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HomeMy WebLinkAboutResolution 2009-094 policy regarding use of town technical software and equipmentMARANA RESOLUTION N0.2009-94 RELATING TO MAYOR AND COUNCIL; ADOPTING COUNCIL COMPUTER EQUIPMENT AND SOFTWARE POLICIES REGARDING THE ISSUANCE AND USAGE OF TOWN COMPUTER EQUIPMENT, SOFTWARE, PERIPHERALS AND INTERNET ACCESS; AND DECLARING AND EMERGENCY WHEREAS, the Town of Marana adopted its Strategic Plan in February 2009 to identify the key focus areas and initiatives that are priorities for the Town of Marana; and WHEREAS, one of the key initiatives in the Progress and Innovation focus area of the Strategic Plan was enhancing the transparency of governmental operations; and WHEREAS, the Town Council has expressed its desire to employ aspects of the Strategic Plan in daily operations; and WHEREAS, the Town Council desires to adopt internal policies which will better enable them to manage town-issued computer equipment and software to council members; and WHEREAS, the management of electronic communications and documents has become a routine practice in the conduct of town business; and WHEREAS, the Town council finds that adoption of these policies are in the best interests of the town and its residents. NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE TOWN OF MARANA, ARIZONA, AS FOLLOWS: SECTION 1. The Council Town-Issued Computer Equipment/Software and Electronic Communication Usage Policies for Council Members, attached to and incorporated by this reference in this resolution as Exhibit A, are hereby approved on behalf of the Town of Marana. SECTION 2. The Town's Manager and staff are hereby directed and authorized to undertake all other and further tasks required or beneficial to carry out the terms, obligations, and objectives of the aforementioned Council Computer Equipment/Software and Electronic Communication Usage Policies SECTION 3. Since it is necessary for the preservation of the peace, health and safety of the Town of Marana that this resolution become immediately effective, an emergency is hereby declared to exist, and this resolution shall be effective immediately upon its passage and adoption. Marana Resolution 2009-94 -1- PASSED AND ADOPTED by the Mayor and Council of the Town of Marana, Arizona, this 16th day of June, 2009. Mayor Ed'H nea ATTEST: lyn C. onson, Town Clerk APPRO ED AS TO FORM: Marana Resolution 2009-94 -2- EXHIBIT A REFERENCE: Town-Issued Computer Equipment/Software and Electronic Communication Usage Policies for Council Members Scope: The purpose of this policy is to establish the standard town-issued computer equipment/software that may be provided to council members, the guidelines for use of that equipment including the use of town staff time designated for set-up and trouble-shooting, and the procedures for requesting equipment and for making exceptions to this policy. Policy: The Town of Marana utilizes electronic communications in the conduct of daily business and to that end, provides the basic resources necessary for council members to effectively conduct town business via electronic means. Hardware Issued One set of the following computer hardware devices shall be standard issue to each council member upon request: 1. Standard town-issued laptop with wireless capability, portable mouse and power cord 2. Standard town-issued docking station, monitor, keyboard and mouse for use in Marana Municipal Complex 3. Black and white printer for use in Marana Municipal. Complex council office or shared printer for use in Marana Municipal Complex Software Issued The following computer software shall be standard issue to each council member on their official town-issued laptop computer only: 1. Microsoft Office 2003, or most recent version that is the town standard for all users 2. Sophos Anti-Virus 3. Virtual Private Network (VPN) Requests for obtaining new hardware and software or replacing equipment shall follow the approval process noted below. Internet Access and Staff Assistance Council members are responsible for obtaining and paying for internet access from their homes, including the acquisition of all equipment necessary to provide the capacity for wireless connectivity to a town-issued laptop. Alternatively, internet access equipment may be non-wireless with switching devices to accommodate connection to atown-issued laptop. Technology Services staff may advise council members on the best type of internet access and may assist with set-up of an internet connection at the council member's home or business for use with atown-issued laptop computer. For other routine problems and questions related to town-issued hardware or software, Technology Services staff can assist council members by telephone or in person at the Technology Services Department during regular business hours. If a council member requires staff to trouble-shoot internet connectivity related to a council member's internet provider and atown-issued laptop at their home or place of business, the council member shall contact the council liaison to arrange for an appointment. EXHIBIT A User Obligations and Public Records Council members shall not place any software that is not on the above list on atown-issued computer. No one other than Technology Services staff may load software onto atown-issued computer. Council members are responsible for installing the routine software updates issued by Microsoft to all users on their town-issued computer. All information, documents, a-mail and other correspondence created or stored on a town-issued computer, regardless of where the information is stored electronically (on the computer or on the town's network) is subject to disclosure under Arizona's public records laws (A. R.S. § 39-101 et. seq.). In addition, documents and communications related to town business that are created on a council member's private hardware or software system may be subject to disclosure. When public records requests are received by the town, the Legal Department shall determine what documents will be released. Internet, E-mail and Computer Access While Traveling If council members require a-mail access while traveling out-of-town, they may access their e-mail account by going to the internet from any computer and accessing the Town of Marana Secure Web Mail Internet Site at: www.maranaegov.com/exchange The user will be required to enter their log-in name and password when prompted. In extenuating circumstances, where a council member's access to the town network is required when the council member is out of town with no other means of access to a computer and/or internet service, authorization may be provided for internet access using the town's cell phone carrier via an "air-card." Requests for "air-cards" shall specify the amount of days needed for use of the card. "Air-cards" shall be returned to the Technology Services Department within five business days after the conclusion of the authorized period of use. Extension of time for "air- card" requests, or "air-card" use that initially exceeds 15 business days shall require the approval of the full council. The approval process below shall be followed for these requests. Request and Approval Process When a council member wishes to request computer hardware, software or an "air-card," a Computer Equipment/Software Authorization Form must be filled out and routed for an approval signature from the Mayor, Town Manager and Technology Services Director. If the Mayor is requesting the computer equipment/software, the signatures of the Town Manager and Technology Services Director shall be required for approval. If any of the aforementioned officials does not approve the request, then it shall be scheduled for a vote of the Town Council during open session. Equipment and/or Software requested in addition to the standard level outlined in this policy shall include a written justification for such equipment/software on the Computer Equipment/Software Authorization Form. A majority vote of the Council shall constitute the final determination of approval or disapproval of the computer equipment or software. EXHIBIT A Upon approval of the request, the council liaison or other designated staff shall ensure that the approved equipment is issued and installed. No computer equipment/software shall be issued prior to approval of the request. Following approval of this policy, each council member shall work with the council liaison to complete a Computer Equipment/Software Authorization Form to identify existing computer equipment that has been assigned within seven (7) business days. Any equipment currently issued in addition to the standard equipment outlined in this policy may be returned to the town, or the council member may request an exception to this policy via this authorization form. If the exception is not granted through the above approval process, the member may return the equipment or the full council shall consider the initial issuance of additional equipment as soon as possible, but no later than August 18, 2009. All town-issued equipment, hardware and software are to be returned to the town within seven (7) business days following the swearing in of a new council, when a council member is not continuing in office. All discussion and action regarding computer equipment/software requests must comply with the provisions of the Arizona's open meeting laws (A. R.S. § 38-431 et. seq.).