HomeMy WebLinkAbout08-25-2009 Supplemental Council AgendaI. Purpose: Use of electronic media is necessary and useful for City Council and Commission
members in order to improve communication and efficiently perform their City duties. The
purpose of this policy is to insure the proper use of the City's electronic media and to set out the
policy the City Council and Commission members will follow when using electronic media and
the City's electronic communication system. This policy will alsosinsure that use of City
electronic media complies with applicable law, including the Pub c Records Act and Brown Act.
This policy is applicable to all City Council members and Comm sioners.
II. Definitions
This policy was adopted for interim use by the City Council and
Planning Commission. After four months the policy will be
reviewed by the Council and considered for application to all
Commissions.
A. City's Electronic Communication System City -owned devices or products designed
to electronically process, transmit, or store information such as computers, phones, cell
and smart phones, printers, modems, data files, and e -mail.
B. User a Council member or Planning Commissioner who uses the City's electronic
communication system.
C. E- Communication electronic text or visual communication and attachments
distributed via e -mail, websites, instant messaging, text messaging, twitter, or comparable
services.
D. Electronic Media a method for processing or transmitting information in electronic
form, including E- Communication, software programs and the Internet.
III. General Procedures
CITY OF SARATOGA
City Council and Planning Commission
Electronic Communications Policy
Interim Policy July 1, 2009
,H
A. Procedures for Electronic Communications. All Council members and
Commissioners will be issued accounts for use of City electronic media for E-
Communication on City business. E- Communication by nature represents and reflects
upon the City's public image and integrity. Users should insure that their messages are
respectful, professional,, and are consistent with City policies. E- Communication should
be written or otherwise presented in the same professional and respectful manner as paper
communications. The City's Electronic Communication System shall be used only for
City business.
B. No Use of Personal E- Communication. Users shall not use their home or business E-
Communication accounts or addresses for any communication pertaining to City
business. When using E- Communication ;users should communicate with the public and
staff solely via their designated City E- Communication addresses. Users shall not
commingle E- Communication pertaining to City business with E- Communication
pertaining to their home or business.
C. Electronic Communications between Council members or Commissioners
Concerning City Business. Communications from (1) a Council member to another
Council member or members concerning City business, and (2) a Commissioner to
another Commissioner or Commissioners concerning Commission business should be
"one way" and "marked "For Information Only —Do Not Reply."
D. Electronic Coinniunication by a Quorum of the Council and Commission or a
Council and Commission Standing Committee: A majority of the members of the
Council 'or a Cormission shall not send or exchange facts about or engage in discussions
regarding City issues via:E- Communication, including chat rooms, news groups, on=line
forums, weblogs, twitter feeds, or list- serves(collectively referred to as "Internet
forums i
E. Electronic Communications from the Public. The public may electronically
communicate`with the Council and Commission through the City's Website at:
www Saratoga :ca.us.._
1) E- Communication from the public addressed to the City Council will be
distributed• to each Council meniber and E -Con ntinication "addressed to a
Commission will be distributed to each member of the= .Commissiori.
Communication addressed to the Council or a Commission also will be forwarded
to the City Clerk. The Mayor, or Mayor's designated representative; in
consultation with staff if necessary;' will respond on behalf the Council to E-
Communication addressed to the Council. The Commission chair or Commission
staff liaison will respond on behalf of the Commission to E- Communication
addressed to the,.Commission. b
E- Communication from the public addressed to more than a quorum of the City
Council or Commission shall be forwarded by the recipients tootheCity;Cl'erk..(for
the City Council) or staff liaison for the Commission. These E- Communications
will be distributed and responded`to iri°accordance with paragraph E.1 `above.
u
Upon receipt of an E- Communication addressed to less than a quorum of the City
Council or Commission, the recipient may l) treat it as an individual
communication to whichhe'or she mayor may not respond; 2) inform the:Council
or Commission of the communicatiori' at a properly noticed meeting, or 3) ask that
it be forwarded to the fuh `Council orn,Cornin ission' 'as 'pait =of itS'information'
packet for the next available Council or Commission meeting. Such E-
Communication may also be forwarded to staff for response as set out in Section
Council and Commission Electronic Communications Policy
Page 2 of 4
G, below. When a User responds to individual E- Communication from the
public, and desires to forward the response to the Council or Commission, he or
she shall forward his or her response and the individual E- Communication to the
City Clerk or Commission liaison for inclusion in the Council or Commission's
informational packet at the next available Council or Commission meeting.
