city council handbook - colorado springs council handbook.pdf · city council handbook april 2013...
TRANSCRIPT
City Council
Handbook
April 2013
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Table of Contents
City of Colorado Springs .....................................................................................................................1 Community Profile .................................................................................................................................... 1 Vision, Mission and Goals ......................................................................................................................... 2 Home Rule ................................................................................................................................................. 3 City Charter ............................................................................................................................................... 3 The City Code ............................................................................................................................................ 4
Council-Mayor Form of Government ..................................................................................................4 City Council’s Role ..............................................................................................................................4
Policy Makers ............................................................................................................................................ 4 Confirmations/Appointees ........................................................................................................................ 5 Appointments to Boards, Committees and Commissions ........................................................................ 5 Boards, Committees and Commissions..................................................................................................... 5 Liaisons to Boards, Committees and Commissions ................................................................................... 7 President’s Task Force............................................................................................................................... 7 Regional Representatives .......................................................................................................................... 7 President and President Pro-tem .............................................................................................................. 8
Council Staff Roles .............................................................................................................................9 Council Staff .............................................................................................................................................. 9 Legislative Branch Organizational Chart ................................................................................................. 11
Mayor’s Role and Executive Teams ................................................................................................... 12 Mayor’s Role ........................................................................................................................................... 12 Executive Team ....................................................................................................................................... 12 Department Heads .................................................................................................................................. 12 Executive Branch Organizational Chart ................................................................................................... 13
Council Meetings ............................................................................................................................. 14 Work Sessions ......................................................................................................................................... 14 Regular .................................................................................................................................................... 14 Special ..................................................................................................................................................... 14 Other Study Sessions............................................................................................................................... 15 Colorado Springs Utilities Board Meetings ............................................................................................. 15 Executive Sessions ................................................................................................................................... 15 Council/Staff Meetings ........................................................................................................................... 15 Impromptu (Open Meetings Law)........................................................................................................... 16 Monthly Calendar ................................................................................................................................... 16
Ordinances and Resolutions ............................................................................................................. 16 Ordinances .............................................................................................................................................. 16 Emergency Ordinance ............................................................................................................................. 17 Mayoral Veto........................................................................................................................................... 17 Resolutions .............................................................................................................................................. 17
Agenda ............................................................................................................................................ 17 Agenda Process ....................................................................................................................................... 17 Council “Packets” .................................................................................................................................... 18
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Conduct of City Council Meetings ..................................................................................................... 18 Seating Order .......................................................................................................................................... 18 Attendance .............................................................................................................................................. 18 Making a Motion ..................................................................................................................................... 19 Rules of Order ......................................................................................................................................... 19 Voting ...................................................................................................................................................... 19 Tie Vote ................................................................................................................................................... 20 Excused From Voting............................................................................................................................... 20 Vote of Absent Council Member Not Permitted .................................................................................... 20 Time Limits for Speakers ......................................................................................................................... 20 Absence of President .............................................................................................................................. 20
General Council Information and Business Procedures ...................................................................... 20 Council Member Schedules..................................................................................................................... 20 Mail (Hard Copy) ..................................................................................................................................... 20 Constituent Communications ................................................................................................................. 21 Invitations from Community Organizations ............................................................................................ 21 Public Appearance/Speaking Engagements ............................................................................................ 21 Ceremonial Documents........................................................................................................................... 22 Proclamations ......................................................................................................................................... 22 Council Pay .............................................................................................................................................. 23 Councilmember Expenses ....................................................................................................................... 23 Mileage Reimbursement ......................................................................................................................... 23 Travel Arrangements ............................................................................................................................... 24 Donations ................................................................................................................................................ 24 Unspent Funds ........................................................................................................................................ 25 Memberships .......................................................................................................................................... 25 Office Supplies ........................................................................................................................................ 25 Personal Computers ................................................................................................................................ 25 Cell phones .............................................................................................................................................. 25 Council E-mail Policy ............................................................................................................................... 25 Management of E-mail............................................................................................................................ 26 Retention of E-mail ................................................................................................................................. 26 Ways to Stay Informed ............................................................................................................................ 26
Media .............................................................................................................................................. 27 Requests from Reporters ........................................................................................................................ 27 Communicating with the Media ............................................................................................................. 28 Media Tips ............................................................................................................................................... 28 Social Media Policy and Guidelines ......................................................................................................... 29 Social Media Pages .................................................................................................................................. 29 Colorado Open Records Act Requests .................................................................................................... 29
Appendix………………………………………………………………………………………………………………………………………….30
City of Colorado Springs Email Retention Policy………………………………………………………………………………..31
City of Colorado Springs Social Media Policy and Guidelines…………………………………………………………….34
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City of Colorado Springs The City of Colorado Springs was founded as a resort community in 1871 by General William Jackson Palmer. The City’s first Charter was adopted on May 11, 1909 and established the City as a Home Rule Municipality with a commission form of government.
Community Profile
Demographics
Population: 436,354 (2013 est.)
College Population: 40,211 (Fall 2011)
Median Age: 34.9 (2011)
Median Household Income: $49,929 (2010)
Unemployment Rate: 9.8% (July 2012)
Ethnicity
White (81.3%)
Hispanic American/Latino (16.7%)
Black/African American (6.2%)
American Indian/Alaska Native (0.5%)
Asian (2.5%)
Native Hawaiian/Pacific Islander (0.4%)
Other (5.0%)
Two or more races (4.1%)
Weather
Average # of Days of Sunshine: 284
Average Annual Precipitation: 16.2 inches
Crime
Serious Crimes per Thousand Population: 45 per 1,000 (Year 2010) compared to 2009 national average of 51.2 for cities with a population of 250,000-499,999; crimes include murder, sexual assault, robbery, aggravated assault, burglary, larceny, and auto theft.
Land Use
Area in Square Miles: 194.85 (2012)
Street Lane Miles: 7,431 (2012)
Parkland Acres: 16,143 (2012)
Economics
Sales Tax Rate: City (2.5%); County (1.0%); State (2.9%)
Pikes Peak Rural Transportation Authority (1.0%)
City Property Tax Rate: 4.279 mills (2012 mill rate levied for taxes payable in 2013)
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Median Sales Price of Existing Home: $180,000
Property Taxes ($180,000 House Dist. 11): $837 total, City share is $61 (Based on 2011 Mill Levy Rate)
Major Industries
Aerospace / Defense/Homeland
Security
Data Storage, Software IT
Life Sciences
National Nonprofits
Renewable Energy & Energy Efficiency
Sports & Sports Related Organizations
Major Attractions
Cave of the Winds
Cheyenne Mountain Zoo
Garden of the Gods
Pikes Peak – America’s Mountain
Pro Rodeo Hall of Fame & American
Cowboy Museum
Sky Sox Minor League Baseball
United States Air Force Academy
United States Olympic Headquarters and Training Center
Vision, Mission and Goals
Vision With America the Beautiful as our heritage, hard work as our foundation, and western optimism as our guide, Colorado Springs will be a successful city where people love to live, work and vacation. Mission As stewards of the public trust, we will serve the people of Colorado Springs with core services effectively and efficiently through the wise use and management of our resources. Goals:
Support an increase in private sector civilians employed by an average of 6,000 per year by being the most business and citizen friendly city of our size in the United States of America.
