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Morgan Hill, California
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Zucker Systems
18.
Recommendation:
Additional staff or consultants should be available as
part of implementing TRAKiT.
Geographical Information System (GIS)
In numerous studies that we have conducted, we have observed one of the greatest
indicators of an organization’s overall effectiveness is the degree to which the
Geographical Information System has been fully integrated into each Department’s
operations. These progressive organizations have recognized the importance of using
the GIS system to both record property related activities and as a tool to help guide
future land development decisions. The GIS system currently in use in Morgan Hill
has tremendous potential, however, it features are not being actively utilized by staff.
The program is being supported primarily by an Associate Planner in the Planning
Division, as time permits. This responsibility is in addition to the individual’s
assignment as the primary coordinator for the implementation of the TRAKiT permit
system and the expectation that the employee will also carry a caseload of planning
applications. Through our interviews with Department staff and confirmation from
Information Systems support staff, the GIS database has not been updated for nearly
five years. This lack of attention to the critical maintenance of a system that will be
integral to the effective implementation of the new TRAKiT permit system represents
a significant problem. It is apparent to us that insufficient resources are being
dedicated to the maintenance and expansion of this program. The Assistant City
Manager for Community Development has indicated that the City is considering
adding a position that would be dedicated to supporting the expanded use of the GIS
system. We support the need for such a position.
19.
Recommendation:
The Assistant City Manager should pursue adding a
GIS specialist position to maintain and enhance the use of the existing
GIS.
Electronic Plan Review
A feature included with the new TRAKiT permit system will be software that can be
used to facilitate the review of plans submitted electronically. This software (Blue
Beam) will allow each group participating in the review process to markup and
comment on their designated layer of the electronic plan. This should assist the
designer by having all comments readily visible and coordinated among the
Departments/Divisions that reviewed the plans. As the City moves in the direction of
creating a “paperless” office, it is important to recognize that some computer
hardware upgrades will be required to better handle the anticipated influx of digital
documents and plans. Each Department should determine if existing equipment, such
as computer monitors, are adequate to support digital plan review. Some of our clients
use 40 inch screens, others a two screen set-up with at least one being 30 inches.