F. City Electronic Communications with the Public. City staff will post official
information on upcoming and prior City Council meetings, workshops and events on the
City Website. Council and Commission agendas and minutes will be posted for the
current and prior calendar year. Additional materials may be posted at the discretion of
the City Manager or Manager's designee.
G. Use of E- Communication During Meetings. City Council members shall not use E-
Communication at any time during a meeting of the ,City Council at which he or she is in
attendance. No Commissioner may use E- Communication at any time during a meeting
of the Commission of which he or she is a member at which he or she is in attendance.
H. City. Participation in Internet Forums. The City will not generally answer questions or
respond to comments made in Internet forums. The City will post answers to such
questions on its website if the questions are deemed important by the Mayor or by the
City Manager or at the direction of the City Council. If a Council member desires staff to
prepare a response to a question or comment received by E- Communication or made in
an Internet forum, the Council and Commission member may forward the question or
comment to the City Manager and request that ,staff prepare an appropriate response in a
reasonable period of time. If preparation of a response will require significant staff time
to research or draft the response, an interim response to the questioner or commenter will
be sent as soon as possible acknowledging receipt of the inquiry and informing the sender
that a response is being prepared.
IV. Specific Procedures
A. Retention of E -Mail. The City electronically archives E- communications in accordance
with the City's Records Retention schedule. E- communications that constitute
preliminary drafts, notes, or intra- agency or interagency. memoranda that are not retained
by the City in the ordinary course of business are not required to be archived and should
be deleted prior to regularly scheduled archiving. The City Clerk and City Attorney are
available to assist users in determining how to address questions concerning the
application of these procedures.
B. Public Records Act. City records, whether paper or electronic, are governed by the
public disclosure requirements of the Public Records Act. Disclosure may be required
regardless of who sends or receives a communication or document. In the event that the
City receives a request for disclosure of City records that includes E- Communication, the
person responsible for the requested records must use his or her best efforts to preserve
all City E- Communication covered by the request until the responsive E-
Communications have been identified. Requests for disclosure of any City records
Council and Commission Electronic Communications Policy
Page 3 of 4
applicable to E- Communication or other electronic records of any user subject to this
policy shall be submitted to the City Cleric.
C. Confidentiality.
1) California law requires that certain information be treated as confidential and not be
distributed to others inside or outside the City who do not have authorization to view
such information. Council members or Commissioners may occasionally receive
confidential electronic information. Some examples of confidential information are:
personnel records, internal investigations, information relating to litigation or
potential litigation, attorney client communication, information relating to labor._
negotiations, or information relating to confidential real estate negotiations. When
Council and Commission members receive confidential information, it should be
marked "Confidential Information" so that Council and Commission members are
alerted to the nature of the information.
2) Confidential information should not be sent or forwarded to individuals or entities not
authorized to receive that information and should not be sent or forwarded to City
employees not authorized to view such• information.
3)' Council and Commission members shall exercise caution in sending confidential
information by E- Communication as compared to written memoranda, letters or
phone calls, because of the ease with which such' information'can lose confidentiality
by inadvertent or intentional diversion or re- transmission by others.
4) The City Attorney should be contacted concerning any questions 'about whether a
communication is confidential.
V. Compliance with this Policy: It is the responsibility of every user to insure that he or she is
in compliance with this Electronic Communications Policy.
Council and Commission Electronic Communications Policy
Page 4 of 4
P:\SARATOGA \FORMS\E -Mail Retention Policies\E- Communications Policy (Interim Policy 07 -01- 09).doc
Step 1: Access "Mail" settings and add POP3 e-mail account
Path: START 1 Control Panel 'Mail
Mail Setup Outlook
E -mail Accounts
Setup e accounts and directories,
Data Files
Change settings for the files Outlook uses to
„P store e -mail messages and documents,
Profiles
Setup multiple profiles of e-mail accounts and
data files. Typically, you only need one.
