The URL can be used to link to this page

Home My WebLink About2011-11-02 PACKET 04.F.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # Lj DATE 11/2/2011 0 PREPARED BY Administration Ryan Schroeder ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consideration adopting a resolution amending the Personnel Policy to add policy language regarding cell phones, personal phone calls and personal faxes. STAFF RECOMMENDATION Adopt the resolution. BUDGET IMPLICATION $ $ BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS DATE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ® MEMO /LETTER: Memo from Joe Fischbach dated 10/27/2011 ® RESOLUTION: 2011 -xxx ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENTS City Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER CITY OF COTTAGE GROVE MINNESOTA To: Honorable Mayor and City Council From: Joe Fischbach, Human Resources Coordinator Date: October 27, 2011 Subject: Cell Phone /Personal Phone Call /Personal Fax Policy One of the basic tools used in the course of providing service to the public for a number of staff positions with the City is a mobile communication device (cell phone). For the past number of years the City has provided cell phones to certain staff positions which they use in the course of their job duties. A few individual staff persons have volunteered to use their personal devices in lieu of a City owned device. In those cases the City has provided a monthly stipend to the staff person, in the amount of $25.00, to reimburse for charges incurred on behalf of the City. City ownership of cell phones has proven operationally cumbersome, and in some cases expensive. With City ownership the organization carries the responsibility of maintenance and replacement as well as the monthly billings for which the organization has only limited control. After review of opportunities and obstacles, costs and constraints, by an internal committee representing all departments of the City, we are proposing that we move away from City ownership of cell phones. We propose to move toward the reimbursement for personal cell phone use as noted already occurs in some cases. We would like to move as many employees to the stipend program as possible. We believe this will result in a small direct cost savings to the City as well as a saver of time in removing responsibilities to manage the assets. We also believe most impacted staff persons will benefit by eliminating the need to carry both a personal and a business phone. While we believe that providing a stipend in lieu of a City provided cell phone is ideal, we also recognize that it is not feasible to do so in all cases. We are not requiring anyone to give up their City cell phone and move to the stipend program. In reviewing the costs of this proposal we surveyed the market to adjudge an appropriate level of reimbursement for business use. We determined that our current reimbursement of $25.00 is about where the market is at. We also identified that in some cases employers provide varying levels of reimbursement when the employee subscribes to data service as part of the phone package. It should be noted that most cities in the survey do not provide a stipend but instead provide the cell phone. They, as well, have policies in place to limit personal use of the City owned cell phones. We are proposing to increase the monthly stipend from $25.00 to $35.00 per month. We believe that this adequately compensates an employee for the City use of their personal cell phone. We are not proposing an additional stipend for those desirous of a data service and thus those persons would also be eligible for the $35 stipend if they choose an upgraded data service for their personal and business use. It should be reinforced that the employee on a data service that is listed as being required by the Employer to have a data service may continue on the City owned system at this time should they choose to do so. Employees' assigned phones are noted on Appendix A. ►_Nxrn Considering adopting a resolution amending the Personnel Policy by adding the cell phone /personal phone call /personal fax policy. Appendix A Title Department City Administrator- Administration Chief Building Official Community Development Building Inspector Community Development Building Inspector Community Development Code Enforcement Officer Community Development Parks & Recreation Director Parks & Recreation Recreation Coordinator Parks & Recreation Recreation Assistant Parks & Recreation Ice Arena Manager Parks & Recreation Parks Working Foreman Parks & Recreation Parks Lead Worker Parks & Recreation Forester Parks & Recreation Public Works Director Public Works Public Works Supervisor Public Works Fleet Working Foreman Public Works Streets Working Foreman Public Works Streets Lead Worker Public Works Utilities Working Foreman Public Works Utilities Lead Worker Public Works City Engineer Public Works Public Works Technician Public Works Public Service Worker- Water Meters Public Works Public Service Worker- Street Lights Public Works Golf Course Manager River Oaks Asst. Golf Course Manager- F & B River Oaks NEXTEL ONLY River Oaks NEXTEL ONLY River Oaks NEXTEL ONLY River Oaks NEXTEL ONLY River Oaks Fire Chief Fire Fire Marshal /Paramedic Fire EMS Coordinator Fire Firefighter /Paramedic Fire Deputy Fire Chief Fire Deputy Fire Chief