(a) It is the city's policy to provide the highest standard of service to our community. Utilizing cellular phones improves the quality of service delivered, employee productivity, and enhances business efficiencies. Cellular technology provides assistance with disaster recovery, and offers portable alternatives for immediate communication, enabling time and distance to be managed more effectively.
(b) Employees should utilize hands-free calling if available and exercise common sense rules when cellular communication is necessary while operating a vehicle. For example, employees should keep conversations brief, avoid unnecessary calls, and no calls should be made if driving is hazardous. Further, if the employee needs to read or write while taking the call, he/she should pull off the road. Texting while driving is prohibited. The city will seek reimbursement for any additional charges resulting from personal calls. Misuse of a city cellular phone may result in its revocation and possible disciplinary action.
(c) Cellular phone contract minutes should be the smallest plan available to accommodate the particular business need. The Mayor's office will keep a list of all the authorized users of cell phones, and nobody shall be added to the list, nor shall plan changes that increase the City's cost be made without the Mayor's approval.
(d) The Finance Department will charge the cost of cellular telephones back to the appropriate department.
(e) Personal Use. Employee are required to pay for costs incurred for personal calls as follows: When personal calls/minutes cause the monthly plan minutes to be exceeded, or long distance/roaming fees for personal calls, reimbursement must be made to the city. Anytime the City's bill has additional charges, the Mayor's office will send the billing statement to the user who must review the statement and remit the full amount owed for personal calls within 30 days of receipt of the monthly statement. In those circumstances when a city-owned cellular phone is not assigned to an individual but rather is shared by more than one employee, all employees who make or receive any personal calls on such phones shall retain a record of such calls including the date, cellular telephone number, and inbound/outbound telephone number. Such employees shall then be required to reimburse the city for costs incurred as a result of personal use as described above.
(f) Personal Cellular Phones. While at work employees are expected to exercise the same discretion in using personal cellular phones as is expected for the use of city phones. Personal calls are limited to emergency or pressing reasons, preferably during breaks and meal periods.
(g) Violation. Employees violating this policy may be subject to disciplinary action according to departmental operating procedures and/or collective bargaining agreements.
(h) Loss or Damage of Cellular Telephone. The employees assigned a cellular telephone are responsible for safeguarding the City's equipment. Consequently, loss or damage can result in the employee being charged for replacement in accordance with the charges to the City from the cell phone provider.
(Ord. 2010-86. Passed 12-20-10.)