The URL can be used to link to this page

Home My WebLink About01/04/1994, 5 - REMOTE ACCESS TO THE CITY'S COMPUTER SYSTEMSCl C)/ O of San LUIS OBISpo MEETING GATE j COUNCIL AGENDA REPORT ITEM NUMBER FROM: William C. Statler, Director of Finance t t Prepared by: Lori Atwater, Information Systems Coordinator SUBJECT: REMOTE ACCESS TO THE CITY'S COMPUTER SYSTEMS CAO RECOMMENDATION Retain current policy regarding remote access to the City's computer systems. DISCUSSION Background. The City's current remote access policy was recently adopted by Council in July of 1993. Under this policy, any user who owns an IBM PC- compatible computer that meets minimum standards may be authorized by their department head and system administrator to have remote access to the City's local area network (LAN). Two Council Members who own personal computers meet the City's standards and have been given access to the City Hall LAN. At their November 9, 1993 Study Session, the Council directed staff to review this policy and identify options for providing Council Members with city-owned computers. Three potential sources were identified at that time: surplus property of the state or federal government; available departmental computers; and purchasing new computers. Benefits of Existing Policy. The policy for remote access to the City's computer systems was intended to provide an additional avenue for communication for Council Members and staff who already own a computer to access City computing resources from their homes. In considering the resources necessary to adequately support Council Members in their use of City computing systems, we need to recognize that Council Members will be our most demanding customers, and because of their remote location, will be among the most difficult customers to service. One of the key benefits of the existing remote access policy is that it assures a certain level of "computer literacy" through the personal ownership of an IBM PC- compatible computer, which reduces the impact of servicing Council Members at remote locations. On the other hand, Council Members are unique in that their primary place of work is their homes. Accordingly, if the Council believes that there is significant benefit to the community in ensuring remote access for all Council Members, then it is appropriate to shift resources from current activities for this purpose. In this case, the computers provided to Council Members should be among the most reliable in our inventory to minimize the number of "house calls" required by staff, and to ensure their dependability for use by Council Members. FISCAL IMPACT No anticipated additional costs are associated with this recommendation. FA ��H� ►�►��Illll��ll fell city of San LUIS OBISpo COUNCIL AGENDA REPORT ALTERNATIVES Provide Remote Access for Personally - owned, Non - standard Computers The City standard computer workstation is a IBM PC- compatible using the DOS operating system. Other workstations available are Unix-based computers such as SUN and NeXT; and Apple OS -based workstations such as the Apple IIGS and MacIntosh SE. Providing remote access for personally -owned computers which do not meet the City's standard would require different software and configuration for each machine supported. Technical staff would require separate training for each hardware system and operating system supported. At this time, we do not believe it would be an effective use of limited staff resources to support multiple operating systems. Provide City -owned Computers for Remote Access by Council Members As noted above, there are three basic options for providing City-owned computers to Council members for remote access purposes. ■ State /Federal Surplus Program. We have contacted the State regarding the possibility of acquiring surplus, operational IBM PC- compatible computers. They have not identified any computer workstations which are compatible and operational. ■ Available Department Computers. Following Council direction, on November 9, 1993, we contacted all site System Administrators regarding the availability of surplus, operational workstations. Based on the responses to this request, the two units that were available lacked sufficient memory or had component failures. Since Council Member use of computers will take place at a remote location, they should receive highly reliable workstations. It is not an acceptable alternative for Council Members to use computers which have been replaced due to reliability or performance problems. ■ Purchase Computers. If the Council desires to provide remote access to all .members, it is recommended that reliable units be purchased for this purpose. The estimated cost of increasing our inventory of computers for this purpose is $7,800. The cost would be incrementally less if all Council Members did not request City- owned computers. ATTACHMENT Policy on remote access to the City's computer systems adopted by Council on July 20, 1993. REMOTE ACCESS TO THE CITY'S COMPUTER SYSTEMS PURPOSE STATEMENT Modem use to and from the City's computer systems should occur under guidelines that are incorporated into the Management Information Systems policies and procedures. The remote access policies outlined below are intended to establish a framework for the use of modems City- wide.' LINK TO MANAGEMENT INFORMATION SYSTEMS POLICIES The City is committed to a strategy of decentralized computing systems based on local