Minutes - Council Work Session - 06/11/2024

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Councilmember Howell agreed and suggested italicizing the word to add emphasis. Councilmember Olson stated that the word `zero' stands out because it is very definite that there is no tolerance for this. Administrative Services Director Lasher said they can add something about no tolerance for this to add clarity. Councilmember Woestehoff suggested adding subscribing to hardware or software to the prohibited list. Councilmember Musgrove asked about item E under data management and protection. She asked why the workstations would not be backed up. IT Manager Fredrickson explained that they do not backup local machines as everything should be on the file server and is backed up that way. Councilmember Specht asked if there are City tablets and phones that they issue that they do not want apps downloaded on as the section on installations and downloads only refer to PCs. Councilmember Woestehoff said a PC is just used as an example. He asked if there is language in the policy that addresses devices getting lost or stolen. IT Manager Fredrickson said this is addressed when they discuss City issued cell phones. Councilmember Woestehoff noted that it may also be relevant when talking about other devices as most employees have City issued laptops. Councilmember Musgrove asked about communication with Staff when they are out on the worksite. She asked if radios are ever used or if all communication is done on cell phones. IT Manager Fredrickson said it is different based on different departments. Councilmember Musgrove asked how City issued cell phones are tracked and budgeted. IT Manager Fredrickson explained that in the typical process, a manager will come to him with a need and a justification of why a certain employee needs a cell phone and if he sees this as an adequate justification then he provides the cell phone. He added that all cell phone budgeting was assigned to IT several years ago. Councilmember Musgrove asked how approved uses are being tracked on Staff cell phones when they opt to use their own personal cell phone rather than a City issued phone. Councilmember Woestehoff said if they are using their personal cell phone then it is not a City resource. He asked if the CAN-SPAM Act is ever addressed in the policy. City Council Work Session/June 11, 2024 Page 6 of 10