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<br />. <br /> <br />e <br /> <br />REQUEST FOR CITY COUNCIL AGENDA ITEM <br /> <br />Agenda Date Re~uested December 8, 2003 <br />Requested By: Shar~~S / James Janocll . <br /> <br />Department: City Sectetary's Offk~ <br /> <br />Aoorooriation <br /> <br />Source of Funds: <br /> <br />Account Number: 23-6066-519-8023 <br /> <br />Report: X Resolution: <br /> <br />Ordinance: <br /> <br />Amount Budgeted: $ 46,180. 00 <br /> <br />Exhibits: Flowchart <br /> <br />Amount Requested: $ 37, 667 20 <br /> <br />Exhibits: <br /> <br />Budgeted Item: YES <br /> <br />Exhibits: <br /> <br />SUMMARY & RECOMMENDATION <br /> <br />During 2003-2004 Budget preparations, there was discussion regarding the possibility of an electronic agenda. <br /> <br />The implementation of an electronic agenda would eliminate the mass amount of supporting documentation that <br />Council receives prior to Council Meetings; reducing the time/cost required to reproduce the agenda, also reducing <br />the time department heads spend preparing, <br /> <br />Staffhas communicated with the Cities of Sugar land, Missouri City, and Friendswood to gather essential <br />information on the process of implementing an electronic agenda. <br /> <br />If Council desires to move in this direction a Task Force Committee consisting ofa Representative from the City <br />Manager' Office, Assistant City Secretary, and a Computer Systems Administrator will be required to assure the <br />process. The Committee will be responsible for purchasing the required hardware, software, training of the staff <br />members who will be instrumental in providing items electronically for the agendas. <br /> <br />The Committee will demonstrate electronic Executive Staff agendas for at least three consecutive meetings to <br />smooth out any possible flaws during the process, before ultimately rolling the electronic agenda over to City <br />Council. <br /> <br />Yearly Reproduction Cost <br /> <br />110 pages x .5 = $ 55.00 (Cost peragenda) <br />$ 55.00 x 26 agendas = $1430.00 (Cost for one meeting) <br /> <br />$ 1430,00 x 2 meetings per month = $ 2860.00 (Reproduce Cost per Month) <br />$ 2860.00 x.12 = $ 34, 320.00 (Yearly Cost to Reproduce Agendas) <br /> <br />* This cost does not include employee time, supplies for copy machine such as paper and toner. <br /> <br />Yearly Cost of Electronic Agenda <br /> <br />24 CD's x ,SO = $ 12.00 <br /> <br />$ 12.00 x 24 = $ 288.00 <br />