HomeMy WebLinkAboutAgenda Report - July 15, 2003 B-01 SM�f
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AGENDA TITLE: Adopt resolution authorizing reallocation from 2002-03 unencumbered funds for the
purchase of notebook computers (up to five at $1,900 each) (CLEC)
MEETING DATE: July 15, 2003
PREPARED BY: City Clerk
RECOMMENDED ACTION: Adapt resolution authorizing reallocation from 2002-03
unencumbered funds for the purchase of notebook computers
(up to five at $1,000 each).
BACKGROUND INFORMATION: Following completion of the 2003-05 budget proposals in early
February for the City Cleric's Office, City Protocol, and City
Council, it was decided not to renew the annual dues ($3,750)
for The United States Conference of Mayors, which resulted in a savings in account 100103. In addition,
Protocol account 100120 had a fiscal year 2002-03 ending balance of over $11,000. The City's
Purchasing Officer recently received a cost estimate of $9,500 for five notebooks computers and it is
recommended that this amount be reallocated from 2002-03 unencumbered funds for their purchase. The
notebook computers will be for Council Members' use in accessing an electronic agenda/packet. Power
outlets and wireless data capability now exist at the Council dais and staff table in the Carnegie Forum
Council Chamber.
BENEFITS:
_Cast savings:
Note: Figures Below are strictly for the final a sembl and du lication process of the twice monthly regular City Council
meeting packets. Other cost savings would include less wear and tear on the copy machine and decreased
expenditures for supply costs such as toner, binders, dividers, etc.
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Time..
Time.
Time.
Five (5) hours
Two (2) hours
120 hours versus 48 hours
Dollar value:
Dollar value:
Dollar value.
$125
$50
$3,000 versus $1,200
Paper:
Paper:
Paper:
25 packets at 400 pgs. each =
4 packets at 400 pgs. each
240,000 pages versus
10,000 pages
1,600 pages
38,400 pages
(Note, Also see "Environmental
Paper cost:
Concems"on page 2)
$1,745 versus $280
Total annual s@vin s dollar value in time & aer only) $3,265
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APPROVED: 011 110
H. 1) n FI!M-10
Staff Report. Adopt resolution authorizing reallocation from 2002-03 unencumbered funds for the
purchase of notebook computers (up to five at $1,900 each).
Meeting date: July 15, 2003
Rage 2
Citizen service is the found .ativi of municipal government and our ongoing dialogue with the community
about our shared future is the cornerstone of all decisions. To that end, we are tasked with ensuring that
citizens have access to data related to the legislative actions taken by the Lodi City Council. The City
Clerk's Office envisions the e-agenda/packet as a vehicle to accomplish that goal. Currently, public
access of the Council packet is limited to hard copies on file in the City Clerk's Office, the Library, and on
the night of the meeting in the Council Chamber. The e-agenda/packet will provide internet access to the
entire City Council packet (e.g. all staff reports, exhibits, etc.) in advance of the meeting. According to a
2002 Public Policy Institute of California survey, 75% of Central Valley residents use computers and 67%
have internet access (Exhibit A).
Com liance with As-sembl Bill
Assembly Bill 3035 became effective in January 2003 and states in part that:
If requested, the agenda and documents in the agenda packet shall be made available in
appropriate alternative formats to persons with a disability, as required by Section 202 of the
Americans with Disabilities Act.
The Adobe Acrobat PDF (portable document format) fibs used to create the electronic agenda packet can
be made accessible to people with disabilities such as visual and motor impairments.
Environmental Concerns:
One fifth of all wood harvested in the world ends up in paper. It takes 2 to 3.5 tons of trees to make one
ton of paper. Pulp and paper is the fifth largest industrial consumer of energy in the world, using as much
power to produce a ton of product as the iron and steel industry. Paper accounts for nearly 4011/o of all
municipal solid waste in the Unified States. Making paper uses more water per ton than any other product
in the world. It also produces high levels of air and water pollution — all to make a product that is usually
used once and thrown away.
FUNDING RECOMMENDATION:
Reallocation from 2002-03 budget:
City Council 100103-000-7309 $3,750
City protocol 100120-300-7399 $5,750
Total reallocation to 160103-300-7359 m $9,500
Funding Available:..
Vicky McAthi , Finance Director
Susan J. Blackston
City Clerk
cc: Purchasing Officer
PUBLIC POLICY INSTITUTE OF CALIFORNIA
STATEWIDE SURVEY. ECIAL�V-Y OF T C'ENTRAL VALLEY
APR!14, 20 .02
2,004 CENTRAL VALLEY REST � h` �I�l�l�I� AND �fiAiYI�1 I
MARQIN OF ERROR +i- 2% AT 5%4 C.ONPIDE i 4 'tV L, FOR i° T"A' L SAMPLE
The Central Valley no longer lags behind the rest of the state in computer and Internet use.