Transform City Government to be fiscally sustainable within limited resources while delivering consistent quality core services.
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Build community through on-going dialogue with our citizens and local, regional and state leaders; and by encouraging private sector and nonprofit initiatives to improve the well-being of everyone.
Home Rule The City of Colorado Springs is a home rule municipality. The Charter and the ordinances adopted by Council under the Charter supersede any conflicting law of the state in matters of purely local concern. Because the City’s home rule powers extend only to local matters, it is important to identify those areas of concern that are purely local in matter, as opposed to those that are of general, statewide concern. Certain matters of local concern have been specifically enumerated in the Colorado Constitution. Others have been established by case law. What is local depends on the inherent nature of the activity in question and the impact or effect that it may or may not have on areas outside of a municipality. In matters that are mixed state and local concern, the City does not have the authority to supersede conflicting state statutes. Instead it has a supplemental authority that permits its ordinances to coexist with state statutes on the same subject, as long as they are not in conflict. Some legislative powers have been reserved exclusively to the state. In such areas of state preemption, the City is prohibited from enacting local laws unless the permission to do so is contained in the state statute. The citizens of Colorado Springs must comply with all pertinent state statutes, except in matters of purely local concern that are governed by local ordinances or charter provisions. In these areas, the City has the ability to adopt its own laws and regulations, even if they are in conflict with the corresponding state laws. City Charter The City Charter is the organic law of a home rule municipality and extends to all local and municipal matters. It sets out the structure of the city government, the powers and duties of its departments, board and officers, and the basic principles for its operation. Among the articles included in the Charter are: Form of Government, City Council, Mayor, Utilities, Elections, and Franchises and Licenses. The Charter may be amended only by a vote of the people. In November 2010, city voters adopted a Charter that established a Council-Mayor form of government. Copies of the Charter are available at the City Clerk’s Office and online at: www.springsgov.com and www.springsgov.com/citycouncil.
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The City Code
The City Code contains all of the current laws enacted by Council. The Code contains only ordinances that are permanent in nature. Other ordinances, such as appropriation ordinances, are not codified. Copies of the City Code are available at the City Clerk’s Office and online at: www.springsgov.com.
Council-Mayor Form of Government
Under the Charter, the Council-Mayor form of government requires that Council oversee the legislative branch and is the lawmaker for the City as a whole, including Colorado Springs Utilities and other municipal enterprises. The Mayor oversees the executive branch and serves as the chief executive and head of the City government.
City Council’s Role
Policy Makers
Council members formulate policies for the broad issues that affect the community, in both short and long term. Policies are the framework or foundation that, in turn, guides the large and small decisions that are made by the City on an ongoing basis. To conduct its business, Council is authorized to amend and publish its own Rules of Procedure (City Charter § 3-50). These rules provide for Council’s actions in meetings and hearings, and as Council in its legislative, quasi-judicial and regulatory roles. (Note: These rules do not apply to Council’s role as the Board of Directors for Colorado Springs Utilities. As the Utilities Board, Council has established written policies and by-laws to govern Colorado Springs Utilities and Utilities Board meetings.) In its legislative role, Council is responsible for:
Adopting by ordinance, the amount of money necessary to be raised by tax levy (Charter §§ 7-30(b) and 7-40)
Approving the City budget, with or without amendment and appropriating funds, and all stipends and other expenses of City Council and the salary of the Mayor (Charter § 7-30(c))
Borrowing money or issuing bonds for the purpose of acquiring, constructing, extending or improving water, electric, gas, sewer, or other public utilities or income producing projects (Charter § 7-80)
Extending Colorado Springs Utilities’ water and wastewater service outside the City limits;
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Initiating eminent domain proceedings to acquire land or easements
Issuing local improvement district bonds (Charter § 7-80)
Providing, by ordinance, a system for the collection, custody, and disbursement of all public monies
Reviewing a Mayor’s proclamation in times of public emergency and terminating such proclamation by a majority vote of the Council
Reviewing and approving personnel policies and procedures for City employees as well as municipal purchasing and contracting rules and regulations.
Setting regulatory fees
Undertaking other legislative roles as established by applicable statute or court decision Council is also the regulatory authority for Colorado Springs Utilities. In that role, it is responsible for setting rates for regulated electric, natural gas, water, and wastewater services.
Confirmations/Appointees Council confirms Mayoral appointees as designated by the Charter:
City Clerk, City Attorney, Municipal Judges, Chief Financial Officer or Controller, Police Chief, Fire Chief, and lead managers of public works, parks, community development, and the airport
And appoints, by concurring vote of a majority of its members, a:
City Auditor, whose duties, compensation, and tenure of office shall be as prescribed by ordinance
Executive director of the Colorado Springs Utilities
Appointments to Boards, Committees and Commissions
Council also appoints and/or confirms citizen volunteers to standing boards, committees and commissions. The role of these boards, committees and commissions is generally advisory in nature to assist Council and staff by preparing recommendations for Council decision. Board, committee, and commission members may not speak or act for Council except when formally given such authority for specific purposes nor may they exercise authority over staff without specific authority from Council.
Boards, Committees and Commissions:
Airport Advisory Commission
Art Commission of the Pikes Peak Region
Briargate Special Improvement Maintenance District Advisory Committee (as needed)
Briargate Center Business Improvement District
Citizens’ Transportation Advisory Board
City/County Drainage Board – Joint City/County Board
City of Colorado Springs Public Facilities Authority
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City Investment Advisory Committee
Civil Service Commission
Colorado Avenue Gateway Special Improvement Maintenance District Advisory Committee
Colorado Springs Downtown Development Authority (DDA)
Colorado Springs Pioneers Museum Advisory Board
Development Review Enterprise Customer Advisory Committee
Downtown Review Board (DRB)
El Paso County Small Municipality Representative to the Fountain Creek Watershed, Flood Control and Greenway District Board
Emergency Services Agency (ESA) – Joint City/County Board
Fire Board of Appeals
Greater Downtown Colorado Springs Business District Board of Directors
Historic Preservation Board
Housing Authority (Mayor’s Board)
Human Relations Commission
Independent Ethics Commission
Initiative Review Committee
Liquor and Beer Licensing Board
Loan Review Committee
Lodgers & Automobile Rental Tax Advisory Committee
Memorial Hospital Board
Nor’Wood Special Improvement Maintenance District Advisory Committee (as needed)
Old Colorado City Security & Maintenance District Advisory Committee
Parks & Recreation Advisory Board
Pikes Peak Area Council of Governments Community Advisory Committee
Pikes Peak Library District Board – Joint City / County Board
Pikes Peak RTA Board of Directors
Pikes Peak RTA Citizens’ Advisory Committee
Planning Commission
Platte Avenue (In Knob Hill) Special Improvement Maintenance District Advisory Committee (as needed)
Public Safety Sales Tax Oversight Committee
Regional Building Department Committees – Joint City/County Boards o Regional Building Commission o Regional Building Advisory Board o Board of Appeals o Board of Review o Building Committee o Electrical Committee o Mechanical Committee
Stetson Hills Special Improvement Maintenance District Advisory Committee (as needed)
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Urban Renewal Authority – Mayor’s Board
Utilities Policy Advisory Committee
Woodstone Special Improvement Maintenance District Advisory Committee
Liaisons to Boards, Committees and Commissions
Council members may serve as liaisons to each of the boards and commissions. Responsibilities as liaisons vary and can range from being available to the members, to attending meetings, or providing direction.
