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HomeMy WebLinkAboutAgenda - City Council - 05/04/2009 ► o 404,1 south Charles E. Hatter, City Manager AGENDA SOUTH BURLINGTON CITY COUNCIL CITY}BILL CONFERENCE ROOM 575 Dorset Street SOUTH BURLINGTON, VERMONT REGULAR MEETING-EXECUTIVE SESSION 6:45 P.M. Monday, May 4, 2009 1) Consider entering executive session to discuss appointments to Boards and Commissions and contract negotiations. REGULAR MEETING 7:00PM Monday, May 4, 2009 2) Comments and Questions from the public (not related to the Agenda). 3) Announcements and City Manager's Report. 4) Appointment of South Burlington representative to Burlington International Airport Board of Commissions * 5) Request for approval of issuing a RFP for architectural services to evaluate 575 Dorset Street as site for a new Police Station and City Hall, including conceptual building plans; Councilor Dooley. 6) Update from Chittenden County Regional Planning Commission (CCRPC); Charlie Baker, Executive Director and Justin Dextradeur, Board Chair. * 7) Public Hearing on Amendment to Motor Vehicle and Traffic Regulations: Stop Signs; Second reading of same. * 8) First Reading of Amendment to Sign Ordinance: Use of Temporary Signs; schedule public hearing for June 1, 2009. * 9) Consideration of adoption of Identity Theft Prevention Policy. * 10) Review agenda for Development Review Board meeting to be held on May 5, 2009. * 11) Review and approve minutes from regular & special City Council meetings held April 20 & 27, 2009 * 12) Reconvene as Liquor Control Board to consider Liquor Licenses for Renewal: Quarry Hill Club, 360 Spear Street. 13) Sign disbursement orders 14) Adjourn Respectfully Submitted: Charles Hafter, City Manager 575 Dorset Street South Burlington, VT 05403 tel 802.846.4107 fax 802.846.4101 www.sburl.com Page 1 of 2 Denis Gravelin From: Charles Hafter[chafter@sburl.com] Sent: Monday, May 04, 2009 10:53 AM To: Denis Gravelin Subject: Fwd: Proposed RFP X-Virus-Scanned: amavisd-new at sburl.com To: "Sandy Dooley" <sdooley@sburl.com>, "Mark Boucher" <mboucher@sburl.com>, "Meaghan Emery" <memery@sburl.com>, chafter@sburl.com, fmurray@sburl.com, jknapp@sburl.com Cc: twhipple@sbpdvt.org Subject: Proposed RFP X-KeepSent: 70591 FB5:D9639F 1 F-852575AC:0048E598; type=4; name=$KeepSent X-Mailer: Lotus Notes Release 7.0.3 September 26, 2007 From: Stephen P Magowan<SMagowan@sfeglaw.com> Date: Mon, 4 May 2009 10:00:24 -0400 X-MIMETrack: Serialize by Router on SES-MAIL1/SES(Release 8.0.2FPllJanuary 12, 2009) at 05/04/2009 10:00:25 AM, Serialize complete at 05/04/2009 10:00:25 AM X-OriginalArrivalTime: 04 May 2009 13:57:25.0609 (UTC) FILETIME=[412DFD90:01 C9000O] Dear Councilors and Chuck, I unfortunately can not attend tonight's meeting as I have a commitment to attend a VBSR dinner and I am hosting some folks who are coming in for the dinner from out of town. I would like to request that the Council Chair read the following in tonight's meeting: Steve Magowan,a resident and former City Councilor objects to Councilor Dooley's proposed process for the following reasons: (1) At its April 27 meeting the Council stated that it would next take up police station matters on May 18,not May 4. While it is certainly legal to put this on the agenda,it is completely outside the expectations of anyone following this debate. I only learned about this proposal at around 8:30am on May 4(today). I understood that Council was trying to achieve more transparency. Raising this new proposal at the last second does not create a feeling of transparency. (2) In any event,these issues have been examined and it is time to move on. It is beyond doubt that trying to build at 575 Dorset will cost at least several million dollars more than the Gregory Drive proposal. Moreover,it will take much more time to get a police station up and running at 575 Dorset,to say nothing of the disruption to City services. Merely moving the City's land records twice will cause significant hardship to the staff and to residents. The Council started a process immediately after the vote in November. It considered various proposals and an extraordinary opportunity presented itself through the generosity of Mr.Miller. I do not know Mr.Miller personally,but this exemplifies the kind of community spirit he has had in other communities in Vermont. By dithering on this matter,the Council brings disrepute upon itself. What prevents Mr.Miller from withdrawing his offer if the Council continues to look askance at his offer? The Council has been handed a gift--it is an opportunity to put behind us the acrimony that has developed in the community over the questions of siting the police station and it is an opportunity actually to demonstrate the support the Council 5/4/2009 Page 2 of 2 claims to have for the Police Department. The level of dissatisfaction within the Department continues to boil over. I cannot see for the life of me why 575 Dorset is such a special location for the police that the Council has to fiddle and fiddle while it could be moving forward with a cost effective solution that will serve the community for decades to come. Please,I beg you all to stop this and to move forward with presenting to the public the Gregory Drive proposal. Our residents and the men and women of the Department deserve the full support of the Council behind the Gregory Drive proposal. Thank you. Steve Stephen P.Magowan Steiker,Fischer,Edwards&Greenapple 156 College St.,3rd Floor Burlington,VT 05401 802.860.4077,Extension 411 (office) 802.860.4087(fax) 802.324.2214(cell) smagowan@sfeglaw.com w'ww.sfegglaw.com www.sesadvisors.com IRS CIRCULAR 230 DISCLOSURE: Pursuant to Treasury Regulations,any tax advice contained in this communication(including any attachments)is not intended or written to be used,and cannot be used or relied upon by you or any other person,for the purpose of(i)avoiding penalties under the Internal Revenue Code,or(ii)promoting,marketing or recommending to another party any tax advice addressed herein.Please contact a member of the firm if you require a formal,written tax opinion that satisfies applicable IRS requirements. The information contained in this electronic message is legally privileged and confidential under applicable law,and is intended only for the use of the individual or entity named above.If you are not the intended recipient of this message,you are hereby notified that any use,distribution,copying or disclosure of this communication is strictly prohibited.If you have received this communication in error,please notify Steiker,Fischer,Edwards,&Greenapple,P.C. at 802-860-4077 or by return e-mail to smagowan@sfeglaw.com,and purge the communication immediately without making any copy or distribution.Thank you. 5/4/2009 0404,04 south PLANNING & ZONING AGENDA South Burlington Development Review Board Tuesday, May 5, 2009 7:30pm Regular Meeting City Hall Conference Room, 575 Dorset Street, South Burlington,VT 1. Other business/announcements. 2. Minutes of April 7, 2009 and April 21, 2009. 