HomeMy WebLinkAboutCLD-016-12 Clarington REPORT
MUNICIPAL CLERK'S DEPARTMENT
Meeting: GENERAL PURPOSE AND ADMINISTRATION COMMITTEE
Date: April 23, 2012 Resolution#: - By-law#:
Report#: CLD-016-12 File#:
Subject: USE OF TABLETS/LAPTOPS BY COUNCIL MEMBERS IN COUNCIL
CHAMBERS
RECOMMENDATIONS:
It is respectfully recommended that the General Purpose and Administration Committee
recommend to Council the following:
1. THAT Report CLD-016-12 be received; and
2. THAT Resolution #GPA-210-12 which reads as follows:
"THAT, where a Member of Council has a tablet or laptop and they wish to
use the technology during the meeting, Staff be directed to accommodate
the use within the current power services within the Council Chambers"
be lifted from the table and approved.
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Submitted by: z Reviewed by: �.... e .. . u..,.
Patti Franklin Wu
Municipal Clerk Chief Administrative Officer
PLB
CORPORATION OF THE MUNICIPALITY OF CLARINGTON
40 TEMPERANCE STREET, BOWMANVILLE, ONTARIO L1C 3A6 T 905-623-3379
REPORT NO.: CLD- 016 -12
1. BACKGROUND
PAGE 2
At the March 19, 2012 General Purpose and Administration Committee meeting, the
following Resolution #GPA- 210 -12 was tabled until Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA) implications are considered:
"THAT, where a Member of Council has a tablet or laptop and they wish to use
the technology during the meeting, Staff be directed to accommodate the use
within the current power services within the Council Chambers."
2. PROTECTION OF PRIVACY OBLIGATIONS
Oftentimes, members of Council receive access to personal information or other
information in the performance of their duties and they have a duty under MFIPPA to
protect this information while it is in their possession. They must ensure that the
privacy of the individual to which it relates is protected at all times and must keep the
information physically secure so as to avoid unauthorized disclosure. This applies to
information in any format, ie, paper, electronic, etc.
Some ways in which this information is protected are:
• Not leaving documents containing personal information on desks, in cars, in
homes or other areas where others may have access to it
• Ensuring that personal information on computer screens is not visible to
others
• Ensuring that files in offices are secure
• Not discussing the personal information of others in open areas, such as
reception areas and hallways
• Not disclosing an individual's personal information during a meeting open to
the public without the individual's written consent
The access provisions of MFIPPA cover records that are in the custody or under the
control of the Municipality. This can include information created by a third party that
has been provided to or obtained by the municipality.
3. COMMITTEE AND COUNCIL AGENDAS
Currently the committee and council agendas are provided to members of Council in
paper format. Very often, this material includes confidential information that is
provided to members of Council and department heads, but not to the general
public. This information may include personal information, third party information,
solicitor - client information, financial information, minutes of closed meetings, law
REPORT NO.: CLD- 016 -12
PAGE 3
enforcement records, information containing economic and other interests, or
information that could threaten the safety or health of an individual. This confidential
information must be protected from disclosure by all parties who have access to it.
Should a member of Council wish to utilize a tablet or laptop in the Council
Chambers during a meeting, they would be able to do so simply by downloading the
agenda package either onto their tablet/laptop or a jump drive and accessing it in the
Chambers. The rules around protecting that information do not differ when the
information is in electronic format rather than paper format. Provided the information
is being protected, there is no reason to restrict the use of tablets or laptops in the
Council Chambers within the current power services.
The ability for members of Council to use their tablets /laptops to access the various
drives on their desktop computer will be addressed in a future report.
4. COMMUNICATION DEVICES
The Municipality's Procedural By -law prohibits members of Council from bringing
cellular phones, Blackberrys, audible pagers or any other similar communication
device into a meeting room, with the exception of during a recess in the meeting.
Internet access in the Council Chambers is password protected, so members will not
have the ability to access their Outlook (email) account or any other social media
website from their personal tablet/laptop.
5. CONCURRENCE
This report has been reviewed by Marie Marano, Director of Corporate Services and
Human Resources who concurs with the recommendations.
6. CONCLUSION
It is respectfully recommended that Resolution #GPA- 210 -12 be lifted from the table
and approved.
CONFORMITY WITH STRATEGIC PLAN — Not Applicable
Staff Contact: Patti Barrie, Municipal Clerk
List of Interested Parties: None