30. Council computer policy
City Hall
10300 Torre Avenue
Cupertino, CA 95014-3255
Telephone: (408) 777-3220
Fax: (408) 777-3366
CITY F
CUPEI\TINO
DEPARTMENT OF ADMINISTRATIVE SERVICES
SUMMARY
Agenda Item No. 3D
Meeting Date: August 21, 2007
SUBJECT AND ISSUE
Consider updating the Council Computer Policy to reflect new technologies and equipment use.
BACKGROUND
In 1998 the City formally established a Council Computer Policy to facilitate and enhance
Council communication with citizens, staff and each other. The policy set forth the hardware and
software available for use, an option to purchase the equipment when leaving office at fair
market value and the Information Technology division's obligations to provide hardware and
software support.
After 10 years, the policy is in need of updating. In summary, the following changes are
proposed:
~ Recognize that our laptop pool now includes Apple computers;
~ Allow Council Members up to $500 for a Personal Digital Assistant per four-year term;
and
~ Provide for home visits only if the equipment cannot be brought to City Hall for
diagnostics, upgrades and repairs.
It is our opinion that these changes will provide the Council with maximum flexibility and
updated technology, while optimizing staff-support resources and capabilities.
RECOMMENDATION:
Update the Council Computer Policy to reflect new technologies and equipment utilization.
~a~
Carol A. Atwood
Director of Administrative Services
Approved for submission:
t#
Davi . Knapp
City Manager
Submitted by:
Printed on Recycled Paper
CITY OF CUPERTINO
COUNCIL COMPUTER POLICY
August 21, 2007
PURPOSE
To establish a policy for City Council members to facilitate their communications with citizens
and staff while:
. Providing maximum flexibility for Council Member hardware preferences, and
. Optimizing staff-support resources and capability.
POLICY
I. Equipment
City Council Members will have the following hardware and software available at home or at
City Hall while serving on the City Council, as needed.
~ Laptop PC compatible or Apple - available on a check out basis;
~ Desktop or laptop PC compatible or Apple - available for home and/or City Hall;
~ MS Office software
~ Printer - not to exceed $300
~ Allowance for internet/e-mail/phone line costs at $15/month
~ Allowance of up to $500 per four-year termfor a Personal Digital Assistant (PDA). PDA
must conform to the computer systems supported by the City IT Network.
2. Purchase Policy
Upon leaving office, Council Members have the option to purchase any hardware/software
selected for home use or return it to the City. The purchase price will be the depreciated
value of the equipment at the end of the term.
3. City Support
Council Members will be providedfull support and training on City hardware and software.
~ Home visits will only be made if the computer equipment cannot be brought to City Hall
for diagnostics, upgrades or repairs. In addition, troubleshooting issues with Internet
Service Providers (ISP) will be the Council member's responsibility.
~ All training must take place at the City's training vendor, New Horizons Learning Center
in San Jose. The Information Technology (IT) Manager will schedule all training.
Council has the option to use Apple products rather than City supported PC compatible
products. Support for Apple products will be provided by outside consultants, as the City's
IT department is not staffed to support both systems.
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