President’s Task Force
The President may appoint special boards, committees, or commissions or task forces composed of Council members and/or citizens to assist in the study of items before the Council. A working group so appointed shall serve until the matter is disposed of by the Council unless sooner terminated by the President.
Regional Representatives
Council members serve as regional representatives to the following:
Arts Commission of the Pikes Peak Region Commission’s goal is to promote the inclusion of art in everyday life and the value of what artistic thinking can contribute to the community.
City Investment Advisory Committee The committee is an advisory body to the Council as to investment policies and procedures of the City.
Colorado Municipal League Policy Committee (CML) CML is a non-profit, non-partisan organization representing member municipalities. It provides legislative advocacy, information and training services.
Downtown Development Authority (DDA) The DDA is a seven-person Board that governs the downtown Business Improvement District established by the City Council.
Emergency Services Agency (ESA) The Agency provides ambulance and related emergency medical services to the parties of the intergovernmental agreement.
El Paso County Board of Health The El Paso County Board of Health is the governing body for the El Paso County Public Health Department. They are responsible for developing public health policies, approving a local public health plan, providing advice to the Executive Director, and overseeing Public Health Department financial matters, among other responsibilities.
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Fountain Creek Watershed, Flood Control and Greenway District Board The District is authorized to manage the watershed to mitigate flooding, erosion and sedimentation among other responsibilities.
Housing Authority The Authority is a public agency that provides housing opportunities for lower income households in the community.
Pikes Peak Area Council of Governments (PPACG) The PPACG is a voluntary association of 16 municipal and county governments serving a regional community. Since 1967, PPACG has worked to ensure that local governments have a forum to discuss issues that cross their political boundaries, identify shared opportunities and challenges, and develop collaborative strategies for action.
Pikes Peak Rural Transportation Authority (RTA) The RTA was established in late 2004 by the voters of unincorporated El Paso County, the Cities of Colorado Springs and Manitou Springs, and the Town of Green Mountain Falls to levy a one-cent sales and use tax for transportation purposes.
Public Facilities Authority The Authority was formed in 1989 for the purposes of purchasing, leasing, or otherwise acquiring real estate, property and improvements among other duties for the use and benefit of the residents of the City.
Regional Building Commission Created by an intergovernmental agreement in 1966, the Commission administers the various entities building codes and is the authorized contractor licensing body.
Urban Renewal Authority (URA) The URA was established in 1970 as a tool to assist with the restoration and redevelopment of specified areas determined to meet the State Statutes for blight. Colorado Springs URA promotes projects that supply public benefit, provide quality sustainable places, create jobs, promote public art, offer affordable housing and raise the standard of development in Colorado Springs.
President and President Pro-tem
During the first regular or special meeting after the April election, Council members elect the President and President Pro-tem for a two-year term.
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The President and President Pro-tem have additional responsibilities from other Council members. The President is responsible for working with the Council Administrator to develop the agenda for City Council meetings; acting as chair for Council meetings; leading the Council; and performing the Mayor’s duties in his/her absence. The President Pro-tem’s responsibilities, as outlined in the Charter, are to act as the President in case of absence or disability of the President. If a vacancy occurs in the position of President, the President Pro-tem will fill that vacancy.
Council Staff Roles
Council Staff members are responsible for the day-to-day functioning of the Council office and provide administrative support to Council.
Council Staff
Aimee Cox, Council Administrator Ext. 55452 [email protected] Marti Devine Sletta, Exec. Assist. to Council Ext. 55453 [email protected] Dean Beukema, Admin. Assist. to Council Ext. 55986 [email protected] Vicki Gomes, Communications Specialist Ext. 55482 [email protected] The Council Administrator serves as Chief Administrative Officer of the City Council Office and is responsible for:
Working with Council to develop legislative goals and objectives
Developing and managing the City Council budget and ensuring adequate staffing to accomplish legislative objectives
Identifying and informing the Council of issues or policy decisions required; scheduling legislation for consideration
Ensuring City Council operations comply with State and Federal law and City policies
Performing research and managing projects in consultation with staff, elected officials, citizens and community organizations
Supervising staff and evaluating performances The Executive Assistant and Administrative Assistant’s responsibilities include:
Follow up and track service requests (i.e., citizen complaints, questions, etc.)
Make travel arrangements
Open and route Council mail
Prepare agenda and packets for delivery to Council
Prepare response letters on behalf of Council
Process Council travel expenses
Process payroll and personnel paperwork
Proclamations on behalf of Council
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Schedule Council appearances
Schedule meetings
Track Council invitations The Communications Specialist’s responsibilities include:
Analyze communications needs and develop strategic communications plans and statements for Council
Prepare press releases to print and broadcast media outlets
Handle incoming requests from media outlets
Plan and coordinate media events, including press conferences and online broadcasts
Photograph Council at events
Maintain content for Council’s website
Manage social media for Council Council Staff is NOT allowed to provide the following services:
Any campaign or election related activities
Any non-city related services
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Legislative Branch Organizational Chart
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Mayor’s Role and Executive Teams
Mayor’s Role
The Mayor is the Chief Executive Officer of the City and manages the Executive Branch. He oversees the implementation of the Mayor’s vision, mission, goals, and strategic plan as well as enforces all laws and ordinances. He/She also:
Appoints the City Clerk, City Attorney, Municipal Judges, Chief Financial Officer or Controller, Police Chief, Fire Chief, and lead managers of public works, parks, community development, and the airport.
Develops a City Budget
Executes all contracts on behalf of the City
Represents the City on local, state and national levels In addition, the Mayor serves as an ex officio and non-voting member of the Board of Directors of the Colorado Springs Utilities and may take command of the police and govern the City by proclamation in times of public danger or emergency. The Charter of the City of Colorado Springs, Section 4-40. Specific Powers and Duties of the Mayor, outlines further duties and obligations of the Mayor.
