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Home My WebLink About _ 4.3(a)--Additional SharePoint Storage GI �" Y C� F � � �- ' � ° � � i � CITY OF REDDING �� REPORT TO THE CITY COUNCIL MEETING DATE: December 16, 2025 FROM: Tony Van Boekel, Chief ITEM NO. 4.3(a) Information Officer/IT Director ***APPROVED BY*** ry� a w�� r�� .� � s �,.�. o- �" �� "'.. " � � „ � ,�. � �� m Pony Va��13o�v �hicffzif�+n�aaFi��x�tAC icer.'�` �raulcar�� .,w 3?fl�ll?a25 tS;V� c� �, t1t e ' ��S/�1/��1�v,`f �� tvanboekel@cityofredding.org sbade@cityofredding.org SUBJECT: 4.3(a)--SharePoint Additional Storage Recommendation Authorize and approve the following: (1) Adopt Resolution approving and adopting the 19th Amendment to City of Redding (City) Budget Resolution No. 2025-049 decreasing appropriations for Fiscal Year 2026 by $11,060, and increasing appropriations for Fiscal Year 2027 by $11,060, all related to repurposing budgeted funds to cover the costs associated with SharePoint storage needs as part of the City-wide Microsoft 365 project; and (2) A�uthorize the City Manager, or designee, to approve up to 20 additional terabytes of SharePoint storage, at $0.18 a gigabyte per month with a maximum cost of $43,200 annually. Fiscal Impact There is no impact to the General Fund with this action as funds are budgeted. Existing budgeted funds can be repurposed from the Capital Hardware account to cover the cost of the additional storage in year one and year two, totaling $18,432. The cost for year three wi11 be incorporated into the 2027-2028 Budget Cycle. Additional storage will be purchased utilizing the Enterprise Agreement pricing established between De11, the City of Redding (City), and Microsoft as part of the Microsoft 365 project. SharePoint storage is billed at $0.18 per gigabyte (GB) per month. The Enterprise Agreement pricing is valid for three years, with annual true-ups as needed. The first year is prorated. For 5,120 GB of storage over eight months, the prorated cost for year one is $'7,372.80. The cost for years two and three, assuming the same amount of storage, is $11,059.20 per year. Report to Redding City Council December 12, 2025 Re: 4.3(a)--Additional SharePoint Storage Page 2 Alter�native Actzon The City Council could choose not to authorize the repurposing of funds, and provide alternate direction. Background/Analysis The Microsoft 365 project includes 11 terabytes (TB) of SharePoint storage, which is currently at 66 percent utilization. To ensure that City staff has the ability to access files, create and save files, staff must immediately purchase an additional 5 TB of SharePoint storage. This ensures sufficient capacity for departments to finalize their migrations and create new documents. Sufficient SharePoint storage is vital to all City business, and without sufficient available storage work stoppage will impact all parts of the City. Utilizing SharePoint increases the ability to collaborate, provides increased security, and efficiency to the City by providing cloud access to files, and modern document management tools along with increased data retention features. The Microsoft 365 project is a Council-approved and budgeted Information Technology project. Additional purchases with budgeted funds to address staffing needs on the Enterprise Agreement are authorized by Council. This staff report is provided to ensure transparency to the Council regarding project costs. As more departments and staff leverage the collaboration and efficiency tools in SharePoint, the department via the City Manager wi11 need authorization to approve additional storage to meet that demand in real time. Delays in being able to add space will result in work stoppages. Authorizing the City Manager to approve up to 20 TB of additional storage will allow for continued and efficient use of the tool. SharePoint is a new environment for the City, and the exact sizing requirements cannot be measured. Adoption of SharePoint is currently at 221 active users; one month prior it was 105 active users. We have 2,583,973 files currently in SharePoint. Considering that the adoption rate is growing, it is reasonable to expect that the fles in the environment will also increase. While we are acclimating to SharePoint, it is imperative that we have sufficient storage, in a timely fashion to continue to allow users to leverage the platform in their work areas seamlessly. Environmental Review This is not a project defined under the California Environmental Quality Act, and no further action is required. Council Priority/City Manager Goals • Budget and Financial Management— "Achieve balanced and stable 10-Year Financial Plans for all Funds." � Communication & Transparency — "Improve the quality and quantity of communication with the public and City employees to enhance knowledge and increase transparency to improve public trust." � Government of the 215t Century — `Be relevant and proactive to the opportunities and challenges of today's residents and workforce. Anticipate the future to make better decisions today." Report to Redding City Council December 12, 2025 Re: 4.3(a)--Additional SharePoint Storage Page 3 Attachments ^Budget Resolution RESOLUTION NO. 2025 - A RESOLUTION OF THE CITY OF REDDING APPROVING AND ADOPTING THE 19th AMENDMENT TO CITY BUDGET RESOLUTION NO. 2025-049 DECREASING APPROPRIATIONS FOR FISCAL YEAR 2026 BY $11,060 AND INCREASING APPROPRIATIONS �OR FISCAL YEAR 2027 BY $11,060 FOR ADDITIONAL STORAGE FOR MICROSOFT 365 PROJECT BE IT RESOLVED BY THE C�TY COUNCIL OF THE CITY OF REDDING THAT Budget Resolution No. 2025-049 be and is hereby amended as follows: Fiscal Year Ended 2026 FUND DNISION DESCRIPTION INCREASE DECREASE 311 3101 Information Technologies $0 $11,060 Fiscal Year Ended 2027 FUND DIVISION DESCRIPTION 1NCREASE DECREASE 311 3101 Information Technologies $11,060 $0 THAT account titles and numbers requiring adjustments by this Resolution are as follows: Fiscal Year Ended 2026 USE SOURCE OF FUNDS OF FUNDS Decrease(Increase)Beginning Balance 311-3101-2910000 Fund Balance $ (ll,060) Increase Expenditures 311-3101-7500002 Equipment $ (18,430) 3ll-3101-7930010 SBITA 7,370 Tvtal $ (11,060) $ (11,060) Fiscal Year Ended 2027 USE SOURCE OF FUNDS OF FUNDS Increase(Decrease)Beginning Balance 311-3101-2910000 Fund Balance 11,060 Increase Expenditures 311-3101-7930010 SBITA $ 11,060 Total $ 11,060 $ 11,060 THAT the purpose is to decrease appropriations for fiscal year 2026 by $11,060 and increase appropriations for fiscal year 2027 by$11,060 for additional storage for Microsoft 365 project. I HEREBY CERTIFY that the foregoing Resolution was introduced at a regular meeting of the City Council of the City of Redding on the day of December, 2025 and was duly adopted at said ineeting by the following vote: AYES: COUNCIL MEMBERS: NOES: COUNCIL MEMBERS: ABSENT: COUNCIL MEMBERS: ABSTAIN: COUNCIL MEMBERS: MIKE LITTAU, Mayor ATTEST: FORM APPROVAL: SHARLENE TIPTON, City Clerk CHRISTIAN M. CURTIS, City Attorney