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7.b)4) Staff Report-Planning Commission Request for Paper Copies �� �� �,�� , �--� � '.+ l� .`: ..�• .-, SCANDIA Staff Report Date of Meeting: November 19, 2013 To: City Council From: Kristina Handt, Administrator Re: Planning Commission Request for Paper Copies Background: At the March 19, 2013 Council meeting,the Council approved the Guidelines for Paperless Meeting Packets and Electronic Communications between Council Members. A copy of the guidelines are included in your packet. Following the March 19th adoption of the paperless guidelines, I emailed a copy of the guidelines to all Council, Planning Commission, Parks and Rec Committee and staff. In response, this spring three members of the Planning Commission-Christine Maefsky, Jan Hogle and Peter Schwartz- requested the Council reconsider the guidelines and allow them to receive paper packets. The Council reviewed the request from the Planning Commission members at their April 16, 2013 meeting. At that meeting, Ness, seconded by Swanson, moved to recommend that staff handle requests for paper packets that could be picked up in the office. The motion was defeated 2-3,with Ness and Swanson voting yes; Lee, Schneider and Simonson voting no. One member of the Planning Commission was receiving paper packets in order to comply with the Americans with Disabilities Act. In August Chair Maefsky asked if the Planning Commission members could get paper copies if they paid for them like the public. Initially,three members expressed an interest in this. The public is charged $0.25 per copy. After learning this one member indicated they would no longer like paper copies; one asked for limited information to be printed and another had copies printed but never picked them up. In mid-September Chair maefsky met with Mayor Simonson and myself to discuss the need for paper copies of ineeting materials. The Mayor offered to come to the next Planning Commission meeting to listen to the commissioners concerns and provide assistance in using the digital formats to meet their needs. The item was scheduled for the October meeting. At their October meeting,the Planning Commission again expressed a desire to have paper copies made available to them. They were not open to having training on the devices or being shown ways to use the digital materials in any other form. A resolution was composed and passed at the November Planning Commission meeting. A copy of that resolution is included in your packet. Issue: Should the Paperless Guidelines be amended or repealed? Proposal Details: The resolution approved by the Planning Commission lays out a number of reasons they feel it is necessary to have paper copies of some meeting materials. The Commission is requesting the following items be provided in printed format: 1. City Planner Reports 2. Surveys/Maps/Site Plans 3. Ordinance Amendments 4. Plans the Commission is expected to make recommendations on including but not limited to the Capital Improvement Plan and Local Water Improvement Plan Fiscal Impact: If only the Planning Commission is given paper copies as requested and they are not mailed,the annual costs are estimated at$700-750. As shared previously at the March meeting,the full fiscal impact of the paperless policy is as follows: Assuming the office assistant spends 15 hours a month on copying packet materials, putting the packets together, and preparing the mailings, these tasks costs the City approximately$2,691 per year in staff time. In addition to the staff time, approximately $228/year is spent on paper and envelopes, $415/year on postage, and $570/year on copier charges. Cost Comparison: Paper Packets: $3,904/year Electronic Packets: $3,000 every four years (or about $750/year) Options: 1) Approve the amendments to the Paperless Policy as provided in the redlined version in your packet. 2) Repeal the section on the paperless packets. The Council should consider if it is appropriate to have different policies/guidelines for different committees. 3) Suspend the paperless policy until February 1, 2014. This will allow extra time for the committee/commission members to become familiar with the devices and how to use them. An easy training video on taking notes on PDFs is available at http://tv.adobe.com/watch/learn-acrobat-x/�ettin�-started-the-basics-of-commentin�/Flash drives could be provided at low cost. There will also be new committee appointments in February and expectations could be made clear up front. 4) Make no changes to the existing policy CITY OF SCANDIA, MINNESOTA RESOLUTION NO. 11-OS-13-02 REQUESTING PAPER COPIES OF SOME MEETING MATERIALS WHEREAS,The Planning Commission is not being provided,in a form that is accessible and usable to them,the information they need#o make the decisions expected of them and deserved by the citizens of Scandia ; and WHEREAS, Being well prepared for meetings has become a much more difficult and time-consuming task, and one that the Planning Commission has a hard time feeling they've accomplished,especially when they're dealing with complex issues and requests; and WHEREAS,Commissioners find it very difficult to fully analyze multi-page, lengthy documents,including requests for condirional use permits and variances,without having paper copy. Flipping back and forth on screens is very different from comparing information from on.e hard copy page to another,taking notes on the hard copy,highlighting important or conflicting information and other reasons and means of fully understanding the content; and WHEREAS,By the city not supplying all members of the Planning Commission with the same paper copies leads to confusion and inefficiency in commission discussions and decision-making. Since the institution of the paperless policy, Planning Commission discussions seem to be considerably less focused on details of proposals. Making notes about documents under consideration,including questions and points for further discussion,has become cumbersome and inefficient. Commissioners find it difficult to comment on details when they have to not only remember what has been