Loading...
Ord. 2013-27 - IT & social media policy updates to Employee Policy & Procedure Manual, signed 6-4-13ORDINANCE 2013 -27 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AMENDING SECTIONS 9.05 AND 10.10 OF THE CITY OF HUNTSVILLE, TEXAS EMPLOYEE POLICY AND PROCEDURE MANUAL, ENTITLED, "ELECTRONIC COMMUNICATIONS POLICY" AND "CELLULAR TELEPHONES "; AND MAKING OTHER PROVISIONS RELATED THERETO. WHEREAS the City of Huntsville has previously adopted the "Employee Policy and Procedure Manual" (hereinafter "Policy Manual ") by Ordinance 2005 -17 and has previously adopted subsequent amendments to the Policy Manual; and WHEREAS the current Policy Manual includes Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones "; and WHEREAS the current Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones" are not adequate or sufficient to achieve the intended purpose. NOW, THEREFORE, BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, that: Section 1: The facts and matters set forth in the preamble of this Ordinance are found to be true and correct and are hereby adopted, ratified, and confirmed. Section 2: Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones" of the Policy Manual are hereby replaced in their entirety with the attached policy entitled 9.05 "Electronic Communications and Systems Access Use." Section 3: This Ordinance becomes effective June 4, 2013. First Reading Date: May 21, 2013 PASSED AND APPROVED on the Second Reading on this the 4 "' day of June 2013. THE CITY OF HUNTSVILLE Mac Woodwa d, Mayor AS TO FORM: Schneider, City Attorney 4 CITY COUNCIL AGENDA <01 6/4/2013 Agenda Item: 6b Item /Subject: Consider Ordinance 2013 -27, updating the Employee Policy and Procedure Manual Section 9.05, Electronic Communications Policy and Section 10.10 Cellular Telephones Policy, 2nd reading. Initiating Department /Presenter: Information Technology Presenter: Chris Vasquez, IT Director and Missy Davidson, HR Director Recommended Motion: n+love Iwa approve Ordinance 203 27,updating the Employee PoUcy and Procedure` Manual, Section 9.05' ,;El Communications Policy, and - Section 1 ©.1p ';Cettutal Telepbanes,1" reading. Strategic Initiative: Strategic Initiative #4 - Huntsville is a well- managed, sustainable community that values its natural resources and provides exceptional public services. Discussion: The current electronic communications policy was last updated six years ago and adopted by Ordinance in December of 2007 while the current cellular telephones policy was last updated seven years ago and adopted by Ordinance in August of 2006. Since that time, technology has evolved, security measures have increased, and procedures have changed, prompting updates to both policies. These changes include social media and stored media destruction. In an effort to simplify the cellular telephones policy, the revised version will be merged with the electronic communications policy and Section 10.10 Cellular Telephone Policy will then be removed from the Employee Policy and Procedure Manual. The updated electronic communications policy was completed by IT and HR with input from director -level staff. Previous Council Action: The current electronic communications policy was adopted by Ordinance 2007 -35 on December 11, 2007. The current cellular telephone policy was adopted by Ordinance 2006- 08 -15.1 on August 15, 2006. 1" reading of this Ordinance on 5/21/13. Financial implications: ®There is no financial impact associated with this item. El Item is budgeted: - In the amount of $ El Item is not budgeted: El Item is estimated to generate additional revenue: Approvals: ❑City Attorney El Director of Finance ®City Manager Associated Information: • Current Electronic Communications Policy (pages 2 -7) • Updated Electronic Communications Policy (pages 8 -13) • Council Meeting Minutes 12/22/2007 (page 14) • Council Meeting Minutes 8/15/2006 (page 15 -16) • Ordinance 2013 -27 (page 17) Agenda Item #6b Page 1 Employee Policies and Procedures, Section 9 9.05 Electronic Communications Policy Effective Date: 9 -20 -2005 Revised Date: 12 -11 -2007 Purpose The purpose of this policy is to provide users with an understanding of the acceptable conduct that shall be followed when using technology provided by the City of Huntsville. References • 'Texas Public Infonnation Act • City of Huntsville Record Retention Policy • Approved City of Huntsville software list Definitions 1. IT- Any employee of the City of Huntsville "s Information'Technology Division. 2. IT resources - Refers to all computers and other electronic devices (such as laptops, printers. Blackberry handhelds, cellular telephones, digital cameras, and personal digital assistants) that are attached to and using City of Huntsville resources. including its networks, and the applications they support: such as software, electronic mail, and access to the Internet. 3. User - Any individual who has been issued a domain user name and password which may include, but not be limited to, a City of Huntsville employee, Mayor and City Council Member, Board and Commission Member, vendor, and volunteer. 4. Non -user - Any individual who is not classified in section 9,05, Definition 3 — User, Non - -user: for example: friends widlor family members of a user. 5, Electronic Mail (E -mail) . Refers to all electronic snail that is sent, received, downloaded, or stirred when using the City of Huntsville E -mail System. Accesses to personal Internet e -mail systems, such as accounts with Yahoo, Hotmail, etc., are subject to provisions stated in Section 9.05 B.— Internet Usage. 