Transmittal - 10/15/2021ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474 WWW.SLCMAYOR.COM
TEL 801-535-7704
CITY COUNCIL TRANSMITTAL
______________________________ Date Received:
Lisa Shaffer, Chief Administrative Officer
Date Sent to Council:
TO: Salt Lake City Council DATE: 9/15/2021
Amy Fowler, Chair
FROM: Aaron Bentley
Chief Information Officer
Information Management Services
SUBJECT: Digital Donation Program
STAFF CONTACTS:
Nole Walkingshaw, Chief Innovation Officer, nole.walkingshaw@slcgov.com
Kim Thomas, Youth & Family Director, kim.thomas@slcgov.com
Sandy Pho Casement, Senior Innovation Consultant, sandy.casement@slcgov.com
DOCUMENT TYPE: Public Benefits Analysis and Recommendation
RECOMMENDATION: The Administration recommends that a public hearing be held on the
matter of the Public Benefits Analysis and that the Council consider adopting a resolution approving
the donation of 18 surplus computers, keyboards and mice the City no longer intends to use to
families and individuals who currently utilize Youth & Family services.
BUDGET IMPACT: The proposed action will not materially impact the City budget – See the
attached cost analysis.
BACKGROUND/DISCUSSION: The Digital Equity Policy of Salt Lake City was adopted on
September 1, 2020 to address the imbalances related to digital equity. One of the policy’s targeted
action items called for increasing digital access via reliable and affordable devices. The SLC
Innovation Team in IMS has developed an equipment donation program that addresses this very
need.
Every year, the City ends up with about 300-500 surplus computers (laptops and desktops).
Currently IMS sells these devices to TNT Auction every year at a net loss when taking staff time into
consideration. (See attached cost analysis). Instead of selling its surplus computers, IMS is proposing
Lisa Shaffer (Sep 21, 2021 15:57 MDT)
09/21/2021
09/21/2021
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474
WWW.SLCMAYOR.COM
TEL 801-535-7704
the City donate them to community organizations that serve Salt Lake City’s low-income families
and individuals via an open application process. The organization will then disseminate the
refurbished computers to its clients, carry out an initial digital literacy screening and/or training, and
provide information and resources on internet access.
We are currently working with Youth & Family Services (Y&F) on a pilot program to donate 18
Y&F surplus computers, keyboards and mice to families and individuals who currently utilize their
services. Computers, keyboards and mice will also go to a community organization that serves Salt
Lake City’s low-income families and individuals. The organization will then disseminate the
refurbished equipment to its clients. Y&F has the necessary staff and community connections to
deploy this program immediately.
Once all computers are disbursed, the Innovation team will work with Y&F to review and refine
their processes and community engagement strategy. Lessons learned here will be used to inform
IMS’ larger donation program, which would be done on a biannual basis through an internal,
streamlined process the Innovation Team will develop.
By providing computers and resources on broadband access to low-income communities, the
proposed Digital Donation program will benefit the residents of Salt Lake City by: helping bridge
the technology gap in disadvantaged communities, increase digital literacy, improve student
achievement, and reduce the city’s electronic waste output.
According to the 2018 American Community Survey 1 (ACS), 13.3 percent of households in Salt
Lake City do not have internet access and 5.4 percent do not own a desktop or laptop. About 12
percent of households rely solely on a cellular data plan to stay connected. In the City’s Westside
neighborhoods of Rose Park, Poplar Grove and Glendale, a larger proportion of its residents lack
home internet connections, especially among its lower-income and elderly populations. Roughly 22
percent of Westside households lack any broadband subscription of any kind with about 13.3
percent relying solely on mobile data plans to access the web. More than half (55 percent) of the
households with no broadband access of any kind had annual incomes below $35,000. Nearly one-
third of the Westside’s 65+ residents either lived in households with a computer of some kind but
no broadband connection, or with no computer at all.
The pandemic brought this divide into sharp focus as families struggled to coordinate online
education for the first time, find COVID-19 testing sites, and apply for jobs and/or government
benefits in 2020. Mental health issues were exacerbated as lockdowns crept on for months and
physical social contact was restricted. Again, the Westside bore the brunt of the pandemic as it
quickly became one of Salt Lake City’s most severe COVID-19 hotspots 2. With 13 percent of
1 U.S. Census Bureau, 2018 American Community Survey 1-Year Estimates: t.ly/G88Q.
2 Sean P. Means and Nate Carlisle, “Salt Lake County identifies the areas hit hardest by the coronavirus, as Utah
reports four more deaths,” Salt Lake Tribune, 2020 April 20.
