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