October 15 2013 Complete Agenda

7/27/2019 October 15 2013 Complete Agenda

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MAYORANDCITYCOUNCILWORKSESSION

Tuesday,October15,20131:00P.M.

AClosedSessionisscheduledfrom11:00A.M.1:00P.M.todiscusslegal,contractual,realestateandpersonnelmatters.

AGENDA

1. CALLTOORDER2. REPORTONCLOSEDSESSIONOctober15,201311:00a.m.1:00p.m.3. COMMENTSFROMTHEPUBLIC

AnypersonwhomaywishtospeakonamatterscheduledfordiscussionontheWorkSessionAgendamaybeheardduringCommentsfromthePublicforaperiodofthree(3)minutesorsuchtimeasmaybedeemedappropriatebytheCouncilPresident. Anyonewishingtobeheardshallstatetheirname,addressandtheAgendaitemonwhichheorshewishestospeak.

4. NEWBUSINESSA. BidOpenings EnergyPerformanceContractingServices

B. BidAwardRecommendationforBeachPatrolHeadquartersDesignServicespresentedbyCity

Engineer

C. DiscussionofEmployeeBenefitsInsuranceRenewalpresentedbyRosanneCalzetta,Bolton

Partners

D. Fire/EMSUpdatepresentedbyChiefLarmore

E. RequesttoApproveRevisionstoComputerPolicyManualpresentedbyCityEngineer

F. RequesttoApprove2014MayorandCouncilMeetingSchedulepresentedbyCityManager

G. RequestApprovalforTaxiMedallionTransferspresentedbyCityClerk

5. ADJOURN


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WORK SESSION -MAYOR AND CITY COUNCIL

TUESDAY, OCTOBER 15, 2013

2. Report on Closed Session October 15, 2013 11:00 a.m.

1:00 p.m. - Legal, Contractual, Real Estate and Personnel

Matters


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NOTICE OF CLOSED SESSION OF MAYOR & CITY COUNCIL OF OCEAN CITY

AUTHORITY: State Government Article: Section 10-508(a) Annotated Code of Maryland

PURPOSES:

X

1. To discuss:

(i) the appointment, employment, assignment, promotion, discipline, demotion,compensation, removal, resignation or performance evaluation of

appointees, employees or officials over whom it has jurisdiction; or(ii) any other personnel matter that affects one or more specific individuals;2. To protect the privacy or reputation of individuals with respect to a matter that is

not related to public business

X3. To consider the acquisition of real property for the public purpose and matters

directly related thereto;

4. Consider a matter that concerns the proposal for a business or industrialorganization to locate, expand or locate in the state;

5. Consider the investment of public funds;

6. Consider the marketing of public securities;

X 7. Consult with counsel to obtain legal advice;

8. Consult with staff, consultants or other individuals about pending or potentiallitigations;

9. Conduct collective bargaining negotiations or consider matters that relate to thenegotiations;

10. Discuss public security if the public body determines that public discussion

would constitute a risk to the public or public security, including;

a) the deployment of fire and police services and staff; and

b) the development and implementation of emergency plans

11. Prepare, administer or grade a scholastic, licensing or qualifying examination;

12. Conduct or discuss an investigative proceeding on actual or possible criminal

conduct;

13. Comply with a specific constitutional, statutory or judicially imposedrequirement that prevents public disclosures about a particular proceeding ormatter; or

X

14. Before a contract is awarded or bids are opened, discuss a matter directly relatedto a negotiation strategy or the contents of a bid or proposal, if public discussion

or disclosure would adversely impact the ability of the public body to participate

in the competitive bidding or proposal process

DATE AND TIME: Tuesday, October 15, 2013 11:00 a.m.

PLACE: City Hall

SUBJECT: Legal, Contractual, Real Estate and Personnel Matters

VOTE: UNANIMOUS

OTHER: FOR:

AGAINST:

ABSTAIN:

ABSENT:


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REPORT OF CLOSED SESSION

OF THE MAYOR AND CITY COUNCIL OF OCEAN CITY

Prior to this open session of the Mayor and City Council being held on Tuesday,

October 15, 2013, a closed session was held on Tuesday, October 15, 2013, at

11:00 a.m. The following is a report of the closed session.

1. A statement of the time, place, and purpose of the closed session is attached.

2. A record of the vote of each member as to closing the session is attached.

3. A citation of the authority under the law for closing the session is attached.

4. (a) Topics of Discussion: Legal, Contractual, Real Estate and Personnel Matters

(b) Persons present:

Mayor Richard Meehan

City Manager David RecorCouncil President Lloyd Martin

Council Secretary Mary Knight

Council Members Doug Cymek; Margaret Pillas; Brent Ashley; Dennis Dareand Joe Mitrecic

City Solicitor Guy AyresHuman Resource Director Wayne Evans

Rosanne Calzetta, Bolton Partners

OCDC Director Glenn Irwin

OCDC President Bob GivarzExecutive Office Associate Diana Chavis

Action(s) taken:

Motion to close meeting:

H:\Wpdoc\closedsess.wpd


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3. COMMENTS FROM THE PUBLIC

Any person who may wish to speak on a matter scheduled for discussion on the Work

Session Agenda may be heard during Comments from the Public for a period of three

(3) minutes or such time as may be deemed appropriate by the Council President.

Anyone wishing to be heard shall state their name, address and the subject on which

he or she wishes to speak.


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4. NEW BUSINESSA. Bid Opening Energy Performance Contracting Services


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Energy Performance Contract Bidders List

Constellation Energy

Eaton

Energy Systems Group

Flexera

Global Energy Services

Honeywell

Johnson Controls

Mid-Atlantic

Noresco

Pepco Energy

Please note that these are lengthy proposals with award based on a combination of

qualifications and fee structure. The contract is for a firm to provide energy audits in City

facilities with recommendations for energy saving modifications. The guaranteed energycost savings from the recommended changes are then used to pay for the projects. As a

result, the City is able to receive new equipment and recognize long term energy savingswith a neutral budget impact.

I would therefore request that the Council simply acknowledge receipt of each proposal

and remand to staff for review.

Terence J. McGean, PE

City Engineer


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TOWN OF OCEAN CITY

OCEAN CITY, MARYLAND

Request for Proposals

Energy Performance Contracting Services

COUNCIL

LLOYD MARTIN

PRESIDENT

MARY P. KNIGHT

SECRETARY

BRENT ASHLEY

DOUGLAS S. CYMEKDENNIS W. DARE

JOSEPH M. MITRECIC

MARGARET PILLAS

MAYOR CITY MANAGER

RICHARD W. MEEHAN DAVID L. RECOR, ICMA-CM

CITY ENGINEER

TERENCE J. MCGEAN, P.E.

BID DATE/TIME: October 15, 2013 11:00 AM


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RFP For Energy Performance Contracting Services

Town of Ocean City

REQUEST FOR PROPOSALS

for Energy Performance Contracting Services

for

Town of Ocean City, Maryland

TABLE OF CONTENTS

RFP: Instructions and Administrative Information

ATTACHMENTS

Attachment A: Special Contract Terms and Conditions

Attachment B: Proposed Project Schedule

Attachment C: Contractor Response

Attachment D: Evaluation Criteria

Attachment E: Technical Facility Profile

Attachment F: Model Technical Energy Audit and Project Proposal Contract

Attachment G: Model Energy Performance Contract

Attachment F: Financial Solicitation

Attachment I: Other


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Town of Ocean City 1

1.0 Overview and Background

The Town of Ocean City, Maryland, Engineering Department (hereinafter referred to as The

Town) seeks proposals from Energy Services Companies (Contractor) to conduct a technical

energy audit of facilities and implement an Energy Performance Contract. The Contractor willidentify and implement building improvements to reduce energy and related costs in facilities, such

that annual cost savings are applied to annual payments for improvements.

