HomeMy WebLinkAboutagenda.council.worksession.20160301
CITY COUNCIL WORK SESSION
March 01, 2016
4:00 PM, City Council Chambers
MEETING AGENDA
I. Board interviews - CCLC, Board of Appeals, Next Gen, Open Space, Wheeler
II. We-Cycle Funding Request
III. GIS Program Update
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TO: Aspen City Council
FROM: Mirte Mallory, WE-cycle, Co-Founder and Director
DATE OF MEETING: March 1, 2016
RE: 2016 Bike Share Infrastructure Investment
MEETING OUTCOME GOALS
1) Determine an appropriate investment in the City of Aspen’s bike share infrastructure for
2016, in stations and bikes, to help achieve the City’s mobility goals and reduce traffic in
the summer of 2016.
2) Recommend future budgeting process for City of Aspen bike share services to
Transportation Department and WE-cycle.
2016 INVESTMENT IN BIKE SHARE INFRASTRUCTURE
At the February 23, 2016 meeting, Council asked WE-cycle to prepare the capital and
operational costs required to implement a sufficiently-sized bike share system at Burlingame
and the Buttermilk BRT Stop in the summer of 2016, referred to as the “Burlingame
Experiment.” Introduced as an “experiment in first/last mile connectivity,” this system would be
designed to serve residents of Burlingame with on-demand, user-oriented, 24/7 bike access to
the bus corridor on Hwy 82. WE-cycle is thoroughly vetting the scope of this system, its
viability, and its implications on existing operations. WE-cycle will present the costs and
assessment to Council on March 1st.
WE-cycle will also offer an alternative bike share investment for 2016 that will be of a smaller
scale than the Burlingame Experiment. Based on Council’s comments about the proposed Rio
Grande Parking Garage and Truscott stations, WE-cycle is evaluating other areas of demand
and opportunity to serve residents with bike share to discourage single occupancy car use
throughout the summer months of Aspen’s peak traffic.
In order for bike share service to be effective, there must be a connected network of stations
within close proximity to points of origin and destination. Station location is critical to facilitating
greater bike share ridership and thereby helping the community achieve its traffic reduction
goals. Passholders affirm that 44% would ride WE-cycle more often if there were a bike share
station closer to their point of departure and 56% would ride more often if a bike share station
were closer to their point of destination. WE-cycle is eager to achieve these levels of growth
and hence it thoroughly evaluates its station placements.
Bike share does not succeed on, nor can it be evaluated on, a fixed route basis. It is designed
in distinct opposition to this paradigm. Currently, with 16 stations, WE-cycle offers 256 routes.
It is this flexibility in route choice, and route time, that makes bike share dynamic and
individually customizable thereby facilitating its use as a transit service.
WE-cycle will discuss these bike share fundamentals in presenting the two alternatives.
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FUTURE BUDGETING FOR BIKE SHARE SERVICES
Predictability in budget forecasting is a mutual goal of the City of Aspen and WE-cycle. In order
to design and implement the best bike share services for Aspen residents and its workforce,
the bike share expansion must be deliberate and sustainable. At the February 23, 2016
meeting, WE-cycle presented an overview of its anticipated system build-out plan. This plan is
a multi-year approach and each phase will be fully-vetted through the filters of financial viability
and ridership projections. It is WE-cycle’s primary mission to grow ridership as a means of
reducing car usage and traffic congestion.
In an effort to align bike share services budgeting with the City of Aspen budget cycle, and the
budgeting of all transportation services, the Manager’s Office proposes the following next
steps:
• WE-cycle present its 5-year capital and operational plan and financial projects to City
Council in early summer 2016.
• Based on Council feedback, WE-cycle work with the Manager’s Office and
Transportation Department to identify funding sources and determine appropriate
budget for bike share services (capital and operations) in the context of the overall
transportation budget and mobility goals.
The Manager’s Office and WE-cycle request Council’s support of this proposed vetting and
budgeting plan to create greater synergies, and optimization opportunities, between all of the
City of Aspen’s transportation services while also improving the efficiencies of the partnership
with WE-cycle.
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MEMORANDUM
TO: Mayor and City Council
FROM: Bridgette Kelly, GIS Coordinator
THRU: Trish Aragon, P.E., City Engineer
DATE OF MEMO: February 25, 2016
MEETING DATE: March 1, 2016
RE: GIS Program Update
REQUEST OF COUNCIL: The purpose of this worksession is for information purposes only
regarding the City’s GIS program.
BACKGROUND: In 2014, the joint County / City GIS department was separated into two
departments, one under the County and the other under the City.
As a result, one full time GIS Coordinator was funded under the City Engineering Department to
develop a platform that would allow greater use of GIS technology across City Departments and
deliver free, easy to use web mapping applications and data download services to its citizens.
Both the City and County agreed to move from the old model of pay for GIS service by internal
departments and its citizens (through sales of maps and data) to GIS as an internal services
department offering open data and mapping applications to city departments and its citizens
alike.
To maintain current GIS software licenses and provide new licenses to any department in need,
the City agreed to contribute to the existing Regional Government Enterprise License Agreement
(RG1) maintained by the County allowing the City continued access to Esri software through.
The County also agreed to continue the maintenance and delivery of several GIS data layers
essential to the City GIS Program. These include the address, parcel (and related land records),
structure, roads, trails and federal lands layers, among others.
DISCUSSION:
What is GIS?
Defined, a Geographic Information System is a collection of software, hardware, databases and
end users that allow us to visualize, question, analyze, and interpret location data to understand
relationships, patterns, and trends.
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Smart Communities and GIS?
Change is a constant. Shifts in demographics and the market impact communities around the
world and create challenges related to water and energy resources, transportation, public safety
and housing. Community leaders are prompted to adapt to these challenges by taking a new
approach to the way they think and operate.
Local government is being called upon to be more efficient, transparent, and accountable while at
the same time be fiscally responsible. Fortunately, new advancements in technology can help
communities tackle challenges by working smarter instead of harder.
Smart technology includes use of real-time sensors, community engagement through smart
phones and tablets and 3D modeling and visualization.
Since most government data is location based, providing a robust GIS platform utilizing the
latest in “smart” technology provides tools that allow for better planning and resiliency. Sharing
location information is easier than ever utilizing cloud computing and storage combined with
locally stored data and map services.
Creating an Open Data environment allows for more transparency and citizen engagement.
Solution-oriented communities find ways to make their platform and open data initiatives
actionable by others in the community by encouraging start-ups, partnering with academia,
boosting the effectiveness of NGOs and engaging citizens.
Becoming a Smart Community in Four Steps:
1. Use a GIS platform (think data maintenance and collection, analysis, what-if
scenarios, operational awareness, field operations, civic engagement, and more).
The City’s ArcGIS Platform:
The City has deployed an ArcGIS Platform utilizing ArcGIS Online, a cloud-based web
mapping portal hosted by Esri.
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This platform provides centralized access to databases of all types across the City and
these smart technologies. Users can consume location data as web services utilizing web
maps in applications available in the platform that provide the tools necessary to perform
tasks related to a specific workflow. Applications can be accessed by desktop software,
web browsers, tablets and smart phones opening then up anywhere, any time on any
device.
The platform is scalable, reliable and secure and trusted with ready to use maps,
application templates and tools allowing the City to implement an enterprise GIS using
commercial off-the-shelf (COTS) software. The potential cost savings, Return on
Investment (ROI) and improvements to efficiency are significant.
2. Build a Location Strategy
Initially, it is necessary to prioritize the needs of individual departments in order to
achieve more focused goals. The City engaged in a Location Value Assessment in the
spring of 2015 to assess how location information and spatial analysis could drive
business value in the organization. (Attachment A). This has been used as a road map for
how the City can best use the ArcGIS platform and lays out the steps to achieve desired
goals.