area network technology. Although decentralized, centralized support through the Information Systems Division of the Finance Department is provided for hardware, software and devices that are integrated into each site local area network. Non -LAN data communications, including modems, fall into the category of uses not supported by Information Systems. As such, purchase, installation, maintenance and support of modems are the sole responsibility of the operating departments. Under Management Information Systems guidelines, the City encourages the use of information systems that are compatible and maximize the easy exchange of information between users and departments, and minimize the duplication of data bases and maintenance efforts. Modems installed in different locations for individual use should be minimized in the future. If growth of these devices continues, a modem pool (communications server) should be installed as a local area network resource which will allow many users to access the same modems using network communication software. This device would be installed, maintained and supported by Information Systems. AUTHORIZED USE Council Members and System Administrators are specifically authorized to have remote access to the City's local area network. Access by other staff members requires the approval of the Department Head and the concurrence of the System Administrator. Any significant use of remote access for "telecommuting" must be approved by the CAO. SECURITY The following practices are intended to provide reasonable, but not absolute, safeguards against unauthorized access to the City's computer systems: Communications Software. All communications shall be conducted via "dial- back" communications software. The caller list in the software contains the user login name, password and phone number of authorized users. This ensures that the host is accessible only to remote users at the numbers in the caller list. The communication software will "dial- back" to the authorized remote user who has requested access to the system. Passwords All users of the City's computer systems must be issued a login name and password. The City standard login name is first initial and last name up to eight characters. Passwords are a confidential sequence of letters and numbers. Because passwords are the key to system security, S-3 which becomes an even greater issue when remote access is provided, it is essential that they are not disclosed or utilized by other persons. All passwords will be assigned by the System Administrator and changed every six months. Disclosure of passwords (or the use of an unauthorized one) may result in terminating access (remote or local) to the City's LANs, and depending on the severity of the outcome of the disclosure, may result in disciplinary action, including termination. SUPPORT RESPONSIBILITIES Information Systems Information Systems will establish standards for remote access communication software and external modems to be used. Information Systems will also provide initial installation of external modems and communication software for Council Members in their role as System Administrators for City Hall LAN. Information Systems does not otherwise support remote access to the City' .computer systems. System Administrators Each site System Administrator is responsible for the training and technical support required for use of remote access and for developing procedures for its use at their site as appropriate. System Administrators are also responsible for installing external modems and configuring the communication software for remote access to their site's local area network. Modems shall run at speeds of 9600 baud or higher. This speed will allow the transfer of documents, text processing, and provide the best investment of funds. This approach should provide reliable use of the City's standard applicafion software such as WordPerfect, E -mail, and Lotus; databases such as the Land Use Inventory will probably be too slow and are not recommended for use via remote access. Printing to the network printer is available and incorporated into the user login name; printing to the home printer creates potential problems for support and therefore, can not be guaranteed. Departments Departments are responsible for the costs of purchasing modems and communication software, and for approving employee access to the LAN. In the case of Council Members, the City Clerk's Office is responsible for training and support for use of modems in accessing the City Hall local area network as well as the use of standard City office applications. USER RESPONSIBILITIES Users who own a computer and are authorized to have remote access may dial -in to the City's local area network. The minimum computer must be an IBM PC or compatible with 640K RAM and DOS 3.1. The remote user must coordinate with their site System Administrator for the installation of a City-owned modem and communication software. Any other costs associated with installing remote access as well as the on -going maintenance, repairs, and upgrades of the remote computer are the responsibility of the individual user. At the end of employment with the City (or termination of remote access privileges), the communication software and external modem must be returned to the City. Each remote user will have the same level of access to programs and files as they would while on site. As noted above, unauthorized access or improper system utilization may result in terminating access (remote or local), and depending on the severity of the outcome of improper use, may result in disciplinary action, including termination. 