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HomeMy WebLinkAbout2007-07-10; City Council; 19058; Policy 72 Mobile Handheld DevicesCITY OF CARLSBAD - AGENDA BILL AB# MTG. DEPT. 19,058 jM HSG/I 2007 G/RDV City Council Policy 72 Mobile Handheld Devices DEPT. CITY ATTY CITY MGR.U RECOMMENDED ACTION: ADOPT Resolution No.2007-160 APPROVING City Council Policy 72. ITEM EXPLANATION: Over the past several years, the City has experienced significant growth in mobile handheld device usage by City employees which has subsequently created a need for a policy to guide the management of these devices. Due to the nature of public sector work the devices can enhance the operational effectiveness and efficiency of staff while away from the office. Mobile handhelds such as cellular phones and personal digital assistants are useful tools for delivering prompt customer service. One of the greatest attributes of the City is top quality customer service, and mobile handheld devices are tools in helping government be more responsive and effective. Extensive research was conducted across the United States to assist in the development of this policy. Municipalities across the country have policies which either (1) provide a City-issued mobile handheld device or (2) supply a stipend for the utilization of their personally owned mobile handheld device to conduct public business. Should an individual receive a stipend, the amount received is considered taxable income. In effort to give departments flexibility and maintain control of their department's assets, staff has generated a policy which includes both the options. Should an employee necessitate a City-issued mobile handheld device, a request form will need to be completed. This document will require that the individual demonstrate the need for a city-issued mobile handheld device (e.g. building inspector). In a similar fashion, should an employee request a stipend a comparable form must be completed. Both forms require the signature of the Department Head, to ensure oversight and compatibility within the city departments. The intent of City Council Policy 72 is to provide guidelines to all city employees regarding mobile handheld devices. If adopted, this policy would implement and define the following: • Define City-issued mobile handheld devices. • Define the City-issued stipend allocation for individuals. • Clarifies the process for employees requesting a wireless mobile computing device. Should the City Council choose to adopt Council Policy 72, staff will develop a subsequent administrative order to further implement the policy. DEPARTMENT CONTACT: Courtney Enriquez 760-602-2812 cenri@ci.carlsbad.ca.us FOR CITY CLERKS USE ONLY. COUNCIL ACTION: APPROVED DENIED CONTINUED WITHDRAWN AMENDED S/ D D D D CONTINUED TO DATE SPECIFIC CONTINUED TO DATE UNKNOWN RETURNED TO STAFF OTHER -SEE MINUTES D D D D FISCAL IMPACT: Should City Council Policy #72 be implemented, staff does not anticipate any significant fiscal impact. Currently, the cost associated with the use of the mobile handheld devices is included within individual department budgets. Should an individual be eligible for a City-issued stipend, the suggested initial amount is $45.00 per month. It is important to note that the stipend is taxable income. The City-issued stipend represents a reasonable and necessary mobile handheld device expense to conduct City business. ENVIRONMENTAL IMPACT: This activity is not a project and is therefore not subject to State CEQA pursuant to State CEQA Guidelines Section 15060(c)(2). EXHIBITS: 1. City Council Resolution No. 2007-160 2. Council Policy 72 1 RESOLUTION NO. 2007-160 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING CITY COUNCIL 3 POLICY NO. 72 REGARDING THE MANAGEMENT OF 4 MOBILE HANDHELD DEVICES. 5 WHEREAS, this policy provides guidelines to all individuals utilizing City-issued 6 mobile handheld devices and recipients of a City-issued stipend; 7 WHEREAS, the initial city-stipend recommended is $45.00, which is consistent8 o with the basic minute plans for all major service providers; 10 WHEREAS, the City encourages individuals to be good stewards of the 11 community and use their mobile handheld devices to report emergencies; 12 NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of 13 Carlsbad, California, as follows: 14 1. That the above recitations are true and correct. 15 2. That City Council Policy No. 72 is adopted as shown on Exhibit "2" to this 16 resolution.17 18 3. That the City Clerk is hereby authorized to provide a copy of Policy No. 72 19 to all city departments and to those interested persons who have 20 previously requested a copy. 21 4. That the stipend authorized under Council Policy 72 is initially set at 22 $45.00 per month. 23 24 25 26 " 27 « 28 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 10th day of July, 2007, by the following vote to wit: AYES: Council Members Lewis, Kulchin, Hall, Packard and Nygaard. NOES: None. ABSENT: None. .AUDE A LEWIS, Mayor ATTEST: LORRAI(^ M. (SEAL) Exhibit 2 Subject: MOBILE HANDHELD DEVICE POLICY CITY OF CARLSBAD COUNCIL POLICY STATEMENT DATED: July 10, 2007 Policy No. Date of Issue: Effective Date Cancellation Date Supersedes No. Page 1 of 4 72 July 10. 2007 July 10, 2007 Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File PURPOSE: To provide guidelines to City Council members and City employees related to the proper use and management of mobile handheld devices (e.g. cellular phones and wireless mobile computing device). This policy establishes the procedures for mobile handheld devices which help achieve maximum efficiency in the workplace. The City encourages individuals to be good stewards and use these mobile devices to report emergency situations (e.g. 911). BACKGROUND: Due to the nature of public sector work mobile handheld devices can enhance the operational effectiveness and efficiency of staff while away from the office. These devices are useful and effective tools for delivering prompt customer service. Although the value of mobile handheld devices is recognized, they are costly to operate, and expenditures need to be controlled. The City of Carlsbad will address the cellular phone segment in a three-pronged approach. The first part of this policy will address City-issued phones; whereby