Once these departmental goals have been achieved, the organization can build on its
initial success and expand data sharing and solutions across departments and the
community.
3. Deliver Real Solutions
Using the application templates available in ArcGIS Online and through the ArcGIS for
Local Governments Solutions collection, the City has implemented multiple applications
that specifically address the needs of individual departments and the citizens of Aspen.
Success Stories: Applications for Engineering were created that allow for the input and
display of active building permits with construction management plans so that managers
could keep tabs on building projects to perform inspections and citizens could easily gain
information related to a project. Another application that pulls accident reports and
displays them by accident type allows for decision makers to analyze where and why
clusters of accidents are occurring to determine areas that may require additional safety
measures.
Environmental Health took advantage of the platform to create a mobile application to
record the location of idling violations. A simple form is filled out on your smart phone, a
picture is taken and instantly associated with the location. The user can easily search the
database of violations to determine if they have a repeat offender and write a ticket when
appropriate.
Information Technology used a mobile application to assess and edit the location and
condition of the City fiber network in the field.
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A Pedestrian Mall Redevelopment Comments application was used as a collaboration
tool during a meeting of department heads to look at critical utility infrastructure, historic
considerations and parks assets that exists in the Mall. The map was shared and
comments were added by all to voice concerns regarding necessary repairs, replacements,
upgrades, redesigns, etc.
A crowd sourcing application was put in place to help gather public comment related to
the Rethink the Streets campaign. Citizens could directly go to the web map to post a
comment, or connect with social media using #RethinktheStreet and the application can
pick up and display those posts.
Several applications were put on the City of Aspen website enabling citizens to determine
if their address is within City limits, find out who owns a certain parcel of land, or look
up the zoning on their property.
4. Develop Relationships within the Esri Partner Network
Often, a business solution requires the acquisition of an application from a vendor that
specializes in that business need. Esri has an extensive partner network who meet the
diverse needs of many industries and workflows and are able to easily interface with the
ArcGIS Platform.
Future Trends:
In the 2016 Department Needs Assessment conducted by the Business Processes Department to
identify opportunities to improve efficiency and effectiveness in City departments, 14 of the 22
departments surveyed indicated GIS was currently a core function of their department, or was
identified as a future business need (Attachment B).
More development of location information and applications can be expected as departments
identify business processes requiring the GIS Platform. For 2016, several have already been
identified including a Capital Improvement Project Viewer, subdivisions and condos plats base
layer, new aerial photos and LiDAR data, a Laserfiche map interface, a City Campus Map with
links to documentation related to each building and a conversion of the existing water and
electric utilities databases into a new GIS data model, to name a few.
With an established platform in place, the GIS Program is in a great position to help the City
realize the steps to becoming a Smart(er) Community.
Additional human resources, training and continued outreach to City department heads and
decision makers will help guide the GIS Program into the future.
CITY MANAGER COMMENTS:
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ATTACHMENTS:
Attachment A: City of Aspen LVA Summary Report
Attachment B: Department Needs Assessment_GIS Tracking
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City of Aspen
Location Value Assessment
Summary of Findings
May 2015
Prepared for: Bridgette Kelly
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Location Value Assessment
Esri EEAP Activity July 16, 2015 2 | Page
Introduction
Esri conducted a location value assessment at the City’s offices in Aspen, CO during the period of May 11
– 13, 2015 to assess how location information and spatial analysis can drive business value in the
organization. The City and Esri met with representatives from Public Works (Streets, Engineering, Water
and Electric Utilities, Environmental Health, Asset Management), Community Development (Building,
Planning and Zoning), Clerks, Parks & Recreation, Marketing and Special Events, Police, Transportation and
Parking to:
Outline the major functions of each business area
Assess the value of location information to support workflows and decision making
Identify workflows that could be enhanced by the use of location information
Identify workflows already using location information that can be improved
Identify ways to support the single-person GIS department in effectively and sufficiently
servicing the needs of the City
Upon completion of the location value assessment, Esri will assist the City of Aspen with reviewing the
requirements for information products. For a set of priority workflows identified during the location
value assessment, Esri will facilitate the definition of information products, in the form of web maps or
configured applications, and collaborate with the City of Aspen to identify the underlying data that will
support those information products.
This report summarizes the business environment findings that were uncovered through the location
value assessment and provides recommendations on the key uses of location information that the City
of Aspen should enable through the ArcGIS Platform to drive business value throughout its organization.
High Value Focus Areas
During the department interviews, four themes were revealed that threaded through most, if not all,
departments’ needs. These are:
Organizational access to Utilities data
Centralized access to project information
Spatially indexing city documents
Enabling collaboration and data sharing
These themes are derived from the over eighty individual workflows identified in Appendix A.
Figure 1 below outlines these areas and shows how they cross both functional and organizational
boundaries.
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Location Value Assessment
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Figure 1
Water
Electric
Streets
Engineering
Building
Parks IT
Special Events
Organizational
access to utilities
data
• For planning and
permitting
• Access to utilities data
during maintenance
projects
• Increase efficiency of
permitting process and
plan review
• Aid in planning projects
and new construction
• Improve park
maintenance and project
management
Water
Electric
Streets
IT
Engineering Recreation Parks
Special Events
Transportation
Centralized access
to projects
information
• Project scheduling and
conflicts
Maintenance activities
• Event Response and
planning
• Mitigate disruptions to
utilities systems
• Manage facilities
reservations and events
• Plan and mitigate
event parking
• Plan alternate routes
to public transportation
All Departments
Spatially indexing
city documents
• Research relevant
documents for a specific
location
• Public inquiries,
planning, Code
enforcement, zoning
• Increase efficiency of
permitting and plan
review
• Improve efficiency of
assets and facilities
maintenance projects
• Increase efficiency of
zoning, code, and
historic development
All Departments
Enabling
collaboration and
data sharing
• Collaboration between
departments
•Project dependencies
•Support comprehensive
planning efforts
• Increase efficiency of
cross-departmental
communication
• Reduce time spent in
research
• Foster a spirit of
transparency and
openness with the
Public
Business
Area Theme Value
•Roles-based access to
utility data through a
secure viewer similar to
the electric viewer
•Access to viewer from
the field
•Provide projects
mapping / listing through
a spatial viewer, Similar
in concept to the hazard
viewer
•Provide access to the
public for event requests
/ planning
• Develop a pilot
integration between
ArcGIS and document
management system
• Develop workflows and
best practices for
implementation.
• Migrate relevant
workflows onto Portal
for ArcGIS where users
can create, store, and
collaborate while
providing secure access
to shared resources.
Action
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Organizational Access to Utilities Data
Many departments expressed the need to know where water, electric and fiber lines and easements are
located. Currently, staff have to call Water/Electric or IT and request “line locates” on a project-by-project
basis. There are several reasons for this:
The data is sensitive. Location of City utilities needs to be protected and managed responsibly.
The utilities network data is not complete or accurate. This is something the department is
working on improving over time.
Utilities staff want to meet in person to discuss new construction needs and impacts.
While all of these reasons are valid, the amount of time and money that can be saved by allowing staff
to look up information themselves is a compelling argument for making the data more easily accessible
to City staff as long as these reasons can be mitigated.
Centralized Access to Project Information
Nearly every workflow that uses City street data is affected by activities occurring within the street right-
of way (ROW). These workflows are often inhibited by construction and maintenance projects in the
ROW. Nearly all departments felt they could plan their own work better if they had knowledge of
current and planned projects. Examples are:
Some Utilities work, for example, using GPS to identify the location of lines to improve accuracy
of the Utilities network, could be done during Streets projects.
Disruptions to Utility service could be mitigated.
Mitigate impact on Engineering projects or coordinate projects for cost savings.
Plan parking alternatives for recreational activities or Special Events.
Plan temporary re-routing of busses.
Waste haulers can plan temporary re-routing.
