HomeMy WebLinkAboutCity Council Agenda Item No 13� Z44:101 A 0 0 a T103
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: PAT KILROY
INTERIM CITY MANAGER
DATE: APRIL 24, 2012
SUBJECT: UPDATE REGARDING USE OF 11PADS TO ACCESS AGENDA
PACKETS
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This report has been prepared in response to Ma Tisdale's re at the April 31
2012 Special Meetin Stud Session to update the Cit Council and seek further
direction.
The Cit Clerk's Office produces 17 paper copies of the Cit Council A packets to
Cit Council and Cit Executive staff per meetin 24 +/- times per y ear. On avera
the Cit prints approximately 50,000 A4 pa per annum which e to 100 reams
of white paper. Given the estimate that 1 ream uses 6% of a tree ( Thomson, Claudia
2009) this e to 5.88 trees per y ear.
Implementin electronic a and minutes will provide Cit Council with the
opportunit to reduce hi volume printers and copiers, which are si more
expensive than re printers and copiers. The use of a mobile tablet device such as
the Apple iPad will see not onl si reduction in the paper usa but also a
reduction of staff time ( avera g in g 6 hours) and a more efficient deliver method usin
existin Cloud based solutions.
On Januar 10, 2012 the Cit Council approved the Business Item "Consideration of the
Use of iPads With Paperless A Packets" with a 4 to 1 approval vote. The
approval provided the Information Technolo Division $17,000 to purchase 17 Apple
iPads and necessar software to provide remote mana of the devices.
Thomson, Claudia 2009, Conservatree: How much n2neLcan-ha marta from a tree?
hft tIA.shtml,,
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Update Re Use of iPads to Access A Packet
April 24, 2012
Pa 2 1
I BY =- LOj
The Januar 10, 2012 initial proposal provided iPads to each Cit Council Member, Cit
Mana Cit Attorney, Cit Clerk and Executive Staff which totaled 17 devices. Since
that time, the "New iPad" has been released, some of the Cit staff have decided to use
their own iPads, and one Council Member prefers to use paper. The Cit Information
Technolo Division has made revisions to the ori proposal as outlined below in
Sections I and 11.
Section 1. Wad Distribution Model
fte - nda Access iPad Device is Optional*
Wad Delivery 0 L ions _--Cit Issued or use Personal Device
Cit Purchase Count 1**
*Note: 1 Cit Council member has elected to receive paper a
**Note: 3 Cit Council members have chosen to use their own Pad device.
Section 11. Re Policies and A
Policies are established to provide g uidelines for proper decision makin Cit Council,
Cit Attorne Cit Mana Cit Clerk and Executive Staff acceptin a Cit issued iPad
must adhere to the followin Polic and A
1. Internet, E-mail & Software Pol Establishes the operatin policies and
procedures for accessin the Internet and acceptable use of the Cit hardware
and software. (See Exhibit A)
2. _Cit EquiDment Loan Agreement: Establish an A that outlines the
operatin policies and procedures for loanin and receivin of Cit E
(See Exhibit B for a draft version)
Additionall the Polic re the use of electronic devices on the dais during Cit
Council meetin would remain in effect. That polic provides that:
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Update Re Use of iPads to Access A Packet
April 24, 2012
Pa 3 1
a
No Cit Council member shall communicate via cell phone, personal computer or
other such electronic device durin a Cit Council meetin or Closed Session
Meetin
No chan to the existin Policy is re
Fiscal Impact
The implementation cost for the Cit of Lake Elsinore to provide a paperless a
solution throu the use of Apple iPads is depicted below. The pricin and cost
anal reflects the chan from purchasin 17 Fads down to 10 iPads.
One Time Startup Costs
Wad 2 Wi-Fi 3G 32GB
$710
$7,100.00
2 y r. Apple Care
$73
$730.00
iAnnotate Application
$9.99
$79.00
Accessories
$100.00
$1000.00
Purchase & Setup of MDM Solution
$2..000.00
$2.a000.00
$3
Lomponent
Paper Usa
e er $700 / mo.
