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HomeMy WebLinkAboutItem 06.fAugust 5, 2013 AMENDMENTS TO CITY OF LAKEVILLE POLICY MANUAL Proposed Action Item No. Staff recommends adoption of the following motion: Move to approve amendments to the City of Lakeville Policy Manual Passage of this motion will result in updated policies that continue the City's practice of providing uniform guidelines that are consistent and f air and that comply wiu i I— _ ordinances and government regulations. Overview City staff has reviewed the following policies with the City Council at work session and amended them as directed: City Access Cable Channel; City Government Television, City Web Site, City Web Site Calendar, News Releases and the Media, Social Media Information Systems, and Professional Development. The Sick Leave with Pay and Paid Time Off policies are being amended to reflect an expansion to MN Stat. §181.9413 which requires the City to allow the use of accrued personal sick leave benefits for additional immediate family members. These redlined amendments have been approved by the Personnel Committee. Primary Issues to Consider 0111111meMW Supporting Information ® Various policies ��M M Human Res rtes Manager Financial Impact: $ Budgeted: Y/N _ Source: Notes: CITY ACCESS CABLE CHANNEL 12 1,00 PURPOSE 1.01 The purpose of this policy is to: ensure that all State and Federal laws are followed; establish guidelines for all users to abide by; assist and educate users of Lakeville Access Cable Channel 12; and to provide for the utmost quality on Lakeville Access Cable Channel 12. 1.02 The purpose of the Lakeville Access Channel is to afford an opportunity for local, community - building information to be presented to Lakeville residents. 2.00 DEFINITIONS 2.01 "Lakeville Access Users" or "Users" are defined as residents (age 18 or older' businesses, groups, or organizations residing in Lakeville, or non - profit organizations serving Lakeville, that make proper application for programming to be shown on Lakeville Cable Access Channel 12. Persons residing or doing business outside of the City of Lakeville may have programs submitted by a qualified Lakeville Access User making proper application for programming to be shown on Lakeville Access Channel 12. 2.02 "Access Programming" is defined as video or message board material provided to Lakeville Access Cable Channel 12 by Lakeville Access Users. 2.03 "Created by" is defined as the individual or group who created the content of the video. 2.04 "Submitted by" is defined as the individual submitting a storage media for playback on Lakeville Access Channel 12. Submissions must be made by Lakeville Cable Access Users. 2.05 "Community Television" is defined as a public access television operation which provides editing equipment, studio space, cameras, or assistance in the production of Access Programming. 2.06 "Sponsorship" is defined as services or grants made by a third party to aid in the production of a show which do not include salary, pay, or any form of profit paid to the producer or crew. 3.00 GENERAL 3.01 Lakeville Access Cable Channel 12 is a designated channel available to local residents for the cablecasting of announcements and programming produced by Lakeville Access Users, 3.02 Lakeville Access Cable Channel 12 is not a Community Television operation and does not provide editing equipment, studio space, cameras, or assistance in the production of access programming. 3.03 Lakeville Access Cable Channel 12 will provide free cablecasting of programs and placement of announcements on the message board for Lakeville Access Users on a first -come, first- served, non - discriminatory basis. 3.04 First priority for both programs and announcements will be given to those created by residents who are qualified Lakeville Access Use Second pri o r ity wil be given to programs submitted by qualified Lakeville Access Users. The Communications Manager will determine both eligibility and programming lineup consistent with this policy. 3.05 The City will not exercise editorial control over the content of any User's program. The City does not assume responsibility for viewing programming submitted. All program content is the responsibility of the User. Any program will be cablecast unless it is known that it violates these policies. 4.00 CONTENT OF PROGRAMS AND ANNOUNCEMENTS 4.01 Lakeville Access Users will bear full responsibility for all program content. Users will assume responsibility to obtain all necessary rights to program production materials in writing and be able to produce them upon request. This includes all necessary literary, artistic, intellectual, performing, and music rights as well as all necessary clearances from the owners or licensees of such material. Users must be able to document, in writing, that the cablecasting of such material does not violate the rights of a third party, including tue privacy rights of a third party, Each User (or the parent or guardian of any User who is a minor) shall sign an agreement accepting responsibility for program content at the time the User reserves time on the channel (See section 6.08 herein). 4.02 Programs or announcements with any of the following content are not allowed on Lakeville Access Cable Channel 12: a. Content designed to promote the sale or exchange of a good or service. b. Political advertisements. C, Solicitation of funds. d. Content which promotes gambling or lottery enterprises. e. Programming that contains obscenity, or nudity. f Content which constitutes libel, slander, invasion of privacy, violation of trademark or copyright, or which might violate any local, state, or federal law. g. Programming that creates the immediate danger of damage to property or injury to persons; or the substantial obstruction of law enforcement or other governmental functions or services. 4.03 Program Disclaimer: Lakeville Access Cable Channel 12 reserves the right to insert a disclaimer before any program submitted. This disclaimer announces that Lakeville Access is not responsible for the content of the program and that the program's producer accepts all responsibility. In addition, at the discretion of Communications staff, if a program is determined to have material that may offend viewers or may not be appropriate for children, a second disclaimer will state that the program may contain sensitive material and viewer discretion is advised. 4.04 To the maximum extent permitted by applicable law, the City reserves the absolute right to label any program with an on -air graphic as to its adult or violent content or cablecast such program in an appropriate time slot after 10 p.m. 4.05 A slide listing the name(s) of the person(s) or organization submitting a program for broadcast will be shown at the beginning of each airing of the program. 5.00 MESSAGE BOARD SCHEDULING 5.01 All announcements submitted by Lakeville Access Users are posted on the message board on a first -come, first -served non - discriminatory basis. 5.02 The number of message board slides running consecutively will be determined by the Communications Manager. 5.03 Information to be included on the scrolling message board must be submitted as described in the Lakeville Cable Access Channel 12 Message Board Request Form, available from the Communications staff. 5.04 Submitted announcements will be posted as space allows and will run no longer than four weeks or until the date of the announced event, whichever comes first. 5.05 Announcements must be submitted on a signed copy of the Lakeville Cable Access Channel 12 Message Board request form, available online at www.lakevillemn.gov. Message board announcements may be e- mailed to spalm @lakevillemn.gov or mailed or delivered to City Hall, 20195 Holyoke Ave., Lakeville, 1XIN, 55044. Communications start reserves the right to cut or condense information if needed. 6.00 PROGRAM SCHEDULING 6.01 Programs submitted by Lakeville Access Users will be aired at least once. 6.02 All programs are posted on a first -come, first -served non - discriminatory basis. 6.03 Communications staff retains the right to schedule any program for any timeslot as the schedule allows. 6.04 No individual or group may reserve a timeslot or schedule. 6.05 Timesiots for programs are not permanent or guaranteed and may be changed or interrupted at any time. 6.06 Programs to be cablecast must be received at least one week prior to being scheduled. 6.07 Programs must be submitted on storage media. The storage media will not be returned to program producers. 6.08 All programs must be submitted by a Lakeville Access User with a signed copy of the Playback Form. This form is available online at www.1a.kevillenm.gov or at Lakeville City Hall. If the Lakeville Access User is a minor, their parent or guardian shall sign the playback form and shall accept responsibility for program content. 6.09 All Lakeville Access Users shall indemnify and hold harmless the City of Lakeville from and against any damages, liabilities, and costs of any nature including attorney fees and disbursements arising out of or resulting from any action related in any way to User's use of the access channel. This includes, but is not limited to, any damages and liabilities and costs which may arise as a result of User's failure to abide by these policies. Each User (and any parent or guardian of any User who is a minor) shall sign an indemnity agreement available online at www.lakevillemn.gov or at Lakeville City Hall at the time the User reserves time on the access channel. 