The contracting process has three phases:

Technical Energy Audit and Project Proposal Phase: A contract for the Technical Energy

Audit will be developed with the selected Contractor. This investment grade audit will identify

and evaluate cost-saving measures and define the proposed project scope, cost, savings and

cash-flow over the proposed financing term. A project proposal will present aggregated

measures that can be financed through guaranteed savings.

Construction/Implementation/Commissioning and Financing Phase: An Energy Performance

Contract will be negotiated following the audit. This establishes the project scope and costs,and provides for construction and follow-up services to be provided during the financing term.

A separate financing agreement will be developed.

Post-Construction Guarantee/Monitoring Phase: After construction, the Contractor will offer a

variety of services to ensure savings are met, such as a savings guarantee, staff training, follow-

up monitoring, and contract maintenance services.

2.0 Proposal Submittal and Selection Process

2.1 POLICIES

2.1.1 All submittals shall become the property of the The Town and will not bereturned.

2.2 SUBMITTAL INSTRUCTIONS2.2.1 All submittals shall become the property of the The Town and will not be

returned.

2.2.2 Late submittals shall not be evaluated.

2.2.3 The Town reserves the right to reject any or all proposals on the basis of beingunresponsive to these guidelines or for failure to disclose requested information.

2.2.4 The Town shall not be liable for any costs incurred by respondents in thepreparation of submittals and proposals nor in costs related to any element of the

selection and contract negotiation process.

2.2.5 Pre-proposal ConferenceSee Selection Process below for details.

2.2.6 Communications Regarding This RFPQuestions and requests for clarification on this Request for Proposals must be

submittedin writing following the instructions posted in the Notice. No verbal

inquiries will be addressed.


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2.3 SUBMITTAL FORMAT

2.3.1 Prepare proposals to respond to the items in the ESCO Response to Request

for Proposals (Attachment C). Follow the same sequence and state each

number and question prior to your response.

2.3.2 Submit Request For Proposal Cover Sheet and submit three copies of thesubmittals and. The Response (Attachment C), The requested sample

investment grade audit report shall be converted in its entirety to .pdf format and

copied as a single file onto CD or DVD. Security protection of the pdf file is

allowed, but printing shall be enabled.

2.3.3 Deliver proposals to:Office of the City Manager

Town of Ocean City

301 Baltimore Ave

Ocean City, MD 21842

SUBMITTAL SCHEDULEThe following schedule has been established for this Request for Proposals. Note that this

schedule may be subject to change.

TASK DATE

1.RFP Published

September 10, 2013

2. Pre-Proposal Conference September 26, 2013 10 AM

3. Prospective Offeror(s) written inquiries October 1, 2013 5PM

4. Responses to Inquiries October 8, 2013

5. Proposal Submission October 15, 2013 11 AM

6. Proposal Review Period 30 days

7. Interviews (if required) TBD

8. Notice of Intent to Award November 26, 2013

8. ESCo Contracts TBD

2.4 SELECTION PROCESS2.4.1 Pre-Proposal Conference and Site Visit. A site meeting and tour of the

facilities will be held prior to the proposal due date. The purpose of the Pre-

proposal Conference will be to review the requirements of this RFP and answer

questions from ESCOs in attendance. The site visit is optional for all


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Contractors who will later submit a proposal. No follow-up tours, additional

access to buildings, or alternative dates for tours will be allowed unless offered

to all respondents.

DATE: September 26, 2015

TIME: 10:00 AM 1:00 PM.

LOCATION:

City Hall, 301 Baltimore Ave, Ocean City, MD Community Room

2.4.2 Review of Written Proposals. Proposals must be prepared as described in

Attachment C: Contractor Response. Proposers within the competitive range

will be invited to participate in the interviews.

2.4.3 Interviews. Interviews will provide an opportunity for clarification of the writtenproposal. Contractor representatives at the interview should include individuals

who will be key points of contact and have majorresponsibility for contract

negotiation, engineering and design, construction management and follow-upmonitoring. Scores from the written proposal will be modified based on

clarifications and the top-ranking Contractor will be considered for award.

2.4.4 Final Selection. Final reference checks will be conducted with the apparentawardee (top-ranked Contractor) prior to making the final selection. An award will

be made to the selected Contractor.

3.0 Scope of Work

3.1 ENERGY PERFORMANCE CONTRACT PROJECT PHASES3.1.1 Technical Energy Audit and Project Proposal Phase

Technical Energy Audit and Project Proposal Contract.A Technical Energy Audit and Project Proposal Contract will be negotiated as

presented in Attachment F: Model Contract for Technical Energy Audit and

Project Proposal (also see Attachment A: Special Contract Terms and

Conditions).

3.1.2 Construct ion/Implementation/Commissioning/Financing Phase

Energy Performance Contract. Following successful completion and acceptance

of the Technical Energy Audit and Project Proposal Contract, an Energy

Performance Contract will be negotiated to implement the projects, as given in

Attachment G: Energy Performance Contract (also see Attachment A:

Special Contract Terms and Conditions). Any or all performance contract

agreements may be denied.

Financing Agreement. The Contractor will solicit bids from a minimum of two

financing companies and the Maryland Clean Energy Center, prior to negotiation of

the energy performance contract, using the bid documents in Attachment H:

Financing Bid Package. The Town will make the final selection.


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3.2 CONTRACTOR SERVICES

Contractor must have the demonstrated capability in engineering and management to

provide a broad range of services. Services may include but are not limited to the

following:Technical Energy Audit and Project Proposal Phase

y technical energy audit to evaluate costs and savings of a variety of energy and

water-saving measures

y project proposal including financial analysis

y benchmarking using Energy Star tools

y monitoring and verification plan

y utility bill data services to capture credits from utility bill errors

Construction/Implementation/Commissioning and Financing Phase

y engineering design

y equipment procurement and purchasing

y construction managementy hazardous waste disposal or recycling

y ability to arrange financing

y commissioning

Guarantee/Monitoring Phase

y continuing operations and maintenance for all improvements

y staff training on routine maintenance and operation of systems

y training of occupants

y guarantee of performance and cost savings for the entire term of the contract

y monitoring and verification for measurement and reporting of the performance and

savings

y provide for independent review of monitoring & verification (guaranteed savings

pay for independent Contractor)

y analysis and application for Energy Star Label and/or LEED-EB (Leadership in

Energy and Environmental Design for Existing Buildings, by the US Green

Building Council)

y monitoring and reporting of emissions reductions

y maintaining long-term, high-efficiency performance of buildings

Contractor must have the technical capability to address a broad range of systems including,

but not limited to:

y Mechanical Systems. Heating, ventilating and air conditioning (HVAC) systems,

energy management and control systems, domestic hot water systems, distributionsystems, etc.

y Plants. Distribution systems, cogeneration systems, etc.

y Lighting systems. Indoor and outdoor lighting systems, street lights, boardwalk

lights, lighting controls, daylighting strategies.

y Building envelope systems. Windows, insulation, weatherization, etc. (It is

recognized that window replacements are rarely cost-effective, but could be

considered as part of a comprehensive plan.)


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y Specialty Systems: lighting control systems, kitchen equipment, renewable energy

systems.

y LEED-EB: LEED-EB strategies to improve operations and maintenance practices

y Desired projects. Street Lighting retrofits

3.3 BUILDINGS, FACILITIES AND APPROACH

Only those specific facilities shown on Attachment E: Technical Facility Profile. Are

included in the scope of work for this contract. Additional facilities that are under the

jurisdiction of The Town at any time during the term of the performance contract may be

included in the scope of work in a contract amendment.

Work may be conducted in phases where the detailed scope of work can be developed at

any time during the term of the performance contract.

The performance contract can be amended at any time during the initial performancecontract term to address other buildings or new projects.

