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
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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