[Ord. No. 081027B §1, 10-27-2008]
A. 
The City of Willard ("utility") has developed this Identity Theft Prevention Program ("program") pursuant to the Federal Trade Commission's Red Flag Rule ("rule"), which implements Section 114 of the Fair and Accurate Credit Transaction Act of 2003, pursuant to 16 C.F.R. Section 681.2. This program was developed with oversight and approval of the Program Administrator and Board of Aldermen. After consideration of the size and complexity of the utility's operations and account systems, and the nature and scope of the utility's activities, the Program Administrator and the Board of Aldermen determined that this program was appropriate for the City of Willard, and therefore approved this program on October 27, 2008.
B. 
Program Purpose And Definitions.
1. 
Fulfilling requirements of the red flags rule. Under the red flags rule, every financial institution and creditor is required to establish an "Identity Theft Prevention Program" tailored to its size, complexity and the nature of its operation. Each program must contain reasonable policies and procedures to:
a. 
Identify relevant red flags for new and existing covered accounts and incorporate those red flags into the program;
b. 
Detect red flags that have been incorporated into the program;
c. 
Respond appropriately to any red flags that are detected to prevent and mitigate identity theft; and
d. 
Ensure the program is updated periodically, to reflect changes in risks to customers or to the safety and soundness of the creditor from identity theft.
2. 
Red flags rule definitions used in this program.
a. 
The Red Flags Rule defines "Identity Theft" as fraud committed using the identifying information of another person and a "Red Flag" as a pattern, practice or specific activity that indicates the possible existence of identity theft.
b. 
According to the rule, a municipal utility is a creditor subject to the rule requirements. The Rule defines "Creditors" to include finance companies, automobile dealers, mortgage brokers, utility companies and telecommunications companies. Where non-profit and government entities defer payment for goods or services, they, too, are to be considered creditors.
c. 
All the utility's accounts that are individual utility service accounts held by customers of the utility whether residential, commercial or industrial are covered by the Rule. Under the rule, a covered account: is:
(1) 
Any account the utility offers or maintains primarily for personal, family or household purposes, that involves multiple payments or transactions; and
(2) 
Any other account the utility offers or maintains for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the utility from identity theft.
d. 
"Identifying information" is defined under the rule as any name or number that may be used, alone or in conjunction with any other information, to identify a specific person including: Name, address, telephone number, Social Security Number, date of birth, government issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number, unique electronic identification number, computer's Internet protocol address or routing code.
[Ord. No. 081027B §1, 10-27-2008]
A. 
In order to identify relevant red flags, the utility considers the types of accounts that it offers and maintains, the methods it provides to open its accounts, the methods it provides to access its accounts, and its previous experiences with identity theft. The utility identifies the following red flags in each of the listed categories:
1. 
Alerts, notifications or warnings from consumer reporting agency.
a. 
A fraud or active duty alert is included with a consumer report.
b. 
A consumer reporting agency provides a notice of credit freeze in response to a request for a consumer report.
c. 
A consumer reporting agency provides a notice of address discrepancy.
d. 
A consumer report indicates a pattern of activity that is inconsistent with the history and usual pattern of activity of an applicant or customer, such as:
(1) 
A recent and significant increase in the volume of inquiries;
(2) 
An unusual number of recently established credit relationships;
(3) 
A material change in the use of credit, especially with respect to recently established credit relationships; or
(4) 
An account that was closed for cause or identified for abuse of account privileges by a financial institution or creditor.
2. 
Suspicious documents.
a. 
Documents provided for identification that appear to have been altered or forged.
b. 
The photograph or physical description on the identification is not consistent with the appearance of the applicant or customer presenting the identification.
c. 
Other information on the identification is not consistent with information provided by the person opening a new covered account or customer presenting the identification.
d. 
Other information on the identification is not consistent with readily accessible information that is on file with the financial institution or creditor, such as a signature card or a recent check.
e. 
