HomeMy WebLinkAboutResolution 2011-017 approving administrative directive for electronic technology MARANA RESOLUTION NO. 2011-17
RELATING TO ADMINISTRATION; APPROVING AN ADMINISTRATIVE DIRECTIVE
REGARDING THE USE OF THE TOWN OF MARANA' S ELECTRONIC TECHNOLOGY
BY MEMBERS OF THE PUBLIC
WHEREAS the Town Council has established broad guidelines and parameters regarding
the administration of the Town through the Marana Town Code and other ordinances and
policies; and
WHEREAS Section 3- 2 -1(G) of the Marana Town Code provides that the Town Manager
shall be the chief administrative officer and head of the administrative branch of the Town and
shall execute general administrative supervision and control of the affairs of the Town; and
WHEREAS on September 15, 2009, the Town Council by Resolution No. 2009 -164
approved and authorized the Town Manager to implement an administrative directive system for
carrying out certain administrative functions and providing consistency in the performance of
administrative tasks, in the use of Town resources and equipment, and in the implementation of
the Town Code and other ordinances and policies; and
WHEREAS the administrative directive system approved by Resolution No. 2009 -164
included the provision that any administrative directive relevant to the Town's elected and
appointed officials would be brought before the Council for its consideration and adoption by
resolution; and
WHEREAS the Town Council finds that the implementation of an administrative
directive regarding the use of the Town of Marana's electronic technology by members of the
public is in the best interests of the Town.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COUNCIL OF THE
TOWN OF MARANA, ARIZONA, AS FOLLOWS:
SECTION 1. The Town of Marana hereby approves the Use of Town's Electronic
Technology by Members of the Public Administrative Directive attached as Exhibit A and
incorporated by this reference in this resolution.
SECTION 2. The Town's Manager and staff are hereby directed and authorized to
undertake all other and further tasks required or beneficial to implement the Administrative
Directive described in Exhibit A.
Marana Resolution 2011 -17 - - {00025025.1)0C /}
PASSED AND ADOPTED BY THE MAYOR AND COUNCIL OF THE TOWN OF
MARANA, ARIZONA, this 15 day of February, 2011.
Mayor Ed Honea
ATTEST: 4 � t
NN OF k.4A
? yvronson Town Clerk S �'
APPROVED AS TO FORM:
F ank Cas ' y,�Town Atto y
Mauna Resolution 2011 -17 _ 2 _ {00025025.130C /}
,e o �
1 7
9 7
gRIZO'S
ADMINISTRATIVE DIRECTIVE
Title: Use of Town's Electronic Technology by Members of the Public
Issuing Department: Town Manager's Office
Effective Date: February 15, 2011
Reviewed: Town Manager's Office, Legal, Town Clerk, Technology Services
Approved: Town Council, Resolution No. 2011 -17
Type of Action: New
1.0 PURPOSE
The purpose of this directive is to establish guidelines for the use of the Town of Marana's
electronic technology by members of the public at Town Council meetings and other Town
meetings open to the public.
2.0 PERSONS AFFECTED
Members of the public who use the Town's electronic technology; Town employees who
assist citizens with their use of the Town's electronic technology
3.0 REFERENCES:
3.1 Marana Town Code, Chapter 2: Mayor and Council
3.2 A.R.S. § 38- 431.01 - Open Meeting Law
4.0 DEFINITIONS
4.1 Call to the Public: An open call to the public during a public meeting, subject to
reasonable time, place and manner restrictions, to allow individuals to address the
public body on any issue within the jurisdiction of the public body
4.2 File transfer protocol (ftp): A software protocol for exchanging information
between computers over a network
4.3 Graphics interchange format (gif): A standard compressed file format used for
pictures
{00023519.DOC / 8}
4.4 Jpg or jpeg: A standard file format for compressing pictures by disposing of
redundant pixels
4.5 Portable document format (PDF): A format in which documents may be viewed
4.6 Portable network graphics (png): A bitmapped image format
4.7 Tagged image file format (TIF): A graphic file format
5.0 POLICIES AND PROCEDURES
5.1 In general, visual aids used in connection with presentations to the Town Council or
other public bodies are permitted in Town facilities.
5.2 Individuals addressing a meeting at the call to the public will not be provided with
electronic technology capabilities beyond the existing voice amplification and
recording capabilities in the facilities and the Town's overhead projector /document
reader.
5.3 Individuals making a presentation during a meeting other than at the call to the
public, such as during a public hearing, may be permitted to use the Town's
electronic technology for the presentation. Presenters must contact the Town Clerk's
Office or the recording secretary for the meeting by noon on the day of the meeting
to coordinate the use of the Town's equipment.
5.3.1 Presenters may deliver presentations to the Town by email, flash drive, ftp
or CD. The Technology Services Department will ensure that the
presentations are scanned for viruses prior to use in the Town's
technology system.
5.3.2 The Town can support presentations in the following formats: Microsoft
Office Suite, PDF, or any common graphic format (TIF, jpg, gif, png).
Additionally, any presentation installed on a website that runs on internet
Explorer can be supported. The Town cannot support presentations in the
following formats: Apple, Linux, Droid, or other formats or applications
not listed above.
5.4 Presenters shall not use the Town's overhead projector or electronic technology for
any illegal purposes or communications.
5.5 Presenters shall not use the Town's electronic technology in a manner that damages,
interferes with or congests the Town's computer or network systems.
5.6 The Town reserves the right to deny any presenter the use of the Town's overhead
projector or other electronic technology if the presenter fails to comply with the
provisions of this directive.
6.0 RESPONSIBILITIES
6.1 The Town Manager and Town Clerk shall ensure appropriate enforcement of this
directive, in conjunction with the Mayor as presiding authority at Town Council
meetings and in accordance with the rules governing Town Council meetings as set
forth in Chapter 2 of the Marana Town Code.
{00023519.DOC f 8}
6.2 All employees who assist presenters with their use of the Town's electronic
technology shall consult with the Technology Services Department to ensure that the
Town's system is protected.
6.3 The Technology Services Department shall ensure that adequate and appropriate
safeguards and precautions are observed in order to protect the Town's electronic
technology and network.
7.0 ATTACHMENTS
None
{00023519.DOC / 8}