Scvonty-five per+ ont of Central Valley yesidents today u4e coraap4erl$ at ome, at work, or at.
school, compared to 78 percent of Ckdffornians, a largedigital divzde still exists in
the region between non -Hispanic whites and Latinos in Internet u8V (71% tQ 5411/6) and
coniputc,r ownerq}rip (77%, to 55%).
0
Cornpelt€rrs and the Internet
In recent years, the Central Valley has Jagged bcohind the rest of t,.Ire state in cotrr"ter and
Internet use. Today, 75 percent of Central Valley raaradents use coraiput.ers eit'rho at horne, at work,
or at school, which is comparable to the 78 percent of all California adults who reported that. they urge
a computer in the January 2002 Statewide Survey, Moreover, 67 percent of Central Valley resident;
go oil line to access the Internet, conipaared to 72 percent, of all Carlifor mars.
Sincethe 1330 survey, computer use in the Gentral Valfey haaa increased somewhat (70% to 75`A),
and we have see a 13 -paint hicre;ase in Internet use (54% to til%) and a 16 -point increase in having.€a
computer in the Bowe (55% to � I%).
The iacraanionto Metro aareaa continues to lead other sub -regions in computer use, Internet u8e,
and computera isi the home, Sacrament reside :rts aa.rc nowaas liltuly to arae a coirtputcr (83%)and
on line (78%) as San Francisco Bay Area residents (8E3% and 79%, respectively).
While computer ease and Internet use leave increased throughout the; Central Valley, same
ragide nts .aro not participating in this trend. As is also t.lae corse statewide, Internet use is r€ la#,ively
low for Centra[ Valley residents who are age fife or older (441°) or who have arta college education (43%').
'. herp: is ;also a strong relationship botwven income and computer and Internet use: Of those reaide is
With household incomes below $40,000, only 63 percent use a winputear-acrd troll• 53 percent go on jibe.
Latino Internet use has grown from 38 Percent in 1000 to 54 percent in 2002, However:, there i
still a 17 -point "digital divide" in the Central Walley between Latina and nosy-ff ispranic white
Internet users. Inca nic continues to be a Ivey deterrnin4ant of this digital divide: Latinos with annual
how9chold incomoa of more than $49,000 are just, ,7s likely ars non -Hispanic whiiea with household
incomes of more than $40,000 to use cowiputers (90% €'ach) and the Internet, (81% to 8504).
NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby
authorize the reallocation of $9,500.00 from the City Protocol and City Council 2002-03
fiscal year budget for the purchase of five notebook computers for use by Council
Members allowing access to the electronic agenda packet.
Dated: duly 1. 5, 2003
I hereby certify that Resolution No. 2003-120 was passed and adapted by the
Lodi City Council in a special meeting meld July 15, 2003, by the fallowing vote,
SUSAN J. BLACKSTON
City Clerk
7114/03 @ 4.15 p.m.
Received a phone call today trarn Die Harden (36975227) who expressed her
opinion that $1,900 is too expensive for a notebook computers She felt that more
work should be done on cast comparisons in ars effort to get the best price
possible, particularly in these difficult financial times.
Message taken ,by: Susan J. Blackston, City Clerk
W
it arrrSPECIAL ALLOCATION REQUEST
TO: Finance Director DATE: July 15, 2003
FROM: City Clerk PROJECT NUMBER:
l escri tion of P.roiect Estimated Cost
Ero.-{i
Reallocation of funds from the City Protocol Account (100120 7399) $ 5,750.40
Reallocation of funds from the City Council Account (100 103 7309) $ 3.750.40
TOTAL: $ 9,500.00
Reallocate funds to the City Council Account (100143 7359) TOTAL: $ 9,500.00
Ex Ip enation: The notebookcomputers will be for Council Members' use in accessing an e-agenda/packet. Benefits
include cost savings, public trust (access to public m0eting information), and environmental concerns (refer to
attached Council Communication and Resolution No. 2003-120),
Bate of Approval
Council
Current Budget
Contingent Fund
Capital Outlay Reserve
usar► J. SIackstoi y Clerk
(if you need more space, use additional sheet and attach to this form)
Jul 15 2003
X
Amount Approved
City Manager
Prior Year Reserve
General Fund Capital
Reimbursable Account
Utility Outlay Reserve Other (Specify) Protocol & Council
See above
Account Number
Accounting MartagOr Finance Director
Submit this form in duplicate to the Finance Director. Distribution atter approval will be as follows:
(1) Originating Department (2) Finance Department
fi ora n cels peca l oc . dor