HomeMy WebLinkAbout2012-02-01 PACKET 04.C.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 2/1/12
PREPARED BY Finance Robin Roland
ORIGINATING DEPARTMENT DEPARTMENT HEAD
COUNCIL ACTION REQUEST
Recap of cost savings due to electronic packets /iPad usage
STAFF RECOMMENDATION
Information only
BUDGET IMPLICATION N/A
BUDGETED AMOUNT
ADVISORY COMMISSION ACTION
DENIED
DATE
REVIEWED
❑ PLANNING
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❑ PUBLIC SAFETY
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❑ PUBLIC WORKS
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❑ PARKS AND RECREATION
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❑ HUMAN SERVICES /RIGHTS
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ECONOMIC DEV. AUTHORITY
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SUPPORTING DOCUMENTS
® MEMO /LETTER: Roland 1/27112
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS
City
N/A
ACTUAL AMOUNT
APPROVED
DENIED
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r Datc
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED
H: \Council items \City Council Action Form.doc
City of • , ,• - Grove
Finance Department
TO: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
FROM: Robin Roland, Finance Director
DATE: January 27, 2012
SUBJECT: Cost savings due to use of electronic packets /iPads
#
Introduction
At the January 18, 2012 meeting, Council requested a recap of cost savings due to the use of
iPads (electronic packets versus paper packets).
Discussion
When we use the phrase "cost savings ", in reality we are talking about two components: actual
physical cost savings (less paper, less cost of copying) and opportunity cost savings (staff time
spent). This memo addresses both components.
We have been using the electronic method of packet delivery /review at Council meetings since
April 20, 2011. Prior to that date, there were 18 copies of the agenda packet and supporting
materials prepared. Since April 20 th , there is one electronic copy which is sent out to as many
people as request it and two paper copies made. The chart below shows a comparison of the
difference if we were still processing all as paper copies.
Material Costs 4/20/2011 thru 12/21 /2011. Packets.
Material Costs
Paper -linty Packet Scenario
' (18 Paper Copies)
Current Scenario Electronic /Paper
(2 Paper Copies)
Item
rCost per Unit
Pages /impressions
'Subtotal
Pages /Impressions
>Subtotal
Paper Cost per Page
0.00720
46,296
! 333.33
5,144
37.04
Copier Click Charge Per Impression
0.00485
82,459
39992
-' 9,162
44.44
Postage for Mailed Copy (Attorney)
$5.00 /Packet
100.00
-
Total Material Cost
83325
81.47
Savings with Current Scenario
751.78
The opportunity cost is where we believe the largest "savings" has occurred. Under the paper
packet scenario, staff spent an estimated six hours of preparation time in copying and collating
18 packets for each meeting. These packets were then delivered by CSO's, taking roughly an
hour and a half of staff time per meeting. An additional hour after each meeting was necessary
to file /upload the packet into the Laserfiche system. With electronic packets, staff preparation
time has dropped to three hours each "Agenda day" and the delivery time and post meeting
packet filing time have been eliminated. We conservatively estimate that from April to
Honorable Mayor, City Council, and Ryan Schroeder
Page 2 of 2
December 2011 this equates to $3,068 in salary and benefits which were able to be devoted to
other job responsibilities.
Requested Action
This is for Council's information only. My thanks to Neil Belscamper for his compilation of all
the data used for this analysis.