Agenda Package 2-4-13 - Reg. Meeting

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, U� 9 �/ L Thus, on average, it costs the County $3,970 annually to assemble the packets from start to finish. Soft costs associated with the preparation of agenda material: The following outlines the indirect costs associated with the agenda packet assembly and delivery. While these costs will be incurred either way, they would be spent on areas other than packets: 1. 640 hours labor for assembly annually $16,480 (calculated using a $25 per hour salary class) The total annual cost associated with the current method of producing and delivering agenda packets is $20,450 annually. Technological Advances County staff has examined several "paperless" agenda options. After researching the options, staff has identified the Apple iPad as the most cost effective technology solution for the following reasons: 1. The iPad has advanced graphics presentation capabilities that replacing hard copy agendas and reports would require. It would have the ability to display reports, maps, pictures, and other printed copies in color. 2. The iPad is thin, roughly the size of a magazine, so it will not be a bulky, heavy device that will become burdensome to transport to and from meetings. 3. The iPad can be integrated easily with annotation software that will enable Board members and staff to make notes, highlight information, and place reminder tags in the same fashion as being able to mark up a printed copy at the meeting. 4. The iPad is a functional computer, allowing Board members and staff to utilize the device to receive email communication, access the Internet for research and maintain calendar and contact information. An iPad costs approximately $600. The cost to purchase an iPad for all Board members is $4,200. Additional application software may be needed but at minimal cost due to the cost effective nature of the applications that are available for iPads. The agendas and supporting documents would be provided on the website for easy download capability, as well as notification of when the packets are ready and how to retrieve them sent to the Board Members using their County email accounts if they so choose. Once purchased, the iPads would require minimal ongoing support costs. The device would use Wi -Fi as a means to connect to the Internet. The County has Wi -Fi in Board chambers, the Gordon Wicker Room, and small conference room. We assume that all Board members have high speed Internet access at their homes or work as well as Wi -Fi capabilities. For those that don't have Wi -Fi in their homes, wireless capability can be added to the home for roughly $60. Given the easy access to Wi -Fi in our area, Board members would not be limited to any one location to use the device. Accessing agendas would become easier for both staff and Board members. After the agenda packages are completed, they are posted on the County website and are immediately available for download. The