HomeMy WebLinkAbout09-Code Enforcement
e CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Date: March 15, 2007
Subject: Resolution of the Mayor and
Common Council of the City of San
Bernardino Approving the Code
Enforcement Department's Volunteer
Program and acknowledging that the City
will provide said volunteers with worker's
compensation coverage while they are
providing services for the City.
From: Glenn Baude, Director
Code Enforcement
Dept: Code Enforcement
MICC Meeting Date: April 2, 2007
Synopsis of Previous Council Action:
April 17 , 1991: Mayor and Common Council Resolution No. 91-130 declaring that
volunteers shall be deemed to be employees for the sole purpose of providing workers'
compensation coverage while providing their services.
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Recommended Motion: That the Mayor and Common Council adopt the attached
resolution approving implementation of the Code Enforcement Volunteer Program.
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Contact person: .. M..ri.."".. MiIIig.."
Phone: ~R<l_"Q7n
Supporting data attached:Sample Application Packet Ward: All
FUNDING REQUIREMENTS: Amount: NIA
Source: (Acc!. No.)
(A~rt n~c:,...rirtinr:')
Finance:
Council Notes:
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Agenda Item No. -9
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subject: Approval of the Code Enforcement Department's Volunteer Program
Background:
The Code Enforcement Department has been developing a Volunteer Program. This program is
intended to be a proactive inspection program and is modeled after similar successful programs
in other cities. We anticipate that the program will start with 8-10 volunteers who will be
required to participate in an approximately week-long (40 hours) training program. Once they
have gone through the training program, the volunteers will be paired up into teams. No team
will be assigned to an area in which they live or have a real or potential conflict of interest. Each
volunteer will be provided with a Code Enforcement Uniform shirt, a "spare" Code Enforcement
(marked) vehicle, a cell phone (per team) and a checklist form for documenting violations. Each
team will be assigned a specific area for proactive inspection. However, they will not have
authority to issue citations and they will be instructed and trained that they are not authorized to
go onto private property. Any violations must be observed from their car.
Once a team has documented potential violations, they will record the violations on their
checklist and upon completion of their "toUr", will return to the office where a letter will be
generated advising the resident of the violations and what needs to be done to remedy the
violation. Upon reinspection by the volunteer team, if the violations still exist, the case will be
sent to the appropriate Code Enforcement Officer to handle as they would any complaint
received by the Department.
A copy of the proposed "Volunteer Application" package is attached hereto as Exhibit "A." All
Volunteers will be required to have their fingerprints scanned and to show proof of a valid
California Driver's License as they will be driving a City vehicle. The package also includes a
sample inspection report and sample notice of violation letter that the volunteers will be using.
The Department is also establishing a pilot project for inspections of Single Family Rentals
("SFR's) in the California Garden Area (the "Area"). The Are.a was chosen because it has a
good mix of older rental housing stock and riewer rental housing stock and has an estimated 176
SFR's. The Area is bounded by Baseline at the South, California on the West, Highland on the
North and the City limits on the East. At this time, no fee would be charged, as it is not feasible
to estimate the actual staff time that will be required for such a program.
In addition to the proactive duties described above, the Volunteers would be assigned to conduct
the "window survey" for the SFR Inspection pilot project which would significantly reduce the
financial impact on the Department in implementing the pilot SFR Inspection Program.
The Volunteers and Officers conducting the SFR inspections in the Area will be keeping a time
log for each SFR inspected pursuant to the pilot project so that upon completion of SFR
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inspections in the Area, (anticipated 6 months), the Department will have an accurate accounting
of the actual time expended and costs incurred by the Code Enforcement Staff on which to base a
proposed inspection fee should a City-wide SFR Inspection Program be implemented. It is not
expected that the Department will have the necessary number of Volunteer Teams to conduct a
City-wide survey ofSFR's. However, by using the Volunteer Teams to conduct the initial
survey in the Area the Department will have more accurate information regarding actual time
that will be spent by regular City Code Officers on which to base the inspection fee if a City-
wide program is established. At that time, staff will report back to the Mayor and Common
Council regarding the SFR pilot project.
The Volunteer program is before the Mayor and Common Council because of the potential for an
increased liability exposure for worker's compensation liability claims. In 1991, the Mayor and
Common Council adopted Resolution No. 91-130, a copy of said resolution is attached hereto as
Exhibit "B" for your convenience. This Resolution provides that all volunteers, work-study and
interns will be deemed to be employees of the City for the purpose of providing workers'
compensation coverage for the volunteers, work-study and interns while they are providing
volunteer services for the City. Currently the City has numerous volunteer positions, including
but not limited to, numerous positions with the Police Department
(i.e., their Citizen's Patrol program) and various positions in the Parks and Recreation
Department.
Since the Code Enforcement Volunteers would be covered under this Resolution and worker's
compensation coverage provided to them while they are providing volunteer services for the
Code Enforcement Department, the Department is seeking Council approval of this program.
Please note that according to Rhonda Haynes, the City's Workers' Compensation Manager, the
City has had no workers' compensation claims from the Police volunteers and only I claim from
a Parks and Recreation volunteer. Based on this historical data, it would not appear that adding a
volunteer program for the Code Enforcement Department would appreciably increase the City's
exposure to additional workers' compensation claims.