6. Virtual Private Network (VPN) - A virtual private network (VPN) is a network that uses a public telecommunication infrastructure, such as the Internet, to provide authorized users access to IT resources from remote locations. Policies A. Electronic Mail (E-mail) Use of e -mail communication is permitted for city business - related purposes only. 23 Agenda !tern #6b Page 2 Employee Policies and Procedures, Section 9 Users must remember that e-mail messages are not a form of private communication. All messages that are created, received, and/or stored using IT resources are considered the property of the City of Huntsville and are subject to the Texas Public Information Act (formerly the Texas Open Records Act) and the City of Huntsville Record Retention Policv. Users should refrain from using e-mail communication to send jokes, racial, political views, personal opinions, chain letters, or sexually- oriented material. Messages must not include any offensive, abusive, harassing, threatening, or obscene material. Users should refrain from using email communication to operate personal businesses, for commercial promotional purposes, including but not limited to personal messages offering to buy or sell goods or services. Users should refrain from subscribing to non -city business - related mass communication subscriptions, mailing list servers, discussion threads, and newsgroups. Path user's mailbox has a storage capacity of two gigabytes. When a mailbox reaches this storage capacity a message will be sent to the user instructing them to begin cleaning their mailbox and /or to contact IT for assistance with message archiving procedures. All deleted email messages are stored online for a period of thirty days, all deleted messages older than thirty days are automatically purged from online storage. Email.; pertaining to the Texas Public Information Act (formerly the Texas Open Records Act) and the City of Huntsville Record Retention Policy are excluded. H. Internet Usage The City of Huntsville strictly prohibits the use of the Internet for reasons other than city business - related purposes. Purposely accessing Web sites that promote adult content, nudity, violence, racism, religion, drugs, games, online auctions, gambling, or personal shopping are strictly prohibited. Incidental and occasional use of the Internet for non -work purposes is pennitted during lunch breaks. Streaming audio or video front the Internet for non -city business- related activities is prohibited. This activity includes, but is not limited to, listening to online radio stations and watching music videos and movie clips. Unwarranted Internet usage can cause the city's network system to become congested resulting in interruption of Internet access to users who are trying to complete online city business - related work. The terns and conditions of this policy shall also apply to user's accessing the Internet via any electronic device owned by the City of Huntsville. Before making purchases on the Internet, employees who are authorized to use City of Huntsville credit cards must ensure that they are using a secured site. Secured sites will contain https in the uniform resource locater (URL) to signify that it is secure, 24 Agenda Item #6b Page 3 Employee Policies and Procedures, Section 9 The use of the Internet is a privilege, not a right, which may be revoked by the users department head at any time for unacceptable use. C. Emnlovee Owned Eguiument The City of Huntsville prohibits the use of employee -owned equipment being attached to IT resources, unless explicitly approved in writing by the IT Manager. Examples of employee -owned equipment include, but are not limited to, the following: Wireless access devices. Personal digital assistants (PDA). Blackberry handholds. laptops, desktops, digital cameras, USA drives, cellular telephones, and/or :NI'P3 players. U. Non -user Non - users, as defined in Section 9.05. definition 3, — Non - users, are strictly prohibited from using any device classified as IT resources. E. Idle Storage Users should refrain from storing personal files, such as documents, photographs, graphics, etc., on any device classified as rl' resources. IT perfornis nightly tape backups of all network system files and documents, therefore, all city business - related documents must be stored on network drives, Piles and documents stored oil a user's desktop or local drive are not accessible from the city's network systen and cannot be. backed up or restored. E. Remote Access (VPN) The policies and procedures contained herein apply to authorized users of the City of Huntsville's Virtual Private !Network (VPN) Service. All other policies covering the use of IT resources by authorized risen the still in effect when resources are accessed from remote locations as well as all regulations governing the protection of confidentiality and integrity of City information, such as the Texas Public Information Act and the City of Huntsville Record Retention Policy. Any remote linkage through the VPN service is considered an extension of the city's network systems, and is subject to all security and appropriate use policies. 1, Remote Access for Users (VPN) Users that require access to the city's network system from a remote location will be provided a unique VPN user name and password. All requests for remote access must be submitted to the IT Manager for approval and only users issued. City of Huntsville laptops may apply. While accessing the city's network systems from a remote location all terms and conditions contained within this policy shall apply. 