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Home My WebLink AboutMinutes i� ��tJV� �ri°t � y � ............................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................................... �� ri e ar�d PC�� t MINUTES COTTAGE GROVE CITY COUNCIL December 20, 2017 COUNCIL CHAMBER 12800 RAVINE PARKWAY SOUTH SPECIAL MEETING — 6:00 P.M. 1 . CALL TO ORDER 2. ROLL CALL Mayor Myron Bailey, Council Member Steve Dennis, Council Member Wayne Johnson, Council Member La Rae Mills, Council Member Dave Thiede, City Administrator Charlene Stevens, Community Development Director Jennifer Levitt, Finance Director Robin Roland, and Brian Bluhm, MIS Coordinator, were present. 3. AGENDA ITEM A. Workshop - Open to Public: Demonstration of Permitting Software Staff Recommendation: IT, Finance, and Community Development Staff will be present for a demonstration (via phone and Internet) of the processes and capabilities of the EnerGov permitting software. Contractors have also been invited to attend. Ray Kinard and Matt Kesler, of Tyler Technologies, spoke about the EnerGov Citizen Self Service, the portal through which citizens and contractors could apply for permits, schedule inspections, complete applications, etc. EnerGov is an online portal that allows citizens and contractors to apply for various types of permits and licenses and complete applications. Portal highlights include: Ability to submit complaints and requests; check the status of an application; schedule inspections; cell phone app availability; works with the City's current finance system; fee estimates are readily available; contractors can request multiple inspections on a single screen; it's fully ADA compliant; it supports multiple languages; reports can be generated to share with citizens and contractors; GIS maps. It's a sophisticated and visual workflow engine, which helps everyone see where they're at in the process and what's next. CITY OF COTTAGE GROVE • 12800 Ravine Parkway • Cottage Grove, Minnesota 55016 www.cottage-grove.org • 651-458-2800 • Fax 651-458-2897 • Equal Opportunity Employer City Council Meeting Minutes December 20, 2017 Page 2 Mr. Kinard displayed the public data on the system for two cities; he demonstrated how easy it was to find permit information on the system. He stated tutorials were put together by one city to help their citizens and contractors become familiar with the system. He reviewed the app used for complaints and questions. Mayor Bailey asked if citizens could file a complaint anonymously; he was advised that was possible. You can access the site as a guest and do not need to register. Fee estimations and application fees are available, as well as a site calendar to display public hearings, public meetings, and/or holiday schedules. Invoices can also be paid on the site. This will help reduce phone inquiries currently handled by staff. Mr. Kesler demonstrated the ease with which both a homeowner and a contractor could apply for a City permit and/or application. A contractor must have the correct license to do the work before being allowed to proceed with the application. Once the documents are uploaded, they'd be reviewed and then approved. Mr. Kinard stated once the application is approved, that will trigger an email to the homeowner and/or a contractor. Mr. Kesler also stated options can be put online regarding the exact drawings and/or documentation required from contractors, which need to be uploaded; that will help speed things along. Active permit inspections information is also online, including which day and/or time you want those to occur. Council Member Johnson asked if you could combine inspections (electrical, plumbing, etc.) or if you'd have to do them one at a time; at this point, Mr. Kesler believed they'd need to be done separately, but stated he'd follow up on that. Mayor Bailey asked if our building inspectors would have some type of tablet or laptop with them so when they completed inspections it would be linked to this software and it would automatically populate; he was advised that's the plan. Mayor Bailey stated Cottage Grove building inspectors also do inspections in other cities. He asked how coordinating inspections would be done for all of the cities. Administrator Stevens stated inspections are scheduled as they're requested, but there's the ability now to block out certain amounts of time for other cities. They want to make sure that ability will be preserved with the new system. Council Member Johnson asked if rental licenses are done through this software; he was advised that's correct. Mayor Bailey asked if violations of a rental property would be displayed. Mr. Kesler stated any violation history could be shown, including code enforcement calls. Administrator Stevens stated they'd have to make that determination. Rental violations can be put in there to direct people to the City to get more information on the property. Mayor Bailey asked if an expired permit could be seen; Administrator Stevens stated if that occurred it would probably show that there was no permit. Citizens would be directed to contact the City if there's work occurring. Mr. Kinard and Mr. Kesler were thanked for their time and the demonstration. 4. ADJOURNMENT City Council Meeting Minutes December 20, 2017 Page 3 The meeting adjourned at 6:52 p.m. Minutes prepared by Judy Graf and reviewed by Joe Fischbach, HR Manager/City Clerk.