3. Sketch plan application #SD-09-20 of F+ M Development Co., LLC to amend a previously approved planned unit development consisting of: 1) 383 residential units in seven (7) buildings, 2) a 63 unit congregate housing facility, 3) a 4430 sq. ft. expansion of an indoor recreation facility, and 4) an existing 16,000 sq. ft. television studio and office building. The amendment consists of subdividing lot#1 into five (5) lots ranging in size from 0.35 acres to 1.347 acres, 345-514 Farrell Street. 4. Sketch plan application #SD-09-19 of F+ M Development Co., LLC to amend a previously approved planned unit development consisting of: 1) 383 residential units in seven (7) buildings, 2) a 63 unit congregate housing facility, 3) a 4430 sq. ft. expansion of an indoor recreation facility, and 4) an existing 16,000 sq. ft. television studio and office building. The amendment consists of: 1) razing existing car wash and television station, 2) constructing a 26,150 sq. ft. 4-story addition to contain 30 congregate housing units and 3,000 sq. ft. of social service use to existing 63 unit congregate housing facility, and 3) constructing a 48,500 sq. ft. 5-story multi-family dwelling to contain 41 dwelling units, Farrell Street and Bacon Street. 5. Continued preliminary plat application #SD-09-05 of Wedgewood Development Corporation for a planned unit development consisting of: 1) six (6) two-family dwellings, and 2) three (3) single family lots, 232 Autumn Hill Road 6. Sketch plan application #SD-09-21 of Steve Hackett for a resubdivision (boundary line adjustment) of two (2) lots, 140 and 150 Kennedy Drive. 7. Site plan application #SP-09-32 of Mountaha Handy to convert 3,000 sq. ft. of retail space to personal service use on a lot which includes a convenience store with gas sales and a standard restaurant, 26 Hinesburg Road. 8. Site plan application#SP-09-30 of Lark Inns, LP to construct a 1,263 sq. ft. addition to hotel lobby, 1720 Shelburne Road. 9. Continued sketch plan application #SD-08-26 of South Burlington Realty Co. for a planned unit development consisting of: 1) razing the existing 1,000 sq. ft. building, and 2) constructing a two (2) story 17,070 sq. ft. mixed use building, 2040 Williston Road. Respect y Submitte• aymond J. Belair Administrative Officer 575 Dorset Street South Burlington, VT 05403 tel 802.846.4106 fax 802.846.4101 www.sburl.com soutivuo HH M D May 4, 2009 Chair and City Council South Burlington, VT 05403 Re: Consideration of adoption of Identity Theft Prevention Policy To all Members: Early in April, the Vermont League of Cities and Towns alerted its members that the federal government, pursuant to the Fair and Accurate Credit Transactions Act of 2003, requires all creditors establish effective May 1, 2009, an "Identity Theft Prevention Policy" regarding customer accounts. The League provided a model policy which included all the elements required. Although the requirements may be limited to South Burlington utility accounts, we've completed an "inventory" of all City departments and edited the model to include by reference, each department's programs. These would include forms and applications that solicit personal information and what measures are used to protect the information, and who in addition to staff, has access. Also carved out and listed by reference in Exhibit A, are samples of possible alerts that would trigger a higher level of attention. The sample policy required an annual review; this City policy is set up to be reviewed as deemed necessary. Please consider adopting this Identity Theft Prevention Policy. Sincer y, Denis Gravelin Assistant City Manager Identity Theft Prevention Policy City of South Burlington, Vermont Section 1: Title,Authority, and Purpose This policy shall be known as the "City of South Burlington Identity Theft Prevention Policy." The purpose of this Policy is to establish an Identity Theft Prevention Program ("Program") designed to detect, prevent, and mitigate identity theft in connection with the opening of a City account for services or an existing City record and to provide for continued administration of the Program in compliance with Part 681 of Title 16 of the Code of Federal Regulations implementing Sections 114 and 315 of the Fair Accurate Credit Transactions Act(FACTA) of 2003. Section 2: Definitions For the purposes of this Policy, the following definitions apply: a) Covered Account means a City record established for the purpose of obtaining City services for utility service (water, sewer and storm water), programs sponsored by the City's Recreation Department, property tax collections, Planning and Zoning permits, as well as general City Clerk recording functions. b) Credit means the right granted by the City to defer payment in advance of services. c) Creditor means the City of South Burlington and its operating departments. d) Customer means a person that has an account with the City. e) Department Personnel means all employees responsible for or involved in the process of opening an account, restoring an account, or accepting payment for an account. f) Identity theft means a fraud committed or attempted using the identifying information of another person without authority. g) Person means a natural person, a corporation, government or governmental subdivision, or agency, trust, estate, partnership, cooperative, or association. Section 3: Identification of Identity Theft Notification of the existence or possibility of identity theft, as reported by a customer, account holder, a victim of identity theft, a law enforcement authority, or other consumer reporting agencies shall be considered identification of possible identity theft. Identity Theft Prevention Policy City of South Burlington, Vermont Exhibit A of this policy lists examples of suspicious documents, information, and alerts to raise the City's awareness of potential identity theft. Section 4: Detecting Identity Theft • New and Existing Accounts In order to detect or prevent identity theft associated with a City account, department personnel will continue to take steps to obtain and verify the identity of the person opening an account and obtaining City services with respect to the activities and processes outlined by each City department in Exhibit B of this policy. In the event of notification of the existence or possibility of identity theft, the City and its personnel will cooperate fully with law enforcement agencies. Section 5: Preventing and Mitigating Identity Theft If department personnel detect the possibility of identity theft, such personnel, after consultation with the program administrator, shall take one or more of the following appropriate responses commensurate with the degree of risk posed in order to further prevent the likelihood of identity theft occurring with respect to City accounts: • Continuing to monitor the account for evidence of identity theft; • Contacting the customer; • Changing any passwords, security codes, or other security devices that permit access to covered accounts; • Not opening a new account; • Closing an existing account; • Reopening an account with a new account number; • Not attempting to collect on an account; • Notifying law enforcement; or • Determining that no response is warranted under the particular circumstances. Section 6: Program Updates The City Council shall, as it deems necessary, review and update this program to reflect changes in risks to customers or to the safety and soundness of the department from identity theft based on the following factors: • The department's experiences with identity theft; • Changes in methods of identity theft; • Changes in identity theft detection, prevention, and mitigation methods; • Changes in the types of accounts that City departments offer or maintain; and • Changes in the City department's business arrangements with other entities. 