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MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 1
Part 1 Purpose
1.1
To establish the standard for technology equipment and software for municipal
Councillors;
1.2
to ensure Councillors have access to the technology necessary to perform their official
functions;
1.3
to ensure municipal Information Technology programs run effectively and efficiently;
1.4
to ensure security of municipal information and processes.
Part 2 Definitions
2.1 "CAO" means Chief Administrative Officer
2.2 "Council" means Council of the Municipality of the District of Yarmouth
2.3 "Councillor" means a member of Council for the Municipality of the District of Yarmouth
2.4 "FOIPOP" means Freedom of Information and Protection of Privacy Act and Regulations
2.5 "IT" means Information Technology
2.6 "MODY" means Municipality of the District of Yarmouth
2.7 "Municipality" means the Municipality of the District of Yarmouth
Part 3 Policy
3.1
The MODY is committed to supporting Councillors with the tools necessary for the
carriage of their duties. In addition, Council and staff are well trained in the purpose and
application of Information and Privacy legislation in Nova Scotia. Council members will
have individual styles and methods for managing their work on Council which requires
the use of technology tools. Therefore, some flexibility is required.
3.2
Technology resources required by members of Council shall be provided to improve
productivity of municipal business activities, enhance communication effectiveness and
aid members of Council in addressing the needs and concerns of their constituents.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 2
3.3
Council members may use personal devices for municipal purposes, recognizing
Municipal By-laws and Policies apply to activities on those devices.
3.4
The quality of the equipment shall be of a high enough standard that it will last through
the four-year term and well beyond. Where product accommodations are required, the
CAO and IT services shall work with the elected official to ensure technology is
accessible.
Part 4 Rationale
4.1
Elected officials have a high standard of responsibility when utilizing technology to
conduct municipal business and fulfill their responsibilities. Legislation, policy and codes
exist which speak to conduct and privacy standards which must be upheld by
municipally elected officials.
4.2
Elected officials are responsible to:
4.2.1 prepare for meetings;
4.2.2 review documents;
4.2.3 participate in meetings using several mediums;
4.2.4 communicate with colleagues, constituents, municipal staff and partners.
4.3
All of these activities require the use of technology and associated software programs.
Municipalities have legislative standards with respect to managing all the information of
and records pertaining to municipal operations. Therefore, it is appropriate to
standardize the provision and oversight of technological resources required by elected
officials in the execution of their duties.
Part 5 Equipment
5.1
The quality and operating standard for technology equipment and software for Council
members shall be established by the CAO, in consultation with IT services. The
corporate standard for technology equipment and software for Council members shall be
reviewed by the CAO, in consultation with IT services, for appropriateness prior to the
acquisition of technology equipment and software for Council members for a new
Council term.
5.2
Councillors may be issued the following equipment
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 3
5.2.1 Smart phone
5.2.2 Tablet or Laptop
5.2.3 Hearing assistance devices for audio systems in Council Chambers.
5.2.4 Assistive technology devices for the blind or visually impaired
5.2.5 Other technology required to address barriers for a given Councillor
Part 6 Expenses
6.1
The MODY shall make provision in budgets for the purchase, repair, replacement and
subscription fees of municipally owned technology issued to each member of Council.
6.2
An amount equivalent to the MODY's monthly subscription fee for cellular service may
be claimed as an eligible expense by Councillors choosing to use personal cellular
devices; such expenses must be claimed in the fiscal year they were incurred.
6.3
In cases where a Councillor is using personally owned assistive devices or aids,
arrangements for allowable expenses shall be approved by Council and recorded in
writing.
Part 7 Ownership
7.1
All equipment owned by MODY is to be returned to MODY at the end of the Councillors
term if not re-elected or such time as the elected official vacates their seat on Council.
Part 8 Care and Service
8.1
Municipally-owned equipment shall be serviced only through MODY IT services; MODY
IT services shall only service municipally owned equipment.
Part 9 Acceptable/Unacceptable Use
9.1
Members of Council are expected to use technology resources in an acceptable manner
as defined in this policy. Any use of MODY's technology resources, or resources paid for
by MODY, that breaches this policy will be considered to be misconduct. Breaches may
be reviewed and may result in action being taken, up to and including loss of use of
municipal technology resources, seeking restitution, commencement of civil action,
criminal prosecution or any combination thereof.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 4
9.2
No Council member shall use the technology made available to them by MODY, or paid
for by MODY, in a manner which compromises the security of the Municipality's systems
or information or contravenes Federal, Provincial, Municipal legislation and policy.
