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Planning commissioners weigh options to replace aging iPads; staff to return with cost and data‑plan analysis
Summary
Commissioners discussed four options — new iPads, alternative tablets or laptops (Surfaces), bring‑your‑own‑device with city email, or shared city iPad pool — and raised cost, data connectivity and note‑taking as key considerations. Staff will consult IS and report back at a future meeting.
Planning commissioners spent the Jan. 8 meeting discussing how to replace or modernize the iPads the city provides them, citing repeated connectivity and software‑update problems with the devices currently in use.
Staff said the commission’s iPads are third‑generation devices that Apple will no longer support and described four options: buy new iPad (current model), purchase alternative tablets or small laptops (for example, Microsoft Surface devices), move to a bring‑your‑own‑device (BYOD) model with a City‑issued email account, or continue using a pool of city‑owned iPads that commissioners sign in to for each meeting. The staff presentation noted tradeoffs including data‑plan costs, the ability to annotate documents, and IS compatibility.
Commissioners favored flexibility and flagged several practical considerations: several commissioners said they prefer devices that permit markup and note taking (one recommended Surface models), others stressed fiscal stewardship and suggested staff evaluate cost differences. Commissioners also raised equity and accessibility questions — whether new members may lack home Wi‑Fi and might need a city hotspot — and staff responded that the city can provide hotspot devices if needed.
Key points
- Devices in use are third‑generation iPads, which staff described as near end‑of‑support; staff noted Apple’s latest models (referred to as iPad 10 in the discussion) would be an option but are among the more expensive choices.
- Four options discussed: (1) purchase new iPads for each commissioner; (2) purchase alternative tablets or small notebook computers (e.g., Microsoft Surface); (3) allow commissioners to use their own devices but require a City of Lacey email that keeps records on city servers for public‑records purposes; (4) use a shared pool of city iPads for in‑person meetings while allowing BYOD for remote access.
- Staff estimate the city maintains a set of loaner iPads ("a collection of, I think it's 10 to 15 iPads" per the staff presentation) for meetings. Staff also noted that city IS generally prefers Microsoft‑based devices for broader support.
Outcome and next steps
Staff will consult the IS department on costs, data‑plan implications and implementation options and report back at a future meeting with a recommended path forward. Commissioners asked staff to include cost comparisons and the option of providing hotspots for members who lack reliable home internet.
