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Todd Jones discussed with the Board the pros and cons of going with an automated <br /> agenda process. He referred to the questions on the abstract. <br /> Items for Consideration in a paperless Agenda Process <br /> 1) What goals does the Board have in mind for a paperless agenda process? <br /> There are many potential benefits, including: reduction of paper consumed, easier access to <br /> related information, reduction in resources required to manage the agenda creation process. <br /> To understand the Board's priorities will help ensure the right solution. <br /> 2) What is the anticipated usage rate for Board members and staff for paperless <br /> agendas? <br /> There are significant benefits to be gained with a wholesale use of paperless agendas by all <br /> meeting participants. However, partial adoption, in which staff supports both a paperless <br /> process and a legacy paper-based process can significantly erode or even eliminate those <br /> benefits with a net increase in staff time to support dual processes. <br /> 3) What screen size is deemed optimal for viewing on-line agenda materials? <br /> A large screen tends to be optimal for viewing detailed images (such as SAPFO charts, budget <br /> spreadsheets and complex GIS maps) and multiple agenda items, while smaller screens such <br /> as those on iPads and laptops may be inadequate for detailed images. However, larger <br /> screens limit the portability of devices and can create a visual barrier between elected officials <br /> and the public. <br /> 4) How would viewing hardware be handled? <br /> Would Board members use their existing laptops and bring them to each meeting? Would <br /> Board members prefer to use small screen touch pad devices, such as iPads? How would <br /> Board members envision meetings with other deliberative bodies (Boards of Health, Social <br /> Services, Planning; Quarterly Public Hearings; other local governing bodies; e.g., Towns of <br /> Chapel Hill, Mebane, Hillsborough)? Would they be compelled to bring laptops or would the <br /> county provide these? Providing access devices beyond what is currently available could <br /> potentially cost more than the system software and attendant servers. <br /> 5) What would the default media be? <br /> There are potentially different methods for creating and displaying agenda items, depending <br /> on whether paper or digital display is considered. For example, digital delivery allows for direct <br /> hyperlinking to historical minutes or video footage of background material. Paper does not. <br /> Due to the inherent inefficiencies of authoring two parallel versions of each abstract, it would <br /> be important to determine which medium would be considered the default for authoring and <br /> delivery. <br /> 6) What viewing and annotation features are needed? <br /> We assume the Board values easy navigation, with a table of contents available at all times, to <br /> allow quick navigation to different agenda items. We assume the Board requires the ability to <br /> scroll through items independently of one another. We assume the Board desires a way to <br /> insert bookmarks on items to which they want to frequently refer. We assume the Board <br /> requires a mechanism for making annotations. <br /> 7) How are annotations handled? <br />