2000-097RESOLUTION NO. 00-97
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE TEXAS, AMENDING THE PERSONNEL POLICIES TO
INCLUDE A TECHNOLOGY POLICY AND PERSONNEL FILE
POLICY; AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Manager shall be responsible to the Council for the proper
administration of all affairs of the City including the preparation of personnel policies; and
WHEREAS, according to the City of Southlake (the "City") Charter section 4.14(9)
personnel rules are subject to the approval of Council; and
WHEREAS, the City Manager recognizes the need to update, revise, or add policies to
reflect changes in laws or City practice; and
WHEREAS, the technology policy and personnel file policy accomplishes the purposes
described above in a manner that accommodates the legitimate interests of the City, now
THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAIKE, THAT:
Section 1: The City of Southlake hereby amends the personnel policies to include a
technology policy and personnel file policy.
Section 2: This resolution shall become effective after its passage and adoption by the City
Council.
PASSED AND APPROVED THIS THE DAY OF 40PJ-7 , 2000.
Rick Stacy, Mayor
ATTEST:
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Sandra L. LeGrand, City Secret 'e" 0. x"-
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Citv of Southlake
Personnel Policies
Section: Basic Objectives and Policy Statements Toplc: Technology Policy
Effective Date: November 7, 2000
Approval: Resolution 00-97 Revision Date:
1.0 Purpose
Set forth standards for the acceptable use of the technical systems for the City of Southlake. The intent is to cla
the acceptable use of these systems and provide examples of uses which are acceptable or unacceptable. This
policy does not enumerate all the possible acceptable and unacceptable uses.
2.0- Scope
The rights, responsibilities and limitations specified in this policy apply to all regular and temporary
employees, contract personnel, and volunteers whose access to or use of the technology systems is funded by
the City or is available through equipment owned by the City.
3.0 Definitions
3.1. Internet Use- Internet services include but are not limited to Internet e-mail, file protocol (FTP), web
browsing and newsgroups.
3.2. Obiectionable/Impromr Use of Language or Material- Offensive language, graphic representations,
pictures, posters, calendars, graffiti, objects, promotional materials, reading materials, or other
materials that threatening, obscene, sexually explicit, or disparaging of others.
3.3. Technology Systems- Including, but not limited to, computer internet, e-mail, computer network
systems, software, facsimile, cellular phone, pagers, and Cellular Digital Packet Data (CDPD).
3.4. Unacceptable Uses- a use that conflicts with City's or the individual Department's purpose, goal, or
mission or with an employee's authorized job duties or responsibilities (See Section 4.4 of this policy)
or which, otherwise violates departmental policy or federal, state, or local law.
3.5. Qi1i — The City of Southlake
3.6. Sniffer Software — Software designed to analyze the ports, services, messages, and protocols used over
the computer/network system.
4.0 Use of the Citv's Technologv Svstems
4.1. Acknowledged City Rights - The technology systems are business tools provided by the City. The
City has a legitimate interest in protecting confidential information, preventing the abuse of the
systems, and maintaining employee productivity. Therefore, the City expressly reserves the right to
monitor, review and audit an employee's use of these systems at any time. By using the City
technology systems, the user consents to City monitoring.
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4.2. User/EmDlovee Responsibilities - Employees are representatives of the City in all their
communications. Responsible use of the City's technology systems requires discretion,
professionalism and awareness of potential liability. Employees should be aware that when they are
utilizing certain technology systems, they are creating City documents. Employees must understand at
all times that communication and use of any of the City's technology systems are matters of public
record under the Public Information Act and may be subject to discovery requests.
4.3. Acceptable Uses - City employees are granted the privilege of using the technology systems only in an
authorized or acceptable manner. Examples of acceptable uses include, but are not limited to, the
following:
a. Communication with federal, state, and local government personnel or
agencies, and private businesses with which the City transacts or may transact business;
b. Communication with the public regarding City -related issues/matters;
c. Communication for administrative purposes;
d. Acquisition of information related to, or designed to facilitate the performance of regular
assigned duties;
e. Communication for personal purposes in a manner which does not infringe upon the employee's
or the department's productivity and is not otherwise unacceptable.
