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Sx <br />i! <br />A' City of San Leandro <br />Meeting Date: January 17, 2012 <br />00 Staff Report <br />File Number: 11 -449 Agenda Section: ACTION ITEMS <br />Agenda Number: 10.A. <br />TO: City Council <br />FROM: Lianne Marshall <br />Interim City Manager /Executive Director <br />BY: Jacqui Diaz <br />Interim Assistant City Manager <br />FINANCE REVIEW: James O'Leary <br />Interim Finance Director <br />TITLE: Staff Report for Consideration of Implementing a Paperless Agenda Packet for <br />City Council and Council Committee Meetings <br />Staff Report for Consideration of Implementing a Paperless Agenda Packet for City Council <br />and Council Committee Meetings <br />N* is]JiIJiI;10IIL ,II[a]0K <br />On November 1, 2011, the City Council Rules and Communications Committee reviewed <br />and commented on the proposed paperless agenda implementation. The Committee <br />recommends that the Council consider a proposal to implement a paperless agenda packet, <br />using iPads with 3G functionality, with the 3G service being paid for by the Councilmember <br />(not their technology allowance) for 2012; and to establish a Civic Center wireless network. <br />�G[s]:Cr] Yell] 0I W7 <br />Automating the agenda management function was approved in 2009 -10. The goals were to <br />modernize the Council legislative functions by streamlining the preparation of the agenda; <br />reduce staff time; automate the distribution of the agenda packet; facilitate the production of <br />meeting minutes; and provide greater transparency and accessibility of the legislative <br />process. Staff completed the implementation of an automated agenda management system <br />in October 2011. The next step in the improvement of the City's Agenda Management <br />process is to go "paperless" and promote access to agenda material digitally. In November <br />2011, the Rules and Communications Committee recommended to schedule consideration <br />of a proposal to implement a paperless agenda packet. <br />Analysis <br />Information Technology and the City Clerk's Office surveyed other cities that have <br />implemented a digital agenda packet. Over 50 cities in California have successfully <br />implemented, or are in the process of implementing, a paperless solution. The <br />overwhelming majority implemented iPads. The key benefits in moving to a "paperless" <br />City of San Leandro Page 1 Printed on 111012012 <br />