25 Agenda Item 116b Page 4 G. H. Agenda Item #6b Employee Policies and Procedures, Section 9 2. Remote Access for Vendors (VPN) IT recognizes the need to provide secure remote access to its network systems to authorized vendors, and their associated business partners, with which specific contractual relationships have been established. Normally, such vendors need access only to a specific city network systems) as required by the contractual relationship. IT prefers vendors to use the latest Cisco VPN client software to establish remote connectivity. Vendors must submit a completed VI'N Authorization Form it) the IT Manager explaining the intended purpose ror remote access, approximate usage and duration, as well as full names of all vendor employees that will be accessing the city's network systems. At no time should any vendor employee provide their VPN user name and/or password to anyone, not even family members. Vendors must notify the rr Manager immediately upon termination of an employee who has been provided VPN privileges. Desktop Remote Access rt' utilizes a variety of desktop sharing applications that provide remote access to a user's computer when assisting with reported issues. IT will attempt to contact the user before establishing a remote connection. If the user is unavailable, IT reserves the right to establish a remote connection to the user's computer in an attempt to resolve reported issues. Password Policy and Standards All user passwords must be constructed, implemented, and maintained according to the City of Huntsville policies, standards, and/or procedures governing password management. The City of Huntsville enforces the following password policy through Microsoft's Active Directory (AD) services at either the Domain or Organizational Unit (OU) level to ensure compliancy. All users are forced to login to a Microsoft domain to access network resources. 1. Password Policy • Do not share City of Huntsville passwords with anvone; including family members, elected officials, charter officers, co- workers, administrative assistants supervisors and directors. • Do not reveal a password over the phone, in an e-mail, in a chat session, or in person to anyone regardless of who they are. • Do not write down and store passwords anywhere. 26 13mployee Policies and Procedures, Section 9 • Do not store passwords in art unencrypted state on any IT* resource (including PCs. Palm Pilots or similar handheld devices. • Do not talk or hint about the format of your password in front of others. • Do not allow unauthorized individuals to have access to City's resources, or otherwise permit any use which would jeopardize the security of the City's electronic communication systems. 2. Password Standards • Passwords shall be a mininwrn length ofeight (8) characters on systems. • Passwords shall not be a dictionary word or proper name. • Passwords and the user -.id shall not be the same. • Passwords shall tx: changed within a maximum of every 60 days. • All systems shall prevent password reuse of the last three (3) passwords. • Passwords shall not be transmitted in the clear outside the secure domain. 1. Monitoring. Rea orting and Filtering- Rights Internet usage and a -mail communications are monitored daily to ensure compliance with this policy and any applicable local. state, and federal laws or regulations related to the use and security of city information. 1. Monitoring Rights I'l' ha} the right to monitor all activity conducted while using fl resources. IT may monitor Internet and desktop application usage to diagnose and repair network performance issues and ensure user compliance to this policy. 2. Reporting Rights IT has the ability to provide reports on a user's computer activity while using IT resources. IT collects detailed information on all desktop application and Internet usage and has the ability to provide reports on such usage by user name, computer, or department. All requests for desktop epplicatimn, email, or Internet usage reports must be submitted to the Human Resources Director for review and approval. 3. Filtering Rights 27 Agenda Item #Erb Page 6 J. L11 In Employee Policies and Procedures, Section 9 IT has the right to filter and/or block access to specific Web sites or categories of Web sites to enforce Internet usage rules, as defined in Section 9.05 B — Internet Usage, in an effort to reduce bandwidth usage and improve the city's overall network system performance. Software and hardware purchases, installation, and licensing Employees may not purchase and/or install any hardware or software without the approval of IT. Existing hardware and software owned by the City may not be re- located or re- distributed and installed without the consent of IT. Employees should immediately notify the IT danger if they discover unlicensed software on any IT resource. The installation of trial software for research and testing, authorized by the vendor, is acceptable. Software not listed on the approved City of Huntsville software list will not he supported. Diseiplinary Actions Any user who fails to comply or adhere to the City of Huntsville Electronic Communications Policy m, v be subject to disciplinary action up to and including termination. Requests for Public Disclosure or Electronic Records All requests for release of any data in electronic form, including hard -copy printout, shall be handled in conformance with Federal, State, and City of Huntsville open records laws, policies, and procedures. All requests for release shall be returned to the Office of the City Secretary. 28 Agenda Item #6b Page 7 9.05 El Effecth Revisic The Ci cell ph digital perforr this po design( City er the Cil COMM other a comml manner A. B. C • Accessing, displaying, downloading or distributing profane, obscene, harassing, offensive or unprofessional messages or content. • Copying or downloading commercial software in violation of copyright law. • Using the systems for financial gain or for any commercial activity unrelated to City business. • Using the systems in such a manner as to create a security breach of the City's network. • Looking or applying for work or business opportunities other than for internal City postings. ........................ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _ Agenda Item #6b Pa g e 8 • Accessing any site, or creating or forwarding messages with derogatory, inflammatory, or otherwise unwelcome remarks or content regarding race, religion, genetics, color, sex, national origin, age, disability, physical attributes, or veteran status. • Perpetuating chain e-mail letters or their equivalents and creating and /or sending spam. • Transmitting or sharing information regarding a coworker's health status without permission. • Expressing opinions or personal views that could be misconstrued as being those of the City. • Expressing opinions or personal views regarding management of the City or other political views. • Using the City's electronic communication systems for any illegal purpose or in any way that violates City policy or is contrary to the City's best interest. D. Cellular Phone and Wireless Communications Devices Devices included are cell phones, smartphones, wireless air cards, iPods, iPads� tablet devices, laptops, netbooks, wireless hotspots, access points, pagers, and all other devices °'� m- with wireless and/or 3g, 4g, or similar capabilities. 1. Employees shall comply with applicable laws regarding the use of cell phones and wireless communication devices while driving and avoid any use that may jeopardize the safety of the employee or others. 2. Employees are prohibited from talking, texting, e- mailing, or surfing the internet while driving a City vehicle. 3. Public safety employees are exempt from this section of the policy only when conducting official police /fire business where stopping or parking is not an option. 4. Employees may submit a request for reimbursement when their personal cell phone is used for City related business calls. E. Filterine. The City uses software to filter I content for all employees. These- Y � :. con1111Wt :t�s� +is, •n�F ±rt Verne . g _ ._ filters are designed to prevent the viewin of any of the following_ es of content: • Violence /ProfanityI P•xds" • Full or partial nudity • Sexual or deviant acts • Satanic /Cult • Militant /Extremist • Illegal activities The City will review ese,,filteri on a periodic basis and may modify this list of ; e"th�s prohibited content without notification to City employees, contractors, volunteers or other affiliates. The City Manager (or designee) may grant exceptions and exemptions to Internegfltering only after a review of the requested information has been conducted and — - . �1�'Ram•vdw9rds "andtnsant a determination that the City's current filtering practice impedes the requestor s ability to does t�oiartnatart '. perform the duties of their job. F. Resaonsibility mplt gees are 1 10 l-"L" 1 "0 r _..e acaun #tut e1 tt @Muat ciY1es un,Glude ;w gss.�y , it #t. �0 _� .. ........ _...... -- ...- - --- ....._ ................— - - -- ...... - - ..__.................._.. — - - -- - - - - -- -- - - - -- Agenda Item ##lib Page 9 acc6 (s) ;Exchanges that occur in the course of conducting City business on the City's Cnit►ment 2i� itep say this atagraphta electronic communication systems will be considered a communication of the City and more iea8tteexpected ,responsibtUtles, held to the same standards as formal letters. Employees should exercise good judgment and restraint when using these City owned Comment [CV22] Changed word from "detiiees" ta+ "resources"' G. No Right of Privacy /Monitorine. Users of City electronic communication systems may not assume they are provided any degree of anonymity and employees have no right to privacy with regard to such systems. Personal passwords are not an assurance of confidentiality. To ensure proper use of its electronic communication systems, the City will monitor their use. Management staff has the ability and will, with or without advance notice, monitor and view usage, including ut not limited to: employee email, voice mail, Internet,[ text messages and informatior� ransmitted, received or stored �n thJ6 City's electronic communication systems to assure that the City's [resources are devoted to maintaining the highest levels of productivity, as well as proper use and compliance with city policies. The IT Director or designee has the authority to override any individual passwords and give management access to any device or data used by an employee. H. i ecnnoioav Haraware ana �orrware The IT Department has ultimate responsibility for all IT hardware and software that is purchased for the City and its compatibility for use on or with the City's network,, All CommentMV271, Removed the word City -wide purchases for IT hardware and software are to be made by the IT Department. "Inftatructure'", This word Isnotneededasthe wistd.Eotwark is all encompassing IT will have the authority to remove or replace any equipment and /or software as required to implement the City's overall Information Technology needs. 1. Hardware /software: Any hardware /software purchased without IT approval may not be connected �d, the city's network, nor will it be maintained by IT staff. C+ xeni tvUl; Changed the Word °Mtlf to 2. Employee -owned equipment: Employee -owned equipment must be connected _ ....._ to the City's network as it may contain viruses, spyware and other malicious software which can quickly damage the City's network causing performance issues, loss of data, or impairment of other important resources. 