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HomeMy WebLinkAboutRESOLUTION NO. 2024-79RESOLUTION NO. 2024-79 A RESOLUTION TO APPROVE THE PERSONNEL POLICY MANUAL WHEREAS, the City of Fairfax, Iowa desires to have a personnel policy manual and job descriptions which explain the cui-�-ent policies, pi-ocedures, and res�onsibilities; and WHEREAS, the City of Fairfax, Iowa, has revised some sections of the personnel policy; and WHEREAS, the City of Fairfax's employees desire to have a personnel policy manua] ai�d job descriptions to info��i� them of policies, procedures, and responsibilities. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Fairfax, Fairfax, Iowa, that they adopt a rcvised persomlel policy manual; and BE IT FURTHER RESOLVED, by the Fairfax City Council of the City of Fairfax, Iowa, that the City Clerk is directed to distribute the personnel policy mamial to all employees and meinbers of inanagement and the Mayor and City Clerk/Treasurer are hereby directed to certify this resolution of approval. Passed and approved this 8`I' day of October, 2024. AYES: Nurre, Daly, Wozniak, aud Volk NAYS: None ABSENT: Wainwright C�� ��rz-r�--� /��!�-�- Jo Ann Beer, Mayor ATTEST: t. Cy �thia K. Stimson, City Clerk/Treasurer ,. , CITY OF FAIRFAX ELECTRONIC COMMUNICATION POLICY (Appendix A) E-MAIL AND INTERNET ACCESS SYSTEMS A.l Purpose: The purpose of this policy is to provide guidelines regar-ding the use of the inteinet and e-mail services by employees of the City of Fairfax. The Ciry encourages the use of e-inail and inten�et services by authorized and trained employees when such use improves tlie employee's effectiveness oi- efficiency. These services are financed by the City of Fairfax to support the access and exchange of infoi-mation. As such, employees shall use these seivices responsibly and in full compliance with this policy. A.2 Privacy: Under routine circuinstances, the City will not monitor employee e-inail nlessages or internet usage logs. However, the City reserves the right to do so without prior notification to employees. Employees who use the e-mail and internet systems cannot assull�e thc systenls afford tl�em any level of confidentiality or privacy. As City-owned resources, thE e-mail and internet systems are subject to assessinent and inspection by the Mayor and llepartment Head or other personnel authorized by same. Employees should t}�erefore not assur�le electronic communications are totally private and should transmit highiy sensitive oi• co�ifidential inforniation u� other ways. Sucl� assessments and inspections may be undertaken when there is a legitimate purpose to do so, such as: 1. For the transfer of i7lessages and files from one employee account to another einployee account. 2. When there is evidence of, or suspicion of, use of the e-mail or internet access systems in violation of this policy or any City policy. 3. When there is evidence of, or suspiciotl of, a breach of the security of the e-mail or internet access systems. 4. To assist in the investigation of a crime. 5. When required by law to do so. A.3 Security: Generally e-mail and internet access systems are not secure. Employees using tliese systems should assume their messages can be intercepted and monitored by unauthorized persons. Each employee is directly responsible for any and all activity occurring under his or her e-mail name or intei-�iet account. If an employee suspects the security of his or her e-nlail or internet account has been breached, he or she shall notify a Department Head as soon as reasonably possible. A.4 Public Information: E-mail (both internal and external via ti�e internet) is considered to be a public record and may be subject to public disclosure in accardance with applicable law. A.5 Electronic Records Retention Policy: The City of Fairfax is committed to convert records to electronic format. This improves retrieval, lessens the need for physical storage, and is more secure. Employees have tl�e obligatio» to revie��� t}�eir e-mail and only correspondence constituti�lg "official business" needing to be retained beyond 90 days sl�all be 1<ept; preferably electronically. On a�a�eel<ly basis, each employee shall review their e-mail and delete all messa��es no lon��er needed or required to be retained. A.6 Acceptable Use Guidelines: Employees shall use the e-mail �nd internet access systems only for the puipose of conducting the busin�ss of the City, except as noted in the following section. While using the e-mail and internet access systems, employees shall follow establisl�ed e-mail and internet customs, i-ules and giiidelines. For example: 1. Employees shall use tl�e e-inail and internet access systenls for lawful purposes only. 2. TransTnission of or access to material (te�t or images) tl�at could be construed as harassing, threatening, obscene, sexist, racist, slanderous, fraudulent, or unethical is prol�ibited. 3. Transmission of documents in violation of copyrigl�t laws is prohibited. 4. Use of the e-n7ail or intel-net access systems foi- commercial puiposes or for personal profit is prol�ibited. 5. Intentionally disrupting the Gity's e-mail or internet systems, or the systems of any other ei7tity, by the disCribution of a computer vinis, wo�n�, or other malicious file, or by overloading a system, is prol�ibited. 6. Unauthorized access to anotl�er internet syste�n via the City's systems is prohibited. 7. Downloading e-mail attachments or other files at a PC not having an active virus detection program iunning is prohibited. 8. Opening a message from an unl<nown source is strongly discouraged (such messages often contain coinputer viruses and should be deleted immediately) 9. Downloading software iu violatiarl of a software license agreement is prohibited. 10. Use of the e-mail or intei-��et access systeins for gaming, political activity, and fund raising or religious promotion is prohibited. ll. Employees shall properly identify themselves when sending e-mail or when using any internet service, and shall clearly distinguish between personal opinion and City policy. 12. Employees shall not engage in unauthorized transactions which may incur a cost. 13. Employees shall respect the privacy of others. 14. Employees shall not send or contrive to send or retransmit anonymous messages or publicize proprietaiy or confidential information. 15. Employees shall not subscribe to mail ]ists or list servers that are not related to official business or to professional enhancement in support of a mission. A.7 Personal Use: Employees may use tl�e e-mail and Internet access systems for personal use provided that such use: 1. Is incidental and infrequevt. 2. Does not interfere with the job performance of the employee or the employee's coworkers 3. Does not generate a direct cost to the city. 4. Does not interfere with or burden the e-mail or internet access systeins. 5. Does not consume large system resources or storage capacity or otherwise deplete system resources available for business activity. 6. Is in compliance with all other sections of this policy. Employees using the city's account to access these services represent the city during their use, and such use should reflect ethical behavior and appropriate use of city resources. Examples of acceptable persoi�al use include 1. Personal conversation incident to a business-oi-iented e-n�ail message. 2. Infi-equent tra�lsmission of brief, pei-sonal e-mail �nessages. 3. Infi-equent access to ���eb-based e-mail service to transmit personal e-inail messages. A.8 Violations: The use of tl�e City's e-mail and internet access systems is a privilege afforded to authorized users. This privilege may be revoked at any time for violations of tl�is policy. The Mayor and Department Head or a designee will evaluate said violations on a case-by-case basis. Departrne»t Heads are responsible for enforcement and reporting violations of this policy or misuse of City equipment to the Mayor. En�ployees found to have violated this policy; or to have engaged in illegal or unethical practices; will be subject to disciplinary action, up to and including termination and criminal prosecution. The City expressly reserves tl�e right, without prioi- notice, to alter and update this policy from time to time. Any changes will be conimunicated to em�loyees and it is tl�e employce's obligation to review the revised policy. A.9 Disclaimers: A wide variety of information exists on the inteniet. Some persons may find part of that infonliation to be offensive or otherwise objectionable. Employees sl�ould be aware the City has no control over and can, therefore, i�ot be responsible for the information on the Internet other than what we as an organization place there.