2 Identity Theft Prevention Policy City of South Burlington, Vermont Section 7: Program Administration Oversight: The City Council shall be responsible for the oversight of the program including: • Program implementation, • Reviewing reports prepared by staff regarding the detection, prevention, and mitigation of identity theft, and • Approving material changes to the program as necessary to address changing identity theft risks. Staff Reports: c.," Department staff responsible for implementing the program shall report to the City Council: 1-'." • New Service provider arrangements; • Significant incidents involving identity theft and management's response; and • Recommendations for material changes to the program. Staff Training: The City Council or its authorized representative will train staff responsible for effectively implementing the program as necessary. Oversight of Service Provider Arrangements: If the City Council engages a service provider to perform an activity in connection with one or more City accounts, the City Council will review such arrangements in order to ensure that the service provider's activities are conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft. The foregoing Policy is hereby adopted by City Council of the City of South Burlington, Vermont, this day of May 4, 2009 and is effective as of this date until amended or repealed. Signatures of City Council: Mark Boucher, Chair Sandy Dooley Meaghan Emery Jim Knapp Frank Murray 3 Identity Theft Prevention Policy City of South Burlington, Vermont Exhibit A Alerts, Notifications, or Warnings from Consumer Reporting Agencies • A fraud or active duty alert that is included with a consumer report. • A notice of credit freeze in response to a request for a consumer report. • A notice of address discrepancy provided by a consumer reporting agency. • A consumer report indicating a pattern of activity that is inconsistent with the history and usual pattern of activity of an applicant or customer, such as: • A recent and significant increase in the volume of inquiries; • An unusual number of recently established credit relationships; • A material change in the use of credit, especially with respect to recently established credit relationships; or • An account that was closed for cause or identified for abuse of account privileges by a financial institution or creditor. Suspicious Documents • Documents provided for identification that appear to have been altered or forged. • Identification on which the photograph or physical description is inconsistent with the appearance of the applicant or customer presenting the identification. • Other information on the identification that is inconsistent with information provided by the person opening a new covered account or a customer presenting the information. • Other information on the identification that is inconsistent with readily accessible information that is on file with the department, such as a signature card or a recent check. • An application that appears to have been altered, forged, destroyed, or reassembled. Suspicious Personal Identifying Information • Personal identifying information presented that is inconsistent with external information sources used by the department. For example: • The address does not match any address in the consumer reports; or • The Social Security Number(SSN) has not been issued or is listed on the Social Security Administrator's Death Master File. • Personal identifying information provided by the customer is inconsistent with other personal identifying information provided by the customer, such as a lack of correlation between the SSN range and date of birth. Identity Theft Prevention Policy City of South Burlington, Vermont Exhibit A — Continued • Personal identifying information or a phone number or address is associated with known fraudulent activities as indicated by internal or third-party sources used by the department. • Personal identifying information, such as a fictitious mailing address, mail drop address, jail address, invalid phone number, pager number, or answering service, is associated with fraudulent activities as indicated by internal or third-party sources used by the creditor. • The SSN provided is the same as that submitted by another applicant or customer. • The address or telephone number provided is the same as or similar to the covered account number or telephone number submitted by an unusually large number of applicants or customers. • The applicant or customer fails to provide all required personal identifying information on an application or in response to the notification that the application is incomplete. • Personal identifying information is inconsistent with personal identifying information on file with the department. • The applicant or customer cannot provide authenticating information beyond that which generally would be available from a wallet or consumer report. Unusual Use of or Suspicious Activity Related to the Covered Account • Shortly following the notice of a change of address for a covered account, the department receives a request for the addition of authorized users on the account. • A new revolving credit account is used in a manner commonly associated with known patterns of fraud. For example: • The customer fails to make the first payment, or makes an initial payment but no subsequent payments. • A covered account is used in a manner inconsistent with established patterns of activity on the account. For example: • Nonpayment when there is no history of late or missed payments, or • A material increase in the use of available credit. • A covered account that has been inactive for a reasonably lengthy period of time is used. • Mail sent to the customer is returned repeatedly as undeliverable although transactions continue to be conducted in connection with the customer's covered account. • The department is notified that the customer is not receiving paper account statements. • The department is notified of unauthorized charges or transactions in connection with the customer's account. 