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City Council Rules and Communications Committee <br />Apri13, 2008 <br />AUTOMATING THE CITY COUNCIL AGENDA <br />PREPARATIONPROCES S <br />Current: Agenda Preparation Process <br />Manual process <br />• Staff reports are submitted in hardcopy and in triplicate <br />• Agenda is created manually in Microsoft Word <br />• Reports are routed manually for various levels of approval <br />• Blank pages are inserted manually <br />• Numbered manually <br />• Submitted in hardcopy to Central Services for reproduction <br />Current Agenda Distribution <br />• 42 copies of full agenda "book" (agenda, staff reports and attachments) <br />• 60 copies of agenda only mailed to board and commission members <br />• 24 receive agenda by email <br />Planned: Automated Agenda Process <br />Web-based, automated process <br />• Staff reports are submitted electronically <br />• Agenda is created automatically <br />• Report routing is automated <br />• Revisions and approvals are made electronically <br />• Agenda "book" is automatically compiled and numbered <br />• Central Services can print from the electronic file <br />• One-button publishing to City website <br />Benefits <br />• Staff time savings <br />• hewer errors <br />• Reduced paper use <br />• More professional look <br />