6.10 Storage media to be played must be in proper technical standards and delivered or mailed to: Lakeville Cable Access Channel 12 Lakeville City Hall 20195 Holyoke Ave. Lakeville, MN 55044 7.00 TECHNICAL STANDARDS FOR PROGRAMS 7.01 All programs submitted for playback must meet minimum technical standards for cablecast . Audio and visual signals must be stable and of a quality as to permit playback and viewing without severe distortion and must be in compliance with all applicable FCC regulations. 7.02 Unacceptable Quality - The City may refuse to play programs with the following video /audio difficulties: a. The storage media is in poor physical condition; b. Video level is not properly adjusted or the picture is too bright or too dark; C. The video level is inconsistent; d. Video displays too much generational loss; e. The picture is too noisy, snowy, or grainy; f. The video is unstable, the picture jumps or flickers frequently; g. Loss of control track; h. Audio has a loud hum or buzz; i. The audio level varies greatly from scene to scene; j. Time code has not been stripped from the program; or k. The audio level is too low or distorted. 7.03 The City reserves the right to refuse any request for playback if these minimum technical standards set forth above are not met. 7.04 All programs must be accurately timed: cue time (delay), event time ktartl a„d TRT (total run time). 7.05 Programs must have at least one minute of black at the end. 7.06 Programs may be pulled from playback if inaccurate times are given, resulting in "dead" airtime. 8.00 SPONSORSHIPS 8.01 Sponsorship is defined as goods, services, or grants in aid of production provided to a Lakeville Access User by a third party. Residents requesting program placement on behalf of non - Lakeville Access Users are not considered sponsors. Failure to follow the sponsorship guidelines set forth herein will result in the program being withdrawn from channel playback. Sponsorship must meet IRS Guidelines. 8.02 An acknowledgment of sponsorship may be made, but any acknowledgment of sponsorship shall be made only in writing at the end of the program in the same type style as the other program credits. The acknowledgment shall be stated as follows: "Special Thanks To (name of sponsor)" for (goods, services, or support provided); or "This program made possible by a grant from (name of sponsor)." No business name, logo, or brand identification can be displayed or mentioned during a program in exchange for goods, services, or a grant in aid of production. 8.03 Any User who produces a program concerning a service or product which the User sells commercially or which the User has a direct or indirect financial interest in promoting may not mention the cost of the product or service, where or how it may be purchased, or include an acknowledgment for any business which offers the product or service in which the User has a direct or indirect financial interest. 9.00 POLITICAL PROGRAMMING 9.01 The City will not limit the availability of Lakeville Cable Access Channel 12 on the basis of the content of the programming submitted for cablecast unless it violates the provisions of section 4.02. Qualified candidates for public office are free to present programming on Channel 12 but may not submit political advertisements or solicit funding or contributions. Unless specifically required by applicable law, Channel 12 is not subject to equal time requirements which may apply to other broadcasters. CITY GOVERNMENT TELEVISION (LGTV): 1.00 PURPOSE The mission of Lakeville Government Television (LGTV) is to communicate the City Council's mission and values; to provide information about City services and initiatives; to engage residents in community building; and to utilize opportunities to enhance the image of Lakeville locally, regionally, and nationally. 2.00 CHANNEL IDENTIFICATION 2.01 Lakeville Government Television (LGTV) shall be the channel name. 2.02 Lakeville Government Televisicn (LGTV) shah operate under the Communications Department. 3.00 FUNDING AND BUDGET POLICIES 3.01 The Cable Television Franchise Fees are accounted for in the Cable TV Fund. The City Council appropriates the funds for cable television operations and other designated purposes. 4.00 REPAIR AND RENTAL POLICIES 4.01 It is the policy of the Communications Department to repair equipment as needed. The Communications Manager will inform scheduled users if a needed piece of equipment is non- functioning or unavailable.. 4.02 The Lakeville Government Television will rent replacement equipment during the repair period under any or all of these circumstances: a. The rental equipment is necessary to falfill the mission of the department as stated in this document. b. The equipment in question is necessary for the normal operation of LGTV and /or the broadcast and video taping of the regular Lakeville City Council or Planning Commission meetings. C. The Communications Manager will inform the City Administrator immediately upon learning of the failure of the equipment and communicate all plans and actions taken. 5.00 PROGRAMMING GUIDELINES 5.01 All programming on the channel will be consistent with the Communications Department mission statement. 5.02 No programming falling into any of the following categories will be shown on the channel: (See Section 19.00 for definitions) a. Commercial advertising. b. Lottery information. C. Obscene, indecent or defamatory matter. d. Political advertising. 5.03 Responsibility for program content lies will be determined by collaboration between the program producer and the City department(s) involved. 5.04 The Communications Manager will determine whether a program meets the requirements and will appear on the LGTV. 5.05 Any use of the Council Chambers must conform to the Lakeville City Hall Facility Use policy. 5.06 Use of the Council Chambers as a production location, regardless of whether the production will be seen on the LGTV, must also conform to the following rules: a. Use of the dais seating must be approved by the Communications Manager in advance. h, Sbots, graphics or other visual elements that may create the false impression that th meeting being taped is an actual Lakeville Council Meeting will not be allowed. The name of any group other than the Lakeville City Council or Lakeville Planning Commission using the dais must remain on the screen during the entire meeting so as to not confuse but inform the viewer. C. Failure to follow the guidelines is grounds for denial of the use of the room. 5.07 Any program, even if recorded in the Council Chambers by tLGTV personnel, must meet all the program requirements before being aired on the Lakeville Government Channel. Normally, a program sponsored by an outside organization will be referred to the local public access channel(s) for airing. 5.08 The Communications Manager will approve which programs will run on the Lakeville Government Channel. The following priorities will be used by the Coordinator to determine whether a program will be aired on LGTV: First Priority - Programs and meetings originated and produced entirely by LGTV staff. Second Priority - Programs submitted by other agencies (, government or educational) as requested by LGVT staff. Third Priority - Programs originated by an outside group but produced with the assistance of LGTV staff. Examples would include programs taped in the Council Chambers such as forums or candidate debates sponsored by school districts, or metre, coon or state agencies. 5.09 LGTV is a government access channel. Locally produced public access programming submitted for airing will be referred to the local Public Access Channel(s). 5.10 Programming on LGTV will depict people in a manner which does not discriminate on the basis of race, creed, religion or ancestry, familial status, age, disability, marital status or status with regard to public assistance 6.00 MATERIALS RETENTION 6.01 In accordance with the Lakeville Data Retention Schedule, videotapes and /or storage media of the City Council and Planning Commission meetings have a minimum retention period of 30 days. The written minutes shall continue to be the exclusive official record of the Council proceedings and other public hearings in accordance with Minnesota Statutes 138.17 and 138.225, the Minnesota Records Retention Schedule. 6.02 For one month from the time the public meeting was recorded (or at least until two meetings following the recorded meeting), the City will retain the videotapes and /or storage media. 6.03 Tapes and/or storage media will be clearly marked and available for staff review at any time. 6.04 This storage area will not be accessible to the public without the assistance of staff. A database of all programs, raw footage and programs from other sources will be kept as up to date as p ,. 't,h t� s ' t w ills t_ _ i r ___ _� �ssm. w aSS1S� wttu the retrieval of materials. 6.05 Tapes and /or storage media may be stored for a period of time longer than 30 days a. at the request of the City Council, b. at the request of the City Administrator, C. if footage from the meeting is needed for another production, d. at the discretion of the Cable Coordinator. 6.06 Show productions created by LGTV staff shall be retained in final form at the discretion of the Communications Manager and LGTV staff in the library of finished programs. 7.00 PUBLIC ACCESS TO MATERIALS 7.01 The storage media that are retained by the City shall be made available for public inspection on City premises upon request. storage media of meetings will be available for 30 days after the meeting or until the official minutes have been approved. When a request is received, materials will be made available within a reasonable amount of time, but no later than 5 business days after receipt of the request. If members of the public wish to obtain storage media of City Council or Planning Commission meetings, the City may assess reasonable charges to cover the cost of time and materials as approved in the City Fee Schedule. 