HomeMy WebLinkAboutO-2004-2702
ORDINANCE NO. 2004-
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AN ORDINANCE AUTHORIZING THE IMPLEMENTATION OF AN ELECTRONIC AGENDA
PROGRAM, AUTHORIZING A TASK FORCE COMMITTEE, APPROPRIATING THE SUM
OF $37,667.20, FOR COMPUTER EQUIPMENT AND SOFTWARE, FINDING
COMPLIANCE WITH THE OPEN MEETINGS LAW, AND PROVIDING AN EFFECTIVE
DATE HEREOF.
BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF LA PORTE:
Section 1. The City Council authorizes the implementation of
an electronic agenda program, for City Council meeting agendas.
Section 2. The City Council authorizes the appointment of a
Task Force Committee, consisting of a representative from the City
Manager's Office; an Assistant City Secretary; and a Computer
Systems Administrator, to coordinate the implementation of the
electronic agenda program.
The Task Force Committee will be
responsible for purchasing the required hardware, software, and
training of the staff members who will be instrumental in providing
items electronically for City Council agendas.
Section 3.
The City Council appropriates the sum of
$37,667.20, which includes contingencies, for the purchase of
computer hardware and software for the electronic agenda program,
from Account No. 23-6066-519-8023.
Section 4. The City Council officially finds, determines,
recites, and declares that a sufficient written notice of the date,
hour, place and subject of this meeting of the City Council was
posted at a place convenient to the public at the City Hall of the
City for the time required by law preceding this meeting, as
required by the Open Meetings Law, Chapter 551, Texas Government
Code; and that this meeting has been open to the public as required
by law at all times during which this ordinance and the subject
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matter thereof has been discussed, considered and formally acted
upon. The City Council further ratifies, approves and confirms
such written notice and the contents and posting thereof.
Section 5. This Ordinance shall be effective from and after
its passage and approval, and it is so ordered.
PASSED AND APPROVED, this 9th day of February, 2004.
CITY OF LA PORTE
By:
Norman L. Malone
Mayor
ATTEST:
Martha A. Gillett
City Secretary
Knox W. Ask1ns
City Attorney
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Estimated Electronic Agenda Expenditure Requirements
Adobe Acrobat Standard Edition (needed for electronic signature on Agenda Request)
City Manager and Liaison 2
Assistant City managers and Liaison 3
City Secretary and Liaison 2
Golf Course Director and Liaison 2
Finance Director and Liaison 2
Tax Division Manager and Liaison 2
Human Resource Division Manager and Liaison 2
Purchasing Manager and Liaison 2
MIS Manager and Backup 0
Municipal Court Judge and Liaison 2
Planning Director and Liaison 2
Inspection Division and Liaison 2
Public Works Director and Liaison 2
Parks & Recreation Director and Liaison 2
Fire Chief and Liaison 2
Fire Marshal 1
EMS Chief and Liaison 2
Police Chief and Liaison 2
City Attorney and Liaison 2
36 Copies @ $260 = $9,360
Notebook computers for Council Chambers
Toshiba Satellite AlO-S169 2.2GHZ or equal with 40GB hard drive and IS" display
12 @ $1,504.00 = $18,048
D-Link Air Xpert DWL AG650 - (Allows notebook to connect to the network
wirelessly)
12 @ $82.00=$984
D-Link Air Xpert DI-7000AP Tri-Mode 802.11 a1b/g Access Point (provides a wireless
connection point to the network)
1 @ $250 = $250
AirPlus Enhanced 2.4GHz Wireless 802.11b 22Mbps PCI Adapter (Provides the
presentation computer access to the network)
1 @ $50 = $50
MicroOrbit is a 50-disc, batch-load duplicator (Provides unattended duplication of the
master CD)
1 @ $1,000 = $1,000
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Standard flatbed scanner (needed for scanning backup documentation not already in
electronic form)
City Manager's Office
Assistant City manager's Office
City Secretary's Office
Golf Course
Finance
Tax Division
Human Resource Division
Purchasing
MIS
Municipal Court
City Planning
Inspection Division
Public Works
Parks & Recreation
Fire Chief s Office
Fire Marshal's Office
EMS Chiefs Office
Police Department
City Attorney
13 Scanners @ $200 = $2,600
1
1
o Scanner budgeted
1
1
1
o Reallocation
1
o
o
1
1
1
o
1
o
1
1
1
Model 2412 is a complete video-over-IP streaming solution to display projector output on
the City Council's notebook computers. It converts analog video into digital data,
compresses it into MPEG formats and then transmits it over an Ethernet using the UDP
or R TP protocol.
