04-24-2017 Council Packet - Laserfiche WebLink

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AGENDAITEM Item No.: 15 Date: April 24, 2017 Item Description: Implementation of Paperless Agenda System Presenter: Doug Reeder Agenda City Administrator's Interim City Administrator Section: Report 1. Purpose. Consider the implementation of a paperless agenda system for the City Council and the Planning Commission and authorize the purchase of the needed equipment. 2. Background. In order to accomplish a decrease in staffing of the front counter it is imperative that the current system of agenda preparation be changed to a paperless system to reduce the staff time involved. Currently the city staff prepares 9 paper copies of the bi monthly City Council agenda which for the April 10th meeting, for example, was 196 pages long. The staff also prepares 17 paper copies of the Planning Commission agenda once a month. The Planning Commission agenda is probably normally longer that the City Council agenda. It is estimated that the preparation of these paper agendas requires an average of 12 hours of work per meeting or 36 hours per month. Because we are required to have a public paper agenda at each meeting and have some filing requirements, staff will still be required to prepare two or three paper copies for the City Council and two for the Planning Commission even if the City Council directs that all City Council and Planning Commission members get paperless agendas. Another change which is needed to reduce staff at the front counter is the purchase of an additional scanner which will be placed at the front desk to allow scanning at that location rather than require the employees to go back to the scanners located in the adjoining room. 3. Project Scope. Implementing a paperless agenda system for everyone will best be done by the purchase of identical lap top computers for all members of the City Council and Planning Commission. Staff will purchase the computers (tablets) and will provide training for everyone on how best to download the agendas and view the material. The computers will remain the property of the city and be returned to the city when a Council Member or Planning Commissioner leaves office. The city will maintain the computers and replace them as needed. Staff is now testing a laptop which we feel will work for everyone. In addition to the computers the city will need to purchase two additional scanners. As stated above the first scanner is to facilitate a more efficient scanning operation. The second needed scanner needed is a scanner capable of scanning larger documents. This scanner is not required by the reorganization, but is needed to more efficiently complete the scanning process of all the old files. Currently we are not able to complete the scanning of each file because there are large documents in come files that require a larger scanner. It will be more efficient to scan the entire file all at one time. 4. Cost. The costs of the needed equipment will be offset by the savings in staff salaries. Equipment Estimated Cost 14 Laptop Computers (tablets) $5,600 Scanner (for Front Desk) $4,700 Large Scanner $7,800 Total $18,100 Prepared By: D5R Reviewed By: Approved By: D5R