Executive Team
Laura Neumann, Chief of Staff Ext. 55284 [email protected] Richard Brown, Fire Chief Ext. 55950 [email protected] Peter Carey, Police Chief (719) 444-7401 [email protected] Christopher J. Melcher, City Attorney Ext. 55516 [email protected]
Department Heads
Cindy Aubrey, Communications Officer Ext. 385-5254 [email protected] PeterWysocki, Planning Director Ext. 5347 [email protected] Dan Gallagher, Interim Aviation Director (719) 550-1904 [email protected] Joe Palmer Chief Information Officer Ext. 55715 [email protected] Sarah B.Johnson, City Clerk Ext. 55102 [email protected] Helen Migchelbrink, Public Works Director Ext. 55457 [email protected] Karen Palus, Parks and Rec Director (719) 385-6501 [email protected] Kara Skinner, Chief Financial Officer Ext 55859 [email protected] Michael Sullivan, HR Director Ext. 55117 [email protected]
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Executive Branch Organizational Chart
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Council Meetings
There are several types of meetings that Council participates in on a regular basis. Each type of meeting is established to accomplish certain tasks that are important in Council’s role as policy makers.
Work Sessions
Work Session meetings are held on Mondays preceding the regular meetings. These meetings are scheduled to provide Council an opportunity to study legislative items. No formal legislative action shall be taken and no quorum shall be necessary. Public comment is not permitted at these meetings unless otherwise noted on the agenda or requested by the President or a majority of Council.
Regular
Regular meetings are held on the second and fourth Tuesday of the month for the purpose of legislative and quasi-judicial action. Citizens’ comment is permitted and managed by the President per rules outlined in the Council Rules and Procedures. The City Clerk shall record and keep a journal of formal meetings, which shall be a public record.
Consent Calendar The Consent Calendar section of the agenda consists of a number of agenda items that Council adopts with one motion. The President, with the assistance of the Mayor and the City Clerk, shall also determine those items to be included on the Consent Calendar. Any one may request that an item be withdrawn from the Consent Calendar for a separate discussion. An item that has been “pulled” from the Calendar will be heard later in the meeting. Utilities, Unfinished and New Business, Public Hearings, Added Item Agenda Following the Consent Calendar, the remainder of the agenda is devoted to Utilities, Unfinished and New Business, Land Use Hearings and items added after publication of the agenda. These items are considered and voted on separately. Public comment is generally permitted.
Special
The President alone, or the President at the written request of three (3) Council members, may call a special meeting to conduct official business. A special meeting may be held only after written notice is given at least 24 hours prior to the meeting stating the time, place, and purpose of the meeting.
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Other Study Sessions
Council may meet in a Study Session at such time(s) and at such place(s) as it may deem advisable. At the discretion of Council, the Study Sessions may be recorded. No journal shall be kept at a Study Session.
Colorado Springs Utilities Board Meetings
The Utilities Board meetings are held on the Wednesday between the Council meetings. It starts at 1:00 p.m. and is held in the Plaza of the Rockies, South Tower in the Blue River Board Room on the 5th floor.
Executive Sessions
Executive Sessions are closed meetings called upon by consent of two-thirds (2/3) of the quorum present. Proceedings are confidential and matters discussed may not be discussed outside of the meeting. Any Council member who does so, will be subject to censure by the majority of Council as provided in Charter § 3-50. The following are among appropriate topics for closed Executive Session:
Conferences with the City Attorney or other attorneys for the City for the purposes of receiving legal advice on specific legal questions.
Consideration of any documents protected by the mandatory nondisclosure provisions of the Colorado Open Records Act.
Determining positions relative to matters that may be subject to negotiations, developing strategy for negotiations, and instructing negotiators.
Matters required to be kept confidential by federal or state law or rules and
Personnel matters. If the employee who is the subject of the closed Executive Session has requested an open Executive Session, or if the personnel matter involves more than one employee and all of the employees have requested an open Executive Session, the personnel matter may be considered in open Executive Session or withdrawn from the closed Executive Session agenda.
Purchase, acquisition, lease, transfer, or sale of any real, personal, or other property interests.
Regulations
Specialized details of security arrangements or investigations.
Council/Staff Meetings
Council members will meet with key staff from the offices of the Mayor, City Clerk, and City Attorney as needed to discuss upcoming agendas and other issues.
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Impromptu (Open Meetings Law)
Whenever 3 or more Council members get together to discuss public business in person or by telephone or pre-arranged e-mail exchange, such gatherings constitute a meeting that must be public per the Open Meetings Law and “full and timely” notice be given to the public – posting of written notice 24 hours in advance. The council administrative staff is responsible for posting the meeting.
Monthly Calendar
A monthly calendar of "Official City Council Meetings" is prepared before the end of each month. This calendar lists the Work Session, Regular and Utility Board meetings along with any other meeting where three or more Council members attend. It also lists holidays and the days that the City will be closed in observance of them. This calendar is posted on the springsgov.com web site and outside of the City Clerk’s Office in the City Administration Building on the official posting board. It is also posted outside of the City Council Chambers at City Hall on the third floor.
Ordinance and Resolutions
Per City Charter (3-70 (a)), Council shall only act by ordinance, resolution or motion.
Ordinances
Ordinances are laws set forth by a municipal government and require two readings by Council. At legislative sessions, Council acts by ordinance, resolution or motion. Ordinances and resolutions that provide for the expenditure of money requires on final passage 5 affirmative votes. Once approved, all permanent ordinances are codified, generally by incorporation into the City Code.
Examples of actions requiring approval by ordinance:
Adopting the City’s budget and appropriating funds
Authorizing transfers of appropriations between funds and/or projects
Annexing land
Zoning and rezoning property
Amending zoning regulations
Calling special elections
Adopting codes by reference (example: International Building Code)
Creating boards or commissions and changing composition or duties The City Clerk is required to publish the ordinance at least 10 days after the second reading. An ordinance takes effect 5 days after final publication.
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Emergency Ordinance
An emergency ordinance requires 5 affirmative votes, must state the nature of the emergency, requires only 1 reading, and takes effect immediately upon passage.
Mayoral Veto
The mayor has the authority to veto any ordinance passed by Council except for ordinances that accomplish quasi-judicial acts; that approve bonds to be used by any City enterprise; that pertain to Utilities; and that submit a Charter amendment to a vote. Council can override a Mayoral Veto with 6 affirmative votes.
Resolutions
A resolution usually denotes an action that is administrative in nature or that gives policy direction in a less formal manner than an ordinance. Resolutions often deal with matters of a more temporary character, such as statements of opinion or policy not requiring an ordinance, or administrative direction regarding particular items of business. Resolutions are presented for consideration only once and take effect immediately after they are approved by Council vote.
Examples of actions that may be approved by resolution:
Appointments to boards and commissions
Adoption of policies
Adoption of Plans (land use, transportation, street, etc.)
Agenda
Agenda Process
The Council President, in consultation with the Council Administrator, the City Clerk, and the City Attorney shall prepare the agenda for all regular and special meetings. The agenda shall include all items requiring Council action. City Staff prepares an Agenda Item Summary and background material for each agenda item.
Council Member Initiated Ordinances and Resolutions Council members who wish to introduce an ordinance or resolution for discussion shall submit the item to the President at least 10 days prior to the work session meeting at which the item will be discussed and the item will be placed on the Work Session agenda for Council discussion. Council shall give direction on how to proceed with the item: work session, schedule for consideration at a regular meeting or take no action.
