HomeMy WebLinkAboutCAO-07-063 - Policy - Blackberry Use in Council Chamber
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Report To: Mayor Carl Zehr Members of City Council
Date of Meeting: December 10, 2007
Submitted By: Carla Ladd, Chief Administrative Officer
Prepared By: Carla Ladd, Chief Administrative Officer
Ward(s) Involved: All
Date of Report: December 6, 2007
Report No.: CAO-07-063
Subject: Policy on Blackberry use in Council Chambers
RECOMMENDATION:
For information.
BACKGROUND:
On November 26, 2007, City Council considered and approved a new customer service manual
for the City of Kitchener. The manual included specific details of an administrative policy related
to the use of Blackberrys by staff which was implemented in September 2006. That staff policy
sets out clear guidelines for staff use of a Blackberry in specific situations such as meetings,
interviews and training sessions.
When considering its approval of the customer service manual, City Council asked staff to
consider the development of a similar policy related to the use of Blackberrys in Council
Chambers.
Reaion of Waterloo Electronic Devices Policv:
The Region of Waterloo recently developed a specific policy related to the use of electronic
devises in Regional Council Chambers. Regional Council will be considering the procedural by-
law amendment that is linked to this new policy on Wednesday, December 12, 2007.
When considering its own policy, Regional Council considered a number of options, including:
1. Maintaining existing practice and have no policy;
2. Turning electronic devices to non-audible, silent, etc.;
3. Limiting use of electronic devices to gallery area only;
4. Limiting use of electronic devices when delegations/presentations are being heard;
5. Limiting use of electronic devices to reading/receiving only and not responding to messages;
6. Prohibiting use of electronic devices when there is audio or video interference;
7. Prohibiting use of electronic devices at any time during meetings in Council Chambers.
In developing its policy, the Region reviewed whether policies had been put in place in other
municipalities. Regional staff found that few other municipalities had restricted the use of
electronic devices completely; rather many direct that their use be restricted and that they be
placed on silent mode so as not to disrupt meetings or interfere with electronic devises such as
audio equipment or media equipment. In many situations, the protocol regarding the use of
electronic devices in Council Chambers is not formalized, but is instead an agreement among
the users about appropriate use.
The Region of Waterloo's electronic devices policy states:
1. Council, staff and anyone situated in the gallery (including members of the media) shall turn
all electronic devices to non-audible, silent, etc. during the entire Committee or Council
meeting in Council Chamber;
2. Members of Council and staff within the bar of Council will limit the use of electronic devices
during all delegations during any meeting;
3. At any time during any meeting, at the discretion of the Chair of the meeting, use of
electronic devices may be prohibited if there is audio or video interference.
To help inform people of this new policy, the Region will be reminding staff and Councillors
`within the bar of Council' to limit their use of electronic devices during delegations. The Region
will also be posting signs at both entrances to the Council Chambers that read: "Please turn all
electronic devices to non-audible or silent while attending meeting." Notice of this policy will also
be included in the Region's "Guide to Delegation" brochure and posted on their website.
REPORT:
The use of Blackberrys (or other electronic devices) by City Council in any situation or location
is best debated and determined by Council itself based its needs and requirements.
Following discussions by Council and a decision on: (1) whether or not to implement a formal
policy, and (2) what the general components of that policy would be, staff could draft a specific
policy and bring it back to Council's for review and possible approval.
CONCLUSION:
Staff is therefore seeking direction from City Council on whether they wish to proceed with a
policy related to Blackberry use in Council Chambers.
Carla Ladd
Chief Administrative Officer