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ARDEN HILLS CITY COUNCIL WORK SESSION FEBRUARY 11, 2013 2 Deputy Clerk Dietl confirmed that it is the new agenda format that the public is seeing. She explained how to view the packet in its entirety and how to view it in HTML mode, which allows the viewer to click on individual HTML links rather than being required to download the entire .pdf packet. Councilmember Holden asked for clarification regarding the purpose of discussing the differences in the printed packets. City Administrator Klaers stated that staff needs to hear if the Council is agreeable to the new look of the agenda and packet; and stated that the goal will be to eventually quit producing a paper packet, but for now, staff will continue to provide a hard copy of the agenda as a means of easing into the process. Mayor Grant stated that perhaps there are two phases to this process. The first phase is to stop producing the agenda packet the old way and begin using the Agenda Center process, which will save a considerable amount of staff time. He noted that phase two would be to distribute agenda packets electronically and quit printing copies, but he is not sure at this time how or when phase two would begin. City Administrator Klaers explained that all of the information that used to be on the yellow sheets is now on the agenda (i.e. the name of the person writing the memo, the budgeted amounts, the background information, and the requested action information). He noted that the yellow sheets, which will no longer be used with the new process, formerly provided easy visual identification of where the new agenda item started in the paper packet. He indicated that the first page of the new agenda item will still be yellow in color but will now simply be the memo written by staff. It was noted that the narrative of the first page of the memo can be adjusted as needed. Mayor Grant stated that on the yellow sheets that were used in the past, the item number was printed in the upper right corner. With the current yellow sheets being eliminated, he asked if staff could simply indicate in the upper right hand corner of the memo whether it is a consent item, staff comment, new business, etc. to assist the Council in identifying the type of memo they are reviewing. Deputy Clerk Dietl stated that she has experimented with .pdf stamps that can be electronically placed on documents to indicate that they are attachments. She noted that the stamps could also be used to print the memo types as the Mayor has requested. She also noted that staff could print the memo on yellow paper for the printed packet to continue the practice of providing a visual aid indicating a new topic of discussion. Councilmember Holmes inquired about attachments that are 11 x 17 in size. Deputy Clerk Dietl stated that staff had discussed the topic of the larger attachments and indicated that the 11 x 17 paper can still be distributed to Council in their packets just like what has been done. City Planner Beekman stated that when developers provide their plan sets, they generally provide them as 11 x 17 documents. She reiterated that staff can continue to insert the 11 x 17 as part of the paper packet. She noted that in cities that only provide their agendas electronically,