1 @ $2,000 = $2,000
Summary of Cost
36 Copies of Acrobat Standard
Notebook computers for Council Chambers
Network adapters for Notebooks
Tn-Mode 802.11 a/b/g Access Point
PCI Adapter for presentation PC
50-disc, batch-load duplicator
Standard flatbed scanners
IP streaming solution
Total
$9,360
$18,048
$984
$250
$50
$1,000
$2,600
$2.000
$34,742
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Electronic Agenda Process Flow Chart
Department
submits request
form and backup
material in
appropriate Dept.
Agenda folder for
meeting date in
Acrobat PDF
format
Department
e-mails notice of
submitted request
to CMO and CSO
No
. Yes .__._.____.__._____._ ._-.1
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After deadline,
CSO prepares
final version of
agenda and
creates links to all
supporting
documents
,
Create master CD
and duplicates as
required for
distribution
Agenda and
supporting
documents posted
to city website
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Electronic Agenda Implementation Timeline
02/09/04 - Approval by Council
02/13/04 - Equipment source located and order placed
02/27/04 - Equipment arrives
03/26/04 - Equipment configuration and installation complete
06/30/04 - Department's staff training complete
06/17/04 - First trial run with the Staff Agenda
06/24/04 - Second trial with Staff Agenda
07/26/04 - First Live Electronic Agenda
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REQUEST FOR CITY COUNCIL AGENDA ITEM
Agenda Date Requested February 9, 2004
Requested By: sharon3ames Janoch 1/
,
Appropriation
Source of Funds:
Department:
City Secretary's Office
Account Number: 23-6066-519-8023
Report:
Resolution:
Ordinance:
x
Amount Budgeted: $ 46,180. 00
Amount Requested: $ 37, 667.20
Exhibits: Estimated Expenditure Requirements
Budgeted Item: YES
Exhibits: Flowchart
Exhibits: Timeline
SUMMARY & RECOMMENDATION
During the December 8, 2003 Workshop Meeting, Council directed staff to move forward with an electronic agenda
and bring the item back for further discussion, with clarification on costs.
At the request of Council, staffhas contacted the Attorney General's Office in regards to public information laws
pertaining to computer use. The Attorney General's Office has advised that everything on the notebooks is subject to
open records, although personal information on the notebooks would not be released because of Common Law
Privacy. However, if requested, the personal information would have to be sent to the Attorney General for an
opinion. The Attorney General's Office advised that they would issue an opinion for the information not to be
released.
For clarification purposes, the estimated cost for one year of agenda copying cost is $3,432.00 and is based solely on
twenty-four agendas. This cost does not include employee time, paper, toner or preparation of additional Special-
Called, Workshop, Committees appointed or attended by Council.
Yearly Reproduction Cost
110 pages x .05 =$ 5.50 (Cost per agenda)
$ 5.50 x 26 agendas = $ 143.00 (Cost for one meeting)
$ ]43.00x 2 meetings per month = $ 286.00 (Reproduce Cost per Month)
$ 286.00 x ]2 = $ 3,432.00 (Yearly Cost to Reproduce Agendas)
Additional Cost
Paper (case) $24.25
Toner (Regular Copier) $120.00
Toner (Color Copier) $269.14
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The City Secretary and two additional staff persons are responsible for compiling documentation for City Council
Agendas. The Assistant City Secretary prepares the agenda after the City Secretary reviews submitted items prior to
the scheduled Agenda Meetings. The City Secretary attends the Agenda Meetings to present draft items and to
ensure all items are included for Council such as contracts, bonds, and related back-up. The City Manager reviews
and approves agenda items.
The Administrative Secretary is then forwarded the agenda to copy. The time is spent copying, inserting copies
(color copies and/or drawings) into binders, loading paper into the machine, monitoring the Xerox Machine to avoid
paper jams, and any disruptions while copying. Agendas are proofed before distributing to City Council. A
minimum of2-4 man-hours is spent copying an agenda.
An Electronic Agenda will take approximately two hours to compile, organize files, create hyper links for all
supporting documentation, and write to CD's.
The implementation of an electronic agenda would allow easier access of records by the public, and at the same time
reduce time spent on retrieving open records requests internally and externally. In addition, man-hours would be
saved during the processing of packets prior to Council Meetings by having items scanned during the electronic
processing.
If Council desires to pursue an Electronic Agenda System, the MIS Department estimates it could be implemented
by the end of July.
Consider an ordinance approving the implementation of an electronic agenda and appointment ofa Task Force
Committee.
J
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Approved for City Council Aeenda
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