COMMITTEE OF THE WHOLE -Minutes 20100727
COMMITTEE OF THE WHOLE – CITY OF MUSKEGO (Approved)
MINUTES OF MEETING HELD TUESDAY, JULY 27, 2010
Mayor Johnson called the meeting to order at 7:20 p.m. and led those present in the Pledge of Allegiance.
ROLL CALL
Mayor Johnson, Aldermen Snead, Harenda, Borgman, Werner, Soltysiak, Schaumberg, Fiedler, Deputy
Clerk Jill Blenski. Also present Community Development Director Jeff Muenkel and John Wisniewski,
Information Systems Director.
STATEMENT OF PUBLIC NOTICE
The meeting had been noticed in accordance with the Open Meeting Law.
APPROVAL OF AGENDA
There were no issues with the agenda items listed.
APPROVAL OF MINUTES
Ald. Soltysiak moved to approve minutes of the June 8, 2010. Ald. Werner seconded; motion carried.
NEW BUSINESS
1. Agenda management and paperless packets presentation.
Community Development Jeff Muenkel gave an overview of the background, cost savings and the city
goals of using paperless packets. He stated that in 2009 the common council approved a $20,000 capital
budget item to purchase the AgendaQuick software program. This program would reinvent the way
packets are put together. The software allows the city to put all meeting agendas (supplements, resolutions
and attachments/submittals) into one format that can be posted to the web for all to see. This program
would save the city staff time; but the true savings of staff time and money would be realized by taking it
to the next step and going completely paperless. Software has been purchased and city is looking for a
tool to implement it.
In checking wireless connections and laptop options he stated, with confirmation from Director of
Information Systems John Wisniewski, that the cost of laptops and the hassle of networking connections
proved to be too much. With the recent issuance of Apple’s Ipad he and his staff feel that this could be
the answer to the city’s goal of going paperless. The Ipad is half the cost of the laptops as discussed in
last year’s budget and staff feel that they are user friendly.
He had a unit on loan to demonstrate how it works and how a committee member would use the device.
Items can be book marked for easy access allowing members to go back and forth between items.
The goal is to have a unit ready and queued up to the agenda packet.
The city would need to purchase approximately 10 Ipads (8 for council with 2 reserved for replacements)
at approximately $538 each. They were able to purchase the AgendaQuick software for $15,000, which
leaves $5000 in the existing capital budget to put the Ipads into action right away.
He gave some projected staff and cost savings (see attached) regarding the time it takes staff to copy and
collate agendas, etc. Savings from paper and staff time should mean that units would pay for themselves
rather quickly.
Ald Snead questioned if there was a “green grant” funding available to help pay for this project and would
like to have the city explore that option.
Much discussion followed on whether or not the Aldermen and the public could use some type of Internet
connection to view council packet?
IS Director Wisniewski stated that only certain authorized computers could access our wireless Internet
connection. We do not have public WI FI Internet connection.
Director Muenkel will get links out so council can try the software and he will look into the availability of
grant money.
ADJOURNMENT
Ald. Soltysiak moved to adjourn at 7:48 p.m. Seconded by Ald. Fiedler, motion carried unanimously.
Cindy Schweitzer
Secretary
Committee of the Whole 2 7/27/2010