Council to consider a technology-device responsibility agreement next week after staff briefing

City staff briefed the Newberg City Council on a proposed Technology Responsibility Agreement (CCTRA) Feb. 17 and said the item will return for consideration at the next meeting.

The draft agreement would outline expectations for city-owned phones, tablets and other devices issued to councilors and planning commissioners, including permissible use, return obligations, damage replacement and data-handling responsibilities. Staff said the policy also provides a waiver option for individuals who prefer to use personal devices, but noted that using a personal device can create public-records and IT-support implications for the city.

An IT representative recounted prior issues—devices used for personal business, water damage, devices left in cars and equipment returned damaged—and said the city currently lacks consistent enforcement mechanisms for unreturned or heavily damaged equipment. Staff estimated potential replacement exposure could reach $12,000–$13,000 per year in cases where multiple devices must be replaced.

A councilor expressed concern about requiring volunteers to accept financial liability for lost or damaged devices, asking staff to consider volunteer status before finalizing the agreement. Staff said the draft is meant to enable informed decisions by individuals and to protect city interests; the council took no vote and staff said they will return the item with any recommended edits for approval next week.