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HomeMy WebLinkAboutDocumentation_Regular_Tab 07_08/05/2010 -* VILLAGE OF TEQUESTA AGENDA ITEM TRANSMITTAL FORM 1. VILLAGE COUNCIL MEETING: Meeting Date: Meeting Type: Regular Ordinance #: N/A 8/5/10 Consent Agenda: No Resolution #: N/A Originating Department: IT 2. AGENDA ITEM TITLE: (Wording form the SUBJECT line of your staff report) Paperless Agenda Discussion 3. BUDGET / FINANCIAL IMPACT: Account #: N/A Amount of this item: $7,000 Current Budgeted Amount Available: Amount Remaining after item: N/A N/A Budget Transfer Required: No Appropriate Fund Balance: No 4. EXECUTIVE SUMMARY OF MAJOR ISSUES: (This is a snap shot description of the agenda item) Council discussion on the use of Apple iPad's to facilitate a paperless agenda. 5. APPROVALS: Dept. Head: Finance Director: viewed for Financial �.. �� �/ Sufficiency ❑ No Financial Impact Attorney: (for legal sufficiency) Yes ❑ No ❑ Village Manager: • SUBMIT FOR COUNCIL DISCUSSION: • APPROVE ITEM: ❑ • DENY ITEM: ❑ Form amended 08/26/08 To: Michael R. Couzzo, Jr. Village Manager From: Brad Gomberg Date: 7/19/2010 Re: Paperless Agenda Proposal Message: Based on recent requests by council member Calvin Turnquest I have been researching the possibilities of implementing a paperless agenda. To be more specific, we will eliminate 95% of the paper and other materials required each month to prepare and distribute meeting agendas. This will account for modest decreases in both cost and man hours every agenda period. In order to facilitate this change the Village must purchase electronic reading devices. Based on recommendations from council member Turnquest, I obtained a free Apple iPad for testing purposes. Mr. Turnquest has been testing the device for some time now and had suggested that we select that device for this proposal. The iPad offers an integrated platform that is both easy to use and technically superior to other options (Netbooks, eReaders). When combined with the iAnnotate application by Aji, the iPad presents a seamless PDF display and editing environment that will allow the council to read, annotate, and distribute the agendas completely free of standard office materials. This method of agenda distribution will also save the clerk's office hours of productivity normally reserved for assembling the paper agenda packets. I have requested that the clerk create a time and cost analysis for this process which is attached to this memo. In order to facilitate this proposal the Village must purchase 12 Apple iPad's, desk mounts, and the iAnnotate app. I estimate the total cost of this proposal to be approximately $7,000. Based on our current annual agenda cost of $3,313.97 we will have paid for the entire proposal via savings in approximately 26 months. This does not take into account the possibility of additional savings through alternative uses of the paperless system. Thank you, Va cities use iPad to go paperless - dailypress.com Page 1 of 2 dailypress.com/news/virginia/dp-va--paperlessgovenitneO7l2j ul 12,0,3 773 799. story dailypress.com Va cities use Wad to go paperless By DAN PARSONS The Daily Press July 12, 2010 WILLIAMSBURG, Va. Perhaps unexpected from a town famous for its advertisement 18th century roots, Williamsburg this week joined " other communities stepping confidently into the 21 st century by forsaking paper city council agendas in favor of the latest technological t communications tool the Apple iPad. "We move into the future," said newly installed Mayor Clyde Haulman after the unanimous vote Information Session on Thursday to purchase the tablet computers for 0 council members. City Council's decision to save money and go green by saving thousands of sheets of paper a REGEN month mirrors a move Hampton made. That city chose to go paperless and begin using iPads in May. Nearly every Peninsula locality has made some effort to reduce paper consumption, though only a few have bought tablet computers or e- readers for their elected officials. But "with this new technology come new opportunities for abuse," said Megan Rhyne, executive director of the Virginia Coalition for Open Government. The iPad platform can support applications that could be used to communicate during meetings outside the public view, Rhyne worries. "I really do understand the cost savings, and the practical reality that very few of these localities provide printed copies to the public anymore," Rhyne said. "But some of those applications could make it easy for instant messaging and other communication, basically a meeting within a meeting without the public knowing." Those communications would be