The Town reserves the right to reduce the scope of work, to conduct the work in phases or

to segment work in facilities based on technological improvements.


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4. NEW BUSINESSB. Bid Award Recommendation for Beach Patrol

Headquarters Design Services presented by City Engineer


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TOWN OF

T h e Wh i t e M a r l i n Ca p i t a l o f t h e Wo r l d

TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Beach Patrol Headquarters Design AwardDATE: October 9, 2013

ISSUE(S): Beach Patrol Headquarters Project, Design Services

SUMMARY: Proposals for Beach Patrol Headquarters Design Services werereceived and reviewed by The City Engineer, Recreation and

Parks Director, and OCDC Executive Director. Two firms wereselected to make oral presentations to the same committee plusLt. Kovacs with the Beach Patrol.

FISCAL IMPACT: $125,000 to be paid through future bond. Estimate was$165,000

RECOMMENDATION: Award contract for Beach Patrol Headquarters Design to BeckerMorgan.

ALTERNATIVES: Award to a different firm.

RESPONSIBLE STAFF: Terence McGean, City Engineer

COORDINATED WITH: Tom Schuster, Recreation and Parks DirectorLt. Kovacs, Beach PatrolGlenn Irwin, OCDC Executive Director

ATTACHMENT(S): Written proposal score summary

Agenda Item # 4B

Council Meeting Oct. 15, 2013


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Qual Fee Total

Proposer score Score score

BuchartHorn 64.83 19 83.83 shortlistBeckerMorgan 64.65 18 82.65 shortlistAWB 59.17 21.5 80.67DesignGroup 62.00 17 79.00Atlantic

Planning 57.42

17.9 75.32

DavidQuillenArch 59.37 15.8 75.17BignellWatkinsJasser 57.65 16.9 74.55GeorgeMiles&Buhr 57.00 16.4 73.40Edmeades&Stramdahl 55.78 11.4 67.18JeffA.Lees 40.33 25 65.33Basedonpresentationsmadebyshortlestedfirms,staffrecommendsawardtoBeckerMorgan

FeeScoreCalculationsLowPrice $89,999.00

Raw WeightedBidder Price Score score

JeffA.Lees $89,999.00 1.00 25.0AWB $104,500.00 0.86 21.5BuchartHorn $118,350.00 0.76 19.0BeckerMorgan $125,000.00 0.72 18.0AtlanticPlanning $126,000.00 0.71 17.9DesignGroup $132,500.00 0.68 17.0Bignell

Watkins

Jasser $132,891.00 0.68

16.9

GeorgeMiles&Buhr $137,187.00 0.66 16.4DavidQuillenArch $142,000.00 0.63 15.8Edmeades&Stramdahl $198,034.00 0.45 11.4


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4. NEW BUSINESSC. Discussion of Employee Benefits Insurance Renewal presented

by Rosanne Calzetta, Bolton Partners


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Wayne Evans, Human Resources DirectorRE: Employee Benefits Insurance RenewalDATE: October 4, 2013

ISSUE(S): Employee Benefits insurance contract renewals

SUMMARY: Medical, Prescription Drug, and Vision plans require rate actionapproval for 2014. Dental, Accidental Death & Dismemberment,

and Long-Term Disability renewal rates are unchanged from2013.

FISCAL IMPACT: Health plan renewal over FY 2014 and FY 2015 (the plan iscalendar year based) of $8.9 million annual cost.

RECOMMENDATION: Accept the recommended changes and health insurance rateincrease effective January 1, 2014.

ALTERNATIVES: Not applicable

RESPONSIBLE STAFF: Wayne Evans, Human Resources Director

COORDINATED WITH: Rosanne Calzetta, Bolton Partners

ATTACHMENT(S): Renewal presentation

Agenda Item # 4C

Council Meeting October 15, 2013


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Town of Ocean City, Maryl

Medical, Prescription Drug, Vision, Dental,

Life, Accidental Death & Dismemberment, Dependent Life,

Life/Dependent,

and

Long-Term DisabilityRenewal Recommendations

Presented By:

Wayne Evans, Director of Human Resources, Town of O

Rosanne Calzetta, CEBS Bolton Partners, Inc

October 15, 2013


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Medical/Prescription Drug/Vision Pla

History of Plan Changes

Industry Trends

2014 Renewal

Dental Plan

Life Insurance Plans

Long-Term Disability

Legislated Changes

Recommendations

Update on Affordable Care Act

AGENDA


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History of Medical/Prescription Dr

Plans Plan Design Change

In July 2007, added a Medicare Supplement plan for ove

In July, 2008

Increased the co-pay for physician office visit from $

Changed RX co-pay from $10 (generic)/$20 (preferr

preferred brand) to $0 (generic)/$25 preferred brand

brand)

In July, 2009, changed the out of pocket maximum for ou

providers from $1,200 to $2,500 per person (3 times fam

In April 2010 the medical plan was put out to bid.

In August, 2010 added HMO as an option to the PPO

In January, 2012, added High Deductible Health Plan wi

Account (HSA)


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Industry Trends

For 2013 9% average increase

Projected for 2014 8% average increase

Town of Ocean City

July 1, 2011 December 31, 2012 (18 m

4.3% increase)

2013 plan year3.9% increase

2014 plan year projected 6.1% - 7.6% independent on funding method adopted

Medical/Prescription Drug/Visio


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CareFirst increase for fully insured

7.6% - 3% of the increase attributeAffordable Care Act (ACA) Fees

CareFirst increase for self-insured

arrangement is 6.1% - includes all

for ACA fees and for 5% margin c

Medical/Prescription Drug/Visi

Proposed 2014 Plan Funding Op


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The Town of Ocean City will be b

100% of expected paid claims and

expenses If claims and expenses exceed exp

level TOC could be liable for an a

5% in any plan year

Rates should be set to reflect that r

exposure

Medical/Prescription Drug/VisiComponents of Self-Insured Fu

Arrangement


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Currently, if claims in any year are less t

premiums paid, CareFirst keeps the diffe

With new funding approach, if the Town

City is in a surplus position in the plan y

amount of premium paid in excess of ex

reverts to the Town.

Although TOC is assuming risk with thi

arrangement, that risk is capped both yeaand over the length of the arrangement


Arrangement


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Surplus amounts can be held and inve

the Town of Ocean City

Surplus can be set aside to offset futucosts

Surplus can be used to lower future ra

increases

Most Bolton clients maintain enough fund to cover 2 years of 5% call oblig


Arrangement


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If expenses in a plan year are up to

greater than premium paid, that am

due to CareFirst 100 days after plaends

If expenses in a plan year exceed 5

premiums paid, amounts above th

level are carried forward to followyear


Arrangement


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2014 Annual Costs

* TOC COST FOR HSA PLAN DOES NOT INCLUDE TOC $1,250/$2,500 DEDUCTIBLE


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Bolton Public Sector Clients on Self-Insured con

Wicomico Government, Schools and City of S

Caroline Government and Schools

Queen Annes County Government and Schoo

St. Marys County Government and Schools

Dorchester Schools

Kent Schools

Talbot Schools Somerset Schools

Harford County Government and Schools


Bolton Clients with Self-Insured F


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10 Year Outcomes


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10 Year Outcomes


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Fixed cost savings due to

elimination of premium tax (2% of premium

elimination of ACA fully insured plan tax

premium)

and reduced administrative fees

Fixed cost savings in first year of $522,460 (ro

expected costs)

Similar Fixed cost savings will carry over year

In addition, Prescription drug rebates, now held

CareFirst, will be paid to TOC

Medical/Prescription Drug/VisiAdvantages of Self-Insured Fun

Arrangement


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Self-insured arrangement includes

protection for individual claims ex$125,000 in any plan year

Self-insured arrangement limits to

carry forward amount to 25% abov

call margin of expected expenses


Management of Catastrophic R


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At contract termination, interim settleme

days after contract end

Final settlement no later than 24 monthscontract end

Final settlement will reflect claims incur

to termination and paid post termination

Surplus amounts refunded to the Town

Deficit amounts due to CareFirst


SI Contract Termination Provis


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Dental Insurance

Assurant renewal is a no change

2013.

