Online agendas to save councils cash
Printing agendas and paperwork is costing cash-strapped authorities in Shropshire and mid-Wales tens of thousands of pounds – but spending on paperwork is falling.
Telford & Wrekin Council has spent more than £80,000 over the last three years and Powys County Council spent nearly £130,000 on printing agendas and paperwork for all council public and committee meetings.
Shropshire Council does not hold specific information on spend for agendas and paperwork but said its committee services department had spent £76,000 on printing and stationery over the last three years.
It comes as some councils are debating whether to spend cash on buying iPads – which cost about £400 each – or other tablet devices for councillors and distributing agendas electronically to save money in the long-term. Newport Town councillors mooted the idea during the authority's budget setting process last year.
Nigel Newman, spokesman for Telford & Wrekin Council – which saw its yearly spend on agendas and paperwork for council meetings fall last year from £32,906 in 2012/13 to £26,122 – said: "We are in the process of gradually phasing out the distribution of hard copies of agendas as it is now possible to subscribe online to receive links by email. The council is investing in new ICT equipment over the next three years to help drive down costs.
"We are already piloting this with social work teams who are using a range of mobile devices while they're out with clients.
"In six months this has already made a saving of about £30,000 in mileage alone, while also helping our officers to work even more efficiently.
"We will continue to prioritise our social work and environmental teams as we roll out this new equipment. We recognise that there are also potential benefits for some councillors depending on their role from such technology and we will be looking to roll this out to those councillors in the coming year."
Powys County Council has also reduced its spending on the paperwork. It spent £38,928 on printing and materials in 2013/14 compared to £55,285 in 2012/13.
John Evans, council spokesman, said: "The council is committed to reducing the cost of providing services and has initiated the Powys paperless project to reduce the use of documents including agendas and minutes. All agendas and minutes are provided electronically and members have been provided with laptops and are encouraged to access paperwork online."
Figures provided by Shropshire Council for printing and stationery costs for the authority's committee services show spending has also fallen there in recent years. In 2012/13, £30,606 was spent, with the figure falling £9,000 to £21,500 by 2014/15.