7.02 The programs produced by City staff and seen on the LGTV are copyrighted and cannot be rebroadcast by any other entity without the permission of the Communications Manager. 7.03 Upon request, the LGTV staff will make every effort to accommodate the specific needs of those viewers with disabilities wishing to view programs produced by the City of Lakeville. Arrangements can be made in advance to accommodate the requesting citizen's disability. There is never a charge for these services. 8.00 LGTV STAFF USAGE FOR OUTSIDE GOVERNMENT PRODUCTIONS 8.01 With the approval of the City Council, City Administrator, or Communications Manager, LGTV staff may use City equipment to tape outside productions that meet the communications content policy and do not impact any regular production work. Staff will be paid by the organization involved and LGTV staff will not use City time to complete these outside taping requests. The organizations requesting the taping will pay the video producer at a rate agreed to by the staff member and the outside organization. Examples would be Cruise Night, Miss Lakeville, etc. City equipment may not be used to tape any other type of outside event. 9.00 CITY COUNCIL AND PLANNING COMMISSION MEETING OPERATIONS PROCEDURES 9.01 LGTV staff shall provide technical support to the Council, its committees and individual members in the preparation and production of materials for City meetings. 9.02 Council and Planning Commission meetings. All regular City Council and Planning Commission meetings will be broadcast live and recorded for delayed playback. 9.03 Special Council meetings. A majority of the Council may request that any specific meeting be broadcast live or recorded for delayed playback. The City Administrator will relay the wishes of the Council to the Communications Manager. 9.04 Council Work Sessions. Work sessions are not normally videotaped. A special request can be made by the City Administrator to record and/or broadcast Council work sessions. 9.05 Message beard. City Ccurcil a;,eetirag agendas and committee meeting notices will be broadcast on the LGTV message board. The Communications Manager will determine other messages to be cablecast on a regular or one -time basis. 10.00 PUBLIC MEETING RECORDING PROCEDURES 10.01 General Program: a. Meeting/Chamber audio coverage is gavel -to -gavel only. The "On -Air" light will turn on and begin blinking 1 minute prior to the meeting start time. The "On -Air" light will remain on throughout the meeting to signify that the meeting is live on channel 16. The "On -Air" light will be turned off when the meeting is adjourned. b. Video of room as it fills up or empties is acceptable, but Council microphones are closed. Only wide shots of the room are acceptable before and after a meeting to minimize the possibility of visually editorializing. C. The presiding officer (the Mayor during a City Council meeting) will exercise as much Control as necessary to Insure that th p un c_..._ _ c � yuy.a., iaaecaaaap, remains a tut u5n for the COndllCtmg 0I business of the City and does not become a forum for individuals who may attempt to utilize the live broadcast for the delivery of inappropriate information to the general public. 10.02 Camera Selection: a. Every attempt will be made to have the person speaking and /or the presentation materials they are referencing will be on camera. b. To avoid any question of editorializing, individual reaction shots (shots of those not actually speaking or being addressed) are not allowed. c. Anyone speaking to the Council or at the public hearing must come up to the podium. The Mayor or presiding officer will be responsible for informing speakers of this rule. The Mayor or presiding officer will also be responsible for directing first -time speakers regarding the use of the podium. 11.00 PREPARATION ADDITIONAL MATERIALS 11.01 Those scheduled to be on the agenda (not including those appearing under the Citizen Comments section) will be assisted with their presentation display by LGTV staff. 11.02 Additional media support would include: a, setup of an mle; nal or extcrnai laptop computer; b. videotape or storage media playback (indicating format, length, cue in, cue out...); c. audio playback (compact disc). 11.03 Staff requesting the playback of existing media materials should make the request no later than one business day prior to the public meeting. 11.04 Staff members who wish assistance in preparing materials for presentations should have their materials and instructions to the Communications Manager at least one week in advance of the meeting date. 11.05 Staff requesting video production support must allow for additional production time based on the difficulty of the production. A meeting with the Communications Manager will determine how long the production process will be. 12.0000 USE OF GRAPHICS 12.01 The presenter is asked to leave control over the zoom lens of the overhead camera to the video director. The presenter can call for a tighter or wider shot at any time during the production. The Mayor or presiding officer is responsible for reminding the presenter to speak into the microphone and /or refrain from covering the graphic with his/her hands. 13.00 COUNCIL MONITORS AND REAR SCREEN 13.01 Live images will never be presented on either the rear screen or the Council monitors. 13.02 Default image will be graphic with meeting body name and date. 14.00 LAKEVILLE GOVERNMENT CHANNEL OFFICE PROCEDURES 14.01 At the discretion of LGTV staff, no one is allowed in the production room during the taping of a City Council or Planning Commission meetings. Walking through the production room on the way to the Council Chambers is also not allowed once the meeting is in progress. 15.00 DUPLICATION (NON- STAFF) 15.01 Copies of storage media produced by the City of Lakeville are available to the public at a rate as stated in the fee schedule. 15.02 Payment for duplication of storage media is required prior to copying. LGTV staff will provide copies of the entire meeting and will not custom edit portions of the meeting. 15.03 The duplication fee for one storage media will be waived for those who appeared on a program or taping. This includes, but is not limited to, guests and participants of interview programs produced by LGTV. 15.04 Copies of storage media will be provided as soon as possible after the request is received. If a storage media is to be mailed, postage and handling charge must be paid by the recipient at the time of ordering. 16.00 DUPLICATION (COUNCIL AND STAFF) 16.01 Upon request, a storage media copy of Council or Planning Commission meetings will be made available free of charge to any Council or staff member. 16.02 Duplication for mass distribution by a department or individual can be arranged by the requesting department director and /or the Communications Manager. 16.03 Repair and Replacement of Equipment: 16.04 All equipment purchased by LGTV will be included in the approved budget. The following information will be added to the list when the item is put into service: a. Asset number b. Asset description C. Vendor d. Date acquired e. Acquisition value f. Initial cost g. Asset class 16.05 Using this li-T., the C'.nmmuninatinng Manager wilt develop an Equipment R.epla,......,,nt Schedule based on the expected life span of each item. 16.06 Equipment will be replaced in accordance with the approved Equipment Replacement Schedule. As new equipment is purchased, it will be added to the schedule. The Communications Manager may choose to delay purchasing replacement equipment if the current equipment is functioning efficiently. 17.00 SCHEDULING PROCEDURES 17.01 Internal Requests for Assistance: Full Video Production a. As schedules allow, LGTV staff will provide technical support as needed by City departments for video projects. 17.02 Production requests: a. Requests for assistance are received by either the Communications Manager or the Video Producer. b. Staff meets with department representative(s) to determine project description, objectives, , budget, timeline and action steps. c. LGTV staff will schedule production time and equipment. d. will b Program content me the responsibility r -o- �� .+ Ot tuc ucpartTTtent Or office originating the program. 17.03 Internal Requests For Assistance: Creative Support for Presentations and Meetings (PowerPoint) a. Requests for assistance are received by either the Communications Manager or the Video Producer. 17.04 External Requests for Assistance: Full Video Production a. The Lakeville Government Channel staff may only work on outside projects as detailed in section VIII, Outside Government Productions 17.05 External Requests for Assistance: Media Support for Non- Cablecast Meetings a. An outside group meeting the guidelines of the Communications Department may request media assistance from LGTV staff to provide video services during their meeting. The request for media assistance must be made in addition to the request for the room (see Lakeville City Hall Facility Use Policy). b. Only LGTV personnel are allowed to operate the video equipment located in City Hall. Personnel availability will determine whether an outside meeting/event will receive media assistance. The reservation of the Council Chambers in no way guarantees the scheduling of media assistance. 