Resolution 2006-100 STATE OF ILLINOIS )
)ss
COUNTY OF KENDALL )
RESOLUTION NO. 2006- l 00
RESOLUTION
APPROVING A CELLULAR TELEPHONE POLICY
WHEREAS, the City Council of the United City of Yorkville has considered and
discussed establishing a policy concerning a cellular telephone policy, and
WHEREAS, the City Council has determined that it desires to establish such a
policy, and
WHEREAS, the text of the policy the City Council now desires to establish
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concerning a cellular telephone policy is set forth on the attached Exhibit "A" which is
incorporated herein, and
NOW THEREFORE, upon Motion duly made, seconded and approved by the
majority of those members of the City Council voting, the Cellular Telephone Policy is
hereby approved by the City Council of the United City of Yorkville in the form set forth
on Exhibit "A" attached hereto and incorporated herein.
I
JAMES BOCK JOSEPH BESCO
VALERIE BURD PAUL JAMES
O
DEAN WOLFER MARTY MUNNS
ROSE SPEARS JASON LESLIE
Approved by me, as Mayor of the United City of Yorkville, Kendall County,
Illinois, this 1\A day of \r\ �N. . A.D. 2006.
MAYOR
Passed by the City Council of the United City of Yorkville, Kendall County,
Illinois this Nk day of A.D. 2006.
ATTEST:
U CITY CLERK
Prepared by:
John Justin Wyeth
City Attorney
United City of Yorkville
800 Game Farm Road
Yorkville, IL 60560
United City of Yorkville Cellular Telephone Policy
Policy
This policy is intended to provide guidelines for the proper use of cellular
telephones. Cellular telephones are provided to employees as business
needs indicate. City employees who have been issued a city cell phone
are advised that all calls made to or from the city cell phone can be
subject to a Freedom of Information Act review by the public. There
should be no expectation of privacy.
Procedure
If a Director determines that an employee needs a cellular telephone or
an upgrade to an existing cellular telephone, a detailed written request
must be submitted to the Finance Director as part of the requisition
process. This request must include:
a. The estimate of the annual cost and where the expense is
budgeted.
b. The reason for the request, and whether it will enhance
emergency response, employee safety, or work efficiency.
C. The adequacy of the present system of communication,
and if a cellular telephone is the most appropriate and
economical choice.
d. How much time the user spends in the field each day.
e. How frequently the cellular telephone will be used.
Allotted Minutes
The authorized number of minutes per person is as follows:
Department Heads and Elected Officials 1,000 minutes
Foremen, Managers, Police Personnel & Supervisors 750 minutes
All other employees 400 minutes
This is to be used as a general guide and may change depending upon
the City's vendor and /or the City's needs.
Eliaibilitv Criteria
Employees eligible for assignment of City -owned cellular telephones are
those designated by the City Administrator and /or the Chief of Police,
including (but not limited to):
a. Employees who are frequently in a vehicle, if the individual must
conduct City business by the telephone while in the field, and it
can be shown that cost savings and customer service efficiently
will be realized through the use of such devices;
b. Employees who have a critical need to maintain accessibility
with other department directors, City management staff and
public officials, in order to insure uninterrupted customer services
and /or the integrity of the City;
c. Public safety positions, as determined by the Chief of Police, as
necessary to provide immediate and direct telephone
communications with citizens, outside agencies cooperating in
operations, or other resource entities outside of City government,
and to provide for communications which may be inappropriate
for mobile radios;
d. Department Heads and employees who have responsibility for
responding to public safety incidents in the field.
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Responsibilities
Employee: Employees have the responsibility to use all City equipment
and contracted equipment with prudence and reasonable care. While
driving a vehicle, employees should make every effort not to make
outgoing calls or answer a phone if it will prohibit them from operating a
vehicle in a safe manner.
ees w
Employees ill be allowed to review the invoices for the cellular phone
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assigned to them and be prepared to verify the calls listed on the invoice.
Employees will reimburse the City for all charges determined to be
inappropriate by the Department Head, Finance Director or City
Administrator.
Reimbursements shall be made within 30 days of receipt of invoice by the
department at the overage rate of the approved City's vendor.
Department Head: Department Heads will receive a copy of the cellular
telephone invoice each month. It is the department head's responsibility
to review all cellular telephone invoices on a regular basis to insure that
cellular telephones are used appropriately and that the City is reimbursed
for calls that cannot be identified as official use. Any misuse of cellular
telephones assigned to their department should be addressed
immediately upon discovery.
An employee who violates the terms of this policy may be subject to
disciplinary action including suspension and /or termination as stated in
section 5 of the employee manual.
Repairs and Replacements of Equipment
If there is a potential that equipment may be lost or damaged, the
employee is responsible for making reasonable accommodations to
protect the equipment. City provided cellular telephone equipment will
be repaired or replaced according to one of the following:
1. Cellular telephone equipment that requires repair or replacement
due to normal wear and tear, damage as a result of City job
related duties or responsibilities or a situation outside the control of
the employee will be repaired or replaced at the expense of the
City. The employee must have made a reasonable
accommodation to protect this equipment.
2. Cellular equipment that requires repair or replacement due to
employee negligence, including but not limited to: misuse, abuse,
carelessness, misplacement, will be repaired or replaced at the
expense of the City, however this will be subject to corrective
action as determined by the department director or designee.
Termination
Upon termination, the employee is to return his /her cellular telephone as
well as any accessories to the City. The City issued telephone number is
the property of the City's and shall remain under the City's ownership.
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