To: Dana L. McDaniel, Michelle Crandall, Nick Plouck

From: Jodi Shealy

Date: 2/27/19

Initiated By: Jodi Shealy, Adaptive Recreation Coordinator

Re: Therapeutic Recreation Conference, Nationwide Children’s Hospital

CC: Tracey Gee, Erin Duffee

Background

I was invited to present at Nationwide Children’s Hospital, Therapeutic Recreation Conference ---Inspiring the Progression of Therapeutic Recreation Across the Lifespan held on Feb 22, 2019.

Lindsay Buis, Inclusion Specialist with Westerville Community Center and myself developed the presentation combining our knowledge, education and experiences working with differently-abled individuals in a camp and community setting. Over the last year, I have been collaborating with other municipalities to expand program offerings for individuals with disabilities who reside in Dublin.

Our educational session was titled, Is it Diversity or Inclusion?

Is it Diversity or Inclusion? “Diversity is being invited to the party; Inclusion is being asked to dance.” –Vern Myers. Welcoming individuals who are differently-abled into your programs can be quite overwhelming. However, by having a positive attitude and an established inclusion process, you will be able to tackle this daunting task. In this fun and interactive session, we will walk you through the inclusion processes we utilize in our camps, programs and community involvement. There is ability in disABILITY!

Summary/Recommendation

Being afforded the opportunity to present to professionals outside of the community recreation field was an honor. It was encouraging to see that although we each represented different agencies or hospitals, we all had the same goal: To enhance the lives of all individuals with disabilities.

By attending other sessions throughout the day, I was able to collaborate with various teams to create innovative life skills programs. With my interaction with the various other professionals, I had the opportunity to share about the great things Dublin is doing.

Recreation Services 5600 Post Road • Dublin, OH 43017-1090

Phone: 614.410.4550 • Fax: 614.410.4590 Memo

To: Dana L. McDaniel, City Manager

From: Darryl Syler, Director of Fleet Management

Date: March 3, 2019

Initiated By: Darryl Syler

Re: APWA Spring Fleet Committee Meeting

Background

On February 22-24, 2019, I traveled to Greensville, SC as part of the APWA Spring meeting for the Fleet Services committee for which I am the chairperson. As part of APWA National, we have two face to face meetings annually. The committee is made up of 6 Fleet Directors from the United States and Canada as well as an At-Large Board member along with a staff liaison from APWA National in Kansas City. The meeting was held over 2 days at the new Public Works Campus for Greenville and we had a tour of the state of art facility. While there, the committee had our work plan and was able to accomplish several of our larger task, one of which was establishing our Fleet Certificate program that will be launched at the PWX2019 in Seattle WA in September. A couple of other larger projects that we accomplished were reviewing our Fleet programs and refreshing and updating our Fleet Library and online material to be with the current trends and educating stakeholders on the need to update Job Descriptions to directly reflect what our technicians currently do. (Alternative Fuel vehicles, V2V and EV’s) We had the opportunity to have a working lunch with the President-Elect of APWA, Mr. Bill Spearman, and listened to his vision for APWA in 2019-2020 and in turn he listened to our vision as a committee on were we see Fleet in the next 5-10 years and the mission critical needs that fleet technicians have for training as well as a shortage of qualified diagnostics technicians that we have nationwide. We finished our meeting at 4pm on Saturday afternoon the 23rd and took a tour of the new Public Works and Fleet Campus that they have there. It has been in operation for 2 years and grew out of the need to relocate from the downtown area of Greenville as the older facility was sitting on prime real estate development that the city has buyers for that will more than pay for the new facility that was constructed. We adjourned our meeting weekend after dinner on Saturday evening and it was a very productive weekend and I returned Sunday at noon.

Division of Fleet Management 6351 Shier-Rings Rd • Dublin, OH 43016

Phone: 614.410.4757 Memo

6 March 2019

Travel Training – Conference Report

Conference: Ohio ISA – Ohio Tree Care Conference

Location: Kalahari Resort, 7000 Kalahari Dr., Sandusky OH 44870

Dates: 24 February 2019 – 25 February 2019

Attendees: Scott Moncrief, Tim Fleischer, Shawn Shipman, Matt Guthrie, Tyler Pickrell, Adam McCoy

Objectives: 1) Continuing education in the field of arboriculture keeping our tree care practices sound,

relevant and on the cutting edge. 2) Earn credits toward recertification of ISA Certified Arborist

Licenses.

