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<br />PAPERLESS AGENDA SUMMARY AND RECOMMENDATION <br /> <br />Staff has researched several methods in which a paperless agenda can be implemented. <br />The most cost effective means is to utilize Adobe Acrobat and Microsoft Word software. <br />This will save the City several thousand dollars. The original plan was to purchase the <br />software offered by MunicodelLaserfiche at an approximate cost of $38,000.00+. <br /> <br />The estimate provided by James Janoch in MIS is as follows: <br /> <br />Quantity Description Cost <br />9 Notebook PC 1,500.00 <br />9 Adobe Acrobat Professional 200.00 <br />Total one time fees <br /> <br />Ext. Cost <br />13,500.00 <br />1,800.00 <br />15,300.00 <br /> <br />9 <br /> <br />Air Card monthly fee <br /> <br />50.00 <br /> <br />450.00 <br /> <br />unknown amount for electrical work for council area <br /> <br />The following steps outline the process: <br /> <br />. Each Counci1member would be issued a laptop computer. The computer could be <br />used at home and then will need to be brought to the council meetings. <br />. Once the agenda is finished, it will be placed on a secured FTP site accessed via <br />the web page for your access. <br />. You will be able to download the agenda to your laptop <br />. The laptop will have software installed so you can attach sticky notes <br />electronically as needed. <br /> <br />Staff needs direction on the following questions: <br /> <br />. How does Council want to retrieve the agenda? There are several options <br />available to get the agenda onto the laptop computer. The following options are <br />being considered: <br /> <br />a. The City can provide air cards which will provide Internet access allowing <br />the documents to be downloaded directly to the laptop. The download <br />may be slow depending on the connection speed. The monthly fee per air <br />card is approximately $50.00. <br />b. If the Council member has Internet access available, the City can provide <br />a USB memory stick to which the documents can be downloaded from the <br />Internet and then transferred to the laptop pc. One USB memory stick will <br />cost less than $50.00 depending on capacity. <br /> <br />Page 1 of 2 - Paperless Agenda <br />