One exception to this process is in Lenexa, Kan., a city of approximately 40,000 residents, about 12 miles southwest of Kansas City. Lenexa's Paperless Packet Project allows the nine Governing Body members to download a council agenda on city-provided laptop computers, and
follows a commitment to "use technology to work smarter."
Lenexa officials decided in October 1997 to go completely paperless on Jan. 1. But the process began in 1995, when the council members each received a desktop personal computer, modem and printer featuring basic word-processing functions and e-mail to allow elected officials and staff alternate communication methods. The laptops were delivered to the elected officials on May 6, 1997, when the PCs were retrieved and given to city staff to use.
When City Hall was renovated, special attention was given to future use of technology in the building. Audio, visual and multimedia presentations may now be made in the council chambers, and access to the city's computer network is available from the council dais and staff tables.
The Governing Body meets on the first and third Tuesdays each month, with the second and fourth Tuesdays dedicated to committee meetings. Sandy Howell, Lenexa's city clerk/director of administration, said the normal packet is usually about 100 pages, and her staff previously printed the equivalent of 25 complete packets per meeting, roughly 10,000 pages per month. Even if both sides of a page are used, that's 10 reams of paper per month. Over a year, Howell and her staff will use more than 20 feet of paper just for agendas.
"That's a mighty big tree," she said.
As an example, for the Dec. 16, 1997, meeting, 16 paper packets were generated -- including packets for staff and media, who may now download the information electronically -- plus three partial packets for three council members who had already gone paperless. Overall, 2,720 pages -- more than five reams of paper -- were printed. It took two days to produce and copy the packet, and the preparer had to work overtime on Saturday to finish the job.
The Paperless Packet Project has changed that process. One employee can work from a desk and still finish the job in an afternoon, even with frequent citizen requests at the front counter.
"The anticipated need for additional staff to assist with this procedure, which continues to grow larger, has been eliminated," Howell said.
The Process
The process of preparing Lenexa's electronic agenda packet is similar to the paper packets assembled in cities nationwide -- with a few notable exceptions:
* Officials who set agendas for the council and committee meetings send an e-mail to the City Clerk's Office when an item is determined.
* Finalized agendas are sent via e-mail to the appropriate distribution group, faxed to other requesters and posted on the city's home page.
* The City Clerk's Office begins the process of preparing the electronic packet document after an item has been received via e-mail.
* A Microsoft Word document is created, into which material related to each agenda item is inserted.
* Hyperlinks placed in the agenda connect each agenda item to a bookmark inserted on the first page of the packet. Section breaks are inserted between items for ease in printing a section at a time.
* The electronic-packet document is then saved to a directory accessible by anyone who can connect to the city's network.
* Voice mail and e-mail messages sent to staff and Governing Body members note the electronic packet may be reviewed or downloaded online.
Reaction
Reaction within the community has been minimal, said Howell, who still prints one or two packets per meeting in case they're needed. "The media loves it because they don't have to make a special trip to City Hall," she added. Residents can also e-mail city officials for information.
"I have received very few comments from the community, although there has been some publicity on it," said Governing Body Member Larry McAulay. "I take this to mean that our citizens understand and approve of what we are doing. I suspect that most of our citizens use computers themselves or have family members who do."
McAulay, a 22-year resident of Lenexa, has served on the council for nearly 18 years. A lawyer accustomed to reading lengthy documents, he was among those who pushed for a paperless packet.
"As a result of using computers extensively in my law office, I knew firsthand the many benefits of going electronic," he said. "Those benefits included saving a lot of paper, saving time accessing information and saving city staff time in putting together the paper packets. I felt that, over time, these savings would greatly outweigh the cost of buying computers and software for the council members.
"Another big factor for me was the ease of accessing the information needed to prepare for council meetings," McAulay said. "With my busy schedule, getting up to City Hall was not always convenient. But I could access the information electronically from my office or home at any time of the day or night, and in less time than it would take me to drive to City Hall."
Reaction from outside the community has been even stronger. Howell said she has received hundreds of phone calls and e-mail messages on the project. A vacationing information systems director from a Minnesota city was driving through Kansas and stopped in Lenexa to view the project.
Howell hopes other city committees, such as those overseeing parks, art and planning, will eventually have laptops to view electronic agendas, further cutting the need for paper.
"Virtually all government organizations and private businesses can benefit from this procedure. All it takes is a computer and access to a network," Howell said. "Countless hours are saved while quality information is provided expediently."
Harry Hammitt is editor/publisher
of Access Reports, a newsletter published in Lynchburg, Va., covering open government laws and information policy issues.
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