The County of Santa Clara
California

Report
92223

Receive updated Surveillance Technology Use Policies for various departments' existing surveillance technologies and provide direction to Administration relating to submission of the updated policies to the Board of Supervisors for receipt and/or approval. (Office of the County Executive)

Information

Department:Office of the County ExecutiveSponsors:
Category:ReportProjects:Surveillance Technology

Attachments

  1. Countywide - Badge/Password-Access Technology for Multifunction Printer/Copying Machines Surveillance Use Policy (June 2018)
  2. Countywide - Badge/Password-Access Technology for Multifunction Printer/Copying Machines Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  3. Countywide - Computers and Mobile Phones with Audiovisual Recording Capabilities Surveillance Use Policy (June 2018)
  4. Countywide - Computers and Mobile Phones with Audiovisual Recording Capabilities Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  5. Countywide - Facility Access Control Technology Surveillance Use Policy (June 2018)
  6. Countywide - Facility Access Control Technology Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  7. Facilities and Fleet Department - Security Cameras and Collected Data within the Facilities and Fleet Department Surveillance Use Policy (June 2018)
  8. Facilities and Fleet Department - Security Cameras and Collected Data within the Facilities and Fleet Department Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  9. Facilities and Fleet Department - Telematics, A Vehicle Fleet Management Tool Surveillance Use Policy (June 2018)
  10. Facilities and Fleet Department - Telematics, A Vehicle Fleet Management Tool Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  11. Clerk of the Board of Supervisors - Audiovisual Recording Devices Surveillance Use Policy (June 2018)
  12. Clerk of the Board of Supervisors - Audiovisual Recording Devices Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)
  13. Department of Child Support Services - ExacqVision Video Security System Surveillance Use Policy (June 2018)
  14. Department of Child Support Services - ExacqVision Video Security System Surveillance Use Policy (Redlined Since Preliminary Submission in 2017)

Multiple Recommendations

a. Countywide - Badge/Password-Access Technology for Multifunction Printer/Copying Machines
b. Countywide - Computers and Mobile Phones with Audiovisual Recording Capabilities
c. Countywide - Facility Access Control Technology
d. Facilities and Fleet Department - Security Cameras and Collected Data within the Facilities and Fleet Department
e. Facilities and Fleet Department - Telematics, A Vehicle Fleet Management Tool
f. Clerk of the Board of Supervisors - Audiovisual Recording Devices
g. Department of Child Support Services - ExacqVision Video Security System
g. Consumer and Environmental Protection Agency - Audio Recorders
h. Consumer and Environmental Protection Agency - Digital Cameras
i. Consumer and Environmental Protection Agency - Vector Control System Campus Security Cameras
j. County Communications - 9-1-1 Audio Recording Equipment (NICE Logger System)
k. County Communications - Video Cameras Used for Facility Security
l. Department of Parks and Recreation - Aerial Cameras and Global Positioning System Technologies
m. Department of Parks and Recreation - Closed-Circuit Cameras
n. Department of Planning and Development - Audio Recorders
o. Department of Planning and Development - Digital Cameras
p. Finance Agency - Clerk-Recorder - Security Cameras
q. Technology Services and Solutions - Security Cameras

Body

FISCAL IMPLICATIONS

There are no fiscal implications associated with the Committee’s receipt of Surveillance Technology Use Policies.

REASONS FOR RECOMMENDATION

On June 21, 2016, the Board of Supervisors (“Board”) unanimously approved final adoption of the Surveillance-Technology and Community-Safety Ordinance, which became effective July 21, 2016.  County departments prepared draft Surveillance-Technology Use Policies for existing technology (“Policies”) and preliminarily submitted those draft Policies to the Board of Supervisors in 2017At the request of FGOC, departments have worked with the Chief Privacy Officer and the Office of the County Counsel to make revisions to the draft Policies.

Attached are the following 18 draft Policies.  The Chief Privacy Officer has reviewed the draft Policies and the Office of the County Counsel has approved them as to form and legality.  In addition, the proposed Policies have been posted for public access and consideration on https://www.sccgov.org/sites/ceo/srtup/Pages/home.aspx.

