HomeMy WebLinkAbout3539 ResolutionRESOLUTION NO. 3JS�
A RESOLUTION of the Pasco City Council establishing Policies for
Electronic Tablet Devices.
WHEREAS, the City Council has determined that the use of electronic tablet devices to
receive and use written materials for Council meetings will result in efficiencies and the saving
of resources; and
WHEREAS, the issuance and use of tablet devices will provide a convenient and
uniform way for all Councilmembers to receive and respond to City related email
correspondence; and
WHEREAS, the use of City issued devices and City email addresses will assist the City
in fulfilling requirements of the Public Records Act; and
WHEREAS, the Council deems it necessary to establish the policies by which
Councilmembers shall be governed and tablet devices used; NOW, THEREFORE,
THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON, DO
RESOLVE AS FOLLOWS:
Section 1. That the City of Pasco Electronic Tablet Policies, attached hereto as Exhibit A,
are hereby adopted.
PASSED by the City Council of the City of Pasco at its regular meeting this 17th day of
March, 2014.
Matt Watkins, Mayor
A TES a - i
De ra lark, City Clerk (I --*"
APPRO D AS TO FORM:
Leland B. Kerr, City Attorney
City of Pasco
Electronic Tablet Policies
1. PURPOSE. In order to save paper, time and money the City Council is being issued
electronic tablets (tablet). This will allow a convenient way for the Council to receive
agenda packets and email correspondence. The responsible use of this technology will
improve the efficiency with which the City and the Council operate. This policy shall apply
to the use of any tablet or similar device issued to a Councilmember. This policy is intended
to supplement other legal requirements established by local, state, or federal laws and
regulations.
2. EMAIL USE. All City related email use should be made on the tablet or similar device, as
issued, using the standard email address system in use for City employees: (last
name)council @pasco - wa.us. As email, using the City's domain, is automatically captured on
the City's email retention system for Public Records Act compliance, no other email address
should be used for City purposes, nor will such non -City addresses be published on
information provided or printed by the City.
3. CONNECTIVITY. The City will provide internet connection service for tablets via a
shared data plan for all Councilmembers. Councilmembers will also have free Wi -Fi access
at City Hall. As overage costs apply if the limits of the shared data plan are exceeded, staff
will monitor usage to determine if adjustments to the plan limits need to be made. Individual
Councilmembers are encouraged to limit usage to essential business needs of the City.
4. PERSONAL USE. The tablet should be used to conduct City business. Some limited,
incidental personal use is permitted, so long as it does not subject the City to additional cost
or liability, does not interfere with City business, productivity or the performance of duties, is
brief in duration and frequency, does not pose additional risk to security, reliability or
privacy or cause or tend to cause damage to the City's reputation or credibility. The tablet
should not be used by family, friends, or any person other than the Councilmember to whom
the device was issued.
5. PRIVACY. As personal use is not specifically prohibited, Councilmembers should be aware
that any record created, item viewed, application used, email sent, or other such use of the
device will likely be subject to public disclosure. Council members have no expectation of
privacy regarding any use or content of the tablet.
6. RETENTION OF RECORDS. Councilmembers may be required to turn in the tablet at any
time for maintenance, a system or memory backup, public disclosure, or for any other reason.
It should be anticipated that the tablet will need to be turned in at least once annually, if not
more frequently. To the extent notes, agenda packets, or other public records are created or
used on the tablet, they should not be deleted until the City has created a backup copy, or
until the City's Public Records Officer has approved destruction of the record (this is not
necessary for email on the City's address system as outlined in paragraph 2, above). As a
rule of thumb any record on the device should be considered a public record.
City of Pasco — Electronic Tablet Policies
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7. LOSS PREVENTION. Councilmembers should take reasonable care to avoid theft of or
damage to the tablet. In the event the device is lost, stolen, damaged, or becomes inoperable
the Councilmember should promptly notify the City Manager. Failure to take reasonable
care to prevent theft or damage to the tablet may result in assessment of replacement costs.
8. ETIQUETTE. The tablet should not be used to conduct internet research or send messages
via email or other format during public meetings. Using the device to send or receive
communications during public meetings or to send "serial" email to other Council members
can violate the Open Public Meetings Act.
9. PRIVILEGES. Any misuse of the tablet, including, but not limited to, any violation of this
policy may result in a revocation of the Councilmember's privileges to use the device. The
Mayor shall have the right to revoke privileges, but the Councilmember subject to such
action shall have the right to bring the matter before the balance of the City Council to have
the decision affirmed or overturned by majority vote of the Council.
City of Pasco — Electronic Tablet Policies
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