-----------------------------------------------------------------------------------

Coursework:

DAY 1

Tree Biology and Identification, 1 ISA credit – A review of woody plant biological processes and how they

affect tree care practices such as pruning, establishment and pathology.

Soil Science and Water Management, 1 ISA credit – An in depth look at how soil structure, texture and

organisms relate to the health of trees; the relationship between water quality/availability and tree

health/growth.

Tree Nutrition/Fertilization and Tree Selection, 1 ISA credit – Proper use of macro and micronutrients for

tree growth, and how soil pH affects the uptake of these nutrients. Selecting trees that match your soil

pH and other environmental conditions.

Tree Installation/Establishment & Pruning, 1 ISA credit – An overview of proper planting and pruning

techniques to assist arborists in the cultivation and care of healthy, safe, and structurally sound trees.

Diagnosis and Plant Disorder, Plant Health Care, 1 ISA credit – Developing a strong, effective IPM

program to ensure the health and longevity of your trees.

Tree Support/Lightning Protection, Climbing and Working in Trees, 1 ISA credit – Combatting the

inherent dangers of trees through the use of cabling and lightning protection systems; safety protocol

when in trees and bucket trucks.

Urban Forestry, 1 ISA credit – Instilling safe approaches to working with large trees in urbanized area.

Working with and communicating with the public about the urban tree landscape. Methods and

precautions when moving established trees in an urban environment.

DAY 2

Keynote: The 5% Solution to Diversity in the Urban Forest, 1.5 ISA credits – An integrated approach to

choosing tree species that will keep urban areas diverse and thwart future issues similar to Dutch elm

disease, chestnut blight and emerald ash borer. The general message was to choose trees that are the

only species in their respective Genus. Studies have shown that Genera containing less species generally

have decreased problems with diseases and pests. The speaker, John Ball, South Dakota Forestry

Specialist, presented this research using world maps showing diversity in three regions, North America,

Europe and China.

The Rise of the Machine, 1 ISA credit – A look at the growing popularity of electric chainsaws and an

outline of the pros and cons decreasing our reliance on gas-powered saws.

--------------------------------------------------------------------------------

The Dublin Horticulture Team received ~ 50 credits toward our ISA Certified Arborist Licenses over the

two-day period at the Ohio ISA OTCC.

Travel Training – Conference Report

Conference: Ohio Chapter ISA – Ohio Tree Care Conference

Location: Kalahari Resort, 7000 Kalahari Dr., Sandusky OH 44870

Dates: 24 February 2019 – 26 February 2019

Attendees: Paula Chope, Mike Sturtz, Steve Spillers, Jeff Myers

Objectives: 1) Continuing education in the field of arboriculture, to keep our

knowledge base and skills relevant and up to date. 2) Earn credits toward

recertification of ISA Certified Arborist Licenses, specialties, and earn credits

towards ODA pesticide applicator licenses.

Courses

DAY 1: Sunday 2/24/19

Tree Biology and Identification - Jeff

Credits: ISA-1, ODA Core-1

-A review of woody plant biological processes and how they affect tree care practices such as

pruning, establishment and pathology.

Soil Science and Water Management - Jeff

Credits: ISA-1

-An in depth look at how soil structure, texture and organisms relate to the health of trees; the

relationship between water quality/availability and tree health/growth.

Tree Nutrition/Fertilization and Tree Selection - Jeff

Credits: ISA-1

- Proper use of macro and micronutrients for tree growth, and how soil pH affects the uptake of

these nutrients. Selecting trees that match your soil pH and other environmental conditions.

Tree Installation/Establishment & Pruning - Jeff

Credits: ISA-1

- Overview of proper planting and pruning techniques to assist arborists.

Diagnosis and Plant Disorder, Plant Health Care – Jeff

Credits ISA-1, ODA Class 6A-1

-Developing a strong, effective IPM program to ensure the health and longevity of your trees.

Utilizing chemical, cultural, and biological pest control techniques.

Tree Support/Lightning Protection, Climbing and Working in Trees

Credits ISA-1 - Jeff

-Dealing with the inherent dangers of trees through the use of cabling and lightning protection

systems; safety protocol when in trees and bucket trucks.

