Policy Manual: Electronic Agendas and Devices (Policy #: 0100-044)

POLICY MANUAL


POLICY TITLE: Electronic Agendas and Devices	POLICY #: 0100-044
AUTHORITY: Administrative	EFFECTIVE DATE:
ISSUED BY: Director of Corporate Administration	REVIEW SCHEDULE: 2-3 years
	APPROVED BY: Council
DATE ISSUED:	DATE APPROVED:

POLICY

The Town of View Royal will supply an electronic device (such as an Apple iPad or another similar device; hereinafter “device”), access to appropriate software, and support to Council and staff as required to facilitate electronic agenda delivery.

PURPOSE

To establish a policy governing the terms of use and management of devices to be used for electronic agenda delivery.

PROCEDURE

1.0 A device will be provided to Council members and some members of senior staff for the viewing of Council and Standing Committee meeting agenda packages.

2.0 The device and usernames will be provided to each Council member once the Town of View Royal Oath of Office has been administered and to some members of senior staff upon appointment to their position.

3.0 Each device must be protected with at least a six-digit passcode.

4.0 Each Council member will be provided with a username and be required to provide a secure password to access a secure site to retrieve agenda documents. Usernames will only be provided once the Town of View Royal Oath of Office has been administered.

5.0 Staff not provided with a device will be able to use a personal device or another device at meetings to access agenda materials. Staff will be provided with a username and be required to provide a secure password to access a secure site to retrieve agenda documents.

6.0 The device will be configured with wireless networking capability (Wi-Fi). Wi-Fi communications access is provided in the Council Chambers. Cellular data service will not be provided and is not required for general use of the device.

7.0 The Agenda Note application is used to review each electronic agenda package, making notes and annotations as required.

8.0 Council members and senior staff may purchase or download additional applications related to municipal business for the device at their own cost. Support for such additional applications will be reviewed on a case by case basis and may not necessarily be supportable due to limited resources.

9.0 It is expected that each device will have a normal life expectancy of approximately 4 years from the date of purchase. The Finance Department will contact the Council member and senior staff regarding the availability of a replacement device.

10.0 The Tangible Capital Asset Policy will apply to devices provided to Council members and senior staff.

11.0 Devices which are no longer functioning should be returned to the Town of View Royal Finance Department staff who will manage the repair of the device.

12.0 If at any time the device is damaged due to abuse, misuse, neglect such that the warranty is voided, as determined by the device supplier, during the normal life expectancy of the device, the Council member or senior staff will be responsible for the repair or replacement costs of the device.

13.0 If the device is lost, the Town will replace the device once during a four-year term.

14.0 Initial training and use will be provided to Council members and staff by Town of View Royal staff as needed. New Council members will be provided with basic device training as part of their orientation to the Council. In most cases, the training will be provided on a group basis.

15.0 Town of View Royal staff will be available to assist Council members and senior staff with the devices at Town Hall during regular office hours.

16.0 Training will include an introduction to Freedom of Information and Protection of Privacy Act (FOIPPA) legislation as it pertains to the use of the device and retention and disposition of records in accordance with policies.

17.0 Any and all records in the custody and control of a public body are subject to request under FOIPPA, including electronic records stored on a device owned by a public body.

18.0 Any meeting records downloaded to a device owned by the Town of View Royal or otherwise, should be deleted immediately following the meeting. This includes any meeting notes made using Agenda Note or a similar application.

19.0 Council members and senior staff may be required from time to time to temporarily return their Town of View Royal device to the Finance Department if data collection is required in association with a FOIPPA request or a legal hold order.

20.0 When a Council member’s term or senior staff’s employment ends, the device must be returned within two business days to the Town of View Royal Finance Department to be reset for incoming Council members or senior staff.

21.0 Printed agenda material will be provided upon request.