3. Redline Equipment: Occasionally IT receives requests from Departments to be issued and use computers or other equipment that is destined for disposal, "Redlined." This equipment is viewed as "free" by the receiving department, since there is no up- front cost. However, this older, obsolete equipment must still be supported by IT. This creates a burden in that the "Redline' eruipmn is removed from the installed - -- -- - - - - -- base, so it results in a lower amount being budgeted for equipment replacement yet requires IT staff support for maintenance and upkeep. Requests for "Redline" equipment will be evaluated on a case by case basis and if approved by IT, will only be supported through the following budget year. Departments using "Redline" equipment will be responsible for submitting a supplemental budget request to replace the older equipment during the next regular budget cycle or obtaining other funding to support replacement. A supplemental Agenda Item #6b Page 10 1. J. budget request for "Redline" equipment not recommended for approval in the budget will no Ionizer be sunnorted by IT. 4. Storage Media Destruction: When the useful life of storage media (e.g. hard/solid state drives, backup tapes) has passed, the City's IT Department destroys the media or wipes the drives with a U.S. Department of Defense approved formatting scheme. This prevents important City data from getting into the wrong hands. All unused or obsolete storage media must be turned into the IT Department for disposal. Users should never dispose of storage media by throwing the media away. 5. IT Hardware obtained _a gift,_ grant _or other means: Unlike other forms of equipment, computers and related IT hardware represent a long -term resource commitment for administration, technical support, user support, software licensing costs, and upgrades. The initial procurement through gifts, grant funds and similar means are not "free" and should be subject to careful consideration. Any such devices must be approved by IT prior to being accepted for use by the City. Coavrieht Restriction. Any software or other material, including music, downloaded # a City computer may be used only in ways consistent with the licenses and copyrights of the vendor, author or owner of the material. Prior written authorization from the IT Director is required before introducing any software into the City's computer system. Employees may not download entertainment software, games or any other software unrelated to their work. . Y Social NetworkinE c►1%v An employee's use of social media, both on and off duty must not interfere with or conflict with the employee's duties or job performance, reflect' negatively on the City or violate any City policy. The intent of these standards is to regulate the creation and distribution of information concerning the City, its employees and citizens through electronic media, including, but not limited to online forums, instant messaging,social media and blogging sites. Protecting the City's reputation and ensuring -- . that an employee's communication with people outside the City not only reflects positively on the employee as an individual, but also on the City. The City expects all employees to follow the guidelines below when posting City related information on the Internet, regardless if done during or after work hours. This policy encompasses: wikis, tweets and twittering, Facebook, MySpace, Linkedln, blogs, and other online journals and diaries; bulletin boards 2nd chat rooms, micro - blogging and all other social networking sites, instant messaging and the posting of video on YouTube and similar media, as well as City- operated networks. This policy should be read and interpreted in conjunction with other City policies, including but not limited to, policies prohibiting harassment, discrimination, offensive conduct or inappropriate behavior and the City's Electronic Communication Systems Policy. Violations of the City's Social Networking Policy may lead to disciplinary action. The City provides an effective system for employee complaints "off- line" through the "General Complaint and Grievance" policy without resorting to social media. Agenda Item #6b Page 11 Employee Guidelines • Any blogging or posting of information on the Internet must comply with the City's guidelines (as listed below), regardless of where the blogging or posting is don Removed Second buttes point • Never disclose any confidential information concerning another employee of the "8104ft posb4i6formstion, ofapersonal t er+z t art�tt is prahtl�i#atl durlhe work City in a blog or other posting to the Internet. Posting of confidential information tiouft ihi's.s eicadUectlyco lctedwiththe may violate State law and subject the user to criminal penalty. All requests for Aoceptak" uskaactron0whchattows for minimal ; City documents must be processed through the Public Information Act. persnalu °a` • Employees must abide by all Federal and State law and policies of the City with regard to information sent through the Internet. • If the employee's social networking includes any information related to the City, the employee must make it clear to the readers that the views expressed are the employee's alone and not reflective of the views of the City. • City employees must notify their supervisors and the IT Director or designee if they identify a City business need to create a social networking site or service to conduct City business, prior to the creation of such a site. All of the employee's time spent updating or posting on behalf of the City as part of the employee's job .. - - Gonin►erie[CV361: Removed the word "and" duties is compensable time that must be reported and counted in the calculation of overtime. • Respect coworkers and the City. Do not put anything on your blog or post any information and /or pictures on the Internet