Dental premium rates stay the samyear for the Town and Employees


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Life, Dependent Life, AD&

Supplemental Life, LT

CIGNA Basic Life Insurance - N

premium change

CIGNA Dependent Life, AD&D Supplemental Life No premium

Assurant Long-term disability N

premium change


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Recommendations

Renew with CareFirst for the Medical/P

Drug and Vision plans

Adopt Self-Insured Modified Retrospecarrangement

Renew with Assurant for the Dental and

Disability

Renew with CIGNA for Life Insurance,Life, AD&D and Supplemental Life

Recommend HSA be only plan offered


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Update on Affordable Care Ac

(Health Care Reform)

2012 Uniform Summary of Benefits and Coverage. Effective with enrollm

the first day of the first open enrollment period that begins on or afte

Reporting Health Coverage Costs on Form W-2. Employers will be rvalue of the health coverage provided by the employer to each employ

annual Form W-2. Effective for calendar year 2012.

Medical Loss Ratio Rebates. Fully insured plans will receive rebates b

qualify for a rebate from their health insurance issuers due to the medi

rules.

Comparative Effectiveness Research (CER) Fees. Effective forplan

after Oct. 1, 2012, The CER fees will be paid by the insurer for Fully

is $1and will increase to $2 for plan years ending on or after Oct. 1, 2

2014, and will be indexed for future years.


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2013

Limiting Health Flexible Savings Account Contributions. The health

amount of salary reduction contributions to health FSAs to $2,500 persubsequent years.

Employee Notice of Exchanges. Effective October 1, 2013, employe

to employees regarding the availability of the health care reform insur

Additional Hospital Insurance Tax for High Wage Workers. The new

hospital insurance tax rate by 0.9 percentage points on wages over $20

($250,000 for married couples filing jointly).

Update on Affordable Care Act(Health Care Reform)


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2014 Individual Coverage Mandates. The health care reform legislation req

to obtain acceptable health insurance coverage or pay a penalty, beginn

Employer Coverage Mandate - DELAYED UNTIL 1/1/2015

Health Care Exchanges open for individuals October 1, 2013 and for sm

1/1/2014

Outcomes Research Fee of $2 per health plan member per year applies

Transitional Reinsurance Fee of $63 per health plan member per year

Insurers will pay 1.5% of their premium revenue from insured groups i

Update on Affordable Care A



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IMPACT OF HEALTH CARE EXCHAN

EMPLOYER PLANS

For the most part, employer plans will not be impacted b

Care Act in 2014

Possible health care cost savings may continue to lower t

of health care costs

Fewer uninsured individuals will lower cost to those who

Some new fees will apply New Reporting may be required

Update on Affordable Care A



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ANY QUESTIONS ??????

Town of Ocean City, Maryl


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4. NEW BUSINESSD. Fire/EMS Update presented by Chief Larmore


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Chief Chris LarmoreRE: Fire/EMS UpdateDATE: October 10, 2013

ISSUE(S): Fire/EMS update

SUMMARY: Chief Larmore will review summer statistics, fall projects andon-going initiatives.

FISCAL IMPACT: None

RECOMMENDATION: None

ALTERNATIVES: None

RESPONSIBLE STAFF: Ocean City Fire Department Chief Chris Larmore

COORDINATED WITH: Deputy Chief David Hartley (FMO)Deputy Chief Chuck Barton (Fire/EMS)

Deputy Chief David Cropper (OCVFC)

ATTACHMENT(S): Topic Outline

Agenda Item # 4D

Council Meeting 10-15-2013


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MemoTo: DianaChavis

From: FireChiefChrisLarmore Date: Oct.8th

2013

Re: OCFDSeasonSummaryandFallProjectOverviewM&CCUpdate

ContinueApplicationofDepartmentVision1) Maintainandimprovecontinuedsafeoperationsforallpersonnel.2) Providethehighestservicetoourcitizenryandvisitors.

a. Maintainminimumstaffingforourdailyneeds.b. Insurecompetencylevelsofallpersonnelrelativetothedemandsofourservice.c. Maintainequipmentreadinessandreplacement.

3) Continuetobuildasolidcombinationfireservice,withallpersonnelrespectingeachgroup,andworkingtogetherinthisregards.

4) Provideourservicesinthemosteconomicalmeanspossible.5) Researchandconstantlyworktowardameanstoimproveourperformance,alongwith

meetingreasonableexpectationsbythePublic,CityManager,andM&CC.

Summer2013Statistics1) Callvolume2) Crewstatus3) Equipmentstatus

Fall2013ProjectOverviewTop101) CareerDivisionnewhires(7)trainingandscheduling.2) ExpandOCVFCLiveInProgram.3) SCBApurchase($650,000+ initiative).4) Station4update/Fireboatupdate.5) Stormreadiness,NIMScontinuation.6) Officerdevelopmentandsuccessionplanning;ExpressionofinterestLieutenantspositions.7) NewandupdatedMissionStatement.8) Identifyimprovedinventorycontrolofgear,equipment,andsupplies.9) ContinueP.I.O.program.10)Jointcommendation/recognitionprogram.


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4. NEW BUSINESSE. Request to Approve Revisions to Computer Policy Manual

presented by City Engineer


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TOWN OF


TO: The Honorable Mayor, Council President and Members of CouncilTHRU: David L. Recor, ICMA-CM, City ManagerFROM: Terence J. McGean, PE, City EngineerRE: Computer Policy ManualDATE: October 9, 2013

ISSUE(S): Computer Policy Manual

SUMMARY: The staff has made revisions and additions to the City ComputerPolicy manual to reflect technology changes.

FISCAL IMPACT: None

RECOMMENDATION: Approve the revised Computer Policy Manual.

ALTERNATIVES: Request additional changes.

RESPONSIBLE STAFF: Nancy Bloxom, IT Director

COORDINATED WITH: Terence McGean, City Engineer

ATTACHMENT(S): 1) Cover Memo2) Revised Computer Policy

Agenda Item # 4E

Council Meeting Oct 15, 2013


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Town of Ocean City

Computer Policies

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Town of Ocean City

Computer Policy Manual

Prepared by Nancy Bloxom,

IT Manager


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REVISION HISTORY

Revision No. Date Reason for Revision Revised By

1.0 4/11/08 Initial Document N.Bloxom

2.0 8/10/10 New policy for Social Media N.Bloxom

3.0 12/1/12 Policy Manual Revision N.Bloxom

4.0 2/12/13 Email Revision N.Bloxom

5.0 3/26/13 Proxy N.Bloxom

6.0 4/30/13 Disk Quotas N.Bloxom

7.0 8/21/13 Media Destruction N.Bloxom


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Town of Ocean City


Table of Contents

Principles of Computer Conduct ..................................................................................................5

Definitions .......................................................................................................................................6

IT Responsibilities ..........................................................................................................................8

User Responsibilities ......................................................................................................................9

Other Computer Policies

Electronic Mail .................................................................................................................11

Email Retention ................................................................................................................12

Email Disclaimers ............................................................................................................12

Junk Mail & Virus Filtering ...........................................................................................12Virus Detection.................................................................................................................12

Internet Policy ..................................................................................................................12

Software Licensing .......................................................................................................... 13

Ownership of Work .........................................................................................................13

Professional Development ...............................................................................................13

Disk Quota ........................................................................................................................14

Computer Games .............................................................................................................14

Laptop Computing ...........................................................................................................14

VPN Policy ........................................................................................................................14

CDs/DVDs........................................................................................................................14