Fire PT Medics Fire Ambulance 31 Fire Ambulance 32 Fire Ambulance 33 Fire Ambulance 34 Fire Public Safety Director Police Captain Police Captain Police Sergeant Police Sergeant Police Sergeant Police Sergeant Police Sergeant Police Sergeant Detective Detective Rotating Detective Investigative Aide Property Room Technician School Resource Officer School Resource Officer K -9 Officer Command Vehicle Squad- 344 -F250 Squad -302 Squad -327 Squad -345 Squad -349 Squad -351 Squad -352 Squad -353 Squad -354 Squad- 357 -CSO Squad -355 Squad -356 Squad -358 Squad -360 Squad -361 Department Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police Police m 0 \ \\ 0 : —a[\{ \ \ \ \\\ § - \/ \\ to < / ; »» »» 2 3 2 0 » 2 2 f f »} f fa < « \ 5 \ \2 - 2 _ ( 2 o k ( \ : w 0 \ ` { a \t t/ %223 t= � ( + \ { {\\ } { \} {?\ { \j} ƒ \ \ {) \\�� E \ { \ )\\ _ } \ # { ) {{ \ / o «os§±ao o . :_ — 2 , ,! \\\ \\ \ \ \\ \\ \ \ \\\ \ \ \ J ul Current vs. Estimated Proposed Costs Title Department Current Cost Proposed Cost City Administrator Administration $16.11 $35.00 Chief Building Official Community Development $67.04 $35.00 Building Inspector Community Development $33.10 $35.00 Building Inspector Community Development $18.44 $35.00 Code Enforcement Officer Community Development $17.03 $35.00 Parks & Recreation Director Parks & Recreation $25.00 $35.00 Recreation Coordinator Parks & Recreation $25.00 $35.00 Recreation Assistant Parks & Recreation $25.00 $35.00 Ice Arena Manager Parks & Recreation $25.00 $35.00 Parks Working Foreman Parks & Recreation $42.66 $35.00 Parks Lead Worker Parks & Recreation $0.00 $35.00 Forester Parks & Recreation $25.00 $35.00 Public Works Director Public Works $33.88 $35.00 Public Works Supervisor Public Works $27.36 $35.00 Fleet Working Foreman Public Works $0.00 $35.00 Streets Working Foreman Public Works $25.00 $35.00 Streets Lead Worker Public Works $25.00 $35.00 Utilities Working Foreman Public Works $51.64 $35.00 Utilities Lead Worker Public Works $51.77 $35.00 City Engineer Public Works $25.00 $35.00 Public Works Technician Public Works $15.10 $35.00 Public Service Worker- Water Meters Public Works $0.00 $35.00 Public Service Worker- Street Lights Public Works $0.00 $35.00 Golf Course Manager River Oaks $0.00 $35.00 Asst. Golf Course Manager- F & B River Oaks $0.00 $35.00 NEXTEL ONLY River Oaks $30.54 $30.54 NEXTEL ONLY River Oaks $30.54 $30.54 NEXTEL ONLY River Oaks $30.54 $30.54 NEXTEL ONLY River Oaks $30.54 $30.54 Fire Chief Fire $30.96 $35.00 Fire Marshal /Paramedic Fire $30.96 $35.00 EMS Coordinator Fire $30.96 $35.00 Firefighter /Paramedic Fire $30.96 $35.00 Deputy Fire Chief Fire $30.96 $35.00 Deputy Fire Chief Fire $30.96 $35.00 PT Medics Fire $30.96 $30.96 Ambulance 31 Fire $30.96 $30.96 Ambulance 32 Fire $30.96 $30.96 Ambulance 33 Fire $30.96 $30.96 Ambulance 34 Fire $30.96 $30.96 Current vs. Estimated Proposed Costs Public Safety Director Police $30.96 $30.96 Police Captain Police $30.96 $35.00 Police Captain Police $30.96 $30.96 Police Sergeant Police $30.96 $35.00 Police Sergeant Police $30.96 $30.96 Police Sergeant Police $30.96 $30.96 Police Sergeant Police $30.96 $30.96 Police Sergeant Police $30.96 $30.96 Police Sergeant Police $30.96 $30.96 Detective Police $30.96 $30.96 Detective Police $30.96 $30.96 Rotating Detective Police $30.96 $30.96 Investigative Aide Police $30.96 $30.96 Property Room Technician Police $30.96 $30.96 School Resource Officer Police $30.96 $30.96 School Resource Officer Police $30.96 $30.96 K -9 Officer Police $30.96 $30.96 Command Vehicle Police $30.96 $30.96 Squad-344-F250 Police $30.96 $30.96 Squad-302 Police $30.96 $30.96 Squad-327 Police $30.96 $30.96 Squad-345 Police $30.96 $30.96 Squad-349 Police $30.96 $30.96 Squad -351 Police $30.96 $30.96 Squad -352 Police $30.96 $30.96 Squad-353 Police $30.96 $30.96 Squad-354 Police $30.96 $30.96 Squad- 357 - CSO Police $30.96 $30.96 Squad-355 Police $30.96 $30.96 Squad-356 Police $30.96 $30.96 Squad-358 Police $30.96 $30.96 Squad-360 Police $30.96 $30.96 Squad-361 Police $30.96 $30.96 Sub -total $2,058.53 $2,391.72 6 new stipends $210.00 Total $2,058.53 $2,181.72 Difference $123.19 :7 - 10]ILI]9R]kiI•[OWEi6Ti7 RESOLUTION AMENDING SECTION 28 OF THE PERSONNEL POLICY FOR THE CITY OF COTTAGE GROVE; AMENDING RESOLUTION 11 -087 ADOPTED 7/6111 PE RSONAL SECTION 28. CELL PHONE / OR OR W PO LICY The City recognizes that desk and cellular telephones are a necessary piece of equipment for certain City employees in order to provide safe, efficient services to Cottage Grove residents. The City also recognizes that many City employees also utilize personal cell phones. This policy will establish standards for the use of phones in the workplace. 