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HomeMy WebLinkAboutFS 2012-12-04 Item 2F - Policy - Council iPad Usage and Support City of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Finance & Safety Committee FROM: Kimberly Matej, Government Relations DATE: November 27, 2012 SUBJECT: City Council DRAFT Procedure: iPad Usage and Support ISSUE A draft policy relating to iPad Usage and Support has been created for use as a Council Operating Policy and Procedure. BACKGROUND Since 2010, the City Council has been working towards creating standard operating policies and procedures applicable to the Council. When a draft policy is ready for review, it comes before the full Council for discussion and consensus to implement, as appropriate (reference City Council minutes dated February 22, 2010 attached). Compilation and implementation of this document, as a complete and useful tool, is expected to be a lengthy process. DISCUSSION This specific draft policy relates to Council Technology: iPad Usage and Support. It was created through collaborative efforts of Councilmember Dennis Robertson and City staff (Council, City Attorney, Information Technology and City Clerk). The draft policy has also been reviewed by the Council President, who recommended this item be reviewed by the Finance & Safety Committee prior to being forwarded to full Council for a decision to implement. RECOMMENDATION There is no staff recommendation in regard to this item as this is a draft Council policy/procedure applicable to and implemented by consensus of the Council. If the Committee recommends Council implementation of the draft policy, the next procedural step would be to forward this item to the December 10, 2012 Committee of the Whole for full Council discussion and a motion to approve at the Special meeting to follow that same evening. ATTACHMENT Draft Council Procedure: Council Technology— iPad Usage and Support Minutes from the February 22, 2010 Council meeting W12012 Info Memos-Council\IPADUsage.doc 49 50 COUNCIL POLICY & PROCEDURE Council Technology: Pad Usage and Support Pads are the current technology tool that have been assigned to each City Councilmember for their use in conducting City business. Pads are the property of the City of Tukwila, and as such are expected to be maintained in a responsible way and used in a manner consistent with the City's Code of Ethics and applicable laws. The Pads are issued to Councilmembers with standard, basic business software; local storage; 4G LTE wireless and Wi-Fi communication capability; hard case with a Bluetooth keyboard; and a device charger. Purpose of the iPads The Pads are intended to meet the majority of individual Councilmember business needs such as: email, word processing, spreadsheet creation, Internet access and browsing, note taking, document annotation, maintaining contact information, and calendaring. In addition, the Pads are designed and intended for mobile use by Councilmembers. Thus, a Councilmember can access official business email anywhere and use the mobile capability for the vast majority of their City work. Finally, the Pads have capability to access the City's internal network for virtual Windows access for both long-term data storage and access to more capable business applications. It is expected that individual Councilmembers may have differerit_requirernents for business applications. The Council budget allows for i purchasing-a--va�rie-yi of Pad applications for these purposes. Acceptable Use This is a Council-imped ;polity 'and procere and eachoundilm mber is expected to adhere to the fd�lIowing\guidefine�; • City-owned iP�ds„shoduld be used! for official City-rdlated business only. • Any viewing, i sharing or it nsmission of, ttma4e ial..r containing' inappropriate content, offensive langoag , dprggatpry�umb�s gossip �other content not in keeping with the City of Tukwila's mission is sfrict� prohibited. • Pads shoud_,never be left in a vehicle or other unsupervised area that could lead to theft of the device. • All Pads will be enrolled in the City's mobile device management application. This program offers enhanced security for the device and can be used to "wipe” the data and any connections to the City's network should the Pad become stolen or lost. Information Technology staff should be notified immediately if the Pad is no longer in the Councilmember's personal control. • When upgraded versions of licensed software/applications are available, the Pad should be given to Information Technology or Council staff for updating and appropriate downloading. • If a Councilmember needs training for use of the Pad or on a standard application that is installed on the Pad, contact Information Technology or Council staff. • In general, Information Technology and Council staff may only be able to provide support for basic and standard Pad applications available to all Councilmembers. • If a Councilmember requires use of a software/application that is not part of the standard, basic issued applications, the Councilmember should contact Council staff to purchase the application with Council budget funds. Page 1 of 3 51 COUNCIL POLICY & PROCEDURE • The camera function on the iPad should be utilized for official City business only. Photographs and/or videos on the iPad are subject to the Public Records Act and discoverability as discussed later in this policy. • Questions and/or concerns regarding permanent storage or network software should be directed to Information Technology staff. iPad, Public Records Act& DiscoverabilitY Local government records must be made available for review by the public, unless they are specifically exempted or prohibited from disclosure by state statute. In Washington state, Ch. 42.56 RCW is known as the Public Records Act. That RCW chapter contains many of the primary disclosure exemptions and provides the basic procedures required for disclosure of public records by all local government agencies inWashington. In general, as a Councilmember, it is your responsibility to be aware of this Act and of the requirements the City must meet to maintain compliance. To comply with this Act, information that may need to be made available for review by the public must be searchable and accessible by the City Clerk or other designated City representative. In order to meet these requirements and maintain transparency in local government, Councilmembers should utilize the following policy terms to conduct City-related business on the iPa& • The designated City email address given----to l I each Co'uncilmember (ie: firstname.lastname @TukwilaWA.gov), ras-Well as the Cjtylernail system, should be the only email address or system-urd by;#Couhcilmomb`ers to conduct!,City-related business. These emails_are�archived for retention by �,he Inform-ation Technology Department, and are searchable wh n deemed'necessary off- a ipropriate. 