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HomeMy WebLinkAboutCity Cell Phone PolicyCITY OF PALM DESERT COMMUNITY SERVICES STAFF REPORT REQUEST: By Minute Motion; approve the implementation of a City Cell Phone Policy including a monthly allowance of $50/month for select employees and authorize the City Manager or his designee to negotiate a Cell Phone Plan with AT&T/Cingular. SUBMITTED BY: Robert Kohn, Director of Special Programs DATE: February 24, 2005 CONTENTS: 1. AT&T/Cingular Cell Phone Plans 2. DRAFT Cell Phone Policy Recommendation: By Minute Motion: 1) approve the implementation of a City Cell Phone Policy including a monthly allowance of $50/month for select employees and 2) authorize the City Manager or his designee to negotiate a Cell Phone Plan with AT&T/Cingular that meets the needs of the City. Executive Summary: Two years ago, the City turned to Nextel to provide cell phones for a number of its employees. City staff has received numerous complaints from City employees, and elected or appointed officials about Nextel cell phone reception, especially from those traveling outside the local area. There have also been complaints about messages being received two days after the caller has left the message. Out of all current cell phone service providers, AT&T/Cingular has the most extensive coverage (including out of the country) of any cell phone provider with competitive rates. Discussion: City staff completed a survey of other cities in December 2004 in an effort to determine what policies or procedures were being used. Policies and procedures reviewed by staff ranged from none to very complex. City staff favors a less cumbersome or stringent policy developed at the Administrative/City Manager level. In addition to coverage and other service related problems, the City provides the cell phones, maintains/replaces them, pays the bill up to the maximum number of allotted monthly minutes, and tracks/collects the overage charges for each employee. STAFF REPORT February 24, 2005 AT&T/Cingular The current individual phone bill averages $51.85/month, including tax, for 400 minutes through Nextel. Staff has all Nextel information and researched T-Mobile and Sprint cell phone plans, coverage areas, etc. Proposals were received from Verizon and AT&T/Cingular. Based on the AT&T/Cingular proposal, City employees would receive complimentary new phones, 600 minutes per month, unlimited nights and weekends, free mobile to mobile (AT&T/Cingular) at $51.41/month including a 5% discount and taxes. Staff is recommending that at least 31 of the 54 City cell phones be switched to AT&T/Cingular. This would result in a reduction in cost of approximately $11.00/month, additional minutes, and, most importantly, an improved cellular coverage area. A number of cities have incorporated policies that provide the initial phone, the plan, and a monthly cell phone stipend to pay for the selected plan. The employee is responsible for paying their individual monthly invoices directly to the cell phone company. This type of policy has several advantages: it relieves the City of having to police and collect from its employees for usage overages; it allows the employee to upgrade their service at their cost, and its allows the employee to upgrade their cell phone to include a camera or internet connection, again at their cost.. The AT&T! Cingular proposal provides employees the ability to add family members for $10/month. Employees receiving the stipend would be required to be available to the City by cell phone during their assigned work hours. Nextel phone numbers can be transferred to the new AT&T/Cingular phones. As to which employees may be eligible to receive a cell phone and stipend, this should be determined by the respective Assistant City Manager. Submitted by: epartment He d: I n I / ROBERT KOHN, Director Special Programs SHEILA GILLIGAN, tsista, t ity Manager Approval: Carlos Ortega, C. anager Paul Gibson, Finance Director CITY COUNCIL,XETION: APPROVED �i// DENIED RECEIVED OTHER MEETIN DATE AYES 1, Q( l : ` 1�YAX 1 a/-Pe ' NOES: AL' ABSENT: / �� ABSTAIN: /' Pn— VERIFIED BY: °7// Original on File ith City Clerk's Office cingular Cingular Nation (GSM) (No Roaming or Long Distance Nationwide) Monthly Access $29.99 $39.99 $49.99 $59.99 $79.99 $99.99 $149.99 National Mins 250 450 600' S50 1250 2000 3000 Overage Rate $0.45 $0.45 $0.40 $0.35 $0.30 $0.25 $0.15 Mobile to Mobile N/A UNLIMITDI! UNLIMITED!! UNLIMITED!! UNLIMITED!! UNLIMITED!! UNLIMITED!! Included N&W 1000 5000_ UNLIMIT I LI 'UNLINI E 11 UNLIMITED!!- UNLIMITED!! UNLIMITED!! Rollover No Yes Yes Yes Yes Yes Yes Term Access Discount 1 yr Handset Price Activ. Fee Access Discount 2 yr. Handset Price Activ. Fee Access Discount 3 yr. Handset Price Activ. Fee Govt. Liable 5-50 Lines 13% Net Instant Rebate Waived 13% Net Instant Rebate Waived 13% Net Instant Rebate Waived Govt. Liable > 50 Lines 13% Net Instant Rebate Waived 13% Net Instant Rebate Waived 15% Net Instant Rebate Waived Employee* Liable 0% Mail -In Rebate $36.00 5% Mail -In Rebate Waived ° 5 /° Mail -In Rebate Waived Prices Subject to Change CITY OF PALM DESERT Employee Cell Phone Allowance DRAFT Effective Date: , 2005 Date Revised: Approved By: ADMINISTRATIVE POLICY POLICY STATEMENT With the development and use of new, improved and affordable forms of communication, cellular telephones have now become a standard tool in the workplace environment. Cellular telephones can be a reliable and important instrument in assisting employees to more effectively accomplish their duties and responsibilities. When properly utilized and controlled, this mobile form of communication permits users to remain in contact with their Office and/or be available as needed. Cellular telephones also allow users to work during typical periods of downtime, such as when traveling. POLICY OBJECTIVE 1. To establish a policy for the use of cellular telephones by City of Palm Desert designated employees. 