HomeMy WebLinkAbout09/06/2011 22 Other Business 9 /6>/i1
MEMORANDUM
TO: Honorable Mayor and Members of the Yakima City Council
FR: Michael A. Morales, Interim City Manager ( , r ,7
DT: September 1, 2011
RE: iPads for City Council Members
Many cities provide laptops or iPads for Council members for City business, including
agenda packets. Most recently in this area, Prosser purchased iPads for Council
members. Per an information request I have researched both the Prosser situation and
product /price information for our Council to consider.
The City of Prosser tested iPads with the City Council (they were well received) and will
provide to all Council members in 2012. Prosser ordered the iPad2 Wifi model from the
Apple Store in Spokane and a 9 foot charging cable so it can be charged during meetings.
The total package cost for Prosser was about $600 per computer.
The only negative comment was that the computers they purchased do not have the
memory or capability as some of the other models. Otherwise, the feedback staff
received from the Council and Mayor was positive. At this point, the majority of
Prosser's Council members are on board to going paperless as quite a few of them who
serve on other Boards and Committees have already transitioned into paperless packet
meetings. The clerk will have at least one full paper printed copy of the packet available
during budget discussions or other lengthy discussions that might make it easier to look at
paper.
The other comment was in regards to administrative staff time. For Prosser, the cost
savings is definitely there with raw material, however it does take quite a bit of time to
make the scanned packet searchable, linked, bookmarked accordingly, sent to the drop-
box, etc. Depending on the size of the packet it could add up to an additional hour of
staff time getting those pieces executed.
The price for a 16 GB iPad is $629.99 ($4,409.93 for seven) and $729.99 for a 32 GB
iPad ($5,109.93 for seven). In addition, the secure, wireless connection would be
$300.93 per computer per year ($3,611.16 for all seven).
If Council went with the 16 GB iPad, the total cost (first year) would be $8,021.09. If
they decided on the 32 GB iPad, the total cost (first year) would be $8,721.09. There are
sufficient funds in the Council budget to purchase iPads for those who would like to use
them. The first step would be to provide a test model for one council member so that all
technical and security issues can be resolved. We can still provide a paper packet for any
member that does not wish to use an iPad.