HomeMy WebLinkAboutRes2016-038 Sponsored by: Clerk
CITY OF SEWARD,ALASKA
RESOLUTION 2016-038
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AMENDING THE CITY COUNCIL RULES OF PROCEDURE
TO INCORPORATE A MOBILE USE DEVICE ACCEPTABLE USE
POLICY AND TO CLARIFY ELECTRONIC COMMUNICATIONS AS IT
PERTAINS TO PUBLIC MEETINGS
WHEREAS, the City Council directed the City Clerk to research the possibility of
converting to the use of mobile devices as the sole source of viewing council meeting agenda
packets; and
WHEREAS, funds for the purchase of mobile devices were approved in the FY 2016
budget; and
WHEREAS, in preparation for council's move towards electronic meeting management,
the City Clerk's Office developed a policy for the use of mobile electronic devices by elected
officials which has been reviewed by Administration, the Information Technology Department,
and the City Attorney; and
WHEREAS, at the May 23, 2016 City Council meeting, the City Council reviewed this
policy; and
WHEREAS, council approval is needed to amend the City Council Rules of Procedure
to incorporate the new City Council Mobile Device Acceptable Use Policy; and
WHEREAS, in addition, it is also necessary to clarify the acceptable use of electronic
communications in the City Council Rules of Procedure as it relates to the Open Meetings Act.
NOW,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SEWARD, ALASKA, that:
Section 1. The City Council amends the City Council Rules of Procedure to incorporate
the Seward City Council Mobile Device Acceptable Use Policy as Appendix B, as attached
hereto.
Section 2. The City Council amends the City Council Rules of Procedure Section V —
Special Considerations for Council Members to read as follows (strikeout = deletions, bold
italics=additions):
CITY OF SEWARD,ALASKA
RESOLUTION 2016-038
OPEN PUBLIC MEETINGS
Public agency actions and deliberations should be conducted openly, and all persons must be
allowed to attend unless "unruly", or otherwise excluded by law, such as executive sessions,
labor negotiations, social gatherings (unless business is discussed), and certain quasi-judicial
proceedings. A meeting is generally defined as any gathering of four or more governing body
members (or a quorum, whichever is less)where city business is discussed.
Meeting places should not be designed to exclude members of the public, and the time and place
of a special meeting must be designated.
Except in an emergency, users shall not use email, instant messaging, text messaging, or
similar forms of electronic communications at any time during a meeting of the City Council.
Users shall not use a city-issued mobile device in any way as to violate the Open Meetings Act
requirements of the State of Alaska.
Section 3. This resolution shall take effect immediately upon its adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
13th day of June, 2016.
THE CITY OF SEWARD,ALASKA
4/ y i
an Bardarson, Mayor
AYES: Casagranda, Keil, Butts, McClure, Altermatt, Bardarson
NOES: None
ABSENT: Squires
ABSTAIN: None
ATTEST:
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Agenda Statement oc sed
Meeting Date: June 13,2016,
To: Mayor, City Council q P
From: Johanna Kinney, City Clerk
Agenda Item: Amending the City Council Rules of Procedure to incorporate a mobile
device use policy and address electronic communications with respect to the
Open Meetings Act
BACKGROUND &JUSTIFICATION:
The Seward City Council has expressed intent to eliminate paper packets and approved funding in
the FY 2016 budget for the purchase of mobile devices.
Attached is a mobile device acceptable use policy that the City Clerk recommends approving and
requiring of all elected officials who check out mobile devices for city business. This policy was
reviewed by the City Clerk's Office, the City Attorney, the Assistant City Manager, and the
Information Technology Department. It was provided to the City Council at their May 23, 2016
meeting as a draft to solicit any comments or feedback prior to approval.
INTENT: It is the recommendation of the City Clerk to incorporate this policy into the City Council
Rules of Procedure as a new appendix,Appendix B.
With the advancement of electronic communication,it is also recommended amend Section V of the
rules of procedure,to address electronic communications during a public meeting.
FISCAL NOTE: No financial impact is anticipated with the adoption of this policy.
Approved by Finance Department: ��u �
ATTORNEY REVIEW: YES: X NO: N/A:
RECOMMENDATION:
33
Approve Resolution 2016-- ,amending City Council Rules of Procedure,to incorporate Appendix
B,Mobile Device Acceptable Use Policy and to amend Section V,Open Public Meetings to address
electronic communications during a public meeting.