HomeMy WebLinkAbout2011 05 09 Informational 104 Paperless Agendas ProcessCOMMISSION AGENDA
ITEM 104
Ma 9 2011
Regular Meeting
REQUEST:
Informational X
Consent
Public Hearings
Regular
Mgr
Authorization
Dept.
The City Manager and the City Clerk request that the Mayor and City Commission receive information
related to the City's new paperless Agenda Process which will save the City thousands of dollars annually,
due to the innovative new process that City Staff and the Information Services Department has now
implemented.
SYNOPSIS:
Based on the interest of the current Mayor and City Commission, the City Manager and City Staff have
come up with a new process to offer our Mayor and City Commission paperless Agenda Packets, without
having to contract with a vendor. This innovative new process is already saving the City thousands of
dollars, and over time will save the City hundreds of thousands of dollars.
CONSIDERATIONS:
Our current Mayor and City Commission, along with the City Manager and City Staff are very concerned
with saving money and implementing process improvements wherever possible.
The City Manager asked Staff to come up with a way to put into service electronic /paperless Agenda
processes and City Staff has innovatively put a program together.
The City of Winter Springs' first paperless Agenda Packet was rolled out in early March for the March 14,
2011 City Commission Regular Meeting (and actually went to the City Commission a day earlier than
usual).
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - MAY 9, 2011
INFORMATIONAL AGENDA ITEM "104"
PAGE 2 OF 3
This City Commission Regular Meeting (of May 9, 2011) will now be our 5 th paperless Agenda Packet that
we have provided.
This new process saves the City money, a significant amount of staff time, and provides for environmental
benefits as well.
Over the years, the City Clerk has been contacted by Vendors who have offered to sell electronic Agenda
Packet programs; but because of budget (and other) constraints, the City Clerk has always declined their
offers.
Some of the Vendors /programs that other local Florida cities use that offer electronic Agenda programs are:
Easy Agenda /R &S integrated Services, Inc.
www.rsoasis.com
(Annual costs are approximately $3,800.00)
LegisStar* (includes other related services)
http://www.dgystamet.com/
($10,358.00 per year for maintenance /service contract/
Legistream/Questys
hitp://www.ah*mc.com/docmRmt.html
$20,000.00 per year plus maintenance /service costs)
NovusAgenda (formerly known as MuniAgenda)
http://www.generalcode.com/novusagenda/novusagenda software.html
($4,500.00 per year for maintenance /service contract /$26,000.00 with an ongoing annual fee of
$12,000.00/ $48,353.00 per year)
*Some programs require interfaces with other programs (also purchased as separate modules) that assist
with Minutes and video streaming of Commission meetings.
FISCAL IMPACT:
With the City's new innovative process of offering paperless electronic agenda packets to the City
Commission, this new process could potentially save the City from thirty -eight hundred dollars ($3,800.00)
and upwards of forty -eight thousand dollars+ per year. If you then add on the time related cost savings to
include delivering and picking up Agenda Items to /from the City Manager, copying Agenda Items
(time /paper /copier maintenance costs), gasoline for trips from Departments not located at City Hall and
couriering those Agenda Items back and forth from City Hall, etc., the savings increase even more so.
COMMUNICATION EFFORTS:
This Agenda Item has been electronically forwarded to the Mayor and City Commission, City
Attorney /Staff, and all eAlert/eCitizen Recipients; and is available on the City's Website, LaserFiche, and
the City's Server.
CITY OF WINTER SPRINGS, FLORIDA
CITY COMMISSION
REGULAR MEETING - MAY 9, 2011
INFORMATIONAL AGENDA ITEM "104"
PAGE 3 OF 3
Additionally, portions of this Agenda Item are typed verbatim on the respective meeting Agenda which has
also been electronically forwarded to the individuals noted above; and which is also available on the City's
Website, LaserFiche, and the City's Server; has been sent to City Staff, Media /Press Representatives who
have requested Agendas /Agenda Item information, Homeowner's Associations /Representatives on file with
the City, and all individuals who have requested such information; and has been posted outside City Hall;
posted inside City Hall with additional copies available for the general public; and posted at five (5)
different locations around the City. This Agenda Item is also available to any new individual requestors.
City Staff is always willing to discuss this or any Agenda Item with any interested individuals.
RECOMMENDATION:
The City Manager and the City Clerk request that the City Commission receive and accept the information
in this Agenda Item.
ATTACHMENT:
None.