This Volunteer Program has the potential for significantly increasing the Department's proactive
enforcement activities which translates into a greater impact on the beautification goals of the
Department and the City. Therefore, staff recommends Council approval of this program.
Financial Impact:
Approximately $5,000.00 per year for additional gas, printing digital photographs and other
miscellaneous costs that are already included in the Department's budget.
Recommendation: Adopt resolution approving implementation of the Code Enforcement
Volunteer Program.
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RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO APPROVING THE CODE ENFORCEMENT DEPARTMENT'
VOLUNTEER PROGRAM AND ACKNOWLEDGING THAT THE CITY WIL
PROVIDE SAID VOLUNTEERS WITH WORKER'S COMPENSATION COVERAG
WHILE THEY ARE PROVIDING SERVICES FOR THE CITY.
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WHEREAS: On April I?, 1991, the Mayor and Common Council adopted Resolutio
No. 91-130 declaring that volunteers would be deemed employees of the City for the purpose 0
providing workers' compensation coverage for volunteers while they are providing services fo
the City; and
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WHEREAS: Implementation of a Volunteer Inspection Program will enable the Cod
Enforcement Department to be more proactive in accomplishing City goals of beautifying th
City and reduce the financial impact on the Code Enforcement Department for the pilot progr
for Single Family Rental Housing Inspections.
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BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CIT
13 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The Code Enforcement Department's Volunteer Program is
approved.
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SECTION 2. Pursuant to Resolution 91-130, all volunteers in this Program shall b
deemed employees for the sole purpose of providing the volunteers with worker's compensatio
coverage while the volunteers are providing services for the City.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO APPROVING THE CODE ENFORCEMENT DEPARTMENT'
VOLUNTEER PROGRAM AND ACKNOWLEDGING THAT THE CITY WIL
PROVIDE SAID VOLUNTEERS WITH WORKER'S COMPENSATION COVERAG
WHILE THEY ARE PROVIDING SERVICES FOR THE CITY.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an
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Common Council of the City of San Bernardino at a
meeting thereof, held on th
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day of
,2007, by the following vote, to wit:
9 Council Members:
NAYS
ABSTAIN ABSENT
AYES
10 ESTRADA
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BAXTER
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BRINKER
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DERRY
e 15 KELLEY
16 JOHNSON
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MCCAMMACK
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Rachel G. Clark, City Clerk
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The foregoing resolution is hereby approved this
day of
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2007.
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Patrick J. Morris, Mayor
City of San Bernardino
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Approved as to Form:
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CITY OF SAN BERNARDINO
CODE ENFORCEMENT DEPARTMENT
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VOLUNTEER APPLICATION
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VOLUNTEER APPLICA nON PACKET
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Please complete the enclosed forms and return to Robert Houts, Supervising Code Officer and
Volunteer Coordinator. You will be provided with a copy of the completed packet.
CODE ENFORCEMENT VOLUNTEER APPLICATION: Must be complete, signed and
dated.
VOLUNTEER REQUIREMENT & DUTIES: Read, sign and date.
CODE ENFORCEMENT VOLUNTEER POLICIES & PROCEEDURES: Read, sign and
date.
ACKNOWLEDGEMENT OF RECIEPT OF VOLUNTEER POLICY MANUAL: Read,
sign and date.
NOTICE OF CONFIDENTIALITY OF DEPARTMENT INFORMATION: Read, sign and
date.
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ACKNOWLEGEMENT OF AT-WILL VOLUNTEER: Read, sign and date.
FINGERPRINTS: Upon acceptance into the Volunteer Program, you will be required to have
your fingerprints scanned at the Police Department located at 701 N "D" Street, San Bernardino,
California. The Volunteer Coordinator will provide you with a "Live Scan Request." This
form is required for a waiver of the standard fee. The Police Department's schedule for
fingerprints is on Wednesdays from 10 a.m. to 2 p.m. A copy of the live scan form should be
given back to you to return to the Volunteer Coordinator.
SAMPLE INSPECTION REPORT: Informational Only
SAMPLE NOTICE LETTER: Informational Only
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CITY OF SAN BERNARDINO
CODE ENFORCEMENT-VOLUNTEER
APPLICATION
DATE
c
NAME
LAST
FIRST
MIDDLE
DATE OF BIRTH:
SOCIAL SECURITY #
ADDRESS
ADDRESS
City
STATE
ZIP CODE
PHONE NUMBERS
HOME
WORK OR CELL
DRIVERS LICENSE
NUMBER
STATE
EXPIRES
DRIVING RESTRICTIONS?:
VEHICLE INSURANCE
NAME OF COMPANY
POLICY NUMBER
HAS YOUR DRIVER'S LICENSE EVER BEEN SUSPENDED, REVOKED, OR PLACED
ON NEGLIGENT OPERATOR'S PROBATION?
YES _NO _IF YES, PLEASE EXPLAIN:
PRESENT OCCUPANTION HOW LONG
RETIRED . IF SO, PLEASE LIST OCCUPATION PRIOR TO RETIREMENT
NAME AND ADDRESS OF EMPLOYER
SUPERVISOR
PHONE
LIST SKILLS, EXPERIENCE, TRAINING & EDUCATION THAT COULD ASSIST YOU
WITH THIS VOLUNTEER PROGRAM.
