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MEMORANDUM <br /> <br />TO: <br /> <br />Larry W. Schenk, City Attorney <br /> <br />FROM: <br /> <br />Lisa Wright, Certified Legal Assistant <br /> <br />SUBJECT: Pros and Cons of Departing from Current Paperless Agenda <br /> <br />DATE: <br /> <br />February 9, 2004 <br /> <br /> At your request, I have considered the possible advantages and disadvantages of the paperless <br />agenda packet versus a paper agenda packet, and ! have listed below some of the pros and cons for <br />each. As used in this memorandum, references to the process of preparing an agenda packet does <br />not include the completion of resolutions and other legal documents; rather, it refers to the process <br />of organizing items on the agenda, assigning a number to them, and then either copying them or <br />printing or scanning them into LaserFiche, naming them, and assigning an index card to them, as <br />applicable. <br /> <br />Paperless Agenda Packet <br />1. Pros <br /> a. The City already has a substantial investment in the paperless agenda <br /> (approximately $40,000). <br /> b. The Legal Department staff has fully adapted to the new process, so we are <br /> able to complete the paperless agenda packet relatively quickly once all <br /> agenda items have been completed and the final agenda approved. <br /> The monthly cost of supplies for the paperless agenda packet (CDs and labels <br /> primarily) is relatively low. <br /> Council members need only a CD case if they wish to keep all agenda packets <br /> from meetings held during their terms. <br /> <br />COHS <br />a. <br /> <br />b. <br /> <br />C. <br /> <br />If, and when, laptops begin to fail, the cost of replacing each laptop would be <br />approximately $1,500. <br />Council members are unable to make notes for future reference directly on <br />agenda items. <br />The process is heavily dependant on one member of the Legal Department <br />staff, that being me. Anita has some familiarity with organizing agenda items <br />in LaserFiche and burning packets, and she is able to do so in my absence, but <br />she must work from my computer. Although ! generally make it a point to be <br />in the office during the agenda preparation process and Anita makes it a point <br />to be in the office at the very least on the days when the packet is burned, <br />there is always the possibility that we could be gone from the office at the <br />same time for some reason. In this event, the remaining staff members would <br />have to prepare a paper packet, and they would be unable to organize the <br />packet and place it on the City's website. <br /> <br /> <br />