HomeMy WebLinkAboutCRPS-06-021 - Council & Standing/Advisory Committees - Electronic Posting of Agendas & Reports - New Agenda Formatl
K KR
Corporate Services
REPORT
Report To: Councillor B. Vrbanovic, Chair and Members of
the Finance & Corporate Services Committee
Date of Meeting: February 6, 2006
Submitted By: R. Gosse, Director, Legislated Services
Prepared By: J. Billett, Supervisor, Council l Committee Services
Ward(s) Involved: N/A
Date of Report: January 30, 2006
Report No.: CRPS-06-021
Subject: COUNCIL & STANDING/ADVISORY COMMITTEES
- ELECTRONIC POSTING OF AGENDAS AND REPORTS
- NEUV FORMAT FOR AGENDA
RECOMMENDATION:
For information only.
BACKGROUND:
The Office of the City Clerk (OCC) is continuing to review its business processes to determine
potential for improved service. Review of our process for distribution of Council /Committee
agendas was recently undertaken and has resulted in improvements as outlined in this report.
OCC has historically distributed printed agendas and corresponding reports for Council and
Standing l Advisory Committees. Due to the timing in which agendas are prepared, it is often
difficult to provide the public with timely receipt of the materials. OCC has for the past several
years posted the agenda covering page on the City's website to provide at minimum, a listing of
items for discussion. In 2005, work began on a method to improve our business process for
electronic posting of agendas to allow inclusion of corresponding reports along with the covering
pages.
In conjunction with this project, OCC made use of this opportunity to put a new 'face' on our
agenda covering pages.
REPORT:
Electronic Postin_q of Agendas and Reports
This project was undertaken in collaboration with Information Technology staff, who assisted in
creating an in-house solution that now allows timely posting of all agenda materials for internal
and external viewing.
Our new method of posting agendas, with reports, was launched in October 2005 and has since
met with favourable comments from both City staff and the public. The ability to post full
agenda materials on the web has resulted in improved customer service, both internally and
externally, providing easier /timely access to the materials. Full agendas are posted by noon
on the Friday preceding the meeting date (or earlier) and are accessed through the City's e-
calendar. In addition, the agenda materials remain attached to their respective meeting dates
for a period of up to 10 years, allowing persons to go back through the e-calendar to search for,
and retrieve, reports of interest.
OCC is also realizing significant reductions in printing and paper costs, which in turn has
resulted in a less labour intensive distribution process for our staff. The following chart
demonstrates the percentage decrease in the number of printed copies distributed in 2005
versus projections for 2006:
2005
No. of printed
copies 2006
No. of printed copies
Council 1152 558
CSC 1908 810
FCS 1620 810
DTS 2070 612
ENV 781 506
H K 660 385
Total 8191 3681
Difference of 4510 copies
55% Reduction
Those who continue to receive printed copies consist of: Council, CMT, Senior Staff, media and
appointed Advisory Committee members. We are continuing to review our distribution lists
regarding staff recipients to determine where further reductions may be realized. Any member
of the public who does not have access to the Internet may continue to receive printed copies of
an agenda on request.
With the advent of the electronic age, our customers have increasingly requested electronic
copies of reports and we are now able to meet that expectation in accordance with the Service
Firstinitiative within the Corporate Plan.
New Format -Agenda Covering Page
It has been a number of years since OCC last visited the format of its agenda covering pages
and a new look was deemed timely given the launch of our new method for posting agendas.
The intent of this project was to present an updated, professional look that is clear and concise
as to the issues to be discussed and is identifiable as a product of the City of Kitchener. You will
have received your first look at our new agenda covering page with receipt of the February 6,
2006 agenda packages.
FINANCIAL IMPLICATIONS:
Some reduction in revenues as a result of discontinuing external distribution to the public, off-set
by reduction in associated costs (i.e. printing /paper /staff time).
COMMUNICATIONS:
All agenda recipients, both internal and external, were advised either by e-mail or written
notification, of our new process for posting agenda materials to the City's website. In addition, a
public announcement is currently posted on the City's external homepage, under "Latest News:
Committee Agendas and Reports".
Janet Billett, AMCT
Supervisor, Council /Committee Services