Title
Mail Folding/Inserting Machine - Customer Service Office Equipment Life Cycle Replacement
Proposed Motion
That Council approve an amount of up to $22,500 in 2022 for replacement of the mail folding/inserting equipment funded through the Office Equipment Lifecycle Plan Restricted Surplus, as presented.
Body
Administration Recommendation
Administration supports the proposed motion.
Purpose
To obtain approval to purchase equipment necessary to support Customer Service operations.
Summary
Parkland County has established lifecycle plans for office equipment replacement, funded through the Office Equipment Lifecycle Plan Restricted Surplus, which ensures support for operations to maintain consistent service levels within a stabilized tax funded structure.
Under this process, Parkland County has identified the need and opportunity to acquire new mail folding/inserting equipment in 2022 to replace the existing equipment, originally scheduled for replacement in 2024. This is a critical tool for Customer Service as well as other departments that distribute mail to our residents and businesses like monthly utilities invoices, tax notices, and other correspondence. The current equipment is unreliable, subject to paper jams that are difficult and time consuming to clear and pose pinch point hazards for staff, and often requires servicing by a technician. This threatens major, time-sensitive projects like the spring tax mail out which is subject to a set deadline under the Municipal Government Act.
Approval of this funding request would allow the new equipment to be acquired prior to the end of 2022. This timeline will ensure that the equipment is available, installed, and thoroughly tested prior to the 2023 tax mail-out, and will significantly increase efficiency and safety for staff as well as and provide enhanced options for future mail-outs. Purchasing the equipment earlier than planned will require $9,000 in funding not yet saved for this purpose. This additi...
Click here for full text