subject to a public records request under state Freedom of Information laws, though no procedure for their collection or declaration has been established, Rhyne said. At the moment, localities seem transfixed by the potential cost savings of eliminating paper. Williamsburg spends about $2,000 a year on printing council packets for regular meetings and work http: / /www.dailypress.com/ news / virginia /dp- va-- paperlessgovemme07l 2ju112 ,0,66103 56,p... 8/4/2010 Va cities use iPad to go paperless - dailypress.com Page 2 of 2 sessions, according to City manager Jack Tuttle. Last year, the city printed 1,716 pages of agendas. Multiply that by 20 for copies used by council members and staff and the total grows to 34,320 sheets, or about 69 reams of paper. While cutting costs is a priority, printed agenda packets will remain available upon request at no charge, said city spokeswoman Kate Hoving. An iPad costs about $600. Buying them for five WIlliamsburg council members is a one -time cost of $3,000, so the computers should pay for themselves in 18 months. The Hampton City Council anticipates saving $18,000 a year in printing costs, though council members have not yet used them in a regular meeting. Mayor Molly Joseph Ward has used her own iPad, however, "with great success." "We used to get these huge agenda packets," Ward said. "I was able to navigate through my agenda materials with great ease and success. There are a number of different applications which allow you to take notes, highlight. It's great." James City County still prints agendas for its seven supervisors, but has cut costs elsewhere. By publishing the annual progress report online, James City saves $6,500 annually. The quarterly newsletter cost $7,325 a year until it went digital this year. York County has saved about $13,400 per year by eliminating printed agendas for non -board members and printed minutes, county spokeswoman Christie Phillipssaid. York supervisors have used online agendas since 2005, which saves $2,500 annually. Publishing the county's staff newsletter online rather than in print saves another $4,000 a year, Phillips said. Information from: Daily Press, http: / /www.dailypress.com Copyright 2010 Associated Press. All rights reserved. This material may not be published, broadcast, rewritten, or redistributed. httn- / /www cinilvnre�q.cnm/ newt/ viruinia/ dn- va-- nanerlPCCUnve.mme.0717.iii11? 0.6610156 n 9/40010 PAPERLESS AGENDA RESEARCH (ALL NUMBERS AND COSTS ARE AVERAGED FROM ACTUAL MEETINGS IN 2010 USING A SIX MONTH SPAN) Description Pages Per Cost Costs Costs Costs Month Per Page Per Agenda Per Month Per Year An average of 3.67 Agendas per month COPIES -(Ink) Average # of copies per month (pages per yr = 18000) 1500 Loris printer - black copies 156 .017 2.65 31.82 -color .016 Deanna's printer - (color) Regular Meeting -book cover + 44 .026 1.14 13.72 Toshiba *(main printer for agenda copies) Maintenance 1300 25.00 300.00 contract of $145.00 allows 45,000 copies and free toner Copies 345.54 MATERIAL (Binders used for an average of 12 months) 1" Binder 4.49 ea. X 10 44.90 2" " 8.49 ea. X 10 84.90 Report cover 25 @ 30.49 X 10 12.20 Binders 245.66 Paper ($34.99 per case= 5000 pages) 3.6 10.50 126.00 Tabs 5.29 per pack X 10 (averaged at 12 months use) 52.90 194.18 194.18 Misc. labels, gas, colored paper 35.00 LABOR (Deanna) Compile Agenda (2.5 hrs) 41.35 151.75 1,821.05 Deliver (.75) 12.41 45.54 546.54 TOTAL COST 3,313.97 iAnnotate PDF for !Pad on the iTunes App Store Page 1 of 3 Search iT unes Preview What's New What is !Tunes What's on iTunes iTunes Charts How To Opening the iTunes Store. If !Tunes doesn't open, click the (Tunes application icon In your Dock or on your Windows desktop. Progress Indicator !Annotate PDF By Aji, LLC View More By This Developer Open iTunes to buy and download apps. , t- Description `O iAnnotate is both an elegant PDF reader and a powerful annotation tool that finally lets you work with your PDFs. 