(A) Departments seeking approval for a smart phone will need to demonstrate the business need for the upgrade.
(B) Users who are authorized will be given the following two options to choose from.
(1) Reimbursement plan.
(a) Use your personal cell phone for business purpose and receive a $35 per month stipend to offset costs incurred by village business use.
(b) Those choosing this option are agreeing to the following.
1. Due to the fact that village business will be conducted using your phone, your phone will contain public records. You agree to uphold records retention and retrieval laws up to and including that your phone can be taken and searched in its entirety during some investigational proceedings.
2. Should your phone be lost, stolen, broken, or otherwise damaged, it is your responsibility to replace it as soon as possible and within three weeks of the damage. Users must notify the Fiscal Officer of a lost, stolen, or broken device so emergency numbers can be forwarded.
3. Your phone number will be shared with all applicable parties as necessary for emergency contact purposes.
4. The stipend will be paid quarterly on the first payroll period of the quarter. The stipend is taxable income and will be included on W-2 wages subject to income tax reporting.
(2) Village issued phones. Be supplied a village phone number and phone line.
(a) This phone would be property of the village. This phone number and device will remain village equipment even if someone leaves his or her position.
(b) Due to the fact village business will be conducted using this phone, this phone will contain public records. You agree to uphold records retention and retrieval laws up to and including that your phone can be taken and searched in its entirety during some investigational proceedings.
(c) Users must notify the Fiscal Officer of a lost, stolen, or broken device so emergency numbers can be forwarded. The Fiscal Officer will order a new device as soon as possible.
(C) All phones used for village purposes should be password protected. The login information for the apps used for village work should not be shared with anyone outside village government. These passwords will be changed by the Fiscal Officer each time an employee leaves a position.
(Ord. 1447, passed 10-20-2009; Ord. 1473, passed 12-7-2010; Ord. passed 1-1-2019)