(a) Purpose. This policy states the official guidelines for acquisition and usage of the Village’s communications equipment and services and provides the framework for proper usage of Village issued telephones, cellular phones and pagers. The frameworks flexibility enables officials and employees to provide the best service to the public while limiting public expense. While occasional personal use is permitted, employees should make every effort to avoid using cellular phones, pagers and desk/wall, cordless phones for personal calls.
(b) Policy Statement. Village telephones, cellular phones and pagers are provided to Village officials, appointees and employees who by nature of their job have a routine and continuing business need for use on official Village business. The Village expects appropriate and responsible use of Village communication equipment. Elected officials, appointees and department superintendents are expected to ensure that:
(1) The need for each item of Village-owned communication equipment and services including but not limited to telephones, cellular phones, and pagers are clearly justified for Village business purposes;
(2) Alternative solutions for work production and communications have been considered;
(3) Employees provided with Village communication equipment and services understand the purpose and limitation of usage;
(4) Equipment usage account billings outlining details of usage are received and reviewed for conformance with this policy;
(5) Employees reimburse the Village for non-business use if required by this policy;
(6) Use of a Village equipment usage account is terminated when no longer justified by business requirements or when the employee has by actions demonstrated a disregard for the limitation of this policy.
Employees, who by the nature of their job do not have a routine and continuing business need for cellular equipment but on occasion need to use their personal cellular phone for critical Village business, may be approved for reimbursement. Reimbursement will be made not more than one (1) time per month for business use of a personal equipment usage account. The amount of reimbursement will be limited to the lesser of the actual amount of business phone calls or the amount of the monthly Village rate for an additional cellular phone added to the existing contract. A copy of the personal invoice with the business calls highlighted must be submitted with a requisition for reimbursement.
(c) Definitions.
(1) Telephone: Any Village issued desk, wall or cordless phone connected to the Village telephone equipment system and charged to the Village.
(2) Cellular equipment: Any Village provided cellular telephone also known as wireless telephones which transmit communications via tower antennas, cellular data transmissions/receipt equipment and radio-cellular telephones and any accessories for such owned by the Village.
(3) Pagers/Beepers: A small radio receiver device that when activated and dialed transmits a signal that alerts the person carrying the device.
(4) Base monthly charge: The minimum charge including local usage fees, taxes, franchise fees and other similar costs for one month of service through an equipment usage account.
(5) Equipment usage account: A contract or service agreement by a vendor to provide cellular telecommunication service to a specific item of cellular equipment.
(d) Coverage. All users of the Village of Carrollton’s telecommunication system.
(e) Procedures.
(1) Cellular phones are provided based on authorization of the Mayor and Council to the following Village employees for use for public business in the interest of the citizens of the Village of Carrollton:
Mayor, Police Chief, Water/Sewer Department Superintendent, Street Department Superintendent and two police cruisers.
Pagers will be provided based on authorization of the Mayor and Council and shall be reviewed from year to year.
(2) The Mayor shall establish a system to regularly review users so that designated employees demonstrate a need for cellular phones and pagers to increase efficiency and effectiveness in serving the public.
(3) The Mayor shall establish a system where the Village Administrator and/or the Chief Fiscal Officer reviews as appropriate the cellular phone bills to ensure their use in accordance with this section.
(4) Since the contract with the service provider has a limited amount of share time, employees and officials are cautioned to exercise efficiency and caution with cellular phone usage to prevent costly overages in the time parameters allotted. Each cellular phone has 200 allocated free minutes per month. However, should an individual cellular phone included in the contract not use its allocated share it may be used by another cellular phone as long as the phone using over their allocated minutes does not incur additional charges to the Village.
(5) Employees assigned cellular phones shall reimburse the Village for any personal calls where those calls cause the Village’s bill for that phone to be increased as a consequence of exceeding allocated free minutes on the plan, roaming charges, long distance charges, and any other charges above and beyond the regular monthly service charge for such phone, Personal use of a cell phone is not prohibited but use exceeding de minimus use or that causes additional costs above and beyond the regular monthly service charge shall be reimbursed to the Village by the employee.
(6) Employees must safeguard any cellular and pager equipment in their possession. Employees shall not allow an unauthorized user access to any Village owned communication equipment except in an emergency situation. The loss of any cellular or pager equipment must be reported to the Village Administrator or Chief Fiscal Officer immediately. If theft is suspected, the police should also be notified immediately.
(7) Employees shall exercise extreme caution when driving and only use a cell phone when the vehicle is parked, unless utilizing a “hands-free” speakerphone. If your cell phone rings while driving, allow your voicemail to take the message and retrieve the message when the vehicle is safely parked.
(8) Employees shall limit all cellular calls to no more than ten (10) minutes. Calls over the ten (10) minute limit shall be documented and justification will be required.
Knowingly or intentionally violating any provision contained herein shall be grounds for disciplinary action which may include termination of employment.
(f) Acknowledgment. As an employee of the Village of Carrollton, I have read and understand the Village of Carrollton’s Policy on telephones, cellular phone and pagers acceptable use. Further, that I am aware that any violation of this policy may subject me to disciplinary action, up to and including discharge from employment.
Name Supervisor/Superintendent Signature of Employee Date |
(Ord. 2005-07. Passed 7-11-05.)