09-17-18 Personnel and Finance (#9)

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CITY OF SOUTH BEND OFFICE OF THE CLERK topographic maps about elevation to be able to, since it was unprecedented flooding, there are some GIS components that could help identify areas we thought had a high likelihood of getting flooded next. We are sharing some of these things. We are plugged into those efforts and we have an awesome team that is always willing to respond whenever the need stands whether it is with 311 mapping information or even with the aftermath by helping share information about where the damage has occurred. Our GIS team was flying a drone that captured information about the damage. That helps when we are filing insurance claims as well as the assessment of damages. Councilmember Broden followed up, Did I hear correctly that St. Joseph County is undergoing a strategic plan process related to this? Mr. Garces replied, For GIS,the County Commissioners contracted out with a group to conduct a strategic planning exercise. Again, we proposed to come together with the County as we are making some big investments in our infrastructure and we can all work together,but,they decided to go in a different direction. Councilmember Broden stated, So,I guess,for part or the whole,right? So what are the objectives, or,could you get us the information on what the objectives are of that strategic plan?I'm assuming there was an MOU or something? Mr. Garces replied, There is no MOU. The County is saying the County GIS is going to do their thing and I believe the Director of Economic Development, Bill Schalliol, was spearheading the effort of designing that. Again, from our responsibility, we've said we will do our part ensuring that the City's data is compliant with the standards that the system requires and that we are open to help when they need but they have decided to go in a different direction. They have decided they have different needs overall in what they are conducting. We would have to request that information from the County because we are not privy to that. Councilmember Broden then asked, Have we been invited to the table on these strategic plans? Mr. Garces replied, I don't believe we've been contacted yet about being part of any planning or anything. Again, we continue to work very closely especially Dan, John and Rene. They are spearheading the clean-up effort of the data and then up until we made the determination that we would roll back,Dan was also providing assistance with the process for the CAD. We've said give us a call if you need us and if they want our help we are always available to help. They haven't taken us up on that yet. Mr. Garces continued, Continuing on with the fun part of the presentation, we wanted to share with you all the great projects that our team does where they collaborate with each other and the different divisions come together. It is work that is a lot of times invisible because it is in the background of how people do their job. I just want to share a couple stories with you and then after that we have a couple of concerns we thought the Council may have that we can attempt to answer. He went on, We've made some improvements to our Constituent Resource Management system, or CRM. This is a system that connects our residents to the services the City provides. So we have residents contacting us via social media, the web, email and by phone. We handle over 150,000 calls every year and our Applications Division has been configuring the solution that we purchased and has written over 8,000 lines of code to try to intuitively build on what the ping points were of EXCELLENCE I ACCOUNTABILITY I INNOVATION I INCLUSION I EMPOWERMENT 455 County-City Building 227 W Jefferson Bvid I South Bend,Indiana 46601 p 574.235.92211f574.235.9173 TTD574.235.5567 www.southbendin.gov 12