Portable Storage Devices .................................................................................................15Other Computer Devices .................................................................................................15

Wi-Fi Access .....................................................................................................................15

Donations & Gifts ............................................................................................................16

Grants ................................................................................................................................16

Non-City Owned Software & Hardware .......................................................................16

Damage to City Computer Equipment ..........................................................................16

Disposal of Computer Software & Hardware ...............................................................16

Social Networking & Blogs ........................................................................17

Password Management ...............................................................................17

IT Support ...................................................................................................18

Self Service ...................................................................................................19

IT Budget Request Form .............................................................................................................19

Computer Policy Agreement .......................................................................................................20


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Town of Ocean City


Table of Contents

Appendix ASample Email Etiquette .....................................................21

Appendix BSample Email Disclaimer ...................................................22

Appendix CJunk Email ..........................................................................23

Appendix DBlocked Websites ................................................................24

Appendix EStandardized Software .......................................................25

Appendix FStandardized Hardware .....................................................26Appendix GService Level Agreement............................................29


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Principles of Computer Conduct

For the mutual convenience and productivity of personnel and the City, employees are assigned

computer equipment. All employees are advised the retention of any personal information in suchequipment is at his/her own risk, and the City is not responsible for losses. Any City provided

computer equipment is subject to entry, search, and inspection by Management personnel without

notice. Data, voice and email boxes may be opened, read, or inspected in the same manner.

Employees shall not place personally owned locks on City computer equipment. Employees DO

NOT have an expectation of or right to privacy when using City provided computer equipment.

The City expects all computer users to conduct themselves and their work in a way that does not

jeopardize the integrity or security of the Citys computer systems. Each user is expected to

comply with the following computer policies in conjunction with those listed in Section 7.7 of

the Employee Handbook. Failure to comply with any of these principles could result in

disciplinary action including employee dismissal in accordance with the Citys personnel policycovered in Section 7.0 of the Employee Handbook. All Department Heads and Supervisors are

responsible for ensuring that their employees adhere to all policies.


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Definitions

Blog - A website where individual(s) provide entries of any type of content from video and

podcasts to traditional text and photos in order to inform or create discussions; presented in

reverse chronological order.

City Wide Distribution List - A group of all City email users

Copyright - Copyright is a form of protection provided by the laws of the United States (title 17,

US Code) to the authors of originalworks of authorship, including literary, dramatic, musical,

artistic, computer software, and certain other intellectual works.

EmailElectronic mail. Messages, usually text, sent from one person to another via a computer.

Email can also be sent automatically to a large number of addresses.

IT - The Department of Information Technology

Junkmail FilterEmail Messages are filtered based on key words you define. Spam is also

known as junk mail.

Non-Public DataThis is data that is to be kept confidential and should not be used outside the

organization. Examples include: personnel information, medical information.

Password - Is a protected word or string of characters that identifies or authenticates a user for

access to a computer system, or a specific resource such as data set, file, or record.

Public DataData that can be viewed by the general public and can be freely disseminated

without potential harm.

Social Networking - Communicating and sharing information between two or more

individuals on an online community. Examples of these social networking sites are

Facebook, MySpace, and LinkedIn.

SPAM - Unwanted, unsolicited email

Software Licensing- Software licensing comprises the permissions, rights and restrictions

imposed on software (whether a component or a free-standing program). Use of software without

a license is illegal.


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U.S. Copyright Law: Illegal reproduction of software can be subject to civil damages of

$100,000 or more and criminal penalties including fines up to $250,000 and imprisonment up to

5 years. (www.copyright.gov)

Users - Anyone accessing the City networks or any computer systems including but not limited

to City Employees, volunteers, temporary/seasonal workers.

User ID - A User ID is the code used by a user to identify themselves when they log into a

system and start a Login Session. It is used by the computer system to uniquely identify this user.

VPN A virtual private network (VPN) is a private data network that makes use of the public

telecommunication infrastructure, maintaining privacy through the use of a tunneling protocol

and security procedures.

Wi-Fi - Wireless Fidelity. Wireless communication between a device and a network.
http://www.copyright.gov/http://www.copyright.gov/http://www.copyright.gov/http://www.copyright.gov/


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Information Technology Responsibilities:

It is the responsibility of IT to provide services for training, support, installation and maintenance

of all computer related hardware and software approved through the annual IT budget process or

through other sources such as grants or bid packages.

Computer Hardware and Equipmenta. Provide assistance with the installation, relocation or setup & maintenance of all

equipment.

b. Maintain current Anti-Virus patterns on servers and workstations

c. Provide all users with appropriate hardware documentation.d. Establish and maintain standards that ensure compatibility and connectivity to

equipment.

e. Maintain a Citywide inventory of equipment.

f. Procure all hardware through City purchasing procedures unless IT Manager hasapproved other method such as donations.

g. Provide proper disposal of computer equipment that no longer meets the needs of the

user or City.

Computer Softwarea. Provide assistance with the installation, setup and maintenance of software.

b. Provide all users with appropriate software documentation.

c. Establish and maintain standards that ensure compatibility and connectivity to

software applications. I.T. staff may be unable to fully support the use of non-standard

or specialty software. For a list of standardized software see Appendix E

d. Maintain a Citywide inventory of all software.

e. Procure all software through City purchasing procedures unless IT Manager hasapproved other methods such as donations.

Technical Supporta. Operate a computer support center to facilitate user training, user support, evaluation,

troubleshooting, research and review.

b. Maintain in-house expertise on the current state of trends in the computer industry.c. Provide user backup procedures and disaster recovery.

d. Provide user security procedures to ensure confidentiality.

e. Conduct periodic inspections of user computer operations to include hardware and

software metering.


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User Responsibilities:

Each computer user has responsibilities for the operation of the computer system, security of the

system, and other responsibilities listed below. Failure to fulfill any of these responsibilities may

result in disciplinary action as described in Sections 7.0 of the Employee Handbook.

All computer users shall ensure that only City-owned software, licensed software or data be used

on City-owned computer systems in accordance with Section 7.7 of the Employee handbook.

The Information Technology department has the sole authority to install all software and

hardware including demos, clipart, fonts, and screensavers.

Security:

Users are responsible for maintaining security and access to computer systems, software and

data. Individually assigned passwords are to be safeguarded. When a user is a away from his/her

desk for an extended period of time or upon completing work for the day, the computer system

shall be turned off. Users shall not allow unauthorized individual access to computer systems

without prior approval from IT. Users shall not deliberately attempt to disrupt the performance

of any of the Citys computer systems, reconfigure computer systems or make them unusable to

others. User shall not modify any application, event or history log or disable any logging features.

Users shall not intentionally bypass proxy settings. Users shall not attempt unauthorized

connections (ie: hacking) to any of the City computers system or network without proper

authority. It is the responsibility of the Department Head or Supervisor to notify the IT Manager

when Users are terminated. All profiles will be disabled and kept for a period of 30 days beforeremoving, as well as any user data & email.

Password Policy:

Each user will be given a unique "User ID" and password to access any of the Citys computer

systems. The Department Head or Supervisor will need to authorize new users or any changes to

account authority. It is the responsibility of the User to safeguard their password(s) to prevent

unauthorized users from accessing their work and other City computer systems. This means the

Users shall not post their passwords on their workstations or on their desks.

Password Rules:

All passwords will expire every 90 days. All user level passwords must be at least 6 digits but no longer than 10

Should be a combination of numbers, letters & at least 1 special character such as #,$,%or ! (Note for the AS400 only these special characters can be used: # $ @ _ )

Passwords must be unique each time

Sharing of User IDs and passwords is not permitted (unless prior approval is


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obtained from the Department Head and the IT Manager). IT may request a users

password(s) to investigate problems.

User IDs will be disabled after 4 invalid password attempts. User must contact ITto unlock account.

