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HomeMy WebLinkAbout45. 15-162 MARCH 24, 2015 15-162 RESOLUTION (CARRIED__7-0_____ LOST _______ LAID OVER _______ WITHDRAWN _______) PURPOSE: ESTABLISH A COUNCIL RULE TO REQUIRE COUNCIL MEMBERS TO RECEIVE AGENDA PACKETS IN ELECTRONIC FORMAT INITIATED BY: MAYOR BURK TOWER & COUNCIL MEMBER HERMAN WHEREAS, the cost to produce a paper copy of the Council agenda continues to increase due to the volume of items on a Council agenda; and WHEREAS, current technology exists that will enable a reliable source of electronic information to replace a paper version of the Council agenda; and WHEREAS, the current technology will result in a cost savings to taxpayers as a result of fewer copying costs, with little or no inconvenience to Council members. NOW THEREFORE, BE IT RESOLVED by the Common Council of the city of Oshkosh that there is hereby established a Council rule requiring Council members to receive agenda packets in electronic format; and BE IT FURTHER RESOLVED, that city staff will provide an appropriate electronic device for the Council members’ use while serving on the Common Council; and BE IT FURTHER RESOLVED, that city staff will provide training on the electronic devices and create a data backup plan in case of technology breakdowns; and BE IT FURTHER RESOLVED, that the city of Oshkosh will be responsible for providing the devices and appropriate accessories (case, keyboard, and stand) to Council members, and support and maintain the devices; and BE IT FURTHER RESOLVED that Council members shall be responsible for exercising reasonable care in their use of electronic devices and for returning the device when his or her Council term ends, or is exchanged for new technology; and BE IT FURTHER RESOLVED, that request for exceptions to this policy shall be granted for up to one month by the city manager, with longer exemptions granted only by a majority of the Common Council; and BE IT FURTHER RESOLVED, that this resolution shall be implemented on and after April 21, 2015, to coincide with the new terms of the upcoming Council. CITY HALL 215 Church Avenue P.O.Box 1130 Oshkosh,Wisconsin 54903-1130 City of Oshkosh � � � O.IHKOIH TO: Honorable Mayor and Members of the Common Council FROM: Mark A Rohloff, City Manager �,�1�_ DATE: March 18, 2015 RE: ELECTRONIC FORMAT FOR COUNCIL AGENDAS BACKGROUND Mayor Tower and Councilor Herman recently requested staff to look into the use of electronic devices to replace Council agenda packets. Because of the increasing size of Council agendas and supporting documentation, it was felt that the cost savings of replacing paper and copying costs with electronic devices may be sufficient to warrant their purchase. In consultation with Information Technology Manager Tony Neumann, the Council members identified a Samsung Galaxy tablet device that has improved clarity over the current netbook computers that have been used by some Council members and city staff. This device also offers the ability for Council members to make notes on an electronic agenda. DISCUSSION Staff estimates that the $600 per tablet cost will be made up in printing savings in less than one year. In order for this to be effective, Council will need to be furnished with electronic devices with a consistent format, appropriate accessories for editing band safety, and appropriate training and support. The policy for Council's consideration provides that the city will provide the support, and expect the Council members to exercise reasonable care in the use of the tablets and to return the tablets to Information Technology staff upon completion of their terms and or as technology is upgraded. The attached resolution states that Council shall be provided the agenda only in electronic format. Council can discuss how strict they want this rule to be amongst themselves. I can assure Council members that city staff will work to make this successful for each Council member so that you do not feel intimidated by the proposed technology. I have personally been using the device for over one month and can attest to its improved reliability over the previous netbook. Staff will develop a backup plan in the case of technology breakdown. Mr. Neumann believes that the chances of this are minimal, but we will make the appropriate accommodations as necessary. Furthermore, any policy of this nature requires some type of exception. The policy as drafted enables me as city manager to provide an automatic one �� month waiver of this policy for any Council member who requests it. Anything greater than one month will require an exception to be granted by the entire Council. Council is free to amend this policy as necessary to accommodate any concerns or questions you may have. FISCAL IMPACT The cost for Council to implement this policy will be approximately $4,200. Funds are available in the Information Technology budget for new computer devices. The purchase will also result in savings from decreased costs for printing and paper in the Central Services budget in Information Technology. Respectfully Submitted, ��aF--- �7` Mark A. Rohloff City Manager CC: Anthony Neumann, Information Technology Manager MAR/jab MARCH 24, 2015 15- RESOLUTION (CARRIED LOST LAID OVER WITHDRAWN ) PURPOSE: ESTABLISH A COUNCIL RULE TO REQUIRE COUNCIL MEMBERS TO RECEIVE AGENDA PACKETS IN ELECTRONIC FORMAT INITIATED BY: � MAYOR BURK TOWER & COUNCIL MEMBER HERMAN WHEREAS, the cost to produce a paper copy of the Council agenda continues to increase due to the volume of items on a Council agenda; and WHEREAS, current technology exists that will enable a reliable source of electronic information to replace a paper version of the Council agenda; and WHEREAS, the current technology will result in a cost savings to taxpayers as a result of fewer copying costs, with little or no inconvenience to Council members. NOW THEREFORE, BE IT RESOLVED by the Common Council of the city of Oshkosh that there is hereby established a Council rule requiring Council members to receive agenda packets in electronic format; and BE IT FURTHER RESOLVED, that city staff will provide an appropriate electronic device for the Council members' use while serving on the Common Council; and BE IT FURTHER RESOLVED, that city staff will provide training on the electronic devices and create a data backup plan in case of technology breakdowns; and BE IT FURTHER RESOLVED, that the city of Oshkosh will be responsible for providing the devices and appropriate accessories (case, keyboard, and stand) to Council members, and support and maintain the devices; and BE IT FURTHER RESOLVED that Council members shall be responsible for exercising reasonable care in their use of electronic devices and for returning the device when his or her Council term ends, or is exchanged for new technology; and BE IT FURTHER RESOLVED, that request for exceptions to this policy shall be granted for up to one month by the city manager, with longer exemptions granted only by a majority of the Common Council; and BE IT FURTHER RESOLVED, that this resolution shall be implemented on and after April 21, 2015, to coincide with the new terms of the upcoming Council.