribution of vouchers (bilingual staff

assisting)n. Set up communication board at hotel; Irving Cares; City Hall

o. Provide recreation and child care for children at tenant meetingp. Remind applicants to check board dailyq. Have staff at host hotelsr. Case workers available for assistance with vouchers and translations. Provide agencies with info sheet with regular updates of number

served and assisted.t. Provide daily updates to Corporate Communications and City

Management.u. Provide vouchers for 30 (thirty) days at hotels during emergency

vacates

319.2 Planned Vacate

A. Meetings with core group of departments to formulate action plan. Group to include:

PoliceFireCode EnforcementAnimal ServicesCorporate CommunicationsHousing & Human ServicesWater (Customer Service)Legal

B. Initiate Action Plan

1. Policea. Assist as needed

2. Firea. Assist only if requested

3. Code Enforcementa. Update Corporate Communications regarding potential vacate ordersb. Bilingual staff on stand byc. Media Release info for Corporate Communicationsd. Faith Based Organizations notified to help tenantse. Non-Profits activated

4. Animal Servicesa. Provide contact information for pet owners needing temporary assistance with housing for

companion animals

5. Corporate Communicationsa. Substandard property listings for tenantsb. Tenant assistance resource listings for tenants

6. Housing & Human Servicesa. Set up tenant info line

b. Set format for tenant meetingc. Negotiate agreement with locators/moversd. Set tenant meeting date and location, preferably within walking

distance of property e. Obtain rent rollf. Hold tenant meetingg. Provide counseling and assistanceh. Cultural sensitivity training for city and agency staffsi. Provide recreation and child care for children at tenant meetingj. Case workers available for assistance with vouchers and translationk. Provide agencies with info sheet with regular updates of number served

and assisted

320.0 CRW-TRAKIT Procedure

320.1 Entering and Updating Inspections

A. Routine Inspections:1. Open Inspection in License Trak records.2. Post the inspection and results in the License Trak inspection section. 3. Record reinspection dates as necessary.4. Scan into Trakit, any documents or photos generated outside the CRW system.

B. Compliant Apartments Inspections:1. Open Inspection in License Trak records.2. Post the inspection and results in the License Trak inspection section. 3. Record reinspection dates as necessary.4. Scan into Trakit, any documents or photos generated outside the CRW system.

C. Complaints 4-plex, Hotel/Motel, and MHP Inspections:1. Open Inspection in Code Trak records.2. Post the inspection and results in the Business Trak inspection section. 3. Record reinspection dates as necessary.4. Scan into Trakit, any documents or photos generated outside the CRW system.

320.2 Using the F2 Function

Each Inspector will print a F2 (To Do Report) daily and turn them in at the end of the day to the supervisor.

321.0 Ordinances/Regulations

The primary Multi-family ordinance is Chapter 8, Building Standards Code, of the Code of Civil and Criminal Ordinances of the City of Irving, Texas. In addition, the Zoning Ordinance 1144 and variousProperty Code Ordinances are enforced.

400.0 KEEP IRVING BEAUTIFUL (KIB)

401.0 Areas of Responsibility

A. Prepare a projected annual activities calendar and budget, coinciding with the City’s fiscal year and based on committee programs of work to be timely submitted to the Code Enforcement Department in February of each year.

B. Establish and maintain a year-around program of community awards culminating in an annual recognition event.

C. Conduct, sponsor, and participate in an annual state cleanup activity sanctioned by Keep Texas Beautiful, utilizing citizen volunteers and facilitating compliance with the City’s NPDES-National Pollutant Discharge Elimination System permit requirements.

D. Conduct, sponsor and participate in “The Great American Clean up” or other annual cleanup or educational activity as required by Keep America Beautiful, utilizing citizen volunteers.

E. Satisfy all necessary Keep America Beautiful requirements to remain KAB certified.

F. Allow the City to use the KIB logo on City signs and printed materials that compliment the stated objectives of the KAB system .

G. Develop, maintain, and distribute a quarterly newsletter to inform the membership and help create a grassroots network of volunteers.

H. Maintain books and records showing expenses and receipts and make these books available to the City for review or audit.

I. Provide funding to meet KIB’s obligations in excess of what has been committed by the City except that such cash and/or in-kind contributions shall not be less than the amount necessary to fund minimal programming functions required elsewhere in this agreement.

J. Provide a quarterly written report of KIB Agreement activities to the Department.

402.0 How to Organize and Plan for Events

A. Six Months Prior (or More)1. Form event committee.2. Select chairperson and vice-chairperson.3. Select a secretary.4. PR: Appoint an event PR contact person.5. Appoint event volunteer coordinator.6. Define other subcommittees and select chairpersons:

a. Agree on event purpose, objectives and specific results desired b. Set progress meeting(s) calendar c. Set basic meeting agenda.