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474 WWW.SLCMAYOR.COM
TEL 801-535-7704
Westside households living below the poverty line and nearly 14 percent receiving Supplemental
Nutrition Assistance Program benefits, connecting these residents to resources was vital but proved
difficult as many of the services residents relied on either shutdown completely (i.e., public access
computer labs) or went virtual (i.e., schools).
The proposed Digital Donation program will help bridge this technology gap in Salt Lake City’s
disadvantaged communities by providing refurbished computers to low-income families and
individuals. And because internet access is necessary for many essential activities such as searching
for jobs, civic participation, signing up for public benefits, tele-working/-health, and banking, the
program will also provide resources on how to access low-cost internet, thus ensuring recipients are
fully connected. As recipients learn computer skills, they will become more confident with new
technologies and will be better connected to vital services, friends, and family. Therefore, providing
digital equipment and resources on internet access to low-income communities will enhance the
health, moral well-being, peace and comfort of these residents of Salt Lake City.
Bridging this technology gap will also increase digital literacy and improve student achievements in
Salt Lake City. A recent study by Michigan State University 3 found that students who do not have
access to the Internet from home or rely solely on cellular data perform lower on a range of metrics,
including homework completion and grade point average (half a letter grade lower). The study found
that 64 percent of students in grades 8-11 who do not have home internet access “often or
sometimes” fail to complete homework assignments. The study also found that students with no
home broadband access were less likely to participate in educational activities such as checking
grades, collaborating with peers, researching assignment topics or seeking help from teachers/peers
outside of school hours.
Digital literacy and skills can be taught formally in schools but competency is more likely developed
through frequency of use and online activities that can only be accomplished with a personal device
and home internet access. These skills contribute to broader abilities such as work efficiency,
effective communication and critical thinking. The Digital Donation program advances the City’s
priorities related to education and economic development by equipping Salt Lake City’s children and
their families with the skills needed to succeed in a technology-focused economy, such as Tech Lake
City.
Lastly, consistent with Salt Lake City’s commitment to protecting its natural systems, this program
embraces a resource management approach that emphasizes reducing waste creation and reuse
whenever possible. According to the Environmental Protection Agency (EPA), electronic waste or
e-waste is the fastest growing municipal waste stream in America. E-waste refers to electronic
products nearing the end of their “useful life”. Laptops, however, can be reused and refurbished. By
refurbishing and donating the City’s surplus devices, we will not only help bridge the digital divide
3 Hampton, K. N., Fernandez, L., Robertson, C. T., & Bauer, J. M. Broadband and
Student Performance Gaps. James H. and Mary B. Quello Center, Michigan State University.
https://doi.org/10.25335/BZGY-3V91
ERIN MENDENHALL
Mayor
DEPARTMENT OF INFORMATION
MANAGEMENT SERVICES
Aaron Bentley, Chief Information Officer
P.O. BOX 145474
451 SOUTH STATE STREET, ROOM 306
SALT LAKE CITY, UT 84114-5474 WWW.SLCMAYOR.COM
TEL 801-535-7704
but reduce Salt Lake City’s electronic waste output and enhance the health and comfort of its
residents.
