Committee of the Whole

City of Oconomowoc Committee-Of-The-Whole Tuesday, January 16, 2024 - 6:50 PM City Hall - Council Chambers 174 E. Wisconsin Ave. Oconomowoc, WI 53066 (or immediately following Protection & Welfare) Notice: If a person with a disability requires that the meeting be accessible or that materials at the meeting be in accessible format, call the City Clerk at least 48 hours prior to the meeting to request adequate accommodations. Tel: (262) 569-2186. 1. Call to order and confirmation of appropriate meeting notification 2. Committee Business a. Consider/recommend Revisions to the Employee Handbook Use of Information Technology Policy b. Discussion/Direction for Restroom Location in the Village Green Area 3. Adjourn ________________________________ Diane Coenen, City Clerk City of Oconomowoc Notice is hereby given that a majority of the Common Council will be present at the above scheduled meeting to gather information about a subject over which they have decision-making responsibility. This constitutes a meeting of the Common Council pursuant to State ex rel. Badke v. Greendale Village Board, 173Wis. 2d 553, 494 N.W. 2d 408 (1993) and must be noticed as such, although the Common Council will not take any formal action at this meeting. 1  MEMORANDUM HUMAN RESOURCES DEPARTMENT Date: January 16, 2023 To: Committee of the Whole From: Tony Posnik, Director of Human Resources Re: Consider/Recommend Updates to the Employee Handbook’s Use of Information Technology policy. RELATES TO THE STRATEGIC PLAN Strategic Goal: N/A BACKGROUND As you are aware, the City relies heavily on technology for communication and relevant messaging. Given the importance of having good communications and staying compliant with technology changes, we asked our City Labor Attorney Ron Stadler, IT Office, Economic Development, and Human Resources to review our Use of Information Technology policy of the Employee Handbook. A few changes and additions are being recommended. Below is a summary of the recommendations: 1. Requiring a standard email signature block for compliant and consistent messaging. 2. Requiring all City email users to include the “Confidentiality Notice” in every email. 3. Requiring all communications to reflect positively on the City, be in support of the City’s mission, and be reviewed by the Department Head responsible for the communications prior to posting publicly. 4. Update the IT Resource section to include requiring users to be in control and possession of their IT Resources, to promptly report damage, malfunctions, and/or loss to the IT Office, and to return the IT Resources to the IT Office upon termination. A few other minor wording and paragraph re-alignment changes are being recommended. Attached is the policy with the updates highlighted in yellow. ADDITIONAL ANALYSIS Not applicable. FINANCIAL IMPACT Not applicable. RECOMMENDATION Recommend the attached updates to the Employee Handbook’s Use of Information Technology policy. SUGGESTED MOTION Motion to recommend the updates to the Employee Handbook’s Use of Information Technology policy. 1 2 Use of Information Technology Policy- The City recognizes that use of electronic devices, e-mail, the internet, creating and viewing websites, social media, text messages, messaging apps, and other forms of technologies (“technology resources”) has many benefits for the City and its users of City technology resources, including making communication more efficient and effective and increasing productivity in general. Appropriate use of technology resources is required by all users of City technology. Inappropriate usage places the City at risk and cannot be tolerated. Failure to follow the terms and conditions of this policy may result in revocation of privileges, discipline, termination, and/or etc. Prohibited uses include, but are not limited to: 1. Accessing information resources or altering data without the explicit authorization of management; 2. Intentionally deleting or damaging files or introducing viruses; 3. Illegal activities as defined in accordance with State and Federal law or local ordinances; 4. Wagering, betting , selling chances or other forms of gambling, legal or otherwise; 5. Transmitting defamatory, discriminatory, threatening, abusive, obscene, lewd, profane, or harassing material or material that suggests any lewd or lascivious act; 6. Transmitting materials that would adversely or negatively reflect upon the City or contrary to the City’s best interest; 7. Viewing, reading, or accessing any sexually explicit sites or material that are in any way sexually revealing, sexually suggestive, sexually demeaning, or