DO YOU SPEAK, READ AND/OR WRITE SPANISH?
FLUENT?
HAVE YOU EVER BEEN EMPLOYED BY THE CITY OF SAN BERNARDINO?
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IF SO WHAT DATES AND DEPARTMENT?
SUPERVtSORlDEPARTMENT HEAD
LIST 2 PERSONEL REFERENCES THAT YOU HAVE KNOWN FOR MORE THAN ONE
YEAR:
1.
NAME
PHONE NUMBER
ADDRESS
YEARS KNOWN
2. NAME
PHONE NUMBER
ADDRESS
YEARS KNOWN
YOUR PATICIPATION IS CRITICAL FOR THIS PROGRAM TO WORK.
ARE YOU INTERESTED IN FIELD WORK ONLY (Still includes paperwork)?
ARE YOU INTERS TED IN OFFICE WORK ONLY?
ARE YOU INTEREST IN BOTH FIELD AND OFFICE WORK?
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IF INTERESTED IN FIELD WORK:
CAN YOU ATTEND 40 HOURS OF TRAINING?
CAN YOU VOLUNTEER 8 HOURS (4 hrs/day 2 days/month) A MONTH?
CAN YOU ATTEND A MONTHLY MEETING?
IF INTERESTED IN OFFICE WORK:
CAN YOU ATTEND 10-20 HOURS OF TRAINING?
CAN YOU VOLUNTEER 8 HOURS A MONTH?
CAN YOU ATTEND A MONTHLY MEETING?
WHY DO YOU WANT TO BECOME A VOLUNTEER FOR THIS PROGRAM?
CAN YOU VOLUNTEER FOR MORE THEN 8 HOURS A MONTH?
e IF SO, HOW MANY TOTAL HOURS PER MONTH?
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EMERGENCY CONTACT NAME:
PHONE RELATIONSHIP
ADDRESS
PLEASE DESCRIBE ANY PHYSICAL LIMITATIONS YOU MAY HAVE THAT COULD
AFFECT YOUR ABILITY TO PERFORM THE FUNCTION OF A VOLUNTEER?
DO YOU HAVE ANY MEDICAL PROBLEMS THAT THE DEPARTMENT SHOULD BE
AWARE OF WHILE YOU VOLUNTEERING?
YES _NO _IF YES, PLEASE EXPLAIN:
HAVE YOU BEEN ARRESTED OR CONVICTED OF ANY OFFENSE OTHER THAN A
MINOR TRAFFIC VIOLATION?
YES _NO _IF YES, PLEASE EXPLAIN:
I hereby authorize the City of San Bernardino to initiate a record check prior to my acceptance
as a volunteer. I understand that the department has a "NO FEEDBACK" policy and that I will
not be privy to any information revealed during the course of the background investigation:
Any false statement, either written or verbal, will cause the applicant's name to be removed from
consideration for this volunteer program and will be cause for immediate release if an
appointment has been made.
I hereby certify that to the best of my knowledge, that all the enclosed itiformation in this
document is true and correct.
SIGNATURE
DATE
BELOW FOR OFFICE USE ONLY
APPROVED FOR INTERVIEW BY
DATE
APPROVED FOR APPOINTMENT BY
DATE
APPOINTMENT DATE
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CITY OF SAN BERNARDINO
CODE ENFORCEMENT-VOLUNTEER
REQUIREMENTS & DUTIES
REQUIREMENTS
. MUST BE AT LEAST 21 YEARS OLD
. MUST NOT HAVE ANY MISDEMEANOR OR FELONY CRIMINAL CONVICTIONS
OR ANY SERIOUS MOTOR VEHICLE VIOLATIONS
. RESIDE, WORK OR HAVE A STRONG PERSONAL INTEREST IN THE CITY OF SAN
BERNARDINO
. MUST BE IN GOOD HEALTH AND ABLE TO LIFT UP TO 20 LBS.
. MUST SUCCESSFULLY COMPLETE AN ORAL INTERVIEW
. MUST HAVE A VALID CALIFORNIA DRIVERS LICENSE
. MUST HAVE PROOF OF VEHICLE INSURANCE
. MUST BE ABLE TO COMPLETE ORENTATION AND TRAINING
. MUST BE ABLE TO COMPLETE OFFICER SAFETY TRAINING
. MUST BE ABLE TO PERFORM ASSIGNMENTS AS ASSIGNED
. MUST BE ABLE TO COMPLY WITH ALL CITY AND CODE ENFORCEMENT
GUIDELINES AND POLICIES
. MUST BE ABLE TO WORK A MINIMUM OF 8 HOURS A MONTH INCLUDING
TRAINING
. MUST ATTEND MONTHY MEETINGS
. MUST BE ABLE TO WRITE LEGIABL Y
. MUST BE ABLE TO READ AND FOLLOW MAPS
. MUST BE ABLE TO DEAL COURTEOUSLY AND TACTFULLY WITH THE
GENERAL PUBLIC
ABILITY TO SPEAK AND READ SPANISH IS DESIRABLE
DUTIES
. ASSIST WITH CODE ENFORCEMENT DUTIES AS ASSIGNED BY DIRECTOR
. PERFORM PROACTIVE INSPECTlONS ASSIGNED BY VOLUNTEER
COORDINATOR
. PREP ARE INSPECTION REPORTS TO IDENTIFY VIOLATIONS OBSERVED
DURING INSPECTION ASSIGNMENTS
. IDENTIFY AND REPORT HAZARDOUS CONDlTlONS TO VOLUNTEER
COORDINATOR
. ASSIST IN COMMUNITY EVENTS AS ASSIGNED
. ASSIST AND REPORT CONCERNS FROM NEIGHBORHOOD ASSOCIATION AND
ACTION GROUPS
. PERFORM FOLLOW UP INSPECTIONS TO DETERMINE COMPLIANCE
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CITY OF SAN BERNARDINO
CODE ENFORCEMENT DEPARTMENT
VOLUNTEER
POLICIES & PROCEEDURES
I.
