That, on the recommendation of the Managing
Director, Corporate Services and City Treasurer, Chief Financial Officer and
the City Clerk, on the advice of the Director, Information Technology
Services, the following actions be taken with respect to the provision of
access to Council Members’ email messages, calendars, contacts and other
associated items in the Elected Official’s Microsoft Exchange account by
temporary contract assistants:
a) the
Director, Information Technology Services, BE AUTHORIZED to take the
necessary steps to provide access to an Elected Official’s email messages,
calendars, contacts and other associated items in the Elected Official’s
Microsoft Exchange account, by their respective temporary contract assistant,
using non-corporate devices, through the Outlook Web Application (OWA), over
public Wi-Fi; and
b) the
process appended to the staff report dated October 18, 2016 as Appendix “A”
BE APPROVED for Council Members to authorize access to their email messages,
calendars, contacts and other associated items in the Elected Official’s
Microsoft Exchange account, by their respective temporary contract assistants;
and
c) the
proposed template appended to the staff report dated October 18, 2016 as
Appendix “B”, for Council Members’ agreements with individuals for the
provision of contract assistance in carrying out the Council Members’ duties
as a Member of Council BE APPROVED; it being noted that the proposed template
recognizes the requirement for assistants under contract to a Council Member
to ensure they utilize OWA, and the information obtained through the use of
OWA, for the sole purpose of carrying out work directly related to a Council
Member’s role, in accordance with applicable legislation and City of London
policies and procedures; it being further noted that the responsibility for
ensuring that contract assistants conduct themselves in a manner that complies
with applicable legislation and City of London policies and procedures shall
rest entirely with the Council Member who has engaged the contract assistant.
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