18.00 CHANNEL TIME 18.01 The scheduling of program air times is the direct responsibility of the Communications Manager and LGTV staff. 18.02 Regularly produced programming will be given regular time slots around which special programs will be scheduled. 18.03 Special programs are defined as individual programs produced or acquired on a one -time only basis, that meet the programming criteria of LGTV. Special programs will be scheduled around regular programs and their regular time slots unless the special program falls into the category of emergency programming. 18.04 Emergency programs are defined as last minute and/or high priority programming. Scheduling must be arranged through the Communications Manager or the Video Producer. 19.00 DEFINITIONS 19.01 "Commercial Advertising" is any advertising material designed to promote the sale of products or services not generated by the City, 19.02 "Lottery Information" is any advertisement of or information concerning any gift enterprises, a similar scheme offering prizes dependent in whole or in part upon lot or chance, or any list of prizes drawn or awarded by means of any such lottery, gift enterprise, or scheme. 19,03 "Obscene" or "Indecent Matter" is a program is obscene when, to the average person applying contemporary community standards, the program taken as a whole appeals to the prurient interest; the prngra�n depicts ^* describes, m a p Cff ;:Si`Je W. Sexual C onduct, that IS, patently offensive representations or descriptions of ultimate sexual acts, normal or perverted, actual or simulated or patently offensive representations or descriptions of masturbation, excretory functions, or lewd exhibition of the genitals; and the program taken as a whole lacks serious literary, artistic, political or scientific value. 19.04 "Defamatory Platter" is anything which exposes a person or a group, corporation, class or association to hatred, contempt, ridicule, degradation or disgrace in society, or injury to his or its business or occupation and any other matter which renders an individual issuing defamatory matter subject to liability for damages within the laws of the state of Minnesota. CITY WEB SITE 1.00 LINK POLICY 1.01 The primary service of the City of Lakeville Web Site is to provide information about the City's programs, services and amenities. 1.02 While the primary service is to the City's residents, property owners and businesses, the City recognizes its responsibility to provide visitors to the site with accurate and current information about all aspects of the community. Providing users with information about educational, cultural and recreational activities in the community necessitates the need to provide links to other organizations and agencies. Access to these sites requires the user to leave the City's site. Links that require the user to leave the City's official site, are not owned, regularly reviewed or controlled by the City of Lakeville. The City does not endorse or recommend the viewpoints, material or products contained in third party web sites, unless otherwise noted. 1.03 It is the City's policy to limit links only to a. Government sites, non -profit organizations or academic institution sites that provide information relevant to programs and services provided by the City of Lakeville b. Human service organizations that receive direct financial support from the City c. The publication designated as the City's official newspaper 1.03 The City will not provide links to external sites that a. Promote illegal activities b. Market or sell products or services c. Are political or religious in nature d. Function as a public forum e. Contain information violating the City's municipality's equal opportunity policies 1.05 The City Administrator or designee is authorized to order removal of links which a. Violate the adopted policy 1.06 All rights on the web site are reserved. Any reuse or republishing of text or images from the City's web site without prior written consent from the City of Lakeville is strictly prohibited. CITY WEB SITE CALENDAR 1.00 POLICY 1.01 The City of Lakeville provides this calendar of City events as a convenient way for the public to access information about City of Lakeville meetings, Parks & Recreation activities and programs, Arts Center performances and classes, and other City sponsored events. This calendar links to external web site in an effort to provide additional information about some events. The provisions of these links should not be construed as an endorsement or sponsorship of these external web sites. The City of Lakeville is not responsible for the content, quality, accuracy, or completeness of any off -site materials. NEWS RELEASES AND THE MEDIA 1.00 PURPOSE AND INTENT 1.01 The intent of this policy is to define acceptable practices of informing and responding to the media. Its application is to insure that the information content is consistent with the best interests of the City and its citizens. 2.00 PRESS RELEASES 2.01 All press releases from the City should be reviewed by the Communications Manager or designee before release to the public. This is to ensure consistency in style and grammar. This also allows the Communications Division to be aware of outgoing information. 3.00 DEALING WITH THE MEDIA 3.01 The Communications Manager should be made aware of any press interviews that have or will take place. Guidance on engaging with the press is available in the Communications Division. SOCIAL MEDIA 1.00 PURPOSE 1.01 The role of technology is constantly expanding and social media communication applications are becoming increasingly important outreach and communication avenues for local government. Social networking improves interactivity between the City and the public. It reaches populations that may not be frequenting traditional media. Therefore, the City of Lakeville will make social media available, when appropriate and if possible, as a means to further the goals and mission of the City Council and of City departments, to increase interactivity between the City and the public, and to reach populations that may not be frequenting traditional media. I.02 Social media are primarily Internet and mobile -based tools for sharing and discussing information. Social media, while accessed through the Internet, are not part of the City website. The City websi *.e and ne.. et ` o ones for Lakeville. er serve ve as t .e o,uciai v 2.00 POLICY 2.01 The Lakeville social media policy has been developed to ensure that the standards of professional practice and conduct associated with any officially- sponsored social media site are managed with c same consideration and care as the City newsletter and website. 2.02 In an effort to ensure the quality and accuracy of all content presented to the public, the following social media guidelines have been established and must be adhered to: a. The City of Lakeville will use social media as a tool to increase delivery of messages to a wide and diverse audience and to disseminate time - sensitive material as quickly as possible. b. Official Lakeville social media sites will be created and maintained by the City Communications Department. C. All Lakeville social media messages from City departments must be submitted to the Communications Manager or designee for approval and posting on the City social media site. d. Departments cannot create their own social media accounts unless approved by the Communications and IT Managers. e. The City of Lakeville website, www.lakevillemn.gov, will remain the City's primary Internet presence. f. Whenever possible, content posted on City social media sites should also be available on the City website. g. Content posted on City social media sites should contain links back to the website for more in -depth information whenever possible. h. Lakeville social media sites should comply with all appropriate City of Lakeville policies and standards. 2.03 Social media messages are considered non - vital, transitory communications, and are not saved. 2.04 Lakeville social media sites will clearly indicate that any content posted is subject to public disclosure and that any requests for public records should be directed to the Communications Manager. 2.05 Lakeville social media sites are "Limited Public Forums" with the intended purpose of serving as a mechanism for communication between City departments and the public. As such, the following forms of content will not be allowed: a. Comments not related to the article being commented on; b. Comments in support of or opposition to political campaigns; C. Profane language; d. Content that promotes, fosters, or perpetuates discrimination on the basis of race, creed, cc!--, age, religion, gender, rnariiai status, status in regards to public assistance, national origin, physical or mental disability, or sexual orientation; e. Sexual content or links to sexual content; f Solicitations of commerce; g. Content that encourages illegal activity; h. Information that may tend to compromise the safety or security of the public or public systems; or i. Content that violates a legal ownership interest of any other parry. 2,06 The City reserves the right to restrict or remove any content that is deemed in violation of this social media policy or any applicable law. 107 The City will approach the use of social media tools as consistently as possible. 2,08 All City social media sites will clearly indicate that they are maintained by the City of Lakeville and shall display contact information. 2.09 All City social media sites will display the City logo and adhere to the approved color palette and design criteria contained in the City Communications Strategy. 