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You can search your entire library for documents $9,99 containing any keyword, view which documents are "new ", "unread ", "recently viewed ", or "annotated ", and tabbed Category: Productivity browsing makes it easy to work on several documents simultaneously. Updated: Jun 28, 2010 Current Version: 1 .1 .2 Use iAnnotate to read your PDFs, take your business paperless, and simplify your work flow. Anyone who works with 1.1.2 (iOS 4.0 Tested) PDFs will love it! 4.6 MB Languages: English, German, Features: Japanese Seller: Aji, LLC - A complete annotation system: Text Notes, Highlight, Underline, Free -Form Drawing, Bookmarks, and more. An © 2010 Aji, LLC intuitive interface allows for viewing and editing annotations without leaving the document reading view. Rated 4- - Full- featured PDF reader: Continuous - scrolling page display with all standard scroll; zoom gestures supported, Requirements: Compatible with and full screen reading mode. Edit mode now supports two- finger scrolling. iPad. Requires iOS 3.2 or later. - Easy transfer of PDFs: Send and receive PDFs via email, through iTunes sync, by browsing to any PDF link, or using our free desktop transfer software. Customer Ratings Current Version: - Tabbed PDF Reading: Quickly switch between multiple open documents. Tab setup and page locations are always 116 Ratings remembered, whether switching tabs or quitting and returning to the app. All Versions: - Full Customizable Toolbars: Reposition and resize toolbars, and drag-and-drop Fully p to configure tools included on 782 Ratings each. More iPad Apps by Aji, - Comprehensive PDF support: Copy- and -paste text, view existing PDF annotations, support for internal and URL LLC links, and PDF outline/ bookmarks support. Fully integrates annotations directly into the PDF. t - Document and full - library search: Search your entire PDF library to instantly find all documents with any keyword. Tabs sort new, recent, unread, and annotated documents. - APS (All PDF Service): Free companion desktop application for easy sync with your existing desktop PDF collection. iRead PDF Recommended for large libraries of documents. View In iTunes - Aji Support: integrated application help and tips, and top -notch email and forum support. For easy synchronization with your desktop PDF documents, get the Aji PDF Service from the support link below or at: http:/ /www.ajidev.com /iannotate/ Aji, LLC Web Site !Annotate PDF Support ...More What's New In Version 1.1.2 German and Japanese localization. Minor interface updates and bugfixes. http: / /itunes. apple. com / app /!annotate- pdf/id363998953 ?mt=8 7/19/2010 iAnnotate PDF for iPad on the iTunes App Store Page 2 of 3 Wad Screenshots .».e.a .r JUNI- x a«Rwdy $ 0 46 *1 - 0 OU Now W b11e1ro A 0.�INYp11 YyYSmY, YM AeaYidcY • f 4 � �" &_ P.Mom ttr dud, Ym AW oR rhhad . 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Linder ot add notes and drawings to Your PDFS Full scree� Customer Reviews A great start by sand rifting I am a scientist, and I read and review dozens ofjournal articles each year - I love that I now am carrying my entire library ofjournals everywhere on the iPad in iAnnotate. iAnnotate is currently the only app that allows me to markup, comment, and highlight (along with copy /paste) PDF files, and it does those things quite well. The UI is a tad ...More Great App would like VGA output to be enabled by VGA output This app is great! very useful in my field of work. The only request that I would like to see done to the app is to add the ability to view the app via the VGA output. It would be great to be able annotate on a PDF at a meeting using a projector. Fantastic app - and a simple fix for uploading problems by Woody the Woodchuck Now that I finally figured out how to send annotated files back to my Mac, I am exceedingly happy with this app. Like others who have posted here, the primary task I wanted my !Pad for was to highlight and annotate PDF versions of medical articles (lots of tables, graphs). iAnnotate lets me do this readily and, even better, lets me use my finger i http: / /itunes. apple. com / app /iannotate- pdf/id363998953 ?mt=8 7/19/2010 Gomberg, Brad From: ryanhuf @cdw.com Sent: Monday, July 19, 2010 1:55 PM To: Gomberg, Brad Subject: CDW -G Quote VDJ0298 Thanks Brad, Ryan ---------------------------------------------------------------------- This e-mail best viewed in a fixed font such as Courier. BRAD GOMBERG Thank you for choosing CDW -G for your computing needs. Following are the details of your quote. Quote Date: 7/19/2010 Quote Number: VD10298 P.O. Number: IPADZ QUOTE Customer #: 10688504 Payment Terms: MasterCard /Visa Govt Shipped Via: FEDEX Ground -------------------------------- ------- QTY ITEM DESCRIPTION /MFG. PART NUMBER UNIT PRICE EXT. PRICE 12 2035482 APPLE IPAD WI -FI 16GB -USA 495.00 5940.00 APL- MB292LL /A Contract: MARKET 12 2035517 APPLE IPAD KEYBOARD DOCK -USA 66.00 792.00 APN- MC533LL /A Contract: MARKET Subtotal 6,732.00 Freight .00 Sales Tax .00 Total 6,732.00 Ship To: Bill To: VILLAGE OF TEQUESTA BRAD GOMBERG 357 TEQUESTA DR 357 TEQUESTA DR BRAD GOMBERG VILLAGE OF TEQUESTA TEQUESTA FL 33469 -3088 TEQUESTA FL 33469 -3088 If you find any discrepancies or if I can be of further assistance, please let me know. RYAN HUFFINE 1