7 City of South Burlington Identity Theft Prevention Policy Exhibit B - Individual Department Measures City Clerk's Office 1.Identify Programs 2 Information maintained 3.Protection measures 4.Who other than staff has access to information Vital Records dob,ss#,parents info can't limit access to information-public record state law-public record-anyone can have a copy state engraved certified paper needed to make copies is kept in the vault Land Record recording ss#,financial info, can't limit access to information-public record state law-public record-anyone can have a copy Property Transfer Tax Return name,address,ss# PTR's are stored in the back-only known researchers have access (PTR) everyone else has a staff member make a copy and the state law-public record-anyone can have a copy information is blacked out-we also have a recent sales book which although we do black out ss#'s on copies reduces the need for non researchers to use PTR book Fish&game addresses,dob we don't give out information on fish&game licenses Vt Fish&game gets a copy Grand lists financial from rebates only total taxes are listed in my office-they must go to the tax state law-public record-anyone can have a copy department for more information names and addresses can't limit access to information-public record state law-anyone can ask or get a copy DMV names,addresses,vehicle infc not a public record so we do not give out information goes to VT DMV Notary log name,address,ID info not a public record so we do not give out information stays in our office-locked up in vault at night Dog licenses name,address,phone# don't give out information. If a dog/cat is found we call the owners ourselves and State Health Dept and our police department give them the phone number of the person who found the dog/cat. Liqour Licenses names and addresses of we do not provide any information to anyone other than liquor control personnel State Liquor Control officers and owners. dob and If someone request info we refer them to the state ss#are no longer on form but they were in prior years Voter checklist dob,address,participation not all information is public such as month/day of birth-year is public state law-public record-anyone can have a copy only mailing address is public information although 99%of mailing addresses are also the physical location. Treasurer Automatic pymt banking information contained in NEMRC program and is password protected however Staff and NEMRC the section containing banking information is not seperately General Tech Support from PanurgyVT password protected City of South Burlington Identity Theft Prevention Policy Exhibit B-Individual Department Measures Recreation Department 1.Identify Programs 2.Information maintained 7.Protection measures 4 Who other than staff has access to information Household Registration Registration Form-registrant and other Locked Filing Cabinets/Password Vermont Systems Inc./ Rec Trac Software- persons for contact,medical conditions, Protected Database Maintains Primary database of all registrants;Built contact information in programming w/password protection,permission set,and user names. Camp Registration Registration Form-registrant and other Locked Filing Cabinets/Password Vermont Systems Inc./ Rec Trac Software- persons for contact,contact information, Protected Database Maintains Primary database of all registrants;Built other authorized pickup. in programming w/password protection,permission set,and user names Playground Registration Registration Form-registrant and other Locked Filing Cabinets/Password Vermont Systems Inc./ Rec Trac Software- persons for contact,medical conditions, Protected Database Maintains Primary database of all registrants;Built contact information in programming w/password protection,permission set,and user names Scholarship Program Registration Form-registrant and other Locked Filing Cabinets persons for contact,contact information, other authorized pickup. Employment Application Application Form-personal contact Locked Filing Cabinets information,brief education description, employment/experience history,personal references. Volunteer Application Application Form-personal contact Locked Filing Cabinets information,brief education description, employment/experience history, qualification skills,certifications. Volunteer Coaching Application Application Form-personal contact Locked Filing Cabinets information,experience history, qualification skills,certifications,personal and coaching references. VT Child Abuse&Neglect Registry Request for information form. Separate Locked Filing Cabinet Senior Staff only VT Criminal Information Request for criminal conviction form. Separate Locked Filing Cabinet Senior Staff only Municipal Payments/Easy Pay Program Credit Card Payment Receipt Password protected,user names and Systems East,Inc permissions City's outside IT vendor,Panurgy VT,has complete access to computerized program applications and networking. Other Vermont State Agencies have access as necessary. City of South Burlington Identity Theft Prevention Policy Exhibit B - Individual Department Measures Police 1.Identify Programs 2.Information maintained 3.Protection measures 4.Who other than staff has access to information It is likely that our patrol and criminal investigation units collect This is hard to define,but we can keep drivers license The levels of security for the police department are far better than most Access to our database is allowed through the Vermont Justice personal identifying information during complaint investigations. information,social security numbers,bank information, businesses and other institutions. First,only authorized persons are even Information Sharing System. Other law enforcement agencies can More often than not,this information is entered into our records family history,relative information,account information allowed in the main facility except for public areas(lobby). For the most query our database through this system. Our network is management system as well as maintained in physical form in for banks and all types of credit institutions. This is part,non law enforcement personnel are escorted through the areas or maintained by an outside contractor,Gallagher Flynn. These hard files. Police Agencies either maintain or have access to very dependant on what type of complaint we are taking have employees present while they are in our facility. Some exceptions individuals would have access to our database and hard files when extensive criminal intelligence information as we are intimately like janitorial staff are allowed access to most areas of the building,but they are present performing maintenance functions of our involved in the investigation of identity theft cases. have undergone a fingerprint supported background check as required. computer servers. These individuals have also gone through the fingerprint supported security checks so that they can be allowed it our office unsupervised. Our external office at 400 Dorset is either locked with a security alarm and video camera recording,open with employees present,or open to other authorized and security checked and fingerprinted personnel. With other than employee personnel in this facility,access is controlled to