8.1. SR 03-21-2011REQUEST FOR ACTION
TO ITEM NUMBER
Ci Council 8.1.
AGENDA SECTION MEETING DATE PREPARED BY
Administration March 21, 2011 Bob Pearson, IT Mana er
ITEM DESCRIPTION REVIEWED B)/
Replacing the City Cell Phone Use Guideline Tim Simon, Finance Director
REVIEWED BY
ACTION REQUESTED
City Council is asked to consider approval of the updated City mobile phone policy.
BACKGROUND/DISCUSSION
The City Cell Phone Use Guidelines was last updated in 2001. This request is for a new Mobile Phone
Policy to replace the Cell Phone Use Guidelines. Mobile phone technology and the plans available have
greatly changed since 2001. In 2001 Smartphones were limited in use, today they account for over 25% of
mobile phone usage and according to a Nielsen study will overtake cell phones in the U.S market in 2011.
The new document does a better job of communicating:
1. Who is eligible for a cell phone or smartphone.
2. Privacy expectations
3. Process for reimbursement of employee owned mobile phone.
4. Smartphone security guidelines
5. Department and employee responsibilities
A justification process
FINANCIAL IMPACT
We currently pay $22 per month for a cell phone plan, reimbursing at $15 will save the City $7. We
currently pay $55 per month for smartphone plan, reimbursing at $30 will save the City $25. The overall
impact is unknown, but an informal survey of affected employees indicated few would opt fox
reimbursement.
ATTACHMENTS
^ Draft policy and justification form
^ Current policy
Action Motion by Second by Vote
Follow Up
N:\Public Bodies\City Council\Council RCA\Agenda Packet\03-21-2011\cellphonepolicyupdate.doc
.^1/
c:.~~
~~ ,,,~,,,:, MOBILE PHONE POLICY
River
PURPOSE:
The purpose of this policy is to provide a set of expectations and guidelines for all city staff in the
usage and cost effective administration of mobile phones. In addition to being a telephone, modern
mobile phones also support many additional services and accessories, such as text messages, a-mail,
Internet access, camera, and GPS navigation. Low-end mobile phones axe often referred to as cell
phones, whereas high-end mobile phones that offer more advanced computing are referred to as
smartphones. These devices axe provided to designated functions and employees in order to
improve productivity, enhance customer service to our citizens, and/or to enhance incident
response services.
POLICY:
A. Applicability
This policy covers city issued mobile phones as well as preauthc>rizcd use of employee owned
mobile phones for city business.
It is the policy of the city to maintain the right t~ ~ access and disclose an} and all messages
communicated through electronic means when city-issued egtupment is used. Regardless of the
intent of the message (business or personal), any emplo~•ec involved has no right to privacy, or
to the expectation of privacy, conceriuns~ the content of ana message or the intended destination
of any message when using city-issued cc~uipnlent.
Decisions regarding the use +~f city mobile phones that arc nor etiplicitly stated herein will be left
to the discretion of the appropriate Department I Tcad, as authorized by the City Administrator.
Department Herds arc authorized to administer, pry-,vide guidance on, and assure compliance
with the features of this polio-.
B. City-Issued Cell 1'h.>nc l?ligibilit<r Criteria
Functions of ernplovees «-ho ~c eligible for assignment of city-issued cell phones are those
designated by the City- ;'administrator as requ~ated by their Department Head.
General criteria to be used a hen allocating cell phones include:
1. Travel -Employees «-ho frequcndy travel, work in the field, or axe out of the office and
need ro be in contact with staff, citizens, or other city business associates.
2. Emergency Response -Public safety positions, as necessary to provide immediate and
direct telephone communications with citizens, outside agencies cooperating in
operations, or othez resource. entities outside of city government.
3. Other -Employees who are required by their department to be accessible at all times by
electronic means.
C. City-Issued Smartphones Eligibility Criteria
Functions or employees who are eligible for assignment of city-issued smartphones are those
designated by the City Administrator as requested by their Department Head. These criteria will
be in addition to the criteria required for cell phones. General criteria to be used when allocating
smartphones include:
1. Email -Employees who have critical City business that will be delayed without timely
responses to email.
a. When they are out of the office
b. As part of a response to an emergency
2. Applications -Employees who are required by their department to run smartphone
applications
D. Smartphone Requirements
Because of the technical nature of these smartphc>nes, the folly>«~ing additional conditions must
apply when a city provided smaxtphone is given t<> a staff member:
1. Because the smartphone is really a handheld computer, the ctnployce agrees to adhere to all
of the proper use conditions as spelled out in the Personnel Policy Manual. The smartphone
will be viewed no different than any other computer o~~-ned by the City of I,~lk River and as
such any inappropriate usage of the smartphunc ma} result in disciplinary action up to and
including dismissal.
2. If confidential or security sensitive data is to be stored or received on the smartphone, the
employee will take steps to password locl: the phone aErcr a period of inactivity and to store
data in an encr~~pted i=oi7nat ~,n the smarrphone. "I'he I"h 1epartment will provide
information regarding the need to protect the smartphone and can assist with the method to
protect infornation on the smartphone.
