HomeMy WebLinkAbout2.d. Cellular Telephone and Smartphone Usage PolicyAGENDA ITEM: Cellular Telephone and Smartphone
Usage Policy
AGENDA SECTION:
Discussion
PREPARED BY: Emmy Foster, Assistant City
Administrator
AGENDA NO. 2.h.
ATTACHMENTS: Proposed Draft Policy and Current
Existing Policy
APPROVED BY:
A
RECOMMENDED ACTION: Discussion only.
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CITY COUNCIL
City Council Special Work Session: October 14, 2008
At a previous work session, Council directed Staff to bring back information on a cellular phone
allowance program for the Mayor, City Administrator, and Department Heads. Staff has developed a
proposed policy which updates the existing policy relating to cellular telephone and smartphone usage
and incorporates the allowance program.
City Staff would like feedback and discussion on the proposed policy language.
EXECUTIVE SUMMARY
RESPONSIBILITIES OF EMPLOYEES
Policy: CELLULAR TELEPHONE AND SMARTPHONE USAGE
Section: 4.45
Approved by: City Council DRAFT
Page: 1 of 2
Purpose
Guidelines
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O F F I C I A L P O L I C Y
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This policy is intended to regulate the use of cellular telephones and smartphones
at the City of Rosemount within reasonable, practical parameters. It is intended to
define acceptable and unacceptable uses and its application is to insure that usage is
consistent with the best interests of the City without unnecessary restriction of
employees in the conduct of their duties. This policy will be implemented to
prevent the improper use or abuse of cellular telephones and smartphones and to
insure that City employees exercise the highest standards of propriety in their use.
Department Directors, with the approval of the City Administrator, will determine
which positions would benefit significantly from a City provided cellular telephone
or mobile data device. This evaluation will be based on the benefit to the City for
providing such a device, the scope of position responsibilities, the frequency with
which the employee is away from the office /work space, the need to be able to
contact the employee on immediate or short notice, and the employee's role in
emergency response. The cost of such devices needs to be balanced with the
benefit or gain to the City
Employees should review any device software they wish to load on to the City
computer system with the IT Coordinator prior to purchasing, to assure
compatibility and approval. In addition, any employee connecting to the City's
exchange server with a cellular telephone or smartphone must do so with an
operating system approved by the City's IT Coordinator. The City is not
responsible for repairs to employee -owned electronic devices.
Use of cellular telephones requires special attention to safety. When using a
telephone in a vehicle, whenever possible, pull over to the side of the road (legally
stopped) to dial or answer the telephone.
It is the objective of the City of Rosemount to prevent and correct any abuse or
misuse of cellular telephones through the application of this policy. Employees
who abuse or misuse such telephones may be subject to disciplinary action.
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RESPONSIBILITIES OF EMPLOYEES
Guidelines
Safety
Procedures
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effect on customer service; and
improved efficiency in the performance of the job.
During work hours personal calls on the City's cellular telephone will be acceptable
in those circumstances where it is necessary to briefly contact someone concerning
important matters. Calls of this nature shall be as brief as possible and should be
made only when circumstances prevent timely access to customary telephone
services. The position of the City is that it's less expensive to allow these types of
telephone calls than to release an employee from a work site in order to make the
call from a customary telephone service.
The maximum use acceptable for all personal calls during work and non -work
hours within the billing period is 50 minutes (under the discretion of department
directors this amount may be reduced). Anything over the maximum use allowed
will be charged at $.40 per minute. Personal calls during non -work hours will also
be charged at $.40 per minute.
Use of cellular telephones requires special attention to safety. When using a
telephone in a vehicle, whenever possible, pull over to the side of the road (legally
stopped) to dial or answer the telephone.
It is the objective of the City of Rosemount to prevent and correct any abuse or
misuse of cellular telephones through the application of this policy. Employees
who abuse or misuse such telephones may be subject to disciplinary action.
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RESPONSIBILITIES OF EMPLOYEES
O F F I C I A L P O L I C Y
Policy: CELLULAR TELEPHONE USAGE
Section: 4.45
Approved by: City Administrator
Page: 1 of 2
Purpose
Policy
Assignment of
cellular
telephones
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This policy is intended to regulate the use of City-owned cellular telephones within
reasonable, practical parameters. It is intended to define acceptable and
unacceptable uses and its application is to insure that cellular telephone usage is
consistent with the best interests of the City without unnecessary restriction of
employees in the conduct of their duties. This policy will be implemented to
prevent the improper use or abuse of cellular telephones and to insure that City
employees exercise the highest standards of propriety in their use.
Cellular telephones are intended for the use of City employees in conduct of their
work in the service of Rosemount citizens. Department directors are responsible
for the cellular telephones assigned to their departments and will exercise
discretion in their use. Nothing in this policy will restrict department directors
from allowing reasonable and prudent use of such telephones or equipment;
however, such use in no way can impede the conduct of work of the employee or
other employees and no personal profit can be gained or outside employment
served.
