1) The citizens' advocate shall prepare and present to urban county council written reports on a quarterly basis. The quarterly report shall be delivered to the office of the urban county council no later than fifteen (15) days after the end of each quarter. It shall contain the following information for the immediately preceding reporting period:
a. The total number of resident contacts received by the office of the citizens' advocate.
b. The number of resident contacts broken down into: requests for information; requests for assistance; complaints expressing a grievance against the urban county government, its officers, agents or employees; and inquiries not-within the scope of the office of the citizens' advocate which are referred outside the urban county government.
c. The total number of resident complaints expressing a grievance against the urban county government, its officers, agents or employees which have not been resolved and are in a "pending" status.
d. A summary of all resident contacts which were not fully satisfied within fifteen (15) working days of receipt including both those which have been satisfied and those which have not been satisfied by the date of the report. For those which are satisfied by that time, the report should include a brief statement as to the nature of the solution. For those which are not satisfied by that time, the report should include a recommendation to the urban county council for the disposition of such complaints.
e. Identification of trends in resident contacts in each category noted in subsection (b) above.
f. Disclosure of any abuses or irregularities on the part of the urban county government, its officers, agents or employees.
g. Recommended substantive or procedural policies as may be required to reduce or eliminate problems of resident access to departments, divisions, agencies and officers of the urban county government. The report should also discuss any general questions the citizens' advocate has concerning the responsibilities of each.
2) The citizens' advocate shall prepare and present to the urban county council in work session an annual written report. The annual report shall be delivered to the office of the urban county council no later than January 31, following the end of the year for which the report is given. It shall contain a summary of trends and profiles in community needs and problems as evidenced by the data collected by the office of the citizens' advocate through the year.
3) The citizens' advocate shall develop adequate data gathering processes, including standardized reporting forms, so that their office will be able to present the data it has collected in a manner that will enable the urban county council to recognize trends and profiles of community needs and problems. They shall furthermore consult with the substantive or procedural policies which may reduce or eliminate the problems of resident access to the departments, divisions, agencies, officers and employees of the urban county government.
4) The citizens' advocate shall inform the urban county council of any problems encountered in investigating any complaints of abuse or irregularity on the part of the urban county governments, its officers, agents or employees.
(Res. No. 599-2023, § 2, 11-2-23)