our files through logon permissions and domain level security. We maintain a comprehensive network security policy that is approved by the State of Vermont and meets national security standards for NCIC Access. External access to our internal computer network is controlled by a firewall and has been inspected by the State of Vermont Criminal Justice Services Network Administrator to ensure appropriate security levels are in place. All users are granted access to specific areas of our system and all passwords are set to expire on a regular basis and must meet certain standards to be a valid password. Backups are done locally on a daily basis and one copy of the database is kept off site regularly and kept securely locked up. City of South Burlington Identity Theft Prevention Policy Exhibit B-Individual Department Measures Water Department/Water Quality Department/Storm Water Utility 1.Identify Programs 2 Information maintained 'I Protection measuree 4.Who other than staff has access to information We do not have any customer identity information in our electronic database. For The only personal ID we have for any of our customers is the bank Chittenden Bank banking software program.Our computer system is not Chittenden Bank only.SJM only has access to the billing program,the billing program Auto-payments,a customer fills out the application form and attaches a cancelled account number and routing number for our Auto-pay customers.The accessible to outside users.To gain access to the Chittenden Bank does not have access to banking Information. For E-Banking(Auto Payments)we used check or deposit slip that has the bank routing number and account number.The only other personal information we receive-either from checks sent in banking program requires several different passwords and relies on their the Chittenden Bank secure software program.There are two separate log-in screens form and cancelled check/deposit slip are kept in a locked file cabinet in the CWD the mail,hand delivered,or received by employees who are handed a secure programs.The only time our billing program company(S1M)can with different passwords.Only two CWD supervisors have access to this program. After Retail Billing Specialists office.The SBWD Billing Program from SJM has a box next check for water/sewer/stormwater payment,is the customers banking access our billing program Is when the tech support is contacted directly the year end audits,all copies of cancelled checks are shredded(Secure-Shred).A to the customer's name that is checked off when the account is set-up for auto- information on the check. and opens the program remotely.SJM can only update the billing cancelled check is copied if a stub is not enclosed with payment.Many checks from the pay.A report is printed during each billing period(Cash Receipts Report)listing program.The CWD computer network is backed up every day.The Internet are copied and also put in a secure file in the vault(these are On-Line Bank each customer who is in the auto-pay program,with the amount they owe and network is password protected and only two supervisors have the Checks).The On-Line Bank Check only contains the Banks On-Line Routing Number,not our billing account number.Staff accountant has customer information in her network passwords.Each computer station at CWD is password the customer's routing number. Chittenden Bank banking software program.All routing information is in this protected.All backup network files are stored and secured in the CWD banking program. vault. City of South Burlington Identity Theft Prevention Policy Exhibit B-Individual Department Measures Administration 1.Identify Programs 2—Information maintained i Protection maa urPs 4 Who other than staff has access to Information Payroll/Personnel Personnel&Payroll Records All employee records:names addresses SSA#s,all Individual files in locked filing cabinet,locked office. Limited to senior staff,payroll processor(s)-NMREC and employment related material,including HIPPA Computerized data base access protected with PanurgyVT tech support. controlled information. permission,usemame,and password. Planning&Zoning a.Permits/applications:Planning and Zoning a.Permits/applications.Typically,the name, Basic information from permits is part of the application The public has access to paper files and can request maintains several paper and digital filing systems that phone number,and address of the property and therefore available for review and copying by the copies of any of the information we transfer from the paper contain basic identify information.These include owner.Some permits also call for an email public.Checks are kept in Ray's office(with his door files to the digital permits(name address.phone).The applications for development,zoning permits,peddlers address and fax number.Peddlers permits locked at the end of the day)until they are ready for checks/escrow/letter of credits are in Ray's office,which permits,and sign permits. require a photograph(which the applicant usually processing.Letters of credit,bonds,and escrows are we watch during the day and which is locked in the supplies as a photocopy of a drivers'license). kept in Ray's office as well. evening. b.Financial:Planning and Zoning holds letters of b.Financial:Letters of credit and escrows include credit,escrow account notes,and bonds for various account numbers and bank names.Some banks different approved developments send copies of statements which contain that same information. c.Payments:Planning and Zoning accepts checks for c.Payments:checks show the name,address, payment,which are held until applications are bank name,and bank account number.Some complete,and then turned in downstairs for also show phone numbers and/or require a processing.Credit card payments are also accepted, drivers'license number to be written.Credit cards either online(through the system used downstairs),at are seen by staff if we use the swiper in the Rec the clerk's office,or processed through the Recreation Department.Otherwise,all credit card info is Dept's credit card swiper(goes through the online handled electronically through the system payment system) downstairs. Libray The library database contains the following information: Name,Address,Telephone Numbers,optional E- This information is only available to library staff who None mail address have passwords to access the patron database. Tax Administration Tax Administration—Change Parcel Information—Direct Direct Debit—checking or savings account number Tax Administration program is password protected. Tax Administration Direct Debit Information is not included Debit information. Property Transfer Tax Returns—not in given by property owner to automatically have their Different passwords are used to allow only certain with any exports out of Tax Administration. Property a specific program,hard copy kept in office. tax installment paid. Property Transfer Tax Return—functions that an individual needs to perform their job. Transfer Tax Returns—hard copy is kept in the Clerk's social