2.10 Social media tools proposed for the City must be approved by the Information Systems and the Communications Managers, 2.11 Recognizing that social media technology is changing constantly, this social media policy will be reviewed annually and updated for each social media tool added. 2.12 For each social media tool approved for use by the City, documentation will be developed and adhered to regarding operational standards. 3.00 FACEDOOK STANDARDS 3.01 These Standards for Facebook are designed to be used in conjunction with the Lakeville Social Media Policy. 3.02 The Lakeville Facebook site offers an opportunity to connect with the public in an ongoing manner. As such, each department must develop a system to generate items of interest or importance to the public and submit these items on a regular basis for posting. When a department has items for Facebook, they will be submitted to the Communications Manager or designee for approval and posting. If approved, these items will be posted as quickly as possible. 3.03 The Lakeville Facebook page will contain the following disclaimer in a prominent location: "The City has an expectation that those who make comments here will exchange opinions and ideas in a climate of mutual respect. Items that do not meet the standards of the Lakeville Social Media Policy will be removed." "The Lakeville Facebook site is an opportunity to learn about City items of interest. If you have questions, concerns, or problems that need immediate attention, please call 952- 985 -4400 to be connected to the department that can assist you." 3.04 The Lakeville Facebook site will be monitored by the Communicatinns Department at least twice daily, as well as by designated staff. Items that do not comply with the Lakeville Social Media Policy will be removed by the Communications Department. 3.05 If any response is considered necessary by department staff or the Communications Manager, a response will be drafted according to the response guidelines. At the discretion of the Communications Manager, the response will be approved by the City Administrator be �re be ng posted. INFORMATION SYSTEMS 1.00 Information Systems Policy Introduction 1.01 Purpose The purpose of the City of Lakeville IS Policy is to set standards to protect the City's IS systems from business interruption, unauthorized or inappropriate access, and maintain appropriate security. The policy is to be adhered to by all users (regular, part -time, and temporary employees, vendors, consultants, volunteers, interns, and others) who have access to or use the City of Lakeville IS systems both on and off City property. IS systems include, but are not limited to, computers, e -mail, Internet, printers, software, telephone, voira mnil a»'l n}}.o.o .,,___... ..,.. —v 11 u. 1.02 Auditing The City of Lakeville reserves the right to monitor and audit use of its IS systems at any time without user's consent. An audit may result in the removal of hardware and /or software not compliant with this policy. 1.03 Reporting Users should notify their immediate supervisor, the IS Manager, the Human Resources Manager, the City Administrator or any member of management upon learning of violations of this policy. 1.04 Expectation of Privacy As a government agency, the City is subject to public disclosure laws. All files and documents, including personal messages and Internet logs, are owned by the City and may be subject to open records requests under law. Users should have no expectation of privacy. 1.05 Violation of Policy Violations of this policy will be addressed consistent with the City's Personnel Policies. 2.00 Information Systems Use 2.01 Purpose Inform and provide direction to all users regarding appropriate usage and management of the City's IS systems and resources. All users must be authorized to use City IS systems through user's department head, supervisor, or IS. 2.02 Hardware and Software Acquisition The IS Manager must approve all hardware and software prior to acquisition to ensure consistency with the design and architecture of the City's IS network. Users are prohibited from installing, downloading, or acquiring hardware and software, including product demonstrations, without prior approval from the IS Manager. Software applications not required for official City business is strictly prohibited from installation on the City's IS Network. 2.03 Installation, Downloads, and Configuration No user will be allowed to manipulate hardware and software standard configurations. The IS department must always be contacted for hardware and software support. No user should change the computer setup or configuration files. Customizing a computer should be limited to items including City -owned software such as wallpaper, Screen savers, icons, toolbars and colors. Lisers are prohibited from downloading or installing any software, including personal, through the Internet, e -mail, and /or vendor demonstrations without prior approval from the IS department. 2.04 Licensing a. To ensure license compliancy all software must be purchased by and licensed to the City. b. Development: Any software programs, i.e., custom designed Microsoft Access databases, developed for use by the City, become the property of the City. Software programs may not be sold or distributed without prior approval. C. Home: City -owned software may not be loaded on non -City owned equipment unless there is prior approval of department head and IS Manager. d. Copyright Laws: City users are required to abide by software and documentation copyright laws and licensing agreements. If there is any question about the legality of the software and documentation, it should be directed to the IS Manager. At no time should any users make copies of City -owned software and documentation. To prove legal ownership of software, the City must have the original media and manuals stored on City property. The IS Manager will periodically check for software that may be in violation of the above policy. 3.00 Data Management and Protection 3.01 Under the provisions of the Minnesota Data Practices Act, all data stored on computer media owned, leased or rented by the City is considered to be owned by the City and for the most part is non - private /public, including information stored on local hard drives. Data is subject to the Minnesota Data Practices Act and its use and dissemination is consistent with the data classification under the Minnesota Data Practices Act. This data is also subject to review and investigation at the discretion of the City Administrator, department heads, IS Manager, and /or law enforcement. The City Clerk should be contacted with questions regarding the classification of public and private data. 3.02 Data Ownership: All information developed or introduced to a City technology system by a user in conjunction with employment with the City is the property of the City. 3.03 Data Storage: All City data must be saved to a network drive on a City server. Users are responsible for deleting outdated files that are no longer needed for the compliancy of the City Records Retention Schedule; this includes data files and e -mail messages. The City Clerk should be contacted with questions regarding the Minnesota General Records Retention Schedule for Cities. 3.04 Data back -up: The IS department backs up all data stored on the file servers. Workstation hard drives or any other devices are not backed up. 3.05 Portable files: To facilitate off -site work, users may copy appropriate files to and from approved storage media including word processing, spreadsheets, and presentation graphic files. No other files or information may be copied to or from the City computers. A current copy of the portable file(s) Must be maintained on the City server. 3.06 Password protection: I£ any software product that the City has purchased has the option to have files password protected, the password must always be shared with the appropriate management personnel and /or the IS Manager. 4.00 Portable Information Systems 4.01 Portable personal computer(s), digital cameras, projectors, and other City owned portable equipment can be used for City business, outside of City facilities. When users check out portable equipment they are expected to provide appropriate "common sense" protection against theft, accidental breakage, environmental damage and other risks. Desktop computers and attached devices are not to be removed from City buildings. The user is responsible for the backup of or loss of any data stored on the standalone or portable computer. IS staff is available to assist in the development of procedures for disaster recovery of portable units. 5.00 Electronic Mail (e -mail) 5.01 The City e -mail system is a tool to be used for matters directly related to the business activities of the City and as a means to provide services that are efficient, accurate, timely and complete. E -mail messages are subject to regulation under the Minnesota Data Practices Act. The contents of the message determine whether a message is public or non - public /private. E -mail is intended as a medium of communication, not for information storage; therefore, e -mail should not be used for the storage or maintenance of official City records or other City information. Users may receive inappropriate and unsolicited e -mail messages. Any such messages should be reported immediately to the IS department. 