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<br />REQUEST FOR COUNCIL ACTION <br /> <br /> DATE: February 22, 2016 <br /> ITEM NO: 15 <br />Department Approval: Administrator Reviewed: Agenda Section: <br />Name Diane Tiegs JML City Administrator's <br />Title City Clerk Report <br />Item Description: Paperless Meetings and Equipment Reimbursement <br /> <br />Council discussed paperless meetings at the January Council work session. Staff has researched <br />the type of equipment and software that could be considered for paperless agendas, costs, <br />savings, and the advantages of paperless agenda packets. <br /> <br />The agenda packet would be available earlier than the traditional paper packet allowing more <br />time for Council to review the agenda items. The City currently uses the Granicus software for <br />the Council meetings and this is an opportunity to take advantage of the ilegislate application <br />already included with Granicus. Council would be able to use iPad tablets with ilegislate. The <br />electronic packet will provide greater efficiency and cost savings. <br /> <br />Study of Costs and Savings: <br /> <br /> Annual cost of 5 paper packets = $ 1,261.50 per year (23 meetings per year x <br />$252.30). Over 4 year terms = $5,046 <br /> Equipment eimbursement cost of 5 Tablets = $2,500 <br /> Paperless meetings result in a savings of ½ or $2,546 after purchase of equipment. <br /> <br />Staff Recommendation <br />Staff recommends approval of the Ordinance amending City Code Sec 2 -38. <br /> <br />COUNCIL ACTION REQUESTED: <br /> <br />Consider a motion to adopt the Ordinance amending Section 2 – 38 as attached. <br /> Paper Copy Electronic <br /> Copier charges: <br /> $.006 per page for black & white copies and $.055 per color <br />copy. Average Pkt. for 2014-15 is 405. Estimated 20 color <br />copies per packet. <br /> B & W- $2.31 <br /> Color - $1.10 <br /> $3.31 x 5 Packets $16.55 <br />After Initial <br />Purchase <br />of Tablets <br />$0.00 <br /> Paper cost: <br /> approximately $.0063 per page (405 pages x $.0063 = $2.55 <br />x 5 packets) $12.75 $0.00 <br /> 9 hours to copy, assemble, mail/distribute x $23.00 <br />$207.00 <br />(3 hrs. proof <br />& prep) <br />$69.00 <br /> Packet delivery by CSO – 1 hour $16.00 $0.00 <br /> Total cost of Preparation for 5 packets per Council meeting <br />$252.30 $69.00