security number of buyer and seller. Auto backup happens nightly to a NEMRC server offsite Office and also in a file folder in the Assessor's Office(I'm storage. I will also do a backup periodically throughout not sure how long Todd keeps the copies before recycling the day to the NEMRC offsite server. Property Transfer them or some end up in the Assessor files,which are Tax Return—an individual may request to not have their open to the public.) SS#put on the Property Transfer Tax Return. If they do not request that before the closing,they may request to have the City Clerk's Office black out their SS#before the transfer is recorded. Fire/EMS Sweet Software medicare and insurance billing program Name,address,SSA#,and insurance policy Paper files in locked files;locked office. Database Limited to Chief and Billing personnel; Sweet Software/ information maintained with usemame-password access. PanurgyVT Tech support. MEMORANDUM To: Municipal Officials From: Abigail Friedman,Director,and VERMONT LEAGUE Garrett Baxter, Staff Attorney OF CITIES&TOWNS VLCT Municipal Assistance Center 89 Main Street,Suite 4 Date: March 20,2009 Montpelier,Vermont 05602-2948 RE: Identity Theft Prevention Policy Tel.: (802)229-9111 Fax: (802)229-2211 The VLCT Municipal Assistance Center has developed the attached model identity theft policy to assist municipalities in developing and implementing a theft identity e-mail: prevention program. info@vlct.org Final rules known as"Red Flag"rules,adopted by the Federal Trade Commission web: (FTC)under direction of the Fair and Accurate Credit Transactions Act of 2003 www.vlct.org (FACTA),require all creditors with covered accounts to implement an identity theft prevention program by May 1,2009. The FTC has confirmed that these rules apply to all municipalities(town,city, village, fire or water district, solid waste district,and all other governmental entities)operating a utility(water, sewer, electric,gas, telecommunications, etc.)and any other municipal operations extending credit(i.e., defer payment) for services(possible examples include housing authorities and recreation departments). In order to come into compliance with these federal regulations, municipalities should conduct an assessment of their existing policies,procedures, and other arrangements to control reasonably foreseeable risks to customers from identity theft. Each municipality will have to work closely with its attorney and those department heads,managers, elected and appointed officials, and staff responsible for processing covered accounts to ensure compliance and proper administration and oversight of the program. Recognizing that the direction and control of municipal utilities differ from municipalities around the state provides the option of vesting the authority and responsibility for the adoption, administration,and oversight of the identity theft prevention program in either the Legislative Body(Selectboard,Board of Trustees, City Council,Prudential Committee), Board of Water Commissioners,Board of Sewage System Commissioners,Board of Sewage Disposal Commissioners,and/or Board of Electric Commissioners, as appropriate. Regardless of the arrangement,this policy requires that municipal utilities make annual reports to the Legislative Body and that such a policy governing the operations of each and every municipal utility be Sponsor of: in place by May 1, 2009. VLCT Health Trust,Inc. As always,please feel free to call us with any questions. VLCT Municipal Assistance Center VLCT Property and Casualty Intermunicipal Fund,Inc. VLCT Unemployment Insurance Trust,Inc. y; ,.\-, r "� s� fist r. . , .' t ^r . +YTS; e „ 4,� 3 ! �4• q a' y' yr a t! 4. s = c Aa „ ;" c €" ,,,, t%,c ram ��e'A Y* ° ;7 g ;* . � . 'r L & � lry 'f 4 4a �p w ' 3a' k- ; �," �'.v" t,� ; - .:: .,... •.off - "�,.ra -. .'. s..a •�^.. South Burlington.. Streams to Shores, • • Communities to Farms . An evening of local natural and cultural history, celebrating South Burlington and the Leduc Farm Thursday, May 7, 2009, 7-9 PM ," South Burlington High School Auditorium Open to the public , A collaboration of PLACE, Common Roots and -14 UVM Graduate Studentse. P.V For more information, email caitlin.n.mcdonough@uvm.edu w . •".,ai gt.•nntunTlncaa�,o �.. 4110, �►✓" Rr-:23 1 Identity Theft Prevention Policy City of South Burlington, Vermont Section 1: Title,Authority, and Purpose This policy shall be known as the "City of South Burlington Identity Theft Prevention Policy." The purpose of this Policy is to establish an Identity Theft Prevention Program ("Program") designed to detect, prevent, and mitigate identity theft in connection with the opening of a City account for services or an existing City record and to provide for continued administration of the Program in compliance with Part 681 of Title 16 of the Code of Federal Regulations implementing Sections 114 and 315 of the Fair Accurate Credit Transactions Act(FACTA) of 2003. Section 2: Definitions For the purposes of this Policy, the following definitions apply: a) Covered Account means a City record established for the purpose of obtaining City services for utility service (water, sewer and storm water), programs sponsored by the City's Recreation Department, property tax collections, Planning and Zoning permits, as well as general City Clerk recording functions. b) Credit means the right granted by the City to defer payment in advance of services. c) Creditor means the City of South Burlington and its operating departments. d) Customer means a person that has an account with the City. e) Department Personnel means all employees responsible for or involved in the process of opening an account, restoring an account, or accepting payment for an account. f) Identity theft means a fraud committed or attempted using the identifying information of another person without authority. g) Person means a natural person, a corporation, government or governmental subdivision, or agency, trust, estate,partnership, cooperative, or association. Section 3: Identification of Identity Theft Notification of the existence or possibility of identity theft, as reported by a customer, account holder, a victim of identity theft, a law enforcement authority, or other consumer reporting agencies shall be considered identification of possible identity theft. Identity Theft Prevention Policy City of South Burlington, Vermont Exhibit A of this policy lists examples of suspicious documents, information, and alerts to raise the City's awareness of potential identity theft. Section 4: Detecting Identity Theft • New and Existing Accounts In order to detect or prevent identity theft associated with a City account, department personnel will continue to take steps to obtain and verify the identity of the person opening an account and obtaining City services with respect to the activities and processes outlined by each City department in Exhibit B of this policy. In the event of notification of the existence or possibility of identity theft, the City and its personnel will cooperate fully with