HomeMy WebLinkAboutReso 2001-329
RESOLUTION NO. 2001-~
A RESOLUTION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, ADOPTING ADMINISTRATIVE REGULATION' .
1-10, IN ACCORDANCE WITH ORDINANCE NO. 99-62;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, pursuant to Ordinance No. 99-62 pursuant to which a procedure for semi-
annual submissions of Administrative Regulations for public comment and Commission adoption
was passed by the City Commission in accordance with Article 3.7 ofthe municipal Charter; and
WHEREAS, the City Manager wishes to submit a specific regulation for adoption by the
Commission to compliment Ordinance No. 2001- 1:2..0 of even date;
NOW THEREFORE, BE IT ORDAINED BY THE CITY COMMISSION OF THE
CITY OF SUNNY ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Administrative Regulation. The City Commission hereby approves
Administrative Regulation Number 1-10 attached hereto and made a part of this Resolution.
Section 2.
Effective Date. This Resolution shall become effective upon adoption.
PASSED AND ADOPTED this 17th day of May, 2001
ATTEST:
~~ ~~u.o.
Richard Brown-Morilla, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY
Moved by:
Seconded by:
VIce, (()~or /0w~
~mW\WfrPler' <TILYP~
Vote:
Mayor Samson
Vice Mayor Kauffman
Commissioner Iglesias
Commissioner Morrow
Commissioner Turetsky
./ (Yes)
~(Yes)
-L(Yes)
-L(Yes)
~(Yes)
_(No)
_(No)
_(No)
_(No)
_(No)
Administrative Regulations - Approval Of 1-10
CITY OF SUNNY ISLES BEACH
ADMINISTRATIVE REGULATION
Administrative Regulation # 1-10
Supercedes: N / A
Christopher J. Russo, City Manager
Issue Date: May ~, 2001
Revised Date: N/ A
ACCEPTABLE USE/POLICY REGARDING CITY COMPUTER NETWORKING AND
ELECTRONIC MAIL/INTERNET
1. Purpose:
The intent of this Administrative Regulation is to provide guidelines for the appropriate
utilization of the City's electronic computerization and networking facilities, including
both hardware and software. It is also the purpose of this regulation to make it clear to
all employees that they have no right to privacy of any information stored or any website
visited on a City computer system. This policy is being created in accordance with
Ordinance No. 2001-~O, entitled:
An Ordinance Of The City Commission Of The City Of Sunny Isles Beach, Florida;
Providing For A Policy On Utilization Of The City Computer Network, Including
Electronic Communications Via Electronic Mail, Intranet And Internet Services;
Providing For Acceptable And Unacceptable Uses Of Computer Resources, Creating
Exceptions; Providing For A Disclaimer Of City Liability; Providing For
Responsibility Of Employees; Providing For Public Records; Providing For
Severability And An Effective Date.
This policy assumes an attitude of cooperation and appropriate network etiquette on the part of
all staff using the computer system. The approach is, therefore, one of broad guidance rather
than restrictive control. Interpretation, application, and possible modification of this acceptable
use policy shall be within the sole provision of the City of Sunny Isles Beach.
2. Propet1;y:
This policy applies to all computer systems hardware and software supplied by the City for
employee use and to any personally owned computer systems that may be used on City property
by City employees. All electronic documents and files on such computer systems are the
property of the City of Sunny Isles Beach. Employees shall not interconnect personally owned
computer systems to the City computer system without the consent of the City Manager. If
such consent is granted, such interconnection shall be subject to the conditions of the City, and
the City will have complete access to any electronically stored documents and files created in
connection with City business.
Page 1 of 4
Administrative Regulation # 1-10
Supercedes: N / A
City of Sunny Isles Beach
Christopher J. Russo, ~ Manager
Issue Date: May , 2001
Revised: N / A
3. Security:
The City reserves the right to access and monitor data and files, including e-mail and any web site
locations on City computers. All files are subject to inspection by Department Heads, the
Information Systems Coordinator, and the City Manager. Also, all files are to be available in
accordance with the Sunshine Laws of the State of Florida. And as such, City employees have no
right to privacy as it relates to any data stored on the City's computer systems.
In order to use the sy~tem, every employee must be assigned a user I.D. and password. System
access authorization is required for new users to be added to the system. New users must set an
appointment with our Information Systems Coordinator or other designated staff for a brief
training session on proper use of the hardware and software. Only authorized personnel may
use City equipment, and City equipment is to be used for City business. You should not reveal
your password to anyone - even a fellow employee under any circumstances. Any user no longer
employed by the City, will be immediately locked out from the system upon notification from
the Department Head or supervisor to the Information Systems Coordinator.
