HomeMy WebLinkAbout2012-19 Paperless Agenda Packet Equipment ReimbursementRESOLUTION NO. 2012-19
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF UKIAH
ADOPTING PROVISIONS FOR REIMBURSEMENT OF COUNCILMEMBERS FOR
PURCHASE OF ELECTRONIC EQUIPMENT NECESSARY FOR PAPERLESS
AGENDA PACKET REVIEW
WHEREAS:
1. Ukiah City Code ("UCC") Section 60 provides for reimbursement of City Councilmembers
for actual and necessary expenses incurred in the performance of official duties for the City; and
2. The City Council has determined that it is cost effective for the City of Ukiah to institute a
paperless agenda process utilizing the electronic infrastructure now in place for provision of electronically
based agenda packets; and
3. Adoption of the FY 11/12 City Council budget included an allocation for miscellaneous
supplies and electronic agenda equipment:
NOW, THEREFORE, BE IT RESOLVED that:
1. Each current Councilmember shall be eligible to receive reimbursement for the actual cost of
eligible electronic equipment in an amount not to exceed $600 by meeting the following
conditions:
a. The electronic equipment is eligible if it allows for the Councilmember to receive, read,
and utilize agenda materials provided in an electronic format as a substitute for paper
copy within the confines of current City technology and without additional and/or
individual assistance from City staff.
b. The electronic equipment will be maintained, operated, and supported by the individual
Councilmember without on-going assistance from City staff. City staff will provide
start-up assistance where needed.
c. Current Councilmember shall make a reimbursement request prior to June 30, 2012. A
receipt of purchase shall be provided to the City. An exception for a receipt will be
made for current members only where that member purchased equipment prior to
adoption of this resolution, and a receipt is not available. In that case, the member may
produce another reasonable validation for the amount requested.
2. Councilmember shall utilize the equipment for their four-year term of office. Members will
be eligible for one replacement during that term of office due to equipment loss or damage.
Members are encouraged to assure that a standard or extended warranty is provided with the
equipment purchased. Repairs to equipment will be made at the individual Councilmember
expense.
3. Upon being sworn into a new term of office, each Councilmember will be eligible to be
reimbursed for the actual cost of electronic equipment meeting the performance standards in
#l.a, above, not to exceed $600, subject to the conditions in #Lb, above. The provisions of
item #2, above, will also apply.
4. After July 1, 2012, all Councilmembers will be required to utilize electronic equipment in
order to assist with cost reductions associated with paperless agenda production except where
the following conditions apply:
a. Where a Councilmember's study, understanding, and review of an agenda item is
improved by having a paper copy of a particular agenda item, a Councilmember may
request that item to be printed. Such requests shall be made to the City Clerk and/or
City Manager by no later than close of business two days before the meeting. For
Special Meetings and Workshops, printed agenda materials will be provided if requested
at least 4 hours prior to the posted meeting time. It is understood that the provision of
printed copies will be made on an occasional basis, and is not intended to become a
regular printing of agenda items.
b. Printed materials will be provided for meetings called on an emergency basis if
requested by a Councilmember.
c. It is the intention of the City Council to proceed with a paperless agenda process to the
fullest extent possible, and all Councilmembers shall be expected to use that medium.
Should the electronic format become an impediment to decision- making for any current
and/or future Councilmember, that member may exclusively use a printed format. A
member using an exclusively printed format may take steps to migrate towards the
electronic format, but will not be eligible for equipment reimbursement until the
member makes exclusive use of electronic agenda packets, limiting paper copies to
occasional use as provided in item 4.a, above.
d. Any member may choose not to seek reimbursement for eligible electronic equipment,
choosing instead to self-fund this particular expense. The electronic equipment
reimbursement of up to $600 is not available in such cases, for any other purpose.
This resolution shall remain in effect until December 31, 2014, at which time it is repealed,
unless extended or revised by the City Council. The City Clerk is directed to place on a City
Council agenda not later than sixty (60) days prior to December 31, 2014, an agenda item to
consider extending or revising this resolution.
PASSED AND ADOPTED at a regular meeting of the City Council held on April 4, 2012, by
the following roll call vote:
AYES: Councilmembers Thomas, Baldwin, Vice Mayor Crane, and Mayor Landis.
NOES: None.
ABSENT: Councilmember Rodin.
ABSTAIN: None.
ATTEST:
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Anne Currie, City Clerk
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