2000/01/11 City Council Resolution (10)RESOLUTION NO. 2000 -10
RESOLUTION OF THE COUNCIL OF THE CITY OF ROHNERT PARK APPROVING
AN
EMPLOYEE COMPUTER PURCHASE PROGRAM
BE IT RESOLVED that the Council does hereby approve the
attached Employee Computer Purchase Program; and
BE IT FURTHER RESOLVED that the Finance Director is
authorized and directed to execute any and all documents for and
on behalf of the City.
DULY AND REGULARLY ADOPTED this 11th day of January, 2000.
CITY OF ROHNERT PARK
ayor
FLORES: AYE REILLY: AYE SPIRO: AYE MACKENZIE: AYE VIDAK- MARTINEZ: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
Employee Computer Purchase Program Policy
I. PURPOSE
The purpose of the Employee Computer Purchase Policy is to define an employee loan program for the
purchase of personal home computers. The intent of the program is to elevate the computer literacy of
regular City employees through the purchase and use of computers and software.
II. POLICY
Any regular employee, who has completed probation, is eligible to participate in the Employee
Computer Purchase Program, on a first come -first served basis.
III. PROGRAM
A. Eligible Purchase
Any personal computer system, system components or software may be purchased as long as it
meets the following minimum criteria:
Computing System (At Least) - updated 11/2002:
1. The random access memory (RAM) is 256 megabytes
2. CD & DVD drives and recorders
3. 15" VGA Screen and controller card
4. Hard disk capacity of 10 GB
5. The current version of Windows (ME, 98, XP or 2000).
6. Laptop computers qualify for the program as long as they meet the above specifications.
7. Any other system design that would include eligible components as identified below, or as
approved by the application review team.
Eligible Component Purchases:
1. Mother Board Upgrade
2. Additional Hard Disk
3. Printer
4. Modem
5. CD & DVD drives and recorders
6. Monitors
7. Any other components determined to be eligible by the application review team.
Eligible software includes all business and utility software such as: spreadsheets, word
processing, databases, PC Tools or Norton Utilities. Eligible software does not include any
games or entertainment software.
B. Loan Limits and Payments
A maximum of $200,000 shall be set aside to fund the Employee Computer Purchase Program.
When loans are repaid, the repaid principal shall then become available for future loans. The
term of each loan shall not exceed 24 months, and no loan amount shall exceed the maximum of
$2,000 or be less than the minimum of $500. All monies loaned shall accrue interest at the rate
last determined by the City's Finance Director as that rate earned on the City's combined
portfolio, or LAIF, whichever is greater at the time the Loan Agreement is executed. Typically,
the interest rate would fall in the range of 5% - 7 %. The interest rate, once determined, shall not
change during the term of the loan.
Loan repayments will be made through payroll deduction on a bi- weekly basis. The Finance
Director will determine the monthly repayment rate and provide for the employee a loan
repayment schedule at the time the loan is apprnvPrl_ Loans are clue and pay !e in 6,1,11 ,y,,pnn
termination of employment for whatever reason. For employees who on a temporary basis do
not receive pay, for whatever reason, a monthly bill will be sent for payment due.
Employees may prepay their loans at any time without any prepayment penalties. Should funds
available for this program be used in their entirety, eligible employees shall receive loans on a
first come -first served basis as the fund is replenished.
C. Loan Application and Approval
Any employee interested in participating in the Employee Computer Purchase Program may
make application by completing the Application Form and Specification Sheet, a copy of which
is attached to this policy as Exhibit A. The loan application shall be reviewed and approved by
the Finance Director.
Once approved, the application will go to the Finance Director who will calculate the interest
rate and prepare a loan repayment schedule. The loan repayment schedule will be an attachment
to the City of Rohnert Park Employee Computer Purchase Loan Agreement, a copy of which is
listed as Exhibit B to this policy.
D. Annual Report
The Finance Department shall present a report to City Council on an annual basis beginning with
the second Council meeting in the month of April. The report shall contain as a minimum:
annual amount loaned, annual amount paid, any delinquencies and number of loans outstanding.
Name:
Home Address:
City of Rohnert Park
Employee Computer Purchase Program
Loan Agreement
Dept:
The above -named employee ( "Participant ") of the City of Rohnert Park ( "City ") has been provided a copy of
the City of Rohnert Park Employee Computer Purchase Program Policy ( "Plan ") and hereby elects to purchase
a personal computer and /or certain related equipment and software ( "Equipment ") and participate in the
financing arrangement offered under the Plan, and further, agrees to and accepts the following terms and
conditions:
1. The price of the Equipment to be purchased (including taxes and any other fees /costs) is
$ and is identified on the attached Specification Sheet.
2. The City agrees to make an interest - bearing loan to the Participant in the amount of $
for the period not to exceed 24 months to purchase specified Equipment, with a fixed interest rate of
3. Participant authorizes the City to deduct $ from the bi- weekly paycheck of the
Participant, after taxes have been calculated and deducted, beginning until the
amount identified in Paragraph 2 above has been paid, plus interest. Participant may elect to pay the
remaining unpaid balance at any time prior to the last payroll deduction with no prepayment penalty.
4. Participant agrees not to sell, trade or otherwise dispose of the Equipment or any portion thereof until
the loan has been paid in full. Participant also agrees the use of the Equipment will be limited to the
Participant's own use and that of his/her immediate family and any reassignment or transfer of the
Equipment or this Agreement will result in cancellation of this Agreement and acceleration of the
payment of the full outstanding balance. Violation of these provisions will require Participant to
immediately pay to the City the remaining amount due on the loan, including any amount of interest.
5. Upon termination of Participant from the employment of the City for any reason, any remaining amount
to be paid to the City under this Agreement shall become due and payable immediately. Employee
hereby authorizes City to withhold from his/her final pay, including vacation payoff, any amount
remaining under this Agreement, including any fees for processing, costs for recovery and interest and
principal due. If sufficient funds are not available on final paycheck, the balance due will be set up on a
payment schedule with billing on a monthly basis.
6. If, during the term of this Agreement, Participant goes on leave without pay, Participant will receive a
monthly bill from the City for an amount equal to the monthly payment due under this Agreement and
Participant agrees to pay same.
7. Under no circumstances will the loan be forgiven.
Agreed to: Date:
City of Rohnert Park
Employee Computer Purchase Program
Application Form and Specification Sheet
Name: Dept:
Home Address: Work Phone:
Transaction Type: ❑ New System ❑ Add to Existing System (See Note Below)
ITEM (specific items to be acquired) PRICE
Subtotal 1
Discount
Subtotal 2
Tax
Grand Total
Note: If this application is for additions to an existing system, detail system configuration on the reverse of this
application.
Was the system for which the additions are being sought acquired under the City of Rohnert Park Plan?
❑ Yes ❑ No
If yes, date of acquisition:
Please attach purchase receipts or invoices to this form (required)
Employee Signature Date
City Approval:
Finance Director Signature Date
City of Rohnert Park
Finance Department
Attention: Payroll
City Hall
130 Avram Avenue
Rohnert Park, CA 94928
TO WHOM IT MAY CONCERN:
This will authorize you to withhold $ from my bi- weekly paycheck for the next 24 months. This
deduction is for repayment of my computer purchase loan from the City.
Employee Signature
Date