Urban Forestry - Jeff

Credits ISA-1

– Instilling safe approaches to working with large trees in urbanized area. Working with and

communicating with the public about the urban tree landscape. Methods and precautions

when moving established trees in an urban environment.

The new Z: Paragraphs to Live By – Steve

Credits ISA-3.5, Utility-3.5, and Municipal-3.5

DAY 2: Monday 2/25/19

Keynote: The 5% Solution to Diversity in the Urban Forest: Jeff, Steve, Mike, and Paula

Credits; ISA-1, Municipal 1.5, ODA Class 6A-1

-Current research is showing that most insects and diseases are associated with plants that are

members of the same genus not species, as was once thought. Also, that genera with a large

number of species in them tend to have more insect and pathogen problems. Choosing plant

material from genera that have few species tend to have fewer pest problems. By doing this

we will significantly reduce the impact of future introduced disease and insect outbreaks.

Sidewalk Repair and Enforcement: Steve and Paula

Credits: ISA-1, Municipal-1

-A review of Upper Arlington’s 2017 sidewalk replacement program. Program elements were

discussed; curving walks around large trees to reduce root loss, adoption of Dublin’s tree

evaluation form.

The Rise of the Machine: Jeff and Mike

Credits: ISA-1

– A look at the growing popularity of electric chainsaws and an outline of the pros and cons

decreasing our reliance on gas-powered saws.

How My Career Almost Ended: Jeff

Credits: ISA-1

-Keith Pancake recounts his injury that cost him his arm and the lessons learned. A warning

about complacency; that our industry is dangerous and that even the most straight-forward

tree removals can go wrong.

Injuries Related to Tree Care: Steve

Credits: ISA-1, Utility -1, Municipal-1

Herbicide Innovations and Stewardship: Jeff

Credits ISA-1, ODA Core-1

-A presentation on some new formulations of pesticides, using the biology of the insect to

control it rather than using chemicals that harm both pests and beneficials. Better to use a

slightly more toxic pesticide once than a ‘safer’ pesticide several times to achieve the same

result.

ODOT Tree Work Zone Traffic Safety Controls: Steve

Credits: ISA-1, Utility-1, Municipal-1

The Tree Assessment Process – Taking it to the Next Level: Steve

Credits: ISA-1, Municipal-1

DAY 3 2/26/19

Managing Non-Native Invasive Species in Urban Areas: Jeff

Credits: ISA-1, ODA Class 6A-0.5

-A review of and treatment options for known invasive species currently invading urban and

rural areas of Ohio. An update on invasives with the potential to move into our area and what

threats they pose to native and urban landscapes.

Tree Defects and What Do They Mean: Steve

Credits: ISA-1, Utility-1, Municipal-1

Life after Ash: Reestablishing Natives in Spite of Invasives: Jeff and Steve

Credits: ISA-1, Utlity-1, Municipal-1

-Presented a list of native alternative trees to use as Ash replacements. A discussion on the

need to expand the pallet of replacement trees to avoid overuse leading to another mono-

culture related pest outbreak.

ALB Presentation: Jeff

Credits: ISA -1, ODA Class 6A-0.5

-Presentation highlighting past and current ALB infestations and eradication efforts. Urge to

inspect all susceptible species during pruning operations to detect and prevent any further

infestations.

What Can Drones Do for You?: Jeff

Credits: ISA -1

-A look at creative ways to use drones as a management tool for both urban and woodland

maintenance. How to use drone videos to determine the health of individual trees in the

landscape. Get a ‘birds eye’ perspective on what height a tree might reach at maturity.

Summary

International Society of Arboriculture CEUs: 46.5

Ohio Department of Agriculture Pesticide CEUs: 8.0

To: Dana L. McDaniel, City Manager

From: Kim Wigram, Aquatics Supervisor

Date: March 4, 2019

Initiated By: Kim Wigram, Aquatics Supervisor

Kate Futty, Aquatics Operations Coordinator

Matt Rice, Aquatics Program Coordinator

Re: Association of Aquatics Professionals Conference

CC: Tracey Gee, Director of Recreation Services

Kate Mattison, Recreation Administrator

Background

The Association of Aquatics Professionals (AOAP) is a non-profit corporation that promotes and advocates policies, practices and procedures that contribute to safer and improved aquatic education, recreation activities, programs and facilities. AOAP offers an annual conference for aquatic professionals around the world to take part in different educational and networking opportunities. Summary

This year the AOAP conference was attended by the entire full time aquatics team consisting of Kim Wigram, Aquatics Supervisor; Kate Futty, Operations Coordinator and Matt Rice, Program Coordinator. Each went with specific goals on which education sessions would be attended to provide the most value to our department.

