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HomeMy WebLinkAboutItem #39 - Discussion Item26 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorab ayo d DATE: FILE ;bers of a ity Comm' sion sueJECT:July 17th City Commission Meeting Discussion Item — Unsafe Structures FROM:Ia REFERENCES: ministrator/City Manager ENCLOSURES: At the Special CDBG Meeting, the Commission directed the administration to provide the current process for dealing with abandoned buildings. The process is ready for discussion during the July 171h meeting. #r1bJC/ City of Miami Building Department Unsafe Structures Procedures Unsafe Structures are structures that are open, vacant, abandoned or pose a life or health hazard, as per Section 8-5 of the Code of Miami -Dade County. COMPLAINTS/VIOLATIONS • Complaints are received from NET offices, citizens, other departments and agencies and entered in the Complaint Tracking System. • An inspector verifies the unsafe conditions reported. • If the complaint is unfounded, it is closed. • If the complaint is valid, a first warning letter is sent to the owner of record. A referral is also entered for NET action for unsecured properties through the City's Code Enforcement Board. • A fourteen -day compliance period is given. • A follow up inspection is conducted after fourteen days. • If there is compliance, the case is closed. • If non-compliance, a final notice of violation is sent via certified mail. The property is posted with an Unsafe Structures sign and a the notice of violation/pending lien is recorded in Miami -Dade County Clerk's office. • A follow-up inspection is scheduled and preparation begins to take the case before the Unsafe Structures Board if they do not comply by the given date. • Preparation entails a title search for notification of all interested parties. The board meeting date is posted on the property, hearing notices are sent certified mail to the owner and all interested parties, as well as advertised in a local newspaper two times prior to the hearing (normally 20 to 30 days later). USSB HEARING • The Unsafe Structures Board meetings are held monthly at Miami -Dade County at a cost of $653.79 per case. • The City presents the case and the owner or its representative can dispute it. • The board makes a determination to secure, repair or demolish the property within a specified period of time. • Owner and interested parties are notified, via certified mail, of the board's decision. • There is a 30 -day appeal period for the owners and interested parties. • If there is no compliance after the appeal period, a final 10 -day demolition notice is served to the owner by a Police Officer, the NET office or via certified letter. DEMOLITION (funding from General Fund) • The Law Department reviews all cases prior to demolition to verify that all actions by the City are proper, legal and in accordance with the Code of Miami - Dade County Section 8-5. • A requisition for demolition services is entered, as per the City's demolition bid. Once the requisition is approved by Purchasing and a Purchase Order is issued, the vendor applies for a demolition permit, underground utilities are checked and disconnected and, if necessary, permits for capping sanitary utilities. • Approval by DERM must be obtained (for commercial structures only) to verify if there is asbestos. • All commercial properties require an asbestos survey. • If there is asbestos, a survey and possible abatement must take place prior to demolition. Requisition/Purchase Order will be required for the process, as per the City's bid for asbestos removal. • Once all of the above have been completed, the vendor demolishes the property and calls for inspections. • If it passes inspection, the vendor submits an invoice for payment. LIEN PROCESS • The City places a lien on the property for all expenses (detailed below). • A certified letter is sent to the owner informing him/her of the lien and its cost. • The lien is recorded at the Miami -Dade County Clerk's office • The lien information is entered into the Complaint Tracking System, certified and transferred to the Moore System for follow up by the Finance Department UNSAFE STRUCTURES ENFORCEMENT COSTS Notice of Violation......................................$50.00 Recording of Pending Lien...............................$6.00 Title Search...............................................$55.00 Unsafe Structures Board Cost..........................$653.79 Demolition Costs..........................................Varies Asbestos Removal Costs.................................Varies Cancellation of Pending Lien ............................ $6.00 Recording of lien .......................................... $6.00 Postage..................................................... Varies Administrative Fee .................... ..........$300.00 CITY OF MIAMI, FLORIDA 27 INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and DATE: July 1, 2003 FILE: Members of e i Commis ' SUBJECT: Discussion Item for the July 17th Agenda FROM: Jo Arriola REFERENCES: Cief Administrator ENCLOSURES: Discussion concerning a status report on the bus bench issue. C/CT%gds CITY OF MIAMI, FLORIDA 31 INTER -OFFICE MEMORANDUM TO: The Honora ayor oar SEP 18 2003 FILE: d Mem rrthe City C mz�liss on t � / SUBJECT: Commission Item for Discussion FROM!d Arrlola �� REFERENCES: (Coiti Manager ENCLOSURES: As directed at the September 11 `h, 2003 Commission Meeting; the Administration will be discussing the Building Department's permitting process. The staff' will, provide an outline with the current procedures and future enhancements to the plans processing and permitting system for discussion. df JA/ /1Ifd Expediting/Simplifying the Plans Processing and Permitting Procedures Current Enhancements: • The creation of two positions for the purpose of assisting the public. They have been placed in two (2) key areas within the department. • Implementation of overnight plans review service providing a 24-hour turn -around review for each discipline. This process alleviates the normal plans review of "drop-off' projects. • The creation of the "E -BUILDING" solution. This is a multi -phase WEB project that will be systematically improved building functions. • Educational campaign focusing on the permitting and inspection process for both homeowners and contractors. • The establishment of "Pre -Construction" meetings offered to developers for discussion of their project's requirements before their inception. The permit process, the plans review process, and any specific questions or concerns that need to be addressed are discussed at this meeting, not only with personnel from the Building Department, but with personnel from other key departments. Proposed Short Term Improvements: • Evaluate the existing permitting process to find ways to create a "user friendly" system for homeowners. The evaluation will include review of documents, process, and fees. • Extend the plans review hours, once a week, on a trial basis, to allow homeowners access after normal working hours. • Create an instructional video on plans processing procedures to be aired on Cable- NET 9, and the WEB. • Allow for the issuance of certain permits through the WEB, i.e.: non-structural roofing, shutters, etc. • Create a "problem solving" corner in our Website where customers may e-mail and get direct response to his/her particular problems or questions. • Implement pre-discussion/solution meeting with homeowner, architects, and staff, (including N.E.T.) to address legalization requirements and process. • Review permit requirements for minor repair permits. • Create access link via internet to allow constituents to review information of qualified or delinquent contractors. • Product approval website links. Enhancements Requiring Funding and/or Personnel: • Create a floor layout that will match the process flow, creating a "welcoming" environment for the customers and accurately monitoring the employees' productivity. • Create a satellite office on the first floor of the M.R.C. Administration Building to provide information and services (zoning, certificate of use, licensing, cashiers, and building). This will centralize information and minimize the number of visits throughout the building. • Purchase and install an automated queuing system (Q -Matic). The system will easily detail where and when the person should be throughout the process. It will produce statistical reports that will assist us in the evaluation and enhancement of our process. • Digitizing of records. Preserve and provide accurate records automatically on a 24-hour basis to be shared with all departments.