09-26-2012 Council Agenda - Laserfiche WebLink

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one of a number of issues that was being presented to both Committees and the Council, creating a situation with Staff acting as an intermediary of with a majority of the Council meeting on something that was not a noticed and open meeting of the City Council. He stated that Council should give direction that this should not be done. The second Brown Act issue that he mentioned was the potential for abuse of having a device on which you can communicate. He explained that there were devices that were essentially read only and that possibly they could have such a device available at the meetings. He mentioned that the policy that was attached to the Staff Report stated that City Staff reserved the right to look at anything on City devices, and he stated that what was annotated on a Council Member's electronic documents was private to them. He stated that the library was not open on Thursday mornings. He also stated that the copies at the library were not always there because someone on the Staff might use them. MOTION: Council Member Klein moved, seconded by Council Member Price to recommend to the City Council to adopt Option A of the iPad proposal as recommended by Staff. OPTION A City Purchases 9 iPads for the Council Members to receive and read the packets. The City installs the appropriate applications, pays for the monthly data services fees, and provides all maintenance and service. Council Members will return the devices to the City when they leave office. Option A will cost the City approximately $16,942 at onset of the project, and $61,419 over the life of the devices (3 years). The annual savings for the City in year one will be approximately $9,333, and over the life of the devices will be $28,000. This option allows City Staff to offer training for Council Members because the process will be consistent. The City will be able to maintain City owned devices. Staff would be able to monitor the devices for needed updates and repairs. Staff would be able to provide a backup device in the event one is needed. Program functions associated with the iPad would include the ability to highlight text, save annotations to the document, bookmark pages, and search for text. The City Clerk's Office would work with the IT department to design a training program for Council Members. Council Members would follow City Policy 1 -08, the Employee Telephone, Cellular Phone, and Wireless Device Use Policy (Attachment C) and City Policy 1 -40, the Employee Computer Use Policy: Passwords, Internet, Intranet, E -Mail, and Information Resources Policy (Attachment 0). FILENAME 5 35