4.4 Unacceptable Uses - City employees may not abuse their access to the technology systems. Abuse
may consist of either excessive or unacceptable use. Generally, a use is unacceptable if it conflicts
with the following:
1) the City of Southlake's purpose, goal or mission;
2) the individual Department's purpose, goal or mission; or
3) an employee's authorized job duties or responsibilities. Examples of unacceptable uses include,
but are not limited to, the following:
a. Excessive personal use of the technology systems. Personal use will be deemed excessive if, in
the opinion of the employee's immediate supervisor, the use detracts from the individual
employee's or the Department's productivity;
b. Use of technology systems for personal business operations (including storage of financial
records/transactions) or to advertise or solicit funds for political, religious, or other personal
causes;
c. Communication for illegal purposes including, but not limited to: violating copyright laws;
using, downloading, or copying unauthorized software; or accessing restricted systems;
d. Interference with or disruption of network users, services or equipment including, but not
limited to: damaging equipment, knowingly spreading viruses, impersonating another user,
destroying communications systems or electronic files, or accessing a system without
authorization unless accessed to monitor, review, and/or audit an employees use of the system
as described in Section 4.1 of this policy;
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e. Access or distribution of any communication which may constitute or contain intimidating,
hostile, pornographic, offensive or discriminating material on the basis of sex, race, color,
religion, national origin, or disability.
f. Transmitting, downloading, viewing or storing of material that is
threatening, obscene, sexually explicit or disparaging of others based on race, national origin,
sex, age, disability, religious or political beliefs;
g. Downloading files with copyright protection (i.e. MP3 files). If any doubt exists regarding
copyright status, employees should contact the copyright owner to obtain written permission;
h. Downloading executable (i.e..exe, .com, .nim) programs or operating system software on the
network server without proper authorization;
i. Harassing individuals;
j. Obtaining unauthorized access to any computer system;
k. Using another individual's account or identity without explicit authorization from that
individual;
1. Distributing or storing chain letters, solicitations, or offers to buy;
in. Activity used for personal gain, outside employment or other financial profit;
n. Playing or downloading computer games;
o. Gambling or playing a game for money or other stakes;
p. Participating in news feeds, real audio, "chat " rooms or services including real-time or
instantaneous messaging types of services) unless specifically job-related.
5.0 Internet Use
5.1 The Department Director has the authority to restrict Internet accessibility for any employee.
5.2 Assigned Lo2in/Password - When accessing the Internet, employees may use only assigned login
and password and do not have authority to use another person's account without that person's
permission.
5.3 Encouraged Interest Use - The use of the Internet for those activities listed under Acceptable Uses
section 4.3) of this policy are encouraged.
5.4 Downloading Files - Employees shall show extreme caution when downloading files from the
Internet to ensure that all data is free from viruses.
5.5 Personal Internet Use - Limited or incidental use of Internet services for personal use is acceptable.
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Such use must be infrequent and must not:
a. Involve any activity listed in Section 4.4 of this policy;
b. Interfere with the productivity of the employee or any co-worker;
c. Involve downloading files onto the network that are not work related.
5.6 Public Scrutiny - Internet usage must be able to survive public scrutiny and/or disclosure. Except
for use as a resource in criminal investigations, users must avoid accessing sites that may bring the
City into disrepute or conflict with its ethics policy.
6.0 Electronic Mail
6.1 Confidential E-mail - Confidential or sensitive information shall not be transmitted by e-mail,
which can be intercepted or otherwise received by unintended recipients. A written memorandum
or personal a conversation should communicate such information.
6.2 Obiectional E-mails - The City's e-mail network shall not be used to send objectionable, obscene,
vulgar, racist, sexual, or harassing messages, as described in Section 4.4 of this policy.
6.3 Mailing Lists - Employees shall not subscribe to any form of mailing lists that create an excessive
volume of messages.
6.4 Use of Signatures - Employees shall not send an e-mail message that uses someone else's name or
signature, unless such activity has been authorized.
6.5 Use of other EmDlovees E-mail - Employees shall not attempt to read, delete, copy, or modify the e-
mail of other employees, except when such activity has been authorized.
6.6 City ProDertv - E-mails sent or received from or to City -owned computers are the property of the
City. All e-mails are subject to review by the department director or their designee or Technical
Services at any time to ensure compliance with city policies on other laws or regulations, as
described in Sections 4.1 and 4.2 of this policy.
