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Valdosta, GA Goes Paperless Agenda Process With IQM2

June 15, 2009
by Erin Kennedy
IQM2 Sales & Marketing

City Takes Next Step Forward with Paperless Meetings

Posted Date: 5/20/2009

New software is making it possible for the City of Valdosta to conduct its meetings using paperless agendas, saving significant amounts of time and money. Those attending the meetings--beginning with the May 21 City Council meeting--won’t see elected officials sorting through their meeting packets on their desks; rather, they will be following the electronic agenda on their computer screens.

In addition, meeting agendas and all supporting documents to be considered for Council’s approval will be electronically available to citizens via Internet; whereas previously, only agendas and minutes were available to the general public.

The innovative way of conducting City business comes at a time when both public and private businesses are trying to reduce overall expenditures; however, the decision to purchase the necessary software and technology to implement paperless meetings was actually one of the goals set during the 2008 Mayor and Council Retreat. Furthermore, the new software streamlines the meeting coordination and approval processes to make everything more efficient.

“This is another example of how the City continues to work more efficiently while advancing our goal of going greener,” said Mayor John J. Fretti. “The paperless agenda hopefully sets an example for others to follow and at the same time saves both time and money.”

The Mayor and Council unanimously adopted the request for agenda software and accepted the bid submitted by IQM2 at the Jan. 7 City Council meeting. The new agenda software is expected to considerably reduce the City’s paper, toner and maintenance expenses each year. Additional savings will also be realized in the reduction of man hours typically used to coordinate, assemble and deliver Council meeting packets.

The Mayor and Council, City Manager, Department Heads and key staff have all received training on the new software, according to IT Manager Steven Carter. For individuals who still prefer a “hard copy” of a meeting agenda, Carter said the agenda and supportive information are available on demand—meaning now people may choose to print what they need when they need it.

To view a copy of the May 21 agenda or any past agendas or minutes, visit the City’s web site at www.valdostacity.com, click on Mayor/Council, and select the Minutes/Agenda link.

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