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HomeMy WebLinkAbout2003-08-11 Council Minutes4 • Y 0 n To Gene Kiviaho From • Terry Nash Date* August 11 2003 Issue Kneehill County Logo Discussion Council Agenda Item # 6b Skytone Printing and Graphics were hired at a cost of $450 to finalize the artwork on the logo and prepare samples suitable for use on Letterhead, Pins, Signage, Corporate attire, and Vehicle identification For this price, the logo is provided in a variety of digital formats and resolutions Although we have been postponing ordering supplies pending the adoption of a new logo, volume purchasing in order to keep costs minimal has resulted in an accumulation of inventory A supply of business cards is $50/employee or councillor To dispose of these items would be a waste in excess of $4,000 and would require shredding for recycling Current Inventory Tax Notices 4,000 $56924 Cash Receipts 2,800 19530 Utilities 3,000 234.66 Letterhead 6 000 66000 Pins 1 500 1,50000 Business Cards 20 100000 Total $4 159 20 Expected Replacement Date 2004 2004 2006 2005 2004 2004 New flags and vehicle emblems can be purchased immediately to launch the new County look The logo will be used in the web site and any advertising that is published Quotes for signage will have to be obtained and presented for 2004 budget deliberations Recommendation 1 Request Council adopt the logo as presented by the committee 2 Replacement items using the new logo be purchased as inventory depletes L Terry Ni h, Assistant CAO Q� Gene i iaho, CAO Page 26 LJ n To Gene Kiviaho From, Terry Nash Date August 11, 2003 Issue Kneehill County Logo Discussion Council Agenda Item # 6b Skytone Printing and Graphics were hired at a cost of $450 to finalize the artwork on the logo and prepare samples suitable for use on Letterhead, Pins, Signage, Corporate attire, and Vehicle identification For this price, the logo is provided in a variety of digital formats and resolutions Although we have been postponing ordering supplies pending the adoption of a new logo, volume purchasing in order to keep costs minimal has resulted in an accumulation of inventory A supply of business cards is $50/employee or councillor To dispose of these items would be a waste in excess of $4,000 and would require shredding for recycling Current Inventory Tax Notices 4,000 $56924 Expected Replacement Date Cash Receipts 2,800 195 30 2004 Utilities 3 000 23466 2004 Letterhead 6,000 660.00 2006 Pins Business Cards 1,5002005 1,500.00 2004 Total 20 100000 • 2004 $4 15920 New flags and vehicle emblems can be purchased immediately to launch the new County look The logo will be used in the web site and any advertising that is published Quotes for signage will have to be obtained and presented for 2004 budget deliberations Recommendation 1 Request Council adopt the logo as presented by the committee 2 Replacement items using the new logo be purchased as inventory depletes Terry sh, Assistant CAO Gene iaho, CAO Page 26 0 v C. To Council From Terry Nash Date August 11, 2003 Issue Internet Policy Council Agenda Od Background Internet use is now essential in the performance of daily routine activities Spyware and virus softwares have become extremely sophisticated Diligence is required in order to protect the integrity of data, and investments in technology This policy has been drafted in order to avoid potential misuse, and is not being presented in response to any existing situations Recommendation 1 Council receive the draft internet policy Terry ash, Assistant CAO Ge ivio, CAO ah Page 52 INTERNET POLICY #7 25 (EMPLOYEE POLICIES) POLICY STATEMENT The County provides employees and elected officials with access to the Internet purposes PURPOSE Access to Internet -related systems enables employees and elected officials to gather information relevant to the County's business from external sources, and to provide information to residents potential residents businesses and business prospects This policy outlines the County's requirements regarding acceptable Internet and Internet Electronic Mail (E mail) usage SCOPE This policy applies to all the County's employees and elected officials For the purposes of this policy "employee" means both employees and elected officials Employees have access to these systems consistent with the requirements of their job and are encouraged to use the systems "Internet" means all activities undertaken through the County's Internet resources including electronic mail and browsing external web sites unless otherwise specified ACCESS Electronic mail access via Internet is automatically provided to all employees Additional approval is not required Access to other Internet functions is determined by the requirements of the employee's position It is the responsibility of the Director of each department to assess employee needs when granting access Requests for Internet access must be submitted via E mail to the Director of Corporate Services by the employee s Supervisor In the case of elected officials, the request must be approved by the Commissioner of Corporate Services N Page 53 0 0 0 GENERAL PRINCIPLES I. Ownership Corporate provided Internet/intranet and E