Plan temporary access to parks and trails.
All staff we met with understand that planned projects often change, but they still think it would be
highly valuable to have awareness of those changes.
Spatially Indexing City Documents
Another recurring request from departments was the ability to find all documents related to a location
in the City. Enormous time is spent by City employees researching documents for projects. But it’s not
enough to tie documents to addresses because addresses change, land gets subdivided, and documents
can reference multiple properties. Of course, digitizing and indexing all these documents is a huge
undertaking that will likely occur over time. The City could benefit greatly from establishing a process for
new documents to be entered and indexed (by parcel #’, addresses, common names, polygons, etc.) in
LaserFiche. Separate from that, a process for entering and indexing historical documents, either by
interns or by staff doing research projects, would provide invaluable information to the rest of the City.
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Enabling collaboration and data sharing
Many datasets are used by multiple departments and need to be easily accessible in different ways.
Some should be made available to the Public, some should have read-only access by City employees,
some should allow for contributions, and some should have restricted access. Most departments have a
need to share data and access shared data.
Location Platform for City of Aspen and Information Products
Currently, the City is predominantly made up of a GIS Coordinator (Bridgette Kelly) and many Desktop
users, some who edit and view data and some who are view-only users, as shown in Figure 2 below.
These users connect directly to the City’s enterprise spatial and non-spatial data stores as well as local
data files they create and sometimes pass around to others. The City of Aspen already has access to a
location platform but could benefit greatly by changing its workflows and approach to servicing the
City’s GIS needs.
Figure 2
Fortunately, the City has implemented new technologies that make collecting, viewing and sharing data
much simpler. This platform improves existing workflows at the city by enabling the sharing and
collaboration on data and Information products. The location platform transforms the workflow diagram
in figure 2 to figure 3.
Dept GIS Editors Map Viewers
GIS Coordinator
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Location Value Assessment
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Figure 3
Figure 3 illustrates the flexible and distributed nature of the Location Platform. At a high level, the
Location Platform offers the ability to:
Location enable business data and system to discover new patters and derive answers
Empower personnel with tools and relevant information needed to complete specific tasks in
the field
Increase operational awareness
Enrich existing non-spatial data and transform raw data into meaningful analysis.
Share information and collaborate within and across departments
Next Steps
City departments are heavily dependent upon location information products to do their jobs, but there
is a huge range in GIS skills competencies among City staff. Most do not desire, nor do they need to be,
trained GIS professionals, but they are acutely aware of its value in their jobs. On the other hand, there
are people with GIS skills scattered across the organization. In light of the split of the City and County
joint departments, the large volume of workflows identified as benefitting from location information,
and the fact that only one staff member is dedicated to GIS support, the City will need to innovate new
ways to service the City’s GIS needs.
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Location Value Assessment
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Esri recommends the following next steps:
Training and promotion of Web GIS technologies throughout the City
Definition and implementation required data products
Configuration of maps and apps by the GIS Coordinator as well as select power editors
Prototyping
Training
The City has already deployed the Location Platform but training has not been provided to City staff.
Maps and apps (as shown in the Summary List spreadsheet) can be configured for those users that do
not edit data and only need to view it. Power editors would still use ArcGIS Desktop, but editing
capability can also be provided in web or mobile apps to general users.
While Esri offers free online training, the GIS Coordinator may choose to train individual departments.
Another option is to choose a group of power users and train them to train others.
This will also include a definition of roles and responsibilities—which users are viewers only and which
ones can publish new content. The GIS department may decide to draft guidelines that Publishers must
follow when publishing content so that it is easily discoverable, shared with the appropriate groups, and
to ensure that it meets the City’s quality standards. It is probably appropriate for department GIS power
users to be Publishers.
Define Required Data Products
To make it easy for users to discover data and create their own maps, the GIS Coordinator can register
map and feature services with the Location Platform. Some services may have already been registered,
some layers may need services created and registered, and some data products still need to be created.
Bridgette will likely create and register services. However, the development of data content will need to
be a shared responsibility whenever possible. The ArcGIS Platform allows users to collaborate and share
this responsibility. Listed below are many of (but not limited to) the data layers that need to be created
to serve the documented workflows:
Asset Management Plan projects
City right-of-ways
Parking spaces
Defined and prescriptive water
easements
Water service agreements
Curbboxes
Pedestrian and bicycle master plan
All utilities including private providers
Weeded areas and planned treatment
Park and trail inventory
Vandalized locations
Parks and Recreation
reservations/events
Tree inventory
Notifications of Public Hearing
Long range planning
Food establishments and liquor licenses
Street light banners
Waste haulers routes
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Waste haulers service areas
Bag banks
Trash enclosures
Greenhouse gas emissions
Radon testing
Special Events
Idling Vehicle Enforcement
Open flame grill restaurants
Noise ordinance violation
With this much content to be developed, the City will need to prioritize and distribute responsibilities
wherever it can. Data development will likely happen over time, and in fact, the data needs of the City
will always evolve. These needs should be periodically re-evaluated and re-prioritized.
Configuration of Map and Apps
Once training has been completed and roles have been defined, many departments can be responsible
for authoring their department’s information products. Maps and apps identified in the Summary List
can be generated to facilitate the workflows.
Prototyping
The City should consider choosing one or two high priority workflows that provide clear value to various
City departments. Mapping of the Asset Management Plan projects could be a good starting point.
Adding location to the projects and displaying them on a map for all departments to access easily would
offer many employees a powerful example of how the location platform can work for them.
Another priority is the spatial indexing of City documents in LaserFiche. Esri can provide consultation on
ways to facilitate the workflow and quickly show the benefits of the information by choosing a study
area.
Summary of Findings
The following section presents a high-level summary for each of the business area meetings.
Environmental Health
The Environmental Health department is responsible for an assortment of topics ranging from air quality
to stormwater systems and from childcare to retail food establishments. Most of their data has a spatial
component, and the department already uses Desktop GIS to accomplish some of its work. However,
the team was able to identify a large number of workflows that can benefit from the use of location
information:
Respond to questions from citizens, businesses, haulers and the County about which properties
a hauler is responsible for and what that hauler’s regulations are
Research and resolve waste and hauler disputes and complaints
Analyze how much trash in the County landfill is coming from the City
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Determine if proposed construction permits plan for enough space to contain their waste
properly
Coordinate the single-use bag ban
Analyze properties that have enclosed waste containers and the City’s progress towards all
properties having enclosed waste
Manage utilities audit and rebate programs
Manage Aspen Energy Challenge
Track commercial business energy usage and efficiency
Track greenhouse gas emissions reduction goals of 30% by 2028 and 80% by 2050
Manage the radon testing program
Enforce the idling vehicle ordinance
Analyze transportation impact analysis for construction projects
Analyze the impact of the Chargrill ordinance
Manage noise ordinance violations
Parks
The Parks department is responsible for maintaining, preserving and protecting the City’s 30+ parks,
miles of summer and winter trails, and over 1,100 acres of open space. The department plans new
development, manages inventory, hires seasonal employees to help with maintenance, and collaborates
with Pitkin County and the U.S. Forest Service on joint or adjacent properties. The staff are advanced GIS
users and use Desktop products to accomplish projects and tasks, but they have a strong desire to use
web and mobile applications to expedite workflows and facilitate data collection and sharing.
The department identified the following workflows that could benefit from location information:
Plan weed mitigation
Capture trail maintenance and inventory in the field
Manage vandalism of trails and signs
Catalog and maintain park inventory in the field
Provide work instructions for seasonal employees via a map
Collaborate with the County and USFS on tree stand management
Share information about events scheduled for parks and trails
Design, plan and manage landscaping projects
Collect and manage tree inventory in the field
Coordinate projects and activities with other departments such as utilities, streets, special
events
Marketing and Special Events
Special Event Permits are required for all events in the City involving, or having an impact upon, public
property, public facilities, parks, sidewalks, roads, etc. This department often relies on information from
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Location Value Assessment
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other departments, such as Streets, Parks, Parking, Engineering, Utilities, Police and Pitkin County Open
Space & Trails, in order to plan, manage and market events and notify the public.
