Agenda Package 2-4-13 - Reg. Meeting

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rj LEE COUNTY Committed Today for a Better Tomorrow To: Chairman Charles Parks and other Board of Commissioners From: John Crumpton, County Manager Re: Paperless BOC Meeting Agenda Proposal Date: February 4, 2013 Background: County staff provides agenda packet and board meeting information to Board of Commissioner (BOC) members via physical packet production and delivery prior to each meeting. One of the growing trends in County and Municipal government is the use of a paperless agenda process. This allows County staff to provide members of the Board, agenda information in a timely manner that is cost efficient, helps conserve the environment, and helps conserve County resources such as printing, copying, duplication, and manual staff efforts. The proposed system would allow the County Clerk to provide electronic notification to the Board members prior to the meeting at which point the Board member could then immediately electronically access the information and subsequently arrive to the meeting with one electronic device instead of multiple packets of physical documents. The meetings that this process could be performed on are regular Board Meetings, Special Called Meetings, Finance and Budget Meetings, Work sessions, etc. Analysis: On an annual basis, the County uses approximately 45,000 sheets of paper for Board members and other meeting attendees for its regular meetings, work sessions, and other special called meetings. Each packet takes approximately 2 hours (on average) to copy, assemble and prepare the notebooks for delivery. This equates to roughly 640 hours annually to assemble the packets. Many of these documents are often reduplicated for multiple meetings Hard Costs Associated with packet building and delivery: 1. Paper: $700 2. Print/Toner: $1,870 3. Special Documentation $200 4. Notebooks /Tab Dividers $1,200