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Council Appointees Initiated Items Any Council Appointee, who desires to bring a matter before Council, shall submit the item to the President at least 10 days prior to the scheduled work session meeting at which the item will be heard.
City Board or Commission or Citizen Initiated Items Any City board or commission, via the board or commission chair, or a member of the public who would like council to consider adopting a policy or revising or eliminating an existing policy should contact the President or a councilmember and discus the request. The councilmember may then forward the request to the president for placement on a Work Session agenda for Council consideration.
Council “Packets”
Council packets containing the agenda for the following Monday and Tuesday Council meetings and any additional information or correspondence received is distributed on Thursdays prior to Council meetings. Packets can be retrieved electronically and can be printed in hard copy upon councilmember request. Hard copy materials are delivered to Councilmember’s homes on Fridays prior to Council meetings unless otherwise instructed.
Conduct of City Council Meetings
Seating Order
The President establishes Council member’s seating order at the dais. The President is seated in the center of the dais with the President Pro Tem seated at either the left of the right, and remaining member are seated per the president.
Attendance
Council members are expected to attend meetings and stay in attendance during each meeting. No member shall be excused from attending without the permission of Council. No member shall be excused except for good and valid reasons. Nor shall any member leave a meeting while in session without advising the President or presiding officer. Council members shall be required to contact the President no later than noon the day of the meeting to request that she/he be excused. Failure to comply, except in cases of emergency, shall result in an unexcused absence. The President will announce excused members during the Call to Order. If a member fails to attend 3 consecutive scheduled meetings without being excused by the Council, the office of the Council member shall be forfeited.
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Making a Motion
A motion is a proposal that the Council take a certain action or express certain views. The President will entertain motions at the appropriate time in the discussion by asking if there are any motions. A motion is made by a Council Member obtaining the floor and saying, “I move that…” and then stating the action proposed. Once a motion has been made, the President will ask if there is a second. The motion dies unless there is a second. Every council Member present must vote.
Rules of Order
Council has adopted its own rules or procedure for conducting Council meetings based upon “Parliamentary Law for Nonprofit Organizations.” Under those rules, the President not only chairs the meeting, but also participates in the making of motions, discussion, and voting. The following method is used by the Council for receiving and considering agenda items at its meetings:
A. City staff presentation a. Description and analysis b. Recommendations c. Council questions
B. Citizen input C. Public discussion closed D. Council motion and second E. Council discussion F. Council decision
Before addressing the City Council, each individual citizen must be recognized by the Chair, come to the microphone at the front of the Chamber, and state his or her name for the record. All proceedings are audio and video taped.
Voting
Every Councilmember present when a question is put shall vote on the question. Every ordinance, resolution or motion, except those providing for the expenditure of money, shall require the affirmative vote of the majority of the membership of the Council present for approval and passage. Every ordinance or resolution providing for the expenditure of money shall require the affirmative vote of five (5) members upon final passage. In the event the electronic voting machine becomes inoperative during any meeting, or the meeting is at a location without an electronic voting machine, the City Clerk shall call the roll in alphabetical order with the same Councilmember being called first throughout the meeting. The City Clerk shall record the oral vote of "aye" and "nay" of each Councilmember upon the Journal of the Council's proceedings.
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Tie Vote
In case of a tie vote on any proposal, the proposal shall be considered lost/failed.
Excused From Voting
Every Councilmember present at a Council meeting must vote on every item before Council unless it would constitute a conflict of interest under the City’s Charter or Code of Ethics. Any member of Council who has a personal or private interest in any matter proposed or pending before Council shall disclose such interest to the Council and shall excuse themselves, and shall refrain from attempting to influence the decisions of the other members of the governing body in voting on the matter.
Vote of Absent Council Member Not Permitted
Stating or attempting to state the vote or sentiments of any absent Council member is not permitted.
Time Limits for Speakers
During the discussion agenda and the citizen participation portion of the meeting, speakers are limited to three (3) minutes. Time limits are enforced by the President and time is kept by the City Clerk. Time limits may be adjusted depending on the number of speakers.
Absence of President
Occasionally, the President may be absent from a Council meeting. The President Pro Tem will generally chair these meetings. The President may ask another Council Member to do so if the President Pro Tem is unavailable.
General Council Information and Business Procedures
Council Member Schedules
Council members are encouraged to use their City Outlook Calendars to manage appointments. Council members may assign the council administrative staff to be a “delegate” on your calendars so staff can schedule meetings for individual Council members. Staff will walk you through that process.
Mail (Hard Copy)
Each Friday, Council mailboxes are emptied and the mail is delivered to Councilmember homes
or offices. Council members are requested to specify where they want Office Services to deliver
this mail packet i.e., front porch, mail box. If a Councilmember is going to be out of town they
should advise staff to hold their mail delivery until they return.
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Constituent Communications
Council Members receive a large assortment of mail each week: citizen letters, staff reports, and invitation and publications.
Citizen Emails Citizens appreciate a personal response from Council members, though this can be difficult at times given the volume of emails. Council Staff can assist if needed. Communications addressed to Council that require administrative action are referred to the Mayor for response. Citizen Complaints Citizens often contact Council to get help in accessing City Services. As a first response to solving citizen problems, Council Staff will submit a request to the online Citizen’s Request Form (http://www.springsgov.com/citizenreq).
The advantages of the Citizen’s Request Form include:
Quickest response to resident’s issues and questions
Allows staff to track issues and trends in the types of questions submitted and identify needed performance improvements
Council Members should encourage citizens to contact them if the issue is not resolved or flag the request to follow up with the citizen.
Invitations from Community Organizations
Council members receive numerous invitations to attend events sponsored by community organizations. If you plan on attending an event, please notify the council administrative staff so staff can R.S.V.P and pay any registration fees. Staff will periodically poll Council members to see if they are attending specific city and community events.
Public Appearance/Speaking Engagements
Council members are frequently asked to attend or speak at various events. These events include, but are not limited to:
Civic & community groups
Educational or community panels, forums etc
Groundbreakings, dedications, ribbon-cuttings etc.
Receptions, dinners etc.
News conferences It is generally preferred by the invitee that an RSVP be given. A council staff member will provide RSVP’s to the inviting parties if notified.
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If remarks or presentations are requested, the council staff can work with you to ensure that the appropriate materials are prepared. Most often these presentations are less than 15 minutes in length and comprise:
Presentation of general city greetings or congratulations
Presentation of a resolution or proclamation on behalf of the city
Interviews or discussion of a particular topic (these materials can be prepared by city staff if enough time is allowed)
Although all Council members generally receive invitations to various functions, many speaking requests are initially offered to the President, then the President Pro Tem. If the request is for a District-related function, the invitation will be made to the District representative first.
Ceremonial Documents
Certificates of Appreciation are done for a variety of reasons to recognize individuals. An organization may ask Council for a Certificate of Appreciation for an employee, and a City Council member may request a Certificate for an outstanding individual or organization in their district.