6.7 E-mail Response - Employees should attempt to respond to all business-related e-mail messages
within the same workday if possible or by the next workday at the latest. In the event of a planned
extended absence from the office, employees should activate the Auto Reply feature of the system
to ensure that a timely response is sent.
6.8 Deleting E-mail - When possible, all e-mail messages should be deleted after review. The e-mail
system should not be used for archiving purposes. Important messages should be saved to the hard
drive or personal directory and deleted from the e-mail system.
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Comauter/Network Svstem
7.1. Interference of Computer/Network System - Under no circumstances shall users interfere with or
interrupt other's access and use of the City computer system. Examples of such interference include,
but, are not limited to:
a. Sending e-mail chain letters or excessive messages.
b. Printing excess copies of documents, files, data or programs.
c. Modifying system facilities, operating systems, or disk partitions.
d. Intentionally damaging or vandalizing City computing facilities, equipment, software or
computer files.
e. Intentionally altering/withholding password access from the Systems Administrator (this
restriction does not apply to the actions taken by the Systems Administrator).
7.2 Utilization of Computer/Network Svstem - Employees shall utilize City computer/networking
resources for acceptable uses outlined in Section 4.3 of this policy. Unacceptable uses are outlined
in Section 4.4 of this policy.
7.3 Unauthorized Devices - Employees shall not connect or disconnect any unauthorized device to or
from the network.
7.4 Monitoring Networks - Employees shall not monitor any network by any means including sniffer
software.
7.5 Alterina Operating System Software - Employees shall not alter operating system software settings
or configuration under any circumstances.
7.6 Computer Games - Employees shall not install or operate computer games on City -owned
machines.
7.7 Disruptive Proarams - Employees shall not intentionally develop or use programs that disrupt other
computer users or which access private or restricted portions of the system and/or damage the
software or hardware components of the system. Computer users must use great care to ensure that
they do not use programs or utilities which interfere with other computer users or which modify
normally protected or restricted portions of the system or user accounts.
7.8 Technoloav Purchases - Employees shall ensure that all technology/telecommunication related
purchases are coordinated with the System Administrator prior to the actual purchase.
7.9 Copvriahts - Employees, working with the System Administrator, should ensure that only legal
versions of copyright protected software are used in compliance with vendor license requirements.
Employees shall not make, use, or share illegal copies of copyrighted software, store such copies on
City systems, or transmit them over City networks.
7.10 New Software -New software can only be loaded onto a computer under authorization of the System
Administrator
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7.11 Software Storage - Software programs are to be stored in areas designated by the System
Administrator.
7.12 Copies - Employees may not make copies of files without the permission of the publisher or
producer or if the software is Public Domain (non -copyrighted).
8.0 Facsimile
8.1 Cover Sheet - All facsimiles sent outside of the City should contain a transmittal cover sheet.
Identified on this sheet shall be the City's logo, City web address, sender's name, date, sender's fax
number, sender's phone number, total number of pages included, name of the fax recipient,
company that the recipient represents, recipient's fax number, recipient's phone number and reason
for the facsimile.
8.2 Sendinp- Facsimiles - Employees shall not send a facsimile that uses the name of another person as the
originator unless otherwise authorized by that person.
8.3 Received Faxes - In general, received faxes should be forwarded to the intended party as soon as
possible. Employees shall not read, modify, or delay delivery of facsimiles received by other
employees.
8.4 Citv Property - Facsimiles sent, received from, or to City -owned machines are the property of the City
of Southlake. All facsimiles are subject to review as described in Section 4.1 of this policy.
9.0 Mobile Telephone Use
9.1 Mobile Televhone Usaae - Employees will be assigned mobile telephones for use when it is necessary
to conduct business in a timely and efficient manner. The use of technology, such as mobile
telephones, has been an important aspect of ensuring timely and professional service delivery.
However, judicious and appropriate use of this technology is critical since city employees have the
responsibility to provide service to the community in a fiscally responsible manner. This policy
provides guidelines for the prudent use of city -issued mobile telephones
9.2 ADnronriate Use - City employees are authorized to use city -issued mobile telephones for bona fide
City of Southlake activity in instances where there is a need to communicate,,but where no other
reasonably effective or efficient means of communication is readily available. Examples of
appropriate use include, but are not necessarily limited to:
a. Communication on city business matters between employee and supervisor or other city personnel
when the employee is in the field or otherwise away from city offices;
b. Communication between the employee and a customer when such communication is the most
practical means of providing service;
c. Communication with a vendor, contractor, or other service provider when such communication is
the most practical means of providing service, assistance to a resident, resolving a complaint, o
otherwise conducting City business when such communication is the most practical means of
achieving the immediate objective;
d. DPS communication as described in the general orders manual; and,
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e. In emergencies when other means of communication are not available.
