ELECTRONIC AGENDAS Going GREEN and reducing costs by utilizing electronic Council agenda packets.
Paper, paper. 639 sheets of paper meeting. 2, 556 sheets of paper month. 30, 672 sheets of paper year!
Average Printing Costs Expense Monthly Cost Annual Costs Paper $20 $240 Printer Maintenance & Toner $30 $360 Packet Distribution (Mileage) $50 $600 Administrative Staff Costs $440 $5, 280 TOTAL $540 $6, 480
A Digital Alternative 1. Eliminate paper, printing, and printer maintenance costs associated with printed agenda packets. 2. Be GREEN by reducing paper usage and environmental impact. 3. Dramatically reduce staff time required to organize and bind printed packets by creating PDF packets. 4. Eliminate time and costs to physically distribute packets. 5. Instant, remote access to agendas via downloadable PDF. 6. Mark-up, search, and navigate agendas quickly and easily. 7. Access to previous agenda packets to compare notes. 8. New tablet technology costs less, weighs less, and battery lasts up to 5 times longer than a laptop PC. 9. Potential to replace Council laptops with tablets offering similar email, calendar, contacts, and web browsing functionality. * Current council laptops used to replace older staff laptops.
Turn To Technology
Apple i. Pads Task Costs i. Pad + Accessories $700 (32 GB) 7 i. Pads (Council, Legal, YFCM) TOTAL $4, 900
i. Pad ROI 9 Months With initial i. Pad investment of $4, 900 and total estimated annual costs of printed packets totaling $6, 480.
Discussion/Options 1. 2. 3. 4. Pilot with partial Council participation? Wait for other tablet solutions in emerging market? Distribute agendas in both paper and digital to evaluate? Training available to ease learning curve.
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