·        Countywide - Badge/Password-Access Technology for Multifunction Printer/Copying Machines

·        Countywide - Computers and Mobile Phones with Audiovisual Recording Capabilities

·        Countywide - Facility Access Control Technology

·        Facilities and Fleet - Security Cameras and Collected Data within the Facilities and Fleet Department

·        Facilities and Fleet - Telematics, a Vehicle Fleet Management Tool

·        Clerk of the Board – Audiovisual Recording Devices

·        Consumer & Environmental Protection Agency - Audio Recorders

·        Consumer & Environmental Protection Agency – Digital Cameras

·        Consumer & Environmental Protection AgencyVector Control System Campus Security Cameras

·        County Communications - 9-1-1 Audio Recording Equipment (NICE Logger System)

·        County Communications - Video Cameras Used for Facility Security

·        Department of Child Support Services - Exacq Video Security System

·        Department of Parks and Recreation - Aerial Cameras and Global Positioning System Technologies

·        Department of Parks and Recreation - Closed-Circuit Cameras

·        Department of Planning and Development – Audio Recorders

·        Department of Planning and Development – Digital Cameras

·        Finance Agency – Clerk-Recorder – Security Cameras

·        Technology Services and Solutions – Security Cameras

 

Since the impact of adopting these Policies may be subject to the meet and confer process with County labor organizations, following FGOC consideration and direction, the Labor Relations Department will provide notice of the updated draft Policies to the labor organizations, and, when requested, will meet with individual labor organizations over the potential impact of the Policies. Thereafter, Policies will be presented to the Board of Supervisors for consideration.

CHILD IMPACT

The recommended action will provide parents, caregivers, and youth with information about surveillance technologies that may be used by the County.

SENIOR IMPACT

The recommended action will provide seniors and/or those who care for seniors with information about surveillance technologies that may be used by the County.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

On June 21, 2016, the Board unanimously approved final adoption of the Surveillance-Technology and Community-Safety Ordinance, which became effective July 21, 2016.  County departments with existing surveillance technology as of July 21, 2016, drafted a Policy for each technology.  Consistent with the Ordinance, each draft Policy is required to specify the purpose, authorized and prohibited uses, information/data that can be collected, data access, data protection, data retention, public access, third-party data sharing, training, and oversight mechanisms. 

The Board received the draft Policies at its January 10, 2017 and April 11, 2017 meetings.  One additional draft Policy for existing technology was submitted to the Board on May 9, 2017. Following preliminary submission to the Board, the Labor Relations Department provided notice of the proposed departmental Policies to the labor organizations, and, when requested, conducted, meet and confers with individual labor organizations over the potential impact of the Policies.

At the August 10, 2017 FGOC meeting, Administration submitted a status report on the Policies, including the status of meetings with labor organizations.  FGOC requested that Administration submit the completed policies to FGOC in order to provide a forum for public and Committee discussion, prior to submittal to the Board of Supervisors.

Seventeen proposed Policies for the Office of the Sheriff were submitted to the September 14, 2017 FGOC meeting.  FGOC requested that Administration and County Counsel work with departments to clarify and revise the draft Policies prior to further FGOC discussion. 

Administration and County Counsel anticipate returning to each FGOC meeting through September 2018, and each Board meeting from August through November 2018, with additional updated Policies from other County departments based on the schedule that Administration and County Counsel submitted to the Board at its April 17, 2018 meeting. 

CONSEQUENCES OF NEGATIVE ACTION

The Committee would not receive the proposed Surveillance Technology Use Policies for discussion.

 

Meeting History

Jun 14, 2018 2:30 PM Video Finance and Government Operations Committee Regular Meeting

Held to August 23, 2018 at the request of Chairperson Simitian.

RESULT:HELD [UNANIMOUS]Next: 8/23/2018 1:00 PM
MOVER:Cindy Chavez, Vice Chairperson
SECONDER:S. Joseph Simitian, Chairperson
AYES:S. Joseph Simitian, Cindy Chavez

Transcript

Jun 14, 2018 2:30 PMFinance and Government Operations CommitteeRegular Meeting

 

3:05 PMAny objection? Seeing and hearing none, approve the yawnman -s - - unanimously will forward to the board with the various contingencies and exceptions. Thank you all very much. Mr. Quail, one day this will be done. That takes us to item number 6, supervisor chavez on item number six i'm going to ask that we continue this item until the meeting in august, our committee meeting in august, and that's because we literally did not gt at least half of these until 36 hours ago. And, you know, again, folks, u, these require a fair amount of care and attention from our board and our committee in particular. One of the reasons we're doing here is to try and save a lite bit of time at the board by having these things thoroughly vetted. We really do need to see the things ahead of time if we're going to do our due diligenc terms of reviewing the language carefully. I'm going to ask - - I know ts is the first time through the process for a lot of folks, we need to get the things wl in advance and i'm going to be asking the chief privacy officers to be part of this process going forward. So supervisor chavez, can I get a motion to continue item 6? Motion from chavez, second by simitian. Without objection, so ordered. Thank you very much.