Proclamations
Proclamations are ceremonial documents signed by the president of City Council. They do not require city council action and are typically issued in order to:
Promote arts and cultural celebrations that are City sponsored or advance City priorities Promote national awareness of educational, health, victim’s rights, and other issues that
are sent to Washington, D.C. to be included on a permanent list Raise public awareness of local issues that impact the health and safety of residents Support charitable fundraising campaigns that benefit a majority of Colorado Springs
residents Proclamations recognizing individuals will generally not be considered unless they concern Colorado Springs:
Citizens Business owners City employees and/or local officials who are recognized for their outstanding service to
the public Retiring military officials who have made a significant contribution to the Armed Forces
and are/were stationed at one of our local military bases Proclamations will not be issued for:
Campaigns or events contrary to city policies Events or organizations with no direct relationship to the City of Colorado Springs For-profit causes Matters of political controversy, ideological or religious beliefs or individual conviction Pending ballot or legislative issues
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Council Pay
Council pay is set by the City Charter. Currently the pay is $6250 (annual). City Council Members are compensated on a monthly basis through direct deposit.
Councilmember Expenses
Each councilmember is allocated funds for expenses incurred while attending to official City business. Many expenses may be paid directly by staff on the Councilmember's behalf. Others will require reimbursement. Requests for reimbursement and amounts reimbursed are public records. Copies are frequently requested by the news media during election time. Council members are asked to show good judgment and proper regard for economy in incurring reimbursable expenses.
Eligible expenses include:
Parking expenses in City parking garages for constituent visitors to City Hall.
Preparation, printing and distribution of official informational newsletters and other mailings from the Council or Councilmember to the elected official's constituents
Publication of notices or advertisements for the purpose of notifying the public
Automobile mileage used in the course of official City business
Travel to attend conferences, training, meetings or events (vehicles, airfare, lodging, and meals) Out of state Travel must be approved by the Council
Admission to and meals at events (for member and spouse/guest)
Purchase of books, periodicals
Membership dues
Payment of expenses for participation in the activities of organizations to which the City belongs
Certain expenses are not reimbursable:
Alcoholic beverages
Cost of a Councilmember's spouse or family member who may travel with the Councilmember on official city business.
Expenses incurred in election activities.
Mileage Reimbursement
Council members are entitled to reimbursement for mileage incurred while conducting City business. The City reimburses at the same per-mile rate as the IRS allows for tax purposes. The IRS does not allow reimbursement for commuting costs between a councilmember’s home and work site. For council members, who do their work throughout the community, the work site has been determined to be the first meeting of the day. Mileage can be reimbursed for every meeting following the initial meeting, but cannot be reimbursed for the return trip home. Council members must maintain a log of their meeting locations, mileage and purpose and
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submit those to staff for reimbursement. Logs should be submitted monthly. Reimbursement is made by direct deposit.
Travel Arrangements
When attending an out-of-town conference or meeting, Administrative Support staff will make travel arrangements in advance of the trip. Council must approve out-of-state travel. Please inform Council Staff as soon as possible regarding out-of-town conferences so an agenda item can be prepared for Council action. Staff will make arrangements for convenient travel dates, airline reservations, accommodation preferences, etc. The City makes every effort to get the most economical airfares and room accommodations. Many airline reservations are non-refundable. Please be mindful that if cancellations are necessary, the City will end up paying the extra costs. Airfare, hotel, conference registration, car rental or taxis, mileage or shuttle expenses, and mail expenses will be paid by the City. Documentation for meals varies depending on the type of event or travel. Meals must include an itemized receipt as well as the names of individuals being fed, the place or location, the business purpose, the item or date and the type of meal (lunch, breakfast, or dinner). Though meals are typically paid for on a per diem business, Council members should keep all receipts and submit them to the Council Administrative Assistant who will prepare the expense summary and obtain the appropriate signatures for approval. Reimbursement is made by direct deposit.
Travel and meeting expenses are addressed in the City of Colorado Springs Civilian Policy and Procedure Manual – Policy #61; same day meals are addressed in Policy #62.
Donations
Council members may contribute funds to any organization, including another government or another City agency, provided the donation is:
For an identifiable public purpose
For the benefit of the City or its residents
For a non-sectarian purpose In compliance with all applicable City laws and rules Not made to any campaign, candidate or political action committee
Not in support of any litigation or legal action Donations are approved by resolution by the full council. Staff will prepare the resolutions and ensure donations are processed.
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Unspent Funds
At the end of the year, Council members may elect to carry over any unspent funds in their individual accounts for the purpose of making expenditures beneficial to the member's district or the City as a whole. Such funds can only be spent on capital improvements or capital equipment or for official mailings to the public.
Memberships
Council members are members of the following organizations. Membership fees are paid for by the City:
Colorado Municipal League (CML)
National League of Cities (NLC)
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Office Supplies
Administrative Support staff will supply Council Members with note cards, stationery, envelopes, pens, pencils, and computer or printer supplies for Council Member computers.
Personal Computers
Each Council Member is provided an iPad for the purpose of accessing the City’s electronic mail system. Council Members’ use of City computers is governed by the same policies that are applicable to City employees. Council Members should assume that all e-mail, even if contained on Council Members’ personal computers, dealing with City business is subject to inspection by members of the public.
Cell phones
Council members will receive an iPhone to be used during their term. The City will purchase the phone and pay for all related charges, including any connection fees or other initiation fees. The City will also pay the monthly fee and rates for calling plans that should allow an adequate number of minutes for calls pertaining to City business. Within those limits, Council Members may also use the City cellular phone for personal calls. A copy of monthly billing summaries will be mailed to Council Members for review. Please be aware that phone bills are public information. These accounts may also be audited.
Council E-mail Policy
This policy governs the use, management and retention of electronic mail by members of the City Council.
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E-mail created, received, or kept by Council Members that is related to City business, whether on paper or in electronic form, constitutes a “public record” or the City, regardless of its physical location or the form in which it is maintained. Therefore, such e-mail communications are generally subject to the disclosure requirements of the Colorado Open Records Act unless a particular provision in the Act allows or requires confidentiality. Furthermore, e-mail messages may be discoverable in litigation. Accordingly, Council Members should have no expectation of privacy in either sending or receiving information electronically, unless the subject of the e-mail is purely personal in nature, and they are responsible for using, managing, and retaining e-mail in accordance with this policy.
Management of E-mail
E-mail related to City business should be handled with the same level of care properly used in the creation, distribution, management, and retention of paper records and correspondence. E-mail is subject to the same etiquette and courtesy considerations as paper correspondence. E-mail misaddressed or received in error should be deleted after a reply is sent to inform the sender of the error. E-mail messages that are not saved or archived will be deleted by the IT Department on a 45- day schedule.