Kim Wigram provided the following comments: With the remodeling of the Dublin Community Pool North and recruitment/retention issues I went in with the intention on gathering the most information around those topics. As well as a focus on exploring new products that could be introduced into our programming.

The innovation and technology that is available now for pool features are incredible. Was shown a facility that has features inside that mimic clouds and the facility will have “thunderstorms” roll through the pool area with rain and thunder.

Reassurance was provided on the need to focus on site lines when building a new facility. Need to be able to ensure visibility and accessibility for staff throughout.

While dealing with a shortage of staff it is still important to place an emphasis on “Select….

Don’t Hire” when filling positions.

o Imperative to select those who model our mission and values to help contribute/improve upon our culture. If just accepting anyone who walks through the door setting our team up for more work to manage as well as negatively affecting our key team members who do emulate our values on a daily basis.

Recreation Services 5600 Post Road • Dublin, OH 43017-1090

Phone: 614.410.4550 • Fax: 614.410.4590 Memo

Memo re. March 4, 2019 Page 2 of 2

o While looking at companies values it was encouraged to offer group interviews in order to get a better sense of how potential new hires would interact with a team.

The aquatic fitness mats could be a great low cost way to bring innovation into our water fitness program. Not only would it provide new offerings but could help to reach a new demographic that we are not currently engaging.

Kate Futty provided the following comments: With new data being released regularly on drowning trends wanted to attend many sessions focused around training to ensure we are keeping up with industry standards.

While there has been a recent focus on cutting edge training it is important to not lose site of the fundamentals. Communication, teamwork and strong swimming skills need to be a focus of in-services and skill checks

Important to be 100% honest with staff about their performance. Staff need to be given specific goals and objectives to improve their work performance; no sugar coating for the underachievers.

Not all training needs to take place in a formalized setting; take advantage of down time while staff are at work. Some training ideas include use of seek and find books to help improve scanning skills.

Onboarding is critical and the effects of the experience are long lasting. New aquatic

employees learn what are acceptable behaviors within the first 5% of the year (for year

round this is about 2 weeks, for seasonal summer staff this is about 5 days). Success is

dependent on who they are surrounded by during that time.

Matt Rice provided the following comments: With just completing first full year with City of Dublin went with the goals of looking for ways to revitalize our programs.

Session recommended lifejackets should be utilized on kids who have a fear of water to make them feel safe, so they are willing to learn how to swim. Once they feel comfortable, that is when the jackets would come off so the child can also experience without the help of a floatation device.

o Will be exploring the cost of lifejackets that can be incorporated into our curriculum for our preschool level 1’s and 2’s.

Renewed focus on water fitness programming and utilizing the knowledge of our instructors. Want to improve upon environment where staff can use each other as resources to improve upon our existing structure.

o Likely hold an in-service 2 times per year where ideas can be shared and look at new equipment that is available for the group.

Even though a facility may be at max capacity during peak hours it shouldn’t prevent the creation of new programs. Consider offering programs at a reduced rate during non-peak hours to involve a different clientele.

Attending the AOAP conference is an opportunity that should be continued to be taken advantage of in the future. The ability to meet with other industry leaders and learn about different training techniques is invaluable for the growth of our department.

To: Members of Dublin City Council

From: Dana McDaniel, City Manager

Date: April 2, 2019

Initiated By: Rachel Ray, AICP, Economic Development Administrator

Re: International Economic Development Council (IEDC) Professional Development Course – Economic Development Strategic Planning

Background

On March 7-8, 2019 I participated in the IEDC’s Economic Development Strategic Planning course held in Phoenix, Arizona. I elected to participate in this program for two reasons: 1) I am working toward my professional economic development certification (CEcD), and 2) the City of Dublin Economic Development team will be leading an update to our strategic plan in 2019, and therefore the course material is timely.