that may defame, embarrass, insult, ` demean or damage the reputation of the City or any of its employees. • Do not put anything in your blog or post any information and /or pictures that may constitute violation of the City's Harassment policy. Do not post any pornographic pictures of any type that could identify you as an employee of the City. • Do not post information on the Internet that could adversely impact the City and/or an employee of the City. • Do not permit or fail to remove postings violating this policy, even when placed by others on the employee's blog. Recognize that postings, even if done off premises and while off duty could have an adverse effect on the City's legitimate business interests. Remember that your personal and professional lives overlap in your online activity; thus, before posting, consider how your comment or behavior would be received if it appeared in the mass media. In other words, behave as if you are in any other public setting. • Individual supervisors do not have the authority to make exceptions to these guidelines. CITY COUNCIL MEETING of DECEMBER If 2007 BOOK "U" 79 holes ensure that critical City functions remain intact In addition, a new server will provide backup in the event of a system failure of the City's primary acthre directory server which „ ovides account login and access to numerous City resources including files, email, printers and the Internet. Counciimember Woodward orgyed to aggrieve the purchase of satyrs q[4_pZt not to exceed $69300 to be fitrsj lrem.tNe. 9.HtB4ilR5�s :.a[tSl.. Gilt!.. I'n€�4Q!Cf @9Wt+d.54.fii'Mo!,...T.hE mS1tl4C.R 4�:4, c. Presentatwn, decussloo ancVorpossible action or the changes to the Employee Policies 8 Procedures. as presented by Victor Pena, Director of AcImmistra we Services. The current Employee Policies and Procedures were adopted by Ordinance on September 20.2005, It has been the practice of the Human Resources Division: to review and recommend motif cationson an annual basis. Thecorrettt mammal is designed to be a working guide for department heads and supervisars for day -to -day implementation of our City personnel programs.. eliminating the need for personal decision making or matters of City-wide policy and helping Insure uniformity Imoughout the City. Councilmember Willett moved to approve Ordinance 2007-35, adopting amaS+de+yrvts ro ch- ,aiifers 4 7 6. anti 9 of E n Procedures' and Couri lmember Ma hafftXSe64P�d the motion Following additional discussion., n ' r W moved to Applpyg Ordnance 2007 -3$, ad='W amendments to changers 4 7 A arid of Employee Policies and Procedures with the exceplon of Sections One and Three as presented, and Counctlmember Barrett seconded, the motion The motron Council requested additional time to consider the proposed holiday and personal leave sections omitted from the ordinance in the above amendment, and requested trial the Personnel Committee acoeptcamm ;mitt' and employee input regarding said sections. The amended motion dessert d PresenlaY,an. discussion andor pamUe action on the Industrial User Discharge Permit for Gardner Grass Products. Incorporated. as presented by Bill Daugette, Director of Public Utilities. Gardner Glass Products. Incorporated is a minor manufacturer that has operated In Huntsville since 1984, and previousiy has directly discharged Process wastewater under a TCEQ Permit. In 2005, Gardner Glass expressed a desire to connect to the City of Huntsville collection system and, since that dime, Gardner Glass Products. Incorporated personnel and City of Hunasviile stall have been working to that and. Redundant prelrealmera systems are now in plans and Gardner Glass Products, incorporated is currently connected and discharging to the City of Huntsville collection system. An Industrial User Permit must be Issued to into" and legally require Gardner Glass Products. Incorporated to comply with discharge limitations, monrohnq and repoding requiremerts, and other resportcdhitites of an industrial discharger. In addition, this permit, along with Title 33 of the City of Humsvilie Code of Ordinances, gives the Chy of HunL%"Ile legal au horny to enforce all cunditions of ate permit, Title 33 of the Ciyof Huntsville Cnde ui Lkclinxncas, and Federal and Sate Industrial and Category Pretreatment Standards, Qouncilmemee rH'.el7.p,Y;a:ut,lr veQt4 „aAahorize thtt,pirgytgr PLP'j'• ifi' i re l i. 4i t„ gr (?i P rmi r ,I1 FrQih CSS.JLtffi!RRC :.an�r,�°.msmtisr N /iileT, sang.!. gilt.. -[ 1.40,.?h@ r...�.1l92Rs1eieQ.$9 e Presentation. discussion andtrpossibla action or the amended bid for two (2)pickup truck, originally preserted attire November 15, 2007 meeting, as presented by Debby Mikukri, Purchasing Agert The purchase of pickups was presented to council on Nov. 15, 21X17 (flue agenda item is altoched). One of the items recommended and approved to purchase were 2- ?4 ton extended cab pickups from Philpatt Motors, the HGAC ' contractor. While ordering these two vehicles, it was discovered thet Ira bed that was quoted by Phapotf Motors was only a 6.5 tow, bed and Intel wastewater division needs the 8 toot bed which was specified by are purchasing office and hurtled by all the vendors except Pttip»t tvkhlnrs. It is the recommendation of staff to reject the bid from Philp” Motors for the tit T extended cab pickups at $15, 731.82 oath and accept the bid for the 8loot bed, ', TI exteand en cab pickup Isom Planet Ford at $17,240.00 each, Ail other van; les that were presented to council on November 15 were correct and have been ordered. Cour, Let Cinoate moved to ap move i t •h of f m Plarrat Ford In the r f $34,480 as amended from action taken at the Novembers 14 2gQ7 City Council meeting at an_additional cost not to exceed $2,416,36, to be h,ndfid 1 om budgeted furift and Coundimember Barrett seconded the motion The motion passed 8-0. I. Presentation, discussion a-War rossiMe action on the tee increase for ices of Martin Luther King, Jr. Center, as presented by Stephanie Brim, City Secretary:Diredor of Community Services, The Martin Luther King. Jr. Center f'MLK 71s made avata" to Individuals and nor.