Administrative
Report
N.4., File # 23-5366 Meeting Date: 1/17/2023
To: MAYOR AND CITY COUNCIL
From: LUKE SMUDE, ASSISTANT TO THE CITY MANAGER
TITLE
DISCUSSION AND POSSIBLE ACTION REGARDING EFFORTS TO EXPAND THE NUMBER OF
CITY SERVICES PROVIDED ONLINE
EXECUTIVE SUMMARY
As part of the strategic planning process, Council expressed a desire to move additional City services online. Since that time, Departments have made strides to improve operations and are poised to add a number of online services. Additional options will be provided by enhancing the use of current applications, utilizing features of the City’s updated Revize website as well as through new standalone applications tailored to specific functional needs.
BACKGROUND
The methods of providing outstanding services through local government are always changing. In the current environment, City stakeholders are accustomed to online service delivery, and Departments must keep pace to ensure it is able to meet residents, business owners and visitors where they are most comfortable. Increasingly, the preferred venue is online through the use of mobile-responsive applications individuals can access via their smart phone or connected devices.
With that in mind, Departments were asked to examine their current operations and identify both high volume, and high impact services, that could be moved online to improve service delivery to external stakeholders and simplify internal processes to increase overall efficiency. Departments have examined: how they can better utilize technology that has already been purchased; how to best use the tools available through the Revize website implementation; and what critical services can be provided online with the addition of applications designed to satisfy specific functional needs.
The items below represent staff’s efforts to improve service delivery by moving services online.
There are numerous other opportunities, but these items represent a cross-section of the efforts that have already begun, or are nearing implementation.
Items Addressed by Existing Applications
Department Item Application ETA
Community
Services
Customer Survey
Development and Tracking
Survey Monkey 1 Month
Public Works GIS Hazard Map ESRI Arc GIS 1 Month
Citywide Simplify Online Service
Requests
Comcate 2 Months
N.4., File # 23-5366 Meeting Date: 1/17/2023
Department Item Application ETA
Community
Services
Customer Survey
Development and Tracking
Survey Monkey 1 Month
Public Works GIS Hazard Map ESRI Arc GIS 1 Month
Citywide Simplify Online Service
Requests
Comcate 2 Months
Items Addressed by Existing Applications, cont.
Community
ServicesBounc
e House
Permits
Franklin &
Anderson
ParksRecTrac2
Months
Public Works CIP Project Portal Map ESRI Arc GIS 2 Months Community
Services
Facility Rental Inquiries RecTrac 3 Months
Community
Services
Alta Vista Tennis and
Racquetball Court
Reservations
RecTrac 3 Months
Community
Services
Senior & Family Services
Activities, Excursions and
Facility Bookings
RecTrac 3 Months
Community
Services
Seaside Lagoon Day Table
Booking
RecTrac 4 Months
Public Works Barbeque Rental RecTrac 4 Months
Library Meeting Room
Reservations
RecTrac 5 Months
City Clerk Public Records Requests Comcate/Revize Website 6 Months Items Addressed by the Revize Website
DepartmentIte
mApplication
ETA
City Clerk Claim Form Receipt and
Processing
Revize Website 6 Months
Finance Business Permit
Application
Revize Website/TBD 6 Months
Finance Garage Sale Affidavit Revize Website 6 Months
Fire Mooring Permit InspectionsRevize Website 6 Months
Fire Boating Safety Inspections Revize Website 6 Months Library Program Suggestion Revize Website 6 Months
Library Library Card Application Revize Website 6 Months Library Material Purchase Request Revize Website 6 Months Library Inter Library Loan Request Revize Website 6 Months Police Police Report Requests Revize Website 6 Months
Police CCW Permit Requests Revize Website 6 Months
N.4., File # 23-5366 Meeting Date: 1/17/2023
g
Fire Mooring Permit InspectionsRevize Website 6 Months
Fire Boating Safety Inspections Revize Website 6 Months Library Program Suggestion Revize Website 6 Months
Library Library Card Application Revize Website 6 Months Library Material Purchase Request Revize Website 6 Months Library Inter Library Loan Request Revize Website 6 Months Police Police Report Requests Revize Website 6 Months
Police CCW Permit Requests Revize Website 6 Months
Public Works Block Party Permits Revize Website 6 Months Waterfront &
Economic
Development
Pier Entertainer Permit,
Business Concierge
Request for Service
Revize Website 6 Months
Items Addressed through New Application Procurement
DepartmentIte
mApplication
ETA
Community
Development
Building, Engineering, Fire
Prevention, Construction &
Demolition Permits,
Inspection Scheduling,
Electronic Plan Submittal
and Plan Review
TBD 6-8 Months
Finance Electronic Procurement
Process
TBD 6-8 Months
Staff will continue to collaborate to identify additional services that can be moved online and seek Council’s approval for items that require additional expenditures.
COORDINATION
The City Manager’s Office coordinated this report with each City Department.
FISCAL IMPACT
The fiscal impact will vary by item, but the majority of the items included in this report can be accomplished without additional expenditure. Items where the application is still TBD are likely to carry additional costs. If not previously funded, the cost of the new applications will be brought to Council for consideration as the appropriate solutions are identified by staff.
APPROVED BY:
Mike Witzansky, City Manager