WELCOME!
Thank you, for participating in the Volunteer Code Enforcement Program. You have
joined an innovative inspection program to conduct proactive inspections assigned by a
Volunteer Coordinator. With your help we hope to enhance this Department's efforts to
correct property maintenance issues before they become bigger problems. Your
commitment, time and energy to help improve quality of life issues and make San
Bernardino a better place to live is important and appreciated.
II. VOLUNTEER INTRODUCTION
With the assistance of community leaders and neighborhood homeowner associations,
we have developed this volunteer program which provides you an opportunity to playa
role in the improvement and preservation of our City neighborhoods.
Volunteers support the goals and efforts of the Director of Code Compliance to enhance
neighborhoods within the City of San Bernardino. Volunteer will be responsible for
conducting proactive visual inspections of property from the public right-Of-way in
specific areas as assigned by the Volunteer Coordinator. This is a brand-new program,
and any input and ideas to help make this work is appreciated.
III. PURPOSE AND GOALS
The Code Enforcement Department has been changing to meet the ever-changing
needs of the community. Your assistance will allow proactive, curbside enforcement
that can have a dramatic impact on our community. The Department's goal for this
program is to achieve vOluntary compliance from property owners and to correct small
problems before they become major nuisances.
IV. THE APPLICATION PROCESS.
.. A. Basic ADDlication
As in any well regulated organization, basic information must be obtained from all
eligible applicants. The application form that has been devised for the San Bernardino
Code Enforcement Department Volunteer Program is designed to obtain a minimum of
necessary basic history concerning the person seeking a position. All persons involved
in the application process will be particularly careful to respect the confidentiality of the
information provided by the applicant. No information will be made available to other
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volunteers or employees of the Department or other persons not entitled by law to have
access to such information.
B. Qral Interview
Upon completion of the written application, each applicant will be interviewed by the
Volunteer Coordinator and/or other designated Department employees. Based on the
written application and interview, a determination as to the applicants' qualifications for
a volunteer position will be made.
C. PhotoaraDh
All applicants successfully completing the oral interview will be photographed for
identification, card purposes.
D. FinaerDrintina
All successful applicants are required to have their fingerprints scanned and appropriate
law enforcement agencies will be queried to determine the criminal history of the
applicant to include a DMV check.
E.
At-Will Acknowledaement
All Volunteers donate their services free and serve the Department of their own free will
and are not subject to any employment benefits except as speCified herein. Applicants
will be required to sign an "Acknowledgement of At-Will" form.
V. CHAIN OF COMMAND
The Volunteer Coordinator shall be responsible for the overall supervision of the
Volunteer Program. The organization chart attached as Exhibit "A" illustrates the chain
of command for the Department. In general, any complaints, suggestions, issues or
problems should be discussed with the Volunteer Coordinator before proceeding to the
next level in the chain of command.
VI. TRAINING
Each Volunteer is required to attend an orientation training program. This program will
include an overview of the most common violations of the San Bernardino Municipal
Codes and the actions necessary to correct those violations. The training will also
include Volunteer safety, required documentation and Constitutional protections such as
the expectation of privacy. Each Volunteer will then be required to participate in a ride
along with the Volunteer Coordinator. The volunteer will also be required to attend
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monthly meetings to review policies, procedures and talk about concerns of the
Volunteers.
VII. WORK HOURS
The success of this program is dependent upon the commitment of you, the Volunteers.
Volunteers must be able to attend monthly training meetings and commit to a minimum
of 8 hour per month. Volunteers will be assigned to a team and each team will be
assigned a shift. If a Volunteer cannot make an assigned shift, it is their responsibility
to call the Volunteer Coordinator as soon as possible so the Volunteer Coordinator can
attempt to fill the shift. Remember, if you do not report for your assigned shift, your
teammate will not be able to fulfill their duties either. A total of three (3) unexcused
absences may warrant termination from the program.
VIII. UNIFORMS
All Volunteers are required to wear work uniforms while conducting City business,
unless otherwise authorized by the Volunteer Coordinator. Each Volunteer will be
provided with a polo shirt with the City Seal displayed on the left upper front portion of
the shirt with the words "Code Enforcement" directly below the City Seal. Shirts are to
be worn tucked in at the waistline of the pants. Volunteers may also wear a white or
complimentary colored long sleeve shirt under their uniform shirt.
Uniforms may be worn enroute to and from work assignments. However, any prolonged
stops, while in uniform should be avoided. Remember uniforms or identification badges
shall not be worn at any other time than while on duty.
IDENTIFICATION
Volunteers will be issued a photo identification card. The card is to be attached to the
front of the uniform in a visible location.
