O.N.D. - Citizen Codes
Inspection Program (Revised December 2007)
Purpose
The purpose of the Citizen Codes Inspection (CCI) program is to supplement the efforts of the City of Reading Codes Inspection Office while at the same time providing a direct method by which interested and qualified city residents can aid in the improvement of the quality of life in the City.
How will this program work?
Quality of life issues are the key to this program. A code inspection is by its very nature is complex and detailed. There is no reasonable way to make citizens actual codes inspectors, but they can be additional eyes for the Codes Department by identifying potentially serious problems that include abandoned buildings and automobiles, overgrown weeds and grass, broken windows, peeling paint, snow/ice covered sidewalks, graffiti, trash/garbage, front porch debris, and general lack of compliance with property maintenance. In addition, CCIs can assist the Codes Department in focused areas and neighborhood sweeps.
How will the program operate?
- Initially, the Office of Neighborhood Development (OND) will identify candidates for the program (pilot program). The candidates will come through the neighborhood organizations (NO) of the Council of Neighborhoods. Ideally, each NO will identify one resident in their neighborhood to go through the training. In time, other candidates may be identified through other sources.
- The OND will forward the names to the Codes Department for its review. It is important to note that both the OND and the Codes Department will review the list to insure that the candidate meets all criteria for the program. Any candidate not meeting the criteria will be notified. In some cases, exceptions to the selection guidelines may allow the candidate to be accepted.
- Some of the necessary criteria are:
- nomination by a NO
- residency in the city or,
- business owner in the City of Reading or,
- employed in Reading
- general good health
- reading/writing/comprehension capabilities
- no outstanding violations/citations with the City of Reading in areas of parking, legal, or codes
- good communication skills
- ability/desire to walk some distance on city streets and alleyways
- Selection to the program is strictly at the discretion of the OND and the Codes Department.
- Selected Citizen Inspectors will sign a written agreement with the Codes Inspection Office that will detail authority and responsibilities. In addition, a “Hold Harmless Agreement” must be signed by the citizen inspector.
- Citizen Codes Inspectors will not be paid nor compensated in any way. Citizen Codes Inspectors will not be provided with transportation.
- Selected candidates will undergo training designed for the CCI program. The training program will last approximately four weeks, but will be adjusted as necessary to meet the Codes Department’s needs.
- The CCI program training will require approximately 7.0 hours over the four weeks. Initially, the CCI candidates will receive 2 - 4 hours of classroom instruction spread over one or two sessions. The first two hours of classroom training will cover the basics of the program utilizing written material and visual aides. Following the two hours of classroom time will be two hours of field time covering the classroom material “on the street”.
- All training material will be prepared by and presented by staff of the Codes Department and the Office of Neighborhood Development.
- A Citizens Codes Inspection Guidebook will be provided to all CC inspectors (in development).
- Over the following three weeks the CCI candidates will spend 2 – 3 one-hour “sweep” sessions accompanying a Codes Department staff member (or other qualified person) on quality of life inspections. In total, 2 - 4 hours of training time will occur accompanying a staff member. During this time the CCI candidate will practice/compare CCI reports with the Codes trainer.
- The practice Quality of Life reports (QL Reports) will be reviewed by the Codes and OND Departments staffs for accuracy and fairness.
- A final debriefing of the training will occur after a few weeks of on-the- street experience. This final session will be used to bring all candidates together to do a final review and answer questions. As a part of these final sessions graduation will occur.
- The process of utilizing information and CCI reports is under review, but will generally follow this outline:
- A quality of life report currently developed by the OND office or other specially designed form may be utilized (unless otherwise determined).
- The CCI will inspect (at least in the early stages) areas OTHER THAN THEIR OWN NEIGHBORHOOD utilizing the training obtained. This is to avoid any confrontations and biases. Team inspections are required.
- The CCI QL Report will be submitted to the Office of Neighborhood Development where they will be grouped, copied, and reviewed. They will be entered into the Citizens Service Center database in a fashion similar to complaints received from other sources. The Citizen Services Center will maintain a database list that will be reviewed by both OND and the Codes Services departments.
- Review of the QL reports will allow the Codes Services Department and OND to determine whether the new CCIs understand the methods and objectives of the program. In the event that there appears to be confusion of purpose or method, clarification by either department may occur.
