HomeMy WebLinkAboutItem 1k Paperless Agenda Systemy
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Administrative Services Department
DATE: November 20, 2012
TO: Honorable Mayor and City Council
FROM: Hue Quach, Administrative Services Director>;�
SUBJECT: Implementation of Paperless Agenda System for City Council /Successor
Agency Meetings
Recommendation: Approve
RtIMMAPY
At the request of the City Council to streamline the City Council Agenda preparation
process, improve delivery of services, and reduce paper, staff began the process of
looking into using the latest available technology solutions. Through reviews of cities
and other governmental agencies that have moved to paperless agenda solutions, it is
recommended that City Council authorize staff to create a program to provide a one-
time stipend for the purchase of a personal device, within set rules for repaying the City
for its net value should the individual leave the City prior to the end of the equipment's
life expectancy.
DISCUSSION
In the Spring of 2012, Mayor Harbicht requested, with City Council concurrence, that
staff look into transitioning to paperless agenda packets to achieve cost savings from
staff time and materials. Other benefits that would be associated with implementing a
paperless agenda program are the timely distribution of the agenda and the ability to
retrieve and review the agenda packet anytime from anywhere.
Other Cities
At least 70 cities in California have gone to some form of paperless agenda reading
devices for their City Councils and some of these cities also provide electronic agenda
reading devices to their department heads and other key staff members who attend City
Council meetings. The vast majority of these cities use the Apple iPad as their tablet
device.
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After reviewing how other cities have implemented their paperless system, almost all
had positive comments about their transition to a paperless agenda system. Below are
some of the commonly noted advantages:
1) Elimination of annual paper and printing costs and staff time in copying and
distributing paper agenda packets.
2) Timely distribution of the agenda and the ability to retrieve and review the
agenda packet anytime, anywhere.
3) Additional or supplemental materials that are provided after the initial agenda
packet can be emailed as soon as it is updated, allowing more time for review
before the meeting.
4) Agendas, staff report, or subject items will be electronically searchable within
the iPad.
5) Members of the community who have electronic reading devices would also
have the same access to download the full agenda packets.
6) The City Council can utilize the device to retrieve electronic agenda packets
being issued by other governmental agencies for Boards and Committees on
which they serve (i.e., the League of California Cities is currently producing
digital agenda packets for Board Meetings).
7) The ability to provide electronic files of other large, City reference documents
(Annual Budget, General Plan, etc.) as well as providing instant access to
other City digital records via a single device.
The most common noted disadvantages in implementing a paperless agenda system
are the initial startup cost to implement the program; concerns of additional cost to
replace the device when it is not repairable; and finally, the initial learning curve
associated with using an iPad. However, most cities have agreed that the return on
investments negates the initial cost concerns and also noted that they have not
experienced any problems with their iPads due to Apple's reliable operating system. In
addition, the iPad is known to have a fast and easy learning curve.
Equipment
As noted above, the iPad is the most common device for paperless agenda solutions.
The Android -based tablet was researched in comparison to the iPad tablet. While the
base models for Android tablets can be less expensive than an iPad, the Android
Operating System is not as naturally intuitive as Apple's iOS (operating system).
Additionally, the iPad has received the highest rating from cities that use it, when
considering overall affordability, reliability, available applications, and maintenance.
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Most cities have found an iPad with 16 GB of storage to be sufficient for the type of use
being discussed. All iPads have the capability of accessing wireless internet. One can
also purchase an iPad which has the ability to connect to mobile internet provided by
any one of the telecommunication companies. These cost about $130 more than
comparable WiFi only iPads and also incur a monthly cost for data service of
approximately $30. At this time, it is determined that the iPad with WiFi capability is
sufficient for the City's intended purpose.
Several different pieces of software are used to upload agendas and staff reports to the
iPad. For example, a popular application that is used widely is Dropbox, which is free
with limited storage capacity. Dropbox allows users to create a special folder on each
of their computers and handheld devices, which Dropbox then synchronizes over the
internet so that it appears to be the same folder (with the same contents) regardless of
the device it is viewed on. This makes it possible for users to review and annotate
documents on a personal computer and then seamlessly transfer the document to the
handheld device for the meeting.
At this time, with an effort to keep cost to a minimum, it is recommended that agenda
packets be delivered through standard e -mail. A link would be provided in the email to
allow for accessing City documents on the City's website. Anyone with internet access
and a web browser can then download the documents to their device. As this system
becomes more refined, and as specialized software cost becomes more economical,
alternative document management software may be considered. To allow City Council
and staff to view and annotate these packets on their individual iPad, there are several
applications available to fulfill these functions which are available for a minimal one -time
cost. It is recommended that iAnnotate PDF at the cost of $10 per tablet be selected as
the City's standard software for this purpose. Finally, it would be recommended that the
devices be equipped with security software to defend against viruses and other
malicious content. This can be purchased for approximately $96 per device annually.
While free solutions do exist, the paid services tend to be more comprehensive.
