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I I I I I I, I I I I I' I' I: I! II I Ii II II Where appropriate (usually when serious inadequacies exist) include a schedule setting out our expectations of the time needed to resolve the issues. D. Memo to Headquarters: Prepare a brief memo of transmittal for the Report. Include the community correspondence, Identify all actions required by Headquarters' staff. Mention any issues that HQ staff should be aware of, even if they do not require action at this time, e.g., potential for suspension of a community should follow-up prove ineffective. Phase V: Implementation of Report Recommendations A. Introduction: It is the reviewer's responsibility to ensure that all Report recommendations are actively pursued. Most of them will be the direct responsibility of the reviewer, e.g., oversee ordinance improvements, provide technical assistance, etc. But even action on those that are actually performed by others (e.g., map revisions) needs to be monitored by the reviewer. B. Record Keeping: The reviewer needs to prepare a chronology of events or an activities log on each CAPE. Record ~ll milestones, e.g., initial screening call, telephone interviews with local contacts, date of CAPE visit, dates of Report and correspondence, etc. Keep with the log the original copy of the CRF, copies of the Final Report and associated correspondence, phone memos and all other materials needed to keep you and others involved in the process apprised of in the community's status, C. Continued Oversight: The CAPE is not concluded until each of the issues documented in the Report Findings is resolved. Upgrading of ordinances is a typical CAPE-related follow-up activity. It can easily take three months to a year or more for the amendment process. The reviewer needs to ensure that local officials pursue such long-term activities. To do so, periodic (monthly or bi-monthly) telephone contacts should be made to each community where issues remain unresolved. Set up some type of "tickler file" arrangement to remind you which communities are due for a call and at what times, Make the calls and record them in your chronology or activities log. If they do not appear to be eliciting adequate response, send a letter to the local contact or the CEO. Again, maintain a positive tone, but make it clear that the community's response has been unsatisfactory. Refer in your letter to your efforts to assist them to our timetable (if one was included in the original correspondence) and to your periodic calls to check progress. Note how much time has elapsed despite your efforts and emphasize the continued lack of progress. If neither the calls nor this letter elicit appropriate - 27 -