Title
Staff Report for Consideration of Implementing a Paperless Agenda Packet for City Council and Council Committee Meetings
Staffreport
RECOMMENDATIONS
On November 1, 2011, the City Council Rules and Communications Committee reviewed and commented on the proposed paperless agenda implementation. The Committee recommends that the Council consider a proposal to implement a paperless agenda packet, using iPads with 3G functionality, with the 3G service being paid for by the Councilmember (not their technology allowance) for 2012; and to establish a Civic Center wireless network.
BACKGROUND
Automating the agenda management function was approved in 2009-10. The goals were to modernize the Council legislative functions by streamlining the preparation of the agenda; reduce staff time; automate the distribution of the agenda packet; facilitate the production of meeting minutes; and provide greater transparency and accessibility of the legislative process. Staff completed the implementation of an automated agenda management system in October 2011. The next step in the improvement of the City’s Agenda Management process is to go “paperless” and promote access to agenda material digitally. In November 2011, the Rules and Communications Committee recommended to schedule consideration of a proposal to implement a paperless agenda packet.
Analysis
Information Technology and the City Clerk’s Office surveyed other cities that have implemented a digital agenda packet. Over 50 cities in California have successfully implemented, or are in the process of implementing, a paperless solution. The overwhelming majority implemented iPads. The key benefits in moving to a “paperless” solution are:
· Ability to retain notes taken at meetings electronically for future use
· Timely distribution of the agenda and ability to retrieve and review agenda anytime, anywhere
· Ability to include larger, more voluminous documents in the agenda packet
· Ability to enlarge print and ima...
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