4.3. SR 02-13-2012C:it~ of
~~~. .~: REQUEST FOR ACTION
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Ma or and Ci Council ITEM NUMBER
4.3
AGENDA SECTION MEETING DATE PREPARED BY
Consent Februa 13, 2012 Bob Pearson, IT Mana er
ITEM DESCRIPTION REVIEWED By
Technology Purchases for Moving Toward Paperless Meetings
REVIEWED BY
ACTION REQUESTED
Authorize iPad purchase and implementation for Council and staff.
BACKGROUND/DISCUSSION
On January 9, 2012, the Council reviewed the use of iPads and some of the applications for document
management. Since that time, we have finalized iPad use guidelines and the costs associated with
implementation. We anticipate training will be scheduled in March.
Based on meetings held with staff to determine workflow efficiencies that could be created, in addition to
document retrieval, it was recommended to purchase 11 iPads for staff, in addition to the five for Council
Members.
FINANCIAL IMPACT
Initial implementation costs that will provide Council and staff with Internet, email, and electronic agenda
access are $16,305. In addition, it is recommended a notebook be purchased for minute taking for
$1,000. Funding for this project will come from the Capital Outlay Reserve fund received from the cable
franchise fee. The recurring monthly fees for connecting to the Verizon network will be funded by
individual department budgets.
ATTACHMENTS
• iPad Usage Guidelines
^ Detailed Costs
Action Motion by Second by Vote
FOllow Up
C:\Users\jjohnson\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.0utlook\SFWAYSNS\iPad ~ ~ ~ E ~ ~ ~ ~ ~
implementation Final.docx ~~
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iPad/Tablet Device Guidelines
Pu ose
These guidelines pertain to city employees and Council Members who are issued a device purchased
by the city. The purpose of these guidelines is to outline the responsibilities and care required for
city-issued iPad or tablet devices.
The devices are intended to be utilized by staff members and Council Members fox the purpose of
enhancing meeting workflow, reducing the use of paper agenda packet materials, improve staff
efficiency, and to improve the timeliness of Council, staff and resident communication.
Ci Use
Issued devices are intended for professional use. The city does not maintain loaner devices, so users
will be responsible for conducting meetings without a device in the event of a lost or misplaced
device.
• Devices shall be maintained in a suitably charged state during work hours.
• Inappropriate media may not be used as a screensaver or background photo
• Devices will be secured with a minimum eight (8) digit numeric pass code.
• Sound shall be muted at all times unless needed for instructional purposes.
• Personally-owned music, games and apps may onh~ be present on city-issued device
when using a personal Apple Ill iTunes account.
• In case a device is restored to its original. condition, the user is responsible for
restoring any personal content.
• City staff is not responsible for backing up personal related content.
• Users may- save work locally on the device. It is strongly recommended that users
utilize the city-desigmated online storage technology.
• Information stored on the iPad or tablet device could be classified as public, private, or
other data and is governed b~~ the Minnesota Government Data Practices Act (MN
Statute Chapter 13) and must be treated accordingly.
• Staff and Council Members should retain information stored on the iPad or tablet
'device in keeping. with city policies and procedures per the General Records Retention
Schedule.
Personal/Home Use
The iPad ox tablet device is a powerful computing tool. City-issued devices may be taken home
provided the use is consistent Rrith the Email/Internet portion found in the Personnel Policy
Manual. Failure to adhere to the policy shall result in the revocation of such use privilege.
Users are allowed to connect devices to non-city wireless networks.
While instruction and advice may be offered, the city staff is not responsible for home
network use or support.
It is the policy of the city to maintain the right to access and disclose any and all
messages communicated through electronic means when city issued equipment is used.
Regardless of the intent of the message (business or personal), any employee involved
has no right to privacy, ox to the expectation of privacy, concerning the content of any
message or the intended destination of any message when using city-issued equipment.
iPad Care
Users will be held responsible for the maintenance and care of assigned communication devices.
• Keep batteries charged and ready for use at meetings.
• Clean the view screen with a soft, dry cloth or anti-static cloth as needed.
• Do not lean or place anything on the screen that may cause damage.
• Utilize the protective case at all times.
• When not in use, store in a secure location. Never leave in an unlocked car or any
other theft-prone area.
• Immediately report lost stolen, malfunctioning or damaged devices to the IT
division.
• Stolen devices must be reported immediately to the local authorities.
• Consult with IT before connecting or syncing devices to another computer.
Application Software
All software applications purchased and installed b~, the city staff must remain on the device in a
usable condition and be accessible at all times. Users are responsible for personal software
applications and are responsible for installation and backup.
• Software purchased by the city will be done through the city Apple ID iTunes or similar
account.
• Users are allowed to purchase and download personal applications providing they are
not profane, obscene or offensive to others.
• The city is not. responsible for the loss of any personal software applications when the
device is updated, tested with diagnostic tools or restored to its original state.
• Storage space needed for city applications will take precedence over space used for
personal items.
Acknowledgement
All Council IVlembers and staff who are assigned an iPad or tablet device shall be provided a copy of
these guidelines and shall acknowledge receipt and understanding of the provisions outlined herein.
The guidelines may be updated as needed.
I agree that I will use the city iPad or tablet device in accordance with the specifics outlined
in this user agreement. I also understand that use of a city asset is a privilege that may be
revoked at any time.
Printed Name:
Signature:
Date:
iPads
Item Description Cost Purpose
1 Apple iPad 2 16GB Storage WI-FI w 3G $629
2 Protective Cover/w Keyboard $70
3 Application Software - Evernote $0 Note taking
4 Application Software - Documents to GO $10 Ability to view Microsoft Office Documents
5 Application Software - iAnnotate $10 Read annotate and share PDF's
7 Application Software -Penultimate $1 Handwritten notes
8 Stylus $25
Subtotal $745
Tax $51
Total $796
Additional Costs
item Description Cost Notes
1 Training $1,250 one time 10 hours
2 Verizon 3G $26 monthly
4 Dropbox for Teams 5 User $795 annually
5 Additional users Dropbox for Teams $1,375 annually
Initial Costs
Item Description Cost
1 iPads x 16 $12,736
2 Training $1,250
3 Dropbox $2,319
4 Notebook for recording minutes $1,000
Total $17,305