r CITY CAF OWA TY

C IP4

E t RA D

To City Council
From Regenia Bailey Mayor
Date June 24 2009

Re Reductions to the City s

Council budget

looked at
Although we have requested budget cuts from other City Departments we have not
I like to discuss this at our
our own budget to reduce expenditures for upcoming years would
next work session

in reductions the stipend that council

propose that we look at two areas our budget for
members receive and our IT charges

future councils I
As you know we cannot change the salaries for the current council only for
2010 Admittedly the
suggest that we freeze our salaries at the FY2009 rate beginning January
of City staff
savings 40 for FY10 but if we have the expectation that salaries
in nominal 998
should be reduced to reflect the current economic climate we should take similar measures in

our department

s FY2010 IT
Council charges total 441
15 charges include eight including one loaner
These
and internet
email
laptops printers IT support for maintenance and replacement charges
additional of 1
2 60 for reimbursement for council
connection fees We also budget an stipend
of of
computers for council business There is a wide range
use
members who use their home

these services among council members but in general I m wondering if this figure could be
reduced without impeding our abilities to understand the issues in front of us or limiting our

abilities to communicate with the public and with staff

Changes would not only involve budget
but also changes to Resolution 117 attached
04
change
do
recognize savings are minimal in comparison to the needs that we have but they
that these
that lead and do our
represent 10 of the City Council budget It is important we
by example
and periodically review our
operations to ensure that things are
part to reduce expenditures
effective manner I look forward to discussing these ideas with you at our work
running in acost
session

Attachment Res 04
117
 rc

Marian Karr City Clerk 410 E Washington St Iowa City IA 52240 319 356
5041
Prepared by

RESOLUTION NO 117
04

MEMBER USE OF CITY

RESOLUTION ESTABLISHING A POLICY FOR COUNCIL
PROCEDURE FOR MAIL
E
LAPTOP AND PRINTER ESTABLISHING
COUNCIL PACKETS AND
CORRESPONDENCE AND DISTRIBUTION OF WEEKLY
PHONE LINE FOR
ESTABLISHING A STIPEND FOR SUPPLIES AND DEDICATED
SERVICE
INTERNET ACCESS OR HIGH SPEED INTERNET

for use of City laptop and

WHEREAS City Council of Iowa City wishes to establish a policy
the
of Council may request a laptop and or printer for
printer to provide that current members
or use of City a
and mail address and
access to weekly council packets via Internet

wishes to offer weekly Council packets via Internet or

WHEREAS the City Council of Iowa City
hard copy replacing the current distribution by CD and

to establish a stipend for supplies and

WHEREAS the City Council of Iowa City wishes
electronic packets and
or m e ail via the City
dedicated phone costs associated with accessing
address

City Information
NOW THEREFORE the attached policy is established for Electronic Access to
and E
Mail policy

1 20 04
Passed and approved this nth day of Agri

li
AYO R
Ap ved by

J
c1
ATTEST j z y a
l
CLERK
CITY City Attorney
s Office

and seconded by E11 iott the Resolution be

It was moved by Champion
adopted and upon roll call there were

AYES NAYS ABSENT

X Bailey
X Champion
Elliott
Lehman
Donnell
O
X
X Vanderhoef
Wilburn

clerklreslcounci epolicydoc
I
 COUNCIL POLICY REGARDING ELECTRONIC ACCESS TO CITY IN1
0RMATION
AND M
E AIL

April 2004

1 Council Members accessing the weekly Council packet may request hard copy weekly
or
and access the weekly packet via the Internet
packet

to use for accessing the

2 Council Members may request owned laptop computer
aCity
business If a Council Member chooses a hard copy packet and
weekly packet or other City
The will provide and
does not utilize City mail no
e computer or printer will be provided City
service only City equipment

their
3 Council Members may also choose to use personal home computer for accessing
far e
mail
weekly packet via the Internet Council Members using their personal computers
to conduct City business
communications should utilize the City m
e ail address provided

mail address will be provided a monthly

4 Upon request Council Members maintaining a City e
stipend to cover the cost of a dedicated phone line to Council residence far Internet access
staff will not
and supplies printer supplies paper etc for their personal printer City ITS
Internet service whether on dedicated phone
service personal home computers or printers
is between the Council Member and service
line Cable Modem or DSL an agreement

for installation and monthly recurring charges far Internet service is

provider Contracting
the responsibility of the Council Member

related business to the City m

e ail address and
5 Council Members should confine their City
NAT a personal a
mail address

6 The City will distribute individual City Council Member a

mail address for those receiving
and a larger amount of a mails may be received
City stipends
via mail
a that the
7 Council Members should advise constituents communicating
correspondence could be public information

The mail correspondence addressed to Council in the next Council

distribute a
8 City will
will not receive any copies of a mails sent to individual Council Members
packet Staff
unless Council was indicated by the sender or later by a Council Member

dedicated phone line to their residence and 10

monthly stipend of 60 dollars 50 for
9 A a

using either City mail or accessing the

e
for supplies will be paid to each Council Member

weekly packet via the Internet

10 If mail address is used far City business amails regarding City matters may be
personal a
a

m
a ails Council Member chooses to retain it
subject to open records requests For those a

is recommended that a separate file either electronic or hard

copy be kept far City
business

e
clerklreslcouncil doc
policy