4.1. ERMUSR 05-14-2013 Elk River
Municipal Utilities UTILITIES COMMISSION MEETING
TO: FROM:
Elk River Municipal Utilities Commission Theresa Slominski, Finance & Office Manager
John Dietz—Chair
AI Nadeau—Vice Chair
Daryl Thompson—Trustee
MEETING DATE: AGENDA ITEM NUMBER:
May 14, 2013 4.1
SUBJECT:
Purchase of iPads and ERMU iPad/Tablet Device Guidelines
BACKGROUND:
The 2013 budget includes$10,000 for the purchase of ipads for the monthly commission meetings,with
the consideration that the analysis and potential final purchase will be determined in 2013. Last month an
overview of the ipad capabilities and an introduction to its use was presented to the Commissioners.This
month a policy for handling ipads and an overview of the costs and potential savings is presented.
DISCUSSION:
The attached policy mirrors the City guidelines for purpose, use, care, and acknowledgement of
responsibility with the ipads.
The attached spreadsheets review 1)the costs for purchasing ipads for the Commissioners and
management and 2)the savings to replace the"book"compilation of materials currently in use for the
monthly meetings. The costs were determined with estimates provided by Bob Pearson of IT and include
the initial purchase of ipads and related support, as well as identifying ongoing future expense to be
incurred. The savings were determined with estimates of staff related to the time and materials invested
each month in the production of the"book"(only considering those items that would be eliminated with
the ipads), and aggregated for a year. The supporting schedules show the initial investment of$8,581
(below the budget amount of$10,000)and savings of$6,717 in the first year.
ACTION REQUESTED:
Staff recommends approval to purchase ipads for Commissioners and management.
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Elk River
Municipal Utilities
7.7 IPAD/TABLET DEVICE GUIDELINES
1.0 Purpose and Summary
These guidelines pertain to ERMU employees and Utilities Commissioners who are issued a
device purchased by ERMU. The purpose of these guidelines is to outline the responsibilities
and care required for utilities-issued iPad or tablet devices.
The devices are intended to be utilized by ERMU staff and Utilities Commissioners for the
purpose of enhancing meeting workflow, reducing the use of paper agenda packet materials,
improve staff efficiency, and to improve the timeliness of Utilities Commission, staff, and
customer communication.
2.0 Utilities Use
Issued devices are intended for professional use. ERMU does not maintain loaner devices, so
users will be responsible for conducting meetings without a device in the event of a lost or
misplaced device.
• Devices shall be maintained in a suitably charged state during work hours.
• Inappropriate media may not be used as a screensaver or background photo.
• Devices will be secured with a minimum eight (8) digit numeric pass code.
• Sound shall be muted at all times unless needed for instructional purposes.
• Personally-owned music, games and apps may only be present on ERMU-issued
device when using a personal Apple ID iTunes account.
• In case a device is restored to its original condition, the user is responsible for
restoring any personal content.
• ERMU is not responsible for backing up personal related content.
• Users may save work locally on the device. It is strongly recommended that users
utilize the ERMU-designated online storage technology.
• Information stored on the iPad or tablet device could be classified as public,
private, or other data and is governed by the Minnesota Government Data Practices
Act (MN Statute Chapter 13) and must be treated accordingly.
Page 1 of 3
• Staff and Utilities Commissioners should retain information stored on the iPad or
tablet device in keeping with ERMU policies and procedures per the General
Records Retention Schedule.
3.0 Personal/Home Use
The iPad or tablet device is a powerful computing tool. ERMU-issued devices may be taken
home provided the use is consistent with the Email/Internet portion found in the ERMU
Employee Handbook as well as any other relevant ERMU policy. Failure to adhere to ERMU
policies shall result in the revocation of such use privilege.
• Users are allowed to connect devices to non-city wireless networks.
• While instruction and advice may be offered, ERMU is not responsible for home
network use or support.
• It is the policy of ERMU to maintain the right to access and disclose any and all
messages communicated through electronic means when ERMU-issued equipment is
used. Regardless of the intent of the message (business or personal), any employee
involved has no right to privacy, or to the expectation of privacy, concerning the
content of any message or the intended destination of any message when using
ERMU-issued equipment.
4.0 iPad Care
Users will be held responsible for the maintenance and care of assigned communication devices.
• Keep batteries charged and ready for use at meetings.
• Clean the view screen with a soft, dry cloth or anti-static cloth as needed.
• Do not lean or place anything on the screen that may cause damage.
• Utilize the protective case at all times.
• When not in use, store in a secure location. Never leave in an unlocked car or any
other theft-prone area.
• Immediately report lost stolen, malfunctioning or damaged devices to ERMU.
• Stolen devices must be reported immediately to the local authorities.
• Consult with ERMU before connecting or syncing devices to another computer.
5.0 Application Software
All software applications purchased and installed by ERMU must remain on the device in a
usable condition and be accessible at all times. Users are responsible for personal software
applications and are responsible for installation and backup.
• Software purchased by ERMU will be done through an ERMU Apple ID iTunes or
similar account.
• Users are allowed to purchase and download personal applications providing they are
not profane, obscene or offensive to others.
7.7 iPad/Tablet Devise Guidelines Page 2 of 3 PROPOSED May 14, 2013
• ERMU is not responsible for the loss of any personal software applications when the
device is updated,tested with diagnostic tools or restored to its original state.
• Storage space needed for ERMU applications will take precedence over space used
for personal items.
6.0 Acknowledgement
All Utilities Commissioners and ERMU staff who are assigned an iPad or tablet device shall be
provided a copy of these guidelines and shall acknowledge receipt and understanding of the
provisions outlined herein. The guidelines may be updated as needed.
I agree that I will use the ERMU-issued iPad or tablet device in accordance with the
specifics outlined in this user agreement. I also understand that use of an ERMU asset is a
privilege that may be revoked at any time.
Printed Name:
Signature:
Date:
7.7 iPad/Tablet Devise Guidelines Page 3 of 3 PROPOSED May 14, 2013