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May 14, 2013 Handbook Report No. 13 -111. City Manager Lotter indicated Assistant to the City Manager Johnson would be making a presentation to the Council on the proposed revisions to Chapter Two regarding Information Technology in the New Brighton Employee Handbook Assistant to the City Manager Johnson provided an overview of the proposed amendments to the Information Technology (IT) portion of the New Brighton Employee Handbook. He commented the IT handbook was an information guide to help employees become better informed and educated on policies and procedures. The handbook is a fluid document that will require updates periodically. He noted the recommended changes were reviewed by the City's legal representation to ensure compliance with applicable laws and regulations. Assistant to the City Manager Johnson explained iPads, tablets, text messaging and instant messages were now included in the City's IT system. He discussed potential disciplinary action that could be taken by the Council if IT were misused by employees or Commission members. New language regarding social media and data privacy practices were described in detail. Staffrecommended the Council approve the proposed revisions to Chapter Two of the Employee Handbook effective June 1, 2013. Mayor Jacobsen expressed concern with the social media language and that the open meeting law could be broken through its use. Assistant to the City Manager Johnson stated the open meeting law was not covered under the social media language. City Manager Lotter discussed the open meeting law in further detail with the Council commenting social media could be used so long as voting tactics were not discussed Councilmember Bauman thought the documents scope had expanded too much She thought the revisions were over the top and thought that a certain level of discretion was understood by all City employees. Overall, she supported the document revisions but questioned the social media aspects written into the handbook. Assistant to the City Manager Johnson indicated this section was taken largely from the League of Minnesota Cities and was reviewed by the City Attorney. Mayor Jacobsen recommended the Council not use their iPads for personal use. Councilmember Burg inquired how the City would be protected against viruses. Assistant to the City Manager Johnson discussed synching that would and would not be allowed into the City's IT system. He added that the software package Mobile Iron would be put in place to assist in protecting the City . Councilmember Burg asked this portion of the employee handbook addressed the use of cell phones while driving. Assistant to the City Manager Johnson reported this was addressed in Chapter One of the Employee Handbook. Councilmember Samuelson thanked Staff for their thorough presentation this evening. Councilmember Jacobsen agreed stating these revisions were necessary given the changes made to mobile technology. Motion by Councilmember Samuelson seconded by Councilmember Burg to approve revisions to Chapter Two (Information Technology) of the City of New Brighton Employee Handbook effective June 1, 2013. 5 Ayes, 0 Nays -Motion Carried Commission Liaison Reports, Announcements and Updates Dean Lotter City Manager Lotter reported the League of Minnesota Cities Conference would take place in June and he asked that those interested in attending RSVP to him. He indicated the conference would be held in St. Paul this year. He noted Pulte Homes development update would be sent to the Council in an email in the near future. He commented a crossing of Old Highway 8, near the Dairy Queen has been brought up by Councilmember Jacobsen. He explained in order for Staff to pursue this, the Council would need to make a motion directing Staff to proceed. Page 4 of 5 of the Employee Handbook Report No. 13-111 Commission Liaison Reports. Announcements and Updates