Memorandum

City of Lawrence

Planning & Development Services

TO:	Building Safety Division Staff
FROM:	Kurt Schroeder, Assistant Director of Planning & Development Services/Development Services
CC:	Scott McCullough, Director of Planning & Development Services
DATE:	January 5, 2015
RE:	Building Inspector Identification and Inspection Expectations/Protocols

Outlined below are Building Inspector greeting, identification and inspection expectations/protocols.  These expectations/protocols apply to all Building Safety Division (BSD) employees who perform building permit inspections or conduct investigations of non-permitted construction activity.  While BSD staff have followed similar “unwritten” expectations/protocols for many years (and have established a track record of properly identifying themselves and providing good communication to citizens/clients), the City, BSD staff and citizens are better-served by having these expectations/protocols committed to writing.

Inspector Identification and Inspection Expectations/Protocols

· Inspectors should always utilize a clearly marked City of Lawrence vehicle to perform their inspection duties.

· While performing inspection duties, inspectors must wear their City-assigned identification badges in a location clearly visible to others (e.g., around their neck on a lanyard, clipped to a shirt or coat collar).

· If a private residence or private business space resident/occupant telephone (or email) information is included with an inspection request, the assigned inspector should try to contact the resident/occupant by phone (or email) at least once before attempting the inspection.  If an inspector’s efforts to make contact are unsuccessful, the inspector should attempt the inspection.   

· Unless a project is located in a building or area that is open to the public, or clearly under construction and/or under control of the building contractor (such as a new house basement foundation, a new house being framed, a new commercial strip center under construction, or a retail store being remodeled that is open to the public during construction), inspectors should not enter a private residence/property or private business space without clear and specific permission from the adult resident/occupant.   For private residences and private business spaces, inspectors should knock on doors and/or ring doorbells at the primary or other publicly accessible entrances; inspectors should not go through gates, into back yards or into any area that is not clearly accessible to the public unless proper permission is granted. 

When a project is located in a building or area that is open to the public, or clearly under construction and/or under control of the building contractor, the inspector may enter without specific permission; however, the inspector should still politely greet the contractor/s and/or public place employees, and identify themselves as outlined below (unless, or course, the inspector is already known by the contractor/s and/or public space employees at the job site – however, a pleasant greeting should always be made).

· If there is no response to a door knock and/or ring of a doorbell at a private residence or private business space, inspectors should leave a legibly completed City of Lawrence Planning & Development Services Notice door hanger that includes the date of the inspection attempt, the inspector’s name and the office phone number.  If an occupant’s telephone (or email) information was included in a prior inspection request, the assigned inspector should try once again to contact the resident/occupant by phone (or email) as a follow-up to the inspection attempt.

· If a private residence or private business space door is answered, inspectors should politely greet the occupant and shall clearly identify themselves by name, position (e.g., City of Lawrence Building Inspector) and Division (e.g., City of Lawrence Building Safety Division).  The inspector should also inform the resident/occupant about the nature of the inspection (e.g., to inspect a recent furnace replacement completed by contractor X).  The inspectors should show the resident/occupant their identification badges more closely, if requested, and shall offer their business card to the resident/occupant.  If the resident/occupant expresses hesitancy or concern about the inspection, even though they have indicated they will allow entry, the inspector should offer to arrange for an inspection at a different time and to have the resident/occupant contact their supervisor or a DS manager to discuss any concerns about an inspection.

NOTE: If the person who answers a door is a minor under 18 years of age (or appears to be a minor), the inspector should ask the minor if an adult is available to come to the door; if an adult is not available, the inspection shall not be performed and the inspector shall leave a legibly completed standard door hanger and their business card.  If an adult is available and comes to the door, the inspector shall identify themselves and the nature of their visit, per the protocols outlined above. 

· After clear and specific permission to enter and inspect has been granted, the inspector should conduct the inspection of the permitted construction work.  Upon inspection completion, the inspector should communicate the results to the resident/occupant.  If the inspection fails, the inspector should suggest that the resident/occupant contact the contractor to let them know the inspection failed.

· When an inspection of a private residence or private business space fails, the inspector should attempt to make contact with the permit contractor within one (1) business day to inform the contractor, and to attempt to arrange a follow-up inspection.

· If an inspector is uncomfortable with making or completing an inspection due to unusual, threatening or potentially threatening circumstances (e.g., an uncontrolled/uncaged animal, an angry or volatile occupant or contractor, illegal drugs in view) the inspector may politely excuse themselves and contact their supervisor or a DS manager to discuss.