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HomeMy Public PortalAbout15-9062 IMPLEMENT THE PAPERLESS AGENDA POLICY Sponsored by: City Clerk RESOLUTION NO. 15-9062 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE CITY CLERK TO IMPLEMENT THE PAPERLESS AGENDA POLICY; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE WHEREAS, The usage of a Paperless Agenda Policy will save the City money; and WHEREAS, the adoption of a Paperless Agenda Policy will help the City use modern technology to operate more efficiently; and WHEREAS, the Paperless Agenda Policy will also save on storage costs; WHEREAS, attached as Exhibit "A" is the City of Opa-locka Paperless Agenda Policy prepared by the City Clerk that was considered by the City Commission at a Workshop. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA: Section 1. The recitals to the preamble herein are incorporated by reference. Section 2. The City Commission of the City of Opa-locka hereby authorizes the City Clerk to implement that attached Paperless Agenda effective October 1st, 2015. PASSED AND ADOPTED this 9`" day of September, 2015. • 4 YR-TA 'LOR MAYOR Resolution No. 15-9062 Attest to: Approved as to form and legal sufficiency: 4 Joa l a Flores Vincent T. Brown, Esq. Cit Clerk BROWN LAW GROUP, LLC City Attorney Moved by: COMMISSIONER PINDER Seconded by: COMMISSIONER SANTIAGO Commission Vote: 4-1 Commissioner Kelley: YES Commissioner Pinder: YES Commissioner Santiago: YES Vice-Mayor Holmes: NO Mayor Taylor: YES vtOcaki U [ �r t� TO: The Honorable Mayor/City Commission FROM: Joanna Flores, City Clerk DATE: July 7, 2015 SUBJECT: Paperless Agenda Packet Program RECOMMENDATION Adopt a resolution approving the Paperless Agenda Packet Terms and Use Policy for Elected Officials. CURRENT SITUATION AND ITS EFFECTS The Paperless Agenda will be introduced to the City Commission at a workshop on July 8, 2015. The item will be presented at the Regular Commission Meeting on July 22, 2015 for implementation beginning October 1, 2015, if it receives Commission support. This policy was drafted after consulting with several other jurisdictions to find best practices. The policy has also been reviewed by the City Attorney to ensure that it adequately addresses the requirements of the Public Records Act and all applicable state and local laws. BACKGROUND The City Commission meets approximately 24 times per year. For each meeting, the City Clerk's Office coordinates the compilation of 22 agenda packets that includes staff report and supporting documentation for each item on the agenda. The agenda packet for a City Commission meeting typically ranges from 300 pages to 600 pages. With advances in technology, the continued use of paper agenda packets has become a more expensive and less efficient means of production. Tablet devices offer excellent readability and include software that allows for editing and markup of the electronic device. The prices for the tablet devices are dropping and the usability and functionality are at a very high level. These devices have been successfully implemented in several cities. Legislative bodies have been able to integrate the devices into their duties without disruption. The tablet device will replace the paper agenda packet that is produced for the Mayor/City Commission and designated staff. The paper agenda mailed out to citizens on the mail out list will be eliminated in effort to save on costs. Paper agenda packets will continue to be available to the public in the City Clerk's Office and other city facilities and will be available to the public in electronic format on the City's website. The Program will include training for elected officials and designated staff. The City Clerk will provide assistance with the use of the tablet and the Department of Information Technology will provide hardware and software support. RATIONALE FOR RECOMMENDATION To provide a clear policy in terms of use and responsibility for the tablet devices issued to elected officials in Opa-locka. ALTERNATIVE ACTIONS CONSIDERED Continue to print agenda packets in paper format only. Attachments: Resolution Exhibit A: Paperless Agenda Packet Program—Terms and Use Policy for Elected Officials RESOLUTION NO. PAPERLESS AGENDA POLICY FOR ELECTED OFFICIALS AND DESIGNATED STAFF WHEREAS, the City of Opa-locka has undertaken a paperless agenda program; and WHEREAS, this program will result in a financial savings to the City and reduce the amount of paper consumed by the City; and WHEREAS, the use of tablet devices by elected officials and designated staff for the paperless agenda requires that a clear policy on the terms of use and responsibility for the tablet device is adopted; and WHEREAS, the policy contains provisions for the open and transparent use of the device in accordance with state and local laws. NOW THEREFORE, BE IT DULY RESOLVED that the City Commission of the City of Opa-locka: Section 1: The recitals to the preamble herein are incorporated by reference. Section 2: The City Commission hereby adopts the Paperless Agenda Policy for Elected Officials contained herein as Exhibit A. Section 3: This resolution shall take effect immediately upon adoption. Exhibit: A: Paperless Agenda Policy for Elected Officials and designated staff Exhibit A Paperless Agenda Packet Policy Purpose The City of Opa-locka continually strives for efficiency, sustainability, and transparency in City operations. Technology is a key component in achieving these goals. The use of tablet devices for designated staff and elected officials will save considerable resources, both environmentally and financially. The use of such devices must be in accordance with local and state laws and regulations in order to protect the public's trust and operate in an open and transparent manner. This policy applies to the Mayor, City Commission, and designated staff and clearly defines the procedures and parameters for safe, secure, and effective use of the device. Use of Device 1. The City will procure iPad tablet devices for the Mayor, City Commission and designated staff. 2. The intended uses of the iPad device are: 1) paperless meeting packet, 2) receiving and sending City e-mail, 3) camera and video for City business, 4) internet access for City business. 3. The City will issue iPads and accessories to the Mayor and City Commission ("Elected Officials") and designated staff. All costs will be paid from the budget of the City Manager's Department. 