9.3 Initiatina/Receivine Calls - The following are acceptable methods for initiating or receiving calls on
City -issued mobile phones:
a. Direct Dial - This is the most desirable method of conducting approved mobile phone
communication.
b. Incoming Calls - Employees receiving telephone calls have few means by which to determine the
nature of the call until it has been received. This means of communication is acceptable, provided
that employees take the responsibility for notifying any caller of the limitations in the use of mobile
phones and discontinue any call which are outside the parameters of acceptable mobile telephone
use.
C. Operator -Assisted Calls - Employees should only initiate operator or directory assistance for
placing calls when no other option exists for carrying out the duties of their job.
d. Long Distance Calls - Long distance calls are conducted under the same parameters established for
standard local calls; however, such calls should only be placed when an operational necessity exists.
Employees should refrain from placing long distance calls on City -issued mobile telephones unless
a documentable business necessity exists. Occasional use for other purposes is acceptable when the
employee reimburses the City for any charges incurred.
d. Roaming Charges - Employees should refrain from incurring roaming charges, unless business
necessity dictates use of the mobile phone outside the service area.
9.4 Emplovee to Emplovee Communication Using Mobile Telephones - The use of mobile telephones by
two employees (sending and receiving) to conduct city business is discouraged when the City incurs
additional charges for these calls. City employees should refrain from using mobile phones as a means
of communicating with other city employees in lieu of other city -provided communication tools. For
example, employees are encouraged to use radios, pagers, or other communication methods as
necessary.
9.5 Maintenance - Mobile telephones may be assigned to an individual, placed in a specific vehicle, or
used through a pool. Employees who are personally assigned a mobile telephone, use a telephone
located in a vehicle, or assigned a telephone through the pool are responsible for its care. When a
telephone fails to perform properly, the user should report the problem immediately to his or her
supervisor. Maintenance requests will be handled as quickly as possible, and a substitute phone will be
provided as necessary.
9.6 Removal of Mobile Telephones from Assigned Vehicles - Employees should only remove mobile
telephones from assigned vehicles when it is necessary to efficiently conduct City business.
Employees are responsible for returning the telephone to the appropriate vehicle in a timely manner.
Employees should remove the mobile telephone from their vehicle when it is transported to any service
or repair facility. Upon the return of the vehicle, the employee is responsible for ensuring the
appropriate return of the mobile telephone to the designated vehicle.
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Employees should refrain from adding, removing, or exchanging component parts; affixing or
removing any specific markings, or modifying any functions or special key operations without the
prior approval of his or her supervisor.
9.7 Personal Use of Mobile Telephones - Personal use of City -issued mobile telephones in marked City
vehicles is prohibited. Personal use of telephones issued to individual employees is discouraged, but
not prohibited. However, payment of charges incurred for personal calls is required. Excessive
personal phone calls during regular business hours is discouraged for all employees.
9.8 Emplovee Responsibility - Employees assigned cellular phones, either temporarily or full-time, are
responsible for appropriate use and safekeeping. In the event of loss or damage, employees must
provide immediate notification of such loss/damage to their supervisor. Employees may be financially
responsible for such loss/damage if they are unable to show reasonable care.
9.9 Hands Free Technoloev - Using a mobile phone while operating a motor vehicle is discouraged.
Employees are encouraged to use "hands free" technology when operating a motor vehicle.
10.0 Mobile Data Terminal (MDT) / Mobile Data Computer (MDC) Use
10.1 Instructions for Usage - Instructions for using the MDT/MDC are published in the manufacturer's
MDT/MDC operation guide. Copies of this material are available to each member of the Department
of Public Safety through the Training Coordinator in order'to become familiar with the MDT/MD1'
operations.
10.2 Sianina On/Off - Personnel are responsible for signing on at the beginning of their tour of duty and
signing off at the conclusion of their tour of duty.
10.3 Passwords - Personnel are charged with the responsibility for maintaining security of their password
code. Personnel will refrain from sharing their password code with unauthorized persons.