5.02 Inappropriate non - business use of the City e -mail system includes, but is not limited to; the transmission of non - business audio, graphic or movie files (to include streaming audio and video, MP3, Jpg, Tif, Gif, Mpg, AVI etc.); games; jokes; instant messaging; content of an offensive or pornographic nature; copyrighted material and large data files not directly related to City of Lakeville business. These items must not be sent or accepted as e-mail attachments. These types of files can be large and affect the network or computer performance or carry viruses. 5.03 All e -mail messages will automatically be deleted from the system 365 days after receipt. 5.04 All e -mail messages should be deleted from the electronic mail system within 30 days of receipt. If retention of any message is warranted beyond that period, the message should be moved to a permanent storage area such as a department file directory on a City server. 5.05 The City retains the right to use management software to eliminate the delivery of junk e- mail (SPAM), including e -mails that contain profanity. 6.00 Internet 6.01 The Internet is available to users for research, education, and communications directly related to the mission, charter, or work tasks of the City. Users must honor copyright laws regarding protected commercial software or intellectual property. Users of the Internet should minimize unnecessary network traffic that might interfere with the ability of others to make effective use of this shared network resource. Use of the Internet through City computers is a privilege, not a right, which may be revoked at any time for abusive conduct. Users are responsible for adhering to City standards when browsing the Internet. Failure to adhere puts the City and the individual at risk for legal or financial liabilities, potential embarrassment and other consequences. 6.02 The City retains the right to use management software to monitor end user activity. This software may monitor and limit Internet activity in order to ensure the most efficient use of the valuable resource. 7.00 Intranet 7.01 City of Lakeville Intranet is an internal website for use exclusively by users. The site is accessible through web browsers using a City computer; however, the City's firewall makes the site unavailable to people browsing from the Internet outside of the City network. Users are the primary audience for Intranet information. 7.02 The IS department will coordinate with departments to provide tools, training and other assistance so that departments can publish and maintain their department information. Interactive application development, such as web - enabled databases, will be handled through the IS department's application development process. 8.00 Prohibited Use 8.01 Use of City IS systems is strictly prohibited at all times: a. For illegal activities; b. For profit or commercial activities; c. For any other public office or employment which is incompatible with City employment responsibilities, as determined by the City Administrator; d. For wagering, betting, or selling chances; e. For annoying or harassing other individuals; f. For fund - raising, except for City approved activities; g. For any political or religious activities; h. For unethical activities. 9.00 Personal Use 9.01 The City of Lakeville offers users the privilege of personal use of its technology. Recognizing that users will benefit from practice using technology, personal use is allowed using the guidelines listed below: a. Users must obtain their immediate supervisor's approval prior to personal use of IS systems. b, Only City users are to use the computers and computer related peripherals. c. Personal use is permitted only before and after regular business hours and only when other City business is not to be performed on the systems. d. Users must use their own storage media and paper. No personal files or data are to be stored on the City file servers. e. Users must not use IS systems for items listed above in Prohibited Use. 9.02 E -mail: E -mail may be used for personal correspondence, as long as it does not interfere with the normal duties of the employee and the above guidelines are followed. Using the City Interent e -mail to participate in any kind of non - business related list -serves or broadcast mailing list is prohibited. 9.03 Inappropriate non - business use of e -mail can cause a burden on resources or carry viruses. Examples of this include, but are not limited to: the transmission of non - business audio, graphic or movie files (to include streaming audio and video, MP3, Jpg, Tif, Gif, Mpg, AVI, etc.); games; jokes; instant messaging, content of an offensive or pornographic nature; copyrighted material and large data files not directly related to business. 9.04 Internet: Internet access may be used for personal use as long as it does not interfere with the normal duties of the employee and the above guidelines are followed. 9.05 Inappropriate non - business use includes, but is not limited to: audio, graphic or movie files (to include streaming audio and video, MP3, Jpg, Tif, Gif, Mpg, AVI, etc.); games; J okes; instant messaging; content of an offensive or pornographic nature; copyrighted material and large data files not directly related to LUGIS business. These items must not be downloaded from the Internet. These types of files can be large and affect the network or computer performance or carry viruses. 9.06 Desk telephones: Desk telephones may be used for personal use as long as it does not interfere with the normal duties of the employee and the above guidelines are followed. In the event that an employee needs to make a personal toll call, the preferred method of payment is a personal calling card. If a situation arises where you do not have access to a personal calling card you must notify the Finance department of the date, time and location of where the call was placed. The charge for the call will be the actual charge, plus tax, that would normally be incurred by the City. Payment is due within 7 days after receipt of the long distance bill. 9.07 Cellular telephones: The City does recognize that occasionally users may need to use the City issued cellular telephone for personal use. Users of City -owned cellular phones will be issued, on a monthly basis, a copy of the cellular telephone bill. All personal calls must be reimbursed within 7 days of receiving a copy of the bill. There may be instances when job duties require that users work beyond regular hours or require an overnight stay or the inability to get to a desk telephone. In those instances, users may make nominal personal calls to notify family. The City of Lakeville will view those calls as work related and the City will cover those charges. 9.08 Copiers, Fax Machines, Printers: Users will reimburse the City of Lakeville for personal copies, faxes, and print requests, at the rate listed in the City fee schedule. Personal use fees must be reimbursed within 24 hours from the date the expense was incurred. 10.00 iPad /Tablet Device 10.01 Purpose These guidelines pertain to city employees and Council Members who are issued a device purchased by the city. The purpose of these guidelines is to outline the responsibilities and care required for city- issued Wad or tablet devices. 10.02 The devices are intended to be utilized by staff members and Council Members for the purpose of enhancing meeting workflow, reducing the use of paper agenda packet materials, improving staff efficiency, and improving the timeliness of Council, staff and resident communication. 11.00 City Use 11.01 Issued devices are intended for professional use. The city does not maintain loaner deviv „ ti - --- so users will UC re�ponsioie ' r conducting meetings without a device in the event of a lost or misplaced device. a. Devices shall be maintained in a suitably charged state during work hours. b. Inappropriate media may not be used as a screensaver or background photo. c. Devices will be secured with a minimum four (4) digit numeric pass code. d. Sound shall be muted at all times unless needed for instructional purposes. e. Personally -owned music, games and apps may only be present on city- issued device when using a personal Apple ID iTunes account. f In case a device is restored to its original condition, the user is responsible for restoring any personal content. g. City staff is not responsible for backing up personal related content. h. Users may save work locally on the device. It is strongly recommended that users utilize the city- designated online storage technology. L Information stored on the ipad or tablet device could be classified as public, private, or other data and is governed by the Minnesota Government Data Practices Act (MN Statute Chapter 13) and must be treated accordingly. j. Staff and Council Members should retain information stored on the iPad or tablet device in keeping with city policies and procedures per the Minnesota General Records Retention Schedule for Cities. 12.00 Personal /Home Use 12.01 The iPad or tablet device is a powerful computing tool. City- issued devices may be taken home provided the use is consistent with the Email /Internet portion found in the Lakeville Police Manual. Failure to adhere to the policy shall result in the revocation of such use privilege. a. Users are allowed to connect devices to non -city wireless networks. b. While instruction and advice may be offered, city staff is not responsible for home network use or support. c. It is the policy of the city to maintain the right to access and disclose any and all messages communicated through electronic means when city issued equipment is used. Regardless of the intent of the message (business or personal), any employee involved has no right to privacy, or to the expectation of privacy, concerning the content of any message or the intended destination of any message when using city- issued equipment. 