An application appears to have been altered or forged, or gives the appearance of having been destroyed or reassembled.
3. 
Suspicious personal identifying information.
a. 
Personal identifying information provided is inconsistent when compared against external information sources used by the financial institution or creditor, for example:
(1) 
The address does not match any address in the consumer report; or
(2) 
The Social Security Number (SSN) has not been issued, or is listed on the Social Security Administration's Death Master File.
b. 
Personal identifying information provided by the customer is not consistent with other personal identifying information provided by the customer. For example, there is a lack of correlation between the SSN range and date of birth.
c. 
Personal identifying information provided is associated with known fraudulent activity as indicated by internal or third-party sources used by the financial institution or creditor. For example:
(1) 
The address on an application is the same as the address provided on a fraudulent application; or
(2) 
The phone number on an application is the same as the number provided on a fraudulent application.
d. 
Personal identifying information provided is a type commonly associated with fraudulent activity as indicated by internal or third-party sources used by the financial institution or creditor. For example:
(1) 
The address on an application is fictitious, a mail drop, or a prison; or
(2) 
The phone number is invalid, or is associated with a pager or answering service.
e. 
The SSN provided is the same as that submitted by other persons opening an account or other customers.
f. 
The address or telephone number provided is the same as or similar to the account number or telephone number submitted by an unusually large number of other persons opening accounts or other customers.
g. 
The person opening the covered account or the customer fails to provide all required personal identifying information on an application or in response to notification that the application is incomplete.
h. 
Personal identifying information provided is not consistent with personal identifying information that is on file with the financial institution or creditor.
i. 
For financial institutions and creditors that use challenge questions, the person opening the covered account or the customer cannot provide authenticating information beyond that which generally would be available from a wallet or consumer report.
4. 
Unusual use of, or suspicious activity related to the covered account.
a. 
Shortly following the notice of a change of address for a covered account, the institution or creditor receives a request for the addition of authorized users on the account.
b. 
A new revolving credit account is used in a manner commonly associated with known patterns of fraud patterns. For example:
(1) 
The customer fails to make the first (1st) payment or makes an initial payment but no subsequent payments.
c. 
A covered account is used in a manner that is not consistent with established patterns of activity on the account. There is, for example:
(1) 
Non-payment when there is no history of late or missed payments.
d. 
Mail sent to the customer is returned repeatedly as undeliverable although transactions continue to be conducted in connection with the customer's covered account.
e. 
The financial institution or creditor is notified that the customer is not receiving paper account statements.
f. 
The financial institution or creditor is notified of unauthorized charges or transactions in connection with a customer's covered account.
5. 
Notice from customers, victims of identity theft, law enforcement authorities or other persons regarding possible identity theft in connection with covered accounts held by the financial institution or creditor.
a. 
The financial institution or creditor is notified by a customer, a victim of identity theft, a law enforcement authority, or any other person that is has opened a fraudulent account for a person engaged in identity theft.
[Ord. No. 081027B §1, 10-27-2008; Ord. No. 160222C §1, 3-14-2016]
A. 
New Accounts. In order to detect any of the red flags identified above associated with the opening of a new account, utility personnel will take the following steps to obtain and verify the identity of the person opening the account:
1. 
Require certain identifying information such as name, date of birth, residential or business address, principal place of business for an entity, driver's license or other identification; verify the customer's identity (for instance, review a driver's license or other identification card);
2. 
Request customer's Social Security Number for use in verifying consumer credit information and/or obtaining consumer report in effort to detect red flags, with fee of one hundred dollars ($100.00) for good credit or two hundred dollars ($200.00) for questionable credit to customer;
3. 
In the event customer does not submit Social Security Number, a two hundred dollar ($200.00) deposit will be required along with two (2) forms of identifying information plus one (1) picture ID to verify customer information (for instance, birth certificate, voter registration card, passport and/or driver's license);
4. 
