Laserfiche WebLink
CITY COUNCIL WORK SESSION June 4,2012 <br /> APPROVED <br /> 135 There are two elements that are being recommended: Laserfiche Weblink to bring the <br /> 136 packet to the council members and iAnnotate as a reader program to enhance electronic <br /> 137 use. She demonstrated on the iPad how the city council packet can be produced in <br /> 138 electronic form, linked to the Web using the Weblinks program, and opened on the iPad. <br /> 139 She noted that staff's recommendation to utilize the Laserfiche Weblinks element in part <br /> 140 is because Laserfiche is the tool that the city has chosen to utilize for the organization <br /> 141 wide document imaging program. Therefore using an element of Laserfiche for the <br /> 142 packets makes sense for compatibility and streamlining. She then demonstrated the <br /> 143 search capability of the program. <br /> 144 <br /> 145 Council Member Stoesz summarized that Laserfiche is the recommended tool because it <br /> 146 is the overall program being used by the city for its documents. It is easily integrated and <br /> 147 is similar in function to the current Web. The idea of all council members using an iPad <br /> 148 is to give a uniform look and, for use, so that everyone has pretty much the same access <br /> 149 and tools. He asked how members would be notified of changes to the packet <br /> 150 (SharePoint has a notification ability)? It would be nice to receive an automatic message <br /> 151 whenever the document is updated(rather than having to email every time). Clerk Bartell <br /> 152 noted that she will specifically discuss the communication element with the IT group. <br /> 153 She added that staff's goal is to keep improving the process—a scanned PDF is not the <br /> 154 ultimate goal. <br /> 155 <br /> 156 Stoesz noted that he's discussed with staff the installation of extra wireless nodes to <br /> 157 assure dedicated bandwidth for council meetings, in case there is ever a lack of necessary <br /> 158 bandwidth during a meeting. Also it would have to be an expectation that council <br /> 159 members will have their device charged and ready for the meeting. City Clerk Bartell <br /> 160 said she envisions a clear plan of instruction of use and training as necessary, dealing with <br /> 161 all the details. Staff will also be looking into how to handle Apple accounts for the <br /> 162 purchase of applications. Stoesz recommended that staff also look at utilizing the iPad <br /> 163 as a recording device. <br /> 164 <br /> 165 City Administrator Karlson noted that if the council wants to move forward with the <br /> 166 program,the remaining question then would be funding. There are different options— <br /> 167 monthly stipends, city purchase, or what Roseville is doing—giving $500 up front to each <br /> 168 person authorized. Roseville has gone with the less expensive iPad 2 (at$400) because it <br /> 169 is fine for this purpose. The extra funds allows for the purchase of applications. He <br /> 170 clarified that if the unit is purchased by stipend,the individual would own it. <br /> 171 <br /> 172 The council discussed the implications of having a public device and how they can keep <br /> 173 public data separate from personal. O'Donnell's preference is that the city purchases the <br /> 174 unit as well as the software; when a council member leaves service it is returned. <br /> 175 Rafferty suggested his preference would probably be toward the stipend. <br /> 176 <br /> 177 City Clerk Bartell suggested that the rollout would most likely include use at a work <br /> 178 session first prior to use at a council meeting. Administrator Karlson suggested that <br /> 179 initially the council could have a paper backup next to the iPad. <br /> 4 <br />