HomeMy WebLinkAbout2016-01-06 PACKET 04.J. REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #�
DATE 1/6/2016 • o
PREPARED BY: Administration Joe Fischbach
ORIGINATING DEPARTMENT STAFF AUTHOR
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COUNCIL ACTION REQUEST:
Consider adopting a resolution updating the Personnel Policy with changes to Cell Phone
reimbursement.
STAFF RECOMMENDATION:
Adopt the resolution.
BUDGET IMPLICATION: $ $
BUDGETED AMOUNT ACTUAL AMOUNT FUNDING SOURCE
ADVISORY COMMISSION ACTION:
DATE REVIEWED APPROVED DENIED
❑ PLANNING ❑ ❑ ❑
❑ PUBLIC SAFETY ❑ ❑ ❑
❑ PUBLIC WORKS ❑ ❑ ❑
❑ PARKS AND RECREATION ❑ ❑ ❑
❑ HUMAN SERVICES/RIGHTS ❑ ❑ ❑
❑ ECONOMIC DEV. AUTHORITY ❑ ❑ ❑
❑ ❑ ❑ ❑
SUPPORTING DOCUMENTS:
� MEMO/LETTER: memo from Joe Fischbach dated 12/30/15
� RESOLUTION: 2016-xxx
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
❑ OTHER:
ADMINISTRATORS COMMENTS:
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City Administrator Date
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COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
CITY OF COTTAGE GROVE
�MINNESOTA
To: Honorable Mayor and City Council
From: Joe Fischbach, Human Resources Manager -
Date: 12/30/15
Subject: Personnel Policy Amendment
Background
The City has been reimbursing employees $35 per month when they need to use their
personal cell phones for City use. Employees receive approval from their department head and
the City Administrator for the reimbursement. The City paid this $35 in two payments of $210
through accounts payable. Staff is recommending that we change the reimbursement
procedure to payroll. Eligible employees would receive the non-taxable stipend of $17.50 on
the first two pay checks of each month.
The police department has had City owned squad car cell phones for years. In 2016, they will
get rid on these phones and all Officers will be eligible for the monthly stipend.
These two changes will be significant time savers for staff and will result in increased efficiency
once implemented. By switching to payroll, the stipend can be automatically set up and will be
processed each pay check without another manual entry by staff. With the accounts payable
process now, Lauren has to enter each reimbursement twice per year and issue paper checks
to each employee eligible for reimbursement.
By getting rid of the squad cell phones, staff will not have to keep track of the billing and spend
time dealing with defective phones. Additionally, the squad phones do not have any other
capabilities beyond the talking feature.
Recommendation
Approve the resolution amending the Personnel Policy with the changes to the cell phone
reimbursement procedure.
RESOLUTION NO. 16-xxx
A RESOLUTION AMENDING THE PERSONNEL POLICY;
WHEREAS, the policies in the Personnel Policy are reviewed and updated
for time to time, now
THEREFORE BE IT RESOLVED, by the City Council of the City of Cottage
Grove, County of Washington, State of Minnesota, to amend the Personnel Policy
as follows;
SECTION 28. CELL PHONE / PERSONAL PHONE CALL/ PERSONAL FAX
POLICY
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.
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. The reimbursement will occur through payroll as a
non-taxable stipend.
Passed this 6t" day of January 2016. The changes will be effective the 7tn
day of January 2016.
Myron Bailey, Mayor
Attest:
Joe Fischbach, City Clerk