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HomeMy WebLinkAboutResolution No. 2017-02Sponsored by: City Clerk Modigh CITY OF KENAI RESOLUTION NO. 2017 -02 A RESOLUTION OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, APPROVING CITY COUNCIL POLICY 2017 -01, ESTABLISHING PROCEDURES FOR THE USE AND MANAGEMENT OF CITY ISSUED MOBILE DEVICES. WHEREAS, the City of Kenai recognizes that many municipalities have moved in the direction of paperless meeting packets due to cost savings, efficiency and convenience; and, WHEREAS, legislative bodies have been able to integrate mobile devices into their duties without significant disruption or transition time; and, WHEREAS, the City Council desires to move forward with mobile devises and paperless meeting packets, and recognizes the need to establish criteria governing the use and management of City issued mobile devices; and, WHEREAS, City issued mobile devices are intended to replace the paper meeting packets that are produced for the Mayor, Council Members, and staff designated by Council; and, WHEREAS, paper meeting packets will continue to be available to the public upon request in the Clerk's Office pursuant to Kenai Municipal Code 1. 15.040 (h) and to the Kenai Library as is current practice. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA: Section 1. That the City Council of Kenai adopts Resolution No. 2017 -02 establishing Policy No. 2017 -01 (attached) that will govern the use and management of City issued mobile devices. Section 2. That this resolution takes effect immediately upon passage. PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 4th day of January, 2017. m /9 C BRIAN GABRIEL, SR., MAYOR New Text Underlined; [DELETED TEXT BRACKETED] Attachment A of Resolution No. 2017 -02 POLICY NO. 2017 -01: KENAI COUNCIL MOBILE DEVICE USE & MANAGEMENT A. Purpose The City of Kenai recognizes the benefits of utilizing digital communication and information, and supports the utilization of the mobile devices by the Mayor and City Council Members. Users of City issued mobile devices acknowledge, understand and agree to the underlying mobile device and internet usage philosophy that form the basis of this policy. B. Receipt of Mobile Device The City Clerk's Office will issue and administer the use of mobile devices that include appropriate applications for use relating to City business. The mobile device will serve as the sole source of meeting packets for City Council Members. C. Care of Mobile Device Users are responsible for the general care of the mobile device that they have been issues by the City. Mobile devices must remain free of any writing, drawing, stickers, or labels that are not the property of the City. Only a clean soft cloth should be used to clean the screen. D. Security of the Mobile Device The City Council Member shall maintain a secure PIN or other password protection and a time - out setting on the device to avoid access by unauthorized users. The PIN must be provided to the City Clerk and through the City Clerk's Office made accessible to the Information Technology (IT) Manager. The PIN may not be shared with any unauthorized users. E. Software on Mobile Device The software and applications installed by the City must remain on the mobile device in usable conditions and be readily accessible at all times. The user may not remove any software or applications installed by the City. From time to time, the City may add or upgrade software applications such that users may be required to check in their mobile devices with the City Clerk for periodic updates and syncing. In the event it becomes necessary to restore a mobile device to its original condition, the City will not be held responsible for the loss of any software or documents or pictures deleted due to a re- format and re- imaging. Files from sources that a user may have any reason to believe may be untrustworthy shall not be downloaded, nor shall files attached to email transmissions be opened and read unless the user has knowledge that they originate from a trustworthy source. Downloaded files and attachments may contain viruses or hostile applications that could damage the City's information systems. Users will be held accountable for any damage caused by files obtained for non -City business purposes. F. Life of the Mobile Device City issued mobile devices will be assessed annually and, if necessary, the City will purchase upgraded devices through the budgeting process. Kenai City Council Policy No. 2017 -01 Attachment A for Resolution No. 2017 -02 G. WARNING —NO PRIVACY Communications made via City issued devices may be subject to disclosure under the Kenai Municipal Code Chapter 10.40, Release of Public Records, the Alaska Public Records Act or for litigation purposes unless a privilege or exception exists that justifies withholding the information. H. Audits All City issued mobile devices are subject to audit by the City. Excessive data usage may be investigated, and any additional costs that cannot be justified for official City purposes may be passed on to the user of the device. If contacted, users have three business days to provide their mobile device to the City Clerk. They will be provided a "loaner" to use in the interim. Typically, the mobile device will be returned to the user within five business days. I. Representations While operating a City issued mobile device a user advocating, advancing or expressing any individual religious, political or personal views or opinions must clearly indicate that their views are personal and not those of the City. Users may not represent their statements as official City policy unless authorized to do so. J. Email Usaae for City Business For the purposes of activity related to City business, the user shall conduct all email communication through their assigned City email account. All emails on the City email account are archived and retained by the City. This account shall be synced to the mobile device as well, but all City related business must be conducted through the City email address or copied to the City email address if the user's personal email box is used. Where possible, the user's assigned City email account must be configured as the primary or default account on the mobile device. K. Acceptable Use The mobile device, Internet and email access provided are tools for conducting City business. Thus, City use of such tools will be primarily for City business related purposes; i.e., to review City agenda materials and obtain useful information for City related business communications as appropriate. All of the City's computer systems, including the mobile device, are considered City property. Mobile device, Internet and email activities will be traceable to the City and will impact the reputation of the City. City issued mobile devices shall not be used to send or knowingly download any vulgar, discriminatory or pornographic content. Users shall refrain