Laserfiche WebLink
<br />. <br /> <br />. <br /> <br />The City Secretary and two additional staff persons are responsible for compiling documentation for City Council <br />Agendas. The Assistant City Secretary prepares the agenda after the City Secretary reviews submitted items prior to <br />the scheduled Agenda Meetings. The City Secretary attends the Agenda Meetings to present draft items and to <br />ensure all items are included for Council such as contracts, bonds, and related back-up. The City Manager reviews <br />and approves agenda items. <br /> <br />The Administrative Secretary is then forwarded the agenda to copy. The time is spent copying, inserting copies <br />(color copies and/or drawings) into binders, loading paper into the machine, monitoring the Xerox Machine to avoid <br />paper jams, and any disruptions while copying. Agendas are proofed before distributing to City Council. A <br />minimum of2-4 man-hours is spent copying an agenda. <br /> <br />An Electronic Agenda will take approximately two hours to compile, organize files, create hyper links for all <br />supporting documentation, and write to CD's. <br /> <br />The implementation of an electronic agenda would allow easier access of records by the public, and at the same time <br />reduce time spent on retrieving open records requests internally and externally. In addition, man-hours would be <br />saved during the processing of packets prior to Council Meetings by having items scanned during the electronic <br />processing. <br /> <br />If Council desires to pursue an Electronic Agenda System, the MIS Department estimates it could be implemented <br />by the end of July. <br /> <br />Consider an ordinance approving the implementation of an electronic agenda and appointment ofa Task Force <br />Committee. <br /> <br />J <br />t <br /> <br />Approved for City Council Aeenda <br /> <br /> <br />~ <br /> <br />c:J- 3 -() cf <br /> <br />Date <br />