13.00 iPad Care 13.01 Users will be held responsible for the maintenance and care of assigned communication devices. a. Keep batteries charged and ready for use at meetings. b. Clean the view screen with a soft, dry cloth or anti - static cloth as needed. c. Do not lean or place anything on the screen that may cause damage. d. Utilize the protective case at all times. e. When not in use, store in a secure location. Never leave in an unlocked car or any other theft -prone area. f. Immediately report lost, stolen, malfunctioning or damaged devices to the IS division. g. Stolen devices must be reported immediately to the local authorities. h. Consult with IS before connecting or syncing devices to another computer. 14.00 Application Software 14.01 All software applications purchased and installed by city staff must remain on the device in a usable condition and be accessible at all times. Users are responsible for personal software applications and are responsible for installation and backup. a. Software purchased by the city will be done through the city Apple ID iTunes or similar account. b. Users are allowed to purchase and download personal applications providing they are not profane, obscene or offensive to others. c. The city is not responsible for the loss of any personal software applications when the device is updated, tested with diagnostic tools or restored to its original state. d. Storage space needed for city applications will take precedence over space used for personal items. 15.00 Mobile Device Management (MDM) Software 15.01 All smart devices connecting to the City e -mail server or containing city purchased applications are required to have City IS approved mobile device management software installed and maintained to permit remote wipe capabilities in the event the device is lost or stolen. 16.00 Information Systems Security 16.01 Purpose Ensure security, protect, and allow appropriate access to City of Lakeville IS systems and resources. 16.02 Logins and Passwords All users must use and maintain unique IS- issued login IDs for computer and network - related access. Login IDs are not to be shared with others, and corresponding passwords must remain confidential. Multi -user or generic login IDs are permissible only in special circumstances approved and maintained by IS. User passwords must adhere to the following requirements: a. Have a minimum of at least eight alphanumeric characters in length. b. Must be changed every 90 days. c. Have at least one numeric digit as well as letters, for example: jargOn5 d. Have not been previously used in the last ten password rotations. 16.03 Appropriate network access shall be assigned by the IS division to each user login ID, and users may only log into computers and equipment with their assigned login ID. Passwords are not to be shared with anyone, and will be forced to change periodically. New passwords should not be easily guessed. Anyone forgetting their password, or suspecting t hat t at password's security has been compromised, may contact the IS division to be issued a new one, which must then be changed immediately. 17.00 Physical Security 17.01 City users are expected to provide reasonable security to their computer workstations and related IS equipment. This includes ensuring that passwords are not written down in accessible places, removable media must be kept in a secured area, and that confidential data is not displayed in such a manner that unauthorized personnel can view it. 17.02 All IS equipment is City property and must remain on current premises. Users may not move IS equipment outside of its assigned area without prior approval from the IS department. Designated portable equipment, such as projectors, laptop computers, and digital cameras, may be removed from City buildings only for City business. Portable equipment must be reserved and checked out only to City users. Users are expected to provide appropriate "common sense" protection against theft, breakage, environmental damage, and other risks. 17.03 Users are required to log off computer workstations when absent for an extended time, such as end of day. Users may, however, "lock" their workstation instead when absent for a short period of time, such as during a meeting or over lunch. 18.00 Malware /Virus Protection 18.01 All computer workstations, laptops, and servers must be protected from malware /viruses using up -to -date software. Users may not alter their system's configuration or take other steps to defeat protection devices or systems. All files on removable media must be scanned for malware /viruses prior to installation onto or access from City computer equipment. Any files suspected or known to contain malware /viruses must be immediately reported to the IS department for proper handling. 19.00 Remote Network Access 19.01 Remote access is defined as the ability to connect to a computer or network from a distance, such as from home, hotel, conference, Internet kiosk, etc. Remote access into the City's network, or any City-owned device, may be granted upon meeting the following conditions: a. Business - related purpose approved by requ st'ng department head and 1S Manager. b. Use of industry standard encryption and /or City supported VPN (Virtual Private Network) technology. c. Authentication and access control will be maintained via the City's domain. Valid network login and passwords are required. d. While remotely connected, nobody but the authorized user may have access to the computer making the connection. e. Remote computer must comply with current anti -virus and security parameters as specified by the IS department. 19.02 All remote users are subject to the rules and regulations set forth in this entire policy for all network users. Users should follow proper data practices protocols as directed by the Minnesota State Statutes. Storing of business related information on a home computer creates an extension of the member's network; thus anything stored on that computer might be subject to public data requests. 20.00 Wireless Access 20.01 Unauthorized wireless access into the City's computer network is strictly prohibited. Wireless access is defined but not limited to, 802.11 (Wi -Fi), Bluetooth, WiMax, and cellular technologies. Users may not attempt to scan, connect to, or install any wireless computing device on City equipment or property. Wireless access must be authorized and configured by the City's IS department. Any authorized wireless access must utilize standards -based encryption, and conform to adopted security practices as governed by LOGIS and /or state and federal government guidelines. 20.02 The City does maintain a "public" wireless connection for the use and benefit of visitors to our facilities. This connection is limited to Internet connection only and security protocols are maintained to prevent public access to the City network. 21.00 Giossary of Perms • Configuration: The way a system is set up or the assortment of components that make up the system. Configuration can refer to either hardware or software or the combination of both. • Downloads: To copy data, usually an entire file, from a main source to a computer device. The term is often used to describe the process of copying a file from an online service or bulletin board service to a computer. Downloading can also refer to copying a file from a network file server to a computer on the network. • Electronic Mail (e- mail): A network application that allows users to exchange messages over communications networks with someone else. • Fiie Server: An enhanced computer with network operating software that is used for file storage, application functionality, and managing network resources. • Information Technology / Systems (IT/IS): Managing and processing information. • Information Technology Systems: Includes, but not limited to, computers, printers, software, e -mail, Internet, telephone, voice mail, and others. • Internet: A global network connecting millions of computers. • Intranet: Network base access accessible only within an organization. An intranet `s Web sites look and act just like any other Web site, but firewall security restricts unauthorized access. • Local Area Network (LAN) - A computer network. • Licensing: Legal compliancy of assets. • PDA's: Personal Digital Assistants (i.e. Palm Pilots). • Software: System software includes the operating system and all utilities that enable the computer to function. Application software includes programs that do real work for users (i.e. word processors, spreadsheets, and database management systems). • Portable Equipment: Hardware that is small and lightweight (i.e. laptop computers, hand -held computers, PDA's, projectors, digital cameras). • i✓sers: regular, part -time, and temporary users, vendors, consultants, volunteers, interns, and others. PROFESSIONAL DEVELOPMENT The City of Lakeville is committed to supporting professional growth of employees by investing in training that will maintain job - related skills and acquire new knowledge, skills and practices which support the future needs of the city. 1.00 POLICY 1.01 To encourage employees to actively pursue professional growth and career development, the city will fund training activities through budget appropriations. Departments will be required to plan and prioritize the development needs of their employees and ensure the equity of access to relevant activities and opportunities according to the following parameters. All training must be requested and approved through the budget process. a. To fulfill required or approved professional licensure or credentials. b. Department Directors will be given the opportunity to attend in -state professional conferences on an annual basis and out -of -state conferences on a bi- annual basis. c. Other employees may attend in -state professional conferences. d. Training related to development of managers and supervisors. e. Training related to workforce planning and development of future department leaders identified through succession management planning. f. Skills training to learn or improve on specifically identified needs which are determined by the Director. Need must be identified and be of benefit to the entire organization and may require travel outside of Minnesota if training is not available in Minnesota. g. Short courses or programs essential for high quality customer service or for carrying out their current duties through a variety of forums including formal classroom training, on- the -job training, and computer- assisted training. 