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G-04-03-25-13F3 - 3/25/2004ORDINANCE NO. 0 - 01j- D3 -J5 -/3F3 AN ORDINANCE AMENDING SECTION 5.08 OF THE HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL, CONCERNING USE OF CITY -OWNED MOBILE TELEPHONES; AND PROVIDING FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING ORDINANCES AND RESOLUTIONS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS: I. That Section 5.08 of the Human Resources Policies and Procedures Manual of the City of Round Rock, Texas, is hereby amended to read as follows: 5.08 USE OF CITY -OWNED MOBILE TELEPHONES PURPOSE To establish policy and procedures related to the acquisition and use of City- owned mobile telephone. POLICY GENERAL CRITERIA It is the policy of the City of Round Rock that mobile telephones are a tool to enhance productivity. Employees are fully responsible for the cost-effective use and care of the tool. Like all other City assets and resources, mobile telephones are acquired with public funds to enable City employees to transact City business in the most efficient and cost effective method possible. Employees have no legitimate expectation of privacy when using this resource. As a general rule, the following employees are eligible for City -owned mobile telephones: • • Employees who serve in public safety capacities and who by job title and responsibility routinely serve or are subject to serve in command or field coordinator roles for actual incidents or rehearsals for incidents that may threaten public safety and well-being. Employees with whom immediate and direct telephonic communications are necessary in the performance of their job responsibilities and organizational duties. Radios should be the first method of communication with other City employees who also have access to a radio. Employees with assigned duties and responsibilities that require mobile communication access and where a mobile telephone provides economic or functional benefits over and above other means of mobile communications. @PFDesktop\::ODMA/WORLDOX/O:/WDOX/ORDINANC/040325F3.WPD/sc1 RESPONSI- BILITIES Departments are responsible for: • Reviewing established criteria in order to determine which employees have legitimate business needs to have a mobile telephone assigned to them. • Submitting requests for mobile phones and other equipment from Purchasing Requests must include appropriate information relating to charging of accounts. • Ensuring employees protect and maintain all mobile phones. • Returning all mobile phone equipment to Purchasing when an individual is reassigned or terminates employment. Purchasing will be responsible for reassigning equipment as needed. Initiating requests to maintain a limited number of mobile telephones to be routinely assigned to their work crews on standby. Logs detailing the name of individual who checked out the telephone and the date(s) used should be maintained. Coordinating the audit process between purchasing and employees selected for routine audits of monthly bill(s). Administering disciplinary actions as outlined in this policy to employees who violated this policy and/or an administrative directive regarding Use of City -Owned Mobile Telephones. Employees are responsible for: Ensuring that the mobile telephone is to be used with few exceptions for City business. Personal calls should be limited to issues related to health, safety, or farnily emergency issues. The repair or replacement cost of the unit in the event that the telephone is damaged, lost, or stolen due to negligence on the part of the employee. Using radios or the radio feature as the first method of communications with other City employees who also have access to a radio. Complying with routine requests to review monthly bill(s) as part of the affected department or Finance Department audit or control process review. Maintaining and operating the mobile telephone and associated equipment consistent with all manufacturing guidelines and City directive. Purchasing Division is responsible for: • Purchasing and assigning mobile telephones and numbers, Maintaining a perpetual inventory of all mobile phones, Maintaining appropriate records, Maintaining telephone and mobile phone contact information on employees, Maintaining a supply of mobile phones that may be checked out by an individual who occasionally goes into the field or travels from the office and must maintain contact with the office, • Ensuring resolutions to problems related to service and equipment, • Reviewing monthly bills of mobile telephone utilization and conducting routine audits on a monthly basis, and • Coordinating auditing activities with specific department as needed. 2 ENFORCEMENT RELATED POLICIES EFFECTIVE DATE The city recognizes that short periodic personal calls (less than 3 three minutes) are reasonable to check on a family member, change a doctors appointment or follow- up on personal business needing immediate attention. During routine audits, a personal call greater than three minutes in duration or more than 3 calls daily to or from the same number may be deemed a violation of this policy and subject to disciplinary action. Violation of this policy and/or a related administrative directive will be grounds for disciplinary actions, up to and including termination. The following shall be general rule for discipline: • First offense, an oral warning and reimbursement of actual cost; • Second offense, beginning of progressive disciplinary process of a written reprimand, and reimbursement of actual cost; • Third offense, 1 day suspension without pay and reimbursement of actual cost; Fourth offense, further disciplinary action up to and including termination. However, if the violation is judged to be excessive, regardless of whether it is the first offense or higher, the employee shall be disciplined accordingly, up to and including termination. 5.03 Ethical Standards 5.13 Use and Care of City Property 8.06 Performance Management Process Administrative Directives March 25, 2004 II. A.. All ordinances, parts of ordinances, or resolutions in conflict herewith are expressly repealed. B. The invalidity of any section or provision of this ordinance. shall not invalidate other sections or provisions thereof. C. The City Council hereby finds and declares that written notice.of the date, hour, place and subject of the meeting at which this Ordinance was adopted was posted and that such meeting was open to the public as required by law at all times during which 3 this Ordinance and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. Alternative 1. By motion duly made, seconded and passed with an affirmative vote of all the Council members present, the requirement for reading this ordinance on two separate days was dispensed with. READ, PASSED, and ADOPTED on first reading this d`_54/)day of ` II�, vl� , 2004 . Alternative 2. READ and APPROVED on first reading this the day of , 2004. READ, APPROVED and ADOPTED on second reading this the day of ATTEST: , 2004. CHRISTINE R. MARTINEZ, City Sec r ary 4 DATE: March 19, 2004 SUBJECT: City Council Meeting - March 25, 2004 ITEM: *13.F.3. Consider an ordinance amending Section 5.08 of the Human Resources Policies and Procedures Manual, concerning use of city - owned mobile telephones. (First Reading) Department: Human Resources Staff Person: Teresa Bledsoe, Human Resources Director Justification: These revisions provide policies that are consistent with the best practices and assure the proper use of equipment purchased with City funds. It also reduces City liability and exposure. Funding: Cost: N/A Source of funds: N/A Outside Resources: N/A Background Information: Public Comment: N/A The Council adopted the current Human Resources Policies and Procedures Manual in November 2000. Policies and procedures are updated when business necessity reflects a need for such revisions.