E -mail Accounts...
Data Files.,.
Show Profiles...
Close
Select 1 E -mail Accounts...
E+r*+til i►ccase.4:
Sarver Type
NucstNyuttont! r
ra4aaGl v eel wee wet
t. c orao EscilLsocie ie• weal
Cow? to ar.C ahtppe:t• +trN. e,xyl. ark Starr
Covalent t.
Kr a
f.eie Kt be a KO) hale l;e. +e.m dom.rk wt .+r. e•-e&
c_ FOP
Caret be an 14$D areal •real to amen a -leW ad .ynd eta rata
tikket
tan`
Caned be r MiP areal rarer etch at MMr.al to Coa..it td areal are
Sbt Met eiedbe. SMs,
r. &Mend s.rnr Types
(sew! tl ftat swlerpoty er nereatt-v nal brew.
e$act t he.t: j c r ei 7
Select 1 POP3
City of Saratoga POP3 E -mail setup
The settings below are from Microsoft Outlook. Following these steps will configure POP3 E -mail for your system.
Email Accounts
This wizard will allow you to change the a -mail
accounts and directories that Outlook uses.
E -mail
(l Add a new g -mail accou t
Yiew or chanyeexistinge_mail accountsi
Directory
Q Add a new directory or address book
ice! View or change existing directories or address books
Next I
I Close I
Select 1 View or change existing e -mail accounts
Step 2: Enter your account information and configure internet e-mail settings
E -mail Accounts
N
Internet E -mail Settings (POP3)
Each of these settings are required to vet your email account rtorldng.
User Informitiun
four dame:
John Doe
email Address: jdoe :saratoga.ca.us
Logon Information
User flame:
Password:
Lo on using Secure Passsbrd
Authentication ;SPA)
Server Information
Incoming mail sewer POP3): pop 3.saratoga.c,, us
Qutgomg mail server (SMTP): .s„y,ycur.SP.enm
Test Settings
jdoe After fling out the mformaton on this screen, •.ve
recommend you test your account by didang the
button below. (Requires netvaic connection)
lJRemember passaiord
I Test Account Settings I
Back
More Settings I
Next
Cancel
Enter account information I after entering info Select 1 More Settings...
Internet E -mail Settings
General .I Outgoing Server i1 Cornection II Advanced
Mail Account
Type the name by which you would like to refer to this
account. For example: "Work" or "Microsoft Mail Server"
jdoe @saratoga.ca.us
Other User Information
Organization: The City of Saratoga
Reply E -mail: jdoe @saratoga•ca,us
OK 1
Cancel
General Tab
Enter account information
Mail Account I jdoe @saratoga.ca.us
Organization I The City of Saratoga
Reply E -Mail 1 jdoe @saratoga.ca.us
Example account information:
Your Name 1 John Doe (Full first last name)
E -mail address I jdoe @saratoga.ca.us
Incoming mail server (POP3) I pop3.saratoga.ca.us
Outgoing mail server (SMTP) I smpt.yourlSP.com
User Name I jdoe (First initial, full last name)
Password I your windows login password
Note: The outgoing mail server will be that of your
Internet Service Provider (ISP)
Internet E -mail Settings
CX1
General Outgoing Server I Connection Advanced 1
My outgoing server (SMTP) requires authentication
0 Use same settings as my incoming mail server
13 Log on using
User Name: ime@myISP.com
Password:
Remember password
fl Log on using Secure Password Authentication (SPA)
0 Log on to incoming mail server before sending mail
OK 1
J
Cancel
Outgoing Server Tab
Select I My outgoing server (SMTP) requires authentication
Select I Log on using Remember password
User Name 1 me @mylSP.com
Password 1 your ISP password
Note: These settings may be specific to your Internet Service
Provider (ISP)
Internet E -mail Settings
General Outgoing Server Connection Advanced
Please specify the type of connection to use for e-mail.