High Volum Copi
Production Costs Over 4 Years
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*Note: Amounts includes a reduced copier lease rate and reduced reproduction cost for y ears 1 thru 4.
Update Re Use of iPads, to Access A Packets
April 249 2012
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IT Division re one time funds from unallocated revenue from the 2011-2012
Fiscal Year General Fund to implement the use of 17 iPads. Fundin for this pr
was approved on Januar 10, 2012 for the amount of $17,000. The fundin re to
implement the revised iPad distribution proposal consistin of purchasin 10 iPads is
now $10,909.
UT071 -I] I I L71 ITS FT
That the Cit Council approve the purchase of 10 iPads and provide direction re
the purchase and use of Apple iPads as the Cit Council deems appropriate.
Prepared b Tob Soto
Information Technolo Supervisor
Approved b Pat Kilro
Interim Cit Mana
Attachments:
Exhibit A — Intern E-mail & Software Poli
Exhibit B — City Equipment Loan A
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F W A J ,�' j q j
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COUNCIL POLICY MANUAL
SUBJECT: Internet, Electronic Mail Polic No. 400-12
and Software Polic Effective Date: 11/7101
Revised: 9/2/06
Pa No. 1 of 7
PURPOSE
The purpose of this polic is to re the use of the Cit Internet, electronic mail and
software resources.
I. Internet Polic
A. Purpose. The purpose of this polic is to define and implement acceptable
Internet use for Cit elected and appointed officials and emplo to accomplish
the Cit mission and pro g oals. Uses of the Internet b Cit elected and
appointed officials and emplo is encoura when it is the most cost
effective and efficient vehicle for the dissemination and exchan of information.
B. Privac The cit ma at its discretion monitor and/or lo all network activit
with or without notice, includin Internet e-mail and all web site communications.
Users should have no reasonable expectation of P rivac y in the use of these
resources.
C. Acceptable Uses. Uses that are acceptable and encoura
1) Communications and information exchan directl relatin to the
0
mission g oals, pro and tasks of the cit
2) Announcements of Cit policies, rules and re meetin hearin
services or activities;
3) Use for advisor standards, research, anal and professional
or activities related to the Cit user's duties.
D. Unacceptable Uses. It is unacceptable for a user to use, submit, publish, displa
or transmit on the network or on an computer s an information which:
1) Violates or infrin on the ri of an other person, includin the ri
to privac
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SUBJECT: Internet, Electronic Mail Polic No. 400-12
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and Software Polic Pa No. 2 o -/
2) Contains defamator false, inaccurate, abusive, obscene, porno
profane, sexuall oriented, threatenin raciall offensive, biased or
otherwise discriminator or ille material;
3 Violates Cit re prohibitin sexual harassment;
4 Restricts or inhibits other users from usin the s or interferes with
the efficienc of the computer s
5 Encoura the use of controlled substances;
6) Uses the s for the purpose of criminal intent; or
7 Uses the s for an other ille purpose:
8) It is also unacceptable for a user to use network facilities and Internet
capabilities of the s to:
a) Conduct an non-approved business
b) Solicit the performance of an activit that is prohibited b law;
c) Transmit material, information, or software in violation of an
local, state or federal law;
d) Conduct an political activit
e Conduct an fund raisin or unofficial or unapproved public
relations activities;
f) En in an activit for personal g ain or personal business
g) Make an unauthorized purchases.
E. Cop Material. Users ma download cop material, but its use
must be strictl within the a as posted b the author or current cop law.
The federal Cop Act at 17 U.S.C. 101 et. se (1988), protects and prohibits misuse
of all ori works of authorship in an tan medium of expression. This includes a
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SUBJE%, Internet, Electronic Mail Polic No. 400-12
and Software Polic Pa No. 3 of 7
prohibition on pla (usin someone else's writin or ideas and passin them on as
one's own).
