Board approves surplus equipment list, moves to amend records-preservation grant to add plotter/scanner

The Board of Aldermen approved Public Works' request to surplus several pieces of equipment and authorized staff to amend the city's local records-preservation grant application to include a replacement large-format plotter/scanner.

Public Works presented a list of eight items for surplus, which included inoperable and replaced units. Staff said some vehicles and mowers are costly to repair or were superseded by newer equipment; they plan to list items through government surplus channels and other sales venues. Alderman Clause moved to surplus the equipment listed in the memo; Alderman Wissbrough seconded and the motion carried by voice vote.

Records-management staff reported the city's large-format scanner and plotter are at or near end of life; inkjet cartridges dry out when the plotter sits idle and OEM print-head support has been discontinued, creating maintenance and supply risks. Staff said a single combination toner-based plotter/scanner would be more cost-effective and more durable for occasional use than a separate inkjet plotter and scanner. The parcel-conversion and records-retention work could be supported by a state/local records-preservation grant; staff said the grant allows applications up to $20,000 and that adding the plotter/scanner to the grant would leave an estimated $6,000 out of pocket by the city.

Alderman Harrell moved to amend the grant application to include the plotter/scanner; Alderman Brightshaft seconded and the board approved the motion by voice vote. Staff will pursue the grant amendment and, if successful, purchase a toner-based large-format plotter/scanner that does not rely on consumable print heads and whose toner will not dry out between infrequent uses.

The board approved both motions by voice votes. Staff will manage surplus sales and proceed with the grant amendment and procurement if the grant is awarded.