The department uses Desktop GIS but also relies on the GIS Coordinator for help. They identified some
key workflows that would benefit from location information:
Plan and coordinate the banners on street lights
Manage permitting for special events
Share current and planned special events with other departments
Notify property owners of special events that may impact them
Manage their own special events, such as 4th of July, America’s Uphill, and the USA Pro
Challenge bike race
Send “Welcome to Aspen” packets to new home owners
Utilities
The Utilities department manages and maintains water and electric assets from the source to
customers. This department has traditionally operated independently of all other City departments and
is extremely concerned with the security of their information. As such, their data has not been made
available to other departments who need it for permit applications, planning review, project/event
planning, parks and streets maintenance, etc.
Much of the utilities data is maintained as institutional knowledge in the minds of department
employees or in paper files. It is critical that this information be made digital before these staff retire so
the knowledge is not lost. Once digital, many hours of other departmental staff time can be saved by
providing them access to the data. However, before that happens, data handling policies must be
established by the City to protect the sensitivity of the data and ensure its safety.
Karen Norlund is the department’s CAD technician and handles all of their mapping in a CAD system.
Additional workflows that could benefit from location information are:
Determine where water easements exist
Manage maintenance work orders for the fiscal year
Notify property developers what the impact of their development is to the utilities systems
Determine where all current building applications are and what their status is
Plan for future water service and distribution
Building
The Building department issues permits for all construction within the City. The Permit Coordinators
accept and record incoming applications and coordinate permits through each step of the process.
Applications are reviewed by department plans examiners, but they are also reviewed by other
departments, such as utilities, engineering, planning and environmental health. Information gathered
during each review could potentially be used by other reviewers.
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Location Value Assessment
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GIS is only used to find parcel numbers, addresses and zoning. However, the department identified
several other workflows that would benefit from locational data:
Wildfire hazard area review
Smuggler Superfund site review
Floodplain review
Historic district review
Fire protection district access
Determining other types of reviews a property may be subject to depending on where the
parcel is located
Planning
The Planning department ensures proper enforcement of the City’s land use code, both for current
projects as well as long range planning. This covers a wide variety of topics including affordable housing,
signage, growth management and historical preservation. Staff performs permit application reviews and
proposes code amendments. These workflows often require research and collection of historical
documents pertaining to a parcel.
The department already uses GIS a lot in Desktop products, but identified the following workflows that
could benefit from locational data and improved accessibility:
Identify code restrictions that apply to a parcel and enforce the zoning code
Share maps for proposed development on historic parcels showing all relevant, historical
information
Share a comprehensive view of all active reviews in process to the Public
Review of proposed code amendments and demonstrate impacts to spatial boundaries
Review 3D work from SketchUp with building data to see where view planes intersect buildings
Engineering
The Engineering department is responsible for mitigating the impact of construction, maintaining safety
for the traveling public, protecting water quality, and providing engineering technical oversight for the
City. In order to do this, staff need access to data from many different departments, to elicit feedback
from the Public, and to collaborate with other City staff. When reviewing permit applications, engineers
research current and historic archives for ordinances, PUDs, resolutions, plats, soils reports, etc. that are
related to the parcel under review. This research will be helpful to others in the review process as well
as in the future when new permits pertaining to the parcel are applied for.
Everyone in the department uses GIS in various ways. Currently, they are only able to use Desktop
products, but several staff would benefit from using simpler, web-based products. While staff are
meeting some their current GIS needs, additional workflows were identified that could benefit from
locational products:
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Maintenance of the pedestrian and bicycle master plan
o Elicit feedback from public
o Evaluate locations of reported pedestrian and bicycle incidents
o Analyze impact on streets and parking
Collaboration on projects in the City’s ROW
o Understand location of utilities in ROW
o Track future Streets projects and plan around them
o Assist planning of special events
Analysis of how construction and spills in water basins might affect outfalls in the water system
City Manager’s Office
The City Manager’s Office is responsible for providing guidance and support to all City departments. The
office works will all departments on process improvement which can result in special projects that
benefit all. The latest endeavor was the creation of the Wildfire Planning and Mitigation map. The office
used to have a staff member that knew GIS, but since that person is leaving, they will probably be asking
Bridgette for help with mapping projects.
One workflow was identified as benefitting from locational information:
Analyze license applications for food establishments and liquor licenses in relation to other
activities/programs in the City
Asset Management
Asset Management is responsible for managing activities regarding the City’s properties, such as sales,
purchases, leases and redevelopment. This department does not currently use GIS at all, but has similar
requirements as Engineering to research and collect all documents related to a parcel, including deeds,
surveys, permits, ditch easements, ROWs and City Council decisions.
If the department needs a map, he asks the GIS Coordinator. However, Jeff Pendarvis, Property Asset
Manager, could benefit from having access to web maps that allow him to discover all documents
related to a parcel.
Police
The Police department serves and protects the community. They have an independent records
management and dispatch system and don’t require much interaction with other departments.
However, other departments expressed a desire to analyze police incidents such as pedestrian, bicycle
and car accidents for use in project planning.
Other than getting a download of streets and parcel data once a year, the department doesn’t use GIS
much. Occasionally, they ask the GIS Coordinator for maps of special events. They did identify one
workflow that could benefit from locational information if it were easily accessible:
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Need to evaluate highly critical situations, such as homicides and hostage situations
Clerk
The City Clerk is the historian of the community and is responsible for ensuring that all departments are
capturing and securing their files and maintaining a retention schedule. The Clerk establishes the
standards for these practices. The department has a project to get all City departments to record their
documents in LaserFiche. Indexing the documents is a time-consuming and difficult process which
means that adding a spatial index will also be challenging. However, the department understands the
value that other departments see in being able to search for documents based on spatial criteria.
The department does not use GIS itself and requests maps and apps from the GIS Coordinator.
Transportation
The Transportation department didn’t attend the assessment during their scheduled time so Bridgette
Kelly, GIS Coordinator, acted on their behalf while Stacia interviewed. Bridgette will follow up with them
at a later date.
The Transportation department mitigates traffic congestion, keeps pollution to a minimum, and offers
residents, commuters and visitors convenient transportation options. The department’s data is highly
locational in nature and often displayed on maps. However, the department has no expertise in GIS and
relies on Bridgette for maps. Potential workflows that might benefit from location information are:
Collaborate with RFTA to coordinate road closures for special events and construction projects
Collaborate with RFTA to plan new routes and communicate new routes to the public
Map temporary route changes
Streets
The Streets department didn’t attend the assessment during their scheduled time so Bridgette Kelly, GIS
Coordinator, acted on their behalf while Stacia interviewed. Bridgette will follow up with them at a later
date.
Streets is responsible for maintenance of City streets, storm drains and alleys. They often collaborate
with Engineering on any work done in the City right-of-way (ROW), including storm water system
cleaning. Streets already uses Desktop GIS for project work, but they do not have a way to easily share
their work with other departments. Many departments expressed a desire to have awareness of Streets
projects, both current and future, in order to plan special events, parking closures, utilities maintenance,
construction projects, route public busses, etc.
The department handles most of their GIS work with occasional support from the GIS Coordinator.
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Parking
The Parking department didn’t attend the assessment during their scheduled time so Bridgette Kelly, GIS
Coordinator, acted on their behalf while Stacia interviewed. Bridgette will follow up with them at a later
date.
The Parking department is responsible for providing parking options through the City’s paid-parking
stations, parking spaces and parking garage. Other departments, namely Engineering and Special Events,
expressed a desire to understand where all the parking options are for project/event planning and
safety analysis.