44" MEMORANDUM DAIt ! -9 4 AGENDA December 29, 1993 TO: City Council ;,1.VI:.� FROM: John Dunn, City Administrative Officer :'d'. �9g Vi i r COUNCIL SUBJECT: REMOTE ACCESS TO THE --CITY'S C PUTER SYSTEMS "•N LUIS osisao, CA The agenda report scheduled for January 4, 1993 addressing this topic recommends retaining our current remote access policy. If the Council desires to change this policy in order to allow the use of City —owned computers for home access by Council Members to the City's computer systems, then the recommended alternative is the purchase of new computers. As noted in the agenda report, Council Members are unique in that their primary place of work for City purposes is their homes, and accordingly, there may be significant benefits to the community if all Council Members are assured (tome access. If this is the case, then they should be provided with at least the same level of resources — from both a hardware /software and staff support perspective — as other City users. In fact, because Council members will be high priority users with special support needs due to their remote location, they should be provided with the most reliable computers in our inventory. It is not an acceptable alternative for Council Members to be provided with computers that have been replaced due to reliability or performance problems. In summary, if we are to achieve the benefits that may result from assuring that all Council Members have remote access to the City's computer systems, then it is essential that we support this goal accordingly by providing Council Members with at least the same level of resources that we provide to other users. At a minimum, this means providing Council Members with highly reliable work stations that will dependably (and easily) perform the functions that Council Members require. W yvUNUIL !i �AO ❑ C DIR WFIN DIR ❑ FIRE CHIEF EY CLERNORIC ❑ MGMT TEAM ❑ C D FILE O PLY DIR ❑ POLICE CHF ❑ REC DIR ❑ t1TIL DIR �� 0 PER3 DIR Mr7NG AGENDA Dn. _ ITEM # GOM M , l December 16, 1993 QCF C9UNCIL l0' CDD DIR MEMORANDUM 2T. ❑FIN DIR AO ❑ WE CHIEF 9 AyrMEY ®" PW DIR TO: Council Colleagues VCLERKADRIG ❑ Po CE CHI ❑ MGMT TEAM [3 C DIR FROM: Dave Romero �� ❑ RR.ED FILE urn DIR �1LL_ ❑ PERS DIR SUBJECT: ANNEXATION As we move ahead with several possible annexations, I have spent some time reviewing our policies. I find myself overwhelmed by their complication. We have General Annexation Policies, Major Annexation Policies, Minor Annexation Policies and another set of policies which we are setting up as we go for large annexations (not designated as "Major Annexations "). Each of the policy categories has numerous sub - policies dealing with such subjects as water and sewer service, open space, specific planning, affordable housing, possible environmental problems, neighborhoods, greenbelts, interim uses, assurances that new development pays for itself, and hillside planning. With so many determinations to be made, I doubt that any annexation could reasonably meet the multiple requirements, thus the City will continually be put in the position of having to exempt certain conditions if it decides to proceed with an annexation. This fuels more controversy in the community. I believe the City decisions regarding annexation should be relatively simple and straight- forward such as: • Does the annexation comply with state law? • Is it favored by the majority of the owners or residents in the annexation? • Is the annexation a benefit to the City? • What are the implications if we don't annex? Virtually all other questions we now ask are development issues, best handled after the property is annexed and under city control. I believe our requirements for annexation have become far too complicated, subjecting us to many unnecessary studies, hearings, delays and controversy. We are unnecessarily wasting a great deal of time and effort for the staff, Planning Commission and Council. If there is some concurrence among the Council, I would like to see a study session to see if we arrive at a consensus to simplify the entire process. DR:ss c P. In The Superior Court of The State of California In and for the County of San Luis Obispo No. dv# 13965 -0 -5 Citv of S10 STATE OF CALIFORNIA, ss. County of San Luis Obispo AFFIDAVIT OF PUBLICATION I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen and not interested in the above- entitled Matter I am now, and at all times embraced in the publication herein mention was, the principal clerk of the printers and publishers of the SAN LUIS OBISPO COUNTY TELEGRAM- TRIBUNE, a newspaper of general circulation, printed and published daily, Sundays ex- cepted, at the City of San Luis Obispo in the above named county and state; that Notice at which the annexed clipping is a true printed copy, was published in the above -named newspaper and not in any supplement thereof — on the following dates, to -wit: 1/22 that said newspaper was duly and regularly ascertained and established a newspaper of general circulation by Decree entered in the Superior Court of San Luis Obispo County, State of California, on June 9, 1952, Case #19139 under the provisions of Chapter 1, Division 7, Title of the Government Code of the State