2. To establish a policy to offset cellular telephone costs for designated employees. POLICY PROCEDURES 1. Responsibility A. The City will provide designated employees one new cell phone serviced by AT&T/Cingular with a plan designated by the City. The employee must complete and submit a credit application with AT&T/Cingular. B. Designated employees who currently have personal cell phones may use those phones in this program. C. The City will pay employees who have been designated as City cell phone users a stipend of $50.00 per month to apply to their monthly invoices. D. Designated employees must maintain cellular phone service in order to remain eligible for the monthly allowance provided by the City. 1 E. Designated employees will be expected to be available via cellular telephone during normal business hours or as workload demands require. F. Employees receiving the stipend must provide their cell number and any subsequent changes to the number to the Special Programs Department. G. Each cellular telephone user will be held accountable for his/her own actions, which affect such resources. H. Payment of any cellular phone use in excess of the City -paid monthly allowance of $50.00 shall be the personal responsibility of the affected user. I. Employees may upgrade the plan and/or the cell phone at their own cost. J. Any additional services, ie, cameras, networking/internet capabilities, family members are the financial responsibility of the employee. K. The employee will be responsible for replacement or repair of the cell phone. 2. Procedure A. Designated employees shall either be provided with or provide documentation verifying their ownership of a cellular telephone to the Special Programs Department, in order to become eligible for the cellular telephone stipend. B. As needed or requested, designated employees shall provide documentation to the Special Programs Department verifying continued ownership and business use of a cellular phone in order to maintain their monthly allowance. C. The $50.00 per month cell phone allowance shall be paid by the City to the user on a bi-weekly basis (26 pay periods) at $23.08 per pay period. D. The City will purchase the cellular telephone for a designated employee. The telephone remains the property of the City. E. Designated employees receiving City -provided phones must complete and submit a credit application to AT&T/Cingular as monthly invoices will be sent to the employees' home address. 2 3. Legal and Ethical Limitations on the Use of Cellular Telephones for Business Purposes A. While the City recognizes and respects users' rights to freedom of speech, such rights are not absolute. Speech, which is fraudulent, libelous, obscene, harassing, or threatening is not permitted under State or Federal law, and is in direct violation of City policies addressing such and the City's Personnel Rules. While conducting City business, users are expressly prohibited from using their cellular telephones to engage in such conduct. Users violating this section will be subject to disciplinary action up to and including termination, and in appropriate circumstances, a referral for prosecution for the violation of criminal laws. B. For purposes of this Policy, the terms "fraud" and "libel" are given their legal meaning as developed by the courts of this State and of the United States. "Obscenity" means words, images or sounds which a reasonable person, applying contemporary community standards, when considering the contents as a whole, would conclude that they appeal to prurient sexual/physical interests or violently subordinating behavior rather than an intellectual or communicative purpose, and materials that, taken as a whole regarding their content and their particular usage or application, lack any redeeming literary, scientific, political, artistic or social value. "Threatening", means communications which result in an individual being fearful of imminent bodily harm and/or emotional/mental disruption of his/her daily life. "Harassing" means to engage in a knowing and willful course of conduct directed at another which seriously alarms or annoys another, and which serves no legitimate purpose. In addition, "harassment" shall also mean to subject to unwelcome sexual advances, requests for sexual favors, and other verbal, visual or physical conduct of such a nature which has the purpose or effect of creating an intimidating and/or hostile work environment, or as otherwise provided pursuant to state and/or federal law. Other conduct, which is prohibited by this Policy is that, which would constitute discrimination on the basis of race, religion, sex, national origin, disability, marital status, sexual orientation or any other classification recognized by state and/or federal law. 3 ACKNOWLEDGEMENT FORM I have received and read the Cellular Telephone Policy and understand its provisions. I also understand that the City -provided cellular telephone allowance will be discontinued if I do not maintain a cellular telephone and service. I further understand that when sign this acknowledgement form it will be placed in my personnel file. I am submitting the AT&T/Cingular credit application in a sealed envelope with this acknowledgement. I understand the application will be viewed only by AT&T/Cingular in order to open an account in my name and prior to my receiving a City - provided cell phone, service, and stipend. PRINT NAME OF EMPLOYEE: SIGNATURE , DATE: , 2005 4