Recreation
The Recreation department is responsible for the management of the City’s recreational facilities as well
as furnishing recreational opportunities for City residents and visitors. The department’s website
provides a convenient way to schedule activities and reserve facilities. However, facilities use can
potentially be blocked or hampered by construction, streets projects, special events and parking
options. The department would like to have awareness of projects and events so they can mitigate
reservations accordingly. Of special concern is the parking around the Community Campus. School
events can impede parking for City events.
The department doesn’t use GIS much, but the following workflows can benefit from location
information:
Generation mailing lists for public notification of upcoming events that may affect residents
Analyze impact of cars on parking during events on City property
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Appendix A – Workflow inventory
Priority Exists
?
Business
Area
Theme Functions /
Workflows
Information
Products
Value Dept
Interaction
Additional Details
1 - High Streets Project
Manag
ement
Manage
planned
streets
projects for the
fiscal year
Map of locations of
streets projects from
the Asset
Management plan
with ability to change
as necessary
To show a visual
representation
of the planned
projects and
share with many
City depts that
need this
information
Utilities
Engineering
Special
Events
Parking
Police
CIPACE database:
likely a GIS function
to spatialize this
database
1 - High Streets Storm
Drains
Clean storm
drains
Map of drains that
were cleaned and
when and ability to
collect additional
drain attribute
information
To improve
attribute
information in
inlets in the
storm system
layer and share
with other depts
Engineering
2 -
Modera
te
Streets Permitti
ng
Answer
questions as to
which streets
are in City
ROW and
which are
private
Map of streets and
addresses showing
City ROW and private
streets
To quickly
answer
questions for
permitting
Currently the City
ROWs are not
mapped
3 - Low Streets Pot
Hole
Repair
Discover
locations of
pot holes and
plan repairs
Map of pot holes
with ability for the
Public to contribute
More timely
notification of
pot holes means
more timely
repairs
3 - Low Parking Parking
Space
Manag
ement
Identification
of the number
of parking
spaces
affected by
road
maintenance
or special
events
Map of all the
parking spaces in the
City with their
orientation (head-in,
diagnoal, parallel)
Allows for
projects to plan
for parking
space loss
appropriately
and calculate
revenue lost
1 - High Utilities -
Water
Utilities
Operati
ons
Determine
where
"defined"
water
easements
exist
Map of easements
across properties
based on legal
descriptions
Increase the
efficiency of
notifying
Community
Development
whether a
parcel in the
permitting
process has an
easement or
ditch on the
property
ComDev
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1 - High Utilities -
Water
Utilities
Operati
ons
Deteremine
where
"prescriptive"
water
easements
exist
Map of easements
across properties
based on historic
knowledge
Increase the
efficiency of
notifying
Community
Development
whether a
parcel in the
permitting
process has an
easement or
ditch on the
property
ComDev Prescriptive
easement
information will have
to be obtained
through interviews
with Water dept
employees before
they retire
1 - High Yes Utilities -
Water
Utilities
Operati
ons
Determine
where water
service
agreements
exist
Map of parcels that
have water service
agreements with
term information
about the
agreements
This information
needs to be
accessed
frequently so
this would
increase the
efficiency of
access
Already in progress
1 - High Utilities -
Water
Water
Distribu
tion
Manage
maintenance
work orders
for the fiscal
year
Map and list of work
orders that are open
with ability to change
as necessary
To show a visual
representation
of the planned
maintenance
and share with
many City depts
that need this
information
CIPACE database:
likely a GIS function
to spatialize this
database
2 -
Modera
te
Yes Utilities -
Water
Water
Distribu
tion
Maintain the
water system
data
A master map of the
entire water
distribution system
Having this data
in GIS can
greatly help
other depts
workflows
This exists in CAD but
is highly inaccurate.
It is corrected on a
project-by-project
basis by working with
designers and
engineers and going
on-site to accrurately
GPS equipment and
infrastructure. Water
dept is currently NOT
comfortable sharing
this information with
other depts until the
City establishes a
policy for handing
this sensitive data.
3 - Low Yes Utilities -
Water
Water
Distribu
tion
Identify billing
areas and
which users
are in which
billing areas
Map of billing areas Allows utility
billing to assign
fees for users
This already exists,
but needs to be
available on AGOL
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3 - Low Utilities -
Water
Water
Distribu
tion
Be able to
identify where
all "main"
failures are
located
Map of "main"
failures
To be able to
identify all
affected parts of
the system if
there's a failure
and identify
parts of the
system that
need
maintenance
A geometric network
(or SmartGrid) would
have to be created in
the GIS and the
network data would
have to be enhanced
with additional data
3 - Low Utilities -
Water
Water
Resourc
e &
Hydroel
ectric
Notify
developers
developing
property what
the impact of
their
development is
Map of
ditches/easements,
pressure systems and
pipes
Development
could be better
planned and
impact
mitigated if this
information was
shared with
ComDev
A geometric network
(or SmartGrid) would
have to be created in
the GIS and the
network data would
have to be enhanced
with additional data.
Water dept is
currently NOT
comfortable sharing
this information with
other depts until the
City establishes a
policy for handing
this sensitive data.
3 - Low Utilities -
Water
Water
Resourc
e &
Hydroel
ectric
Needs to know
all the
property
owners with
ditches/easem
ents
List of property
owners with ditches
and easements
Data needs to
be made digital
for easy access
and rapid
lookup to be
able to notify
owners of
problems
1 - High Utilities -
Water
Water
Resourc
e &
Hydroel
ectric
Determine
where all the
planned
Streets
projects are
Map of all current
and planned Streets
projects
Disruptions of
the water
system could be
mitigated if they
were aware of
Streets project
ahead of time
Streets
3 - Low Utilities -
Water
Water
Resourc
e &
Hydroel
ectric
Determine
where all of
the current
building permit
applications
are and what
their status is
Map of all ComDev
permit applications,
what their type and
status are
Negative (or
illegal) impacts
to the water
system could be
mitigated if they
were aware of
planned
development
ComDev This functionality
might be provided by
the Magnet
permitting system
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3 - Low Utilities -
Water
Future
Plannin
g
Plan for future
water service
and
distribution
Map of current
distribution system
to analyze its load in
capacity planning
Can be
proactive about
providing
service to new
subdivisions and
customers. Can
avoid
disruptions or
inadequate
service.
A geometric network
(or SmartGrid) would
have to be created in
the GIS and the
network data would
have to be enhanced
with additional data
3 - Low Utilities -
Water
Meterin
g
Be able to
identify the
location of
curbboxes
when
responding to
emergencies
Map of curbboxes Even though the
curbboxes are
the property
owners'
responsibility,
the City often
responds to calls
when there's
problems with
them. Knowing
where are
would save
them time and
money.
There are paper
maps that are
extremely old and
out of date. New
ones are sometimes
added during new
construction are
GPS'd. Mostly their
marked on a paper
map and filed away.
1 - High Yes Utilities -
Electric
Electrici
ty
Be able to
identify and
locate the
primary
electrical
system
accurately in
the office and
in the field
Accurate and up-to-
date map of the
Primary electrical
system
It would save
the Electric
Superintendent
time and money
locating utilities
Currently maintained
by Bridgette by
digitizing maps they
give to her. Would
like to implement a
geometric network
(SmartGrid) to be
able to analyze the
system.
1 - High Utilities -
Electric
Electrici
ty
Be able to
identify and
locate the
secondary
electrical
system
accurately in
the office and
in the field
Accurate and up-to-
date map of the
Secondary electrical
system
It would save
the Electric
Superintendent
time and money
locating utilities
This is not digital yet.
They are considering
hiring a 3rd party
vendor to do this.
Would like to
implement a
geometric network
(SmartGrid) to be
able to analyze the
system.
