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HomeMy WebLinkAboutCity Council Resolution 2012-101CITY OF PLYMOUTH RESOLUTION No. 2012-101 AMENDING ELECTRONIC COMMUNICATION DEVICE POLICY TO PROVIDE ALLOWANCE FOR I -PADS FOR COUNCIL PACKETS WHEREAS, the City has an Electronic Communication Device Policy which authorizes allowances, reimbursements, and data syncing for smart phones, cell phones, nextel push -to -talk, and air cards; and WHEREAS, the City has transitioned from paper council agenda packets to electronic packets, viewable via Dropbox software on the I -Pad; and WHEREAS, some individuals may choose to purchase their own I -Pad, rather than use a device purchased by the City. NOW, THEREFORE, BE IT RESOLVED that the Electronic Communication Device Policy is amended to add an allowance for the I -Pad in the amount of $22/month. Adopted by the Plymouth City Council on March 27, 2012. rp)City of Plymouth Adding Quality to Life Purpose ELECTRONIC COMMUNICATION DEVICE POLICY The purpose of the electronic communication device policy is to provide a guideline for the procurement, use, availability, and expectations for the operations and maintenance of City -owned and personal communication devices that act to serve a public purpose. This policy covers, but is not limited to, the following electronic communication devices: 1) City -owned devices, including: a. Smart phones/cellular phones b. Nextel Push To Talk (PTT) c. Air Cards 2) Personal Devices a. Allowances b. Reimbursement c. Data Syncing City -Owned Devices A. Authorization/Assignment The City Manager has final determination for the issuance or maintenance of electronic communication devices which utilize City fiends. Basis for issuance of electronic devices include: 1) When safety of self or others may be at risk. 2) When an employee's main work location is in the field where landlines and other primary radio/telephone communications are not available. 3) To provide immediate communication with staff in the department and other agencies as required to coordinate programs or provide customer service. 4) Demonstrated improved work efficiency. 5) The need to contact an employee on short notice. 6) The employee's role is in emergency response. Authorization and assignment are at the sole discretion of the City Manager and may be withdrawn at any time. B. Expectations Upon approved issue, the employee is expected to maintain the following: 1) Use — the device shall be operated for City -use and operated as intended or allowed by this or any other City policy. a. Inappropriate use is strictly prohibited and subject to disciplinary action up to and including termination. b. The device must be in silent mode during meetings or when disruption is undesirable. Official business voicemail and email messages, when applicable, must be answered promptly in accordance with the City Customer Service Policy. d. Use of the City -owned device is limited to the options subscribed to on the service plan. e. City -owned devices may be used for personal use when access to a landline or other device is not available. f. Reimbursement to the City is required for personal use at the rate determined by the IT and Finance divisions. 2) Availability — employees who are issued a City -use device agree to maintain readiness and availability during assigned work hours and standby periods. 3) Auditing — employees shall review monthly billings to identify and reimburse the City for personal use of the device. 4) Security — the user shall maintain the safety of security of the device as well as any log -in data required to operate the device. 5) Safety (driving) — employees should refrain from using a City -owned communications device while operating a motor vehicle or power equipment. Use shall be in accordance with state law. 6) Personalized attributes — a City -owned electronic device may be used to the extent provided by the device and/or service plan. Employees may personalize/utilize features as intended by the manufacturer and the plan provider insofar as no additional costs are incurred by the City of Plymouth without limiting the operational capacity of the device. C. Care and Replacement Upon approval for issue, an allocation shall be made through the IT Division to account for the purchase price of the hardware, the annualized cost of monthly service charges and for item replacement. All allocations shall be budgeted each year and approved by the City Council. 1) Devices shall be replaced on a three-year cycle. 2) Damaged or lost devices shall be charged back to the department through IT division allocations. 3) Employees are responsible for the replacement cost for device damage or loss due to employee negligence. 4) Personal devices will not be upgraded or replaced at City expense. III. Personal Devices For employees required to maintain service availability by electronic communication device, a device or an allowance for use of a personal device shall be provided by the City of Plymouth. With City Manager approval, an allowance may be made to offset the cost of personal device use. With the approval of the City Manager, employees may sync a personal electronic communication device with City servers for business use. Employees who request and are allowed to use personal devices shall meet the requirements of this policy. The policy also outlines device allowances and requirements for approved use of personal devices. A. Expectations For employees approved by the City Manager to maintain a personal device, the the following items shall be met: 1) Use a. Review phone options with IT Division to ensure compatibility with City applications. b. Maintain a service plan with minimal amount of services to perform assigned duties and provide documented proof of minimum plan upon enrollment to the City Manager or designee. c. Procure a reliable service plan that provides service in the Plymouth area, as well as any area in which the user is expected to respond when off site. d. Notify the City Manager or designee within five days of service discontinuation. e. The City of Plymouth assumes no responsibility for provider service contract termination fees or ongoing contracted provider service fees in the event of a voluntary or involuntary employee termination. f. Employees shall minimize personal use of any electronic communication device during scheduled work hours 2) Availability - maintain readiness and availability during assigned work hours and standby periods. 