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Authorization and assignment are at the sole discretion of the City Manager and may be withdrawn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.