The photo identification card will not be used to obtain any favorable treatment,
gratuity, or service. Violation of this rule may lead to direct dismissal from the program.
The identification card is the property of the City. Immediately report its loss, theft or
misplacement.
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IX. G-=NERAL RULES AND REGULATIONS
A. Volunteers shall:
1. Display professionalism with other Volunteers, City employees and the public.
Employees and Volunteers are expected to present themselves in such a way
as to reflect favorably on the City and particularly, this Department.
2. Report any accident and/or injury to the Director, Deputy Director and/or the
Volunteer Coordinator immediately.
3. Report any serious health, safety or hazardous condition violations to the
Volunteer Coordinator immediately.
4. Wear proper work attire. Clothes and uniforms should be clean, neat and
presentable, shoes must be closed-toe and have a good tread. If uniforms
are provided they must be worn while performing Volunteer duties..
S. Work only in areas assigned to you by the Director and/or the Volunteer
Coordinator. If a conflict of interest (perceived or real) arises, inform the
Director and or Volunteer Coordinator.
6. Exterior inspections of property from the pUblic right-of-way.
7. Use common sense to determine if a violation exists. Please remember -
reports of a violation without you seeing them cannot be used.
8. Submit complete and legible rep'orts. Collect enough facts to either confirm or
deny if a violation exists. Remember, copies of your report will be issued to
violators.
9. There shall alwavs be two volunteers in a patrol unit at all times. There will
be no exceptions to this rule and the Volunteers will not separate at any time
while on duty.
10. Volunteers are responsible for providing and keeping contact and emergency
contact information current. Changes to this information should be provided
to the Volunteer Coordinator as soon as possible.
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1. Jeopardize your personal safety, if you feel threatened, back away and refer
to the issue to the Volunteer Coordinator.
2. Use the program for personal gain or vendetta. (real or perceived)
3. Work alone. Volunteers are required to work in two member teams at all
times when out in the field.
4. Violate a person's right to privacy, their expectation of privacy or any other
actions that may violate their Constitutional rights.
S. Go onto private property, all violations must be observable from the public
right-of-way.
6. Climb on fences, lift coverings and/or attempt to expose items to investigate.
All violations must be in plain view from the public right of way.
7. Attempt to correct or repair any violations on any property
8. Smoke in any City building, vehicle, or when dealing directly with the public.
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9. Discuss any City or Departmental issues with the public unless approved by
the Director and/or the Volunteer Coordinator, many issues may be
confidential.
10. Allow anyone, other than a City employee to ride in or drive your personal or
City vehicle while performing Volunteer duties.
l1.Absolutely fiO WEAI:'Ol'tS of any kind may be carried by an Volunteer while
on duty.
12. The use of alcohol, drugs, or prescribed medication that may impair
performance, is prohibited.
13. If you are asked a question and do not know the answer, just say so. It is far
better to not give out wrong information. You can always find out the
answer and get back to the person at a later time.
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X. trrv EQUIPMENI
City communication equipment and software, accessed either from an office or any
other location, is to be used for official City business purposes.
The term "communication equipment and software" shall mean any city office
equipment and/or software used as a basis for communication. Communications
equipment and software includes, but is not limited to, Police portable radios ("HT's"),
telephone (including voice-mail), cellular phone, fax machine, copy machine, office
automation equipment (computer terminals or personal computers, including laptops)
and communications software applications such as electronic mail and access to the
internet.
In general, tools, equipment and vehicles are to be properly maintained, utilized and
protected. The management, care and protection of all tools and/or equipment issued
or assigned to a Volunteer and/or placed in or on a vehicle (for which the Volunteer is
assigned) are the responsibility of the Volunteer. A Volunteer may be responsible for
the loss of such items when it is determined that the loss was due to the negligence of
the Volunteer. City tools or equipment can only be utilized for City work.
Prohibited uses of the communications equipment and software include, but are not
limited to the following: political activities, religious activities, illegal activities,
unauthorized access to systems, software or data, threats, harassment, defamation,
and access to, or communication of, material or graphic images which are abusive,
threatening, obscene or profane.
XI. CELL PHONES
Each Volunteer Team will be provided a cell phone for use in the field. Volunteers shall
keep the cell phone on and with them at all times while conducting City business.
Damage to or malfunction of a cell phone should be reported to the Volunteer
Coordinator immediately. If the cell phone is damaged or lost, it is the responsibility of
the Volunteer Team to inform the Volunteer Coordinator immediately. The Volunteer
may be held responsible for the replacement costs of the cell phone.
XII. VEHICLE ASSIGNMENTS
VolunteerTeams will be provided with a City vehicle to be used for fieldwork. The
Volunteer Coordinator will provide assign the Team a vehicle at the start of their shift
(the "Assigned Vehicle"). The Assigned Vehicle shall be the responsibility of the
Volunteer Team.
Each Team shall complete a Vehicle Inspection Report before driving the Assigned
Vehicle and upon conclusion of their shift. Assigned Vehicles will be equipped with
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necessary forms and equipment. Volunteers should notify the Volunteer Coordinator
whenever they notice that any forms or equipment needs to be replenished.
. Volunteers are responsible for providing their own transportation to and from their
designated assignment.
