HomeMy WebLinkAboutPaperless Council Meetings Cost 2011
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City of Farmington
430 Third Street
Farmington, Minnesota
651.280.6800. Fax 651.280.6899
www.ci.tlmningtlm.n111.U.i
TO: Mayor, Councilmembers
FROM: Kevin Schorzman, Interim City Administrator
SUBJECT: Paperless Council Meetings
DATE: July 18,2011
INTRODUCTION
At the June 20, 2011 Council meeting, options to move to paperless Council meetings were
discussed. The consensus at that meeting was to move toward paperless meetings with the City
supplying the equipment necessary for this change.
DISCUSSION
At the meeting, Council requested information related to the cost of producing the information in
paper form, versus paperless, as well as information related to the cost of purchasing equipment
for paperless operations. Below are the summaries of the cost of producing and distributing
Council agendas in paper form, as well as equipment costs for the paperless option:
Annual Cost To Produce and Distribute Agendas:
Paper and PrintinQ: $ 276.00
Staff Time to Prepare: $ 2,600.00
Staff Time to Deliver: $ 1,200.00
Total: $ 4,076.00
Equipment Costs:
Cost Each Cost for 5
$ 599.00 $ 2,995.00
$ 729.00 $ 3,645.00
$ 540.00 $ 2,700.00
$ 795.00 $ 3,975.00
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Paperless Council Meetings
July 18,2011
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BUDGET IMPACT
Should Council choose to go with the paperless option, the equipment cost for the most
expensive equipment option is approximately $100 less the fIrst year than the cost of producing
paper agendas. While it would appear that there will be a monetary savings of $4,076 each year
after the initial year, please keep in mind that the majority of the cost is labor, and the budget
will not reflect a reduction of $4,076 as the $3,800 in labor savings will merely be used to
perform other duties.
ACTION REOUESTED
If Council desires to pursue the paperless option, approve by motion, the purchase of the desired
equipment.
Respectfully Submitted,
Kevin Schorzman
City Engineer
cc: file
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