The Manager of Information Services (MIS) maintains a secured log of passwords assigned to all
Department of Public Safety personnel. The MIS Director designates authorization for access to such
passwords. Passwords are assigned, changed, or deleted only by approval of the MIS Director.
10.4 Governina Rules and Laws - All rules and laws that govern radio transmissions are applicable during
MDT/MDC operations. Departmental directives that contain applicable TCIC/NCIC guidelines apply
to the operation of the MDT/MDC. Information obtained by operation of the MDT/MDC is
maintained as confidential information in accordance with the law.
10.5 Message Restrictions - The MDT/MDC is restricted to messages and inquiries for Southlake
Department of Public Safety job purposes only. Any "TO" message that is personal in nature is
inappropriate. Messages are sent using only appropriate, professional terminology and/or common
abbreviations. Messages sent through the MDT/MDC are to be as brief and concise as possible.
10.6 Documentation of Transmissions - A computer record of all MDT transmissions is stored at North
Richland Hills Police Department. Transcripts of all MDT traffic are accessible and made available by
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The City of Southlake Police Department only upon authorized request. Periodic administrative audits
are conducted by the Patrol Lieutenant to ensure compliance with this directive.
A computer record of all MDC transmissions is stored at the Southlake Department of Public Safety.
Transcripts of all MDC traffic are accessible and made available by MIS only upon authorized request.
Periodic administrative audits are conducted by the Patrol Lieutenant to ensure compliance with this
directive.
If officers need to request information or documentation, these requests are forwarded through the shift
sergeant to the Police Lieutenant
10.7 Use While Overatinp- a Vehicle - When a Department of Public Safety vehicle is operated as a single
personnel unit, the operation of the vehicle takes priority over the operation of the MDT/MDC. If the
vehicle contains two personnel, the non -driver serves as the primary MDT/MDC operator.
Vehicle operators are responsible for the safe handling of the departmental vehicle. The operation of
the MDT/MDC does not serve as a mitigating justification in the event that an accident occurs
involving departmental vehicles.
10.8 MDT/MDC Operations - While undertaking MDT/MDC operations, personnel are to maintain a
conscious awareness of their surroundings, remain alert to potential hazards, and practice safe tactics.
10.9 Maintenance The maintenance of the base unit of the MDT system is the responsibility of the North
Richland Hills Police Department.
The maintenance of the base unit of the MDC system is the responsibility of the MIS department of the
City of Southlake.
Maintenance of peripheral units is conducted in accordance with contracts as established by mutual
agreement between or among North Richland Hills Police Department, the City of Southlake,
Motorola Inc. and any other organization.
Requests for repair service are forwarded to the shift Sergeant who reviews the request and contacts
the appropriate repair facility to schedule the needed maintenance/repairs.
11.0 Comauter Svstem Maintenance
11.1 Audits — An audit of the City's records computer system is conducted annually by the Manager of
Technical Services or an authorized designee. The audit maintains verification of all passwords,
access codes, and/or access violations. The annual audit is routinely performed in January, and the
records of the audit are sent to the Assistant City Manager for review and retention.
11.2 Computer File Back-uD — The main file server containing personal network drives plus AS400 is
backed up on a daily basis in accordance with retention laws devised by the State of Texas and the City
Secretary. Back-up tapes are on a 30 -day rotation, at the end of the rotation (one month) each tape is
placed in the City archives.
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11.3 Comvuter File Storasze — All computer media, tapes, disks and/or drives are stored in an off-site se
environment.
11.4 File Destruction — All City software contains password protected functions which allow for court
ordered expunction of files and/or records. City Records personnel are responsible for the process of
expunction, which is reviewed by the Manager of Technical Services. Any media, disks, tapes, printed
material, and/or computer drives which are deemed no longer needed for business operations shall be
destroyed in an appropriate manner.
12.0 Violation of Policv
Any violation of this policy may be subject to disciplinary action, including but not limited to the loss of
access and other privileges, and/or termination of employment.
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City of Southlake, Texas
ACKNOWLEDGEMENT OF RECEIPT OF TECHNOLOGY POLICY
I have received a copy of the City of Southlake's Technology
Print Name)
Policy outlining the responsibilities as an employee and the responsibilities of the organization. If
I have any questions, I should contact the Human Resources office.
I agree to comply with the policy.
Signature of Employee Date