Agendas are a Breeze for Key West (FL)

The City of Key West is not unlike most organizations these days in that they were looking for ways to save money, time and become more efficient.

The Problem

The City of Key West is known for being the southernmost city in the continental United States and home to over 25,000 residents. The city is also a thriving vacation destination to countless tourists from across the US and abroad who flock to its shores to enjoy their laid back lifestyle. At City Hall you will find that the City Clerk Department, like many others, is dedicated to providing their citizens with quality services — from fulfilling each public records request to recording the minutes and all official actions of City Commission meetings.

The City of Key West is not unlike most organizations these days in that they were looking for ways to save money, time and become more efficient. One of the most time consuming processes within a municipal organization can be the process of completing meeting agendas. For the City of Key West’s Clerk this meant days of work to complete the 13 agenda packets needed for just their City Commission alone. After the agenda was complete there were still hours upon hours of work required to print, organize, and assemble the packets into books for the Commission members.

In most cases, these packets contained over 150 pages each, that’s an average of over 46,000 pages a year for just the City Commission meetings. Not to mention the agenda would need to be scanned and manually posted to their website for citizens to review. Looking for a way to automate the agenda process would not only help them overcome the challenges presented by a time consuming paper intensive process, but also move them closer to fulfilling the City’s environmental goals.

"Commission members can access the agenda from their monitors instead of the bulky binders that were used before."

The Solution

On June 15th the City Commission conducted their first paperless meeting, with the use of Legistar.  Now, in about half of the time it took before, the agenda is prepared and online ready for the meetings.

Commission members can access the agenda from their monitors instead of the bulky binders that were used before.  With Legistar the agendas have become much more user-friendly too. Before viewers had to scroll through the entire agenda to find what they were looking for and now you simply click on the items to view more.

Staff members and Commission members are enjoying how user-friendly the system is and looking forward to rolling it out in other departments later this year. The City is also planning for audio/video integration soon, which will allow the public to view specific parts of meetings online by simply clicking on an item’s video link.  This is expected to be well received by the public since the City has noticed an increase in the request of DVD copies of meetings.

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