3) The user acknowledges his/her personal device phone number may be published for official business. 4) Auditing - documented proof of service plan shall be made available to the requesting City authority for audit purposes within 72 hours of a request. 5) Security - employees agree to maintain password -protected security and acknowledge in the event of a reported lost or missing device, the IT Division will remotely "wipe" or erase all City data. Please note: wiping a device may clear personal information such as contacts, tasks or apps. The City of Plymouth is not responsible for any lost personal data on a wiped phone. 6) Safety (driving) — employees should refrain from using a communications device while operating a motor vehicle or power equipment. Use shall be in accordance with state law. 7) Support - the employee understands the maintenance and support of a personal device by the City is limited to email, schedule and task syncing (if available), and use of City - supplied security. Hardware/software repair and maintenance support is the sole responsibility of the employee while on personal time (non -duty hours). B. Allowance Allowances are intended to cover a portion of the costs associated with owning/maintaining a personal device as related to official City business use. 1) Allowance Schedule The following schedule is approved for the authorized use of personal electronic devices. • Cellular phone (minutes only) - $20/month • Smart phone (cell minutes/data minutes) - $40/month • I -Pad - $22/month • The City Council shall periodically review the allowance rates 2) Discontinuation Allowances shall be discontinued when the employee: • is on leave status exceeding 30 days • is on unpaid leave status • is unable to provide proof of service per item A(L)b. above. • voluntarily or involuntarily terminates employment. 3) Reimbursement The City of Plymouth shall reimburse employees for the use of personal cellular phone minutes used for official City business when pre -approved by the department director unless the employee is receiving a phone allowance. Reimbursement rates will be determined at the beginning of each calendar year by IT and Finance. 4) Device Syncing As the personal use of communication technology grows, some employees may wish to synchronize their City of Plymouth email, calendar, task lists and voicemail with their personal device. The City acknowledges some work efficiencies may be gained through greater access to official data and communication; however the administrative costs outweigh the demonstrated savings to the City. For this reason, the City will provide limited support for personal device syncing. Employees who wish to sync their personal communication device with City servers do so at their own risk and with the acknowledgement and consent of the following. a) IT support for syncing personal communication devices is limited and a low priority. b) Not all devices are compatible with City software and hardware. c) Synced personal communication devices will be pass -code encrypted and the City reserves the right to un -sync devices at any time without notice. d) For the protection of City assets, synced devices will be wiped in case of loss, theft or replacement. Wiping may remove personal data and information not saved at another location may be lost permanently. The City of Plymouth is not responsible for any lost personal data. e) Synced information may only be accessed and used during official business hours. Employees shall not be compensated for City business hours worked outside of official business hours without the pre -approved, written consent of his/her supervisor. f) Use of voice or data minutes for business use shall be done at the employee's discretion. By choosing to sync a personal communication device with City of Plymouth software, the employee understands the City of Plymouth is not responsible for any costs incurred, including business-related costs. Resolution No. 2011-070, March 8, 2011 rp)City of Plymouth SMORNMEWMITHUM"ll Adding Quality to Life User Name: Department: Division: Service uestea: O Cellular Phone O Air Card (laptop) O Other New device? (Y/N) Active Sync? Justification: REQUEST FOR ELECTRONIC COMMUNICATION DEVICE Date: O Cell Phone Services O Voice only O Push To Talk/Direct Connect O Text Messaging O Data/Internet O Camera Change of service? (Y/N) 1 have read and understand the City of Plymouth Electronic Communications Device Policy: Signature: Department Director: City Manager: Signature Signature IT Division Completion Date: Date Initials rp)City of Plymouth REQUEST FOR SMART PHONE DEVICE SYNC SMORNMEMMITHUM"ll Adding Quality to Life Device Syncing As the personal use of communication technology grows, some employees may wish to synchronize their City of Plymouth email, calendar, task lists and voicemail with their personal device. The city acknowledges some work efficiencies may be gained through greater access to official data and communication; however the administrative costs outweigh the demonstrated savings to the city. For this reason, the city will provide limited support for personal device syncing. Employees who wish to sync their personal communication device with city servers do so at their own risk and with the acknowledgement and consent of the following: a) IT support for syncing personal communication devices is limited and a low priority. b) Not all devices are compatible with city software and hardware. c) Synced personal communication devices will be pass -code encrypted and the city reserves the right to un -sync devices at any time without notice. d) For the protection of city assets, synced devices will be wiped in case of loss, theft or replacement. Wiping may remove personal data and information not saved at another location may be lost permanently. The City of Plymouth is not responsible for any lost personal data. e) Synced information may only be accessed and used during official business hours. Employees shall not be compensated for city business hours worked outside of official business hours without the pre - approved, written consent of his/her supervisor. f) Use of voice or data minutes for business use shall be done at the employee's discretion. By choosing to sync a personal communication device with City of Plymouth software, the employee understands the City of Plymouth is not responsible for any costs incurred, including business-related costs. I have read and understand the City of Plymouth policy regarding device syncing of my personal smart phone and City of Plymouth hardware/software.