3. The employee 1~-ill not add anv additional software on their desktop/laptop computer or
request network modifications to support the usage of a specific smartphone device. All City
of L.1k River smartphoncs u-ill he configured to securely synchronize with the city's
~~Iicrosoft Exchange email s~-stem. "lhc IT Department will support the setup and ongoing
operation of approved smarr~honcs.
4. The Cit<- of Elk River has n~> general expectation for employees to check or respond to
emails during non-work hours unless explicitly requested by the employee's supervisor.
Employees shall have no expectation of overtime or comp time fox checking emails during
non-work hours.
E. Cell phone Eligibilit~C:riteria - Employee Owned
Employees who qualify for an individually issued cell phone may request to use their personal
cell phone fox city business and be reimbursed on a fixed monthly basis if approved by
department head and provided they agree to the following conditions:
1. Employee agrees to accept the fixed, monthly reimbursement.
2. The employee agrees to make available to appropriate city staff and outside contacts the
direct dial number and any direct-connect contact information (if that service is applicable)
just as they would if it were acity-issued cell phone.
3. Employees will take responsibility fox maintaining and providing their own cell phone. If the
employee should lose or damage the cell phone, even on work hours, the city will not replace
the cell phone.
4. Employees will take responsibility for having a provider with all of the technical features
necessary to tie them into the city's preferred cell phone carrier (i.e. if an employee needs the
direct connect/walkie-talkie feature to stay in touch with their group or function, the
employee may need to have the same carrier as the city-issued phones).
5. Employees will be solely responsible for payment of all charges incurred on the cell phone
plan.
6. The cell phone service must provide a telephone number that is local to the Twin Cities
calling area. No long distance charges shall be incurred by the city to place a call to the cell
phone\smartphone.
F. Smartphone Eligibility Criteria -Employee Owned
Employees who qualify for an individually issued smartphone may instead request to use their
personal smartphone to connect up to the city's email svstem and be reimbursed fox a portion of
their data service plan on a fixed monthly basis if apptc»~ed b~ department head and provided
they agree to the following conditions:
1. Employee agrees to accept the fixed, monthh~ reimbursement,
2. If confidential or sensitive data is to be stored or received on the smartphone, the
employee will take steps to password lock the phone after a period c>f inactivity and to store
data in an encrypted format on the smartphone. The iT Department trill provide
information regarding the need to protect the smartphoile and can assist Stith the method to
protect information on the snnartl~hone.
3. The employee will not add any additional sofr~~~arc on their desktop/laptop computer or
request network modifications to supp~>rt the us;ngc of a specific smartphone device.
Employee owned smartphones ~~ ill be ccunti~ured to ~ccurch~ s~-nchronize with the city's
Microsoft Exchange email system. The l~C I~cpartnnent ~.~i11 support the setup and ongoing
operation of appro~~ed smartphones.
4. The City of Elk Rig-er has no general expectation fox employees to check or respond to
emails during non-«-ork hc~c~rs unless ezplicith requested by the employee's supervisor.
Employees should have uo expectation of o~~ertime or comp time for checking a-mails
during non-~t~ork hours.
5. loll snnartphones that s. nchronize to the Cirn's email system must be configured for being
remotely wiped in case of being losr ~>r stolen.
G. Payment F'oruse of Employee (_)~~ ned Mobile Phone
Employees who are approved to receive a cell phone reimbursement will be paid $15 per month.
Employees wha are appro~-ed to receive a smartphone reimbursement will be paid $30 per
month. Reimbursements ~~-ill be paid quarterly. Finance will need copies of invoices along with a
completed expense reimbursement form.
H. Employe reimbursement to the Citv
A. If any expenses are incurred by the group plan over its normal flat rate expense due to
excessive personal usage individuals will be required to reimburse the City. The
reimbursement will be proportional to the each individual's personal airtime usage.
B. The city recognizes that any personal use of cell phones is minimal and infrequent and
therefore de minimis by IRS regulations. Therefore, the use of city-issued cell phones by
employees is not a taxable benefit to that employee.
I. Responsibilities
All Department Heads or designees should:
1. Insure that Justification and Acknowledgement form has been filled out and presented to
City Administrator.
2. Insure that all persons assigned acity-issued mobile phone or who agree to be compensated
for business usage of their personal mobile phone is provided access to a copy of this policy.
3. Conduct monthly review of mobile phone invoices within their respective departments to
insure accountability.
4. Conduct annual reviews of assigned devices to determine if such assignments continue to be
justified.
5. Inform the IT Manager or designee of all reassignments of Mobile phones.
6. Inform the IT Manager of any break in service whereby the expense for the mobile phone
can be eliminated.
J. Responsibilities of Employees
All employees who are authorized to use city-issued or their own private mobile phones are
responsible for the following:
1. Signing the Justification/Acknowledgemeu~ form as a confirmation that the~• have received
and understand the directives ~ ~ f this policy.