New accounts will be disabled if not logged in after 7 days and requestor will benotified for resolution. Accounts not active for 60 days will be made inactive. All

accounts will be reviewed every 180 days (November 1st & May 1st).

All system level passwords (ie: administrator accounts) must be 8 digits in length

and contain at least 2 numbers and 1 special character.

Equipment Maintenance:

Users shall prevent intentional misuse of equipment or software and shall not deface or

personalize computer equipment with stickers, magnets, magic markers, or other embellishments.

Users should use caution when they have food and/or drinks around computer equipment. Users

shall ensure that the Information Technology department be notified before relocating any

computer equipment. User shall ensure that only City-owned equipment is used to conduct Citybusiness unless an employee has been given permission to work remotely then that work is

considered City owned work. It will be up to the employees Supervisor to ensure that any data

or files are given back to the City.

Software Maintenance:

Users must be aware that data used to conduct City business is the property of the Town. Users

shall not download or install any software including demos, screen savers, music files from the

internet or from other means to City owned computers. Users shall not copy or alter another

User's software or data, which has been obtained by illegal means. Users shall ensure that all City

data is stored on City network if the computer is attached to the City network. Users shall notify

IT immediately when a software problem arises. User can report problems by [email protected] by calling the Help Desk at ext. 3999 (410-289-8882).
mailto:[email protected]:[email protected]:[email protected]


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COMPUTER POLICIES

Email Policy

The City's electronic mail (email) system allows a user to send and receive messages from other

City employees and from outside sources to conduct City business. All messages composed, sent,

or received on the email system are and remain the property of the City. The City reserves the

right to review, audit, monitor, access, and disclose all messages created, sent, or received

through the email system. The User shall not create offensive or disruptive messages. The user

shall not attempt to intercede, read, or delete another Users messages. The confidentiality of any

message should not be assumed by the User. The User must be aware that even if email messages

are deleted, they could be restored from the backup media. Email attachments (both incoming

and outgoing) are restricted to a10MB size restriction. Users mailbox sizes are restricted to 2

gigabytes in size. Please contact the [email protected] if you need help archiving your

email or need help sending a large file.

The number of email recipients has now been restricted to 25 foroutgoingemails. Please keep in

mind thatinternalmail will not follow this restriction. For example, emails sent to the all

employees distribution group will still be deliverable as they always have been. If bulk email

needs to be sent then contact the Web Designer.

Any employee who violates this policy or uses the email system for improper purposes shall be

subject to discipline as outlined in Section 7.0 of the Employee Handbook.

Users should use the city-wide distribution (all users) list for City business only.

Personal solicitations, birthday notices, birth announcements, fundraiser announcements, co-

workers health awareness, chain letter, religious propaganda or political announcements are not

permitted through the Citys Email system.

Users shall not distribute city-wide or other system distribution lists of city employees email

addresses to third parties under any circumstances.

If you have a personally owned smart phone (such as a Droid, iPhone or a HTC) you should be

able to push your City email to your phone. Please contact the helpdesk for these instructions.

If you lose your mobile phone and have sync it to the Citys email system then you must performa remote device wipe to remove all your mailbox data from your mobile phone. You'll also lose

any information on your phone's storage card. When you perform a remote device wipe from

your mailbox, you can view a confirmation e-mail as soon as the remote device wipe is complete.

Please be aware that the Town of Ocean City will not be responsible for any damage that may


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occur to the employees cell phone because of these changes. Employees should be aware that

accepting city email on their personal cell phone may make their personal cell phone records and

other related documents subject to subpoena in the event of legal action associated with the

Town.

Common and customary standards of courtesy and etiquette are expected when using the Citys

email system. See Appendix A for a sample list.

Email Retention

Email retention will follow the same document retention policy as what was setup by each

department. It is the responsibility of each user to ensure that they comply with their

departments retention policy.

Email Disclaimers:

Some City users may need to add an email disclaimer to their outgoing emails because of

confidential or sensitive information contained in their message. The use of a disclaimer does

not guarantee any confidentiality or other security such as encryption to the message. If more

security is needed then contact IT department. See Appendix Bfor approved disclaimer.

Junk Mail & Virus Filtering

The City, as a means to protect its computer systems and data, will scan all incoming emails for

viruses. In the event that a virus is found, that email will be blocked and deleted. Junk mail

filtering occurs when either the subject line or text contains inappropriate words. See Appendix

Cfor a sample list of inappropriate words and also how to report spam.

Virus Detection

Any files obtained from sources outside the City, including diskettes brought from home, jump

drives, CDs, DVDs, files downloaded from the internet, files attached to email, files from

vendors , etc. may contain computer viruses that could damage the Citys network as well as your

PC. All City-networked computers have virus protection software to help detect and keep your

PC virus free. This software can scan the various data sources (cds, diskettes, dvds etc) to

ensure they are virus free before using them. Please contact the IT department for more direction

and help.

Internet

Access to the Internet will be provided to those users who have access to a City computer. It will

be the responsibility of the user to adhere to all policies contained within this document to ensure

the safeguarding of the City's computer systems and software. The use of the Internet is reserved


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solely for the conduct of City business. It may not be used for personal work or amusement. It

will be up to the discretion of the Department Head or Supervisor to ensure compliance and that

Internet usage is not abused. No user shall download or transfer pornographic material or any

material not work related. The City reserves the right to block access to certain inappropriate

sites on the Internet (see Appendix Dfor list of sites). This restriction will be done through theuse of a proxy server. Internet Explorer is the only support web browser. No pc should bypass

the proxy unless specific rules have been setup by Information Technology and that every effort

has been made to use our proxy. IT may restrict a Users time on the Internet. It is the

responsibility of the User to conduct only such City business on the Internet that would not be

detrimental to the image of Ocean City. The user is responsible to adhere to all software licensing

and copyright laws as stated underSoftware Licensing and Copyright Laws and toall policies

underElectronic Mail. Any infraction of these policies could result in the termination of Internet

and also disciplinary action as set forth in the Citys Personnel Manual.

Software Licensing and Copyright Laws

All Users must adhere to all software licenses associated with software. In general, a User may

not copy or reproduce any City-owned software. IT will perform periodic software metering on

all City owned computer equipment without giving prior notice to the user. IT has the right to

delete any software, clip art, or screen savers not owned by the City. Failure to adhere to this

policy may result in employee discipline up to and including dismissal, and penalties in

accordance with the Citys Personnel Manual and the following legislation:

U.S. Copyright L aw: I ll egal reproduction of software can be subject to civi l damages of

$100,000 or more and cr iminal penal ties including f ines up to $250,000 and impr isonment up

to 5 years.

Ownership of Work

Any work product (databases, graphs, maps, etc.) created by an employee on City-owned

computer equipment is considered the property of the City and is subject to the same legal rights

and considerations as anything else owned by the City. If an employee has been given permission

to work remotely then that work is considered City owned work. It will be up to the employees

Supervisor to ensure that any data or files are given back to the City.

Professional Development

The City will allow Users to use City-owned software and hardware while pursuing professional

development through the Towns tuition reimbursement program. It is the responsibility of the

User not to abuse this policy in a way that would cause conflict between work and education. All

professional development shall be conducted after normal business hours on the User's personal


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time and must have prior approval from Department Head and City Manager. Abuse and misuse

of this policy may result in the termination of computer resource privileges.

Disk Quota

Each user will be given a home directory to store their documents and files. To ensure that all

users have the needed space to store their files, a disk storage quota or limit may be assigned. All

Seasonal and temporary employees home directory will be limited to 500mb. Whenever an

employee is terminated their home directories will be archived to cd or usb drives and given to

the Supervisor.