mail privileges, like computer systems and networks, are considered Corporate resources and are intended to be used for business purposes only II Privacy of communications Correspondence via Internet E mail is NOT guaranteed to be private. While network administration provides a high level of privacy and security on the network, users should be aware that E mail messages can be recovered even though deleted by the user III Data security Employees must safeguard their login ID and password from disclosure to any person except the staff of the Information Technology Division Users must use their own login ID and password, are responsible for all activity on their login ID, and must immediately report any known or suspected compromise of their ID to the Information Technology Division IV Monitoring The County will monitor all employee usage to ensure proper working order, appropriate use by employees and the security of Corporate data Also, the County will retrieve the contents of any employee communications in these systems from time to time Management may access user files including archived materials of present or former employees without the user's consent for any purpose related to maintaining the integrity of the network, or the rights of the County or other users or for any other reasonable purpose The distribution of any information through Internet related systems is subject to the scrutiny of the County to determine suitability Users may also be subject to limitations on their use of Internet related resources Page 54 0 0 0 11 V Personal use Personal use of systems is authorized as long as it does not interfere with or conflict with business use and is not performed on County time If an employee receives E mail that conflicts with any section of this policy, they must notify the Information Technology Division immediately The employee or staff from Information Technology will notify the sender of such E mail that it is not appropriate and to cease sending any further such type of E-mail Subject to Part VIII of this policy individual departments are responsible for creating guidelines concerning personal use of Internet related systems, however in the absence of such policies, employees should be guided by departmental policies on personal telephone use In case of doubt, employees should contact their supervisor or manager VI Downloading Downloading of non executable files for business use is permitted These would include reports, adobe pdf files information flyers etc , from other institutions or government agencies that may be useful to the County Executable software may not be downloaded without checking to ensure that antivirus software is active Executable software may contain viruses which could harm the County's network VII Freedom of Information All electronic documents which are created by or with the County's computers or network, including Internet related systems, are records for the purposes of the Municipal Freedom of Information and Protection of Privacy Act and may be a public record for the purposes for this Act Page 55 C A 101 I C J VIII Unacceptable use of Internet -related systems Communications and Internet access should be conducted in a responsible and professional manner reflecting the County's commitment to honest, ethical and non-discriminatory business practice In furtherance of these goals the following restrictions shall apply ➢ Employees shall not visit Internet sites that contain obscene, pornographic hateful or other objectionable materials, send or receive any material that is obscene or defamatory or which is intended to annoy, harass or intimidate another person ➢ Employees shall not solicit E mails that are unrelated to business activities ➢ Employees shall not solicit business for personal gain or profit ➢ Employees shall not use or permit the use of the Internet or E mail for any illegal purpose ➢ Employees shall not use continuous access technology such as "Push or Pull" ➢ Employees shall not represent personal opinions as those of the County ➢ Employees shall not make or post indecent remarks proposals, or materials ➢ Employees shall not upload, download or otherwise transmit commercial software or any copyrighted materials belonging to the County, to parties outside of the County ➢ Employees shall not download any executable software unless antivirus protection is active ➢ Employees shall not intentionally interfere with the normal operation of the network, including the propagation of computer viruses and sustained high volume network traffic which substantially hinders others in their use of the network ➢ Employees shall not examine change, or use another person's files output or user name for which they do not have explicit authorization ➢ Employees shall not perform any other inappropriate uses identified by Information Technology staff Page 56 0 ➢ Employees shall not connect unauthorized equipment to the network for any purpose inconsistent with the business purpose of the County ➢ Employees shall not deliberately waste computer resources including but not limited to bandwidth, disk space, printer paper and ink cartridges ➢ Employees shall not use the