pornographic except when such access is required by job duties and approved by management; 8. Using the organization’s time and resources for personal gain; 9. Solicitation, except in relationship to City-sanctioned activities; 10. Promotion of political or private causes, positions, or activities; 11. Unethical use; 12. Attempts to evade, disable, or bypass any security provisions of systems or the network. Each user is responsible for the content of all text, audio, or images that he/she places or sends over the city’s internet, e-mail system, text messages or other technology resources. No communications may be sent which hides the identity of the sender or represents the sender as someone else. The City is not responsible for material viewed, uploaded, or downloaded to/from the internet. If a user accidentally encounters an inappropriate internet site(s), or email(s), or other technology resources that contain inappropriate materials, the user should disconnect from the site or resource and notify their supervisor. The City strives to promote consistency and civility in its communications with constituents and others. To further this goal, users are prohibited from using technology resources to advance their personal, financial, or private interests. All communications from users should reflect these commitments. In addition, consistency in messages is required. Accordingly, all users provided with an email are required to use the signature block format and the Confidentiality Notice below in black ink without addition or modification. Excluding City logos, department logos, and City/departmental approved information, no other personal information, symbols, quotes, links, photos, or otherwise may be included in the email and the signature section. The format shall be: John Doe, [professional job-related certifications, if any, i.e., CPA, PE, etc.] [City approved job title] City of Oconomowoc and/or department Phone: 262-xxx-xxxx 3  Email: jdoe@oconomowoc-wi.gov Confidentiality Notice: This electronic transmission, including any files attached thereto, may contain confidential information that is legally privileged, confidential, and exempt from disclosure. The information is intended only for the use of the individual or entity named above. If the reader of this message is not the intended recipient or any employee or agent responsible for delivering the message to the intended recipient, you are hereby notified that any disclosure, dissemination, copying, distribution or the taking of any action in reliance on the contents of this confidential information is strictly prohibited. If you have received this communication in error, please destroy it and immediately notify me at -insert your name and e-mail address. Some users of City technology may be assigned tasks that include creating, revising, and posting information and content for City owned/sponsored web sites, media, etc. Users should always ensure that such information, content, and its messaging reflect positively on the City and supports the City’s mission. New or revised information and content on City owned/sponsored communications, websites, or media must be reviewed by a department head before it is posted. No user shall use technology resources to disclose confidential information concerning the property, administration, or affairs of the City. Technology resource usage is not guaranteed to be private or confidential. All communications via technology resources are City property. Therefore, the City reserves the right to examine, monitor and regulate all technology resource communications. All users must also understand that all technology resources communications may be considered public records and may be subject to public records laws and/or discovery during litigation. All City supplied technology resources belong to the City and not the user. All City technology resources must remain under the possession and control of the user and/or approved IT Office staff. Only authorized IT personnel are allowed to perform maintenance, repair, and review of City technology resources. Any lost, damaged, or non-functioning IT technology resources must be reported to the IT Office immediately. Upon termination of employment, end of term, and/or end of relationship where IT Resources are provided , all technology resources must be returned to the IT Office. Any user who abuses the privilege of City facilitated access to technology resources may be denied future access and may be subject to disciplinary action up to and including termination. All City supplied technology resources have a variety of software packages installed, based