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Staff recommends cutting leased copiers, buying five owned machines to save district money
Summary
District finance staff told the finance committee they reviewed 17 leased copiers, recommend reducing leases to 11 and buying out five lower-volume machines; staff said the change lowers the admin lease to $1,677 and transfers service agreements to purchased machines.
Staff member (Speaker 3) told the finance committee the district reviewed every copier and determined "we did have 17 machines on that lease, and we actually are down to 11 that will be leased." She said several high-capacity machines were downsized and some features removed because they were not needed.
"The current lease ... was 2,563 dollars and decreased that down to 1,677. So that's $886 a month," Staff member (Speaker 3) said, summarizing the proposed payment change and characterizing it as a significant cost reduction over the lease term. She recommended buying out five lower-volume machines rather than leasing replacements and said existing service agreements would remain with purchased units.
Committee members asked whether the devices support individual logins and whether IT supports the models. Staff confirmed login tracking is in place and an IT staff member (Speaker 8) said the hardware has been "pretty reliable." The committee asked staff to monitor year-to-year usage and consider rolling machines into a single lease when other leases expire.
Next steps: staff will proceed with the consolidation plan, carry service agreements to purchased machines, and continue to monitor usage and costs. No formal motion or vote was recorded at the meeting.
