RulesCommunications Highlights 2011 0324

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City Council Rules and Communications Committee Page 12 March 24, 2011 2. Discussion Regarding Consideration of Technology Policies • Ms. Fowler reviewed the proposed list of new and updated technology policies. Outdated sections in Title 1—City Council, and Title l0 —Human Resources, of the San Leandro Administrative Code, would be revised to update policies related to City computer systems, Internet, email, information security and public disclosure. She noted that the current Administrative Code section entitled, "Policy Goveming Use of City's Electronic Mail System," was last revised in 2000. The proposed update to this section would include a provision for automatic deletion of emails 120 days or older from a user's Outlook Inbox, Sent Items or Deleted Items. Mr. Pio Roda pointed out that the proposed policy revisions are substantially the same for both the City Council and for City employees. The Committee discussed the "Guidelines Regarding the Use of Social Media" proposed for addition as Appendix H to the Councilmembers Handbook, and how it would apply to the Facebook pages for Councilmembers and Council candidates. Chair Cassidy suggested that the Committee do additional work on Appendix H before sending it forward for recommendation to the full Council. Committee Recommendation: The Committee recommends the Council schedule consideration of amendments to San Leandro Administrative Code Titles 1 and 10 relating to Policies Governing the Use of Computer Systems, E -Mail and Information Security, and Title 2 relating to Departmental Use of Social Media. 3. Continued Discussion Regarding Proposed City Council Calendar Interest had been expressed by members of the Council in having a list of City and local events. At the last meeting, the Committee requested that staff develop a draft events calendar. Ms. Handa provided the Committee with the draft calendar, which listed annual recurring community events. The Committee requested that the calendar be provided monthly in the Council's Weekly Update document. Chair Cassidy suggested that a calendar of upcoming work session dates and topics be provided a few months in advance. The Committee recommended the distribution of a monthly Events Calendar and City Council work session schedule to the Council, to be distributed monthly in the Weekly Update document. 4. Discussion Regarding Prioritization of the Following Items: - Streamlining Reporting Out of Council Committee Highlights and Recommendations Chair Cassidy commented on the delay in reporting Committee recommendations on the City Council agenda. Ms. Marshall noted the time involved in preparing the post- meeting Committee Highlights, and submitting them for inclusion on the City Council agenda. Staff will research ways to shorten the turnaround time for reporting out Committee highlights and recommendations, and bring the matter back to a future Rules and Communications Committee meeting.