HomeMy WebLinkAboutRes 12-375, Policy regarding electronic access to City information including weekly packets and email1-12
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Prepared by: Marian Karr, City Clerk, 410 E. Washington St., Iowa City, IA 52240 (319) 356 -5041
RESOLUTION NO. 12 -375
RESOLUTION REPEALING RES. 12 -156 AND AMENDING THE POLICY FOR
DISTRIBUTION OF ELECTRONIC PACKETS; COUNCIL MEMBER USE OF CITY
IPAD, AND REIMBURSEMENT FOR THE EXPENSE OF PURCHASING PERSONAL
EQUIPMENT TO ACCESS ELECTRONIC PACKET; PROCEDURES FOR E -MAIL
CORRESPONDENCE AND DISTRIBUTION OF WEEKLY ELECTRONIC COUNCIL
PACKETS; AND REMOVING THE STIPEND FOR SUPPLIES AND ESTABLISHING A
POLICY FOR ELIGIBILITY FOR REIMBURSEMENT ONCE EVERY FOUR YEARS.
WHEREAS, the City Council of Iowa City established a policy discontinuing hard copy weekly
packets effective June 1, 2012 and thereafter providing for the distribution of electronic weekly
Council packets only; and
WHEREAS, the City Council of Iowa City provided for the use by individual Council Members of
a City owned iPad or the reimbursement of the expense of purchasing equipment to provide
access to weekly electronic council packets; and
WHEREAS, reimbursement to Council members for the expense of purchasing equipment to
provide access to weekly electronic packets allows the Council members to more efficiently and
effectively fulfill their duties as elected officials and is thereby in the public interest; and
WHEREAS, Council members serve four year terms, and therefore, shall be eligible for such
reimbursement once every four years; and
WHEREAS, the City Council of Iowa City removed the stipend for supplies and dedicated phone
costs associated with accessing electronic packets and /or e-mail via the City address.
NOW, THEREFORE, the attached policy is established for electronic delivery of weekly packets
and E -Mail policy.
Passed and approved this 21st day of August , 20 12
ATTEST:
CIV t
clerk /res /counci I- epolicyl doc
MW
MAYOR
Ap b
y Att r s O ce
Resolution No. 12 -375
Page 2
It was moved by Champion and seconded by Payne the
Resolution be adopted, and upon roll call there were:
AYES: NAYS: ABSENT:
x Champion
x Dickens
x Dobyns
x Hayek
x Mims
- Payne
x Throgmorton
COUNCIL POLICY REGARDING ELECTRONIC ACCESS TO CITY INFORMATION
INCLUDING WEEKLY PACKETS AND E -MAIL
August 2012
Effective June 1, 2012 Council Members shall receive the weekly Council packet
electronically.
2. Council Members may request a City -owned iPad for accessing the weekly packet or for use
for other City business. The iPad will be returned at the end of individual Council Member
terms.
3. Council Members may also choose to use personal equipment for accessing their weekly
packet electronically, and may request a reimbursement of not to exceed $600 for purchase
of the equipment, and provide receipts for that reimbursement. Council Members are eligible
for reimbursement once every four years.
4. City IT staff will not service personal home computers or printers. Internet service (whether
on dedicated phone line, Cable Modem, or DSQ is an agreement between the Council
Member and service provider. Contracting for installation and monthly recurring charges is
the responsibility of the Council Member.
5. The City will provide individual City Council Member e-mail addresses to the public.
6. Council Members should advise constituents communicating via e-mail that the
correspondence could be public information.
7. The City will distribute e-mail correspondence addressed to "Council" in the next Council
packet, or provide as late handout if the item(s) is scheduled for Council discussion. Staff
will not receive any copies of a -mails sent to individual Council Members unless "Council"
was indicated by the sender or provided by a Council Member.
8. Council Members are advised to confine their City related business to the City e-mail
address and not a personal e-mail address. If a personal e-mail address is used for City
business a -mails regarding City matters may be subject to open records requests. For those
e -mails a Council Member chooses to retain, it is recommended that a separate file (either
electronic or hard copy) be kept for City business.
clerk /res /council- epolicyl doc