HomeMy WebLinkAbout2000-145 CCRMember Kay Tasman introduced the following resolution and moved
its adoption:
RESOLUTION NO. 2000-145
RESOLUTION AMENDING CITY COUNCIL HANDBOOK REGARDING
POLICY ON COUNCIL USE OF ELECTRONIC MAIL AND VOICE MAIL
WHEREAS, on March 13, 2000, the City Council adopted Resolution No. 2000-54
which created a policy on Council use of electronic mail and voice mail; and
WHEREAS, such policy provided for Internet access reimbursement; and
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WHEREAS, the Financial Commission has recommended an increase in City
Council compensation to reflect the added costs to Council Members of Internet access in
communicating with constituents and the City.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Brooklyn Center that the City Council Handbook be and hereby is amended to incorporate the
amended policy set forth in Exhibit "A" attached to this resolution on Council use of electronic
mail and voice mail.
August 28, 2000
Date
ATTEST: l
City Clerk
Mayor
The motion for the adoption of the foregoing resolution was duly seconded by member
Debra Hilstrom
and upon vote being taken thereon, the following voted in favor thereof:
Myrna Kragness, Debra Hilstrom, Kay Lasman, Ed Nelson, and Robert Peppe;
and the following voted against the same: none;
whereupon said resolution was declared duly passed and adopted.
RESOLUTION NO. 2000-145
Policy on Council Use of Electronic Mail and Voice Mail
I. Support and Training
EXHIBIT A
A. City staff will provide user training to the City Council for electronic mail (e-mail) and
voice mail.
B. City staff will provide user support during normal business hours, only for equipment,
software and communication facilities belonging to the City.
II. City Systems Use
A. Computer equipment, computer programs and communication facilities connected to
the City network are to be used for purposes of the City. They may not be used for any
commercial or political purposes.
B. Users may not use City facilities to communicate to others material that is obscene,
indecent, or patently offensive in the workplace.
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III. Electronic Mail
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$A. Each Council Member will be responsible for selecting his/her own Internet service
provider and for maintaining his/her own subscription to the service.
GB. The City will not purchase for Council Members any additional equipment or services,
such as personal computers or phone lines, that are required for e-mail access.
$C. The MIS/Technology Coordinator will assign each Council Member an official City
e-mail address (i.e. councilmemberlastname@ci.brooklyn-center.mn.us) in Novel
GroupWise. Novel GroupWise will be accessed by Council Members through the
Internet.
ED. The official City e-mail address will be used only by the Council Member to whom it
is assigned.
(Underline indicates new matter; strikeout indicates matter to be deleted.)
RESOLUTION NO. 2000-145
EXHIBIT A
EE. The primary purpose of the official e-mail address will be to communicate with
Council Members, constituents and City staff.
FE. It is the nature of most e-mail systems that the security of messages cannot be
guaranteed; therefore, users should not use e-mail to transmit messages containing data
that must be kept secure.
PIG. Users should exercise good judgement in both the type of message created and in the
tone and content of messages. E-mail messages must be able to withstand public
scrutiny without embarrassment to the City if messages are forwarded beyond the
intended recipients, accessed or inadvertently disclosed, subpoenaed in a legal action,
or otherwise made public. Users should use generally accepted standards of business
conversation in their e-mail messages.
W. Users should be aware that communications using e-mail fall under the guidelines of
the Data Practices Act.
11. Electronic mail is intended as a medium for fast communication, not a medium for
storage of valuable files. Users should save and file important e-mail messages in other
applications.
IV. Voice Mail
A. The MIS/Technology Coordinator will assign each Council Member an official City
voice mail box.
B. Each Council Member will complete a Voice Mail Greeting Information Form that will
indicate individual greeting preferences.
C. City staff will be responsible for recording each Council Member's voice mail greeting
using the guidelines set forth in the attached Voice Mail Standard Greeting Information
Form and the Voice Mail Alternate Greeting Information Form. Council Members
may request that staff record an alternate greeting when the Council Member will not
be checking voice mail for an extended period.
D. Each Council Member will be responsible for checking his/her voice mail with the
frequency s/he indicates on the Voice Mail Standard Greeting Information Form unless
s/he has requested that his/her voice mail be programmed with an alternate greeting and
has submitted to the City Clerk the attached Voice Mail Alternate Greeting Information
Form.
E. Long distance telephone charges that accrue when a Council Member checks his/her
official City voice mail will be reimbursed by the City. The Council Member must
submit documentation of the charges in the form of a billing statement or receipt.
(Underline indicates new matter; strikeout indicates matter to be deleted.)