11-14-2012 Council Minutes - Laserfiche WebLink

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MINUTES CITY COUNCIL NOVEMBER 14, 2012 survey to ensure that property owners understand that this is their one chance to get sound walls relative to this project. PAPERLESS The City Administrator reported that one of the Council's goals is to go AGENDA to a paperless agenda system, and he presented a proposed Paperless Agenda Policy for the Council's review and action. This policy is based on what other cities are doing as well as input from the City's IT provider, the City of Roseville. The Administrator also noted that given the Laserfiche program the City has through Roseville, the paperless agenda system will be very cost efficient. He noted that some cities are spending upward of $20,000 to $40,000 for software to support the paperless agenda process. The Administrator then reviewed his cost estimate for converting to the paperless agenda process as outlined in the policy which involves a stipend of up to $500 for the purchase of a tablet plus two applications for PDF editing and accessing Laserfiche. He noted that this is based on the price of an Ipad 2 (16gb) of approximately $430 plus two apps. The Administrator indicated that if an elected official wished to purchase a device with more features, they would be responsible for the cost over the allowance amount. The Administrator noted that the elected official would own the device and would be responsible for maintenance at their own cost. The City will provide wireless access at City Hall for use by elected officials to download materials. If an elected official prefers a paper packet, the $500 allowance will not be available. It was also noted that the stipend will be provided every two years. The Administrator also reported that staff members who attend Council meetings will be provided with laptops to bring to the meetings. These laptops will also serve as the employee's desktop system with a docking station. The City's normal computer upgrade /replacement plan will be modified to accommodate this change. Blesener asked about going paperless for the Planning Commission and the Parks & Recreation Commission. It was the consensus of the Council to determine how the system works at this level before addressing the Commissions. The Administrator also noted that in addition to the paperless agenda, the Council could have access to City Codes, the Comprehensive Plan, current and proposed budgets, zoning and street maps, meeting minutes, and agenda packets. The paperless device can be used as the Council's portable file cabinet. Relative to cost savings in going paperless, the Administrator indicated that a thorough analysis has not been done, but at a minimum there will be 6