1.02 RESPONSIBILITIES a. Each Department will be responsible for submitting requests for professional development to the Finance Department on the appropriate budget forms. The information will be used in determining appropriations for the coming year. b. Budget appropriations for specific professional licensure requirements and continuing education related to certification programs should be requested within the specific department budgets. 1.03 RULES Refer to Travel Regulations and Reimbursement Policy. SICK LEAVE WITH PAY Policy 6.52 1) POLICY a) Sick leave with pay shall be granted to all eligible employees at the rate of one (1) eight (8) hour working day for each calendar month of full -time service. For this purpose, one (1) calendar month shall be any month in which an employee is paid for twelve (12) or more working days (ninety-six (96) working hours). Part -time liquor store and seasonal /temporary employees are not eligible for sick leave accrual benefits. b) The maximum accumulation of sick leave as of January V each year is 960 hours (120 working days). Accumulated sick leave in excess of 960 hours on January 15 of each year is forfeited. Accumulated sick leave in excess of 960 hours on January 1, 1999 shall not, however, be forfeited. Employees with accumulated sick leave in excess of 960 hours on January 1, 1999 shall use this excess accumulated leave first when using sick leave. c) Sick leave shall not be considered as a privilege or vested right which an employee may use at the employee's discretion, but shall be considered as a type of insurance which shall be allowed in case of necessity in an actual illness, legal quarantine, or disability of the employee, or to receive dental or medical care or other sickness preventative measures, as approved by the supervisor. d) g' k leave 44 be, alleive . Effective August 1, 2013, Mn Statute 4181.9413 expanded the use of sick leave to include the employee's adult children, spouse, siblings, parents, grandparents and stepparent Sick leave available to these extended family members is limited to 160 hours in a year. e) The employee must notify employee's department director or designee of the need for sick leave within one -half (1/2) hour of the beginning of the work day. Lack of proper notification may be cause for disciplinary action. f) In order to be eligible for sick leave with pay, an employee must: i) Report within one -half (1/2) hour of the beginning of the workday to the department director the reason for absence. iil Keen the dirertnr infnrme(l of the renditio if the nhsence is of more than three ( 3) days duration. iii) Submit a medical certificate for any absence of any duration if required by the director or City Administrator. iv) The employee must complete a request for leave form before the employee will be granted sick leave pay. g) An employee who meets the other requirements of this section who is receiving workers compensation payments may be granted sick leave pay for the amount of the difference between employee's workers compensation payment and employee's salary to the extent that employee's sick leave is accrued, after the employee has used all of employee's accrued injury on duty leave. h) Employees using earned sick leave shall be considered to be working for the purpose of accumulating vacation or sick leave. i) An employee who has been unable to work for a period of time because of illness or accident may be required before being permitted to return to work to provide a medical evidence that employee is again able to perform all significant duties of the position in a competent manner without hazard to employee or others. j) Claiming sick leave when physically fit maybe cause for disciplinary action. k) An employee whose illness extends beyond the sick leave credit available may apply for a medical leave of absence. PAID TIME OFF Policy 6.50 1) POLICY a) All eligible employees will accrue Paid Time Off (PTO) based on years of service with the City of Lakeville. The PTO benefit replaces the city policies on vacation, sick and funeral leave and combines these benefits into a single plan. b) PTO can be used for any purpose, subject only to normal request /approval procedures consistent with policy and labor agreements. c) Requests for leave for reasons other than illness or injury must be submitted to the supervisor a minimum of 14 days (two weeks) in advance and will be granted in seniority order. Requests made with less than 14 days of notice will be granted on a first -come, first -serve basis at the discretion of the siinanrienr d) Emergency use (illness or injury) requires notification to the supervisor a minimum of 30 minutes prior to the employee's scheduled workday. Requests made are subject to the discretion of the supervisor. Emergency use may require documentation of the emergency such as a physician's note. e) PTO time is accrued biweekly on an hourly basis. f) The maximum amount of PTO than can be accrued and carried over to the next year will be 480 hours. g) An employee that leaves the city in good standing, after giving proper notice, will be compensated for PTO leave accrued and unused to the date of separation. h) Employees using PTO leave will be considered to be working for the purpose of accumulating additional PTO time. i) Once during the calendar year, full -time employees may cash out up to forty PTO hours. Part - timme employees have the ability to cash out a pro -rated value of 40 hours each calendar year. j) Exempt employees, including the City Administrator, who reach the salary limit requirement of MN Stat. 443A.17, Subd. 9, shall receive equivalent hours above the limit in PTO. 2) PARTICIPATION a) Effective February 1, 2007, all non -union and union employees that have bargained this benefit into their contracts will have the opportunity to participate in the PTO benefit. b) Employees who choose not to participate will have the option on an annual basis to switch to the PTO plan during a period of open enrollment. Once the election is made to convert to the PTO program, employees cannot return to the vacation, sick leave and funeral leave program. c) Employees who choose not to participate in the PTO benefit will continue to accrue sick and vacation time according to those policies. d) All employees hired after February 1, 2007 will participate in the PTO program. 3) PTO ACCRUAL SCHEDULE a) The accrual schedule for full-time employees is as follows: I A year of employment 18 days 144 hours 2 "d y ear of employment 1 8 days 144 hours Yd year of employment _5 days 152 hours 4' year of employment 19 days 152 hours i 5' year of employme 20 clays 160 hours 6' year of employm 20 days 160 hours 7' year of emp 22 days 176 hours 8` year of employment 22 days 176 hours 9' year of employment 24 days 1 92 hours 10' year of employme 24 days 192 hours 11` year of em ployment 26 days 208 hours 12` year of e 26 days 208 hours _ 13` year of employment 28 days 224 hours 14` year of employment 28 days 224 hours 15 1h year of employment 30 days 240 hours 4) CONVERSION a) Conversion to the PTO plan is optional for employees hired before February 1, 2007. b) Current vacation accruals will be converted 1:1 to the PTO accrual. c) Sick balances will be converted to an Extended Medical Bank (EMB) at a 1:1 ratio at the time of PTO election. d) At retirement or separation, the value of the EMB will be either placed into a Health Care Savings Plan or paid directly to the employee according to city policy and /or contract language. S) EXTENDED MEDICAL BANK a) EMB hours may only be used after the first 40 consecutive hours of an absence for the employee's serious health condition, or the serious health condition of the employee's child. Effective Aueust 1, 2013, EMB may al so be used for the serious health condition of the employee's adult childr siblings, Parents, erandvarents as well as stepparents. The forty hour waiting period shall apply to each separate incident of a serious health condition. b) For regular part -time employees, the waiting period before becoming eligible to use extended leave pay shall be based on a prorated basis by determining the actual hours the employee is scheduled to work according to the budget. c) EMB leave shall not be considered as a privilege or vested right which an employee may use at their discretion, but shall be considered as a type of insurance which shall be allowed in case of a serious health condition of the employee or the employee's child. d) Employees shall notify their immediate supervisor or the Human Resources Department on the first day of a qualifying serious health condition. Any employee using EMB leave may be placed on concurrent FMLA leave.