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Home My WebLink About2023-10-23 City Council Workshop Packet AGENDA MAPLEWOOD CITY COUNCIL MANAGER WORKSHOP 5:45 P.M. Monday, October 23, 2023 City Hall, Council Chambers A. CALL TO ORDER B. ROLL CALL C. APPROVAL OF AGENDA D. UNFINISHED BUSINESS None E. NEW BUSINESS 1. Update on New Technology 2. Century Avenue Planning and Environmental Linkages (PEL) Study Update F. ADJOURNMENT RULES OF CIVILITY FOR THE CITY COUNCIL, BOARDS, COMMISSIONS AND OUR COMMUNITY Following are rules of civility the City of Maplewood expects of everyone appearing at Council Meetings - elected officials, staff and citizens. It is hoped that by following these simple rules, everyone’s opinions can be heard and understood in a reasonable manner. We appreciate the fact that when appearing at Council meetings, it is understood that everyone will follow these principles: Speak only for yourself, not for other council members or citizens - unless specifically tasked by your colleagues to speak for the group or for citizens in the form of a petition. Show respect during comments and/or discussions, listen actively and do not interrupt or talk amongst each other. Be respectful of the process, keeping order and decorum. Do not be critical of council members, staff or others in public. Be respectful of each other’s time keeping remarks brief, to the point and non-repetitive. THIS PAGE IS INTENTIONALLY LEFT BLANK E1 CITY COUNCIL WORKSHOP STAFF REPORT Meeting Date October 23, 2023 REPORT TO:Melinda Coleman, City Manager REPORT FROM:Mychal Fowlds, IT Director Joe Rueb, Finance Director PRESENTER: Mychal Fowlds, IT Director Joe Rueb, Finance Director AGENDA ITEM: Update on New Technology Action Requested: Motion Discussion Public Hearing Form of Action: Resolution Ordinance Contract/Agreement Proclamation Policy Issue: Finance and IT spent the last 12 months working on upgrading the City’s financial software from Tyler Eden to Tyler Enterprise ERP (formerly Munis). The general ledger portion of this upgrade went live October 2, 2023 and Finance Director Rueb will provide an update on the use of the new system and what is coming next. In addition to the ERP project there are several exciting new technology uses that staff have implemented recently or are currently implementing, IT Director Fowlds will provide a brief overview of each. Recommended Action: Informational only. No action is required. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: IT Fund with allocation from reserves Strategic Plan Relevance: Community Inclusiveness Financial & Asset Mgmt Environmental Stewardship Integrated Communication Operational Effectiveness Targeted Redevelopment The use of technology to create efficiencies intersects with all areas of the strategic plan. Background: The City’s old financial software package, Eden Systems, is over 22 years old. The technology is very dated, resulting in very inefficient processes. Tyler Enterprise ERP has many new capabilities. Workshop Packet Page Number 1 of 20 E1 How we access the new application, the tools and capabilities within the program and more are all reasons why all City staff, not just Finance staff, are excited to be using the new application. Across all city departments, staff continue to find creative ways to use technology to better perform their functions. Sometimes, as in the Tyler EERP project, this means replacing an aging application or finding a new application that provides capabilities staff have never had before. More often than not, however, it’s staff finding new ways to use existing technology. We have a number of tools in the technology toolbox and we’re excited to present some of the new ways in which staff are using them. Attachments: None Workshop Packet Page Number 2 of 20 For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment p o 3 h s 2 k 0 r 2 o , 3 W 2 l i r c Debt e n b u o o t Cc y O t i C Update on New Technology For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Munis) (Formally Systems Software ERP Α9ķĻƓ Old Α9ƓƷĻƩƦƩźƭĻ Financial New For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Systems Eden For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment environment.) practices.) best sustainable Plan Management and and Stewardship Effectiveness healthy a efficiencies Asset for & Strategic advocate (Organizational and Operational Environmental Financial (Preserve For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Facts Facts 3,8494,333 2,0202,468 Fun 357552 Fun 1,1141,311 $25,767.48$30,501.43 Processed:Processed: Printed:Printed: Processed:Processed: Payments:Payments: Card EFTEFT Rebates:Rebates: ChecksChecks Payable InvoicesInvoices 20212022 TransactionsTransactions 20212022 20212022 20212022 20212022 Purchasing Accounts For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Cards Payable Ledger Receivable Transitioning: Receipting Budget General Cash Purchasing Accounts Accounts Currently For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment 2024 2024 Workflows ΑWǒƌǤ next? ΑWǒƌǤ Electronic Module ŷğƷ͸ƭ Module HR Payroll Additional For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment EERP Tyler Beyond For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment & Works Public Planning, improvements Building, Access) Citizen Enforcement, 2020 (Accela Automation Code ACA since for use LicensesRecent InUsed Accela¤¤¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment access 24/7 & payment Access Online licenses permits online Citizen in available annual processed Application processedtemporary 1,000 records registered communication, 1,300400100 Licenses City Property users 50 OverOverRoughlyOver ¤¤¤¤ OverRentalBusiness1,500Automated ¤¤¤ ¤¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment use in and created workflows w/ Workflow & forms 60 Over Forms¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment shared and created Evidence.com cases in BWC 1,000 Cases & Evidence.com tagging AlmostFleet ¤¤ UtilizingAuto Axon¤¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Programs Standard active calls meetings staff calls the Teams 6001,400 of Collaboration 75%Over video Over ¤¤¤ TeamTeleconferencing1:1 ¤¤¤ Microsoft Beyond¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment externally & internally Platform Programs effectively Video more Α9ƓƷĻƩƦƩźƭĻ Standard communicate to the Stream video Use ¤ Microsoft Beyond¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Programs Standard Inspections the Bookings License Rental ¤ Microsoft Beyond¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Implementation Next:FirstDue Up For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Usage BWC Next:Fire Up For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment Government in Copilot O365 in Next:AI AI ¤ ChatGPTMicrosoft Up¤¤ For the permanent record: Meeting Date: 10/23/2023 Agenda Item E1, Additional Attachment you! Thank E2 CITY COUNCIL WORKSHOPSTAFF REPORT Meeting Date October 23, 2023 REPORT TO: Melinda Coleman, City Manager REPORT FROM: Steven Love, Public Works Director / City Engineer PRESENTER: Steven Love AGENDA ITEM: Century Avenue Planning and Environmental Linkages (PEL) Study Update Action Requested: MotionDiscussion Public Hearing Form of Action: Resolution OrdinanceContract/Agreement Proclamation Policy Issue: MnDOT is conducting a Planning and Environmental Linkages (PEL) study on Century Avenue between I-94 in Maplewood and I-694 in Oakdale. Work on the study started in 2020 and will continue into 2024. At the workshop, MnDOT will be providing an update to the City Council on the study’s progress, will be looking for feedback from the Council, and answer any questions. Recommended Action: No action is required. Fiscal Impact: Is There a Fiscal Impact? No Yes, the true or estimated cost is $0.00 Financing source(s): Adopted Budget Budget Modification New Revenue Source Use of Reserves Other: No city funding is utilized as part of MnDOT’s study. Strategic Plan Relevance: Community InclusivenessFinancial & Asset MgmtEnvironmental Stewardship Integrated CommunicationOperational EffectivenessTargeted Redevelopment MnDOT is studying Century Avenue from I-94 in Maplewood to I-694 in Oakdale to better understand the needs of people who travel and live along this section of Century Avenue. Background: Century Avenue/Highway 120 between I-94 in Maplewood and I-694 in Oakdale is a six-mile connector road for area residents, students, commuters and businesses. The pavement in this area is getting old and is scheduled to be repaired in a few years. At the same time, MnDOT is looking at other improvements that will help address safety issues and other concerns in this area. Workshop Packet Page Number 3 of 20 E2 MnDOT is currently conducting a PEL study of this section of Century Avenue in 2020. A PEL study is a collaborative and integrated approach to transportation decision-making that 1) considers environmental, community, and economic goals early in the transportation planning process, and 2) uses the information, analysis, and products developed during planning to inform the environmental review process. This study will identify issues, priorities and environmental concerns on this section of the highway. At this time, MnDOT and their project team are providing updates to inform the adjacent cities and counties of the study’s progress, as well as solicit feedback and answer questions. Next, the study will be transitioning to detailed analysis of the narrowed field of alternatives. The study is expected to be concluded in the summer of 2024. Attachments: 1.MnDOT Power Point Presentation Workshop Packet Page Number 4 of 20 E2, Attachment 1 wǤğƓ /ƚķķźƓŭƷƚƓ Α tƩƚƆĻĭƷ ağƓğŭĻƩ Highway 120 / Century Ave. Workshop Packet Page Number 5 of 20 E2, Attachment 1 Workshop Packet Page Number 6 of 20 E2, Attachment 1 Existing Conditions Railroad CrossingConstrained Right-of-WayRural Drainage ¤¤¤ Workshop Packet Page Number 7 of 20 E2, Attachment 1 aƓ5h Α .źĭǤĭƌĻͲ tĻķĻƭƷƩźğƓͲ ğƓķ !5! hŅŅźĭĻƭ Stakeholder Engagement Summary¤ Workshop Packet Page Number 8 of 20 E2, Attachment 1 Safety for pedestrian and bicyclistsVehicle safetyConnected and Automated Vehicles (CAV) Infrastructure/Smart Corridor ¤¤¤ Key Takeaways Workshop Packet Page Number 9 of 20 E2, Attachment 1 {ĻĭƚƓķğƩǤ where traffic backs up tƩźƒğƩǤ Vehicle safety Primary and Secondary Needs Workshop Packet Page Number 10 of 20 E2, Attachment 1 Lack of North/South Corridor Travel ¤ Significant Right-of-Way Impacts Alternative Prescreening ¤ Workshop Packet Page Number 11 of 20 E2, Attachment 1 Level I Screening Bicycle and Pedestrian Options ¤Purpose and Need Workshop Packet Page Number 12 of 20 E2, Attachment 1 Highway 36 Intersection Level I Screening - Results¤ Workshop Packet Page Number 13 of 20 E2, Attachment 1 Alternatives Moving Forward Workshop Packet Page Number 14 of 20 E2, Attachment 1 Alternatives Moving Forward Workshop Packet Page Number 15 of 20 E2, Attachment 1 Intersection Analysis Workshop Packet Page Number 16 of 20 E2, Attachment 1 Highway 36 Interchange Workshop Packet Page Number 17 of 20 E2, Attachment 1 Diamond w/Roundabouts Highway 36 Interchange - Alternatives Workshop Packet Page Number 18 of 20 E2, Attachment 1 Elected Officials MeetingDocumentation of Issues, Benefits, and Impacts Next Steps¤¤ Workshop Packet Page Number 19 of 20 E2, Attachment 1 Thank You Workshop Packet Page Number 20 of 20