F. Public Domain Material. An user ma download public domain pro for
his/her own business-related use, or ma redistribute a public domain pro
non-commerciall but does so with the knowled that b doin so, he/she also
assumes all of the risks re the determination of whether or not a pro
is in the public domain.
G. Internet E-mail. Internet e-mail, is considered network activit thus, it is subject
to all policies re acceptable/unacceptable uses of the Internet. The user
should not consider e-mail to be either private or secure.
H. Public Records. All electronic data whether created in-house or downloaded from
other sources throu the network or Internet, includin e-mail, shall be
considered official records of the Cit An such data is subject to the records
mana policies of the Cit and state and federal statutes, includin the
Public Records Act. Users must be aware that electronic records, includin e-
mail, ma be subpoenaed b a court of law.
I. Re and Enforcement. The Cit Mana shall determine which appointed
officials and emplo are approved for Internet use. The Cit Mana is
responsible for compliance with provisions of this polic and for investi
suspected non-compliance. These duties include, but are not limited to:
1 Investi of alle or suspected non-compliance with the provisions
of the polic and
2 Suspension of service to users or access, with or without notice.
3) Internal discipline up to and includin dischar ma be appropriate in
some cases of non-compliance with this polic Criminal or civil action
ma be initiated under appropriate circumstances.
J. Consent Form. All Cit elected and appointed officials and emplo havin
access to the Internet must consent that all network activit is the propert of the
Cit and therefore, the should not consider an activit to be private. This
should be accomplished throu a si Consent Form. The Cit Mana shall
have the authorit to develop such consent forms which at the minimum state:
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SUBJECT: Internet, Electronic Mail Polic No. 400-12
and Software Polic Pa No. 4 of 7
1 The user has been g iven a cop of the polic and a to compl with all
its terms and conditions;
2 All network activit conducted while doin Cit business and bein
conducted with Cit resources is the propert of the Cit of Lake Elsinore,
and 1
3 The Cit reserves the ri to monitor and lo all network activit
includin e-mail, with or without notice, and therefore users should have
no expectations of privac in the use of these resources.
K. Liabilit The Cit makes no warranties of an kind, whether expressed or
implied, for the service that is the subject of this polic The Cit will not be
responsible for an dama whatsoever that Cit officials or emplo ma
suffer arisin from or related to their use of an Cit electronic information
resources, whether such dama be incidental, conse or otherwise.
Users must reco that the use of Cit provided electronic information
resources is a privile and that compliance with these policies is mandated.
III Electronic Mail Polic
A. General. Electronic mail (e is provided for Cit activities and not for
personal use of Cit officials or emplo except for incidental personal
communications (e. settin up appointments, coordinatin work schedules).
B. Privac All electronic data, includin e-mail, is subject to the records
mana policies of the Cit and state and federal statutes includin the
Public Records Act. Users must be aware that electronic records, includin e-
mail which has been erased or deleted ma be recovered and subpoenaed b a
court of law.
C. Uses that are Acceptable:
1 Communications and *information exchan directl relatin to the
mission and approved pro g oals and tasks of the Cit
2 Announcements of Cit policies, rules and re meetin hearin
services or activities
D. Uses that are Unacceptable: It is unacceptable for a user to use, submit, publish
displa or transmit on the network or on an computer s an information
that:
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SUBJECT: Internet, Electronic Mail Polic No. 400-12
and Software Polic Pa No. 5 of 7
1 Violates or infrin on the ri of an other person, includin the ri
to privac
2 Contains defamator false, inaccurate, abusive, obscene, porno
profane, sexuall oriented, threatenin raciall offensive, biased, or
otherwise discriminator or ille material;
3 Violates Cit re prohibitin sexual harassment;
4 Restricts or inhibits other users from usin the s or interferes with
the efficienc of the computer s
5) Encoura the use of controlled substances or uses the s for the
purpose of criminal intent or
6 Uses the s for an other ille purpose. It is also unacceptable for a
user to use the facilities and capabilities of the s to:
7) Conduct an non-approved business;
8 Solicit the performance of an activit that is prohibited b law;
9) Transmit material, information, or software in violation of an local, state
or federal law;
10 Conduct an political activit
11 Conduct an fund raisin
12 En in an activit for personal g ain or personal business transactions;
or:
13) Make an unauthorized purchases.
