As City Councillors, we often find ourselves overwhelmed with agenda items and supporting documents. Although the Clerk’s Meeting Portal - which is an incredible software - and devices have been provided to us, navigating the numerous documents online has been challenging and we know that a technology-only approach does not work for everyone. Our past process of providing printed materials was understandibly discontinued, during the pandemic, however the practice continued post-pandemic without consulting members. This has resulted in decentralizing the practice and staff from the Mayor’s office as well as several Councillor’s offices have had to take hours of time to print, collate, and prepare binders for Boards, Committees, and City Council. We need a more balanced approach that is considerate of the impacts on accessibility, vision health, and reducing screen time. Instead of eliminating this service outright, while recognizing our commitment to environmental responsibility, we are proposing that City Council revisit the method of distributing materials for decision making bodies supported by the City Clerk’s office as optional and on a by-request basis. This would greatly support council members who prefer or need printed materials while balancing our commitment to reducing paper consumption.
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