Course Overview

Economic developers must build consensus among community leaders, elected and appointed officials, stakeholders and the community as a whole, to create a unified vision for the future. Attendees learned consensus-building techniques among stakeholders who represent different values and interests. We also learned quantitative techniques that can be used to better understand the community, including: location quotients, shift share, input-output and cluster analyses. We also explored project assessments and methods for setting priorities and measuring the strategic plan's impact. Course instructors were Jon Roberts, Principal & Managing Director of TIP Strategies; and Jim Damicis, SVP with Camoin Associates, both nationally-recognized economic development strategic planning and consulting firms.

Key Takeaways

In addition to great background and technical material that will inform the Economic Development team’s strategic planning process, here are a few additional considerations that resonated:

Strategic planning should be an ongoing, living process. While the planning can take well over a year, the best plans are completed with a period of months, and revisited/updated often.

Once the vision, mission, and values are defined and adopted, every subsequent action should reinforce and support the strategy.

A new approach to SWOT (Strengths, Weaknesses, Opportunities, Threats) – think about these items at three different levels – local, national, and global – as a comprehensive way to develop strategy.

Office of the City Manager

5200 Emerald Parkway • Dublin, OH 43017-1090 Phone: 614-410-4400 • Fax: 614-410-4490 Memo

Economic development strategic plans should be regional in approach. According to the instructors, one of the biggest mistakes that smaller communities make is failing to connect their communities to the nearest major metro area and recognizing that economic issues are almost always regional in nature and scale (workforce, housing, transportation, etc.).

Strategic plans should also factor internal organizational structure and capacity, which has a high impact on how effectively the plan can be implemented.

Once implementation begins, the strategic plan should be monitored and evaluated through data collection and analysis. However, the instructors caveat that “not everything that can be measured matters, and not everything that matters can be measured.” Metrics should focus on inputs, outputs, activities, and outcomes.

Many of the tools (SIPOC, “speed boat,” affinity diagrams for brainstorming) and concepts (customer-driven plans, performance measurement) that I’m learning through my Lean/Six Sigma Black Belt certification studies lend well to the strategic planning process.

Personal Professional Development

The course is one of several elective courses available for economic development professionals seeking Certified Economic Developer (CEcD) status. Certification also requires completion of four required Core Competency courses (Introduction to Economic Development; Business Retention & Expansion; Real Estate Development & Reuse; Economic Development Credit Analysis), completion of two electives, min. four years of full-time paid professional experience, and passing the CEcD Exam. I have now completed four of the six courses toward certification. The course material was also eligible to submit for certification maintenance (CM) credit for my AICP (American Institute of Certified Planners) credential through the American Planning Association, which requires 32 hours of CM credit every two years. Recommendation

This memo is for information purposes only.

To: Dana L. McDaniel, City Manager

From: Darryl Syler, Director of Fleet Management

Date: March 28th, 2019

Initiated By: Darryl Syler

Re: FASTER Fleet Management Software Annual Conference

Background

On March 17-21 2019, Myself, Debbie Commeans and John Hyatt traveled to Norfolk VA to attend the annual FASTER asset solutions software conference. This is the Fleet Management software that we use daily. While there, staff attended training session outlined below along with learning objectives. I had the privilege to speak and teach a session on performance measures that we use which are the APWA best practices that are in line with the software we use. For Debbie, her goal in attending the Faster Conference was to gain more knowledge on our Faster Fleet Software and network with some of the most talented professionals in the fleet industry from all over the United States. To be able to absorb ideas from other users, bring back the knowledge she learned, and utilize it to its fullest capabilities. Some important takeaways she learned from attending the Conference: • How to use the Motor Pool Modular from set-up to reservations. This helps utilize assets in the City that only get used at certain times of the year. It also can be used to utilize vehicles in the City that have low mileage on them. • Input of all certifications and licenses (The City is a Master Certified ASE Shop and this will help track and maintain accurate and current records at all time to maintain our shop status.) • Input of all registration renewals, safety inspections, leases on assets (This manages the day to day functions you need to keep up with that can slip by that can cause penalties). • While at the conference we had the opportunity to listen to several outstanding speakers;

o One of which was Scott Friedman: His topic was “Celebrate”. It was all about making your work place a happy place to work: (GPS- Gratitude, Play, Surprise). Happy Attitude – Happy Life! Start your day and End your day – What am I thankful for? If you want your future to be happy make the past a happy story! It really made you think about how much better and faster your work day is when everyone is happy and jokes around instead of sad and angry at the world all the time.