D. Cit Council Communication. All e-mails addressed to Councilmembers that
have clear cit intent shall be forwarded to all Councilmembers where
applicable. Responses to said e-mails shall conform to Polic No. 400-1
F. Re and Enforcement. The Cit Mana shall determine which
emplo are approved for e-mail use. The Cit Mana is responsible for
compliance with provisions of this polic and for investi suspected non-
compliance. These duties include, but are not limited to:
1 Investi of alle or suspected non-compliance with the provisions
of the polic and
2 Suspension of e-mail privile to users with or without notice. Internal
discipline, up to and includin dischar ma be appropriate in some
cases of non-compliance with this polic Criminal or civil action ma be
initiated under appropriate circumstances.
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COUNCIL POLICY MANUAL
SUBJECT: Internet, Electronic Mail Polic No. 400-12
and Software Polic Pa No. 6 of 7
Ill. Computer Software and Hardware Policy
A. Purpose. The purpose of this polic is to define acceptable uses and policies for
the use of the Cit computer hardware and software. It is the polic of the Cit
of Lake Elsinore to use computer software in strict accordance with the license
a and solel for Cit business. All Cit officials and emplo of the
usin Cit provided computer hardware and software shall compl with these
policies.
B. Acceptable Software for Cit Use. Acceptable software for Cit uses are:
1 Software procured throu normal Cit purchasin procedures-, and
2) Software written in-house for Cit purposes.
C. Other Software. In an effort to prevent the spread of computer viruses and to
protect the Cit and its officials and emplo from possible civil and criminal
proceedin officials and emplo must obtain the approval of the IT Mana
before downloadin software from the Internet or installin software obtained as a
g ratis product accompan a normal purchase or software obtained from friends
and other or or unknown ori All such software must be related to
Cit business and promote the mission and g oals of the Cit
D. Ownership and Privac All software and data are the propert of the Cit
Software and date developed b emplo ma not be taken with them when
the leave the Cit without written permission of the Cit Mana
E. License Responsibilities. All software installed on the personal computers must
be properl licensed. Software ma not be reproduced or used on more than one
computer b more than one person at a time unless authorized b the terms of the
license. The Information S Mana (or desi is responsible for
determinin when software ma be copied in accordance with the license, and
whether g ratis add-in products, shareware, bulletin board, and software from other
sources are acceptable.
F. Audits. Audits ma be performed at an time b the Software Publisher's
Association throu a court order, the Information S Mana internal
audit, or an other authorized person or entit
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COUNCIL POLICY MANUAL
SUBJECT: Internet, Electronic Mail Polic No. 400-12
and Software Polic Pa No. 7 of 7
G. Penalties Imposed b Law. Cit elected and appointed officials and emplo
who install or use copied software without a proper license on Cit e or
who install or use software improperl copied from a Cit computer at home for
personal, non-Cit use expose both the emplo and the Cit to civil and
criminal proceedin Such activit is strictl forbidden b this polic Civil and
criminal penalties include fines and jail terms of up to five y ears.
