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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 P1 P2 I. P3 I. P4 I. P5 I. P6 I. P7 I. P8 I. P9 I. P10 I. P11 I. P12 I. P13 I. P14 I. P15 I. P16 I. P17 I. P18 I. P19 I. P20 I. P21 I. P22 I. P23 I. P24 I. P25 I. P26 I. P27 I. P28 I. P29 I. P30 I. P31 I. P32 I. P33 I. P34 I. P35 I. P36 I. P37 I. P38 I. P39 I. P40 I. P41 I. P42 I. P43 I. P44 I. P45 I. P46 I. P47 I. P48 I. P49 I. P50 I. P51 I. 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. P52 II. 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. P53 II. Page 1 of 5 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. P54 III. Page 2 of 5 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. P55 III. Page 3 of 5 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. P56 III. Page 4 of 5 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: P57 III. Page 5 of 5 ATTACHMENTS: Attachment A: City of Aspen LVA Summary Report Attachment B: Department Needs Assessment_GIS Tracking P58 III. City of Aspen Location Value Assessment Summary of Findings May 2015 Prepared for: Bridgette Kelly P59 III. 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. P60 III. Location Value Assessment Esri EEAP Activity July 16, 2015 3 | Page 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 P61 III. Location Value Assessment Esri EEAP Activity July 16, 2015 4 | Page 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. P62 III. Location Value Assessment Esri EEAP Activity July 16, 2015 5 | Page 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 P63 III. Location Value Assessment Esri EEAP Activity July 16, 2015 6 | Page 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. P64 III. Location Value Assessment Esri EEAP Activity July 16, 2015 7 | Page 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 P65 III. Location Value Assessment Esri EEAP Activity July 16, 2015 8 | Page  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 P66 III. Location Value Assessment Esri EEAP Activity July 16, 2015 9 | Page  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 P67 III. Location Value Assessment Esri EEAP Activity July 16, 2015 10 | Page 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. P68 III. Location Value Assessment Esri EEAP Activity July 16, 2015 11 | Page 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: P69 III. Location Value Assessment Esri EEAP Activity July 16, 2015 12 | Page  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: P70 III. Location Value Assessment Esri EEAP Activity July 16, 2015 13 | Page  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. P71 III. Location Value Assessment Esri EEAP Activity July 16, 2015 14 | Page 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 P72 III. Location Value Assessment Esri EEAP Activity July 16, 2015 15 | Page 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 P73 III. Location Value Assessment Esri EEAP Activity July 16, 2015 16 | Page 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 P74 III. Location Value Assessment Esri EEAP Activity July 16, 2015 17 | Page 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 P75 III. Location Value Assessment Esri EEAP Activity July 16, 2015 18 | Page 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 P76 III. Location Value Assessment Esri EEAP Activity July 16, 2015 19 | Page 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. P77 III. Location Value Assessment Esri EEAP Activity July 16, 2015 20 | Page 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 P78 III. Location Value Assessment Esri EEAP Activity July 16, 2015 21 | Page 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 P79 III. Location Value Assessment Esri EEAP Activity July 16, 2015 22 | Page 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 P80 III. Location Value Assessment Esri EEAP Activity July 16, 2015 23 | Page 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.