Computer Games

The City will allow such games that develop computer orientation and skills. These games can be

deleted by IT if additional storage capacity is needed or if requested by the employees

Supervisor to be removed. Only City owned games will be installed on the User's computer.Games shall not be played during work hours unless specifically approved by the Supervisor. All

Users are prohibited from using or downloading Internet games. It is the responsibility of the

User to adhere to this policy as well as the policies under the topic Software Licensing and

Copyright Laws.

Laptop Computing Policy

All users of City owned laptop or portable computers must adhere to all computer policies,

including those listed underSoftware Licensing and Copyright Laws and IT will perform

periodic software metering to prevent unauthorized software duplication and installation. It is the

users responsibility to ensure that the laptop is physically secure and that password protection orencryption be in place if confidential information is kept locally on the laptop.

VPN and Other Remote City Network Access.

Approved employees may be eligible to access City Network resources remotely through the

Citys Virtual Private Network (VPN) or by other approved methods. Users of computers that are

not city owned must configure the equipment to comply with the Town of Ocean City Computer

Policies. Upon termination of employment with The Town of Ocean City, or at the request of the

employees supervisor, the employee must uninstall the VPN Client or other access software and

hardware from their computer. By using VPN or similar technology with personal equipment,

users must understand that their machines are a de facto extension of the Towns network, and as

such are subject to the same rules and regulations that apply to City owned equipment, i.e. their

machines must be configured to comply with IT Computer policies and all Town work done on

said machines is subject to review and audit by the Town of Ocean City.


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Authorizing an employee to use remote access is not an approval for overtime or compensatory

time, nor does it imply any right to telecommute or authorize working from home in place of the

normally assigned work place. All overtime, compensatory time, or telecommuting hours must

be approved in accordance with City work policies.

CDs/DVDs

The ability to write to a CD or DVD will be strictly limited. Users who do have these devices

shall not copy or burn any executable programs, city software, video, or music . The user is

responsible to adhere to all software licensing and copyright laws as stated underSoftware

Licensing and Copyright Laws and any other State or Federal law for music copyrights.

Mobile or Portable Storage Devices

Mobile computing and storage devices include, but are not limited to,: laptop computers,

personal digital assistants (PDAs), plug-ins, Universal Serial Bus (USB) port devices, CompactDiscs (CDs), Digital Versatile Discs (DVDs), flash drives, modems, handheld wireless devices

(such as tablets), smart phones, wireless networking cards and any other existing or future mobile

computing or storage device, either personally owned or City-owned, that may connect to the

Towns computers. Any device not City owned or not used by the City needs to have the IT

Managers approval before using on any City-owned PC. Because of their portability, these

devices can be easily lost or stolen presenting a high risk for unauthorized access and the

potential for malicious software and viruses to the Citys computer systems.

Because of the portability of these devices it is up to the user to ensure that the data on them is

secure and that they not be left in public places.

Donations & Gifts

Any software or hardware donations or gifts to the City must have the IT Managers approval and

must meet standards established by IT. All software must have the original license agreement and

be signed over to the Town of Ocean City. The City can only accept software donations if the

purchaser/donator held the right of disposition to the original copy of the software. A written

statement from the donator conveying ownership to the City is required. The donation must be

permanent unless prior approval is obtained from the City Manager and IT Manager.

Grants

Any grant funding that includes computer hardware or software will be procured in the same

manner as other computer purchases, through the IT department. All software and hardware must

meet the Citys established standards. Grant applications for hardware and software should be

coordinated with the IT Manager prior to submittal.


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Non-City Owned Software & Hardware

The use of any non-City owned computer hardware or software by City employees on City timeis strictly forbidden unless prior approval has been granted by the City Manager and IT Manager.

Damage to City Computer Equipment

All Users should immediately report any damage to City owned computer equipment (including

phones) immediately to their Supervisors and to the IT Manager. A detailed explanation of the

damage and how it occurred shall be submitted to the IT Manager. IT will access the damage

and determine replacement or repair based upon funding and warranty. If it is determined that

damages are due to employee negligence or gross negligence, the employee may be held liable

for the repairs or replacement.

Disposal of City Owned Hardware& Software

Information Technology will determine when equipment and software is no longer usable and

will dispose of such equipment through the Citys auctions unless other means are approved by

the City Manager. All means will be taken to ensure that all data be wiped clean from the

systems before they are disposed. Physical destruction of hard drives, usb drives or cds, will be

accomplished using one of these methods: disintegration, incineration, pulverizing, shredding, or

melting.

Social Networking & Blog Policy

The Town of Ocean City regards social networks such as message boards, conversation pages

and other forms of social networking such as Facebook and Twitter as important new forms of

content. These sites shall only be used for City related communications and not for personal use.

As such, we expect all employees who participate in City related social networking to adhere to

the same standards as any other form of communication. Employees should use their

professional judgment and not post or comment any content that is deemed inappropriate. All

Town related social media content must first be reviewed and approved by the Town's

Communications Manager before it posted. Approval is needed by the employees Supervisor

and the IT Manager prior to engaging in any form of social networking.

Effective October 1, 2012, Maryland employers are prohibited from asking current and potential

employees to disclose their user names, passwords or other means to access a personal account

or service (such as Facebook and Twitter) through an electronic communications device (such


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as a computer or telephone).

Employers are prohibited from discharging, disciplining, or otherwise penalizing or threatening

employees or applicants for refusing to disclose any information covered by the law. Further,

employers are prohibited from refusing to hire a job applicant because he or she refused todisclose any covered information.

This law does not prohibit employers from reviewing employees or job applicants social

networking information that is publicly available. Employers also may request password or

usernames to access non-personal accounts or services that provide access to the employers

internal computer or information systems.

Password Management

A password management system has been setup to help users manage their network password.

This system will allow the user to reset their password if they forget it with out contacting IT.The user will also be able to unlock their account themselves. The users must first register to use

this system.

To register go to this site http://naviline:88/tiweb/passwordreset/register.htm or open Internet

Explorer and open the Favorites folder (press Ctrl I). Select the TOC Account Registration link.

When prompted enter your current network account information and answer the challenge

questions. Please note that the challenge answers are case sensitive so we advise using all lower

case.

After registering, if you forget or disable your Windows password, you can log into the TOC

Password Reset Web page from a co-workers computer.

I.T. Support

The normal operation hours for Information Technology and the Helpdesk will be 8am to 5pm

Monday through Friday. Users can send an email directly [email protected]. This

email will create a work order and an automated response will be sent back to the user with the

work order number. If immediate help is needed then the users can call ext.3999 or 410-289-

8882.

After hours support is available for Supervisors who have determined that the problem can not

wait until the next business day. To contact IT after hours call Communications (410-723-6602)

and have them contact IT. Please refer to Appendix G forthe after hours Service Level

Agreement.
http://naviline:88/tiweb/passwordreset/register.htmhttp://naviline:88/tiweb/passwordreset/register.htmmailto:[email protected]:[email protected]:[email protected]:[email protected]://naviline:88/tiweb/passwordreset/register.htm


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Self Service

Another way to enter a work order or check the status of an existing work order is to use the

TOC Self Service link. This link is also listed under Favorites in Internet Explorer.

http://naviline:88/tiweb/scripts/TIWebPortal/TrackItUser.asp

Helpful Work order Hints:

In order to properly assign work orders to IT staff please send only 1 problem per email

Do not send comments or FYIs.

Include as much information as you can in the work order

You can add attachments to the work order

Make the subject line is very specific to the actual problem

If you already sent a request do not send another one about the same issue the next day

If you wish to add information or check the status, use the link below to sign into our self service

portal. http://naviline:88/tiweb/scripts/TIWebPortal/TrackItUser.asp

If your work order is a high priority then you should contact the helpdesk directly via phone.
http://naviline:88/tiweb/scripts/TIWebPortal/TrackItUser.asphttp://naviline:88/tiweb/scripts/TIWebPortal/TrackItUser.asphttp://naviline:88/tiweb/scripts/TIWebPortal/TrackItUser.asp


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TOWN OF OCEAN CITY

IT Budget Request Form

Department:

Location:

Fiscal Year:

Problem or Needs:

Requested Equipment, and/or Software:

Justification:

(Be Specific & Provide backup detail)

If it is a replacement then state how old the current equipment is and the reason why it needs to

be replaced. Is there a problem with it ?

