09-26-2012 Council Agenda - Laserfiche WebLink

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Agenda No. a Key Words: Electronic Communications Policy for City Council, Commission and Committees Date: January 10, 2012 SUMMARY REPORT CITY COUNCIL PREPARED BY: Steve Johnson, Director of Human Resources /Acting City Clerk Joan Michaels Aguilar, Interim Finance & Technology Director RECOMMENDATION / REQUESTED ACTION: City Council Review and Approval of a. City Council, Boards, Commissions and Committees Electronic Communications Policy BACKGROUND /DISC USSION /ANALYSIS: At City Council direction, staff will soon be providing City Council packets to Councilmembers in an electronic format that is accessible through iPad technology. The main goals of this effort are to provide paperless City Council Agendas and Attachments to the Council that will save on both staff and copying costs and will be more. eco- friendly. On May 10, 2011, the City Council adopted Resolution No. 11 -055 authorizing a contract with Granicus, Inc. to use their Transparency Suite. This suite offers paperless packets via the iPad device in a user friendly manner and will ultimately save a large volume of paper to print Agenda packets. City• Information Technology staff had reviewed and conferred with other governmental agencies to reach this determination. White the iPad project deployment has been delayed from the original timetable, staff has been working diligently with Granicus to work out some system bugs. An orientation to the iPad device and software occurred early this month with each City Council member. Depending on feedback received from this training, it is anticipated that at the second City Council meeting in January a "soft launch" of the iPad paperless process would occur (in conjunction with hard copy Agenda packets). Then, at the February 14, 2012 City Council meeting, staff and the City Council would fully migrate to paperless Agenda packets. 45