read on one screen,but to then reference it by flipping back and forth between screens and sites in the midst of a discussion; and WHEREAS, Site visits have become less helpful and productive as commissioners are called upon to recall the somerimes multiple issues around the site since the digital devices that contain the digital data do not work without wifi; and WHEREAS, At the time four of the Commissioners were appointed, it was understood that they would receive paper copies of documents necessary for doing their job. The most recently appointed member was told the documents would only be supplied electronically; she, however, chooses to print out her copies at her own expense; and WHEREAS,There is ongoing frustration over the city's denial to supply paper copies to commissioners who have requested them and feel they need them to do well the job they've been appointed to do. The issue has become an unfortunate distraction to commissioners doing the job they signed on to do. Resolution No.: 1 t-05-13-01 Page 2 of 2 NOW,THEREFORE,BE IT HEREBY RESOLVED BY THE PLANNING COMMISSION OF THE CITY OF SCANDIA,WASHINGTON COUNTY, MINNESOTA,that it should and hereby daes request the City Council approve the printing of paper copies of the following Planning Commission materials for each Commission member: 1. City Planner Reports 2. Surveys/Maps/Site Plans 3. Ordinance Amendments 4. Plans the Commission is expected to make recommendations on including but not limited to the Capital Improvement Plan and Local Water Improvement Plan Adopted by the Scandia Planning Commission this Sth day of November,2013. � ` Christine Maefsky,Chair ATTEST: � Krishna Handt, dministrator/Clerk � � Guidelines for Paperless Meeting Packets and Electronic Communications between Council Members in the City of Scandia These guidelines apply to all members of the city council and all members of council and city committees, commissions, sub-committees, etc. in the City of Scandia. For purposes of these guidelines, reference to council members includes members of all other city committees and groups subject to the Open Meeting Law. Reference to the council shall include all such groups and meetings. For purposes of these guidelines, "electronic means"means email, instant messaging, chatrooms, social media, microblogs and related electronic conversation. For purposes of these guidelines, "city clerk" means the city clerk, manager, administrator or his /her designee. These guidelines apply regardless of whether the council member is using a city-provided email address and account, his/her personal email address or account, or one provided by his/her employer; and to all social media accounts to which a council member posts. The purpose of the paperless meeting packet guidelines is to use technologies to save City Funds, Staff time, better communicate with the public and allow for a more eco-way of providing government through the use of innovative technologies. The City has committed itself to more efficient, greener, innovative procedures using technologies. Paperless agendas and the related devices is one tool to help the City of Scandia accomplish these goals. Additionally, these guidelines will set out the proper procedures the City Council, committee, and commission members, and staff will follow when using electronic media and the City's electronic communication system. These guidelines will also insure that the use of electronic media complies with applicable law, including but not limited to the Minnesota Open Meetings Law and Government Data Practices Act. MEETING MATERIALS Electronic communication of ineeting materials should generally be conducted in a one-way communication from the city clerk to the council. • Council members may receive agenda materials, background information, and other meeting materials via email attachment or other electronic means (such as file sharing) from the city clerk. • If a council member has questions or comments about materials received, s/he should inquire via electronic means directly back to the city clerk. A council member should not copy other committee members on his/her inquiry. • If the clarification is one of value to other council members,the city clerk may send follow-up materials or information to the council. PROCEDURES FOR IMPLEMENTING PAPERLESS MEETING PACKTES • One netbook will be available for each City Council, commission or committee member. Each Netbook shall be labeled for use by staff or Council member. • All netbooks remain the property of the City of Scandia. All electronic data, communications, and information, including information transmitted or stored on the electronic systems of the City, remain the property of the City. Assigned devices shall be used in an appropriate and professional manner at all times. The use of language inappropriate to the work place is prohibited. • Information pertaining to one or more scheduled meetings items (i.e. meeting "packets") shall be regularly available on Google Docs or via Email Transmission. �All City Council members will be required to use the netbook or other City-owned or personal device to read and download information at meetings from Google Docs. � Ee�e�:-Paper copies of Citv Planner reports, survevs/maps/site plans, ordinance amendments and an�plans the Plannin�Commission is expected to make a recommendation on such as the Capital Improvement Plan or Local Water Improvement Plan will be provided to members of the Planning Commission. All other materials will be available in electronic format onlv. Paper copies will not be mailed but available for pickup at City offices at the time agendas are posted for meetin�s. • Upon receipt of an email from the City Clerk's office, City Council, commission or committee members shall be individually responsible for viewing the meeting's packet and to review their packet in advance of the scheduled meeting. • Meeting information will be available via Google Docs for City Council members and Staff by 4:00 p.m. the Friday prior to the meeting or equivalent day. Special meetings packet will be available 48 hours ahead of time. On