Memorandum

City of Lawrence

Planning & Development Services

TO:	David L. Corliss, City Manager
FROM:	Scott McCullough, Director
CC:	Diane Stoddard, Assistant City Manager Casey Toomay, Assistant City Manager
Date:	February 9, 2015
RE:	Rental Licensing and Inspection Program Report – December 2014 Reporting Month

The tables in this report depict statistics related to the rental licensing and inspection program since its inception on July 1, 2014.  The data highlighted in yellow will be provided in future reports as inspections are completed and data becomes available to populate the tables.

Key to acronyms used in tables

License Types
RLSF	Rental License in a Single-Family zoning district – RS5, RS7, RS10, etc.
RLMF	Rental License in a Multi-Family and all other non-residential zoning districts – RM12, RM24, PRD, CS, etc.
RLMA	Rental License Master License (For multi-family complexes containing 11 or more units).
RLIU	Rental License Inspected Unit – A case type used to track inspections by unit for RLMA licenses.
License Statuses - These are license statuses as reflected on the last day of each month.
RL-ISSUED	License that has been issued and is in good standing.
RL-INACTIVE	License that has been inactivated, due to property sold to new owner or no longer used as a rental property.
RL-PENDING	License that is in process but the application is incomplete.
RL-1N	First Notice to owner that a license is due to be renewed.
RL-1N INSPECT	First Notice to owner that a license is due to be renewed and an inspection is also due.
RL-2N NOV	Second Notice, via Notice of Violation, to owner that a license is due to be renewed.  License is expired at this point.
RL-2N NOV INSPECT	Second Notice, via Notice of Violation, to owner that a license is due to be renewed and an inspection is due.  License is expired at this point.
RL-CL TO LICENSE	Courtesy Letter to owner to license a suspected rental unit.
RL-CL INSPECT	Courtesy Letter to owner to inspect a property new to the program.
RL-NOV TO LICENSE	Notice of Violation ordering a property required to be licensed, but not in the program, to license.
RL-NOV INSPECT	Notice of Violation ordering a property new to the program to be inspected for the first time.
RL-DENIED	License denied, typically due to an incomplete or fraudulent application.
RL-APPEAL	License that is under appeal by an applicant after staff has denied the license.
RL-PROBATION	License placed on probation for not complying with licensing provisions of city code.  An owner uses probation time to come into compliance with city code.
RL-PROSECUTION	License sent to Prosecutor’s Office when a property does not comply with an element of the rental program.
RL-REVOCATION	License that has been revoked and the unit is not able to be legally rented.
RL-WARRANT	License where the request for inspection has been denied (typically due to consent not being obtained) and staff has applied for an administrative search warrant to complete the inspection.
Inspection result types:
RL-VIOLATION FOUND	One or more violations were found during an inspection.
RL-NO VIOLATION FOUND	No violation was found during an inspection.
RL-CANCELLED	The inspection was cancelled for some reason.  Usually another inspection will be scheduled.
RL-NO CONSENT FORM	The inspection was scheduled but a consent form was not provided for some reason - tenant refused to sign, tenant contact could not be made, etc.  Typically another inspection will be scheduled after consent form is provided or staff will pursue consent with tenant and if not obtained, then will seek an administrative search warrant to complete the inspection.
RL-NO SHOW	The owner or resident agent did not show for the inspection.  Usually another inspection will be scheduled and a fine assessed.
RL-PARTIALLY CORRECTED	Upon reinspection, some of the violation(s) cited have been corrected and others cited have not been corrected.  Another inspection is scheduled.
RL-VIOLATION CORRECTED	All violations are corrected and no reinspection is needed.
Inspection types:
RL-INITIAL PROGRAM INSPECTION	The first inspection required for all units new to the program.  This inspection will determine whether the unit, and all other units under a Licensees license, qualifies for the 3- or 6-year inspection thereafter.
RL-3-YEAR INSPECTION	The inspection required after the Initial Program Inspection when the unit did not qualify for the 6-year inspection incentive.
RL-6-YEAR INSPECTION	The inspection required after the Initial Program Inspection on a 6-year cycle when the unit qualifies for the inspection incentive.
RL-REINSPECTION	The follow-up inspection required if violations were found during an inspection of a unit.
Violation Status
ACTIVE	The violation found is in the process of being corrected by the owner.  A reinspection is required.
APPEAL	The owner has appealed the inspector’s citing of the violation to the Building Code Board of Appeals.
EXTENSION	The owner has requested, and staff has granted, an extension of time to correct the violation.
IN COMPLIANCE	The violation has been completely corrected.
PROSECUTION	The violation was not corrected within the identified time frame and staff has submitted the case to the Prosecutor’s Office.
Property Maintenance Code
PMC CASES	Property Maintenance Code (PMC) cases are those enforcement cases consisting of violations of the PMC that are observed during a rental inspection but are not part of the rental program and do not count against the incentive element of the rental program.  They are tracked to provide a more comprehensive indication of the health of the housing stock.

Rental License Program Summary Report – YTD

Report 1: Active Licenses – New and Renewed

*Reports data at a point in time (month’s end)

Report 2: Number of Licenses – Total New and Renewed

*Reports data at a point in time (month’s end)

Report 3a: Number of Units Inspected by Inspection Type by Inspection Result – Monthly

Report 3b: Number of Units Inspected by Inspection Result – Monthly

Report 3c: Number of Units Inspected by Inspection Result – YTD

Report 3d: Number of Units Inspected by Inspection Type – YTD

Report 4a: Number of Violations Found by Status – Monthly

*Reports data at a point in time (month’s end)

Report 4b: Number of Violations Found by Status – YTD

*Reports data at a point in time (month’s end)

Report 5a: Violations per Unit by License Type – Monthly

Report 5b: Violations per Unit – YTD

Report 6a: Active Violations by License Type – Monthly

*The 6 violations between 61-90 days are all part of one rental license involving one unit. All 6 of the violations were given an extension due to extenuating circumstances.

Report 6b: Active Violations – YTD

*The 6 violations between 61-90 days are all part of one rental license involving one unit. All 6 of the violations were given an extension due to extenuating circumstances.

Report 6c: # of Units with Active Violations – Monthly

*The unit with violations between 61-90 days was given an extension due to extenuating circumstances.

Report 6d: # of Units with Active Violations – YTD

Report 7a: Top 10 Violations found – Monthly

Report 7b: Top 10 Violations found –YTD

Report 8a: Number of Licenses sent to Prosecution, served with a Warrant, Revoked, put on Probation, Appealed (Monthly)

*Will be included in future months as data accumulates.

Report 8b: Number of Licenses sent to Prosecution, served with a Warrant, Revoked, put on Probation, Appealed (YTD)

*Will be included in future months as data accumulates.

Report 9a: Total Fees Collected by Fee Type – Monthly

Report 9b: Total Fees Collected by Fee Type – YTD

Report 10a: # of Property Maintenance Code (PMC) Cases generated from Rental Inspections – YTD

Report 10b: Top 10 PMC violations generated from Rental Inspections – Monthly

Report 10c: Top 10 PMC violations generated from a Rental Inspection – YTD