To save paper and money and to help enhance transparency in city government, Murfreesboro City Council has joined the growing number of cities in the nation producing paperless (electronic) agendas.
Enough Apple iPad2’s with WiFi access and Apple’s iAnnotate “ap” were approved for purchase in the 2011-2012 budget to accommodate city council members and key management, Lyons pointed out in his letter to city council for its Oct. 27 meeting. Though available, the ability to connect by cellular service was not included primarily because of the monthly recurring charge for cell service.
The iPad2’s were $580.50 per unit, Lyons’ letter stated. iAnnotate costs just under $10 per ap.
The electronic agenda will be placed on the city’s website and a link from its home page, www.murfreesborotn.gov will be added under meeting notices, the city’s webmaster Chris Shofner said.
Historically, a brief list of items to be considered has been made available electronically on the city’s web site and in hard copy at a particular meeting, but, the attachments (background materials that explain the item being considered) have historically not been included though full packets were sent to council members by part-time couriers and local media that requested them.
“The paper-based agenda packet includes the agenda, staff reports, resolutions, ordinances and supporting documents, including studies, photographs and materials submitted by others,” City Manager Rob Lyons said. “Production of the packet is among the primary responsibilities of Georgia Meshotto, administrative assistant for the city council and city recorder. “It also requires significant time by the rest of the management team and involves all city departments over a year’s time,” he added.
Under the new system, department heads will submit their agenda materials in electronic format and Meshotto will assemble them into a single file for the website. “We’re convinced this will save time and money,” Lyons said, “and maybe spare a few trees at the same time.”