11222010 DIGITAL CITY COUNCIL PACKETS11 /22/2010
Current Council Packet Components
(-20 paper packets produced bi-weeklyi
• City Manager Packet consisting of documents being provided by the
Ciry Manager to City Council members, such as policy reports,
letters, memos, City Manager's Update, budget transfer reports, etc.
- Some, but not all, of these materials are currently available on beachnet
• City Clerk Packet consisting of the City Council agenda and agenda
supporting materials, announcements, invites, letters to Council, and
individual City Council addressed mail.
- Agenda portion of these materials currently available on VBgov.com
• City Attorney to City Councilmember correspondence, some of
which may go to all members of City Council and some of which
may go to individual City Council members only.
- Not currently distributed digitally
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11 /22/2010 "
Digital Packet
Advantages:
^ For each Council member who uses only digital documents the cost of
paper, printing and paper packet distribution costs will be eliminated
(Avg printing cost per agenda packet =$28; does not indude locally printed City Manager and City Attomey
components)
^ Convenient and portable; accessible with any internet connected
computing device
^ Supports bookmarking and search; supports both viewing of documents
and downloading
^ Access to Council agenda materials for City staff will be enhanced and
expanded (non-confidential information only)
Disadvantages
^ Navigation can be cumbersome in large files
^ If materials continue to be printed but on local printing devices, actual
printing cost becomes more expensive
• Ease of annotating documents: handwritten notes versus electronic
annotating
• Potential of duplicate distribution processes to manage j;;;,
Digital City Council Packet Content
~'- • Complete set of materials, replicating
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° the items in the current "paper packeY'
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available in digital format
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~~. ~ - There may occasionally be a small subset of the
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/`" packet that can not be made available digitally, such
,. , as large plats/maps, large bound reports
~ • Files will be stored in a secure
document library that can be accessed
- --- -~ by City Council members (and by City
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- . , . -. - - . downloading.
:.r. "" ~„ i - Sections of the site would have permissions for
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- Utilizing a document library structure and specific file
:.. naming protocols will enhance the ease of access to
the material.
- Use of PDF bookmarks will also enhance the
° usability of electronic agenda file.
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11 /22/2010
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Digital City Council Packet Access Methods
• City Council members can access the materials using any computer
(personal, business, or public) that can access the Internet with a web
browser (ie. home computers, smartphones, iPads, etc).
- Individual choice per Council member as to packet type they wish to utilize (paper or digital),
and what device they use to access the fites
• City Laptops/Desktops
- connect to the City network directly though hardwired network drops, or
- access the internet and utilize all of the available remote connectivity methods currently
offered by the City to access information residing on the City network (web, VPN, Citrix,
Remote Desktop)
- City laptops provide access to all of the Ciry's enterprise computfng services, such as email,
desktop productivity suite, Pictometry, Communicator, etc., and the services are fully
supported by ComIT
• iPads or other electronic reader devices
- Provide a lesser set of capabilities than laptopsldesktops
• No native file management
• No external ports or drives
• Limited access to City's enterprise computing services
- Would require data network charges to extend access
- Consumer electronic devices limit City staff ability to support the device
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11 /22/2010
Freedom of Information Act
• The Act's requirements apply to any document
(paper or electronic) that concerns public
business.
• The Act applies to such public records
regardless of where or how they are stored.
'• The Act applies to such public records
regardless of whether the device on which the
records reside is a City device or one that is
personally owned.
Next Steps
• Council direction as to approach and funding
• Secure wireless internet access installed to serve City
Council Chambers and Conference Room
• Individual Councilmember choices made
• Hardware acquisition
• Training
• Digital Agenda Packets will be available starting with the
first City Council meeting in January.
Discussion and Questions?
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