9.3
Councillors shall act in accordance with the Council Code of Conduct and Violence in
the Workplace policy.
9.4
It is a breach of this policy to purposely access, display, upload, download, view, read,
transmit, circulate, save, store, distribute or possess any form of material of a nature that
is pornographic, sexual, or erotic; obscene, lewd, offensive, or harassing; promotes
violence, hatred, abuse or neglect. In this context, "pornographic, sexual or erotic" can
include but is not limited to, all forms and degrees of nudity, whether complete, partial,
scantily attired, veiled or otherwise suggested; depictions of sexual activity; any images
or text that are explicit or suggestive in nature. It is also unacceptable to access/receive
streaming audio/video files, dating services, escort services, Internet gaming, gambling
and other types of personal referral services for purposes unrelated to municipal
business.
Part 10 Responsibilities
10.1
Councillors are responsible for reporting any equipment problems, damage or loss to IT
services. Users may be held responsible for costs related to repairs or replacement of
damaged municipally issued equipment as a result of their reckless or negligent actions.
10.2
Administration is responsible for supplying hardware equipment, installing and removing
software, maintenance, and updating the equipment. Administration will also be
responsible for ensuring that Councillors are trained and have knowledge of how to use
equipment.
Part 11 Security
11.1
MODY owned equipment issued is for municipal use only; no one who is not a Councillor
shall be permitted to use or access this technology. Only IT services will be provided
with access. Councillors shall agree to protect and secure the equipment and its
contents and keep their passwords secure.
11.2
All municipal information and work shall be kept on officially issued equipment. All
information contained on this equipment is considered a municipal record and is property
of MODY. As such it is subject to FOIPOP legislation and regulations.
11.3
Installing software on MODY issued equipment that is not supported by and/or without
the authority of the Municipality's Information Technology Services is prohibited.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 5
Part 12 Extended Absence
12.1
In cases where a Councillor will be granted extended absence from the Municipal
Council, their continued use of municipally owned devices while on leave will be
assessed on a case-by-case basis. This decision will be made by Council, with the
CAO providing advice and recommendations based on security concerns. In
considering if the devices must be returned while a Councillor is on extended absence,
Council shall consider the anticipated length of the Councillors absence, nature of the
leave, and operational requirements.
Part 13 Leaving Canada
13.1
All Councillors conducting business on behalf of the Municipality are subject to the
Personal Information International Disclosure Protection Act. Accordingly, Councillors
must inform the CAO any time a device with access to municipal data will travel
outside of Canada. This includes a personal device where municipal data (including
email) will be accessed.
Part 14 Procurement
14.1
Devices shall be acquired according to the provisions of the Procurement and
Purchasing Policy. Devices will not be procured or assigned based on brand
preference.
Part 15
Use of Personal Devices
15.1
Any personal device used for municipal business (including texting) is subject to
FOIPOP legislation and regulations.
Part 16
No Expectation of Privacy
16.1
Councillors should be aware that electronic communications could, depending on
the technology, be forwarded, intercepted, printed, and stored by others.
MUNICIPALITY OF THE DISTRICT OF YARMOUTH
Council Technology Policy
T-084-20
Effective Date:
May 29, 2024
Council Technology Policy T-084-20 Page 6
Chief Administrative Officer's Annotation for Official Policy Book
Date of Notice to Council members of Intent to Consider (7
days Min)
May 17, 2024
Date of Passage of current Policy
May 29, 2024
I certify that this Council Technology Policy T-084-20 was adopted by Council as
indicated above.
_______________________ June 11, 2024
Chief Administrative Officer
Date
Date last reviewed by Council: May 29, 2024
Date last amended: May 29, 2024
Amendment Log
Date
Amendment Description
October 13, 2022
- Added Sections 3.1, 3.3, 5.3, and 6
May 29, 2024
- Removed Section 5.2 and added Tablet and Laptop subsection 5.3.2
- Added Part 12 Extended Absence, Part 13 Leaving Canada, Part 14
Procurement, Part 15 Use of Personal Devices, and Part 16 No
Expectation of Privacy