Retention of E-mail
All electronic records, including e-mail, of the City are subject to the retention requirements set out in the “City of Colorado Springs E-mail Retention Policy.” (See Appendix)
Guidelines for the Retention of Council E-mail:
All City of Colorado Springs e-mail information is categorized into four (4) main classifications with retention guidelines:
Administrative Correspondence (Retain for 1 year)
Fiscal Correspondence (Retain for 1 year)
General Correspondence (Retain until read, destroy)
Ephemeral Correspondence (Retain until read, destroy)
Ways to Stay Informed
One of the easiest ways to stay informed is by making use of the main Employee Intranet home page. Checking once a day will show you the latest news. Below are some other ways to stay informed, including many options to sign up for various email alerts:
Online Events Calendar Provides notice of public meetings being held for City related functions (www.springsgov.com/Calendar.aspx?SectionID=49).
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CityWire Sign up to be alerted by email when new information is posted to springsgov.com. (http://www.springsgov.com/QuickSubscribe.aspx)
Employee Communications Sign up to be alerted when new information is posted on the Employee Intranet. You can choose what to be notified about and how often.
Mayor Bach's Web Site news Sign up to be alerted when new content is added to bachsoffice.com. Click on Subscribe to Mayor Bach News by Email. (http://mayorstevebach.com)
News Roll-up This page on the Intranet pulls in information from various sources including City news releases and City tweets. (http://web-intranet/Pages/News.aspx)
Talk to Bach This intranet page will include information from the Mayor to employees and also provides way to submit your questions, comments and suggestions to him. You can also email [email protected].
Employee Discussion Board This is a place for employees to share ideas and problem solve together. (http://web-intranet/discussion/default.aspx)
Media
The city of Colorado Springs is dedicated to creating and maintaining honest and quality communication with all members of the media.
Requests from Reporters
All requests from reporters should be directed to the Communications Specialist. The Communications Specialist will request:
Name of the media representative
Contact information of media representative
Media organization they represent
What questions the media representative would like to ask Council
What is the media representative’s deadline
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After the initial contact, the Communications Specialist will contact the President and President Pro-tem for a response to the media representative. If neither is able to comment, a request for response will be sent to the designated Council spokesperson.
Communicating with the Media
How you respond to news media inquiries depends on what type of contact you have. During a scheduled interview, if you have time to prepare, you will be able to answer questions in greater detail than you would during an unscheduled one. Telephone inquiries do allow you some time to collect facts - but don't let yourself be pushed into answering questions when you don't have the facts. Feel free to tell the reporter you will call back when you've collected all the information you need to address their needs. It is best to avoid unscheduled interviews. Try to avoid answering questions on the spot; give yourself time to think. If it's a situation such as a television news crew or radio reporter, it's best not to say "no comment." Rather, say something like, "I don't have enough information to be able to answer that question in detail" or "This issue is particularly sensitive and I'd prefer not to answer at the moment."
Media Tips
Any organization’s most valuable asset is its good name and reputation.
Whether in a live interview or a prepared, written statement - Be honest. Stick with the facts. Don't speculate. Project sincerity and confidence.
Never say “no comment” – it could lead the reporter into thinking that you are guilty or hiding information. If you can’t discuss something, explain why and suggest other topics about which you can talk.
Don't go "off the record" - If it can't be said "on the record," it's best not to say it at all. You must be prepared to read anything you say to a reporter in the newspaper.
Never answer a question without first thinking about the answer. Answering a question too fast could cause you to say something you don’t want in the article
If you disagree with the angle of the story, decline the interview or request that the reporter go in a different angle.
Do not feel obligated to be interviewed on the spot. Ask what the interview is about and agree to call the reporter back within a reasonable amount of time. Prepare before you call back.
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Plan for the interview. Decide what 3-5 messages you want to convey. Use notes during the interview. Bridge from the reporter’s questions to your messages.
Answer questions directly. If you don’t want to answer, say so. Then explain why.
It’s okay to say “I don’t know,” but help the reporter get the answer.
Speak in simple straightforward language; answer questions in the positive, avoid negative responses and quotes. Restate important points.
On TV or telephone interviews, do not feel like you have to fill the silence. You may dilute and over-explain the answer you just gave. Don’t over-react.
Don’t guess or speculate; know what you’re talking about or find someone who can respond.
Return reporters’ calls as promptly as possible, even if it is to say when you will call back with more information.
Never assume a microphone is off until it is packed away.
Social Media Policy and Guidelines
Emerging platforms for online collaboration are changing the way we work, and offer new ways to engage with customers, colleagues, and the world at large. Participation in Social Media must comply with the posted “Privacy Policy of The City of Colorado Springs” and must be consistent with the provisions of “City of Colorado Springs Civilian Policy # 37 # 41 Business Code of Ethics” and “Sworn Policies and Procedures # 29 & # 31 #32” . (See Appendix)
Social Media Pages
Council’s Twitter Feed (https://twitter.com/springsgov)
Council’s Facebook page (https://www.facebook.com/coscitycouncil)
City’s Twitter Feed (https://twitter.com/springsgov)
City’s Facebook page (https://www.facebook.com/springsgov)
More City pages/feeds (http://www.springsgov.com/Page.aspx?NavID=4327)
Colorado Open Records Act Requests
The Colorado Open Records Act requires that city managers and other employees make any public record available for inspection and copying within three (3) business days of a request for that record, unless certain statutorily defined “extenuating circumstances” exist.
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Sometimes the specific request will include requests for e-mails, documents, etc., which are in the possession of City Council members. It is critical that the City respond promptly to any such requests by working to locate the requested record(s) and proceeding to determine whether the record is a “public record” as defined in the Act, or whether it is subject to a privilege protecting it from disclosure under the Act. When staff notifies you of the Open Records request please search for and retrieve applicable e-mails and/or documents and provide them in a timely manner to the Communications Specialist will then work with the City Attorney’s Office. E-mail that is the subject of a pending Open Records request for inspection should not be deleted, notwithstanding the general retention guidelines discussed above.
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Appendix City of Colorado Springs Email Retention Policy 1.0 Purpose The Email Retention Policy is intended to help City of Colorado Springs employees determine what information sent or received by e-mail should be retained and for how long. The information covered in this policy includes, but is not limited to, information that is either stored or shared via electronic mail or instant messaging technologies. All city employees should familiarize themselves with the e-mail retention policy areas that follow. Questions about the proper classification of a specific piece of information should be addressed to your manager. Questions about this policy should be addressed to the Information Technology Department. 2.0 Scope This e-mail retention policy conforms to the State of Colorado Archives Municipal Records Retention Schedule for the City of Colorado Springs. Any e-mail that contains information in the scope of the Municipal Records Retention Schedule should be treated accordingly. All City of Colorado Springs e-mail information is categorized into four (4) main classifications with retention guidelines:
Administrative Correspondence (Retain for 1 year)
Fiscal Correspondence (Retain for 1 year)
General Correspondence (Retain until read, destroy)
Ephemeral Correspondence (Retain until read, destroy) 3.0 Policy 3.1 Administrative Correspondence Administrative Correspondence includes, though is not limited to clarification of established city policy, time card information, work place behavior and any legal issues. All e-mail labeled information sensitive shall be treated as Administrative Correspondence. 3.2 Fiscal Correspondence Fiscal Correspondence is all information related to revenue and expense for the city. 3.3 General Correspondence General Correspondence covers information that relates to citizen interaction and the operational decisions of the City. The individual employee is responsible for e-mail retention of General Correspondence.