1 - High Engineer
ing
Public
Use
Plannin
g and
Mainte
nance
Eliciting
feedback from
the public to
suggest
desireable
routes,
dangerous
routes,
locations for
bike racks
Map of city with
current and planned
routes and places of
interest
Provide easier
ways for the
public to
provide
feedback and
see feedback
provided by
others
Currently being
worked on
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1 - High Engineer
ing
Public
Use
Plannin
g and
Mainte
nance
Need to
maintain the
pedestrian and
bike master
plan
Map of city with
current and planned
routes and places of
interest
Increase the
efficiency of
planning
Parking:
parking
spaces per
block,
counts and
orientation
Police: bike
and
pedestrian
incidents
1 - High Engineer
ing
Storm
Water
Interact with
non-City
utilities to
coordinate and
collaborate on
projects in City
ROWs
Map of all utility
networks in the area
including the private
utility providers in
the valley
To aid in
planning
projects, special
events, new
construction
Water:
water mains
Electric:
electric lines
Special
Events
City would like to
renew their franchise
agreements with all
external utilties to be
able to exchange
data. Bridgette
currently does have
data but needs to
make it available in
maps.
1 - High Yes Engineer
ing
Storm
Water
Clean storm
water pipes
Map of storm water
pipes
Keep track of
status of storm
pipe cleaning
Streets:
projects,
road
maintenanc
e schedule,
asphalt
condition
index
Storm system needs
to be made into a
geometric network
for this to work.
1 - High Yes Engineer
ing
Storm
Water
Maintain the
health of the
storm water
system
Map of storm water
system with linked
videos from pipe
cameras; link outfall
monitoring data to
outfall locations
To monitor the
status of storm
water system
Streets:
projects,
road
maintenanc
e schedule,
asphalt
condition
index
Parking:
parking
spaces per
block,
counts and
orientation
Water:
water mains
Electric:
electric lines
Want to get the
storm system into a
geometric network.
There is a manhole
cover layer but it just
has lat/longs, no
attributes. Need to
archive the as-builts
into GIS.
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1 - High Engineer
ing
Storm
Water
Review permit
applications
Site-specific map of
parcels, utilities,
easements, ROWs
To facilitate plan
review, code
compliance and
concessions
ComDev:
ordinances,
PUDs,
resolutions,
plats, soils
reports, etc.
tied to
parcels
Clerk:
documents
geo-
referenced
in LaserFiche
3 - Low Yes Engineer
ing
Storm
Water
Manage and
inspect
permitted
projects
Map of construction
permits and projects
To show status
of permitted
projects
This is done in
Magnet
3 - Low Yes Engineer
ing
Storm
Water
Analyze how
spills in basins
(watersheds)
affect outfalls
in the water
system
Map of watersheds,
riparian areas, top of
slope (streams),
FEMA flood plains,
outfalls in the water
system
To plan for
disasters both
natural and
man-made
Should have all the
data to run these
analyses already.
Engineers needs
access to the data to
set up and run
models.
3 - Low Yes Engineer
ing
Storm
Water
Analyze how
many
construction
sites are within
a basin
Map of watersheds
and construction
permits
To analyze the
impact of new
construction on
a watershed
Building Should have all the
data to run these
analyses already.
Engineers needs
access to the data to
set up and run
models.
3 - Low Engineer
ing
Storm
Water
Plan for
emergencies
by running
analyses at
certain flow
levels
Flow modeling map
exported from Flow-
2D
To plan for
natural disasters
Should have all the
data to run these
analyses already.
Engineers needs
access to the data to
set up and run
models.
1 - High Asset
Manage
ment
Propert
y
Manag
ement
Research all
the history of a
parcel when
redevelopment
/lease/sale is
proposed/plan
ned
Site-specific map of
parcels, utilities,
easements, ROWs,
surveys, ditches,
deeds, permits, City
Council decisions
This would save
Jeff a lot time
spent in
research done
currently by
hand
ComDev:
ordinances,
PUDs,
resolutions,
plats, soils
reports, etc.
tied to
parcels
Clerk:
documents
geo-
referenced
in LaserFiche
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1 - High Clerk Records
Manag
ement
Georeference
all documents
in all
departments in
LaserFiche
App to link
documents to
polygons (parcels,
subdivisions, etc.)
and store in
LaserFiche
This is probably
the one thing
the City would
get the most
value out of
since almost all
depts
interviewed
expressed a
need search for
documents
related to a
parcel
All depts
3 - Low Recreati
on
Event
Plannin
g
Notify public of
upcoming
events or
projects
App to generate
mailing lists to
property owners
To be able to
notify property
owners of
upcoming
events that may
affect them
1 - High Recreati
on
Event
Plannin
g
Plan parking
accommodatio
ns for
Recreation
events
Map showing current
and planned
projects,
construction and
events from relevant
depts and schools.
Ability to collaborate
with schools.
Mitigate the
parking
problems and
inconvenience
to the Public by
planning for
coincident
events.
Streets:
current and
planned
projects
Parking:
parking
spaces,
counts and
orientation
Schools:
planned
events
Special
Events:
planned
events
Need to establish a
relationship with the
school district to
coordinate parking
on their events
1 - High Building REMP Manage
parcels owing
REMP fees or
that have
installed
mitigation
systems
Map showing parcels
that qualify for
REMP, which ones
have installed
mitigation systems,
and which ones will
pay fees
Management of
the program
would be much
more efficient
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1 - High Yes Building Plans
Examin
ation
Review
building permit
applications
for code
compliance
Maps showing
parcels (parcel #'s,
addresses, types of
construction,
sprinkler systems,
etc.). wildfire hazard
areas, flood plains,
Smuggler Superfund
site, historic areas,
zoning districts, fire
protection districts,
boundaries of
utilities zones, ROWs,
easements, historical
imagery with time
slider, ability to
measure distances
Makes it easier
to identify
which building
codes apply to a
particular parcel
and allow
examiner to
review for
compliance
Utilities This can be broken
out into several
workflows and
corresponding maps
that are more
focused. Perhaps the
permit coordinators
could create a web
map upon receiving
the application,
adding pertinent
layers, and shared
with all the
examiners
2 -
Modera
te
Building Building
Inspecti
on
Identify where
"red flagged"
permits are
and their
status
Map of red flags Provides the
ability to see
where all the
red flags are
This might be
handled by Magnet
2 -
Modera
te
Parks Open
Space
Manag
ement
Manage weed
mitigation
Map of weeded
areas and planned
weed mitigation
treatments
To facilitate
weed mitigation
planning and
share with other
departments
1 - High Yes Parks Trail
Manag
ement
Plan new trails Map showing topo,
imagery, hillshade,
ownership,
encrochments,
easements, trails
(existing and
planned), roads with
ability to sketch new
trails and access
Replace
shapefiles that
are created on
project basis. A
single map with
a single
enterprise trail
planning layer
can be used
Clerk:
documents
geo-
referenced
in LaserFiche
County
OS&T
Would like to see all
documents
associated with a
click on the map.
Need more
attribution on trails.
There is some
training needed to
share data via web
mapping.
1 - High Parks Trail
Manag
ement
Capture trail
maintenance
data and
inventory on
mobile devices
Map showing
imagery, trails, roads,
summer signs, winter
signs, trash cans,
benches, etc. with
ability to capture
work activities
performed for
maintenance (i.e.
grading, repair),
update inventory,
and capture photos
Improve
efficiency of
staff
documenting
maintain of
trails and allow
for inventory
capture
Streets:
need access
to current
street data
County
OS&T:
1 - High Parks Trail
Manag
ement
Manage
vandalism of
trails and signs
Map with ability to
capture and view
photos of signs and
vandalism and ability
for the Public to
contibute
Provides an
efficient means
for staff and the
public to report
vandalism and
status cleanup
efforts
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1 - High Parks Parks
Manag
ement
Catalog/mainta
in park
inventory on
mobile devices
Map with parks,
utilities, irrigation
systems, park
inventory, surface
water with ability to
capture work
activities performed
for maintenance and
photos
Improve
efficiency of
staff
documenting
maintain of
parks and
updating park
inventory
Utilities:
need to
know utility
locations on
Park
property
Special
Events:
needs to
know what
amenities
are in each
park
Irrigation system
data is not yet digital.