4. General Guidelines:
Access to computer systems and networks owned or operated by the City of Sunny Isles Beach
impose certain responsibilities and obligations, which are granted subject to City ordinance and
State and F ederallaws. Copyright violations and software piracy are illegal. All computer data
files and documents originating in a City department shall be considered records of the City and
as such are subject to the City's records retention and disposition schedules promulgated by
State law.
All computer systems hardware and software provided to an employee are provided for the
purpose of aiding that employee in the performance of the employee's job functions. All
hardware and software used is to be supplied and installed by the appropriate City staff member.
Hardware or software that is unauthorized or unlicensed by the City may not be used or installed
in any City computer. All hardware or software necessary to perform job duties should be
requested of your Department Heads.
5. Acceptable Activities:
The following list, although may not be conclusive, provides some examples of acceptable uses.
(a) Communication with Federal, State, or local government personnel, vendors and other
private businesses.
(b) Engage in communications, including information exchange, for professional
development or to maintain knowledge or skills.
(c) Engage in activities involving City business.h
(d) Engage in communication for general administrative purposes.
Page 2 of 4
Administrative Regulation # 1-10
Supercedes: N / A
City of Sunny Isles Beach
Christopher J. Russo, ~i Manager
Issue Date: May , 2001
Revised: N / A
6. Unacceptable Activities:
The following uses of City computers and equipment are prohibited. This list is meant to be
illustrative and may not be conclusive.
(a) Attempt to circumvent or subvert system network security measures.
(b) Engage in any activity that might be purposefully harmful to systems or to any
information stored thereon, such as creating or propagating viruses, disrupting services,
damaging flies, or making unauthorized modifications to City data.
(c) Engage in private commercial use such as, but not limited to, shopping or gambling
(d) Use City computer system for commercial or partisan political purposes such as using
electronic mail to circumvent advertising for products or for political candidates.
(e) Transmit threatening, obscene, or harassing messages through electronic mail.
(f) Transfer obscene or suggestive messages or graphic images or visit obscene or
pornographic websites in violation of the City's sexual harassment policy or any other
policy of the City.
(g) Access or attempt to access data files of another person.
(h) Harm or destroy data files other than editing or deleting information in the normal
course of one's job duties.
(i) Send or forward chain or multi-level marketing letters.
G) Engage in obsessive personal use of electronic mail.
(k) Unauthorized accessing and/or downloading of material from the Internet.
7. Electronic Mail:
E-mail messages and their attachments are official records when they are created or received in
the transaction of public business and retained as evidence of official policies, actions, decisions,
or transactions. E-mail messages and their attachments that are kept because they have valuable
information content are also records. Examples of messages sent bye-mail that typically are
records include but are not limited to policies and directives, correspondence or memorandum
related to official business, work schedules and assignments, agendas and minutes of meetings,
drafts of documents that are circulated for comments or approval, any document that initiates,
authorizes or completes a City business transaction and final reports or recommendations.
Examples of messages that typically do not constitute records are personal messages and
announcements not related to official business.
8. E-mail Responsibility:
The dual nature of electronic mail, immediate and informal like a phone, irrevocable like a
memorandum, along with the impossibility of anyone monitoring and managing staff members'
Page 3 of 4
Administrative Regulation # 1-10
Supercedes: N / A
City of Sunny Isles Beach
Christopher J. Russo, City Manager
Issue Date: May \5< , 2001
Revised: N / A
messages for them, requires that staff themselves explicitly recognize their own responsibility for
the content and dissemination of their messages. This responsibility includes ensuring that their
messages (a) are accurate; (b) are courteous (remember once a message is sent it cannot be
retracted); (c) are sent to selected staff, with a need to know; (d) have been authorized at the
appropriate level; (e) protect other's right to confidentiality, where appropriate; (f) receive
messages and provide a timely response; and (g) file and dispose of messages appropriately.
9. Internet Responsibility:
All Internet access will be monitored. On-line employees with access to the Internet are to be
used solely for City related purposes. In each department, Internet access will be limited to the
Department Head and one (1) assigned staff member for each Department. Should there be a
need for any exceptions from this policy, it will be discussed and approved by the City Manager.
On-line employees with Internet e-mail addresses or who are responsible for Department or
agency Internet use shall check the mail in the same manner and same frequency as regular e-
mail.
10. Discipline:
Should any employee of the City of Sunny Isles Beach violate this Administration Regulation, or
the terms of Ordinance 2001- \2.0 for which each employee has acknowledged receipt, they
shall be subject to disciplinary action in accordance with the Employee Manual of the City.
11. Effective Date:
This regulation shall become effective May 27, 2001.
12. Distribution:
All City of Sunny Isles Beach employees.
Christopher . Russo
City Manager
CJR/ pw
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