of California. I certify (or declare) under penalty of perjury that the foregoing is true and correct. (Signature of Principal Clerk) Date 1/22 19 94 San Luis oerepo RESOLUTION NO. 8256 (1994 Series) RESOLUTION OF INTENTION TO ABANDON CLAY STREET RIGHT -OF -WAY ADJACENT TO 400 BRIZZOLARA STREET BE IT RESOLVED by the Council of the City of San Luis Obispo as follows: SECTION 1. It is the inten- tion of the City of San Luis Obispo to abandon the Clay Street right-of -way, as shown on the map marked Exhibit "A ", attached hereto and in- corporated herein by such reference, pursuant to Sec- tion 8300 et. seq. of the Streets and Highways Code. SECTION 2. Copies of the map showing the particulars of the proposed abandon. ments are also on file in the office of the City Clerk, at 990 Palm SL eet. SECTION 3. Tuesday, Feb- ruary 1, 1994, at 7:00 p.m. in the Council Chamber of the City Hall, 990 Palm Street, San Luis Obispo, California is the time and place set for hearing all persons interested in or objecting to the pro- posed abandonment, which time is not less than fifteen (15) days from the passage of this resolution. SECTION 4. This resolu- tion, together with the ayes and noes, shall be published once in full at least ten (10) days before the public hear- ing on the proposed street abandonments, in the Tele. gram- Tribune, a newspaper published and circulated in this city. SECTION 5. The City Engi. neer shall post at least three (3) notices of the proposed abandonments in prominent locations near the portion of the street to be abandoned at least fourteen (14) days be. fore the date set for the hearing in accordance with Section 8322 of the Streets and Highways Code. SECTION S. The proceed- ing to be taken will be subject to reservation by the City of public easements for utilities, creek maintenance, drainage, and open space, and subject to such other conditions as the Council deems appropri. ate, including submittal of a title report by the applicant, prior to final Council action, clarifying fee ownership of the area underlying the Clay Street right -of -way. SECTION 7. The City Engi- neer shall notify utility compa- nies affected by the proposed abandonments at least ten (10) days before the date set for public hearing in accord. ance with the Streets and Highways Code. On motion of Council Mem- ber Settle, seconded by Council Member Romero, and on the following roll call vote: AYES: Council Members Settle, Romero, Rappa, and Mayor Pinard NOES: None ABSENT: Council Member Roalman the foregoing resolution was passed and adopted this 4th day of January, 1994. /s/Mayor Peg Pinard ATTEST: /s /City Clerk Diane R. Gladwell Jan. 22,1994 dvl3965 In The Superior Court of The State of California In and for the County of San Luis Obispo AFFIDAVIT OF PUBLICATION No. dv1- 10602 -0 -9 City of SLO STATE OF CALIFORNIA, ss. County of San Luis Obispo I am a citizen of the United States and a resident of the County aforesaid; I am over the age of eighteen and not interested in the above - entitled matter ; I am now, and at all times embraced in the publication herein mention was, the principal clerk of the printers and publishers of the SAN LUIS OBISPO COUNTY TELEGRAM- TRIBUNE, a newspaper of general circulation, printed and published daily, Sundays ex- cepted, at the City of San Luis Obispo in the above named county and state; that notice at which the annexed clipping is a true printed copy, was published in the above -named newspaper and not in any supplement thereof — on the following dates, to -wit: December 25 that said newspaper was duly and regularly ascertained and established a newspaper of general circulation by Decree entered in the Superior Court of San Luis Obispo County, State of California, on June 9, 1952, Case #19139 under the provisions of Chapter 1, Division 7, Title of the Government Code of the State of California. I certify (or declare) under penalty of perjury that the foregoing is true and correct. (Signature of Principal Clerk) Date December 25 19 93 WuutlVVl ley V CrLy of san tuts osgpo CITY COUNCIL PUBLIC HEARINGS On Tuesday, January a, 1994, the San Luis Obispo City Council will hold public hearings beginning at 7:00 p.m. in the Council Chambers Of City Hall, 990 Palm Street, on the items listed below. The reports will be available for review in the City Clerk's Department on the Wednes- day before the meeting. For more information, please call 781 -7103. The Council may also dis- i cuss other hearings or busi- ness items before or after those listed. If you challenge any one of the proposed actions described below in court , you may be limited to raising only those issues you or someone else raised at the Public hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to, the public hearing. NON- CONFORMING LOT TEXT AMENDMENT (R 101- 93) - to consider amending the text of the zoning regula. tions to provide an exception Process for the m ^rger re- quirement for non - conform. ing lots. (30 mina. TAXI CAP APPLICATION to consider the need for a second taxi cab company in San Luis Obispo, and issu. arice of certificate of public convenience and necessity; Central Caost Taxi Trust of Santa Maria, applicant. (10 min.). APPEAL PROCEDURE TEXT AMENDMENT (TA 16A- 93)-to consider an ordinance amending . the Municipal Code to allow additional time to schedure appeal hearings before the City Council. (15 min.). Diane R. Gladwell, City Clerk Dec.25, 1993 dv10602