Volunteers will not be required to use their personal vehicles in the performance of their
duties and they will not be reimbursed for any expenses incurred as a result of doing so
on their own.
A. Vehicle Check-Out Procedures
1. Walk around the vehicle and check for exterior damage to the body of the
vehicle. Immediately report any damage.
2. Once inside check the operation of all instruments including the window
washer and wipers, turn signals, and all lights.
3. After completing your shift, make sure all lights and radio switches are turned
off so that there is no battery drain.
4. Make sure that the driver has logged both mileage and has signed the
inspection report.
S. All vehicle maintenance issues should be reported immediately to the
Volunteer Coordinator.
B. General Vehicle Rules:
1. When operating the vehicle, each volunteer is considered a representative of
the Department.
2. All Volunteers will be courteous at all times.
3. Defensive driving is safe driving and shall be practiced at all times.
. 4. The affiliation with the Police Department does not grant any special
privileges to the driver. Drivers must obey all traffic laws including time limit
parking, red zones, loading zones, etc.
S. If the Team must leave the vehicle, windows shall be rolled up, the doors
locked, and emergency brake set.
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6. Seat belts will be worn by all occupants whenever inside the vehicle.
7. All drivers must have in their possession a valid California Drivers Ucense.
8. Any act you commit that is unlawful or not within the guidelines of this
program will leave you personally liable and you will. not be represented by
the City of San Bernardino.
C. Prohibitions
Employees shall not use City vehicles for:
1. Transportation of members of the public, including but not limited to friends
and/or family.
2. Personal transportation, except that Employees may use a City Vehicle when
they go to lunch directly from City business.
3. Travel to and from home when not approved by Management
4. Travel outside City limits except when the full performance of duty requires it,
or unless specifically authorized to do so by Management.
5. Transporting passengers in the cargo space of any vehicle is strictly
prohibited. Passengers are to be transported only when properly secured in
the passenger seat of a City vehicle. The maximum number of passengers
who can be safely transported (each passenger having his/her own working
seatbelt) will not be exceeded under any circumstances.
Individuals who are not City employees are expressly prohibited from operating a City
vehicle.
Volunteers are prohibited from fueling private vehicles from the City's fuel pump.
No smoking is allowed at any time in any City vehicle.
XIII. VOLUNTEER DUTIES
A. Proactive InsDections
Each Volunteer will be assigned to an inspection team and asked to inspect specific
areas as assigned by the Volunteer Coordinator. Each team will be asked to perform
proactive inspections within their assigned area. Volunteer must nm..work alone while
in the field. Volunteers will conduct "Windshield Inspections" from the publiC right-of-
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way. For safety reasons, we ask that Volunteers do not leave their vehicle to conduct
inspections unless you are directed to do so by the Director, Deputy Director and/or
Volunteer Coordinator.
B. Stay in Assianed areas
The Volunteer Coordinator will assign each Volunteer Team to a specific area of the
City. Please advise the Volunteer Coordinator of any conflict of interest either real or
perceived, as soon as you become aware of the conflict. It is required that you do not
go outside your assigned area without prior approval from the Volunteer Coordinator.
This will not only help keep you safe, but prevent overlapping coverage.
C. ReDOrts
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Each Team will be responsible for all of their own inspection reports. Each report will
require the date of inspection, the property address and the Volunteer Team's assigned
number, the violations observed on the property and the action necessary to correct
each violation. At the end of each shift, reports must be submitted to the Volunteer
Coordinator or the appropriate Department Staff. Remember: Copies of this report
may be sent to the property owner and/or the resident at the property. Therefore, it is
important that the reports be legible, accurate and that it contains a complete
description of all violations and remedies required.
D. Follow-UD
In most cases, Volunteers will be asked to follow up on their own cases and determine
if additional action is required. Follow-up inspection reports must be dated and any
changes in the condition of the property including any new violations that may be
present must be noted. If additional action is required, the Volunteer Coordinator will
refer the case to the Code Enforcement Officer assigned to the area.
XIV. CONFIDENTIALITY
All Volunteers are required to sign a Confidentiality of Departmental Information Policy
("Confidentiality Policy") to acknowledge their understanding of this Policy. Maintaining
the confidentiality of information shared with you in the.course of your work is key to
maintaining trust and respect, and in developing credibility with co-workers, volunteers
and the general public. Volunteers should exercise good judgement when discerning the
confidential nature of the information they receive. Information of a personal nature
regarding interpersonal relationships, family dynamics, finances, and legal issues of
others should never be the subject of gossip, rumor or conjecture among employees or
with members of the public.
e How do 1 know when to keep information 1 receive confidential?
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tit . If there isn't a sound business reason for repeating the information, then keep it
confidential.
. If the information you are about to share was about you, would you want it
repeated to others? If the answer is "no", then keep it confidential.
. If the only reason for repeating the information is for self-interest, then keep it
confidential.
. If the information concerns the discipline or performance evaluation of a fellow
employee, keep it confidential.
How do rknow when r should tell someone about confidential information r
receive?
. If not telling would allow someone to harm themselves or someone else.
. If not telling would allow an accident, crime, injury, or damage to happen to a
person or property.
. If not telling would mean that a Department/Division policy, procedure or law would
be violated.
. When you have obtained permission from the customer/co-worker to disclose
information or if you are required by law to disclose information (i.e. domestic
violence, suspected child abuse, etc.).
