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Minutes from the Joint Meeting of Infonnation and Technology Committee and the Council Rules Committee <br /> March 23,2011 <br /> Page 3 <br /> City Attorney Charles Leone stated that the City of South Bend received over 1,800 requests for public <br /> records last year. The City has a responsibility to not only respond to each of these requests but to control <br /> the system on which such records are kept, for a certain number of years. He further stated that he agrees <br /> with the Council Attorney that the focus is to have local regulations which are consistent with the State's <br /> Access to Public Records law,as well as to the State's Open Door Law. <br /> A series of questions from Council Member Oliver Davis to the City Attorney then took place addressing <br /> emails and social media such as Facebook and Twitter. He noted that he often receives and sends more <br /> via social media, and believes that elected officials and city employees should know what is considered a <br /> public record and what is not. He noted that many times not only city-owned devices are used, but also <br /> privately owned devices. The City Attorney stated that he would prepare a memo on this topic. <br /> The City Attorney and the Council Attorney both stressed that that the scope of the proposed ordinance <br /> only addresses electronic devices at city public meetings. <br /> Dr. Varner noted that under the proposed regulations, persons have to realize that the information would <br /> be discloseable, if requested. Dr. Varner then stated that preliminary discussions have taken place with <br /> Gregg Zientara and Bob Allen about possibly moving forward with new technologies which could be <br /> implemented on the 12, 13`�', 14°i and 4`�' floors of the County-City Building. He then asked Mr. Zientara <br /> to give an update. <br /> City Controller Gregg D. Zientara stated that the collective goal is to be a "technology savvy city". They <br /> are considering IT initiatives to move forward on wireless access networking so that city employees, <br /> elected officials, etc. and those who come in to give presentations would have access to a City-Controlled <br /> system. It would be firewall protected and security protected, where a key would be needed from IT for <br /> such access. The City would be able to capture all such items for public record keeping purposes. <br /> In response to a question from Council Member White, the following timeframe was given by Mr. <br /> Zientara and Mr. Allen: <br /> • Monday, March 28`�'bids would go out <br /> • June lst Projected date to be wireless <br /> • Within approximately two (2) months new tech devices <br /> Dr. Varner emphasized in becominb a "hi�h tech city'there should be mare access for the public. <br /> Botli Gregg Zientara and Chuck Leone stated that they «�ould be looking into up�rading the City's <br /> website so that more documents/infonnation is accessible pursuant to proper protocols being in place, <br /> including customer service. <br /> Bob Allen noted that emails are still captured by the city if they are forwarded to a Blackberry or similar <br /> devices. He recommended that if an email deals with city government issues/matters a copy should be <br /> sent. <br /> In response to a question from Council Member Puzzello, City Attorney Leone stated that the city has <br /> several persons who request information on a regular basis. Providing more information on the city <br />