-profit organizations for private use. The cumertrarrei fee tor tfw MLK is$100 per daywith a refuhdaWe$100 deposit. Thisdonrofcwverthenustof in iraainirg of operating the facility, whist) staff estimates ooerservativery at $177.73 per day. This daily cost dolts not take into consideration any administrative costs for paperwork or processing; any supplies and materials used in the regular maintarance of the facility; landscaping and outside maintenance costs; additional trash pickup "Moo; or set up and tear dawn of the equipment, tables and chairs by the Boys 8 Gids Club In running me After School Recreation Program. The Parks d Recreation Advisory Board, at their meeting on October 8, 2007, recommended an increase to the rental fee by $50 (for a new daily rental rate of $150 with the continued deposit of $100), effective January 1, 2008. ' Adollionaliy, they recommended Incraaaing the fee by $50 per year nor the next two fiscal years (2009 and 2010). The Agenda Item #6b Page 13 CITY COUNCIL. MEETING AUGUS T 15, 2036 BOOK "T" 329 ...... . ....... .... . ... ....... . ........ .......... . . . .. . ......... . ....... ...... ... .. fAINUT ES OF THE HUNTSVILLE CITY COUNCIL fA FE T!NG HELD ON THE 75TH DAY OF AUGUST 2006, IN THE CITY HALL, LOCA rED AT 1212 AVENUE M IN THE CITY Of HUNTSVILLE, COUNTY OF WALK E R, TEXAS AT ft: 00 P, M. The Cmindl met in a regular ses $too with Me present: COVNCR-MEMSERS. OFFICERS J. Turner Bob Tavenner Kevin Evans, City Manager Mr,*.y Evans Daleort Zenon, Dallas Walter City Secretary Morass Mantiffley Moo woodwafd Thomas Loriptif, City Aewrory Clamn.0 W, Ofiffirt jlrn Willett AbseoL Jack Choate, WORK SESSION (C37pb) -5,30p..,j 0 Water prentauco by klayor lufnpr; and b. City Council Ryes of Pmcod,ue, CALL TO ORDER ffi,N) p.m.) Mayor Turner called lhamaru,N to rider. PLEDGE OF ALLEGIANCE 1. US AND TEXAS FLAGS, INVOCATION Mayor Tumor 1:6 lioamvocrfhu,n, PUBLIC COMMENTS (Agenda Items Only) None. CONSENT AGENDA 0, Considar minutes, of July 18 and 28. 2006, t0wroa Weltof) Ii Approve sale of bust property as virromotended by Grove, C", Chief Appraiser, lWinsion Duke] fx- 1h.li'mil'o STATUTORY AGENDA a, Approve the color change and purchase of uniforms from Webb's Uniforms for the Police Department, with shipment and invoicing or"mnq October 2W6. as presented by Debby Mikuhn, Purchasing Agent and Lt. Kevin Luinsford. The current Uniform cow is outdated and the fabric is extromerybot, "fascialty, when you add the extra 20 to 50 pounds diat to duty bell with gear and a huller proof vest, The department had volunteers form a commute; to research new techm"yand trends In Police uniforms The committee melintIl several different voodoo; with approximately seven different hibricands and wear hosted three different uniforms w Ihvary1rV fabrics The labrw. which Webb's Urorfamor Is offoringwat, suporiorin comfoilt to all otirm fabrics and was chosen the top pick by the trommithee, as well as a Poll The, fabric ts unique at as voinght, wale, and slain resistance., the wash anrl wear feature, and most importantly the breathable Technology allowing for greater comfort in extreme heat the bid sporincritions were sent to vendors with orry, two venflors returning bids, Tfor fasinc frmTyw Uniform was one of the brands wear tested. if is net the fabric specified in the bid and time not meet the quolfy, bntraferrhiifty, or walorwicking ibility, when compared to the product offered by Webb's Urrfoon Sent nine bids with ft folicwNiresponses, Lyme Star Unflang Webb 'a Unilorrin Tyler UnNarm Houston, Tx Spring, TX: 61d received Tyler, TX: bid received Wear tooted garments Wear tested garments Wear tested brand Declined to bid L.off Sloe" sh;'L 55.00 Land Sfe"e 32,00 Shad Sleeve SNiT 63.00 Short Sloe" Shift 30,00 Mftf.t,Lnftn panis ¢ StQ Note: 4AM Austin, TX Tact i 0 w total 106-% Wear tested gamorms, Declined to bid FISCAL IMPACT I FUNDIN 0 SOURCE: Clothing Allowance 551 - 51124 (19,000) OotNng 551 - 62030 19,000 Manias Irwisferred in line items with no fiscal impact Transfer re"ed in #)a proposed 2006 -2007 budget, Councilittem Lier Wlfttt-m Wqffl_Th fmaft QMftlib" r b. Appm o 0,6,orioce 21X)6- 08.15..1, ainemlng Employoo Polities and Ptocodkires, as presented byWtor Peps, Director of Administrative Services. The Cryof I-Itintsvice aslablis"d in September 2005 the Employee Policies and Procedures Ordnance 10 serve as a Agenda Item #6b Page 14 CITY COUNCIL MEETING AUGUST i5, 2W6 BOOK' 330 dear policy siatament, providing fa the skfkalable treatment of empfoyaas as well as the terms, coriddlons and beneUis of City employrner+i. Amending various Employee P+kkaas and Procedures provide for the rolioning: + Ensure cargtiance with relevant State and Federal Iowa concerning employment and conditions of employment., + Provide for the eptdatde treatment of employees. • fnsed iarguage Inadvertently lab off aiginai changes. Clardy language to simplify interpretation of policy. New programs. FISCAL MIPACTorFUNDING SOURCE: Liability impact to September 30, 2008 increases from 674,629 - (current hooked liability) to $711,063, The now sick leave policy vqt save the City $207,705 over a 3.5 year tine frame. Councimerift Woodward 20"-1 5 t arnittyling EreDWN PdOls and Prtxedv s arW >irrsmber trvans seaxMed t� m.'