A department director may authorize employees to use their own personal
telephone for City business and be reimbursed $.10 per minute by the City for
those calls (anything over $.10 per minute requires approval by the City
Administrator). An employee will not be reimbursed for business related calls
without authorization from his or her department director. Department directors
may also prohibit employees from carrying their own personal cell telephones
during working hours if it interferes with the performance of their job duties.
Department directors who assign cellular telephones to employees in their
departments will consider the:
needs of the department (does the employee conduct work outside of the
City facility and away from land -line telephones where immediate work
related telephone contact is necessary to warrant the need for a cellular
telephone);
employee's work duties (does the employee perform work that necessitates
the need for a cellular telephone);
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RESPONSIBILITIES OF EMPLOYEES
Programs
City Provided
Cellular
Telephone/
Smartphone
Program
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The three types of telephone and smartphone programs allowed at the City of
Rosemount include:
1. City Provided Cellular Telephone /Smartphone Program
2. Personal Cellular Telephone Reimbursement Program
3. Cellular Telephone /Smartphone Allowance and Purchase Reimbursement
Program
Cellular telephones and smartphones are intended for the use of City employees in
conduct of their work in the service of Rosemount citizens. A smartphone for
purposes of this policy is a cellular telephone that is also capable of wirelessly
receiving and transmitting data over the internet, including email, and full web
access. Department Directors are responsible for the cellular telephones and
smartphones assigned to their departments and will exercise discretion in their use.
Nothing in this policy will restrict Department Directors from allowing reasonable
and prudent use of such telephones or equipment; however, such use in no way
can impede the conduct of work of the employee or other employees and no
personal profit can be gained or outside employment served.
Department Directors who assign cellular telephones or smartphones to
employees in their departments must consider the:
needs of the department (does the employee conduct work outside of the
City facility and away from land -line telephones where immediate work
related telephone contact is necessary to warrant the need for a cellular
telephone);
employee's work duties (does the employee perform work that necessitates
the need for a cellular telephone);
effect on customer service; and
improved efficiency in the performance of the job.
During work hours personal calls on the City's cellular telephone or smartphone
will be acceptable in those circumstances where it is necessary to briefly contact
someone concerning important matters. Calls of this nature shall be as brief as
possible and should be made only when circumstances prevent timely access to
customary telephone services. The position of the City is that it's less expensive to
allow these types of telephone calls than to release an employee from a work site in
order to make the call from a customary telephone service.
The maximum use acceptable for all personal calls during work and non -work
hours within the billing period is 100 minutes (under the discretion of Department
Directors this amount may be reduced). Anything over the maximum use allowed
will be charged at $.40 per minute. Personal calls during non -work hours will also
be charged at $.40 per minute.
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RESPONSIBILITIES OF EMPLOYEES
Personal
Cellular
Telephone
Reimbursement
Program
Cellular
Telephone/
Smartphone
Allowance and
Purchase
Reimbursement
Program
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Department Directors may authorize employees to use their own personal cellular
telephone for City business and be reimbursed based upon documented actual
costs for those calls. An employee should obtain prior approval if possible and
may not be reimbursed for business- related calls without authorization from his or
her Department Director. Department Directors may also prohibit employees
from carrying their own personal cellular telephones during working hours if it
interferes with the performance of their job duties.
The cellular telephone /smartphone allowance program and purchase
reimbursement program is limited to the Mayor, the City Administrator,
Department Directors and other personnel as determined by the City
Administrator with written approval. Participants must keep the City informed of
their personal cell phone number, and any changes to that number, so that they
can be reached as expected and needed. The cellular telephone service must
provide a telephone number that is local to the Twin Cities calling area so that no
long distance charges are incurred by the City to place a call to the cellular
telephone. Participants are responsible for assuring that their cell phone is in good
working order.
Participants should be aware that the cell phone allowance is considered taxable
income under IRS rules and will be added as income on the employee's first and
second paycheck of each month. The rate for reimbursement will be an allowance
equivalent to the City's lowest monthly charge for comparable cellular telephone
and /or data services under the City's corporate plan.
The City of Rosemount is only responsible for the approved "cellular telephone
allowance" and the purchase of the device as described below. Participants with a
cellular telephone allowance are responsible for all other costs associated with the
cellular telephone plan they choose. For example, lost or stolen phones, phones
that break or quit working, plan penalties, activation fees, excess charges,
insurance, etc., are all the responsibility of the employee.
The City may financially assist participants as determined by the City Administrator
with the cost of a cellular telephone or smartphone. Conditions for the technology
reimbursement include:
The City will pay up to $125 or one -half the cost, whichever is less, for an
employee purchased cellular telephone or smartphone. This amount will be
paid from the department budget.
Participants must remain with the City for one year after receiving the
reimbursement, or repay the City for the half of the reimbursed amount.
Participants will be eligible for the reimbursement every two years or longer,
pending Department Director recommendation, City Administrator approval
and available budget resources.
Devices that break or malfunction prior to the end of the two -year period are
not eligible for a second reimbursement during that time.
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