law enforcement agencies. Section 5: Preventing and Mitigating Identity Theft If department personnel detect the possibility of identity theft, such personnel, after consultation with the program administrator, shall take one or more of the following appropriate responses commensurate with the degree of risk posed in order to further prevent the likelihood of identity theft occurring with respect to City accounts: • Continuing to monitor the account for evidence of identity theft; • Contacting the customer; • Changing any passwords, security codes, or other security devices that permit access to covered accounts; • Not opening a new account; • Closing an existing account; • Reopening an account with a new account number; • Not attempting to collect on an account; • Notifying law enforcement; or • Determining that no response is warranted under the particular circumstances. Section 6: Program Updates The City Council shall, as it deems necessary, review and update this program to reflect changes in risks to customers or to the safety and soundness of the department from identity theft based on the following factors: • The department's experiences with identity theft; • Changes in methods of identity theft; • Changes in identity theft detection, prevention, and mitigation methods; • Changes in the types of accounts that City departments offer or maintain; and • Changes in the City department's business arrangements with other entities. 2 Identity Theft Prevention Policy City of South Burlington, Vermont Section 7: Program Administration Oversight: The City Council shall be responsible for the oversight of the program including: • Program implementation, • Reviewing reports prepared by staff regarding the detection, prevention, and mitigation of identity theft, and • Approving material changes to the program as necessary to address changing identity theft risks. Staff Reports: Department staff responsible for implementing the program shall report to the City Council: • New Service provider arrangements; • Significant incidents involving identity theft and management's response; and • Recommendations for material changes to the program. Staff Training: The City Council or its authorized representative will train staff responsible for effectively implementing the program as necessary. Oversight of Service Provider Arrangements: If the City Council engages a service provider to perform an activity in connection with one or more City accounts, the City Council will review such arrangements in order to ensure that the service provider's activities are conducted in accordance with reasonable policies and procedures designed to detect, prevent, and mitigate the risk of identity theft. The foregoing Policy is hereby adopted by City Council of the City of South Burlington, Vermont, this day of May 4, 2009 and is effective as of this date until amended or repealed. Signatures of City Council: Mark Boucher, Chair Sandy Dooley Meaghan Emery Jim Knapp Frank Murray 3 \e ♦ E 41 O \'T Aimee Pope Safe Routes to School Coordinator State of Vermont aimee.pope@state.vt.us state.vt.us Agency of Transportation Program Development Division 1 National Life Drive Drawer 33 [phone] 802-828-5799 Montpelier, VT o5633-5001 [fax] 802-828-5712 www.aot.state.vt.us End] 800-253-019i May 1, 2009 Chapin Spencer Charlene Wallace Local Motion 1 Steele St. Suite 103 Burlington, VT 05401 Dear Chapin and Charlene, I am pleased to inform you that your application on behalf of St. Francis Xavier, Winooski Elementary, Champlain, Central School, Founder's School, Allenbrook School, Williston Central, Tuttle Middle School, Lake Champlain Waldorf, Porter's Point Elementary , Wheeler Elementary, Orchard School, Colchester Middle School, Milton Elementary, Hinesburg Community, JFK Elementary, Flynn, CP Smith Elementary, Chamberlin, Westford Elementary, Barnes Elementary, and Jericho Elementary was selected by the Vermont Safe Routes to School Task Force to receive the entire request for $103,757 in planning and program development funding for the 2009/2010 school year! This is a reimbursement program and not a direct grant. In accordance with the requirements of the program your award is capped at the amount of the award, so it will be important for you to monitor the project budget closely. Funding will be available pending full execution of a cooperative agreement with the Agency of Transportation. Reimbursable work cannot begin until the cooperative agreement is executed. Please see the attached document to review the tasks you will complete during the 2009/2010 school year. In addition to the funding, you are eligible to receive a limited amount of technical support from the Chittenden County Metropolitan Planning Organization (CCMPO). I encourage you to contact the MPO to discuss plans for working together next school year. In fact, one of the things of the things we have learned over the past four years of implementing the program is that committing some time to planning over the summer will help get your program off to a strong start in the fall. We have some resources on our state SRTS web page at www.aot.state.vt.us/progdev/Sections/LTF/SRTS/VTSRTS.htm, but much more information can be found at the National Center for Safe Routes to School web site at www.saferoutesinfo.orq. I strongly encourage you to take a look at that site. To get your program off to a good start, I hope to schedule either a conference call or interactive TV session over the summer to provide some more information to help you start out on the right foot. We plan to offer the National Course (http://www.saferoutesinfo.orq/traininq/national course/index.cfm) to schools as a resource to get your program off to a good start! From the information you supplied in your application, I know that you are already well on your way to making your school and community more appealing to students who want to walk or ride bicycles and encouraging those who choose this healthy form of transportation. I hope that this funding will help you establish your program in such a way that it is sustainable for the long term. I strongly encourage you to work with an existing Coordinated School Health/Wellness Team to implement the program in your community. To get your school community thinking about this over the summer, I suggest that you make an announcement in an end of the year school newsletter that your school will be participatin • SRT starting next year. TVr riWorking foGei yore ns Ve ont Agency (Tanspo auo If you have any questions about the Safe Routes to School program or the application process, please don't hesitate to contact me at 828-5799 or by e-mail at aimee.pope@state.vt.us. Sincerely, n Aimee Pope Safe Routes to School Coordinator Cc: CCMPO School Principals Municipal Government Page 1 of 2 Jana Beagley From: Paul Conner Sent: Monday, May 04, 2009 11:23 AM To: Chuck Hafter Cc: Jana Beagley Subject: RE: Council Green-Up Day Announcement Tonight Chuck, Here's some basic info on green-up day: Rough figures: • Roll-off dumpsters: Casella and Meyers each donated one. In the end, one was about 60% full, and the other was about 80% full. • Metals: A full City plow truck was filled with big metal objects • Tires: A full City plow truck was filled with tires of all kinds • Recycling: 5-6 large blue bins (chest-height)were all filled Strangest items: • A 3' x 3' safe was found, broken. The Boy Scout Troop that found it called South Burlington PD before moving it, and then brought it in to the PD. PD ran its numbers to make sure it was not part of an investigation • A car transmission • Part of a boat • Lots and lots of small items, which, though not as exciting as the big ones, take a long time to pick up! Entertainment: • Star 92.9 was out here broadcasting live, giving away free Pepsi products and interviewing volunteers as they came in. • Pastabilities cooked up and gave away free grilled pizza. Their first 20 pies were eaten up quickly and they went back for more • Volunteers from the South Burlington Land Trust& the Way to Go Challenge shared info with folks • All foodstuffs, including the plates & cups, were compostable and were composted with CSWD after the event. BIG Thanks To Jana Beagley, Planning & Zoning Assistant, who organized and coordinated the 2009 South Burlington Green Up Day event To the SB Stormwater Utility, for identifying 20 key spots to be greened up so that groups could be directed to where they could do the most good. Paul Conner, AICP Director of Planning &Zoning 5/4/2009 Page 2 of 2 D City of South Burlington 575 Dorset Street South Burlington, VT 05403 (802) 846-4106 www.sburl.com From: Charles Hafter [mailto:chafter@sburl.com] Sent: Monday, May 04, 2009 10:55 AM To: Paul Conner Subject: Re: Council Green-Up Day Announcement Tonight will do--any data on what was collected? I saw that map-was wondering what it was. Chuck At 10:04 AM 5/4/2009, you wrote: Chuck, I thought maybe you could make a brief announcement thanking all of the volunteers who came out for Green-Up Day this past Saturday. We had people put stickers on a giant map of the City showing the areas they'd cleaned up. We've left that map hanging in the Conference Room so that you can point it out during the announcement. Paul Paul Conner, AICP Director of Planning & Zoning uo City of South Burlington 575 Dorset Street South Burlington, VT 05403 (802) 846-4106 www.sburl.com 5/4/2009 Proposal: City Council decides to determine cost of addressing short-term facility needs of police department and City Hall at 575 Dorset Street via a building that would, over time, provide for long-term space needs of police department. This would be accomplished when City Hall moves out(hopefully within 10 years). At this point, space formerly occupied by City Hall would be modified to accommodate police department needs. Design of initial combined police/City Hall building would need to take into consideration, to the degree feasible, this long-term plan. Develop RFP to determine cost of 35,000 sq. ft. building at 575 Dorset St. considering the following alternatives. A single new building Modification and expansion of existing building Acquisition of adjacent land to create additional space for building. Specifications: 19,000 sq. ft. for police dept. 16,000 sq. ft. for City Hall We need to specify number of parking spaces required. Work to be done would include(1) cost of building a separate parking facility for some/all of the parking spaces and (2) cost of building underground parking for some/all of the parking spaces and long-term pros and cons of these two options. We would specify that City Hall space be designed (and costed out) taking a modular office furniture approach. By this I mean that it would be open space for the most part. Exceptions: private office for City Manager, secure space (vault) for City Clerk's document storage, 2 medium-size conference rooms, one large conference room, one storage room, and one set of rest rooms on each floor assigned to City Hall. We would use modular office units for the other City Hall uses/functions. Large conference room would be shared by Police and City Hall. Since Clerk needs secure vault-like space, maybe we could have this space assigned to first floor in a location that could be converted to a third sally port when City Hall moves out. It is my understanding that Green Mountain Power in Colchester has virtually no private offices; everyone has only his/her own cubicle. We should also consider whether some of the police dept. functions could be done using the modular approach(for short term). We would use the 19,000 sq ft specs that Chief Whipple presented on 4/27/09 for police functions, with possible incorporation of a modular approach for design of space assigned to some functions. RFP applicants would be asked to analyze several options that would be provided in the RFP for utilizing the 575 Dorset Street location. If an alternative was impossible that conclusion would have to be justified. Cost reasons would not be acceptable. Each alternative would have a detailed cost estimate including costs for temporary relocation of police and City Hall staff and functions if necessary. Applicants must assure City that plan and cost estimates for 575 Dorset Street building and parking accommodation options can be completed by July 1, 2009. Suggest that we offer$25,000 as fee for this work. Is this too much or too little? Didn't we pay$30,000 for the work done on the Calkins proposal? Time line for RFP: Monday May 4, 2009—consider this proposal to issue RFP; if adopted,name committee to assist City Manager in developing RFP; also name committee to review proposals received and interview strongest applicants. Monday, May 11, 2009—Issue RFP Tuesday, May 26, 2009, 5:00 p.m. deadline for submission of proposals NOTE: if this schedule is unreasonably short, we can move the deadline to Monday, June 1 and move the remaining dates up one week. Thursday, May 28, 2009—committee interviews strongest applicants; contacts references and does other research on Friday and Monday, May 29 and June 1, respectively. Monday, June 1, 2009—committee makes recommendation to City Council re awarding contract for work(does consideration of committee's recommendation happen in executive session?). Decision is made regarding which applicant will receive the contract. Tuesday, June 2, 2009—successful applicant is notified. Friday, June 5, 2009—contract with successful applicant finalized and signed. (Can we finalize a contract this quickly?) July 1, 2009 - Contractor provides report to City Manager no later than close of business (5:00 p.m.). July 2, 2009—City Councilors, City Manager, Police Chief, and other specified individuals receive copy of report and review it. July 6, 2009—City Council meeting; contractor presents report to City Council and public. This option is compared to 19 Gregory Drive option. Council makes decision/s on next steps (e.g. possibly sets date for a subsequent public meeting, possibly decides on option to move forward with; possibly sets date for special election, etc.).