06/25/2012 Council Packet - Laserfiche WebLink

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P15 CITY COUNCIL WORK SESSION June 4, 2012 DRAFT 135 There are two elements that are being recommended: Laserfiche Weblink to bring the 136 packet to the council members and iAnnotate as a reader program to enhance electronic 137 use. She demonstrated on the iPad how the city council packet can be produced in 138 electronic form, linked to the Web using the Weblinks program, and opened on the iPad. 139 She noted that staffs recommendation to utilize the Laserfiche Weblinks element in part 140 is because Laserfiche is the tool that the city has chosen to utilize for the organization 141 wide document imaging program. Therefore using an element of Laserfiche for the 142 packets makes sense for compatibility and streamlining. She then demonstrated the 143 search capability of the program. 144 145 Council Member Stoesz summarized that Laserfiche is the recommended tool because it 146 is the overall program being used by the city for its documents. It is easily integrated and 147 is similar in function to the current Web. The idea of all council members using an iPad 148 is to give a uniform look and, for use, so that everyone has pretty much the same access 149 and tools. He asked how members would be notified of changes to the packet 150 (SharePoint has a notification ability)? It would be nice to receive an automatic message 151 whenever the document is updated (rather than having to email every time). Clerk Bartell 152 noted that she will specifically discuss the communication element with the IT group. 153 She added that staffs goal is to keep improving the process — a scanned PDF is not the 154 ultimate goal. 155 156 Stoesz noted that he's discussed with staff the installation of extra wireless nodes to 157 assure dedicated bandwidth for council meetings, in case there is ever a lack of necessary 158 bandwidth during a meeting. Also it would have to be an expectation that council 159 members will have their device charged and ready for the meeting. City Clerk Bartell 160 said she envisions a clear plan of instruction of use and training as necessary, dealing with 161 all the details. Staff will also be looking into how to handle Apple accounts for the 162 purchase of applications. Stoesz recommended that staff also look at utilizing the iPad 163 as a recording device. 164 165 City Administrator Karlson noted that if the council wants to move forward with the 166 program, the remaining question then would be funding. There are different options — 167 monthly stipends, city purchase, or what Roseville is doing — giving $500 up front to each 168 person authorized. Roseville has gone with the less expensive iPad 2 (at $400) because it 169 is fine for this purpose. The extra funds allows for the purchase of applications. He 170 clarified that if the unit is purchased by stipend, the individual would own it. 171 172 The council discussed the implications of having a public device and how they can keep 173 public data separate from personal. O'Donnell's preference is that the city purchases the 174 unit as well as the software; when a council member leaves service it is returned. 175 Rafferty suggested his preference would probably be toward the stipend. 176 177 City Clerk Bartell suggested that the rollout would most likely include use at a work 178 session first prior to use at a council meeting. Administrator Karlson suggested that 179 initially the council could have a paper backup next to the iPad. 4 •