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