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l <br /> � <br /> , ..� <br /> , <br /> MEMORANDUM <br /> TO: MAYOR AND COUNCIL MEMBERS <br /> FROM: L1N VEE, CITY CLERK <br /> SUBJECT: PAPERLESS COUNCIL PACKETS <br /> DATE: OCTOBER 9, 2009 <br /> The attached article entitled "Laptops Helping Local Governments Conserve" in the StarTribune <br /> on October 4`h has generated discussion to re-visit consideration of"paperless packets". <br /> Discussion Points to Consider <br /> � Purchase of laptop computers. <br /> The City would need to purchase laptop computers—potentially 10 for Council, attorney, <br /> engineer, administrator, planning (2). Would additional computers need to be purchased for <br /> Planning Commission members, other Commissions, or other staff? Would laptops remain at <br /> the Council Chambers or be carried back and forth by Council Members? <br /> • Determine method to receive packets and how to use electronic packets during meetings. <br /> How would packets be received— download from website, deliver via flash drive or some <br /> other option? How would notes be generated and saved? Some type of training would need <br /> to be scheduled. <br /> • Investment vs. Savings <br /> Would the initial investment offset the savings? Following is an estimate based on Council <br /> meetings from 2008 and 2009. For each Council meeting, 14 paper packets are prepared <br /> with an average of 145 pages in each packet. <br /> o Cost of paper and time to assemble 14 packets per Council meeting: <br /> ■ Copier charges: $20.30 <br /> approximately $.O1 per page for black <br /> & white copies (145 pages x $.O1 x 14) <br /> (color copies are $.108 per copy) <br /> ■ Paper cost: $16.24 <br /> approximately $.008 per page (145 <br /> pages x $.008 x 14) <br /> ■ Time— 6-8 hours to copy, assemble, $100-150 in wages <br /> mail/distribute <br /> ■ Packet delivery by CSO — 1 hour $16.00 in wages <br /> ■ Total cost of 14 packets per Council $202.54 <br /> meeting <br /> o Cost of computers =Estimate of$1000 per computer <br /> o Cost of software and licensing=Estimate of$500 per computer <br /> i <br /> � <br /> , <br /> � <br />