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10-12-2010 CC Rpt A07 COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY RECEIVED t..4.2). 4 Meeting Date: October 12, 2010 2010-ArsOCT -5 PM 3: 18 Public Hearin ❑ Discussion Item: ❑ /- OFFICE OF CITY CLERK Consent Item C� CHINO HILLS October 5, 2010 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: iPAD PURCHASE FOR DISTRIBUTION OF CITY COUNCIL AGENDA PACKETS RECOMMENDATION: Authorize the City Clerk to discontinue production of paper agenda packets and utilize iPads for electronic delivery of packets. BACKGROUND/ANALYSIS: One of the Major Program Objectives of the City Clerk for Fiscal Year 2010/11 is to transition to "paperless" agenda packets. The transition to paperless agenda packets is intended to save resources and staff time, as well as make the agenda and supporting materials available to the City Council Members and Executive staff in a more efficient and timely manner. The simplest, most cost effective, and beneficial solution to accomplish this objective appears to be through the purchase and use of Apple's iPad. Members of the City Clerk's Department and Information Technology (IT) Division staff recently met with the Assistant City Manager, City Clerk and IT staff from another local agency that currently uses iPads to deliver their agenda packets. They reported to us that their end-users are very satisfied with the ease of use and quality of the iPad devices. Users are able to receive their packets the moment they are uploaded, no matter where they are, and the packets are completely portable. Agency staff report that their time spent preparing and distributing agenda packets has decreased significantly. City Clerk staff has already begun the move to "paperless" by placing the agenda packet and supporting documents on the City's website. This move has provided the public with 24/7 access to the agenda packets and has cut down on the number of requests for copies of reports and agendas. The next step would be to discontinue production of paper packets. Currently, City Clerk staff prepares packets for City Council Members, Executive staff, the City Attorney, various management staff members, the Public Information Officer, two local newspapers, and a public copy, for a total of 24 packets. Preparation of paper agenda packets currently involves a minimum of two City Clerk staff members spending between four to eight hours duplicating, collating and distributing agenda packets. i AGENDA DATE: OCTOBER 12, 2010 SUBJECT: iPAD PURCHASE FOR DISTRIBUTION OF CITY COUNCIL AGENDA PACKETS The City Clerk's Office generates 165,000 paper copies annually in support of Council agenda packets. Print and paper expenses are estimated to be $2,100 annually. In addition to saving paper, other supply costs that would be eliminated are estimated at $200 to $300 per year. Staff is recommending that production of paper agenda packets be discontinued, with the exception of one packet which will be available for review during regular business hours at the City Clerk's office. Individuals who currently receive a paper packet and who are not being provided with an iPad, will be able to view the packet on the City's website and download only those pages necessary to meet their individual needs. The IT Manager has recommended which iPad devices would best meet the needs of the City to implement this transition. REVIEW BY OTHERS: The Finance Director and Information Technology Manager have reviewed this report. FISCAL IMPACT: Total cost for this project is $11,300. The source for funds will be from savings in the Legislative portion of the approved 2010111 budget and an offset in paper costs. Respectful) submitted, Recommended by: Af Michael S. Fleage , City`Ulanager ary M. cD ffee, City Clerk 4 ,?i r. ''�� Y •',"aTst; £g..,.....,,-.,...w.,�..w....m.w,<.Po.,.�.a,...m.o., v. ....:�: OE400SPS `g SALES QUOTATION µ_- BTHW162 1 10409232 f 9/29/2010 3 CI BILL TO: SHIP TO: ;la CHRIS ROBERTS CITY OF CHINO HILLS 14000 CITY CENTER DR Attention To: CHRIS ROBERTS 14000 CITY CENTER DR Accounts Payable • CHINO HILLS,CA 91709-5442 CHINO HILLS, CA 91709-5442 Contact:CHRIS ROBERTS Customer Phone#909.364.2656 Customer P O.#BTHW162 DENNIS CHRISTIE 877.810.1773 FedEx Ground Request Terms 15 203549 APPLE IPAD WI-Fl+3G 16GB-USA 615.00 9,225.00 Mfg#:APL-MC349LL/A Contract:National IPA Tech Solutions 083052 15 203551 APPLE IPAD CASE-ZML 37.00 555.00 Mfg#:APN-MC361ZM/A Contract:National IPA Tech Solutions 083052 15 654809 RECYCLING FEE WITH SIZE GREATER THAN 4"TO 8.00 120 00 LESS THAN 15" Fee Applied to Item:2035492 1 SUBTOTAL 9,900.00 FREIGHT 0.00 TAX 855.76 e Please remit payment to: CDW Government CDW Government 230 North Milwaukee Ave. 75 Remittance Drive Vernon Hills, IL 60061 Suite 1515 Phone: 847.371 5000 Fax:847-968-1966 Chicago, IL 60675-1515