TNT AuctionsREVENUE42979.00 43070.00 43160.00 43252.00 Total 43344.00 43435.00 43525.00 43617.00 Total 43709.00 43800.00 43891.00 43983.00 TotalRevenue Public Auction11574.004936.5036.003195.0019741.501822.506547.501395.00922.5010687.502655.002520.000.002520.007695.00Number of Machines Sold378.00 183.00 2.00 176.00 739.00 162.00 191.00 43.00 39.00 435.00 94.00 96.00 54.00 244.00Dollar per Machine30.62 26.98 18.00 18.15 26.71 11.25 34.28 32.44 23.65 24.57 28.24 26.25 0.00 46.67 31.54COSTFixedStorage5.90 5.78 10.28Total of Finance Cost/machine600.34 0.27 1.22 1.34 0.56 0.55 0.97disposition ( Monti)600.37 0.31 1.38 1.52 0.63 0.62 1.10Employee Time To Pick up and Register Machine22.50 22.50 22.50 22.50 22.50 22.50 22.50 22.50 22.50 22.50 22.50 22.50Total Cost to Prepare per machine16.23 16.23 16.23 16.23 16.93 16.81 18.83 19.09 17.42 17.39 16.23 18.30Software Cost to Wipe Machine4.99 4.99 4.99 4.99 4.99 4.99 4.99 4.99Employee Time to WipeMachine and Inventory Per Machine20.00 20.00 20.00 20.00 20.00 20.00 20.00 20.00 20.00 20.00 20.00 20.00Total Cost to Wipe per machine14.42 14.42 14.42 14.42 19.42 19.42 19.42 19.42 19.42 19.42 19.42 19.42Cost per unit soldEmployee Time for Auction Pick Up & Reconciliaiton (mins) costs600.37 0.31 1.40 1.54 0.64 0.63 1.11Cost per machine0.27 0.23 1.01 1.11 0.46 0.45 0.80Reconciliation costs300.19 0.16 0.70 0.77 0.32 0.31 0.56Cost for Reconciliation per machine0.16 0.33 30.00 0.34 0.18 0.31 1.40 1.54 0.64 0.63 1.11Total time per machine (mins)42.66 42.83 72.50 42.84200.8343.06 42.81 43.90 44.04173.8043.14 43.13 43.61129.87Average Salary for Employee per hour43.27$ 43.27 avg fully loaded costPer Minute 0.72$ 0.72TOTALSTotal $ Spent per machine30.77 30.89 52.29 30.9036.2142.49 42.35 48.24 49.0245.5344.12 44.04 46.6944.95NET Revenue per machine‐0.15‐3.91‐34.29‐12.74‐12.77‐31.24‐8.07‐15.80‐25.36‐20.12‐15.87‐17.79‐0.02‐11.23Ashley 7995547.45Monti 9997259.33Jared 8832852.42Andrew23.0443.27387FY19FY18
Number of Computers Dollars Sold‐ Com
20‐Jun
20 517.5
19 382.5
3 315
3 360
3 315
6 630
54 2520 46.66667
19‐Dec
16 450
16 450
6 360
25 405
26 450
490
3 315
96 2520 26.25
19‐Sep
26 360
25 360
16 405
3 180
3 180
3 315
3 270
390
4 135
4 180
4 180
94 2655 28.24468
19‐Jun
3 180
5 135
3 67.5
2 112.5
18 270
8 157.5
39 922.5 23.65385
19‐Mar
29 450
4 382.5
3 247.5
4 112.5
3 202.5
43 1395 32.44186
RESOLUTION NO. _____ OF 2021
(Authorizing the Donation of Certain City Computers to Benefit Disadvantaged Communities
and Low-Moderate Income Families Through a Digital Donation Program)
WHEREAS, the donation of computers for which Salt Lake City (“City”) has no ongoing
need through the City’s digital donation program advances the educational and digital equity
goals that the City supports; and
WHEREAS, Utah Code Section 10-8-2(1)(a)(v) allows public entities to authorize the
donation of City property to nonprofit entities after a public hearing; and
WHEREAS, though Utah Code Section 10-8-2 does not require a study for such
nonmonetary assistance, in this case the Salt Lake City Department of Finance has performed a
cost analysis related to the costs associated with disposition of City computers that have reached
end-of-life status (“Analysis”); and
WHEREAS, the City Council has, following the giving of not less than fourteen (14) days
public notice, conducted a public hearing relating to the foregoing, in satisfaction of the
requirements of Utah Code Section 10-8-2; and
WHEREAS, the Council has reviewed the proposal provided by the City’s Information
Management Department (“IMS”) to donate 18 surplus City computers, including any
corresponding, keyboards, mice, or other peripheral accessories that are used with such
computers; has reviewed the Analysis provided in connection with the IMS proposal, and has
fully considered all comments made during the public hearing;
THEREFORE, BE IT RESOLVED by the City Council of Salt Lake City, Utah, as
follows:
1.The City Council hereby finds and determines that, for all the reasons set forth in
the IMS Proposal and the accompanying Analysis, the donation of the identified computers and
peripheral accessories through the City’s Digital Donation Program is appropriate under these
circumstances.
Passed by the City Council of Salt Lake City, Utah, this _____ day of _________, 2021.
SALT LAKE CITY COUNCIL
By: ______________________
CHAIRPERSON
ATTEST: APPROVED AS TO FORM:
Salt Lake City Attorney’s Office
______________________________
Jaysen Oldroyd, Senior City Attorney
Date: ______________________ 9/21/2021
2
____________________________
CITY RECORDER