HomeMy WebLinkAboutCOW 2006-06-26 Item 4A - Council - Technical Devices for Productivity COUNCIL AGENDA SYNOPSIS
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ITEM INFORMATION
CAS NUMBER: 06-074 I ORIGINAL AGENDA DATE: JUNE26 2006
AGENDA ITEM TITLE Council Technology Devices
CATEGORY Discussion Motion resolution Ordinance Bid Award Public Hearing Other
Mtg Date6 /26/06 Mtg Date Mtg Date Mtg Date ilitg Date Mtg Date Mtg Date
SPONSOR Council Ma Adm Svcs DCD Finance Fire Legal P&7R Police PTV
SPONSOR'S Discussion of Councilmember use of technical devices for Council productivity and to guard
SUMMARY against potential risks such as court review of personal e-mail and computer records.
REVIEWED BY COW Mtg. CA &P Cmte F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DATE: 6/5/06
RECOMMENDATIONS:
SPONSOR /ADMIN. Purchase 2 3 laptops and peripheral items for Council use
COMMIIIEE Unanimous approval forward to COW
;COST IMPACT FUND SOURCE
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
$6000 $9000 $0 $6000 $9000
Fund Source:
Comments: From Council budget
1: MTG. DATE R ECORD OF COUNCIL ACTION
6/26/06 1
I MTG. -DATE I ATTACHMENTS
6/5/06 I Information memo with spreadsheet dated 6/5/2006
6/5/06 1 Finance and Safety Committee minutes dated 6/5/2006
6/26/06 (Information memo with spreadsheet dated 6/5/2006
'Pricing tabulation dated 6/26/2006
'Finance and Safety Committee Minutes dated 6/5/2006
To:
From:
Date:
Subject:
Finance & Safety Committee
Mary Miotke, IT Manager.1iJj;;v
June 5, 2006 V IlrJ 1"
Council Technology - Devices
Issue
This memo is informational and is provided as a follow-up to the committee's request for
information regarding technological devices and functionality options.
Back2round
Council has agreed to consider a variety oftechnology-based approaches to improve the
Council's productivity. Also, in previous meetings, the Council has been advised that the use of
personal e-mail and computer equipment poses certain risks such as potential court review of
personal e-mail and computer records, as well as lack of control over adherence to state
requirements for business records retention practices. In order to assist in reducing these
liabilities and increase Council productivity, several technology devices are available for
consideration.
Discussion
The attached spreadsheet, showing possible technological devices currently available, is included
for committee consideration and use as an aid for,discussion and decision-making purposes. The
column headings used in the spreadsheet are defined here for clarity:
· Device - Type of technological device for committee consideration.
· Cost/Unit - Initial cost per unit.
· Support - How the device will be supported as well as who will support it.
· Additional Cost Detailed - Any additional costs for peripheral devices, subscriptions,
software required, etc.
· Weight - Weight of the device, important to consider with device portability.
· Replace Sched - Suggested replacement schedule for device.
· Function - What the device is capable of as far as Council usage is concerned.
· Vulnerability - Virus and SP AM vulnerabilities.
· Liability - How to address subpoena and public disclosure liabilities.
· Training - Who provides initial training and how much training may be required. Of
course, amount of training is dependant upon Councilmember's individual ability.
· Policy Required - Indicates whether or not an existing City policy exists or requires
modification.
· Picture - Generic pictures are displayed for the desktop and laptop devices. The tablet
PC pictured is the HP Compaq, as the City currently owns similar models. The
Blackberry picture is of the latest model, the 7100i. The PDA pictured is the very
popular TREO 650, but other PDA brands and models can also be considered and will be
in a similar price range. The cell phone is a Nextel i530, but would be whatever model
the City uses at time of purchase.
Recommendations for Best Practices
.
The Council Administrative Support staff position could provide first-line support and
training to Council. This staff person should also have access to the devices for
emailJdocument assistance and maintenance and also for records retention and archival
purposes. To ease support and training concerns, and to gain familiarity with the device,
it would also be recommended that the Council Administrative Support staff person be
issued the same device that Council chooses to use.
A location at City Hall would need to be assigned to Council for the desktop workstation
or for laptop/tablet docking and work space. This would allow Council to have
workspace with a connection to the City's network when on campus in order to use the
internal Group Wise email interface, as well as provide access to TukNet. If a desktop
computer were considered, a single computer would be sufficient for shared Council use.
If laptops or tablet PCs were considered, a pool of 2 - 3 devices would cover normal
Council usage. As always, if a laptop/tablet was not available when requested,
Councilmembers could check one out from the City employee's shared laptop pool
located in the City Clerk's office. For Blackberry devices, PDAs, or cell phones, each
Councilmember would be assigned their own device.
