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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL File # ^~00-~~
DATE: July 20, 2010
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE • Appropriation of Funds And Establishment of A New Capital Improvement Project
- Electronic Agenda System
Prepared By: Caroline P. Soto,
Services Director
City Clerk and Paul S. Rankin, Administrative
EXECUTIVE SUMMARY:
At the City Council Meeting on June 22, 2010 an informational report was presented in
response to the City Council's High Priority Objective for Fiscal Year 2009-2010 to "Investigate
opportunities and implement solutions for paperless Council Meetings." The City Council
directed Staff to return with more detailed information which would allow the City Council to
consider the addition of a project to the Capital Improvement Program, including the
appropriation of funds.
FINANCIAL IMPACT:
The proposed costs for the implementation of this project are $117,600, which would be funded
from three sources. It is proposed that $7,000 of the project be funded from Internal Service
Funds included in the current Budget and $3,000 would be from a grant. The remaining
$107,600 would be funded from reserves.
RECOMMENDATION:
Staff recommends that the City Council adopt the Resolution Amending the Adopted 2010-2015
Five Year Capital Improvement Program To Add A New Project - Electronic Agenda System
and Providing An Appropriation.
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Submitted By Reviewed By Rev ed By
City Clerk Administrative Services Dir. Assistant City Manager
DESCRIPTION:
Based upon City Council direction provided at the June 22, 2010 City Council meeting, Staff
have developed a Capital Improvement Project -"Electronic Agenda System," which is
proposed to be added to the recently adopted 2010-2015 Five Year Capital Improvement
Program. The goal of this project is to reduce the volume of paper generated as part of the
Page 1 of 4 ITEM NO. 7~
agenda process and to effectively utilize technology to improve effectiveness and efficiency.
The project is proposed to include two phases.
Phase 1- Citv Council Aqenda Distribution As Electronic Files
The initial phase will be focused on providing the final City Council Agenda Packet as digital
computer files that can be read on a personal computer. There will not be the ability to
annotate the documents, highlight sections, or to make individual notes directly on the
electronic copy of Staff Reports. (These are features that may be possible following Phase 2.)
The documents will be accessed from a Laserfiche Reader program that will be loaded on each
machine. LaserFiche is software used by the City Clerk and other Departments to manage
documents. You can print the item or export the image. Laserfiche is also currently the format
used on the City website to download Agenda items.
As part of Phase 1, the proposed Project Scope also includes the purchase of 8 lap-top
computers that can be used for public agency business by the members of the City Council and
three Staff Members (City Manager, City Attorney, and Assistant City Manager). In order to
make efficient use of these units, Staff is proposing to install docking stations at each office
location. The lap-top will serve a dual purpose as the primary desk-top unit and also a portable
device. The docking station will allow the o~ce location to utilize a full screen monitor,
keyboard, and mouse.
Information Services Staff have determined a rotation of existing desk-tops which will make
efficient use of the computers and avoid duplication. The City Attorney does not currently have
a dedicated City desk-top location and the purchase of this lap-top will be 100% funded by the
new Agenda System Capital Improvement Project. It is proposed that $7,000 of the remaining
seven lap-top purchases, will be offset by Internal Service Funds originally budgeted for
replacement computers in Fiscal Year 2010/2011.
Out of the eight locations that will be converted to lap-tops, two of these locations were already
scheduled for a desk-top replacement in Fiscal Year 2010/2011 and five would have been
scheduled for replacement in Fiscal Year 2013/2014. The following Table describes how the
new project would dovetail with the planned replacements.
Scheduled
Re lacement Year # Desk-Top City
Office Locations Revised Proposed Replacement With
Fiscal Year 2010/2011 A enda Pro'ect
Fiscal Year 2010/2011 2 Replace with portable Lap-top and City
Office Dockin Station
Fiscal Year 2013/2014 5 Install portable Lap-top and City Office
Docking Station and deploy the current
systems purchased in 2009 at appropriate
locations originally scheduled for
re lacement in Fiscal Year 2010/2011.
There are now 21 paper agenda meeting packets produced for the City Council (5), Staff (12),
media (2) and public (2). With Phase 1 in place, one paper packet would be produced for the
public and City Councilmembers would have the option of continuing to receive a paper packet
if they so choose. The remaining Staff and media would have the option to receive a CD or
they could access the agenda and associated Staff Reports via the City's website. City Staff
would have access to an internal network directory.
