09-26-2012 Council Agenda - Laserfiche WebLink

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is on the record at the time of the hearing. Thus, any information relating to the hearing that is received outside of the hearing must be noted on record by the decisionmaker who received the information at the time of the hearing. This requirement also applies to any such information received during a meeting at which a quasi-judicial hearing will occur. In the event that a message is received by a member of the City Council, Board, Commission or Committee during a meeting regarding a matter that is on the Agenda for said meeting, the content of the message must be disclosed on record at the time the matter is considered. Contact Points: The City Clerk will be the contact for all Agenda - related services, The Finance/Technology department will be the contact for technical service and support as well as arranging for insurance and overview of the I- Legislate application, IV. Policy Implementation: Information on the Electronic Communication System Is not private: The Electronic Communication System and all Electronic Communications are the property of the City. The City has the right, but not a duty, to inspect or audit any and all Electronic Communications, at any time, for any lawful purpose, without notice to any User, Accordingly, no User shall have any expectation of privacy regarding the content of any Electronic Communication. Users should also be aware that access to Internet sites from City computers leaves an electronic trail which may be traced back to a City computer or user. Unauthorized users are prohibited from using the City's Electronic Communication System. The Electronic Communication System shall be used in a professional manner: In the use of the Electronic Communication System and the Internet, Users shall comply with all relevant City regulations including, but not limited to the City's "Harassment, Discrimination and Retaliation Policy and Procedure:" Otherinappropriate and prohibited uses of the Internet include, but are not limited to the following: 1. Threats 2. Slander /Libel 3. Defamation 4. Obscene, suggestive or offensive graphic images or messages, including any access of pornographic materials. 5. Political endorsements 6. Private, for profit activities 7. Criminal activity. Users shall prepare Electronic Communications in.a lawful, ethical, professional, and businesslike manner: The use of the Electronic Communications System and the Internet is a privilege which may be revoked by the City at any time. Equipment must be treated with the utmost care and integrity; abuse of equipment will result in an evaluation of usage. Users shall protect the security of the Electronic Communication System: Users shall; make all reasonable and necessary efforts to: protect the confidentiality of, information which is placed in their control or care, minimize the likelihood of inadvertent transmission of confidential: information to unintended recipients, prevent unauthorized intruders from accessing the Electronic Communication System, and prevent the introduction or spread of computer viruses. For the communication of sensitive and confidential Information, Users shall minimize the use of e-mail and maximize the, use of alternative communication media (such as face•to -face conversations, telephone, hard copy memos, and fax). V. Confidentiality: California Law: California Jaw 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. City Council members 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 48