28.2 Use of Phone and Fax Policy Employees may make necessary local personal telephone calls from the City office phones as long as the number and length of such calls are de minimis. There may be circumstances under which employees need to make personal long distance phone calls during business hours or when traveling on City business. In those cases the employee would be expected to use a personal calling, debit or credit card or, in case of emergency, to provide for reimbursement to the City for the expense of the long distance call. In this latter situation the Finance Department must be notified as soon as possible after the call is made in order to make arrangements to pay for the cost of the call. In no case is City time, or equipment, to be used to conduct or operate any personal business venture. Accepting a personal collect phone call is prohibited. Employees may use the City's fax machine for personal faxing as long as it does not interfere with conducting City business. The employee must pay a fee of $.05 cents per page for local fax calls and $.10 per page for long- distance fax calls. Payment must be arranged with the Finance department. Limited personal use of a City -owned cell phone is allowed as described below (see section on City- Provided Cell Phones.) For safety reasons, when operating City equipment or when operating any vehicle during paid work time or while conducting City business, cell phone use shall be limited to direct connect or answering in- coming calls only, unless the City vehicle or equipment is parked or is equipped with hands -free attachments and the attachment is used at all times. 28.3 Personal Cell Phone Policy Use of personal cell phones shall be limited to rare usage during working hours. In no case shall cell phones with digital picture capabilities be used for the purpose of taking photographs in the workplace or at any property or work site unless specifically instructed by the supervisor in each instance in advance. In addition, no personal cell phones shall be in the workplace that contains offensive images (graphics, messages, and audio /video files) that can be viewed by co- workers or the general public. Personal text messaging shall also be limited to rare occasions during working hours. 28.4 City Cell Phone and Reimbursement Programs Employees who must remain accessible due to the nature of their duties and /or those who must be available for emergency response or consultation may be eligible to participate in one of the City's two cell phone programs. One program provides City -owned and maintained cell phones to eligible employees. The other program provides a cell telephone allowance to eligible employees. Unless the employee already has a City -owned cell phone or there is a security need to have a City -owned cell phone, employees will be reimbursed for the use of their personal cell phone. The City Administrator, in consultation with department heads, will determine which positions are required to have a City -owned cell phone or reimbursement. See Appendix A for the current list of positions. 28.5 City- Provided Cell Phones Eligibility The City will provide and maintain cell phones for certain, eligible employees, if approved by the City Administrator. In general, the following criteria will be used to determine employees who are eligible to receive a City -owned cell phone: • The position requires the ability to respond to City business requests (including stakeholder inquiries and questions) on a very routine (daily) basis and the employee is frequently away from his /her office; or • The position requires the employee to respond to internal or external stakeholder needs on an occasional but urgent basis while away from the office or after business hours and on weekends. The City Administrator has the discretion to discontinue providing a cell phone at any time but will attempt to provide advance notice to the employee. Guidelines Employees who receive City -owned cell phones will be expected to adhere to the following: • An employee must provide the cell phone number to his or her supervisor and any other City employees who need to contact them for City business purposes. Human Resources will maintain a database of all City -owned and employee reimbursement phone numbers. • Employees are expected to use a voicemail greeting appropriate fora professional environment. • Employees must be available by cell phone for City business during work hours. Employees with after -hours emergency responsibilities are expected to be available during non -work hours. • Employees are responsible for notifying the appropriate staff when their cell phone is not working properly. • Employees in possession of a City - issued cell phone are required to take appropriate precautions to safeguard the cell phone from damage, loss, unauthorized use, and theft. Employees could be subject to disciplinary action, including dismissal from employment, for misuse of City -owned cell phones. • Employees should not have an expectation of privacy with a City -owned cell phone. The City will have access to billing, call history, text messages, pictures and any other data that is on a City -owned cell phone. An employee must turn over a City -owned cell phone for inspection when requested by the City Administrator or designee. Failure to do so will be considered insubordination and the employee will be subject to disciplinary action, including dismissal from employment. The City will determine the appropriate cell plan for City -owned cell phones. The plan will be matched to the expected number of business minutes on a monthly basis. Any increase in minutes must be preceded by documented business need for additional plan minutes. Employees will be allowed no more than 20 personal incoming and outgoing phone calls per billing period. Phone calls shall be less than 5 minutes in length. Personal texting shall only be done on City -owned phones with a texting plan and only 10 incoming and outgoing personal texts per