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Subject: Tracking Process for Sign Requests <br />w9A, Why was this created? <br />In 2002 City staff was directed by City Council to create a staff committee <br />Cn to address citizen traffic safety requests. The committee determined that <br />�y a spreadsheet tracking tool would be helpful and useful in determining <br />• :v� �F9• where the requests come from, what they are, and how they respond. To <br />URPOSiP <br />18d� best normalize the process, one person records all requests and reports <br />these to the committee in monthly meetings. The City is in the process of <br />implementing additional software to track requests in the future. <br />Mark Nolan, AICP <br />Transportation Planner Key Information/Practices: <br />In 2016 there were over 180 requests. <br />City of Edina <br />Consistency is key. Ensuring one person is entering information each time <br />is a general rule of thumb. This way each request is recorded similarly and <br />the fields within the spreadsheet are all entered in the same fashion. <br />Technology is changing, which has affected how requests are received. <br />The City now receives requests online, on the telephone, in writing, and <br />via smartphone apps. Regardless, all of these requests are directed to the <br />appropriate person and entered manually into the spreadsheet tracking <br />tool. <br />Prior to formally bringing requests to the committee, the requests are <br />reviewed by the person entering the data to determine if it is repeat request <br />or something not typically addressed by the traffic safety committee. <br />Process: <br />The request process follows a flow chart of steps. <br />Receive request 4 Enter into database 4 Determine data to be collected <br />and reported 4 traffic safety committee meets monthly to review <br />the requests and subsequent reports (typically 5-10 reports) 4 The <br />safety committee approves or denies requests or requests additional <br />information 4 Revise report to include decision or further information --> <br />City Transportation Commission reviews and recommends approval (with <br />or without changes) 4 City Council approves or denies requests (Council <br />rarely goes against transportation committee staff recommendation). <br />Throughout the process, the requesting citizen is kept informed of the <br />steps being taken and findings. <br />34 DECEMBER 2017 1 LOCAL ROAD RESEARCH BOARD <br />