Connection
€)?Connect using my local area network (LAN)
Connect via modem when Outlook is offline
Q Connect using my phone line
Q Connect using Internet Explorer's or a 3rd party dialer
Modem
fO!iny:ii!C lhSIiJr a,hnl.ir•q ::��i •�;1
,n
OK
Cancel l
Connection Tab
Select I connect using my local area network (LAN)
Note: These settings may be specific to your location
Step 3: Confirm account creation
E -mail Accounts
E -mall Accounts
You can select an amount and change its settings or removed,
Outlook processes e-mail far these accosts h the following order:
Name Type
Microsoft Exchange Server Exchange (Default)
POP/SMTP
Deliver new e to the following location:
Mailbox Rob Balbuena I New Outlook Data File...
Change...
Add...
Remove
I Set as Default
Move) p I
Back 11 Finish J Cancel
Verify the account name and account type then Select 1 Finish
Name I jdoe@saratoga.ca.us
Type I POP /SMPT
Internet E -mail Settings
General Outgoing Server Connection Advanced
Server Port Numbers
Incoming server (POP3): 110
This server requires an encrypted connection (SSL)
Outgoing server (SMTP): 25
This server requires an encrypted connection (SSL)
Server Timeouts
Short Long 1 minute
Delivery
Use Defaults
Leave a copy of messages on the server
Remove from server after days
Remove from server when deleted from' Deleted Items'
11 OK Cancel
Advanced Tab
Select I Leave a copy of messages on the server
Select I Remove from server when deleted from "Deleted Items"
Note: Default settings and ports work in most cases
Step 1:
Step 2:
Step 3:
Step 4:
Leo Salindong
Checking Your Outlook Mailbox Remotely
t D4tapoft OrLr WMh Jeans WInhn. DWv.el tW.u,..
t. LN f>'w rm.an tw. deb
$.4auftt*t Mml4c.n
ti•.«a, w7 a. r t
L u Outlook Web Access
Cliag.ITa..
S.idyt M t!'!u
Ilistata
ID bOR! N.tiRrf 1.1 ~one! WWI, 0.11.9y Aer.tahottr.Jfi iYrlD A9 orfrt;RYr f:
...i.ba[
411r! Dn.MMD.sf+I,. Opt mown nd4..er'. rut !num. .vsor.'asu..n.
Enter this address into your browser's address bar:
https: /xmail.saratoga.ca.us
A prompt will appear. Enter the necessary information below to proceed:
Domain \user name I COS.11t \(your windows login name)
Password I your windows login password
Client 1 Premium
Security I Select public or private (depending on your preference)
Security (hide explanation)
Public or shared computer
Select this option if you use Outlook Web Access on a public
computer.
Private computer
Select this option if you are the only person who uses this
computer. Your Exchange server will allow: a longer period of
inactivity before logging you off,
Warning: By selectina this option you acknowledge that the
computer complies with your oraanization's security policy.
Select Log On
Please Log Off when you are finished
If you have any questions or problems with this please contact IT and we will be glad to
help you out as soon as we can.
408.868.1270 Isalindong@saratoga.ca.us
iPhone Email Setup
Prerequisite: You must have access to the Internet
1. Go into iPhone Settings and access "Mail, Contacts, Calendars."
kW An
AIM 11. IIII
0
dues Oa.w small► rat
mos Gulp farh MM.
L111 Lam II?T/!
1
Select 1 Settings
�Rr•ejF -e
P.0IwndW1.
Select 1 Mail, Contacts, Calendars
2. Add the your account, account type, and enter your account information
Select 1 Add Account...
Select 1 Microsoft Exchange
Enter your account information here
Email 1 MyEmail @saratoga.ca.us
Domain 1 COS.nt
Username 1 your windows login name
Password 1 your windows login password
Verify settings display ON 1 Select 1 Done
If you have any questions or problems with this please contact IT and we will be glad to help you out as
soon as we can.
Leo Salindong
408.868.1270 Isalindong@saratoga.ca.us
(Example account) 1 Select 1 Next
Enter Server Name 1 xmail.saratoga.ca.us
Select 1 Next