I a I I a
Adopted b Resolution No. 2001-45 11/27/01
Amended b Resolution No. 2006-152 9/12/06
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CITY OF LAKE ELSINORE
CITY OF CITY EQUIPMENT LOAN AGREEMENT
I n P IVIT vrjop
1W DREAM E (Apple Wad For A And Cit Business)
[ DEVICE /ASSET # I I
Department:
• -Fi ( Black)
iPad 2 / 32GB Wi
-Manufacturer: I Apple Serial #: Purchase Date:
Cost o ncl software service plan, case, etc.): Warrant Expiration_
Operatin Policies and Procedures for Loanin and Receivin • Cit E
1, SCOPE
These policies and procedures address the most common situations that develop and provide
effective methods for safe loaned e
II. GENERAL POLICY
All e obtained b the Cit is to be used primaril for assi business activities related to
the Cit of Lake Elsinore. The device is classified as a Cit computer and, as such, its use is
g overned b the current Cit Electronic Information Polic
B si this form the Assi User acknowled responsibilit for its use and safe The
Assi User is also responsible for notif the Information Technolo Supervisor of an
e status chan such as transfers, breakdowns, destruction, vandalism, loss, or theft of
loaned e
Ill. RECORD KEEPING
The Cit Mana Office shall have in place a s that will contain relevant data for each piece
of e assi uni identification numbers, recordin and maintainin the information on
a trackin form usin a prescribed trackin s and retainin e records for internal
trackin purposes. As re remote electronic disablement of the device ma be used in the
event of a lost or stolen iPad.
IV. ASSIGNED USER RESPONSIBILITIES
a) Use: The Assi User is responsible for ensurin that e is used primaril for
Cit business. Upon direction of the Cit Mana or prior to leavin Cit Service, the
e shall be returned on demand. Cit owned technolo resources ma be used for
personal purposes on a limited basis, provided such use is consistent with and does not violate
the Cit electronic information polic or state law and the followin re are met:
• No mar cost to the Cit
• No interference with work responsibilities
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CITY OF LAKE ELSINORE
CITY OF CITY EQUIPMENT LOAN AGREEMENT
UAMEA -
T 11. P ia
LSMORX
V DRUM WTUME (Apple Wad For A And Cit Business)
b) Protection of Egubment: Assi User shall take reasonable steps to ensure that the
e is properl secured, and is protected from theft, accidental mishap, vandalism and
tamperin
c) Rep of Lo D a ma g ed,, Destroy g rtinq st e _d or Stolen Equipment: If the loaned e
becomes dama for an reason, it is the User's responsibilit to notif the Information
Technolo Supervisor as soon as the facts become known. Notification shall be forwarded to
the Cit Mana For the purpose of this A dama consist of loss, dama
vandalism, destruction or theft of e Immediate notification will allow the Cit to
remotel disable the iPad. Disablin a lost or stolen iPad will reduce the Cit (and User's)
exposure to data loss.
d) Wi-Fi Content: The device can access the Internet when a Wi-Fi Network is available,
which ma include networks that are not mana b the Cit and/or networks which do not
filter internet content. Assi User shall access websites in a responsible manner
consistent with the Cit Electronic Access Polic in the same manner as the would when
usin the Cit Network. The iPad is confi with technolo that allows the iPad to be
located when connected to the Internet. The User is prohibited from disablin and modif
this feature as it is part of the device protection used b the Cit
e) Operatin Software: The User shall not modif the operatin s in an manner that will
impact the manufacturer warrant The User shall not install an unauthorized software.
f) City Supplied Software Applications / No Citv Support For Personal Apps: The iPad comes
with a suite of preloaded files and applications. Servicin of the device b Cit Information
Technolo Staff (includin application of software updates, troubleshootin etc.), will include
removal of data includin an applications installed b the Assi User. The applications
will be overwritten with the standard preloaded files and applications. User shall be
responsible for recoverin and re- install of User Installed data and./or applications. Assi
Users are advised to avoid havin device set to automaticall s with personal computer in a
manner that will delete Cit installed applications. An costs for applications or media
purchased b the Assi User are not the responsibilit of the Cit unless it is added as an
approved use under a licensin a purchased b the Cit
g ) Rewonsibilil For Dama / Loss: The Assi User, b si below, acknowled that
he/she will be personall responsible for an loss or extraordinar dama to the e as
deemed b the Cit Mana to be be normal wear and tear.
I have read and understand the information presented in the Cit E Loan A
Assi User:
(Printed Na S nature: Date:
am MAP An an Its on as as BE Arm an
some orgasms EQUIPMENT MANAGEMENT (information Technolo Use Onl
Cop To Personnel File (Cit Asset) Item Returned On: Asset #
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