Resolutions also provided some start-up funding for the program and an annual operating budget savings resulting from Pay As You Go program.
Council Resolution CR160/2006 added networking equipment to the PAYG Plan and Council Resolution CR175/2006 added servers to the PAYG plan as the relevant leases expired. A portion of that lease funding was transferred to PAYG. Additionally, Windsor Police Service has annually contributed to the PAYG reserve fund since 2003 based on the number of personal computers (PC's), printers, servers, and phone systems being used. When Information Technology Services makes PAYG procurements for the Windsor Police Service, the purchases are undertaken in compliance with the City's Purchasing Bylaw and the Pay As You Go Plan.
Council Resolution CR 139/2015 (Appendix) approved the Windsor Police Service to follow the same process as the City of Windsor Information Technology Department with respect to managing, tracking and reporting PAYG expenditures to City Council for the annual reserve fund transfer. It further approved that all current and eligible Windsor Police Service PAYG expenditures continue to be funded from the PAYG Leasing Reserve Fund # 170, with the understanding that some flexibility may be required as business and technology evolve.
4. DISCUSSION:
In order to facilitate tracking throughout the year, a PAYG operating class code was created so that PAYG eligible expenses could be charged and accounted for in the Windsor Police Service operating fund. The eligible expenses are as follows:
Replacement PC's (desktop PC's, laptop PC's, CAD workstations, monitors)
Printers, phone system upgrades
Parts and maintenance for out-of-warranty PC's
Networking and Server lifecycle management (maintaining, replacing infrastructure using evolving technology to improve efficiency and total cost of ownership)
Other technology equipment that may be required as business and technology evolve
Annually, at year-end, this PAYG operating class code is funded from the PAYG reserve in compliance with the original plan.
In 2019, the Windsor Police Service purchased 14 replacement workstations, related peripheral equipment, warranties, various replacement parts, and networking equipment.
5. RISK ANALYSIS: N/A
6. FINANCIAL MATTERS:
The amount of the transfer from the PAYG reserve fund to the WPS PAYG operating account for the eligible 2019 expenses was $144,180.16 (net HST included). Projections for technology purchases from the PAYG Leasing Reserve Fund are straight-line calculations overseveralyears.Theseprojectionswereinitially calculatedwhentechnologyitems were added to the PAYG plan and have been regularly assessed by City Administration, WPS I/T and Finance. In most years since the above items were added to the PAYG plan, the actual expenditures for the Windsor Police Service were significantly less than