09-686 Personal or City Cell PhonesCITY OF MERIDIAN RESOLUTION NO. 09-~
BY THE CITY COUNCIL: BIRD, HOAGLUN, ROUNTREE, ZAREMBA
A RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF
MERIDIAN TO AMEND THE CITY OF MERIDIAN STANDARD OPERATING POLICY
AND PROCEDURE MANUAL REGARDING NUMBER 6.2.6 -PERSONAL OR CITY
ISSUED CELL PHONES POLICY; AND PROVIDING AN EFFECTIVE DATE.
BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF MERIDIAN, IDAHO
WHEREAS, the Mayor and City Council have authority over the operations, polices, and
procedures for the City of Meridian;
WHEREAS the City has previously approved a Standard Operating Policy and Procedures
Manual in 2002 for application to all employees of the City;
WHEREAS the City Council may amend the Manual from time to time as necessary to
incorporate changes as needed;
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF
THE CITY OF MERIDIAN, IDAHO AS FOLLOWS:
SECTION 1. The City of Meridian Standard Operating Policies and Procedures Manual is
hereby amended as to Policy 6.2.6 -Personal or City Issued Cell Phones; a copy of said policy is
attached and incorporated by reference as Exhibit "A".
SECTION 2. This Resolution shall be in full force and effect upon adoption and approval.
ADOPTED by the City Council of the City of Meridian, Idaho, this ~ day of
~D (~.e~L , 2009.
APPROVED by the Mayor of the City of Meridian, Idaho, this ~D day of
Oc~-y Joel--, 2009.
ATTEST:
By: ._n~
Jaycee .Holman, City Clerk
APPROVED:
Mayor
CITY OF MERIDIAN POLICY AND PROCEDURES MANUAL
PERSONAL OR CITY ISSUED CELL PHONES - 2009
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CITY OF MERIDIAN
STANDARD OPERATING POLICY AND PROCEDURE
NUMBER 6.2.6
SUBJECT: PERSONAL OR CITY ISSUED CELL PHONES
PURPOSE: The purpose of this policy is to provide a set of guidelines governing the
use of both personal or city issued cell-telephones by City employees and
to provide guidelines, criteria and conditions for reimbwsement for
business use of personal cell telephones.
POLICY: While at work, employees aze to exercise the same discretion in using
personal cell phones as they do for City issued cell phones. Excessive
personal calls dwing the workday, regardless of the phone used, interfere
with employee productivity and can be distracting to others. Therefore,
excessive personal calls (regazdless of the phone used) during an
employee's workday are prohibited. No rights or continuing obligations
shall be established by this policy.
AUTHORITY & RESPONSIBILITY: Department Directors have the authority and
responsibility to manage their employees and the need and use of cell phones for City
business. Department Directors are responsible to enswe that employees that need to use
cell phones to conduct City business aze doing so and that the usage and need is
appropriate. Directors have the final approval over whether an employee is provided a
city issued cell phone, reimbursed for the use of [heir personal cell phone, or whether the
employee can use their personal cell phone during work time.
PROCEDURES AND RELATED INFORMATION
I. DESK TELEPHONES
City telephones are to be used for business purposes. All incoming or
outgoing personal telephone calls must be of short dwation.
II. CELL PHONES
A. CITY ISSUED
1. PHONES ISSUED TO A LOCATION, VEHICLE, OR POSITION
Some city issued cell phones are assigned to a location, vehicle, or
position. (i.e. Settler's Pazk splash pad, fire engine; on-call responder)
The purpose of these phones is to perform the necessary duties or
responsibilities of the assignment. These phones may only be used for
business purposes only. Personal use of these phones is strictly
prohibited. Use of the city phone to notify a family or household member
of the work schedule or related business information is allowed.
2. PHONES ISSUED TO INDIVIDUAL EMPLOYEES
The City recognizes the need to assign phones to individual employees
based upon the needs of their position. The City may also not want
employees that aze assigned phones to also carry personal cell phones in
the work place at the same time. Employees that are assigned City issued
cell phones may be prohibited from using a personal cell phone during
their work. Personal use of the City cell phone during business hours must
be approved by the Director. If personal use is allowed then employees
will be assessed the IRS taxable benefit percentage for the assigned phone.
If allowed during work hours then all incoming or outgoing personal
telephone calls must be of short duration, but can never interfere with the
employees' assigned work.
B. PERSONAL CELL PHONE
1. REIMBURSEMENT
Some employees may need to use cell phones to conduct legitimate City
business and such use is regarded as a necessity. Such employees may
already have a cell phone and service for their personal use. It is
cumbersome and generally undesirable to carry two cell phones; therefore,
in these cases, the City may provide a cell phone allowance per month for
employees who must regularly use his/her personal cell phone for work
purposes, subject to the following conditions:
a. The Department Director must first authorize the employee to use
his/her personal cell phone for City business. An authorization form shall
be signed by the Department Director. The employee, Human Resources,
and Finance and shall retain a copy of this authorization form. The
authorization form will identify the employee and the employee's personal
cell phone number.
b. Employees utilizing this policy and receiving compensation for
personal cell phone use for City business will be expected to maintain the
cell phone in good working order and be available for City business calls
as needed and as reasonably expected.
c. Employees' cannot receive a reimbursement that is greater than the
total cost of the monthly service. Employees aze not reimbursed for any
tax paid for the cell service. If granted by the Director, reimbursement for
cell service shall be a minimum of $10.00 and a maximum of $50.00.
Once determined the amount shall remain fixed unless the service is
discontinued or the cost decreases. Any reimbursement over $50.00 per
month must be approved by the Mayor.
d. The employee is responsible for turning in the €xst-age necessary
documentation of his/her cell phone bill to document that the employee
still has the cell phone to his/her supervisor and to request their
reimbursement.
e. The City will not be liable for the loss of personal cellulaz phones
brought into or used in the workplace.
f The employee is responsible for the administration and payment of
all personal cellular phone bills and in no way will create financial liability
for the City beyond the amount agreed to by the Department to be paid as
the stipend.
g. Employees that receive reimbursement shall be taxed on the entire
amount of the reimbursement.
C. BLACKBERRY/"SMARTPHONE" or SIMILAR SERVICE
Certain employees may be assigned/allowed "Blackberry" or Smartphone
or similar service on their cell phone. If necessary the City may purchase
the necessary device for this service. If purchased by the City then the
device shall remain the property of the City. The employee may be
reimbursed for this service if the service is provided on the employees'
personal cell phone. This reimbursement shall not be taxed. This
reimbursement is separate from the reimbursement for cell service. If the
service becomes unnecessary the City shall no longer provide
reimbursement. The reimbursement provided by the City shall establish
any right by the employee to receive it. The City may decide to eliminate
the reimbursement or change the conditions of it at any time.
MODIFICATION OR TERMINATION
The City reserves the right to modify or terminate any and all conditions
of this policy depending upon changing needs as defined by the City.