Paperless options for Council

October 2, 2009

University Council is looking for suggestion on how to reduce the amount of paper it uses for its agenda materials.

“Some members (of Council) want us to reduce our footprint,” Dr. Clair Card told Council at its Sept. 17 meeting. The agenda package for that meeting was 69 pages, most printed two sides, but she pointed to a spring meeting package that was “a double-decker” with more than twice that many pages. The Co-ordinating Committee of Council is considering a paperless format or a blended printed and paperless system to cut back on the thousands of pages produced for each meeting.

As part of its research, the committee as University Secretary Lea Pennock to poll other institutions about their practices. Of the 10 universities that responded, only two follow the U of S practice of distributing hard copies of agendas. Although the rest use an electronic or paperless agenda, most report that members still print all or part of the material to bring with them to meetings, or carry laptops to access the material.

Mathematics Professor Mik Bickis said while he is in favour of reducing the amount of paper Council proceedings produce, having a laptop would impede “getting up and down” to speak during meetings “and I don’t know that I want it (the agenda) on a hand-held device.” His suggestion was providing all background material electronically and the main agenda items in printed form.                 

Jim Bassinger, associate vice-president of research also suggested separating supporting documents from the agenda “and let people print those pages if they so desire.” Lawrence Martz, dean of the College of Graduate Studies and Research, suggested incorporating motions into the meeting agenda to create “a nice handy item for us to work with.”

One Council member pointed out her printer is maintained with research funding and there is no alternative budget for printing if she requires paper copies of agenda materials.

The Co-ordinating Committee hopes feedback from Council will convey a preference for hard copy or electronic agendas.