Requested By:

Department Head Approval:

Date:

(Note: This request may be submitted via email)


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TOWN OF OCEAN CITY

COMPUTER POLICY AGREEMENT

By signing this agreement, the User understands and agrees to uphold all computer policies

contained in this manual as well as the summary listed below. The User understands that any

infraction of these computer policies may result in disciplinary action against the User in

accordance with the Citys Personnel Policies Governing Classified Employees. The User also

understands that this policy may be revised at any time and that it is up to the User to ensure that

he/she is familiar with the current policies.

Must ensure that access to computer systems equipment, software, and data is secure.

Must ensure all passwords are safeguarded.

Must ensure that only IT installs all software and hardware including demos, clipart,

CDs, and fonts.

Must ensure that IT is notified before relocating any computer equipment.

Must ensure that computer system is turned off when user is away from desk for an

extended period of time (30 minutes or more) or when he/she leaves to go home.

____________________________ ______________

EMPLOYEE NAME DEPARTMENT(Please Print)

____________________________ ______________

EMPLOYEE SIGNATURE DATE

This document will be placed in the Employees Personnel File located in the Human

Resource office.


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Appendix A:

Sample Email Etiquette:

Be concise and to the pointAnswer all questions, and pre-empt further questionsUse proper spelling, grammar & punctuationDo not overuse the high priority optionDo not write in CAPITALSRead the email before you send itTake care with abbreviations and emotionsDo not forward chain lettersDo not copy a message or attachment without permissionDo not use email to discuss confidential informationUse a meaningful subjectAvoid using URGENT and IMPORTANTAvoid long sentencesDon't send or forward emails containing libelous, defamatory, offensive, racist orobscene remarksDon't forward virus hoaxes and chain lettersKeep your language gender neutralDon't reply to spam


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Appendix B:

Sample: The information contained in this transmission may contain privileged and

confidential information. It is intended only for the use of the person(s) listed above. If

you are not the intended recipient, you are hereby notified that any review,dissemination, distribution or duplication of this communication is strictly prohibited. If

you are not the intended recipient, please contact the sender by reply email and destroy

all copies of the original message.


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Appendix C:

Incoming emails will be blocked if they contain certain language as defined in the Filter

dictionary and or are considered SPAM. The following topics could potentially cause an email to

be blocked. Sexual language

Profanity

Alcohol/Tobacco/Drugs

Arts/Entertainment

ComplianceCredit Cards

ComplianceMedical Records

ComplianceSocial Security Numbers

Computing/Internet/Hacking

Confidential

Finance

GamblingHate Speech/Offensive

Job Search

Medical/Healthcare

Shopping

Spam

Sports

To report any mail as spam, forward email [email protected]
mailto:[email protected]:[email protected]:[email protected]:[email protected]


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Appendix D:

The following web sites will be unreachable if they contain the following:

Criminal SkillsHate Speech

Violence

Weapons

Drugs, Alcohol & Tobacco

Adult/Sexually Explicit

Glamour & Intimate Apparel

Personal & Dating

Nudity

Gambling

Satanic/Cults

Militants/Extremist

Note that this list can be updated as needed and is not necessarily limited to just the above.


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Appendix E:

Standardized Software

The Citys current preferred enterprise solution isSungards HTE application software wheneverpractical. This software is maintained and housed on an IBM AS400 system. Applications

include:

Payroll/Personnel Purchasing/Inventory

Building Permits Tax Billing

Cash Receipts Asset Management II

Work Orders/Facility Mgmt Fixed Assets

Code Enforcement Fleet Management

Planning & Engineering GMBA (Accounting)

Customer Information System Business Licenses

Extended reporting Accounts ReceivableDocument Management Services Land/Parcel Management

Global Financials

Proper authorization is needed for access to these applications.

Implementation or enhancement of enterprise software is done by I.T.

Microsoft application software. Microsoft Office is acquired through I.T. using the volume

purchase agreement. This ensures low pricing and the appropriate version of software to address

the requirements. Other Microsoft application software, such as Visio, Project, Publisher andindividual Office applications when needed (Word, Excel, Access, PowerPoint) will also be

purchased through I.T.s volume purchase agreement.

Microsoft Operating Systems (must be at least XP, Windows 7, etc). Generally, operating

system software should be purchased as part of a new PC purchase. In some cases, it is

appropriate to upgrade operating systems. In such cases, the upgraded software is purchased

through I.T.s volume license.

Software that is not the Citys property or licensed to the City should not be installed on City

computers.


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Fully Supported Software Windows 7 and XP Microsoft Outlook 2007 and above Internet Explorer 7 or greater

MS Office 2000 or greater HTE Software & Navaline IBM Client Access software Adobe Acrobat Reader

Partially Supported Software OSSI Public Safety Application Ungerboeck Event Management Software Rectrack Parks & Recreation Application ESRI ArcGIS software versions 9.2 or greater Adobe Photoshop

Adobe Acrobat version 5.0 or greater Laserfiche document management and imagingsystem Other applications approved by the I.T.Department.


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Appendix F:

Standardized Hardware

Desktop Computer - HP business class product lines. Minimal specifications:

Current Intel processorWindows 7 OS120 gigabyte hard driveIntegrated networking & internal sound capability2 GB memory19 flat-panel monitorThree-year warranty

Panasonic Toughbook CF53 Minimal specifications:

Current Intel processorWindows 7 OS80 gigabyte hard driveIntegrated GOBI or wireless card2 GB memory

10.4 Touch Screen XGA

Five-year warrantyDocking Station for computers on City NetworkBacklit keyboard

Standard Laptop - HP Elitebook business class product lines. Minimal specifications:

Current Intel processorWindows 7 OS500 gigabyte hard driveIntegrated networking & internal sound capability

2 GB memory15 flat-panel monitorThree-year warranty


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Appendix G:

Information Technology Response Time Service Level Agreement

(SLA)

The Purpose of the SLA is to establish initial call response times for after hours support. This documentdoes not list every event but guides the user to appropriate response based on category. Times shown arefor initial response to begin diagnosis and repairs. Length of time to fully correct a problem will varydepending on the problem and complexity of the repair.

Category Example Initial Call

Response

Time

Work

Around

CAD ServerIssues

CAD connection error messageor unable to log in to CAD

15 minutes

MDT SystemWide Issue

Report of all end users unable tologin, vpn down, Sprint down

15 minutes

Meters NotUsable

Users cannot login; errormessage upon login

15 minutes

Internet Effects more then 1 user -NoConnection, unable to go to webaddress, error on web address,bandwidth issue-

30 minutes

ComputerApplication Issue

Software error message, OSmissing file, Internet slow

Next Regularworkingday(Monday

throughFriday)

User can workat another pcuntil IT

availableduring regularwork hours

1

ComputerHardware Issue

Pc wont turn on, Monitor wontcome on. Power supply fan notworking,

Next RegularWorking day(MondaythroughFriday)

User can workat another pcuntil ITavailableduring regularwork hours

1

MDT Issue Power lights not lit or power notworking, error on MCT softwarelogin, vpn not starting

Next RegularWorking day(MondaythroughFriday)

User can workin anothervehicle until ITavailableduring regular

work hours1

Network Issue Effects more then 1 user- lossof network drive mappings, lossof network applications

15 minutes


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(example: email), loss ofinternet connectivity and failureto login/authenticate to thedomain.

Whole Sites are

Down

After Power outage of building,

Storm related ex. Tsunami orHurricane p

October 15 2013 Complete Agenda

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