In order to streamline processes, Dubbo Regional Council (DRC) has moved to a new business paper system, making it easier for Councillors, Staff and the community to access Council meeting documentation.
After extensive consultations, staff and councillors have undergone training, with the new system, Resolve, now being used to produce business papers, agendas and reports.
DRC Corporate Governance Team Leader Susan Wade said the new system was web-based allowing faster access and better usability.
“Once the business papers are generated in the system, they will be automatically distributed to designated Councillors, staff and community members and made publicly available. The new system streamlines the process and cuts down time from over 45 minutes to publish the papers, to about 15 seconds,” Mrs Wade said.
The new system, which has also been adopted by 18 other Council including Newcastle, Gouburn, Hunters Hill, Willoughby and Inner West, allows readers to select individual items they are interested in reading, rather than having the business papers in one PDF file.
It also allows attachments, minutes and voting documentation to be kept within a single location, rather than separate documents.
“Items can also be linked to related reports and the system is easily searchable to members of the public and staff.
“It will mean agendas will no longer be a single PDF document, but instead displayed as a list of individual files, each accessible with a single click, making navigation much easier. Following the Council meeting the new system will also allow for the livestream footage to be bookmarked for each item, making it easier for the community to access the discussion from the meeting on individual agenda items.”
Mrs Wade said Councillors would also use the system to vote, with the function to be displayed on the Councillors iPads during the meeting.
“Votes are automatically recorded into the minutes as each item is carried or lost, with individual Councillor votes documented straight away making the process very transparent, as well as reducing the risk of errors and ensuring precise minute taking, which can be published a lot quicker than the current turn around,” Mrs Wade said.
Community members will still have access to all previous meeting minutes and agendas on Council’s website as currently provided.
You can view the new system at www.dubbo.nsw.gov.au/About-Council/Meetings-and-Documents/council-meetings