I recommend the Council move forward with purchasing several basic laptops for
Council use. These laptops will not be intended as a permanent, long-term solution to
Council efficiency, but rather as entry-level technical devices to use for two to three years
while other technology devices can be evaluated. As every Councilmember gains
experience with the entry-level laptops, opinions can be formed as to a technical direction
that may work best and new technology options can be evaluated.
.
.
As Council discussion continues concerning technology-based approaches to improve
productivity and reduce liability, I am happy to support your efforts by providing additional
information or detail and answering any questions that may arise.
Comparison of Technical Devices
Council Technology Pricing
Configuration A (2 Laptops) and Configuration B (3 Laptops)
Prepared by: City of Tukwila IT Department
June 26, 2006
Configuration A
Device Price Qty Totals
Laptop $1,200.00 2 $2,400.00
Docking Station $200.00 1 $200.00
Portable Printer $225.00 2 $450.00
Sprint Cell Card $0.00 2 $0.00
Sprint Subscription (Per Year) $720.00 2 $1,440.00
MS Office Pro $330.00 2 $660.00
Monitor 17" Flat Panel (For Docking Station) $250.00 1 $250.00
Keyboard (For Docking Station) $25.00 1 $25.00
Mouse (For Docking Station) $25.00 1 $25.00
Case wi Wheels $85.00 2 $170.00
$5,620.00 Config A Total
$494.56 WSST
$6,114.56 Grand Total
Configuration B
Device Price Qty Totals
Laptop $1,200.00 3 $3,600.00
Docking Station $200.00 1 $200.00
Portable Printer $225.00 3 $675.00
Sprint Cell Card $0.00 3 $0.00
Sprint Subscription (Per Year) $720.00 3 $2,160.00
MS Office Pro $330.00 3 $990.00
Monitor 17" Flat Panel (For Docking Station) $250.00 1 $250.00
Keyboard (For Docking Station) $25.00 1 $25.00
Mouse (For Docking Station) $25.00 1 $25.00
Case wi Wheels $85.00 3 $255.00
$8,180.00 Config B Total
$719.84 WSST
$8,899.84 Grand Total
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Finance and Safety Committee
June 5, 2006 - 5:00 p.m.
Present:
Pam Carter, Chair; Jim Haggerton, Vema Griffin, Rhonda Berry, Kevin
Fuhrer, Nick Olivas, Bob Giberson, Shelley Kerslake, Don Tomaso, Mary
Miotke, Chuck Parrish, Jane Cantu
Business Agenda:
X Council Technolol!V (Devices) II
As a follow-up to a previous committee meeting, IT Manager Mary Miotke presented a
chart that compared the cost/unit, support, detail of additional costs, weight, replacement
schedule, function, vulnerability, liability, training, and city policy requirements of
several viable devices. After discussing the various options available to them, Council
decided that 2 or 3 laptop computers, a docking station, a port printer, and a case with
wheels would meet their needs and those of their new staffperson for the present time.
Unanimous approval - forward to future COW.
Julv 4th Fireworks Permit for Public Displav at the Starfire Sports Complex
Mr. Tom Whitacre, a licensed Pyrotechnic Operator with the State of Washington and
the Bureau of Alcohol, Tobacco, and Firearms is seeking a fireworks permit for a public
display at the Starfire Sports Complex on July 4th. This display is being held in
conjunction with the City's planned event "Family Fun at the Fort". Battalion Chief Don
Tomaso told the committee that Mr. Whitacre's application was reviewed to
WAC 212-17 and accepted industry standards and he found everything to be within the
established guidelines. Because Mr. Whitacre has done the fireworks display in Tukwila
several times in the past, Tomaso requested the permit be sent directly to the June 19th
Regular meeting for approval. Additionally, B/C Tomaso noted that each year the crowds
that gather for the fireworks display grow larger and traffic can be difficult to manage. He
suggested: 1) two fire apparatus be staged at the site; one apparatus on each side of the
Railroad right-of-way; and 2) Tukwila Police provide crowd control during the public
display; 3) provide traffic control to the Fort Dent Way and Interurban Ave. intersection
to expedite traffic flow.
Unanimous approval- forward to 6/19 Regular Meeting
Proposed Amendments Standardizillt! Lan2:ua2:e in Certain Section of Fire Dept.
Ordinances
Batallion Chief Tomaso explained the City attorney and prosecutor had advised
him of the need to standardize the language in certain sections of fire department
ordinances. The aforementioned sections deal with .appeal provisions, the exceptions and
penaties sections. The changes are necessary in order to comply with the RCW statutes.
Tomaso reviewed each of the specific sections in need of amendment. Council discussion