ESTIMATING AT LEAST 11 TREES/YEAR ON COUNCIL MEETINGS. WE WERE ALL IN FOR A BIG SURPRISE…
Back in 2007, when the City of Porto adopted Board Meeting Enterprise everyone was estimating that at least 11 trees per year were chopped down for the paper used in Council Meetings.
We were all in for a big surprise.
As Board Meeting went into production use, we could start to extract numbers from the data and documentation that was being pumped into the system by the users – proposals and attachments were rolling in at full throttle.
Just a single Human Resources disciplinary process could add up to more than a thousand pages, and as we started to crunch the numbers, it became obvious that the initial estimates were too optimistic.
A YEAR WORTH OF COUNCIL MEETINGS WOULD CONSUME 30 TREES/YEAR
A year worth of Council Meetings would consume 30 trees per year by then, and that’s the math only for the paper that would go into the Council Meeting room. Who knows how much was actually spent while proposals were being created and worked on prior to the meeting…
MORE THAN 7300 WORK HOURS JUST PROVISIONING THE COUNCIL MEETINGS
Additionally, a staff of 4 to 5 highly trained people would have their time consumed on paper pushing tasks like pushing the photocopying button. Each year, this team would spend more than 7300 work hours just provisioning the Council Meetings documentation, not much time was left to go over all the proposals and making sure everything was right – naturally, that a lot of formal processes mishaps could happen and go by bellow the radar – the severity of this, the implications from a single mistake, from overlooking something, could have a huge impact on the City; can you just imagine if an entire year of decisions would get impugned?
This City Council had the guts to cut with the past and re-write how decision processes occur. With this, more sustainability and transparency were attained – all to the Council credit.