HomeMy WebLinkAboutSS2 - Citywide Paper Reduction EffortApril 23, 2002
Study Session Agenda Item No. M
CITY OF NEWPORT BEACH
OFFICE OF THE CITY CLERK
TO: Honorable Mayor and Members of City Council
FROM: LaVonne M. Harkless, City Clerk
SUBJECT: Citywide Paper Reduction Effort
At the Council meeting of April 9, 2002, Council Member Adams stated that the updated lists
that the City Clerk's office provides are on the intemet and that, in lieu of providing an updated
committee list so frequently, the City Clerk should send Council an email letting them know that
the list has been updated on the intemet. He believed that this could also turn into a Citywide
paper reduction effort in which we look at getting rid of some of the hard copies, like the
municipal codes, and rely more on the investment the City has made in the digital age.
Currently the City Clerk's office posts the following items on the City's website, as well as
distributes copies as outlined in the attached table:
City Council Agendas
City Council Minutes
City Council Agenda Packets
Council Policy Manual
Boards, Commissions & Committees Manual
Boards, Commissions & Committees Roster
Newport Beach Charter & Municipal Code
City Council Resolutions
City Council Ordinances
Citizen Participation Info
Measure S Guidelines
Passport Information
In addition to providing this information on the internet, the City Clerk's office also posts the
following items in Word format on the intranet for staff use:
City Council Agendas
City Council Minutes
City Council Action Minutes
City Manager's Newsletter
April 23, 2002
Page Two
On January 13, 1992 the City Council adopted Resolution No. 92 -8 adopting the City Source
Reduction and Recycling Element (SRRE) in compliance with the California Integrated Waste
Management Act (AB 939) that was adopted by the California Legislature in September of 1989.
The SRRE delineates what programs are to be utilized to reach the stated solid waste reduction
goals. In conjunction with the adoption of the SRRE, a waste characterization study for the City
of Newport Beach indicated that 8.3% of the waste generated in the City is paper. At that time
the City chose a program whereby we were able to increase the efficient use of paper in City
departments through use of double sided copiers, recycled paper, etc. Reduction or elimination
of the distribution of hard copies of materials that are either timely or constantly changing would
help further this program.
Even though it would be great to be "paperless" it isn't realistic to think that we would ever get
to that point on a citywide basis. For example, not every department in the City is using
document imaging, therefore some of their documents are not available electronically. Also,
even though the City is technologically advanced, we still have to bear in mind that some of our
citizens are not and the information still has to be made available to them. With that in mind
though, I do see a lot of areas where the number of hard copies that are distributed internally can
be reduced significantly. Generally speaking, staff members who utilize the documents that the
City Clerk's office posts on the intemet, as well as distributes hard copies of, have access to the
intemet. Alchemy, the software program used with the document imaging system, can be
downloaded on employees' PCs by the MIS staff. The Alchemy Webserver version is also
available to staff and/or the public by installing a plug -in from the city's website (one -time
installation only). This installation allows anyone with access to the internet to access all of the
documents scanned and loaded by the City Clerk's office on the intemet (full Council agenda
packets from August 1998 to the most current, as well as ordinances, resolutions & minutes
dating back to incorporation). The Alchemy documents, as well as the municipal code, have full
search engine programs which . make searches and printing very easy. Our paid subscription
program for agendas, minutes and municipal codes has greatly reduced since making these
documents available free of charge on -line.
If the City Council is interested in pursuing a reduction in the paper distributed in the City, staff
should be directed to draft a policy for Council consideration at a future meeting.
Attachment: Table
2
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LaVonne M. Harkless, CMC /AAE
City Clerk
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