Park inventory needs
to be catalogued
2 -
Modera
te
Parks Parks
Manag
ement
Provide work
instructions for
seasonal
employees via
the map
Map showing the
asset inventory the
seasonal is
responsible for (e.g.
trash cans) in a
particular area
Communicates
staff work
orders
efficiently
Map should also be
available on mobile
devices.
2 -
Modera
te
Parks Parks
Manag
ement
Collaborate on
tree stand
management
with County
and Feds
Map of City, County
and Federal assets on
adjacent properties
or properties with
management
agreements
Provide a means
for managing
assets between
agencies
County
OS&T
Forest
Service
Getting the County
inventory should not
be an issue but a
data sharing
agreement needs to
be established with
the Feds
1 - High Parks Parks
Manag
ement
Share
information
about events
scheduled for
City parks and
trails
Map of parks and
trails overlayed with
events scheduled in
the Parks & Rec
scheduling system,
ActiveNet
Publish
information
about planned
events to
interested
parties
Special
Events: for
larger events
ActiveNet does have
an API so this could
be done with some
custom coding.
However, use of the
API is not free so the
City needs to explore
whether its use is
already included in
their current contract
or if additional
licensing is
necessary.
1 - High Parks Landsca
ping
Design, plan
and manage
landscaping
projects
Site-specific maps
showing topo,
parcels, imagery,
hillshade, trails,
roads, surface water,
irrigation systems,
utilities, park
inventory
(playgrounds,
restrooms, benches,
picnic tables, trash
cans, etc.) with
ability to plan access
to job sites and
include photos
Establishes a
single map for
all work related
to the project
that can be
shared with
interested
parties
County
OS&T
Utilities
P81
III.
Location Value Assessment
Esri EEAP Activity July 16, 2015 24 | Page
1 - High Parks Forestr
y
Manage tree
inventory using
a mobile
device
Map showing tree
inventory, parcels
with ability to
add/change/move/d
elete in a mobile app
for field maintenance
including ability to
attach photos
To improve
efficiency of
maintenance
documentation
in the field
Need to keep a
history of the tree
layer edits
1 - High Parks Forestr
y
Generate
report for
maintenance
schedule
Map to query
database for the tree
maintenance
schedule to be
shared with staff
To quickly
generate
maintenance
report to give to
staff for
treatment
1 - High Yes Planning Zoning
Enforce
ment
Enforce zoning
code for
applications
Map of parcels with
addresses, zoning
districts, planned
development,
affordable housing
To understand
the code
restrictions that
apply to
particular areas
Clerk:
documents
geo-
referenced
in LaserFiche
1 - High Yes Planning Historic
Preserv
ation
Create maps
for proposed
development
on historically
preserved
properties
Map of historic
resources, property
features, address,
zoning, all
documents related to
the parcel
To pull together
all
documentation
related to a
property.
Provides an
effective means
for
communicating
the proposal
and any issues
associated with
it to elicit
feedback and
facilitate
decision-
making.
Clerk:
documents
geo-
referenced
in LaserFiche
Need to be able to
filter documents by
types, approvals
2 -
Modera
te
Planning Land
Use
Plan
Review
Share a
comprehensive
view of all
active reviews
in process to
the Public
Map showing all
notifications, when
they go to public
hearing, what
reviews it is subject
to, when are all
meetings regarding
the property and
what are they about
with links to packets
and calendars
Communicates
land use
applications to
the Public more
effectively and
interactively
1 - High Planning Long
Range
Plannin
g
Review
proposed code
amendments
Map showing
proposed changes to
planning layers, such
as, zoning districts,
stream margins, etc.
Demonstrates
how changing
code language
will affect the
planning layers
P82
III.
Location Value Assessment
Esri EEAP Activity July 16, 2015 25 | Page
1 - High Yes Planning Long
Range
Plannin
g
Review 3-D
work from
SketchUp in a
3-D map to see
where view
planes
intersect
buildings
Map of SketchUp
drawings and
buildings
To facilitate
code review
A 3rd party vendor
used to have an
ArcMap addin to
imported SketchUp
drawings into
ArcMap but it is not
being upgraded for
v10.x. Need to
investigate other
options.
1 - High Yes City
Manager
Manag
ement
Analysis
Wildfire
planning and
mitigation
Map of wildfire
hazard areas and
mitigation plans
overlayed with risk
assessments (per
parcel) by the Fire
Dept
To prepare the
City and the
community for
wildfire
disasters
Fire Dept
3 - Low City
Manager
Manag
ement
Analysis
Manage
license
applications
for food
establishments
and liquor
licenses
Map of licenses and
their renewal dates,
and applications for
licenses
Analyze
applications in
relation to other
activities/progra
ms in the City
Finance
2 -
Modera
te
Yes Police Critical
Situatio
n
Manag
ement
Manage critical
situations,
such as,
homicides,
hostage
situations, etc.
Map of incident
vicinity for briefing
To better
manage public
safety
3 - Low Yes Transpor
tation
Car
Sharing
Progra
m
Allow car
sharing
members to
see what cars
are avaialble
and track those
that are out.
Manage car share
program
Allow car
sharing
members to see
what cars are
avaialble and
track those that
are out.
1 - High Transpor
tation
Free
Shuttle
Routing
Route
maintenance
Map showing roads,
routes with ability to
mark up proposed
route changes, new
routes, temporary
closures
To enable
collaboration
between the
City and RFTA
RFTA Route data is
maintained by RFTA.
Can the City establish
a data sharing
agreement with
RFTA?
1 - High Transpor
tation
Free
Shuttle
Routing
Communicate
routes to the
Public
Public map showing
roads, routes,
closures due to
special events,
construction
To enhance
public outreach
Special
Events
Streets
2 -
Modera
te
Marketin
g &
Special
Events
Special
Events
Coordin
ation
Contact
Rebecca to see
which spaces
for street light
banners are
available
Map of street light
banners
To better see
what street
lights are
available for
banner
installation and
for what time
period
P83
III.
Location Value Assessment
Esri EEAP Activity July 16, 2015 26 | Page
1 - High Marketin
g &
Special
Events
Special
Events
Coordin
ation
Manage
permitting for
special events
Map of City facilities
and public spaces,
past, current and
planned permits on
those facilities, and
inventory of
amenties at those
facilities, parking,
driveways with
ability to mark up
event plans for
permitting
Enables
scheduling and
permitting and
facilitates
marketing of
facilities to the
Public
Parks
Parking
County
OS&T
Inventory of
amenities in
facilities/parks does
not yet exist
1 - High Yes Marketin
g &
Special
Events
Special
Events
Coordin
ation
Neighbor
noticing
Map of parcels and
planned events with
ability to generate
mailing lists within a
given buffer
Facilitates
notification of
property owners
of special events
that may affect
them
1 - High Marketin
g &
Special
Events
Special
Events
Coordin
ation
Manage
special events
Map of event plan,
parking, driveways,
streets/utilities
projects, park
reservations, school
district events, with
ability to mark up
road closures,
parking closures,
volunteer placement
Aids in event
planning and
execution
Streets
Parks
County
OS&T
Parking
Engineering
Utilities
Police
School
District
2 -
Modera
te
Marketin
g &
Special
Events
Marketi
ng
Send
"Welcome to
Aspen" packets
to new home
owners
Map of new sales Provides ability
to know what to
put into packet
based on their
location
County
Assessor
2 -
Modera
te
Environ
mental
Health
Waste
Reducti
on
Respond to
questions from
citizens,
businesses,
haulers and
the County
Map of parcels, city
boundaries, who
each parcel's trash
hauler is and what
the haulers' routes
are
Facilitates
answering
questions based
on who the
hauler is and
what the
regulations are
Haulers
2 -
Modera
te
Environ
mental
Health
Waste
Reducti
on
Research and
resolve
arguments,
disputes and
complaints
Map of parcels, city
boundaries, who
each parcel's trash
hauler is and what
the haulers' routes
are
Answers the
question of
which hauler is
responsible for
whose trash
Haulers
2 -
Modera
te
Environ
mental
Health
Waste
Reducti
on
Analyze how
much trash in
the County
landfill is
coming from
the City
Map of parcels, city
boundaries, who
each parcel's trash
hauler is and what
the haulers' routes
are
Provides a way
to track the
advocacy of
waste reduction
programs
Haulers
P84
III.
