Finance and Administrative Committee
	TO:	Mayor and Members of Council
	FROM:	Sheila Birrell, Town Clerk
	PREPARED BY:	same as above
	DATE OF MEETING:	2004-06-01
	SUBJECT:	Paperless Agenda System

RECOMMENDATION:

That staff be authorized to research the feasibility of implementing a paperless agenda system for Standing Committees and Council;

And that staff report back to the Finance and Administrative Committee in December 2004 with the results of the investigation, including financial considerations and a detailed implementation training and communication plan.

PURPOSE:

To introduce Members of Council to the concept of a paperless agenda system.

BACKGROUND:

In discussions with municipal counterparts, information was received respecting paperless agenda systems. Staff considered the project to be in keeping with Markham’s high tech image. It is environmentally friendly, which complements one of Council’s strategic priorities.

OPTIONS/DISCUSSION:

An investigation into municipalities and school boards using paperless agenda systems, was undertaken by Clerk’s and IT staff. The City of Winnipeg is one of a few municipalities that have gone paperless. The Winnipeg project was completed in one year and the City received payback for the acquisition of computer equipment in one year.

Winnipeg undertook a very simple approach to this project that could be simulated by the Town of Markham. The process may be viewed by visiting the City of Winnipeg website at www.winnipeg.ca/interhom/. Staff would like an opportunity to undertake further research to ensure the most appropriate system is recommended for use in Markham.

Implementation of a paperless agenda system would require approximately one year. This time is necessary to ensure appropriate training for Members of Council and Senior Staff and to ensure a certain comfort level has been achieved prior to implementation. Staff are

OPTIONS/DISCUSSION: (cont’d.)

recommending that Council authorize proceeding with the research. Staff are committing to bring forward a report and implementation plan, including the estimated capital and operating budget for their review in the fall. It is anticipated that the plan will include a comprehensive communication/awareness plan and training schedule.

FINANCIAL CONSIDERATIONS:

There will be implementation costs. These costs and potential longer term savings will be identified in the report to be brought back in December 2004. as part of the report in the Fall.

ENVIRONMENTAL CONSIDERATIONS:

This project is in keeping with Council’s priority of improving environmental protection and management.

ACCESSIBILITY CONSIDERATIONS:

None

ENGAGE 21ST CONSIDERATIONS:

Engage 21^st organizational values and service principles include innovation…continually striving to develop and apply new ideas, products and services, technologies and skills.

Engage 21^st identifies the Town’s strategic priority as being a leader in e-government services.

Engage 21^st also identifies the Town’s corporate goals of organizational excellence…to achieve excellence in managing and delivering quality services through quality people.

The Paperless Agenda System would meet all the above Engage 21^st principles.

BUSINESS UNITS CONSULTED AND AFFECTED:

Information Services

ATTACHMENTS:

None

Sheila Birrell, Town Clerk.

Andy Taylor, Commissioner of Corporate Services