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The following practices are to be adhered to by all Volunteers:
. Never discuss or disclose confidential customer or employee information with
members of the public.
. Never give out a customer or co-workers home telephone number, address, social
security number or other personal data lNithout first receiving written permission by
the individual. .
. Make it a practice to discuss all confidential information in a location where you
cannot be overheard.
. When in doubt about the confidential nature of information or how to proceed with
such information always inform the Volunteer Coordinator immediately.
XV. WORKER'S COMPENSATION
Worker's Compensation coverage is provided for all Volunteers, however the coverage
does have both limitations and requirements that must be met prior to receiving any
coverage. Specific questions may be addressed by calling the Workers' Compensation
Division at (909) 384-5173.
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XVI. VOLUNTEER SAFETY
All Employees are expected to read and be familiar with the City's Injury and Illness
Prevention Program Manual ("IIPP Manual"). In general, all Employees are expected to
exercise common sense toward safe work practices.
Any injuries must be reported to the Director, Deputy Director and/or Volunteer
Coordinator immediately. The Volunteer Coordinator will ensure that the proper forms
and procedure for work related injuries are followed and completed.
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ACKNOWLEDGEMENT OF RECIEPT OF
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VOLUNTEER POLICY MANUAL
Each Volunteer of the Code Enforcement Department (the "Department") is provided with a
copy of the Policy and Procedure Manual (the "Volunteer Manual"). This Manual is to be used
as a key resource by the Volunteer throughout the term of his/her tenure as a volunteer for the
City of San Bernardino Code Enforcement Department. Although a copy of this Volunteer
Manual is provided to all Volunteers, it shall remain the property of the Department.
Violation of any policy or procedure contained in the Volunteer Manual may result in
disciplinary action up to and including dismissal.
By signing this Acknowledgement, I acknowledge that I am responsible for reviewing and
adhering to the Code Enforcement Department Volunteer's Policy and Procedure Manual.
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Print Name
Signature
Date
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CITY OF SAN BERNARDINO CODE ENFORCEMENT
DEPARTMENT
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NOTICE OF CONFIDENTIALITY OF DEPARTMENT INFORMATION
Maintaining the confidentiality of information shared with you in the course of your work in the
Volunteer Program is key to maintaining trust and respect, and in developing credibility with
City employees, other volunteers and the general public. Volunteers should exercise good
judgement when discerning the confidential nature of the information they receive. Information
of a personal nature regarding interpersonal relationships, family dynamics, finances, and legal
issues of others should never be the subject of gossip, rumor or conjecture among employees,
other volunteers or with members of the public.
Volunteers shall not disclose or allow access to information contained in or obtained from the
Code Enforcement Department (the "Department"), which includes information retained by the
City, (collectively, the "City") unless such disclosure or access is authorized by law.
Volunteers shall not use any information obtained from City sources or records for personal
gain or use.
Volunteers shall not disclose to anyone the fact or nature of any investigation or other
information regarding ongoing investigations or inspections obtained during the course of their
work for the Department.
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I have read and understand this Notice of Confidentiality.
Dated:
Signed:
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ACKNOWLEDGEMENT OF AT-WILL VOLUNTEER
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I, , acknowledge that I am an at-will
volunteer with the City of San Bernardino's Code Enforcement Department, without vested
property rights in my position as a volunteer. I may be terminated/released at any time, without
cause, and without right of appeal. .
Dated:
Applicant's Printed Name
Applicant's Signature
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CITY OF SAN BERNARDINO
CODE ENFORCEMENT-VOLUNTEER PROGRAM
INSPECTION REPORT
STREET ADDRESS:
INSPECTION DATE
TEAM #
A Volunteer Inspection Team noted the following Municipal Code violations on your property and the
action necessary to correct the violation. Please make all corrections within ten (10) days from the date of
inspection noted above. Your property will be re-inspected on or about the date noted below to verify
that the violations have been corrected. If the violations have not been corrected this case will be referred
to the Code Enforcement Department for further action which could result in the issuance of an
administrative or criminal citations and monetary fines. If you have any questions please contact Code
Enforcement at (909) 384-5205. Provide your property address and the Team Number when you call for
assistance.
SBMC 8.24.210 (B)-REFUSE CONTAINERS IN SIGHT FROM PUBLIC RIGHT -OF - WAY,
SBMC 12.32.030-LACK OF REQUIRED ADDRESS ON BUILDING
SBMC 15.24.040/050(A)(I)- LACK OF LANDSCAPING
SBMC 15.24.040/050(A)(2)- UNMAINTAINED LANDSCAPING
SBMC 15.24.040/050(A)(3)- WEEDS, DRY BRUSH & OVERGROWN VEGETATION
SBMC 15.24.040/050(A)(4)- TRASH, DEBRIS & IMPROPERLY STORED ITEMS
SBMC 15.24.040(A)(5)- VEHICLE ON UNIMPROVED SURFACE
SBMC 15.24.050(A)(5)- VEHICLES ON UNIMPROVED SURFACE & NON-OPERATIONAL
VEHICLE STORAGE (COMMERCIAL/MUL TI FAMILY RESIDENCES)
SBMC 15.24.040(A)(6)- NON-OPERATIONAL VEHICLES
SBMC 15.24.050(A)(6)- OCCUPIED VEHICLES (COMMERCIAL/MULTI FAMILY
RESIDENCES)
SBMC 15.24.040/050(A)(7)- STRUCTURE REQUIRES REPAIR
SBMC 15.24.040/050(A)(8)- DRIVE WAY REQUIRES REPAIR
SBMC 15.24.040/050(A)(9) - GRAFFITI
REFER TO CODE ENFORCEMENT FOR ADDITIONAL FOLLOW UP
APPROXIMATE REINSPECTED DATE
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Volunteer Inspection
Program
March 9, 2007
xx
XX
XX
RE: XX
Parcel XX
Team #
Volunteer Coordinator: Robert Houts
Dear Owner(s):
A Volunteer Inspection Team recently performed proactive inspections as part of a
neighborhood enhancement program. It is our hope that with your help we can make a
dramatic impact on the appearance of our community and improve the quality of life for
the citizens who reside in your neighborhood and throughout the City.