1 ( i 1 i r ' • User-created err,ail accounts ine'luding J but \no� limited to, borricast, Gmail, Yahoo, Hotmail, Zohd, G' AX' `t c., sho Id not be instafted on or utilized;by e Councilmember on the City-provided 11iPadJo cor duc City business\ol( for', personal use. As stated above, all City-related elctronict cbmrur icat on shbuld't�e_conducted via the City's designated email system. • Social media app-p-lications including, but not limited to, Facebook, Twitter, Linkedln, etc., should not be'installed or utilized on the iPad unless directly required for and related to the conduct of City business. If the social media communication (sent or received) relates to the conduct of City business, it must be retained in accordance with the applicable Washington State Records Retention Schedule and may be disclosable under the Public Records Act. • Documents, notes, photographs, etc. created on the iPad and presented or referenced in a meeting where City business takes place are considered a City record and must be retained in their native electronic format for the required retention period. Printing out a hard copy is not sufficient to meet retention requirements. Citrix has been installed on all Council iPads to accommodate access to the City's computer network for such storage. • Notes created for a Councilmember's personal business use, such as to organize their thoughts or formulate potential questions to ask at a meeting, may be considered a transitory record with minimal retention value. Councilmembers may wish to periodically review these types of documents on the iPad and delete as applicable. • All electronic records created and/or stored on the iPad must be retained for the applicable retention period set forth in the Washington State Records Retention Schedules, which can be viewed in their entirety on the Washington State Archives website. Contact the City Clerk with any questions regarding records retention requirements. Page 2 of 3 52 COUNCIL POLICY & PROCEDURE A deviation from this policy can put Councilmembers at risk to provide personal information and/or communications, and can put the City at risk of a costly public records lawsuit. Additionally, in court proceedings, a legal request can be made for discovery of devices such as an iPad. This can mean that any and all information existing on the iPad could be deemed as discoverable, beyond what may be disclosable under the Public Records Act. Printing Printing from the iPad is available at City Hall in the designated Council work area. If a Councilmember would like to utilize printing from the iPad on a personal home printer that is Wi- Fi or AirPrint enabled, Information Technology staff can be contacted for installation assistance. If there is a need for printing at home, and a Councilmember is without a Wi-Fi or AirPrint enabled printer, a City-issued printer may be issued on a demonstrated, as-needed basis. Internet Access When faster connectivity is desired, Councilmembers may utilize a Wi-Fi hot spot or personal Wi-Fi, as often found in personal residences. If a Councilmember requires assistance accessing Wi-Fi in the home, Information Technology staff can be contacted. Device Maintenance -------- In order to maintain proper functioning, the iPad qnd--accompanying keyboard should be charged on a regular and consistent basis. All wing th6 battery-46 -a;in o�all power could result in system failure and loss of jnformffti n on the iPad. A�dit�,onally, only a clean, soft cloth should be used to clean the-sreen.i Do not us cleanserst�f any t�pe:""+ References II :, The following additional codes and pa'cies were used a references in,formulation of this policy: i t ' t 2 � i • RCW 42156 } P bli F�eco d's�A.ct, ;' I� � `- "- • RCW 40 14 anti Destf--u8on of Public Records • Tukwila Municipal tod 221 • Administrative-Policy 400-03 - Public Records Request • Administrative Policy 400-04 - Records Management, Retention and Archives • Administrative Policy 1100-08 - Use of Public Internet Communication Tools Page 3 of 3 53 54 Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 4 of 6 Councilmember Seal indicated even the City is still competitive with surrounding jurisdictions, with the slight increase in fees. Councilmember Ekberg inquired about the capacity of the golf course and asked how many users are currently using the facility. Mr. Still explained the facility is yielding approximately 65,000 rounds of golf played a year. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE NEXT REGULAR MEETING. c.Zoning code changes related to the siting and operation of Crisis Diversion Facilities and Crisis Diversion Interim Service Facilities. Council President Robertson explained that staff is requesting the Council forward this item to the Planning Commission for review. 8:06 p.m. Councilmember Quinn recused himself from discussion on this item and left the Council Chambers. Brandon Miles, Senior Planner, explained that on September 8, 2009 the Council adopted Ordinance No. 2248, which established an emergency six-month moratorium on the issuance and processing of permits related to crisis diversion facilities (CDF)and crisis diversion interim service facilities (CDISF)within the City. After the moratorium was adopted, staff conducted extensive research on the proposed uses to better understand the needs of these types of facilities and to determine how best to integrate these facilities into the City. He explained that pursuant to Tukwila Municipal Code 18.80.020, staff has declared an emergency in order to allow the proposed code amendments to be forwarded to the Planning Commission for review and consideration. COUNCIL CONSENSUS EXISTED TO FORWARD THIS ITEM TO THE PLANNING COMMISSION. 