Laserfiche WebLink
Chair Santos commented that eventually, he would like to see information on the Ciry's election <br />and annexation history available through the system. Ms. Handa noted that the City Clerk's <br />Office plans to compile historical election information, and it could then easily be made available <br />online through Weblink. Chair Santos suggested that the Weblink item come back to the <br />Committee in six months or so to evaluate how the system is working. <br />2. Discussion Regarding Automating City Council Agenda Preparation Process <br />Ms. Handa provided a report to the Committee on the current agenda preparation process, which <br />is a mostly manual, paper based and labor intensive process. Currently, the City Clerk's Office <br />works with Central Services to produce 42 copies of the full agenda packet, as well as <br />approximately 60 copies of the agenda only, which are mailed to subscribers and to board and <br />commission members. In the coming months, the City Clerk's Office will work with Information <br />Services to select and purchase agenda automation software, which will allow the electronic <br />submission, routing, approval, compilation and online publishing of the agenda. Automating the <br />agenda process, as well as the ability to provide the entire agenda packet online, should help the <br />City reduce the amount of paper used in the preparation and distribution of the City Council <br />agenda. <br />Ms. Handa noted that the automation process may result in slight formatting changes to the <br />agenda, and staff will keep the Committee and City Council apprised of these changes. She <br />noted that some current recipients of the full agenda packet may decide to discontinue receiving it <br />in favor of the online access. <br />Committee Member Souza suggested that staff consider distributing the agenda by email to those <br />currently receiving a paper copy. Ms. Handa indicated that this was a great suggestion, noting <br />that 24 subscribers have already elected to receive an emailed agenda. Committee Member <br />Souza further suggested that the agenda be emailed to al] current recipients that have email, <br />unless they request a paper copy, as a way to further reduce paper consumption and save postage. <br />Staff will follow up on this suggestion. <br />3. Public Comments <br />None. <br />4. Committee Member Comments <br />Chair Santos commented on the Mayoral election in London, which will be decided using instant <br />runoff voting. <br />5. Adjourn <br />The meeting was adjourned at 4:55 p.m. <br />