During an inspection, of your property, a violation(s) of the City's property maintenance
standards was noted. SEE ATTACHED INSPECTION REPORT FOR A
LIST/DESCRIPTION OF THESE VIOLATION(Sl: We request that you correct these
violations within ten (10) days from the date of this notice. A re-inspection will be
conducted and ifthe violations have not been corrected and maintained, the City may
then initiate abatement proceedings, issue administrative citations and/or criminal
prosecution to enforce compliance with the City's property maintenance standards.
If you have any questions, please contact our office at (909) 384-5205. Please be
prepared to provide the property address and Team No.
Your assistance in supporting the Code Enforcement Department to maintain the safety
and appearance of our city is greatly appreciated. You may contact me at the above
referenced phone number if you require assistance.
Sincerely,
Volunteer Coordinator
RH:rh
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-..... - ---. __,
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RESOLUTION
NO. 91-130
RESOLUTION OF THE CITY OF SAN BERN1IRDINO, DECLAIUNG THAT
VOLUNTEERS, WORlC-STUDY AND INTERNS SHALL BE DIENED TO BE
EMPLOYEES OF THE CITY FOR THE PURPOSE OF PROVIDING WORlaRS'
COMPENSATION COVERAGE FOR SAID VOLUNTEERS, WORK-STUDY AND
INTERNS WHILE PROVIDING THEIR SERVICES.
WHEREAS the City of San Bernardino utilizes the services
of unpaid volunteers, work-study and intern in positions
within a number of its departments; and
WHEREAS Section 3363.5 of the California Labor Code
provides that a person who performs voluntary service without
pay for a public agency as designated and authorized by the
11 governing body of the agency or its designee, shall, upon
12 adoption of a resolution by the governing body of the agency
13 so declaring, be de.med to be an employee of the agency for
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the purpose of Division 4 of said Labor Code While performing
such services; and
WHEREAS Section 3363.5
of the Labor Code defines
"voluntary service without pay" to inclUde those services
performed by any person who receives no remuneration other
19 than meals, transportation, lodging or reimbursement for
20 incidental expenses; and
21 WHEREAS the Kayor and Common Council wish to extend
22 Workers' Compensation coveraqe as provided by State law to
23 those persons providing voluntary services wi thout pay work-
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study and intern services to the city;
NOW, THEREFORE, BE IT RESOLVED by the Mayor and CO!lllfton
Council of the city of San Bernardino, as follows:
That persons who perform voluntary aervice without pay,
work-stUdy and interns be deemed ~o be employees of the City
of San Bernllrdino for . the purpose of Workers' Compensation
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VOrk-.t:W!y and interntl be ct....s to be _ployaes of the City
of San Barn.rdino for tha purpose of Workers' Comp.ns.tion
~~un~
~mf1ttS
coverage .s provided in Division 4 of tha Labor Code While
performing such service. This does not make a yolunt.ar, a
work-study and intern an employee of the City for any purpose
other than such coverage, nor grant nor enlarge upon any other
right, duty or responsibility of a volunteer, work-study and
intern.
The Workers' Compensation benefits to
volunteers, work-study and interns shall ba
be provided to
limited to the
benefits provided by state law .nd shall not include any
additional benefits as may be provided by City to its
employeas.
I HEREBY CERTIFY that the foreqoinq resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
15th day of
to with:
regular
meeting thereof, hald on the
, 1991, by the followinq vota
April
council Members:
AYES
NAYS
ABSENT
ESTRADA
RILEy
FLODS
MAUDSLEY
x
x
x
x
. x
x
x
x
x
C(~cL ?(r:o.~
City Clerk
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CI'I'V cF SAN BERN PAGE 83/83
83/8612887 16:88 9893B4!i~1__.~.._ .....4 .IJ4<U'n....._, WU1<A-I:!'!'UDY AND. INTERNS
SHALL BE O~D TO BE EMPLOyBES OF THE ~~~Y FOR THE PORPPSE OF
PROvIDING WOo . .!lRS I COMPENSATION COVERAGl. ..'OR SAID VOLUNTEERS,
WORK-STUDY AND INTERNS WHILE PROVIDING THEIR SERVICES.
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The foregoing
17th
day of Anril
Approved as to fo~ and
1eqa1 cont~t:
JAMES F. PENMAN
City ,tt.orney ,
By iid"'!.v~? )~;'".___
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