For Immediate Release
Redwood City Automates Council Agenda/Routing Process - New Software Saves Staff Time and Improves Public Access to Meeting Information
Redwood City, CA - April 22, 2011 -
The City Clerk’s office of Redwood City, responsible for the logistics and handling of agendas, minutes, and other documentation of City Council meetings, has implemented a new software package which will save significant staff time, and offer an improved interface for public access to meeting materials.
With the implementation of this new application (SIRE Agenda Plus), Redwood City will maintain an internal automated agenda routing system which will save potentially hundreds of hours of staff time annually, which of course is crucially important in these difficult budgetary times. While improving efficiency of the City staff, it also offers a more environmentally-sustainable, paperless way of handling the often high quantity of staff reports and related documents.
By utilizing this system, a staff report is written and then automatically routed online to other staff for review, editing, and approval, then finally posted online for community access. This process can take place without ever having to actually print the document. In addition, electronic signatures are used making it even easier and quicker for each agenda packet to come together through the approval process.
In keeping with Redwood City’s long-standing emphasis on open government, this package offers increased transparency of City Council agendas and staff reports, making all information more conveniently and usefully available online to community members. It produces a bookmarked PDF agenda packet that viewers can easily navigate, jumping directly to the desired item and document – so it also saves time of anyone viewing a City Council agenda. The new system is in place as of the April 25, 2011 City Council meeting. That agenda is online at www.redwoodcity.org/government/council/meetings.html.
“Reducing our reliance on paper and embracing the latest technology offers significant savings and adds staff capacity to focus on core services, while embracing environmentally-conscious practices,” said Redwood City Mayor Jeff Ira. “This latest improvement in the City Clerk Department enables Redwood City to join the growing number of cities to adopt paperless processes.” Most of the City Council already receives its agenda packet in soft copy only, helping to set the “paperless” tone for the entire organization.
Visit Redwood City’s award-winning website at www.redwoodcity.org for information about the City and its services, the community, recreation programs, education, and local business. Subscribe to Redwood City’s electronic newsletter or other City documents at www.redwoodcity.org/egov.
Silvia Vonderlinden, City Clerk
City of Redwood City