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Home My WebLink About2000-054 CCRMember Kay Lasman introduced the following resolution and moved its adoption: RESOLUTION NO. 00-54 RESOLUTION AMENDING CITY COUNCIL HANDBOOK TO CREATE POLICY ON CITY COUNCIL USE OF ELECTRONIC MAIL AND VOICE MAIL WHEREAS, attached to and incorporated herein by references as Exhibit "A" is a proposed City of Brooklyn Center policy on Council use of electronic mail and voice mail; and WHEREAS, it will improve and enhance communications between Council Members and City residents and City staff to provide electronic mail and voice mail communication capabilities; and WHEREAS, the proposed policy is reasonable and appropriate. 1 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 add the policy set forth in Exhibit "A" to this resolution on Council use of electronic mail and voice mail. March 13, 2000 Date Lwj~~ ATTEST: City Clerk Mayor The motion for the adoption of the foregoing resolution was duly seconded by member Robert Peppe and upon vote being taken thereon, the following voted in favor thereof: Myrna Kragness, Debra Hilstrom, Kay Lasman, and Robert Peppe; and the following voted against the same: none; whereupon said resolution was declared duly passed and adopted. RESOLUTION NO. 00-54 EXHIBIT "A" City of Brooklyn Center Policy on Council- Use of Elect tunic Mad and Voice Mail I. Support and Training 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 - in, ication facilities belong to the City. IL City systems use A. Computer equipment, computer programs and communication fac ilifles 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. III. Electronic Mail A. The City will reimburse each Council Member up to $19.95 per month for an Internet service provider that provides access to electronic mail (e-mail). The City will advance the reimbursement to Council Members at the beginning of each year. To qualify for reimbursement, each Council Member will submit proof of payment to an Internet service provider by December 15 of the year in which reimbursement occurred. Proof of payment will be in the form of a billing statement or receipt. In the case that payments that do not total the reimbursed amount, the difference will be subtracted from the Council Member's last check of the year. B. Each Council Member will be responsible for selecting his/her own Internet service provider and for maintaining his/her own subscription to the service. C. 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. D. The MIS/Technology Coordinator will assign each Council Member an official City e-mail address (i.e. councilmemberbstname@ci.brooklyn center.mn.us) in Novel GroupWise. Novel GroupWise will be accessed by Council Members through the Internet. RESOLUTION NO. 00-54 EXHIBIT "A" E. The official city e-mail address will be used only by the Council member to whom it is assigned. F. The primary purpose of the official e-mail address will be to communicate with Council Members, constituents and City staff. G. 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. H. 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. L Users should be aware that communications using e-mail fall under the guidelines of the Data Practices Act. 7. 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. W. Voice man A. The WS/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 Soidffd 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 Greetinglnformadon Form. 2 EXHIBIT "A" RESOLUTION NO. 00-54 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. 3 RESOLUTION NO. 00-54 EXHIBIT "All VOICE MAM STANDARD GREETING INFORMATION FORM The following bold type will be the stavidard greeting fc ma.Mr and council member voice malt. To assist staff wA the recording of your greeting, please provide mformatlon or preferences where indicated by "You have reached the voice mail of Brooklyn Center Mayor/Council Member !NAME). -0 Name: Mayor/Council Member INAMEJ does not keep business hours at City Hall, but s/he does check voice mail every jFREQUENC14 -4 When will you be checking for voice mail messages (i.e. every evening, on certain days of the week, etc.)? S/he will respond to your message within fffi day(s~ -4 How long should a caller plan to wait for your response? If you have a concern that cannot wait, fA and/or BV -4 Please choose the option(s) you would like: E3 A) you may try to contact Mayor/Council Member fNAMEJ at (ALTERNATIVE LOCATION1 at !PHONE NUMBER). Again, that number is (PHONE NUMBER). If you chose this option please provide the following: Alternative location: Phone number for alternative location: o B) between 8:00 a.m. and 4:30 p.m. on regular business days, you may press "0" for a receptionist. If you would like to leave a message for Mayor/Council Member (NAME), please speak slowly and distinctly, and leave your name, phone number and a brief message after the tone." RESOLUTION NO. 00- 54 EXHIBIT "All VOICE MAIL ALTERNATE GREETING INFORMATION FORM The following bold type will be the alternate greeting for mayor a cduricil member voice mail. If you are not planning to checkyour voice mail with the frequency indicated on your standard greeting, please complete this form and submit it to the City Clerk Insert the appropriate information at each On what date do you want the alternate greeting to begin? -4 On what date do you want your voice mail to return to your standard greeting? "You have reached the voice mail of Brooklyn Center Mayor/Council Member (NAMEI. Name: Mayor/Council Member jNAMEI will not be checking his/her voice mail until JDATE1: On what date will you be checking for voice mail messages? S/he will respond to your message as soon as possible after that time. If you have a concern that cannot wait, and you are calling between 8:00 am. and 4:30 p.m. on a regular business day, you may press "0" for a receptionist. If you would like to leave a message for Mayor/Council Member INAME), please speak slowly and distinctly, and leave your name, phone number and a brief message after the tone."