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3.4 Ephemeral Correspondence Ephemeral Correspondence is by far the largest category and includes personal e-mail, requests for recommendations or review, e-mail related to updates and status reports; and, usually e-mail messages that require business related action and can be deleted after reading. 3.5 Encrypted Communications Encrypted Communications should be stored in a manner consistent with individual departments’ information sensitivity policy, but in general, information should be stored in a decrypted format. 3.6 E-Mail Deletion E-mail messages that are not saved or archived will be deleted by the IT Department on a 45 day schedule. Messages that are not saved to a file off the e-mail server will be deleted after the 46th day. The deletion process excludes e-mail messages that are subject to a preservation order from the City Attorney or Court Order. 3.7 Recovering Deleted Email via Backup Media The City of Colorado Springs IT Department maintains backup tapes from the e-mail server and every quarter a set of tapes is taken out of the rotation and they are moved offsite. No effort will be made to remove e-mail from the offsite backup tapes. 4.0 Enforcement Any employee found to have violated this policy may be subject to disciplinary action. 5.0 Colorado Municipal Records Retention Schedule 7.90 Correspondence and General Documentation Correspondence is a written communication that is sent to or received by 1 or more individuals via the U.S. mail, private courier, facsimile transmission or electronic mail (see Schedule 7 Electronic Mail), including letters, postcards, memoranda, notes, telecommunications and any other form of addressed, written communications that are sent or received by the municipality. The term general documentation is intended to cover a wide variety of records created in the normal course of business. A. Calendars and Notes Records kept to document and facilitate the routine planning and scheduling of meetings, appointments and similar activities; includes calendars, appointment books, telephone messages, notes, diaries and similar records with routine content. Retention: 1 year B. Enduring Long-Term Value
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Documentation or correspondence with enduring and long-term administrative, policy, legal, fiscal, historical or research value; records that relate to policy issues and actions or activities in which an important precedent is set; records of historic events relating to the municipality or the community; and other similar records and documentation. Retention: Permanent C. Routine Value Operating documentation that is routine and contains no significant administrative, legal, fiscal, historical, informational or statistical value. Includes routine letters or memoranda sent and received, reading or chronological files that are kept solely for convenience and contain duplicates of memos or letters that are also filed elsewhere, routine requests for information, transmittal documents, etc., and includes e-mail. <Amended 1/03> Retention: 1 year + current D. Transitory Value General documentation of extremely short-term value, including advertisements, drafts and worksheets, desk notes, copies of materials circulated for informational "read only" purposes, other records with preliminary or short-term informational value, and includes e-mail. (Amended1/03) Retention: Until material has been read 7.100 ELECTRONIC RECORDS A. Computer-Maintained Records Records manipulated and stored using computer technologies. Retention: Follow the retention schedule for the specific type of record B. Electronic Mail Electronic mail is an electronic message that is transmitted between 2 or more computers or electronic terminals, whether or not the message is converted to hard copy format after receipt and whether or not the message is viewed upon transmission or stored for later retrieval, including electronic messages that are transmitted through a local, regional or global computer network [CRS 24-72-204.5]. Retention: Follow the retention schedule for the specific type of record
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6.0 Terms and Definitions Approved Electronic Mail: Includes all mail systems supported by the IT Department. These include, but are not necessarily limited to, Microsoft Exchange and SharePoint. If you have a business need to use other mailers contact the IT Help Desk. Approved Encrypted e-mail and files: Techniques include the use of DES and PGP. DES encryption is available via many different public domain packages on all platforms. Please contact the IT Help Desk if you require a license. Individual Access Controls: Individual Access Controls are methods of electronically protecting files from being accessed by people other than those specifically designated by the owner. On Mac’s and PC's, this includes using passwords on screensavers, such as Disklock. Insecure Internet Links: Insecure Internet Links are all network links that originate from a locale or travel over lines that are not totally under the control of the City’s IT Department.
City of Colorado Springs Social Media Policy and Guidelines
Purpose This document outlines the City of Colorado Springs (City) policy for all Web 2.0/Social Media
Technologies usage for all employees when used in the course of their job duties.
Scope This policy applies to all employees of the City of Colorado Springs. All divisions / departments / sections / units that utilize approved Web 2.0 Media services representing the City of Colorado Springs must comply with this document.
Introduction Social media is content created by people using highly accessible Internet based publishing technologies. Social media software tools allow groups to generate content and engage in peer-to-peer conversations and exchange of content (examples are Blogger, Twitter, Wikispaces, YouTube, Facebook, etc.)
The decision to utilize social media technology is a business decision, not a technology-based decision. It must be made at the appropriate level for each department or agency, considering its mission, objectives, capabilities, and potential benefits. The goal of the Department of Information Technology is not to say “No” to social media websites and block them, but to say “Yes”, with effective and appropriate information assurance, security, and privacy controls- which includes the coordination of tool uses through Public Communications. The decision to authorize use of social media websites is a business decision. The purpose of this document is to provide guidelines for use of social media at the City of Colorado Springs. Agencies may utilize these guidelines as a component of departmental policy development for
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sanctioned participation using Social Media tools, or simply as employee guidelines. If you are a City employee or contractor creating or contributing to blogs, microblogs, wikis, social networks, virtual worlds, or any other kind of social media both on and off the springsgov.com domain, these guidelines are applicable. The City of Colorado Springs expects all who participate in social media on behalf of the City, to understand and to follow these guidelines. These guidelines will evolve as new technologies and social networking tools emerge.
Engagement Emerging platforms for online collaboration are changing the way we work, and offer new ways to engage with customers, colleagues, and the world at large. It is a new model for interaction and social computing can be one element to help employees to build stronger, more successful citizen and agency business relationships. It is a way for City employees to take part in national and global conversations related to the work we are doing at the City of Colorado Springs and this global reach must be considered as you implement the tools.
If you participate in social media, follow these guiding principles: Ensure that your department sanctions official participation and representation on social media sites and that you have discussed your communication plan and had basic media training from Public Communications. Ensure that your participation is consistent with the provisions of City of Colorado Springs Civilian Policy # 37 # 41 Business Code of Ethics and Sworn Policies and Procedures # 29 & # 31 #32 Participation must comply with the posted Privacy Policy of The City of Colorado Springs. Know and follow the Civilian Policy # 57 Computer Usage, Sworn Policy # 31 Business Code of Ethics Equipment Usage, and Civilian Policy # 41 Confidential Information, Sworn Policy # 31 Business Code of Ethics, Confidential Information, policies, and the attached Media Policy and Guidelines Public Communications. Use social media collaboration tools explicitly authorized in this Guide.
Approved Web 2.0(Social Networking) Technology Platforms/Services
- Facebook - Twitter - RSS Feeds from springsgov.com (Content Management Tools) - YouTube - Vimeo - wikipedia.org