CCP 06-21-1999 - Laserfiche WebLink

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. . . ..~ , --"- :A L. CITY OF ARDEN fiLLS MEMORANDUM DATE: June 21, 1999 TO: Mayor and City Council Kevin Ringwald, Assistant to the City Administrato~ Code Enforcement update FROM: SUBJECT: The Community Development Department has been working in May on building an electronic code enforcement system utilizing a database management software (MicroSoft's - Access) and mapping software (ESRI's - ArcView) to assist in the reporting, tracking, and analyzing the City's on-going code enforcement activities. Nancy Randall has been utilizing her technical skills to lead this transformation. The coordination of these two software packages allows for easy input of data by a wide range of people in a consistent fashion, that allows the City to analyze trends and time frames for the work that is done in the area. As the City Council may remember, the City had previously filed code enforcement activities by the person's last name that was alleged to have violated the City Code. As long as one person managed this file system, in perpetuity, it would function. However with the turnover of Staff, opening a file cabinet and seeing a drawer oflast names, some of which no longer even lived at a particular property, added considerable time to the Code Enforcement investigative process. In January of 1999, the Department Secretary, Susan Holmes, had the unenviable task of transforming this surname based system to an address based system. As time permits, this data can be added to the electronic code enforcement system by scanning the address file and then importing that file into the code enforcement system. The essence of the electronic code enforcement system is attached as Exhibit A. As one enters the code enforcement system (Exhibit A, page I of 5) a switchboard is displayed that gives the staff quick access to a variety of pre-constructed forms and reports. The form that most staff people would use to access or input data (Exhibit A, page 2 of 5) allows staff to query by a variety of information types (ie., address, PIN, Code Violated, Days Active, Last Name, etc.,). The system also creates both public and confidential reports. A summary of all active code enforcement (Exhibit A, page 3 of 5) is attached. A hypothetical example of a detailed report regarding a specific property is also attached (Exhibit A, page 4 of5). Lastly, a monthly map is attached (Exhibit A, page 5 of 5) that shows where the violation occurred, what type of violation occurred, and how long the violation has been active.