Page 2 of 4
It is anticipated that Phase 1 including training and documentation of the process can be
completed by October 31, 2010.
Phase 2- Electronic Aaenda Preparation Soflware and Publishinq Svstem
Phase 2 would include an examination of comprehensive solutions that can build off of what is
implemented in Phase 1. Staff would propose to use a Request For Proposal (RFP) process
with a multi-departmental Staff Review Team that would be assembled to evaluate RFPs of
agenda management software, including features as well as costs. Having representation from
throughout the organization will also allow the consideration of how best to use a system for
additional commissions and committees.
The purchase of a system designed for this purpose would have a goal to provide the following
improvements:
• Streamline the agenda packet preparation process;
• Allow electronic composition, review, revision, tracking of status, and approval routing of
Staff Reports;
• Support simpler and more integrated electronic publication of the agenda packet; and
• Further reduce the amount of paper used for approval routing as well as agendas for
other Commissions and Committees.
When examining a broader use of electronic agenda preparation, Staff would also need to
consider potential fixed lap-tops or other computer connections at the dais. The number of
Commissioners/Committee members can vary and Staff would suggest a fixed computer device
at all locations at the dais. For budget purposes, the Phase 2 project equipment cost has been
based on the cost of a lap-top configuration. However, with changes in technology, alternatives
that may reduce the costs would also be explored. Because the lap-tops purchased in Phase 1
can be easily left in the Desk-Top Office docking stations there would be no duplication with
Phase 2 and the City could efficiently deploy the use of the Agenda Management system to
more than just the City Council.
In addition to evaluating equipment alternatives, there are a variety of software models
established by software vendors. They range from software and hardware that would be
purchased and installed on City hardware supported by City Staff, to internet based systems,
which allow users with security access to obtain the information from any desk-top that has an
internet connection. Most of the systems on the market also support publishing a public version
that can be posted to the website. As a separate project, the City will be improving network
access capability from the City Council Chamber, which will provide additional infrastructure for
a system selection that would be considered later in the year.
In order to effectively manage Phase 2 of the Project, Staff would recommend that the City
retain the services of a Project Management Consultant. Current staffing and assignments do
not allow for Staff to prepare a Request For Proposal, solicit vendor responses, evaluate
responses, schedule and coordinate scripted demonstrations, prepare a final recommendation
and agreement, and oversee the implementation. Although the City Clerk would serve as the
Lead Staff Member, additional resources would be required and the cost of the Consultant has
been included in the proposed Project Budget.
Page 3 of 4
Proiect Costs
The following shows the total Project Cost which is recommended to be added as a new Capital
Improvement Project:
Phase 1- Ci Council A enda
8 Laptops for five City Councilmembers and three Staff $ 19,000
(Including necessary Office Software; docking stations;
miscellaneous su ort connections
Electrical Work in City Council Chambers including $ 3,600
contin enc .
Phase No. 1 Total $ 22,600
Phase 2- Software System Procurement,
Installation, and Ex ansion of Electronic A enda
Agenda Management Software including set-up, $ 50,000
licenses, training and one year system mai ntenance
lus contin enc
Project Management Services to develop an accurate $ 20,000
business process map of proposed electronic agenda
process and oversee selection of agenda manager
software and im lementation
E ui ment Allowance 10 locations at the Dais $ 25,000
Phase No. 2 Total $ 95,000
Grand Total CIP Pro osed Pro'ect $ 117,600
The project funding is proposed to come from the following sources:
PHASE1 PHASE2 TOTAL
Internal Service Funds Included in
Ado ted 2010/11 Bud et
$ 7,000
$ 7,000
Sto waste.or Grant $ 3,000 $ 3,000
General Fund Reserve -
Desi nated For New O ortunities $ 15,600 $ 92,000 $107,600
TOTAL $ 22,600 $ 95,000 $117,600
This project would not fund the expansion of the use of lap-tops or other devices by the
remaining members of the City Executive Team. It is anticipated that this can be considered as
desk-top units are replaced and costs can be budgeted in the Internal Service Fund as part of
the annual replacement process. The initial deployment of lap-tops as part of Phase 1 will
serve as a pilot process to consider support issues and other impacts on resources before
expanding the expansion to all members of the Executive Team.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
Not applicable.
ATTACHMENTS 1. Resolution Amending the Adopted 2010-2015 Five Year Capital
Improvement Program To Add A New Project - Electronic Agenda
System and Providing An Appropriation.