Review documentation showing the existence of a business entity; and
5. 
Independently contact the customer.
B. 
Existing Accounts. In order to detect any of the red flags identified above for an existing account, utility personnel will take the following steps to monitor transactions with an account:
1. 
Verify the identification of customers if they request information (in person, via telephone, via facsimile, via e-mail);
2. 
Verify the validity of requests to change billing addresses; and
3. 
Verify changes in banking information given for billing and payment purposes.
[Ord. No. 081027B §1, 10-27-2008]
A. 
In the event utility personnel detect any identified red flags, such personnel shall take one (1) or more of the following steps, depending on the degree of risk posed by the red flag.
1. 
Prevent and mitigate.
a. 
Continue to monitor an account for evidence of identity theft;
b. 
Contact the customer;
c. 
Change any passwords or other security devices that permit access to accounts;
d. 
Not open a new account;
e. 
Close an existing account;
f. 
Reopen an account with a new number;
g. 
Notify the program administrator for determination of the appropriate step(s) to take;
h. 
Notify law enforcement; and
i. 
Determine that no response is warranted under the particular circumstances.
2. 
Protect customer identifying information. In order to further prevent the likelihood of identity theft occurring with respect to utility accounts, the utility will take the following steps with respect to its internal operating procedures to protect customer identifying information:
a. 
Ensure that its website is secure or provide clear notice that the website is not secure;
b. 
Ensure complete and secure destruction of paper documents and computer files containing customer information;
c. 
Ensure that office computers are password protected and that computer screens lock after a set period of time;
d. 
Keep offices clear of papers containing customer information;
e. 
Ensure computer virus protection is up to date; and
f. 
Require and keep only the kinds of customer information that are necessary for utility purposes.
[Ord. No. 081027B §1, 10-27-2008]
This program will be periodically reviewed and updated to reflect changes in risks to customers and the soundness of the utility from identity theft. At least every year, the Program Administrator will consider the utility's experiences with identity theft situations, changes in identity theft methods, changes in identity theft detection and prevention methods, changes in types of accounts the utility maintains and changes in the utility's business arrangements with other entities. After considering these factors, the Program Administrator determine whether changes to the program, including the listing of red flags, are warranted. If warranted, the Program Administrator will update the program or present the Board of Aldermen with his/her recommended changes and the Board of Aldermen will make a determination of whether to accept, modify or reject those changes to the program.
[Ord. No. 081027B §1, 10-27-2008]
A. 
Oversight. The Program Administrator will be responsible for the program administration, for ensuring appropriate training of utility staff on the program, for reviewing any staff reports regarding the detection of red flags and the steps for preventing and mitigating identity theft, determining which steps of prevention and mitigation should be taken in particular circumstances and considering periodic changes to the program.
B. 
Staff Training And Reports. Utility staff responsible for implementing the program shall be trained either by or under the direction of the Program Administrator in the detection of red flags, and the responsive steps to be taken when a red flag is detected.
C. 
Service Provider Arrangements. In the event the utility engages a service provider to perform an activity in connection with one (1) or more accounts, the utility will take the following steps to ensure the service provider performs its activity in accordance with reasonable policies and procedures designed to detect, prevent and mitigate the risk of identify theft.
1. 
Require, by contract, that service providers have such policies and procedures in place; and
2. 
Require, by contract, that service providers review the utility's program and report any red flags to the Program Administrator.
D. 
Specific Program Elements And Confidentiality. For the effectiveness of identity theft prevention programs, the red flag rule envisions a degree of confidentiality regarding the utility's specific practices relating to identity theft detection, prevention and mitigation. Therefore, under this program, knowledge of such specific practices are to be limited to those employees who need to know them for purposes of preventing identity theft. Because this program is to be adopted by a public body and thus publicly available, it would be counterproductive to list these specific practices here. Therefore, only the program's general red flag detection, implementation and prevention practices are listed in this document.