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POLICY AND SERVICES COMMITTEE <br />DRAFT EXCERPT <br />Regular Meeting <br />June 14, 2011 <br />1. Discussion and Recommendation for Approval of an Electronic Packet for Council. <br />City Clerk, Donna Grider stated that Council had asked Staff to look into ways to <br />save money and improve sustainability by reducing the number of packets <br />produced each week. Last fall the City Manager and City Clerk's Offices <br />undertook a pilot program using iPads to receive electronic versions of the <br />packets. In a collaborative effort with the City Manager's office, the City <br />Attorney's office, Administrative Services Department, and the IT Division, the <br />City Clerk's Office reviewed the process for producing an electronic packet. She <br />stated electronic distribution of the packet to Council would lessen but not <br />eliminate printed packets as paper packets would still need to be produced for <br />the libraries for members of the public who do not have or are unable to use <br />computers. The number of paper copies would reduce from 22 to 11. She <br />stated that Staff was trying to reduce the costs incurred by delivering the <br />packets overnight and have them delivered during the workday instead. The <br />Administrative Services Department completed a cost analysis and in comparing <br />the paper packet with the electronic packet they found that the costs would <br />break even after the first year. The largest cost would be in the first year due to <br />the purchasing of the iPads, and the other costs •would ;be:the data plan and the <br />applications; the applications were a. one -time cost. In three years the City <br />would save approximately $28,000. She reviewed the three policy decisions that <br />Staff was bringing forward to the City Council: 1) The City would incur all of the <br />costs, and will perform the training and updates on all the applications. 2) <br />Council Members would purchase their own devices and the City purchases the <br />applications and the data plans. 3) Council Members incur all of the costs. She <br />explained that the City Attorney's office did not have any major concerns with <br />the proposal. <br />City Manager, James Keene spoke about automating the agenda preparation <br />FILENAME 1 <br />31 <br />