8:11 P.M. Councilmember Quinn returned to the Council Chambers. d. Discussion of City Council draft procedures. Council President Robertson explained that one of the 2009-2010 Council goals is to approve and implement standard operating procedures for the City Council. Throughout the year, draft procedures will be discussed to aid in the completion of the Council operating procedures. He explained the two items for discussion this evening are tracking Council goals, initiatives and/or projects and the distribution of information to Councilmembers. The Council reviewed the draft Council procedure relating to tracking Council goals, initiatives and/or projects. Mr. Robertson explained the procedure will ensure efficient and timely tracking of Council commitments. The only change that has occurred in the procedure is that the Council will review the items quarterly at a Committee of the Whole meeting. After Council discussion, there was consensus to begin review of Council goals at the end of the second quarter. There was Council consensus to retain the procedure. Mr. Robertson explained the second item for discussion is the distribution of information to Councilmembers. In order for the Council to make strong, supportable decisions, all Councilmembers should receive any information/materials at the same time and place if possible. If a Councilmember requests certain information about a particular topic that is time consuming for staff, the request will be referred back to the full Council to see if there is enough support. Kimberly Matej, Council Analyst, explained this procedure is intended to assist the Council in recognizing the impact to staff and not deter information. Council President Robertson explained that after discussion with City Administration, it was determined the Citizen Tracking and Reporting Policy is an Administrative policy. 55 Tukwila City Council Committee of the Whole Minutes February 22, 2010 Page 5 of 6 Steve Lancaster, City Administrator, explained the intent is to make the Citizen Tracking and Reporting Policy an internal administrative policy. This policy is to ensure that citizen inquiries directed to the City Council are appropriately addressed and the resulting actions are appropriately communicated. Mr. Lancaster explained the basics of the system will include an electronic tracking system that could be available to the Council and staff. The information can be added to the tracking system by the City Administrator/designee, Department Directors/designee, and the Council Analyst. If an inquiry is made during an open meeting, the inquiry should be acknowledged and any clarifying questions could be asked of the citizen. Within one business day, the inquiry would be acknowledged, and staff would add the item to the tracking system. Once the inquiry has been entered into the system, it would be answered within three days or referred to the appropriate department for research and a response. Upon resolution of the inquiry, that information would be entered into the tracking system, and the Council President and City Administrator would review the status of active inquiries weekly. Mr. Robertson also explained that if an inquiry is made during a meeting, the official conducting the meeting should ensure the discussion of the inquiry is limited to clarifying questions. Councilmember Hougardy indicated she feels a vocalized statement should be provided to the individual that has the inquiry, so they know the Council will follow through with a resolution. Councilmember Duffie expressed concern for the citizen that comes before the Council and does not leave with a response. He agreed there should be a way to provide an answer at the time an inquiry is made. Councilmember Hernandez thanked Mr. Robertson and the City Administrator for the draft policy. She explained that as Councilmembers they need to be careful to listen during an inquiry. She suggested the response to all inquiries be the same and suggested that bullet number two on the draft policy be used during an open meeting. "Citizen inquiries are forwarded to the appropriate City Official for review and response." Mr. Lancaster explained that the official chairing the meeting would be the gatekeeper for the inquiry and ensure questions directed to the requestor would be of a clarifying nature. Councilmember Seal concurred with Councilmember Hernandez. If all requestors are provided the same answer, it will provide consistent dissemination of information and everyone will receive the appropriate answer and correct information. REPORTS a. Mayor Mayor Haggerton attended the Suburban Cities Board Meeting on February 17, 2010, and the ribbon cutting ceremony for the Courtyard by Marriott on February 18, 2010. He also attended the Valley Cities meeting on February 19, 2010. Mayor Haggerton also participated in the Association of Washington Cities (AWC)Conference call to discuss the current legislative session. He also indicated the SCORE Jail Facility work is underway, and he will to arrange a tour of the facility for interested Councilmembers. b. City Council Councilmember Hernandez attended the Historical Society meeting on February 18, 2010. Councilmember Ekberg attended the Tukwila Neighborhood Block Watch meeting on February 18, 2010. Councilmember Seal explained there was an article in the"Renton Reporter"that King County Councilmember Julia Patterson submitted relating to youth volunteers and community service. Councilmember Hougardy attended the most recent South King County Economic Development Initiative (SKEDI) meeting. She also attended the Neighborhood Block Watch meeting for her neighborhood on February 18, 2010. 56