o The other one that impressed me was Stacy Allison: Her topic was “Undaunted in Daunting Times: Lessons from Everest”. She was the first American woman to climb Mt. Everest. She used her extreme experiences while climbing Mt Everest to show us how to remain optimistic during trying times, discover our

Division of Fleet Management 6351 Shier-Rings Rd • Dublin, OH 43016

Phone: 614.410.4757 Memo

opportunities and to climb into the future with courage and confidence. For John, learn new updates for FASTER WEB 6.4.110 Dublin is currently on 6.4.89 Attended FASTER WEB TRACK – What’s New in Web and General Overview Learned about new reports that will be available; W512 Shows actual cost on what customers got billed for. W235 Inventory Snap Shot W235S Inventory Snap Shot Summary W214 Inventory Count Sheet Print, added start and end bin parameters Technician Work Station Has a new column “WO Spending Authorization is added” Work station will display a screen with remaining spending limit amount, a warning sign in red for work order authorization once limit is reached on cost. Vin/Serial Number field is now displayed on Work Order Repair page. Customer Portal Pending Service Request section has been renamed Outstanding Service Request An Appointment date and time is now displayed with Service Request Assets A new column DUE IN has been added to the PM and SA sections of the PMs, SAs tab of an asset INVENTORY Finish, Close, and Receive Order has been added, you can click a link to close an order as well as receive items. Maintenance On the Master page of obsolete Work Order & Direct Charge, the Make Available Link has been added to make an obsolete document available. Second Generation Motor Pool Asset Sharing, Rental and Reservation System Allows a user to now duplicate a reservation Allows closed reservations to be re-opened and edited Shop Scheduling Using Appointments and Calendar Learned how to manage work orders through PM Scheduler Once work request is received, how to turn it into a convert to pending repair and it will now show original write up from customer

Summary

Staff was able to learn as well as share knowledge with other municipalities from across the country. Many new contacts were made and time well spent networking. The City of Dublin is looked at as a leader in many aspects around the country including Fleet. We shared what we are doing and how we do our best practices so that others can easily learn from them. Sharing of knowledge, both ways, is an important key to being a successful organization.

Thank you for the opportunity to attend.

POLICE DEPARTMENT 6565 Commerce Parkway ▪ Dublin, Ohio 43017-3221

Phone: 614.410.4800 ▪ Fax: 614.410.4947 Justin Paez, Interim Chief of Police

An Internationally Accredited Law Enforcement Agency

To: Interim Chief Justin Paez From: Bureau Director Jay Somerville Date: March 27, 2019 Re: Central Square Software Conference Background On March 18 through 20, Operations Manager Nancy Nicodemus, Computer Aided Dispatch (CAD) Manager Caitlynn Seymour, RTII Cassi Brake and I attended the Central Square conference in San Antonio, Texas. Central Square is our software provider for public safety applications used by Dublin Police along with our software partner agencies at Hilliard, Upper Arlington, Grandview Heights, Washington Township and Norwich Township. These applications include computer-aided dispatch (CAD), the records management system (RMS), mobile field reporting (MFR) and mobile CAD terminal (MCT). This annual conference is a prime opportunity for us to meet with Central Square staff to discuss functionality, support issues, future design changes and to influence the direction of the products and services. Our attendance at this year’s conference became critical after a 2018 restructure of the Central Square Corporation. Originally known as “Superion”, Central Square was formed by merging Superion with two other public safety software companies: Tri-Tech and Zeurcher Systems. Shortly after the creation of Central Square, the company announced that they would no longer be actively marketing the “One Solution” brand software we currently use. Instead, they will be focusing on the Tri-Tech and Zeurcher branded products. Central Square has stressed that the Superion One Solution branded products, although not being actively marketed, would continue to be fully staffed, fully funded, and actively developed, enhanced and grown. They have assured customers using the One Solution applications that there would be no forced migration to the other products. Staff members attended individual training sessions that were specific to their application expertise. In addition, we ensured we had representation at those sessions specifically designed to seek user input for future enhancements and releases. Our staff contributed significantly to these discussions and influenced the items and priorities set for each application development roadmap. On three occasions during the conference, Dublin staff members met privately with the leadership of Central Square. In attendance were Customer Service Manager Dava Watson, Vice President of Customer Relations Tammy Heaton, Public Safety Application Director Dave Shaw and the Vice President of Public Safety and Justice Applications Alan Biddle. These discussions, focused directly on Dublin and NRECC partner concerns, covered the following topics:

The future of the One Solution product Problems with the recently released Ohio Crash Reporting module in MFR The decision by Central Square to end HTML development of RMS and MFR The possibility of Dublin becoming an early adopter of future software releases Dublin’s participation in the Central Ohio regional RMS initiative

Memo

Key Conclusions/Takeaways Future of the One Solution Product: It was clear from our discussions that Central Square is committed to the continued enhancement and development of the One Solution product line. The one area of concern is the halting of HTML development of RMS and MFR. According to Central Square, they will continue to develop the software features, just not the platform. This decision will significantly influence the long-term viability of the product. However, in my opinion, it does force Dublin to make a software change in the next five years. In addition, the HTML development of CAD and MCT was completed last year and the life of those products is currently estimated at 10+ years. Ohio Crash Reporting Module: Central Square took full responsibility for the failure to provide this revision by the January 1, 2019 due date. They have committed to ensuring all outstanding issues are addressed quickly so that we can resume using the product for crash reporting. As you recall, we have been completing crash reports using hand written forms in order to comply with the State of Ohio crash reporting changes mandated for 2019. We expect all critical fixes to be completed by April 1. Dublin as an Early Adopter: Central Square invited us to a session and roundtable discussion for their “early adopter” program in the hope that we would agree to participate. This program rolls new software versions out to select customers in advance for input, testing and bug reporting. Although we did not commit to serve as an early adopter for all releases (up to four per year), we did agree to take early releases that may have enhancements or improvements that directly affect our operation. This will be done on a case-by-case basis based upon our ability to staff the project, our ability to provide timely feedback and our risk tolerance. In addition, our participation will only take place in cooperation with our partners at Hilliard and Grandview Heights as taking an EA release would affect their operation. Central Ohio RMS Initiative: Central Square was interested in whether they would be considered as a possible vendor for any new RMS purchase that would be made collectively by the agencies participating the regional RMS initiative. It is their desire to offer their Tri-Tech hosted RMS solution as an option. We discussed at length the status of the initiative and that a consultant will be secured to make recommendations on structure, governance and software. We assured Central Square that their offerings would be considered in accordance with the needs analysis and recommendation of the consultant. Summary The Central Square conference is the most productive and cost effective way for our staff members to stay engaged with our software vendor, to influence the development and direction of each of the products, to receive application specific training and to network and share use cases and ideas with other software users from across the county. We spent significant time with other users discussing the applications, their use and ways we could use the software more efficiently and effectively. Those discussions helped us identify a better, more cost effective reporting tool, MicroSoft BI. We have scheduled additional discussions with representatives of the Lynn County (OR) Sheriff’s Office to learn how they are creating data dashboards with this application. If you have any questions, or need additional information, please let me know.

Office of the City Manager

5200 Emerald Parkway • Dublin, OH 43017-1090

Phone: 614-410-4400 • Fax: 614-410-4490

To: Dublin City Council

From: Dana McDaniel, City Manager

Date: April 8, 2019

Initiated

By:

Doug McCollough, CIO

Re: Gartner CIO Leadership Forum Report Out

SUMMARY

I attended the CIO Leadership Forum Conference organized by Gartner and held annually in Hollywood,

Florida from March 31 - April 2, 2019. While I attend some conferences to present, Gartner is the only

conference I attend for my own education and development. They provide valuable unbiased information

about the state of IT in general and the CIO role in particular. I have found this conference to be an

invaluable resource to keep myself aware of the runaway technology industry and my role in it.

Gartner’s overarching theme this year is “ContinuousNext”, their new word to capture the nature of the

technology flow state IT leaders must maintain in order to avoid their organization being left behind. This

theme was engaged throughout the event with each session being consistent with it. The Keynote

describing ContinuousNext addressed the nature of uncertainty, how speed and acceleration will define

success, business model change, Ecosystem development, and culture hacks.

While it would be impossible to touch about the volume of information presented, the following topics,

concepts, strategies, and recommendations rose to the top for me and my analysis of important resources,

actions, and strategies the City of Dublin would benefit from.