Location Value Assessment
Esri EEAP Activity July 16, 2015 27 | Page
1 - High Environ
mental
Health
Waste
Reducti
on
Analyze new
construction
permits
Map of parcels, city
boundaries,
proposed building
footprint, easements
To determine if
new
construction has
enough space to
contain their
waste properly
Building,
Engineering
2 -
Modera
te
Environ
mental
Health
Waste
Reducti
on
Coordinate the
single-use bag
ban
Map of bag
banks/dispensing
systems
To inform the
public of ways
to comply with
the single-use
bag ban and
determine if
they are in the
right locations
1 - High Environ
mental
Health
Waste
Reducti
on
Analyze how
many
properties
have enclosed
waste
containers and
the City's
progress
towards
getting
everyone to
have enclosed
trash
Map of which parcels
have trash
enclosures and which
ones don’t
To get more
citizens
composting
(because the
County landfill
only has 19
years left)
2 -
Modera
te
Environ
mental
Health
Utilities
Efficien
cy
Manage audit
and rebate
programs
Map of parcels (with
construction types,
year built, square
footage), urban
growth boundary,
Aspen emissions
boundary
Provides a way
to track the
advocacy of
audit and rebate
programs
Wants to link the
map to the CORE
system
2 -
Modera
te
Environ
mental
Health
Utilities
Efficien
cy
Manage the
Aspen Energy
Challenge
Map of parcels (with
construction types,
year built, square
footage), urban
growth boundary,
Aspen emissions
boundary
Provides a way
to track the
advocacy of
Aspen Energy
Challenge
2 -
Modera
te
Environ
mental
Health
Utilities
Efficien
cy
Track
commercial
business
energy usage
and efficiency
Map of parcels (with
construction types,
year built, square
footage), urban
growth boundary,
Aspen emissions
boundary
Provides a way
to track the
advocacy of
commercial
business energy
usage and
efficiency
2 -
Modera
te
Environ
mental
Health
Climate
Change
Mitigati
on
Track
greenhouse
gas emissions
reduction goals
of 30% by 2028
and 80% by
2050
Map of greenhouse
gas inventories,
trends in utility
usage, with ability to
accept public
comment
Provides a way
to track the
advocacy of gas
emissions
reduction goals
Utilities Data from different
utility providers are
in different formats
P85
III.
Location Value Assessment
Esri EEAP Activity July 16, 2015 28 | Page
1 - High Environ
mental
Health
Air
Quality
Radon testing Map of properties
that have been given
radon kits and those
that have not
To help
determine
whose houses
she needs to go
to give people
test kits and
who needs to
turn their kits in.
To figure out
how to get
people who
haven't tested,
to test.
There is a ton of data
gathered already
that needs to be
cleaned up
1 - High Environ
mental
Health
Air
Quality
Radon
mitigation
Map of parcels and
the radon readings
from kits
To analyze
trends in radon
emissions
1 - High Environ
mental
Health
Air
Quality
Idling vehicle
enforcement
Map of locations of
warnings and
violations and license
plates on a mobile
device
Ability to
monitor city
streets for idling
vehicles and
give out
warnings and
violations. Track
repeat
offenders.
2 -
Modera
te
Environ
mental
Health
Air
Quality
Analyze
transportation
impact analysis
for projects
Map of land use
applications
To measure
impact of traffic
congestion on
air quality
Engineering,
Building
2 -
Modera
te
Environ
mental
Health
Air
Quality
Analyze the
impact of the
Chargrill
ordinance
Map of open flame
grill restaurants and
their mitigation
To measure
effectiveness of
the ordinance
and to manage
mitigation
programs
2 -
Modera
te
Environ
mental
Health
Air
Quality
Manage noise
ordinance
violations
Map of parcels
symbolized by
property class:
residential, lodging,
commercial
To better
respond to
noise
complaints
P86
III.
2016 DEPARTMENT NEEDS ASSESSMENTS_TRACKING SHEET
Department Date #What (GIS)
1 TRANSPORTATION 10.13.15
Participants: GIS Training 1
JK, LR, KH, LG
2 PARKS: OPEN SPACE 10.22.15
Participants: Use GIS mapping a lot 2
TR, KH, LG
3 PARKING 10.27.15
Participants: New technology: GIS applications 3
MO, DK, KH, LG
4 FINANCE 10.28.15
Participants
DT, PS, KH LG
5 ENGINEERING 10.29.15
Participants Currently use GIS 4
TA, JF, KH, LG
6 KIDS FIRST 11.03.15
Participants
SR, KH, LG
7 INFORMATION TECHNOLOGY 11.05.15
Participants
JC, KH, LG
8 PARKS: RECREATION 11.10.15
Participants
TA, KH, LG
9 CITY CLERK 11.12.15
Participants Further (optimize) use of LaserFiche(with GIS?)5
LM, LG
10 UTILITIES & ENV INITIATIVES 11.20.15
Participants GIS mapping 6
DH, LG Water system mapping
11 HOUSING AUTHORITY 11.24.15
Participants
There is a significant opportunity with data management and
systems. There are a lot of things we do not know. A bit of control
over our inventory (what we have); need to present it back to
elected officials for decision making. Systems were good for the
1990s but not for present and future needs. Need a centralized,
multi‐faceted database (GIS). 7
MK, KH, LG
12 CITY ATTORNEY 11.30.15
Participants
JT, DQ, TN, KH, LG
13 ENVIRONMENTAL HEALTH & SUSTAINABILITY 12.01.15
Participants
Bridgette developed a great GIS app; tracking information on idling
vehicles.8
CJO, LG
14 POLICE DEPARTMENT 12.08.15
Participants
Work well with the Streets & Fleet department. Also with
Environmental Health, Attorney’s Office, and Transportation. Things
with Special Events have improved. GIS offers support but have not
capitalized on it yet.9
RP, BL, LC, KH, LG
15 WHEELER 12.08.15
Participants
GB, KH, LG
16 HR 12.09.15
Participants
AF, HB, LG
17 STREETS 12.09.15
Participants GIS Core part of business 10
JN, WM, KH, LG Need more Training to use the GIS maps
18 COMMUNITY DEVELOPMENT 12.15.15
Participants
It would be helpful to have more GIS based linkages to files. Ex. Click
on a parcel and you would find old scanned files.11
JP, SK, RW, LG GIS Core part of business
19 PUBLIC WORKS 12.15.15
Participants
GIS – now under the Engineering department; making huge
improvements and more user friendly 12
SM, LG
20 SPECIAL EVENTS 12.17.15
Participants
GIS mapping; a lot we do not know about. Ex. There are times where
there should be a way to get a map and see all street closures. Also
to educate the public on routes to take. Do a lot of this verbally right
now – is there an app?13
NL,SD, LG
21 ASSET MANAGEMENT 12.17.15
Participants GIS Core part of business, make available to consultants 14
JW, JG
22 GOLF 12.21.15
Participants
SA, JG
P87
III.