+nlrn The rrtnGorh oesaed ursrirrwusiv. c. Authorize the City Manager to execute the proposed contract with Coca -Cola to provide beverage vending services at specific City taciGties, and authorize the City Manager w expand the scope of this contracted service vdth respect to addifional tacsities as they came online in the future, as presented by 5tephame Brim, Assistant to the City Manager. In summer M. the City offered are opportunity to bid on bomege verging services. Far bids were received: taro from wholesee•type distributors and tae from beverage companies Of the four bids, the Coca-Cola bid was determined to have the best fiscal impact with regard to potential revenue based on their proposed percentage of sales returned to the city and taking into account City employee beverage preferences.. The proposed contract has been approved by bath the coca - Cola coporate offices and the City's legal department Egmansan of service provision is included m the contract by allowing for seMoe sites to be detarmksed by a sdwdulo. creating the opportunity to add the Aquatic Center, Fire Station and other future City sites of buildings as they come online in futura mordhs o years. Currently. the Ci y isteives no revenue from beverage or otwrvendkg machines located in the City's !aci ties. This conked will allow for uniform service.. pricing and standards at each focikdy on the schedule, as well as provide some revenue to the City. FISCAL MIPACT I FUNDING SOURCE: No fiscal impact with respell to expenses: rover" impart wit be determined by sales volume. (',Qutrcibsemtt9r Tawemrer made a motion te arrtrriae Ina Qty Manaast to eftecuta the tlrgpesad contact 01h Coca- Cola _to =-v l* baveaos vending services at sawk City, facilities City Manager to extend the sows 1hie 2gango wilice k5+1, goo Ig dd�onal fadtties as they w 0laiknanthe L&III(pmnorift stemma dale to A.ugt st soolindifif the The motion gaaeed unari7tall!y, NQT T0@rdidW Pe wpole c vote mlo mat of interest. d. Aulthodze the City Manager to enter into a contract ivah Omwn and Gay Engineers inc. to perform a feasibility study for a idler system to the Sprang Lake Water Pliant at a cost not to exceed $40.000.00, as presented by BB Dauget t, Public Services Operations Manager, The Spring Lake Water Plant has been the saace of some of the Citys brown ordisadored voter for many years. Thee have been several atiemPts to resolve the brown wale issue in the past, including 6ushkg, pigging and pclymers, but they were only partial solutions and really die not address the source water. This study wit address the viability of fibers as a 5x>Maon to the problem. FISCAL IMPACT or FUNDING SOURCE: This is budgeted in the Capdai projects potion of the water fund. Account number 701.7041-62115 Voth a balance of $40,00000. �gytr=gikrhgg.�gr „W�gy}wprd nnada a mftion ro autturrsi g,gnp,,C�ifkMVAQV to enter into a corlract write Brown and Garr Etorrosrs Inc, to aefam a feasibility skxM W a fifer Wan., pf m M a cost not to ear S40,000-01 and Ggd D.er MahaNev sacvnded Hw nrotian x� 6 ratio sassed unaninorsfv. MAYOR i COUNCILMEMBER I CITY MANAGER REPORT a. Comprehens ve Plan Action Correnittee (CPAC) report, as presented by Chairman Mickey Evans. Couosknember Evtms stated that earlier in fire week, them were some focus group meetings, The meeling with TDCJ went very well and they were gad to be included. The atemoan meeting 00 the EDC and TiRZ Boards also went well. Moving forward. the Ward Congresses will takeplace each Thursday in September. in fate Cutobe or eddy Novemire, tnera will be an addieauN focus group vdth $HSU< b. Update on the progress of Fire Station 01 and Aquatics Center. City Engineer Steve Stacy updated Cry Council on the progress of Fire Sfatwn lit and the Aquatics Center. c Discuss anti casfder sale of three tracts of property on Avanee N for affordable tvousing, as regaesbsd by Cou tcamember Willett GOUT}17d118tg & Wil Cif $tat8i INI Ill' ha} Dt;60 L01'•Iilf l,}`Q4Y h 483?S)t iiiktlitbh 6flQ LhtY BIB YtktEStldtl it re cnvwmed Ian a Avewe titer dacusaign fl was the cansenaus p C . d.tg.klrwprd Has :tom to the Cemetery Agenda Item #fib Page 15 ORDINANCE 2013 -27 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, AMENDING SECTIONS 9.05 AND 10.10 OF THE CITY OF HUNTSVILLE, TEXAS EMPLOYEE POLICY AND PROCEDURE MANUAL, ENTITLED, "ELECTRONIC COMMUNICATIONS POLICY" AND "CELLULAR TELEPHONES "; AND MAKING OTHER PROVISIONS RELATED THERETO. WHEREAS the City of Huntsville has previously adopted the "Employee Policy and Procedure Manual' (hereinafter "Policy Manual ") by Ordinance 2005 -17 and has previously adopted subsequent amendments to the Policy Manual; and WHEREAS the current Policy Manual includes Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones "; and WHEREAS the current Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones" are not adequate or sufficient to achieve the intended purpose. NOW, THEREFORE, BE IT HEREBY ORDAINED BY THE CITY COUNCIL OF THE CITY OF HUNTSVILLE, TEXAS, that: Section 1: The facts and matters set forth in the preamble of this Ordinance are found to be true and correct and are hereby adopted, ratified, and confirmed. Section 2: Section 9.05 entitled "Electronic Communications Policy" and Section 10.10 entitled "Cellular Telephones" of the Policy Manual are hereby replaced in their entirety with the attached policy entitled 9.05 "Electronic Communications and Systems Access Use." Section 3: This Ordinance becomes effective June 4, 2013. First Reading Date: May 21, 2013 PASSED AND APPROVED on the Second Reading on this the 4`" day of June 2013 ATTEST: THE CITY OF HUNTSVILLE Mac Woodward, Mayor APPROVED AS TO FORM: Lee Woodward, City Secretary Leonard Schneider, City Attorney . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . .. Agenda Item #6b Page 16