on the needs of the individual’s position. If you have a need for a program not currently installed on your computer, contact your supervisor. Unless authorized by the IT Office, users are prohibited from downloading, installing, modifying, and/or copying software. All software used on City computers or technology resources must be legally licensed and purchased through or authorized by the IT Office. Running software that is not licensed is illegal and can subject the user and the City to substantial penalties under the law. All hardware connected to City computers, networks or other technology resources must be purchased through or authorized by the IT Office. Attaching hardware that is not approved can cause compatibility problems or breach the security of the network. No personal hardware, even if purchased by an individual specifically for their office computer or other technology resources, may be installed without prior authorization from the IT Office. 4  MEMORANDUM ADMINISTRATION Date: January 16, 2024 To: Mayor and Committee of the Whole From: Mark Frye, City Administrator Re: Discussion for the Possible Placement of Restrooms in the Village Green Area RELATES TO THE STRATEGIC PLAN N/A BACKGROUND Staff are starting the process to look at the reimagination of the Village Green area. A key component of the layout is the potential of restrooms. We will discuss potential placement of public bathrooms in a few places in the Village Green area. At the end of the meeting, we would like direction as to which of the options to explore further. In 2022 a standalone restroom was designed for placement in Village Green. This project did not move forward. The floor plan from this design is included for discussion along with an aerial view with four potential locations. Locations 1 and 2 could use Park Impact Fees for the construction while locations 3 and 4 would use other revenue sources. FINANCIAL IMPACT TBD RECOMMENDATION None SUGGESTED MOTION Discussion and Direction Only. Z:\City Administrator\Restrooms in the Downtown\Background Memo for Discussion of Restrooms in the Village Green Area 01162024.docx 1 5 6  FLOOR PLAN GENERAL NOTES: 1. SITE DATUM OF XXX' = FLOOR EL. 100' - 0" ON ARCHITECTURAL DRAWINGS. 2. FIELD VERIFY ALL DIMENSIONS, BRING ANY DISCREPANCIES TO THE ATTENTION OF THE ARCHITECT / ENGINEER FOR FINAL DECISION. 3. SEE SHEET A001 FOR PARTITION TYPES. 116 King St, Suite 202 (608) 204-7464 4. SEE SHEET A002 FOR DOOR SCHEDULE AND WINDOW TYPES AND Madison, WI 53703 AroEberle.com DETAILS. 5. SEE SHEET A111 FOR REFLECTED CEILING PLAN. 6. SEE SHEET A121 FOR FINISH PLAN AND SCHEDULES. 7. DIMENSIONS ON FLOOR PLAN ARE BASED ON FACE OF FINISH WALL TO FINISHED WALL (NOMINAL). 8. REFER TO DEMOLITION SHEETS FOR COORDINATION OF DEMOLITION SCOPE. 9. REFER TO MECHANICAL, ELECTRICAL, AND PLUMBING DRAWINGS FOR ADDITIONAL ITEMS AND NOTES. 10. CONTRACTORS ARE RESPONSIBLE FOR MAINTAINING CONTINUOUS UTILITY SERVICE TO ALL SPACES IN THE BUILDING NOT AFFECTED BY THIS WORK. ANY DISRUPTION IN SERVICE REQUIRED TO PERFORM WORK OR TO MODIFY EXISTING DUCTWORK, PIPING, CONDUIT, CIRCUITS 4" 4" OR ANY ASSOCIATED EQUIPMENT, MUST BE COORDINATED IN ADVANCE 16 16 WITH THE OWNER/ USER. 1' - 6" 1' - 6" 2 2 7 9 10 KEYED NOTES # 1 1 MOP SINK 8 8 8' - 0 1/4" 2 ADA COMPLIANT GRAB BAR 6 9' - 6" 5' - 2" 5' - 2" 9' - 6" 6 3 WALL MOUNTED HAND DRYER, EHD1 P7 P7 EQ EQ 4 WALL MOUNTED SOAP DISPENSER, SD 5 MIRROR, 24" W X 40" H FD 12 FD 12 FD 6 HDPE TOILET PARTITION / DOOR / URINAL SCREEN 7 7 SURFACE MOUNTED PAPER TOWEL DISPENSER, PTD1 15' - 6 1/8" 10 8 BABY CHANGING STATION, BCS 3' - 0" 3' - 0" UTILITY ROOM 9 SURFACE MOUNTED TOILET TISSUE DISPENSER 4" 110 4" 10 SANITARY NAPKIN DISPOSAL, SND1 124 SF 7 11 OUTDOOR WATER FOUNTAIN AND BOTTLE FILLER MEN'S TOILET 6 10 WOMEN'S 2' - 8" 2' - 8" 108 TOILET 12 FLOOR DRAIN, SLOPE FLOOR TO DRAIN 1/4" PER FOOT - SEE PLUMBING TYP 208 SF 109 DRAWINGS 24' - 10" 24' - 10" 3 203 SF 4' - 0" 4' - 0" 13 LINE OF PREFABRICATED HOLLOW METAL LOUVERED SUN SHADE ABOVE 15 6 2 A401 1 14 INSULATED HOLLOW METAL DOOR AND FRAME 2' - 0" 2' - 0" 15 4 15 HOSE BIB, REFER TO PLUMBING DRAWINGS 14 7 16 COMPRESSIBLE FOAM EXPANSION JOINT FILLER 5 5 4 A201 1 4 6 A401 5 2' - 6" 2' - 6" 2' - 8" 3 110 3 2' - 8" 8 3 A201 12 FD FD 12 9 1/4" No. Description Date 2' - 0" 11 6' - 7" 3' - 7 1/2" 7' - 0" 3' - 7 1/2" 5' - 9 3/4" 1' - 1 3/4" 1' - 1 3/4" 5' - 0" 2' - 8" 14 14 4" 108 109 2' - 4" 2' - 4" 13 CITY OF OCONOMOWOC 4" 12' - 4" 32' - 0" VILLAGE GREEN RESTROOMS OCONOMOWOC, WI 53066 FIRST FLOOR PLAN DESIGN DEVELOPMENT 2 Project number OCO-21-01 3/17/2022 9:34:24 AM A201 Date 03/16/2022 1 FIRST FLOOR PLAN 1/2" = 1'-0" A101 7