2. Must have the cell phone turned on and with thorn d~rrit~g working or on-call hours.
3. It is the employee's responsibilin- tc> notify the 1"1 l~cpartment immediately if their phone is
lost or stolen.
4. Insuring the physical security o~~f the cite-issued nzc>bilc phone.
5. Insuring that all cornmunicltions are kept t~~ the briefest duration possible.
6. Keeping personal cc~nununicatlons to :1 miriimum.
7. Insuring that any personal use does nc~t detract from the employee's availability for
completion of assigned duties.
8. Employ ees ma~~ be financially responsible for the assigned cell phone if:
• F~;quipnzent is lost or i3ama~cd whilein the care of employee, as a result of the
crnployee's negligence.
K. Use of ] ~lect onic Commutucarions De-ices and Safe Drivin_~
All city employees are expected t<, drip c ~~ ith safety as the first consideration. This includes
driving safely while operating a mobile phone. Recommendations for safe handling of vehicle-
based calling from. the wircle ss communications industry include the following:
1. When driving, use ~-oice-a.cdvated dialing, or have frequently called numbers pre-
programmed into the device, or consider pulling off the road to dial (or ask a passenger to
dial).
2. If the job duties do not require it, do not use any wireless communications device while
driving if there are hazardous road or traffic conditions.
3. Avoid multiple tasks when driving, such as trying to take notes while using a wireless
communications device.
4. As a reminder, it is illegal to text-message, email or access the Web on a wireless device while
driving in Minnesota (including while stopped in traffic). Employees are responsible for,
and will be held accountable for, safe driving at all times.
L. Acknowledgement
All city employees who are assigned or use acity-issued mobile phone or that are reimbursed for
business usage of their personal mobile phone will be provided a copy of this Policy and shall
acknowledge receipt and understanding of the provisions outlined herein.
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Elk "^--"` Mobile Phone Justification and Policy Acknowledgement Form
Rimier
Employee Name:
Department:
Request Type:
^ City-issued cell phone
^ City-issued smartphone
^ Employee-owned City reimbursed cell phone
^ Employee-owned City reimbursed smartphone
Cell Phone Justification (Please select all that apply)
^ Travel -Employee frequently travels, works in the field, ur is out of the office andyneeds to
be in contact with staff, citizens, or other cih bu~iuess associates.
^ Emergency Response -Employee is in a public safety position, and has occasions whereby it
is necessary to provide immediate and direct telephone c~ nnmunications with citizens,
outside agencies cooperating in operations, or other re~ourcc entities outside of city
government.
^ Other -Employee is required by their department t~ ~ be accessible at all times by electronic
means. If this is checked please provide a brief explanation:
Smartphone Justification (I'leasc provide a brief explanation)
Employee Acknowledgement
I certify that I have read, understood, and intend to comply with the Mobile Phone
Policy.
Signature: Date:
Department Head Acknowledgement
I certify that the requested mobile phone is needed for this employee and I have read
understood and intend to comply with the Mobile Phone Policy. I understand the
expense will be charged to the departmental account.
Signature:
City Administrator Acknowledgement
In compliance with the Mobile Phone Policy issuance of this mobile device is approved:
Signature• Date•
* A copy of completed form needs to be routed to Finance Department
CITY OF ELK RIVER
CELL PHONE USE GUIDELINES
The City's Personnel Policy manual includes a policy on Telephone Use. The Telephone
Use policy applies to both standard telephones (land) and cellular (cell) telephones and
addresses items such as excessive telephone use, long distance telephone calls, and personal
calls on work time. The Cell Phone Use Guidelines below are intended to supplement the
Telephone Use policy by defining the appropriate use of city issued cell phones.
1. Cell phones are issued for business use to conduct official city business and to
improve efficiency.
2. A cell phone may be issued to an employee if her/his position warrants based on the
following:
a. Employee safety is improved.
b. The employee does not have access to a land telephone because the position
requires a significant amount of time out of the office or work area and the
use of a cell phone improves employee efficiency or assists in maintaining
good customer relations.
3. All cell phone requests must be approved by the appropriate department head or in
the case of a department head request, the City Administrator.
4. Department heads are responsible for dete+~ining which phone plan is appropriate
for each position based on the business use of the phone.
a. All employees should start with the City's standard plan.
5. Cell phones are to be used during working hours only. If the following conditions
apply, the cell phone may be taken home for business use:
a. When the employee is "On Call" for emergency response
i. Emergency personnel only (fire, police, certain public works)
b. Exceptional circumstances as approved by the department head.
The cell phone shall not be used for personal calls when taken home.
6. Employees axe required to pay for personal calls
a. Employees shall pay for all personal minutes that exceed the minutes
included in the plan.
b. Employees shall pay for all personal roaming and long distance charges and
applicable taxes.
c. All charges plus tax shall be paid promptly.
7. Employees who use their personal cell phone for business use may be reimbursed
for business calls by submitting an Expense Reimbursement Request.
8. Cell phones may not be used while driving unless the hands free option is used.
S/persmanl/Cell phone Use Guildelinesll/2001