Corporate network to gain unauthorized access to any computer system IX Education To promote the efficient use and to avoid misuse of Internet related features a copy of this policy statement will be distributed to all employees having access to Internet related systems Employees are required to familiarize themselves with the contents of this policy Internet training will be conducted in conjunction with the Information Technology Division X Enforcement Employees who violate any of the guidelines set in the policy will lose their access privileges Depending on the severity of the violation employees may be subject to disciplinary action from written warnings through to employee termination The County also retains the right to report any illegal violations to the appropriate authorities XI Amendments The County may amend this Acceptable Use Policy from time to time as necessary All employees with access to Internet related systems will receive prompt notice of any amendments XII Disclaimer The County will not be responsible for any misuse of Corporate Internet related systems Persons found to be misusing the County's Internet related systems will be responsible for any costs or damages sustained by the County or a third party and will be obligated to indemnify the County for any claim against the County by a third party Page 57 • .a 14J U To. Council From• Terry Nash Date August 11, 2003 Issue Signing Authorization Council Agenda #7e Background Council requested Administration investigate alternative methods of authorizing expenditures that would allow Council to concentrate on items of significance Depending on where Council Dates fall, several due dates for payables may fall prior to the meeting being held Payments may be delayed where the required second signature is unavailable. Payroll remittances and utility bills are the late payments that repeatedly result in penalty levies being imposed Discussion The enclosed policy permits any two persons authorized to sign payroll remittances or Accounts Payable under the minimum amount This normally will be the CAO and Assistant CAO but allows flexibility where either of them may be unavailable Payroll Remittances are for source deductions already authorized through the payroll approval process The draft Policy further requires that the Transmission Confirmation Listing be signed by the CAO/Assistant CAO Council has already approved payment of utility and telephone bills via preauthorized payment plans by resolution, and this authority has been drafted into this policy As discussed at Council's Strategic Planning Session, the Reeve's time is very often wasted reviewing cheques issued for insignificant amounts of money A minimum dollar value should be established for cheques requiring the signature of the Reeve/Deputy Reeve Recommendation 1 Council receive the draft signing authorization policy and establish a minimum dollar value for cheques requiring the signature of the Reeve/Deputy Reeve AyjNh.,sistant CAO Ge1q iviaho, CAO Page 58 Q • Es n PURPOSE To establish the signing authorities for all financial instruments POLICY STATEMENT Kneehill County needs to have controls in place to ensure that all financial instruments are properly authorized and reflect the intent of Council rvL1%- Y UUME'LENES 1) The Reeve/Deputy Reeve and Administration shall exercise due diligence when exercising their signing authorities to ensure that Council's intent is being carried out. Signing Authorization is reviewed and granted by resolution at the annual organizational meeting 2) Council recognizes that in the interest of efficiency that is not necessary that every cheque be signed by the Reeve/Deputy Reeve and that there are more efficient alternative methods for the Reeve/Deputy Reeve to discharge their fiduciary responsibilities 3) Cheques drawn on the bank accounts of Kneehill County shall be signed and countersigned as hereafter provided a. Cheques issued for payment of Payroll Remittances for source deductions shall be signed by any two of the authorized signing authorities b All Accounts Payable cheques up to $ 10 000 00 shall be signed by any two of the authorized signing authorities c All Accounts Payable cheques exceeding $10,000 00 shall be signed by the Chief Administrative Officer/Assistant CAO and countersigned by the Reeve/Deputy Reeve A listing of all cheques issued will be presented to Council for their review and approval 4) Direct Deposit Payroll The Payroll Register and the Transmission Confirmation Listing must be signed and dated by the Chief Administrative Officer/Assistant CAO signifying approval of the payroll Page 59 • • E* 0 The files that house information on the Personal Computer will have security applied to them in the form of a password with only the Payroll Clerk, the Assistant CAO, and anyone deemed necessary by the Chief Administrative Officer will have access to the password 5) To avoid late fees, Utility and Telephone Bills will be paid through preauthorized payment withdrawal Verification of bills for accuracy will be the responsibility of the appropriate department head 6) Signing authority is cancelled upon leaving employment/office Page 60