Page 4 of 4
RESOLUTION NO. XX -10
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AMENDING THE ADOPTED 2010-2015 FIVE YEAR CAPITAL
IMPROVEMENT PROGRAM TO ADD A NEW PROJECT -
ELECTRONIC AGENDA SYSTEM AND PROVIDING AN APPROPRIATION
WHEREAS, the adopted 2010-2015 Capital Improvement Program (CIP) was adopted by
the City Council on June 22, 2010; and
WHEREAS, on June 22, 2010, the City Council received a report addressing options to
reduce the use of paper consumed by the City in preparing and publishing the City Council
Agenda; and
WHEREAS, the adopted City of Dublin Ten Year Strategic Plan identifies one of the City
Values in Governing as: "Embrace technology to improve effectiveness and efficiency"; and
WHEREAS, the City Council requested that Staff prepare a new Capital Improvement
Project that would provide potential phased implementation of the use of electronic files in lieu of
paper agenda packets; and
WHEREAS, a proposed project was presented to the City Council at the City Council
meeting on July 20, 2010; and
WHEREAS, it is appropriate to establish a separate project in the Five Year Capital
Improvement Program to account for implementation of an Electronic Agenda Preparation
System.
NOW, THEREFORE, BE IT RESOLVED that the City Council of Dublin approves the
addition of a Project titled Electronic Agenda System to the adopted 2010-2015 Five Year
Capital Improvement Program as described in the Staff Report presented July 20, 2010.
BE IT FURTHER RESOLVED that the City Council also approves the Budget Change
attached as Exhibit A of this Resolution, which appropriates funds to carry out this project.
PASSED, APPROVED AND ADOPTED this 20th day of July, 2010, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 1
CITY OF DUBLIN
BUDGET CHANGE FORM FY 2010 / 2011
CHANGE FORM #
New Appropriations (City Council Approval Required): Budget Transfers:
X From Unappropriated Reserves (*) __ From Budgeted Contingent Reserve (1001.1901.81101)
* General Fund - Designated New Opportunities Within Same Department Activity
~X From New Revenues** __ Between Departments (City Council Approval
Required)
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~ ~~~~,.~A~~,~'3UDG~`C;A~COh`3U~17 ~~:: y ,AM4~~4T~ ;, .~~ 3 ~ ; ~~~CREAS~, B~QG~TrACCQU~IT ,; ~ ~ AMQUN'i'; , . ~"~~ :
Name: Revenue - Measure D
Recycling - Intergovernmental -
County Grants - Measure D Mini-Grant
Account #: 2302 .0000. 47301 $ 3,000
Name: EXPENSE - Capital
Improvement Project -Electronic
Agenda System - General Fund
Name: EXPENSE - Internal Service Phase 1 Equipment- Gen Fund
Fund - Non Departmental 930015.9600.9605.1001 $12,000
Replacement Computers
Account #: 6301.1901.72102 $ 7,000 Phase1 Equipment-Internal Svc Fund
930015.9600.9605.6301 $7,000
Name: EXPENSE - Capital
Improvement Project -Electronic
Agenda System - General Fund
Phase 2 Equipment
930015.9600.9605.1001 ~ $25,000
Phase 2- Proj Mngmt Contract Svcs
930015.9200.9201.1001 $20,000
Improvements - Not Bldg (electrical)
930015.9400.9401.1001 $ 3,600
Phase 2 Software / Implementation
930015.9600.9605.1001 $47,000
Name: EXPENSE - Capital
Improvement Project -Electronic
Agenda System - Meas D Fund
Phase 2 Software / Implementation
930015.9600.9605.1001 $ 3,000
REASON FOR BUDGET CHANGE ENTRY: This Budget c;hange relates to tne atltlition ot a new
Capital Improvement Project - Electronic Agenda System, presented at the City Council meeting on July
20, 2010. The Phase 1 equipment cost is $19,000 however, $7,000 of this expense is already included
in the Internal Service Fund Budget. A mini-grant of $3,000 from StopWaste.org will partially fund the
Software / Implementation costs.
Fin Mgr/ASD:
Sianature
City Man~qer: ~-~, -
Si~nature
Date: ~ Q 2o I 0
Date: ~ ~Z- ~15
As Approved at the City Council Meeting,on: Date: 7/20/2010 :
Mayor:
Posted By:
Signature
Date:
Date:
G:~B+~dgetChmrgesl3_20l0_I/I3J 20_/0_CIP_Agenda_Syslem.doc EXHIBIT A