billing period. This will be considered de minimis personal use. Each personal phone call and /or text above these amounts will require the employee to reimburse the City $0.20 per occurrence. An employee's supervisor, department head or the City Administrator may require an employee to document /identify all calls and /or text messages made during a billing period. If the City becomes aware of excessive personal use, your City -owned cell phone may be discontinued. All employees are expected to exercise good judgment and professionalism with regard to their personal use of a City -owned cell phone. Approval Process An employee, supervisor or department head shall submit a request, with justification, to the City Administrator if they believe an employee should receive a City -owned cell phone. The City Administrator will approve or deny the request. No department shall have any City -owned cell phones that are not listed on Appendix A or approved by the City Administrator. PDA/Smart Phones Employees in certain positions may be issued a PDA/Smart Phone provided by the City. These will be determined based on: The need to respond to City business requests via e -mail on a very routine (daily) basis awhile away from the office; or The need for occasional but urgent response to internal or external customer needs via e -mail while away from the office (including after - hours and weekend response). The need for immediate, mobile internet to effectively do their job. Employees are expected to use mobile internet for work related purposes only. De minimis personal use is allowed if it does not increase the monthly data cost to the City. 28.6 Reimbursement Plan Eligibility Any employee who is eligible to receive a City -owned cell phone may, alternatively, request a cell phone allowance. Once this option is chosen the employee may not go back to a City- issued cell phone, unless approved by the City Administrator. The City Administrator, or designee, has the discretion to discontinue cell phone allowances with 30 days advance notice to the employee. Less than 30 days notice may be given if the employee has discontinued their cell phone service or leaves employment without 30 days notice. Guidelines Employees who receive cell phone allowances will be expected to adhere to the following: An employee must provide the cell phone number to his or her supervisor, Human Resources and any other City employees or stakeholders who need to contact them for City business purposes. Any changes to the phone number must be reported immediately. Human Resources will maintain a listing of these personal cell phone numbers. Employees are expected to use a voicemail greeting appropriate for a professional environment. Employees must be available by cell phone for City business during work hours. Employees with after -hours emergency responsibilities are expected to be available during non -work hours. Employees are responsible for ensuring that their cell phone is in good working order. Cell phone allowances will be audited semi - annually. Any employee receiving a cell phone allowance who allows his or her personal phone service to lapse will be responsible for reimbursing the City for the months the service was not active. It will be the responsibility of the employee to provide the necessary records to demonstrate when the service was last active. Personal PDA/Smart Phones If an employee utilizes their own PDA /Smart Phone for City business, the City will not be responsible for supporting connectivity to City computer resources, or supporting the use of the device unless there is a documented need to use the PDA/Smart Phone for City business. If the employee has documented the need to use the PDA /Smart Phone for City business, he or she must consult with Information Technology in advance about what type of PDA /Smart Phones can be purchased. If an employee chooses to synchronize e -mail or other City electronic data with their PDA /Smart Phone they are obligated to ensure the device can be remotely wiped of all City data should the phone be lost. Payment Employees who are approved to receive a cell phone allowance will be reimbursed $35 per month. Reimbursement will be made twice per year, in January and July, through accounts payable. By January 10 and July 10th employees must submit a billing statement to Human Resources. The billing statement will show the phone number they have on file is active and their billing is current. Failure to submit this documentation will delay payment until it is received. Employees will be responsible for reimbursing the City for any months for which they receive payment but during which they are no longer a City employee. 28.7 Exceptions Sworn police officers unable to effectively communicate by radio in a given circumstance are permitted to use cell phones while operating police vehicles All other provisions of this policy apply. 28.8 Violations Department Heads and supervisors will be responsible for enforcement of this policy. Violations are subject to disciplinary action per bargaining unit contracts and Section 10 of the Personnel Policy. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, that the above listed section of the City of Cottage Grove Personnel Policy be added. Passed this 2nd day of November 2011. Myron Bailey, Mayor Attest: Caron Stransky, City Clerk