from making any false or defamatory statements, or from disclosing private facts without written authorization by the affected parties, in any Internet forum or from committing any other acts that could expose the City to liability. City issued mobile devices are not to be used for operating a business for personal gain, sending chain letters or any other purpose that interferes with the normal City business activities. Users shall not use City issued mobile devices for any illegal activity. Users will not store any protected City data (SSNs, Credit Card Numbers, Health information, etc.) on the mobile device. Page 2 of 4 Kenai City Council Policy No. 2017 -01 Attachment A for Resolution No. 2017 -02 Users shall not use the mobile device during or outside of a city council meeting in any way that violate the Open Meetings Act requirements of the State of Alaska and the City of Kenai. Mobile device users are allowed to have music, photos, videos and install apps on their mobile device; however, the items downloaded and synced to the mobile device must be in compliance with Federal copyright laws and shall be acquired at the expense of the user. Any apps downloaded by the user must originate from official sources. Users are encouraged to limit photos and videos, as the amount of digital storage available on the mobile device is limited. If at any time user purchased content or application interfere with the proper operation of the mobile device, at the City's sole discretion, user purchased content and applications may be removed to ensure proper operation of the mobile device. L. User Responsibility It is the responsibility of the user to ensure the City provided mobile device is kept reasonably safe, protected from damage or theft. Mobile devices must remain free of any writing, drawing stickers or labels that are not the property of the City. Should a mobile device be accidentally lost, damaged or stolen, responsibility shall be as follows: 1. First time: City shall repair or replace at no cost to the user. 2. Second time: The City shall pay half the cost of repair or replacement and the user shall pay half the cost. 3. Third time: The user shall be entirely responsible for repair or replacement costs and shall replace the unit within two weeks of the equipment loss. Mobile devices that are damaged or destroyed replaced at the user's expense. Exceptions circumstances may be authorized by the Mayor. through intentional misuse must be repaired or for situations that are due to extenuating M. Loss or Theft of the Mobile Device; Remote Wipe The user of the device must notify the Clerk's Office immediately or as soon as practicable upon loss, theft or suspected loss /theft of the device. Where possible, the contents of the device will be remotely erased and the services associated with the device will be disabled. N. Return of the Mobile Device Upon completion of at least one full term of service, the City Council Member may retain their City issued mobile device for their personal use following the purge of all information and City software. The City Council Member shall therefore return their mobile device to the Clerk's Office when the individual member's term of service has ended. Upon completion of the Council Member's term(s) of service, which must include one full term, the mobile device will be wiped clean of any and all information at the end of the term of service. After it is wiped clean, the City Council Member will be given the option to retain the mobile device for personal use as a token of appreciation for their services. In the event the City Council Member does not serve a full term, the mobile device will be returned to the City Clerk's Office. It will be the City Council Member's responsibility to remove any personal data from the device prior to returning the device to the City Clerk's Office where it will be purged of all information. Page 3 of 4 Kenai City Council Policy No. 2017 -01 Attachment A for Resolution No. 2017 -02 O. Indemnification The City bears no responsibility whatsoever for any legal action threatened or commenced due to conduct and activities of City Council Members in accessing or using these resources. All City Council Members agree to indemnify and hold harmless the City against any and all claims of any kind or nature whatsoever for damages, including tangible and intangible damages, costs and expenses suffered by the City arising out of any unlawful or improper conduct and activity, and in respect of any action, settlement or compromise, or any statutory infringement. Legal prosecution following a breach of these conditions may result independently from any action by the City. P. Compliance with Policy The City reserves the right to inspect property of the City in order to ensur personal privacy right in any matter c mobile devise, and the City Clerk is t procedure to ensure compliance with discipline pursuant to Council direction. Effective Date: January 18. 2017 ATTEST: Sandra Modigh, Page 4 of 4 Clerk any and all files stored on mobile devised that are the e compliance with this policy. Users do not have any �eated, received, store in or sent from any City issued iereby authorized to institute appropriate practices and the policy. Any violation of this policy may result in Approved by Resolution 2017 -02 SR., MAYOR "Villaye with a Past, C# with a Future" 210 Fidalgo Avenue, Kenai, Alaska 99611 -7794 Telephone: 907 - 283 -7535 / FAX: 907 - 283 -3014 �IIIII 1992 MEMORANDUM: TO: Mayor & City Council Members FROM: Sandra Modigh, City Clerk DATE: January 13, 2017 SUBJECT: Resolution No. 2017 -02 — Establishing Procedures for the Use and Management of City Issued Mobile Devices Resolution No. 2017 -02 establishes procedures for the use and management of City issued mobile devices for the Mayor and City Council Members. The City Council recognizes that many municipalities have moved in the direction of paperless meeting packets due to cost savings, efficiency and convenience. The City issued mobile devices will replace the paper meeting packets that are currently printed and distributed by the Clerk's Office. However, pursuant to Kenai Municipal Code 1.15.040 (h) paper meeting packets will continue to be available to the public upon request and to the Kenai Library. Currently the Clerk's Office only prints two paper packets for residents that have requested; therefore, I see no need to amend Code and discontinue this practice. The mobile devices will be issued and managed by the Clerk's Office. The Clerk's Office will download applications necessary for Council Members to conduct City business (e.g. iLegislate, City Email, Kenai Municipal Code, etc.). Upon approval of this policy, the Clerk's Office will move forward with the purchase of additional iPads and accessories, and will conduct a training for City Council Members on the use of the iPads and the iLegislate software. Your consideration is appreciated. /SM/