HomeMy WebLinkAboutPaperless Council Meetings 2011
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City of Farmington
430 Third Street
l'armington, l\.1innesota
651.280.6800. Fax 651.280.6899
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TO: Mayor, Councilmembers
FROM: Kevin Schorzman, City Engineer
SUBJECT: Paperless Council Meetings
DATE: June 20, 2011
INTRODUCTION
At a recent Council workshop, Council expressed a desire to move to a paperless format for
meetings. Council also requested that staff research options for providing electronic devices
(IPads, notebook computers, etc.) for Council to access electronic copies of the agenda packets
during meetings. The following options were discussed:
. Establish a "Technology Allowance" that each Councilmember could use to purchase
equipment.
· Have the City provide the equipment.
DISCUSSION
Items to consider regarding a "Technology Allowance":
1. Dual use of equipment (public use for Council items, private use as well) blurs the line
between public/private information
2. Responsibility for maintenance, repair, and replacement costs. (Will the City or
Councilmember be responsible for these items as it is inappropriate for City staff to repair
private equipment?)
3. Ifinstituted, should the allowance cover the entire cost, or just a portion of the cost?
4. Raises questions about payment of taxes based on current tax law and IRS regulations
Items to consider regarding City provided equipment:
1. Should only be used for official City business
2. Could be maintained, repaired, and replaced by City staff if necessary
3. More clearly dermed line between public and private information
4. No individual tax implications
5. Equipment could be transferred to new Councilmembers when elected and only replaced
when necessary
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Paperless Council Meetings
June 20, 2011
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It is the opinion of both staff and the City Attorney, that Council give strong consideration to
having the necessary equipment supplied by the City.
BUDGET IMPACT
While the budget impact will not be known until the Council provides direction on which option
they would like to pursue, the cost of any option would be offset to some degree by reductions in
the amount of paper and printing costs, as well as staff time utilized to prepare and distribute
paper correspondence. An estimate of these reductions will be provided when this item is
brought back for Council action.
ACTION REOUESTED
For discussion only. Based on Council direction, this item will be brought back to a future
Council meeting for action.
Respectfully Submitted,
Kevin Schorzman
City Engineer
cc: file
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