4. Elected Officials and designated staff must return the iPad and any City-purchased accessories on their last day of service. 5. Each Elected Official and designated staff will be responsible for the general care of the iPad that he or she has been issued. 6. Elected Officials should report immediately to the City Clerk if the iPad has been damaged. 7. If an iPad is stolen or lost, the Elected Official or designated staff shall immediately report that fact to the Department of Information Technology (IT) and the City Clerk. 8. iPads will be password protected. Elected Officials and designated staff are responsible for maintaining adequate and secure passwords for the iPad. 9. From time to time, the City may add or upgrade software applications for use by Elected Officials such that they may be required to check in their iPads with the City Clerk for periodic updates and syncing. Any software, e-mail messages, documents or data downloaded onto a City-issued device becomes the property of the City and may only be used in ways that are consistent with applicable licenses, trademarks or copyrights. If technical difficulties occur or illegal software is discovered, the iPad will be reset, which may result in the loss of data or documents. The City does not accept responsibility for the loss of any software or documents deleted due to a re-format and re-image. 10.The iPads are wireless devices that require over the air access to download the agenda packets, send and receive e-mail and access the Internet. Safeguards will be in place for security of the wireless access and security of the device. Limitations on Use 1. The iPad is a stand-alone electronic device to be used for the designated purposes in this policy. The iPad may not be connected to the City network or other City devices. 2. Elected Officials shall not use the iPads for personal business or any other purpose not related to City business. 3. The City does not accept responsibility for loss of any information or data stored on the City-owned device. The City may add or remove applications or software from the device at its discretion. Devices may be remotely backed up stored or wiped at the City's discretion for security or technological necessity. The City retains ownership of and access to any data that is backed up from the iPad. 4. Use of a City-issued iPad is considered to be a use of public resources. Therefore City-issued iPads may only be used for official city business. General Policies 1. Upon full implementation, the City Clerk will cease to print Agenda Packets in hard copy (except for the public binder packet). Elected Officials will be provided a hard copy if specifically requested. 2. The City Clerk's Office will serve as the primary staff support for the general use of the device and the applications. The Department of Information Technology will provide procurement services, technical support to users and will provide training to Elected Officials and their staff on the use and care of the iPad. 3. Users will be notified by e-mail when the agenda packet is available for download. The packet may be downloaded from any location where the user has a wireless connection. 4. The Department of Information Technology will manage the wireless network and device security for the iPads. 5. Elected Officials will be required to sign the certification statement below acknowledging the understanding of and compliance with this policy. Legal and Regulatory Policies 1. Currently, all Elected Officials have City-issued cellular devices that include phone and e-mail functions. The same rules that apply to the cellular devices apply equally to the iPad. 2. The prohibited uses of electronic devices and the City network contained in Administrative Regulation and City Issued Communication Equipment Policy shall apply to the use of the iPad and any other personal communication or computing device issued by the City to Elected Officials. 3. Users shall make all necessary and reasonable efforts to protect the confidentiality of information which is placed in their control or care to avoid the likelihood of transmission of confidential information to unauthorized recipients. 4. City records, whether paper or electronic, are governed by the public disclosure requirements of the Public Records Act. The iPad, Internet and e-mail access provided are tools for conducting City business. Thus, use of such tools by Elected Officials will be solely for City business related purposes. 5. During meetings of the legislative body, Elected Officials shall refrain from using the iPad or any other electronic device, to send or exchange facts about or engage in discussions regarding City issues via electronic communication including e-mail, text, chat rooms, news groups, on-line forums, blogs, or twitter feeds with any other member of the legislative body or staff. This prohibition does not apply to e-mail or text messages from family members or family caregivers or other urgent personal business unrelated to City business. Users wishing to respond to such a message shall do so during a recess or shall excuse themselves from the meeting to respond to such a communication in a manner that does not disrupt the meeting. 6. Elected officials may not use personal e-mail accounts on any device in the conduct of City business. Paperless Agenda Policy for Elected Officials and Designated Staff Certification Statement I, the undersigned elected official of the City of Opa-locka, have been provided with a copy of the duly adopted policy and understand its contents fully. I accept and understand the terms of the policy and agree to abide by all terms contained therein. I do hereby acknowledge that I have been provided an iPad and specified accessories for use in performing my duties as an elected official of the City of Opa-locka. I also understand that the primary use of the iPad is intended for receiving paperless agenda packets, receiving and sending e-mail through my City issued e-mail account, internet access in accordance with City Rules and Regulations, and the use of the camera. The Opa-locka Department of Information Technology will only provide support for these functions. I agree to return the City-issued iPad at the conclusion of my term as an elected official with the City of Opa-locka. I also agree that I will replace the iPad should I lose or damage the City-issued equipment. Name Signature Vate !Pad serial Number