Total Costs
In the Fiscal Year 2012 -13 Equipment Replacement Budget, $17,450 has been
budgeted for this project. The budget provides for purchases of sixteen (16) iPads: 5 for
City Council, 1 for the City Manager, 1 for the City Attorney, 1 for the City Clerk, 7 for
Department Heads, and 1 for the Information Technology Department. The table below
provides an estimated cost for purchasing sixteen (16) iPads, accessories, and
equipment for the wireless access network.
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Page
Item
Units
Unit Cost
Total Cost
(w/Taxes)
iPad 16GB Retina Display) / Wi -Fi
16
$ 499.00
$ 8,682.60
I -Pad Smart Case (Poly-urethane)
16
49.00
$ 852.60
Reading Software
16
10.00
$ 160.00
Mobile Device Management Software
Annual Cost
16
96.00
$ 1,536.00
Wireless Access Points
6
850.00
$ 5,546.25
Total: $ 16,777.45
Potential Savings
A cost analysis was conducted to provide support for the recommendation of a
paperless agenda solution. The current process of preparing the City Council agenda
packets costs about $415 per meeting and approximately $9,530 annually. About 78%
of this is attributed to labor for reviewing, copying, and production of binders and
packets. At face value, by transitioning to the paperless system, it is estimated that
there will be savings of approximately $1,300 in materials and supplies, and $5,000
relating to time saved for a combined total savings of $6,300 annually. However,
because personnel are budgeted for the entire year, there is not a budgetary cost
savings from the reduced labor, but instead, that time can now be utilized and dedicated
to other responsibilities within City Clerk and City Attorney Offices. Based on this
estimated cost savings, the return on investment for the startup cost is approximately
three years. As each tablet is expected to have a longer useful life than three years, the
investment in transitioning to a paperless agenda system is reasonable and beneficial.
Wi -Fi Access Points
Currently, the City does not provide either public or internal wireless internet access
within City Hall. Once iPads are purchased, installation of access points would be made
available to allow the City Council and staff to use the devices efficiently. Built into the
budget is $5,546 for the purchase and installation of this equipment. To adequately
protect the City's IT infrastructure, proper network authentication will be required in
order to ensure only authorized users gain access to the network. Initially, WiFi access
points for the public will not be made available. However, once this program is running
efficiently, it is foreseeable that various WiFi access points around City Hall and other
public buildings will be open to the general public as an added community service.
Ownership Options
The City Council has two options to consider for ownership of the devices. The City can
purchase the units and allow staff and the City Council to use them or the City can
provide a stipend to each individual, who can then purchase the specific device of their
choosing.
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Under this option, the City would purchase iPad for each City Council and designated
staff member. The iPad would remain the property of the City. Users would be allowed
to take the device home or use it anywhere they conduct City business. Such use
would be subject to the City's Administrative Policy IV -05: Information Technology
Standards, which regulates the access to and disclosure of information created,
transmitted, received, and stored in the equipment. In general, this policy would prohibit
personal multimedia content (movies, music, photos, games) from being placed on the
device. An iPad provided by the City will not have cellular connectivity and will require
the use of public and private Wi -Fi networks. Under this scenario, the City's IT
Department would maintain and oversee the use of each device just as it currently does
with all City computers.
Option 2: Stipend Provided by The City
Under this option, the City would provide one -time fixed stipend of $600 to the City
Council and designated staff to purchase an iPad that would meet minimum standard
specifications (16GB iPad, Retina Display/Wi -Fi, and needed accessories) for receiving
and downloading the agenda packets. This device would be owned and controlled by
the individual and not subject to the City's Administrative Policy IV -05, meaning that
personal content could be stored on the unit without concern. However, as the City
provided an allowance for the tablet, if an individual leaves the City within the "life
expectancy" of the tablet, that individual will be required to repay the net value of the
asset to the City. Under this program, the life expectancy of the tablet is designated as
4 years. As it is necessary, the depreciation would be calculated using a 48 -month
period in determining the net value of the asset. By providing a stipend, users have the
option of paying to upgrade their devices to meet their needs, including the option to
select an alternative device, such as an Android tablet or mini - computer as long as it
meets the needs of the program (i.e., it can access and read City agendas and is
portable). The IT Department would not generally support the devices other than
providing basic advice, similar to how the City's cell phone stipend works for employees.
CONCLUSION
Paperless agenda solutions have proven to be successful in cities and public agencies
throughout the state and the infrastructure exists to quickly implement such a system in
Arcadia. Upon City Council approval, electronic City Council meeting agenda packets
could be distributed beginning in January 2013. Of the available options, providing a
stipend to each City Council Member and designated employee provides the greatest
flexibility for the user while keeping costs at a minimum.
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Budgeted in the Fiscal Year 2012 -13 Equipment Replacement Budget is $17,450 for the
implementation of the Paperless Agenda System. Sufficient funds are available to
institute such program with the expectancy of getting a return on the initial startup cost
within a three year time frame.
It is recommended that the Council approve the implementation of a Paperless Agenda
System and authorize staff to establish this program through a one -time fixed stipend of
$600 to each City Council and designated staff for the purchase of digital tablet devices.
Approved:
Dominic LazzarO o
City Manager