the day of the meeting the most current packet will be available by the start of the meeting via Google Docs. • Council Packets will be posted online for the public no later than 5:00 p.m. the Friday prior to the Council Meeting. � The media will be reyuired to go online to access information on the City Council Meeting as the public will. • All Consultants, Vendors and the Public must submit reports, or requests in a PDF or MS Word digital format or other format requested by the City. • The City of Scandia will accept limited copies of reports or studies from the various Consultants, Vendors and the Public. • Materials relating to agenda items of a meeting must also be made available to the public at the meeting. One paper copy of the meeting packet will be made available at the meeting to comply with the Minnesota Government Data Practices Act. COMMUNICATION DURING COUNCIL MEETINGS • Council members should not communicate with one another via electronic means during a public meeting. • Council members should not communicate with any member of city staff via electronic means during a public meeting. • Council members should not communicate with the public via electronic means during a public meeting. COMMUNICATION OUTSIDE OF COUNCIL MEETINGS • Council members should generally act with caution when using electronic means to communicate with one another, being mindful of the Minnesota Open Meeting Law. • If a council member wishes to share information with other members, s/he should do so through the city clerk. The council member may request the city clerk distribute materials to others. The communication should not invite response to or discussion between any council members, including replies to the person making the distribution request. This should be considered a method for providing one-way information to other members of the council. Again remember that materials relating to agenda items for city business must be provided to the public at the meeting. • If a council member wishes to address only one other member through electronic means on any topic related to city business, s/he can do so directly, but should be mindful of the following: ➢ One-to-one communication is ideal. ➢ The recipient of an electronic message or inquiry should reply only to the sender, should not copy others on the reply and should not forward the original communication to other council members. ➢ The sender of an electronic message should not forward or copy the recipient's reply to any other council member. ➢ Neither the recipient or sender should publish such correspondence on any blogs or other social media site unless it is part of an official communication of the whole of the Council, and part of the city-managed electronic communication strategy. • If a council member receives an electronic communication from any source related to city business and distributed to multiple council members (i.e. an email sent to the entire council from a member of the public; or an email sent to three council members from a local business), s/he should reply only to the sender. The reply should not be copied to all on the original distribution or forwarded to any other council member. • If a council member receives listserv distributions, electronic newsletters, or participates in electronic discussion forums, chatrooms, or on Facebook, Twitter or blogs where other council members are also likely to participate, the council member should not reply to any distribution or comment so that the reply is copied to the entire distribution group, or any part of the group that might include other council members. The council member should instead respond only to the sender of any message or inquiry. CLASSIFICATION AND RETENTION OF ELECTRONIC COMMUNICATIONS • Regardless of whether electronic communication by a council member is taking place on a city-provided computer, home computer or other computer system, classification of information as public, private or other is governed by the Minnesota Government Data Practices Act(Minn. Stat. Chapt. 13) and should be treated accordingly. • Council members should retain electronic communications in keeping with city policies and procedures, whether such communication takes place on a city-provided computer, home computer or other computer system. • City Council members may occasionally receive private or non-public electronic information. Some examples of non-public information are: personnel records, internal investigations, information relating to litigation or potential litigation, attorney-client communication, information relating to labor negotiations, or information relating to confidential real estate negotiations. When Council members receive private or non-public information, it should be marked"Private Information" or"Non-Public Data" so that Council and Commission members are alerted to the nature of the information. • Private or non-public information should not be sent or forwarded to individuals or entities not authorized to receive that information and should not be sent or forwarded to City employees not authorized to view such information. • City Council, Commission and Committee members shall exercise caution in sending private or non-public information by e-communication as compared to written memoranda, letters or phone calls because of the ease with which such information can lose confidentiality by inadvertent or intentional diversion or re-transmission by others. • The City Attorney should be contacted concerning any questions about whether a communication is private or non-public data. SECURITY • City Council and Staff inembers are encouraged to take appropriate steps to protect the security of networks and files by the use of passwords and by taking all necessary steps to maintain the integrity of passwords. While the City Clerk shall have the right to know all passwords, passwords should not otherwise be shared, nor should they be posted. • Any suspected breach of security, damage, destruction, or theft of any computer or other device owned by the City should be reported to the City Administrator as soon as possible.