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Paperless Agenda <br />Scope: <br />Eliminating the printing of City Council, Committee and Commission Meeting agenda packets <br />for the Council members, City Manager and Department Heads and minutes and accessing all <br />files electronically via an Pad. <br />Benefits: <br />• Ability to keep notes taken at meetings electronically for ease of retrieval <br />• Timely distribution of agenda and ability to retrieve and review agenda anytime, anywhere <br />• Ability to include larger, more voluminous documents in the agenda packet. <br />• Ability to review color images <br />• Ability to enlarge print and images onscreen for ease of reading (maps and statistical reports) <br />• Better utilization of the City's new Agenda Management System <br />• Staff time savings for copying the agenda and delivery <br />• Reduce paper costs saving 100,000 sheets per year <br />• Ability to reduce one copier in Central Services after lease expires in October, 2012 <br />• Ecologically friendly <br />• Reference documents such as the Council Handbook could be loaded on the Pad thus further <br />reducing printing costs <br />Potential Drawbacks: <br />Some individuals like to use paper copies vs. a digital copy <br />Initial equipment costs and wireless expansion will not be off -set by savings — On -going <br />equipment and replacement costs will be covered by paper and copier savings <br />Increase in IMS Budget of $9,200 in Telecommunications Costs (3G service) <br />Assumptions: <br />• All Council members, City Manager staff and Department Heads receive the agenda <br />electronically <br />• Delivery of the Council member's mail will discontinue. Council mail will be picked up by <br />Council members at Council meetings or when they are in City Hall <br />• Short agendas will still be printed for the public and distributed at meetings <br />• Six copies of the full agenda will still be printed — 1 copy for the Main Library and each Branch <br />Library, 1 copy for the meeting and 1 copy stored in the City Manager's Office for public use <br />• No IT support at Council Meetings <br />• Estimated cost to implement is approximately $23,000 which can be funded through account <br />688 -13 -121 which is identified for new or replacement technology requests <br />