[Ord. No. 10516, 9-20-2018; Ord. No. 10681, 9-3-2020; Ord. No. 10776, 10-6-2022; Ord. No. 10803, 4-20-2023]
a.
The City may provide wireless telecommunications equipment to
employees who as part of their employment have a regular and continuing
business need for its use. Such wireless telecommunications equipment
may include cellular telephones, pagers and PDAs. Employees may be
assigned wireless telecommunication equipment by a Department Head
when their duties are determined to require frequent mobility but
be readily accessible and/or when their duties require them to be
available for emergency responses or consultation after normal business
hours. Assignment of wireless telecommunication equipment to an employee
may be withdrawn at any time at the discretion of the Chief Administrative
Officer or Department Head.
b.
Wireless telecommunication equipment should be obtained through
the Purchasing Department. Only the Purchasing Department has the
authority to enter into contracts for service. Department Heads should
work with the Purchasing Director to determine the type of equipment
that best suits the need, identify the appropriate service vendor,
and take advantage of the most cost effective service contract and
features. Typically, wireless telecommunication providers are offering
contracts that permit calls under certain circumstances to be made
at no additional charge. Employees should remain aware of the terms
of their contract so as to take advantage of no cost calling opportunities
rather than calling with land line charges. Contracts may also place
a maximum on the number of minutes that can be used without incurring
additional costs. The service level should be set based solely on
business needs and the employee must reimburse the City for any personal
use that results in additional charges.
c.
Personal use of City-assigned wireless telecommunication equipment
is permitted. During normal business hours personal use should be
subject to the same limitations as that of a land line. Such calls,
emails or texts should be infrequent and brief and made on the employee's
own time, such as during breaks or lunch. Any other personal use during
business hours may not interfere with being productive or performing
expected job duties. Personal use outside of normal business hours
is permitted so long as the employee reimburses the City for any additional
charges incurred.
d.
Employee communication via City-issued wireless telecommunication
equipment at all times cannot be considered private. No employee shall
have any expectation of privacy in the use of the equipment and no
employee shall use the equipment for any type of communication that
is offensive, illegal, inappropriate, or in violation of any City
or departmental policy.
e.
Employees may be financially responsible for assigned wireless
telecommunication equipment if the equipment is lost or damaged as
a result of the employee's negligence or not returned within a specified
period of time.
f.
Wireless telecommunications equipment use should not occur while
driving a City vehicle unless it is an emergency. This does not apply
to employees whose job responsibilities include being in contact with
dispatch. Where possible, employees should send or receive communications
when the vehicle is not in motion. Telecommunications equipment features
such as pre-programming numbers, speed dial functions, and voice mail
should be set up. Under no circumstances shall any employee while
driving a City vehicle review any text message or create or send any
text message when a vehicle is in motion.
g.
Departments may restrict employee owned wireless telecommunications
equipment during the work day and ban them from job sites. Departments
may develop additional wireless telecommunications equipment policies
and procedures for City-assigned equipment to meet specific departmental
needs.
h.
Employees whose job responsibilities may require them to be
contacted after hours in emergency situations should supply the City
with contact information, including the numbers of any wireless telecommunications
devices they might regularly carry. Such information should not be
considered to make the employee "on call" or result in additional
compensation outside of what may be required under State or Federal
law.