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Home My WebLink AboutMayor's Office Production Room Computer and Software Item#25. C� fIEN , IN4, IDAHG-. MEMO TO CITY COUNCIL Request to Include Topic on the City Council Agenda From: Dave Miles, Mayor's Office Meeting Date: July 6 2021 Presenter: Dave Miles Estimated Time: 5 mins Topic: Budget Amendment- Production Room Computer Replacement, Software & Equipment Recommended Council Action: Approve the fiscal year 2021 budget amendment in the amount of$4,500 for costs associated with replacing the computer, and acquiring updated software &equipment associated with video production needs. Background: The City maintains a video production computer and software in the Council Chambers Production Room. The computer and software is used for various communication video needs including internal and external video products and requires various video equipment (microphones,tripods, etc.) for production needs. The current MAC computer has malfunctioned beyond repair based on IT evaluation. Based on needs and functionality it is recommended to replace with a windows-based machine and the associated software for video production. During this evaluation, the Communication's team also inventoried equipment and has the need to acquire equipment to maintain continuity in active video production projects and needs. This budget amendment will allow for video production needs to continue uninterrupted. (Examples of representative projects include promotional and educational videos of National Night Out, Movie Night, TVYSS, and other Departmental needs across the City, as well as internal needs.) <end> Page 512 m 3 6/29/2021 9:21 AM City of Meridian FY2021 Budget Amendment Form N) Personnel Costs Full Time Equivalent(FTE): Fund# Dept.# G/L# Proj.# G/L#Description Total E IDIAN.- 01 1841 41200 0 lWages 01 1841 41206 0 PT/Seasonal Wages 01 1841 41210 0 Overtime Please only complete the fields highlighted 01 1841 41304 0 Uniform Allowance 01 1841 42021 0 FICA S Amendment Details 01 1 1841 42022 0 PERSI $ Title: Production Room Computer&Software 01 1841 42023 1 0 Worker's Camp $ Department Name: Communications 01 1841 42025 1 0 JEmployee Insurance $ Presenting Department Name: Communications Total Personnel Costs $ Department#: 1841 Operating Expenditures Primary Funding Source: 1 Fund# Dept.# G/L# Proi.# G/L#Description One-Time On-Going Total CIP#: 01 1841 54350 0 Computers&Printers $ 2,100 $ 2,100 Project#: 01 1841 53360 0 Software Expense $ 400 $ 400 01 1841 54120 0 Electronic Expense(Under$5,000) $ 2,000 $ 2,000 Is this for an Emergency? ❑ Yes o No 01 1941 0 $ - New Level of Service? ❑ Yes o No 01 1841 0 $ 01 1841 1 0 $ Clerks Office Stomp I 01 1941 0 $ 01 1841 0 $ 01 1841 0 $ 01 1841 0 $ 01 1841 0 $ j 01 1841 0 $ 01 1841 a $ - 7-6-2021 Total Operating Expenditures $ 4,100 $ 400 $ 4,500 Date of Council Approval l Capital Outlay Fund# Dept.# G/L# Proj.# G/L#Description Total Acknowledgement Date 01 1841 0 1 Pa_v�M ue,31 6/2 V2021- 01 1841 0 01 1841 0 Department Director 01 1841 0 f L •Z9 QZ;•�u 01 1841 0 0 1 1841 1 0 C7, � nciai Officer Total Capital Outlay $ Revenue/Donations Fund# Dept.# G/L# Proj.# G/L#Description Total C cil riai 01 1841 0 01 1941 0 �I f 01 1841 0 1 Ma or Total Revenue/Donations $ Total Amendment Request $ 4,500 v CD CD v, W City of Meridian FY2020 Budget Amendment Form H:11 Mayors Off icelBudget1FY2021\Prod Rm Computer Replacement_6 29 2021 LO 6/29/2021 9:21 AM City of Meridian FY2021 Budget Amendment Form CU Total Amendment Cost-Lifetime Prior Year(s) Fiscal Year Fiscal Year Fiscal Year Fiscal Year Fiscal Year Department Name: Communications Funding 2021 2022 2023 2024 2025 Title: Production Room Computer&Software Personnel $ - $ _ _ $ _ _ Instructions for submitting Budget Amendments: Operating $ 4,500 $ 400 $ 400 $ 400 $ 400 > Department will send Amendment with Directors signature to Finance{budget Analyst)for review Capital $ - > Finance will send Amendment to Council Liaison for signature Total $ $ 4,500 $ 400 $ 400 $ 400 $ 400 >Council Liaison will send signed Amendment to Mayor Total Estimated project Cost: $ 6,140 ➢ Mayor will send signed Amendment to Finance(Budget Analyst) Evaluation Questions > Finance(Budget Analyst)will send approved copy of Amendment to Department Please answer all Evaluation Questions using the financial data referenced above. > Department will add copy of Amendment to CouncO Agenda using Novus Agenda Manager 1. Describe what is being requested? The City maintains one video production computer with software in the Council Chambers Production Room,and utilizes various equipment(microphones,tripods,audio jacks, mixers,etc.)associated with video production needs. The computer,software and equipment is used for various communication video needs including internal and external i video products. The current MAC computer recently malfunctioned beyond repair based on IT evaluation and it is recommended to replace with a windows based machine and associated software. Through evaluation,there are also current equipment needs to affect video prroduction products. 2 Why was this budget request not submitted during the current fiscal year budget cycle? The machine died requiring a repalcement machine and updated software,and there is a need to aquire currenity needed equipment. 3. What is the explanation for not submitting this budget request du6ng the next fiscal vear budget cvcle? _ There are current video production product needs across various deaprtments that this amendment is needed for. 4.Describe the proposed method of funding? If funding is split between Funds(i.e..General,Enterprise,Grant), please include the percentage split. List the amounts and General fund. 5.Does this request align with the Department/City's strategic plan? If not,please explain how this request was not included in the Department/City strategic plan? Yes-government excellence in providing increased accessibility and transparecny to government services and information. 6. Does this request require resources to be provided by other departments? if es please describe the necessary resources to be provided by other departments, IT to source,order and install machine. 7.Does this Amendment include any needed Equipment or Software that will utilize the Cit 's network? Yes or No - 8.Is the amendment going to result in the disposal of an asset? Yes or No Yes_--dead..ma.chjne � 9.Any additional ? N/A Total Amendment Request $ 4,500 N ry effort should be made to avoid reopening the budget for an amendment. Departments will need to provide backup and appear before the City Council to justify budget amendments. �* Budget amendments are intended for emergency or mandatory changes to the original balanced budget. Changes to the original balanced budget may cause a funding shortfall. E City of Meridian FY2020 Budget Amendment Form HM Mayors OfficelBudget1FY2021\Prod Rm Computer Replacement-6 29 2021