Memorandum

City of Lawrence

Planning & Development Services

TO:	David L. Corliss,  City Manager
FROM:	Planning & Development Services Staff
DATE:	June 5, 2014
RE:	Rental Expansion Progress Report

This memo tracks the progress of implementing the new rental licensing and expansion program adopted via Ordinance 8840 on March 25, 2014 by the City Commission.

The program is to be implemented per the following general schedule.  Updates on implementing this schedule are noted in bold italics.

1. July 1, 2014 - RS zoned properties will be required to be licensed and inspected according to the schedules contained in the ordinance and the Administrative Regulations.  On or about June 18, 2014 staff will mail its first round of application packets to those licenses set to expire at the end of July.

2. January 1, 2015 - all other rental units, regardless of zoning district, will be required to be licensed according to the schedules contained in the ordinance and the Administrative Regulations.

3. July 1, 2015 – non-RS units will be required to be inspected according to the schedules contained in the ordinance and the Administrative Regulations.

April through June 2014

• Staffing – One Administrative Assistant and one Code Enforcement Officer (inspector) will be hired to transition to the new program for RS properties and receive their training.  The Administrative Assistant position has been filled from an internal candidate and one other is being recruited at this time.  Two Code Enforcement Officer (inspector) positions have been filled with inspectors experienced in rental programs.  Staff is currently constructing the necessary office space and purchasing equipment to support the rental licensing staff.
• Data tracking software - Build and test the functionality of the Innoprise software system.  The software will need to be modified to track the elements of the new program.  Performance reports will be generated from data populated into this program after the program is implemented.  Building and testing the software specific for the new program is underway.  Inspections will be completed with fillable pdf forms on a tablet and emailed to owners or their agents from the field typically.
• Policy and Procedure Manual – As previously reported, the Administrative Regulations set forth the primary policies and procedures for the program; however, staff will generate a manual that addresses more specific items that staff is responsible to complete and submit that for the City Commission’s review prior to July 1, 2014.  The policies and procedures have been developed and have been posted to http://www.lawrenceks.org/pds/rental-licensing.
• Landlord training education meetings – After the Policies and Procedures Manual is finalized, Staff will conduct several meetings with the landlord community to review the detailed practices of the program and respond to questions.  This is a vital component of the program as July 1 nears.  Training seminars are underway.  Staff conducted the first seminar on May 15 and the second one on June 3 using a PowerPoint presentation and a training manual.  Several questions and comments during those meetings triggered the inclusion of several more questions on the FAQ document, which will be posted to the rental website when the revisions are completed.
• Progress reports – during this time, Staff will submit reports to the Commission advising of the transitioning effort to the new program – status of website development, dates of landlord education meetings, etc.  This memo constitutes the second progress report.
• Website development and community outreach – Forms, regulations, policies, Q&As and other materials will be developed and published for the community to use as a resource for the program.  A communications plan has been created and is being implemented. The website has been populated with all current documents and training aids for landlords and tenants.  The website can be found at http://www.lawrenceks.org/pds/rental-licensing.
• The current RS program remains active during this time and will be helpful in training inspection staff.

July 1 through end of 2014

• As 2015 nears/begins, the remaining two Code Enforcement Officers will be hired and trained to support the implementation of the non-RS inspections scheduled to begin in July 2015.
• Performance Reports – Monthly reports will be generated and submitted beginning in August 2014 to measure the performance of the program.  Data to be tracked for each month and year-to-date includes:

1. Number of units licensed.
2. Number of initial unit inspections.
3. Number of follow-up inspections.
4. Number of violations found in total and average number of violations per unit.
5. Total number of rental program violations found.
6. Total number of non-rental program violations found.
7. Number of violations corrected.
8. Number of violations not corrected and therefore needed to be further pursued.
9. Number of tenant and/or neighbor complaints received outside of required program inspections.
10. Number (or percentage) of required program dwelling unit inspections for which inspection consent was not voluntarily obtained.

• Educational mailer mailed on or about September 1 to all licensed properties advising of a website to obtain resources about the rental program.

January 1, 2015

• Implement the licensing of all other rental units in the city per the schedule outlined in the ordinance and Administrative Regulations.

January 2015

• Provide an annual report on the performance and costs of the new program.

July 1, 2015

• Begin inspecting all units per the schedule outlined in the Administrative Regulations.