Fire/Code Inspections Task Force — Portland, ME
Date: 2015-01-05

Fire and Building Code Task Force
 Phase Two – Ist meeting
 January 5, 2015
 2:30-4:00 pm, rm 24, City Hall

 AGENDA




1. Introductions and Welcome
2. Review phase one findings
 a. education plan
 b. inspections and code enforcement/building department
 c. enforcement process
3. Future meetings:
 a. Mon 1/12, 2:30-4, rm 24. Review and prioritize
 recommendations from prior studies/reports.
 b. Mon 1/26, 2:30-4, rm 209. Analyze phase 1 findings vs
 recommendations from studies/reports.
 c. Th 1/29 2:30-4, rm 209. Develop recommendations to
 Council Committee (Public Safety, Health & Human
 Services).
 d. Public meeting – week of Feb. 2
 e. Presentation to Council PSHHS Committee – Tues Feb. 10

Fire/Code Inspections Task Force
 Notes from first Phase 2 meeting
 January 5, 2015

Phase 2 Task Force Members:
Julie Gregor, Inspection Supervisor – Portland Housing Authority
Katie McGovern, Tenant Advocate – Pine Tree Legal Association
Crandall Toothaker – Southern Maine Landlord Association
Carleton Winslow – Southern Maine Landlord Association
Rich Bianculli, Neighborhood Prosecutor - City of Portland, Corporation Counsel/Police Dept
Jay Fleming, Deputy Chief - Boston Fire Dept (not present)
Keith Gautreau, Assistant Chief - City of Portland, Fire Dept
Sheila Hill-Christian, Acting City Manager - City of Portland
Tammy Munson, Inspections Division Director - City of Portland
Tuck O’Brien, Chair, Portland Planning Board
Jon Rioux, Inspections Division Deputy Director - City of Portland
Julie Sullivan, Acting Chief of Staff - City of Portland

 1. Welcome and introductions
 2. Review phase one findings
 a. Education plan
 i. Tenants are fearful - worry that they have to trade safety for affordability
 ii. Glad to hear that information will be accessible for young, low-income
 people via online database with information on each property
 iii. City and Pine Tree Legal Association (PTLA) can work together on
 landlord/tenant handbook (each has a version currently)
 iv. Landlords’ association could have session(s) with tenants’ group for
 education
 v. Portland Fire could provide train-the-trainer on basic life safety – list of basic
 safety principles on web site currently
 vi. Should also target General Assistance (GA) recipients for education
 vii. Question about GA list of landlords they will not rent to – is there City action
 then taken against those landlords?
 viii. Tenants may not be aware that they can let an inspector in.
 ix. Need regular calendar of trainings for landlords – how reach those who are
 not part of Southern Maine Landlord Association? Cannot include
 information with tax bills.




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 b. Inspections and Code Enforcement – staff, roles, structures, processes: What
 problems are we trying to solve?
 i. Concern that third-party inspectors would write up every little thing – how
 make sure to prioritize? How make sure these inspectors are qualified?
 Consider using standardized checklist.
 ii. City should go ahead with risk-based scoring for properties in order to
 prioritize
 iii. City staff need more training – especially on software, documentation
 iv. Need better communication among City staff who have eyes on these
 buildings so they can report any concerns
 v. Having firefighters conduct inspections is good because then they are
 familiar with building layouts
 vi. PHA, City and others have collaborated on hot spots (defined by calls for
 service) – needs better organization
 vii. Need someone whose job it is to ensure good internal communication,
 training, software usage
 viii. Concern that inspectors may be biased if a tenant complains and there is an
 eviction underway
 ix. Need to ensure copies of inspection reports and communications to
 landlords in the public database – clear what landlord is to fix, what steps City
 is taking
 x. Inspectors need to ensure their reports are clear, concise and thorough –
 checklist?
 xi. Need to be sure rules are being applied consistently
 xii. Inspection required at transfer of building ownership?
 xiii. Need to enforce current requirement for all landlords to register with the City
 xiv. Code enforcement has one inspector who handles all complaints, plus 3
 others focused on building, plumbing and electrical for new construction and
 rehab.
 xv. Fire can only do proactive inspections for buildings with 3 or more units; can
 only go into 1- and 2-family rentals if responding to a complaint
 xvi. Need to see high-profile enforcement actions. And what are the
 consequences for disabled smoke detectors?
3. Key points
 a. Need checklists for fire, building inspectors as well as for all City staff working in the
 field
 b. Use risk-based scoring to prioritize buildings/units most in need of inspection
 c. Enforcement requirement for landlords to register
 d. Change enforcement to a ticket and fine process, ensuring clarity and follow-up as
 well
 e. Consider developing a phased process with items having most impact first

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4. Next steps – summarize recommendations from relevant studies and distribute in advance
 of next meeting; bring more specificity to recommendations discussed above
 a. Mon 1/12, 2:30-4, rm 24. Review and prioritize recommendations from prior
 studies/reports and discuss potential impacts on landlords and tenants
 b. Mon 1/26, 2:30-4, rm 209. Draft recommendations for City Council’s Public Safety,
 Health & Human Services Committee
 c. Th 1/29, 2:30-4, rm 209. Finalize recommendations for Committee.
 d. Public Meeting – Tues 2/3, 5:30-7 pm, rm 24
 e. Presentation to Public Safety, Health & Human Services Committee – Tues 2/10, 5:30
 pm, Council Chambers.




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