In “How CIOs Can Lead The Change from Projects To Product Management Using the Information &

Technology (I&T) Operating Model,” and “How CIOs Get Product Management Right In IT and

Beyond,” I learned about barriers and critical success factors for Digital Business Transformation,

including:

● New Revenue and/or Business Models

● Organizational Structures Needed for Digital Transformation

● How Enhancing the Citizen/External Customer Experience is a great place to start in Product

Management.

I also learned about:

Memo

● Aligning IT by how it is consumed, not how it is delivered.

● The new “Business Outcome Aligned Management Construct” for IT

● Segmentation of IT Spending in the Digital Era and how it needs focus on new digital

foundations as well as the legacy IT budget in order to survive.

In “An Industry Viewpoint on Deconstructing Business Ecosystems,” I learned about how peer

organizations are identifying new revenue streams and increasing customer engagement through the

Ecosystem model. Key points included:

● Creating a “Tiger Team”, hosting internal workshops, Modernizing Legacy Applications, and

defining Adaptive Data Governance.

● Defining new business models.

● A few enlightening and inspiring questions to ask to help identify data monetization

opportunities.

The session on “The Future of Work 2035: Managing the Human/Robot Workforce” was useful and is

a subject I attend at every Gartner conference to help prepare for this transition. Some key takeaways

from this research included:

● Artificial Intelligence will be a Net Positive job creator by 2025.

● The proliferation of “minibots” or machines with limited scope and capability

● Adding AI to our workforce planning toolkit.

● The concept of Internal Talent Marketplaces instead of traditional “jobs” and “roles”.

● Greater investment in Digital Dexterity for staff.

There is also a good conversation going on in this area about how to engage citizens in the debates

regarding the introduction of AI and Robotics into government service, which I found useful and relevant.

In “Disrupting from Within: Lessons Learned From Internal Digital Startups,” I was able to compare

Dublin’s strategies of the Digital Experience Lab and PIEworks “startups” with similar efforts in other

organizations and industries to determine what the best practices in this area are. The session provided a

number of useful insights, including:

● They highlighted this quote from Clayton Christensen in Harvard Business Review from 2015,

“Our current believe is that companies should create a separate division that operates under the

protection of senior leadership to explore and exploit a new disruptive model.”

● Several models for internal “innovation teams” were discussed.

● Detailed descriptions on operating model, funding model, and organizational structure were

discussed.

The session “Adaptive Governance Aligns Product Centricity and Enterprise Goals” addressed how

product-centricity works, or can/should work, as organizations shift to becoming more digital.

Through these sessions and more I found relevant direction for things in Dublin such as our Digital

Experience Lab, which is consistent with this advice, transforming our IT budgeting practices, preparing

for an AI augmented workforce with multiple generations working side by side, and creating new

business models by disrupting existing ones with internal teams.

● Product centricity obscures traditional governance, so organizations will need guidelines to make

adjustments for this new world. Command and control management structures and styles will not

be successful in this space.

● Governance tiers obscure accountability and empowerment. Adaptive IT governance can reinvent

our existing governance capability.

Finally, Gartner generally, and this conference in particular, addresses the individual CIO role with

specific advice on how CIOs can get better at what they do, keep skills fresh, and perform at their best for

their organizations and themselves. To this end, the session “CIO Personal Development Resolutions for

2019” provided specific actionable goals for me to develop professionally. Without detailed description, a

few of the resolutions include:

● Strengthen Peripheral Vision: Watch and Learn the 5 Levels of difficulty Explanation Technique

● Switch focus from “how” to “why”: Do a quick refresh from the old Toyoda “5 whys”

● Break from IT Budget Thinking

○ Define Contribution Metrics, not just cost and budget metrics

○ Select a single top-level Digital KPI (Key Performance Indicator)

○ Budget Conditionally

● Find time to daydream

● Go on a digital detox: Try device free meetings

● Curtail biases: Job posting bias, salary and pay gap bias, review business algorithms for bias

● Embrace new leadership power language, including replacing the language of service provision

with “partner” language.

● Embrace the imperfection and humanity of IT

I have each of these presentations in my possession and can share or discuss the details of any of them if

needed. While much of the ideas generated will not be capitalized on, I left the conference with numerous

actionable ideas for the City and its digital future and found the conference to be relevant, valuable, and

critical to my personal performance as CIO.