2014-09-02 Committee on Citizen Engagement MinutesCOMMITTEE ON CITIZEN ENGAGEMENT MINUTES
September 2, 2014
After determining that a quorum was present, the Committee on Citizen Engagement convened
in a meeting on September 2, 2014, at 10:00 a.m. in the City Hall Conference Room at City Hall.
PRESENT: Council Member Roden, Council Member Gregory, Council Member Ryan, Bryan
Langley (ACM), Jon Fortune (ACM), John Cabrales (ACM), Chief Howell (Police),
Kevin Gunn (Tech), Ethan Cox (Custamer Service), Abra Nusser (Planning),
Rodney Pattersan (Bldg. Inspections), Barbara Ross (Community Development),
Katia Boykin (Planning}, Nikole Chew-Jones (Planning), Brian Lockley (Planning),
Cody Yates (Bldg. Inspections}, Ron Menguita (Planning), Brian Daskam (DME),
Kiersten Dieterle (PCO), Chuck Springer (Finance), Tonya Demerson
(Reprographics)
1. Council Member Roden called the meeting ta order.
2. The Cammittee considered approval of the minutes from the meeting of June 16, 2014.
Council Member Gregory motioned to approved minutes; Council Member Ryan seconded. The
minutes were approved.
Receive a report and hold a discussion regarding customer service improvements
recommended by the Committee on Citizen Engagement.
Ethan Cox gave a presentation regarding website navigation updates.
Standardized "contact us" information on departmental pages is also being updated. Bryan
Langley stated that around $12,000 per year is budgeted for website updates/maintenance.
Options for increasing that can be considered during the next budget process. Langley stated
that it takes time to get stakeholder input on what is needed on the website.
Council Member Roden asked if City branding is being aligned with website updates.
Langley stated that branding has not been addressed, but it can be reviewed. Cabrales stated
that there have been conversations with the chamber and LTNT to partner on co-branding with
the City.
Ethan Cox stated that the committee will be working on standards for delivery of services
with the various departments.
4. Receive a report, hold a discussian and receive a demonstration regarding the online plan
submittal system, a demonstration of eTRAKit, and the City's mapping system.
Brian Lockley stated that Planning currently has a new GIS mapping system available online
to review existing projects, and Nikole Chew-Jones gave a presentation on the eTRAKit
system. Nikole stated that the online eTRAKit system allows developers to submit projects
to the City. The system has limited citizen access. Citizens can search a project based on
name, address, and/or fees paid. No site plans or plats are available online. Full citizen access was
removed for security and confidentiality reasons.
Nikole stated that a new submission list is posted an the website weekly.
COMMITTEE ON CITIZEN ENGAGEMENT MINUTES
Sept. 2, 2014
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Rodney Patterson stated that plans and plats are no longer uploaded into eTRAKit due to
volume, server, and storage space.
Cabrales stated that the new GIS system will provide more information to citizens,
Cody Yates explained the new GIS system. Phase 1 is a manual process. Plans for Phase 2
will include accessing data within no more than two clicks. GIS system may be demoed at
next meeting.
Council Member Roden stated that zoning projects may need more information on the front
end. Cabrales stated that providing rnore information/data would require more staff time and
would need to be evaluated.
Council Member Roden stated that the online tools should be marketed.
5. Hold a discussion regarding the Committee on Citizen Engagement topic matrix.
Council Member Gregory passed out and discussed a meeting notice he received. The notice
did not appear ta be sent from the City.
Council Member Roden stated that two citizens attended an open data event with him -
Patrick McCloud and Owen Wilson Chavez. He'd like for them to report to the group at the
next meeting ("civic hacking group99)
6. Set next meeting date and topics for discussion.
Alison Ream will caordinate next meeting date.
7. With no further business, the meeting was adjourned at 11:15 a.m.