7. Determine AND CONFIRM event location/facility. 8. Determine event date (including put-away and debriefing days).

9. Determine event times (including set-up, breakdown). 10. Develop list of potential partners. 11. Develop list of potential donors and sponsors. 12. Approve sponsorship solicitation letter and levels of benefits (name in program, etc.). 13. PR: Initiate one-page Event/Activity Summary Checklist to KIB staff for “in-house” graphic design, printing and promotion support. 14. Turn in to Board and staff the basic six-month event plan of action. 15. Identify open slots in the water bills enclosure schedule.

B. Five Months Prior 1. All projects require authority, money, manpower, materials and information, and time. Include planning to acquire all of these as you prepare and submit an event “budget” that also includes potential in-kind item needs and donors.

2. PR: Prepare and turn in event PR action plan including news advisories, news releases, flyers, and any planned special promos such as banners, cutesy mailings, etc.:

Inside Irving City newsletter Spectrum, Spectrum Extra(s) ICTN Cable City Calendar of Events WATER BILL INSERT:

DATES, COPY, GRAPHICS & PRINTING REQUIRE 6 WKS MINIMUM

Citizens’ forum at City Council City lobby/break area promotions Media mailings (advisories,

releases, personal follow-ups) Mailings to schools Mailings to libraries Mailings to parks Mailings to churches Mailings to youth and civic groups Mailings to neighborhoods; visits to

Neighborhood Roundtable Personal visits with handouts to

Boy Scouts, Girl Scouts Personal notes to City Council,

C-of-C board members Mailings to corporate newsletters Personal notes to City management

staff Invitations to other VIP’s Invite and CONFIRM any guest

speakers, special equipment, notable persons, entertainment, etc.

C. Four Months Prior 1. Implement KIB Green Event Program including:

Arrange for youth, teen court or CSW help with Green Event litter removal Include recycling/waste management terms in vendor/supplier contracts. Arrange for recycling/waste containment before/during/after event (cleanup) Anticipate placing signage at event entrances and on all receptacles Order sufficient litter bags to hand out to vendors and major participants Arrange for during event Green Event announcements Get “This is An Official KIB Green Event” message on all printed materials

2. PR: Send a reminder/heads-up to editor of KIB Star newsletter3. PR: Send a reminder/heads-up to Spectrum and Neighborhood Roundtable4. PR: Send out City/ICTN and other community calendar notices5. PR: Secure mailing lists for potential attendees as well as volunteers6. PR: Send out “save this date/note this date” notices7. Mail out donor and sponsor cash and in-kind contribution appeals

D. Three Months Prior1. PR: Send a “single sentence” who, what, when, where, why email including ALL

available logistical information such as times, places, directions, length, speakers and perceived “photo ops” is to be sent to the M&P Chair seven (7) weeks prior to

each event2. PR: Get SPONSOR LOGOS REQUESTS OUT3. PR: The M&P Chair is to arrange, with the project chair, for news advisories to

go out to all appropriate media six (6) and three (2) weeks prior to every event4. Project chairs are responsible for alerting the M&P Chair to any and all changes

impacting media relations, media coverage and information going out to the public5. Make arrangements for First Aid if needed.6. Meet internal graphic/material support deadlines for:

Maps with layouts Post cards Posters (who/how distribute?) Banners Directional signage for parking, entrances, special areas and displays, etc. Shirts/T-shirts Gimmies School flyers (must get IISD approval!) Mailers for attendees/volunteers Tables Barricades/Cones Chairs Table cloths Table signage Tent(s) Rental truck/equipment Food Beverages Security Certificates/awards/trophies/prizes

Bounce house Clown Face-painter Other: _____________ Other: _____________ Other: _____________

7. Send out second invitation reminders!!!

B. Six Weeks Prior1. Secure proclamation from City Council.2. Mail out VIP invitations.3. PR: News Advisory #1 goes out.4. Inventory, order needed brochures, volunteer interest forms, etc.

F. One Month Prior 1. PR: News Advisory #2 goes out.

2. One Month Event/Activity Summary Checklist items completed/confirmed Including:

Program for Event Name Tags Tickets Table Tents Entry Forms PR: Press release VIP Invitations PR: Advertising Volunteer recruitment sheets AV equipment Polaroid film for cameras Request hold on needed Polaroid or other camers Clear/clean out van

G. Final Week 1. PR: Finalize and create signs recognizing sponsors/donors/hosting partners 2. Confirm all volunteer organizations’ and cooperating partners’ commitments 3. Meet to confirm last minute and day-of-event assignments 4. PR: News Advisory #3 or press release goes out, including photo ops and times

H. Three Days Prior 1. PR: The M&P Chair and/or the Event PR Chair should arrange for primary media contacts to receive personal phone calls or, at least, emails/faxes asking them to cover the event confirming that their needs can be met, advising updates of photo op times, etc.

I. Immediately After Event 1. PR: Send out “results and outcomes” news release.

J. One to Two Weeks After Event 1. Send out “thank you” notes and certificates. 2. Hold a final de-briefing/wrap-up meeting.

3. Select the date for the next year’s event as close as possible. 4. Acknowledge EVERYone who made the event happen!