- QL reports will follow the process maintained by the Citizen Services Center.
- Disposition of the QL Reports will be provided to the OND where it will be given to the CCIs as well as neighborhood organizations for the use and follow-up.
- Notification of residents of the program prior to startup will occur.
- Depending upon the needs of the CCI Program, the “Friendly Neighborhood Reminder” Program may be used to notify property owners prior to actual submission of the CCI report to the Codes Department. Use of this program is purely optional and the decision rests with Codes Department and the OND.
- CCIs may be utilized in various projects including neighborhood sweeps, focused inspections, and assisting the Codes Department or neighborhood organizations.
- Safety is paramount. Every effort must be made by the CCIs to avoid confrontations with residents. Initially, the RPD will be notified if CCIs are QL.
- CCIs will not go onto private property. All inspections will be made from the public right-of-way.
- To remain a member of the CCI team each inspector must conduct a minimum of six inspections annually.
- CCIs will be provided with identification showing them being a part of the CCI. It is planned that all CCIs will be provided with shirts or other apparel that indicates the Office of Neighborhood Development. A CCI may appear on the apparel as well.
- It has to be clear that under no circumstances can CCIs give residents or anyone else the impression that they are a Codes Inspector for the Reading Codes Services Department. CCIs are operating under the Office of Neighborhood Development and local Neighborhood Organizations to assess quality-of-life issues throughout the City of Reading.
- The CCI Program will operate as a partnership between the Codes Services Department and the Office of Neighborhood Development. The program will operate under the general guidelines of City of Reading Ordinance 38-2006.
Other aspects of the CCI Program
The efforts of the CCIs will be tracked. The quality of the QL inspections as well as the positive disposition of the QL Report will do much to improve the quality of life in city neighborhoods. Most QL Reports will lead to a city codes inspector visiting the site and likely writing a citation. The citation will be tracked with a notation that a CCI initiated the process. In time it will be possible to evaluate the success of the program and individual CCIs.
After completion of training and graduation each CCI will receive identification issued by the Office of Neighborhood Development that indicates that the CCI is working on a volunteer basis as a member of the quality-of-life team for the OND. This identification will include a photo ID that will be worn by the CCI while in the process of doing QL reviews. In addition, an OND CCI shirt will be provided that each graduate can wear when doing QLs.
Because of the nature of this volunteer work it will be necessary to work in teams where possible. To avoid possible problems, CCIs will be encouraged to utilize cell phones to stay in communication with the team. In addition, when QLs are being conducted both the district Codes Services Inspector and a RPD officer will be notified that QL reviews are being conducted in their district in the event either of them may be needed at a site. If needed, walkie-talkies may be provided.
CCIs will utilize a QL Report form that can be filled out quickly and that will facilitate entry into the Service Center database. This form will be reviewed by Codes Services to insure that the CCIs are following protocol and providing information that can be used by the database.
To avoid overwhelming both the Citizens Service Center and the Codes Services Department, CCI allotments into the service center database will be on a priority-based system. The priority system will insure that those addresses and problems of the highest urgency will be placed into the system initially. As priority issues are addressed less urgent QL incidents will be entered into the system.
To keep the system “dynamic” CCIs will be expected to follow up on QL reports that have been submitted and to contact OND, the Codes Services department, and the Citizen’s Service Center.
Unless otherwise notified QL reviews will be conducted on a neighborhood area predetermined by the CCIs, the Codes Services Department, and OND. The reason for this is to insure that all areas in the city are covered, and that particular areas are targeted when necessary. Areas to be “swept” will be based 1) on the needs of the Codes Services Department, and 2) on a neighborhood’s request to have a QL sweep in its area. Therefore, in order for a neighborhood to have a QL sweep, that neighborhood must itself have someone that has completed CCI training.
As the program develops it is planned that a “court watch” team will be developed. The purpose of the team would be to track the process of citations as they move through the system. This can be of particular interest to neighborhood residents and leaders for highly visible nuisance sites and repeat offenders that plague many neighborhoods.
Related Links
Citizen Codes Inspector Application (Adobe PDF)
Click Here To Visit The City Of Reading's Codes Department
Quality Of Life Report Sweep Plan Example (Excel Document)
Quality Of Life Report Blank Form (Excel Document)
Quality Of Life Report Form Examples (Excel Document)
