HomeMy WebLinkAboutDrctn - Mobile Communication Options for CouncilmembersREQUEST:
SUBMITTED BY:
DATE:
CONTENTS:
Recommendation:
CITY OF PALM DESERT
HUMAN RESOURCES DEPARTMENT
STAFF REPORT
Provide staff direction regarding mobile communications options for
Council members.
Lori Carney, Human Resources Manager
July 28, 2016
Staff Report
By Minute Motion: Provide staff direction regarding the provision of mobile
communications for Council members by approving one of the following
options:
Option 1: Council Members continue to use their own mobile
communications device (BYOD) and receive the $40 per
month stipend to offset the cost.
Option 2: Council Members are issued a City owned smartphone, with
service paid for and administered by the City. This device to
be used exclusively for City related communication.
Appropriate $6,000 from the Unobligated General Fund to
Account No. 1104110-4365000 for this purpose.
Option 3: A combination of Option1 and 2, with individual Council
Members electing the method which works best for them.
Appropriate $6,000 from the Unobligated General Fund to
Account No. 1104110-4365000 for this purpose.
Executive Summarv:
In 2005 the City adopted a Wireless Communication Stipend to reimburse
employees and Council Members for the use of their personal cell phone
for occasional City business. In the intervening years the communication
Staff Report
City Council Smart Phone Access
July 28, 2016
Page 2 of 3
landscape has continued to evolve and most communication now is not
via voice, but instead is via e-mail or text message. Today, individuals
more often use their smart phones to access the City's e-mail services
outside of the office, often referred to as "BYOD" or Bring Your Own
Device.
The City's business communications are subject to disclosure under the
Public Records Act and some recent media stories have highlighted
concerns regarding the inadvertent mixing of professional and personal
communications. Council Members have a few options for keeping these
communications separate:
Option 1: Continue to use a personal device (smartphone, tablet, etc.),
and utilize the city provided e-mail address and account for business
communications. When utilizing the City's e-mail system, messages go
through the City's servers and are then archived along with all City e-mail.
Personal communications should be made using a personal e-mail service
(gmail, Hotmail, etc.) and the two kept separate.
Option 2: The City can purchase and provide a smartphone and
service for Council Members, who would use the device for all City related
communications. The Council Members must still utilize the City's e-mail
system and City provided address to ensure communications go through
official servers.
Option 3: This option would allow individual Council Members to elect
the method which works best for them, either BYOD or a City provided
device. A form would be developed which would allow the individual to
select the method they prefer.
Regardless of the option selected, Council Members should remain
mindful of the Brown Act, the Public Records Act and other laws and
policies impacting their communication. The City Attorney is available to
advise the Council whenever there is a question regarding these laws.
Due to ambiguities in the law and the distinction between strictly personal
and professional communications Council members area advised not to
use text messaging for City business. Utilizing City e-mail accounts or
telephone calls is preferable for these messages. As communications
methods continue to evolve staff will monitor the situation and make
recommendations as appropriate.
Staff Report
City Council Smart Phone Access
July 28, 2016
Page 3 of 3
Fiscal Analvsis:
Option 1 maintains the status quo and there is no Fiscal Impact.
Option 2 requires the purchase of phones and service, at a cost of up to
$6,000 first year, and an increase in costs of $600-$1,000 annually after
the initial purchase of equipment.
Option 3 would fall somewhere between the two, depending on the
number of Council Members who elect a City purchased device.
Both Option 2 and Option 3 require the City appropriate $6,000 from the
Unobligated General Fund to Account No. 1104110-4365000 for this
purpose.
Submitted by:
Lord Carney, Huma Resources Manager
anet Vloore, Director of Finance
Approval:
Jveik McCarthy, Interim C