the employee is allocated a cellular phone and is expected to monitor it during normal work hours and while on call. Secondly, this policy also addresses an individual's need for wireless mobile computing devices and the administration of the equipment. Lastly, this policy will address providing a stipend to City Council members and employees; the stipend covers the cost of maintaining the individual's mobile handheld device used for City related business. The City Manager (for purposes of this policy, the City Attorney will be responsible for the employees in the City Attorney's Office) or designee will assign the appropriate cellular phone option to each employee. Overall, the policy provides oversight of mobile handheld devices and it also provides each department with flexibility. Use of these devices may also be governed by an Administrative Order. POLICY: City-Issued Cellular Phone The City will issue cellular phones to individuals who are required to provide immediate two-way communication with their respective office (e.g. Inspector, Maintenance Crew) or other contacts. Individuals will be issued cellular phones which will be paid for by the individual departments. An CITY OF CARLSBAD COUNCIL POLICY STATEMENT DATED: July 10, 2007 Policy No. Date Issue Effective Date Cancellation Date Supersedes No. Page 2 of 4 72 July 10, 2007 July 10, 2007 Subject: MOBILE HANDHELD DEVICE POLICY Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File individual may request to receive a wireless mobile computing device (combination of cellular phone and personal digital assistant), instead of a cellular phone, if a valid need is evident. All requests must be approved by the City Manager, or designee. All wireless mobile computing devices must comply with Information Technology standards. City-issued cellular phones are the property of the City of Carlsbad. Cellular phones are not to be used when a less costly alternative is safe, convenient, and readily available. Individuals shall be responsible for all issued equipment so long as employment with the City of Carlsbad is in effect. Personal use is prohibited; however, the City recognizes that unforeseen circumstances develop in which minimal and incidental use may occur, in which case the user is expected to reimburse the City for these expenses. A. Acquisition Best value principles apply when purchasing the cellular phone, accessories, services, and selection of the wireless provider. Departments will assume the responsibility for the delivery of services and will carry them out in the most efficient, effective, and economical means possible. 1) Mobile Handheld Request Individuals who are required to carry a City-issued cellular phone while on the job are required to provide a written statement of need which will be kept on file. B. Periodic Review The City Manager or designee shall periodically review the list of individuals who have a City- issued cellular phone to ensure that they still require a phone to effectively manage their business needs. In addition, periodic reviews of the cell phones and business use will be conducted. City-Issued Wireless Mobile Computing Device Wireless mobile computing devices (combination of cellular phone and personal digital assistant) are tools that serve as an extension of an individual's desktop computer. Employee requests for these devices must be justified by the individual requesting the device and are subject to approval of the City Manager or designee. Upon City Manager or designee approval, it becomes the responsibility of CITY OF CARLSBAD COUNCIL POLICY STATEMENT DATED: July 10, 2007 Policy No. Date Issue Effective Date Cancellation Date Supersedes No. Page 3 of 4 72 July 10, 2007 July 10, 2007 Subject: MOBILE HANDHELD DEVICE POLICY Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File the individual to contact the Information Technology Department for purchasing assistance to ensure compatibility with the City's technology infrastructure and compliance with licensing requirements. A. Acquisition Best value principles apply when purchasing the wireless mobile computing device or accessories, and services. 1) Mobile Handheld Request Individuals who request a City-issued wireless mobile computing device will be required to provide a written statement of need; all files will be maintained in each department. B. Periodic Review The City Manager or designee shall periodically review the list of individuals who have a City- issued mobile handheld device to ensure that they still require the device to effectively manage their business needs. City-Issued Stipend In lieu of a City-issued mobile handheld device, an individual may request to utilize their personal mobile handheld device and receive a stipend from the City. An individual requesting a stipend is required to complete and submit a written statement of need. Once it is determined that an individual's position may necessitate two-way wireless communication, the City Manager or designee may authorize the stipend. Eligible individuals will receive a taxable monthly allowance; the initial amount will be established by the City Council. Authority will be given to the City Council to adjust the stipend amount in the future. The stipend will be allotted to the employee on a biweekly basis. A. Acquisition If authorized for a stipend, it becomes the individual's responsibility to purchase, maintain, and sustain an active cellular phone account with an approved provider. A list of the current approved providers can be accessible through the Information Technology Department. B. Annual Review Annually, a list of stipend recipients will be reviewed by the City Manager or designee. Upon request, individuals must provide the appropriate document (e.g. copy of the monthly invoice) for review. The City Manager or designee will review this statement and make a determination based on the documentation presented. CITY OF CARLSBAD COUNCIL POLICY STATEMENT DATED: July 10, 2007 Policy No. Date Issue Effective Date Cancellation Date Supersedes No. Page 4 of 4 72 July 10, 2007 July 10, 2007 Subject: MOBILE HANDHELD DEVICE POLICY Copies to: City Council, City Manager, City Attorney, Department Heads and Division Heads, Employee Bulletin Boards, Press, File Other Personally Owned Wireless Mobile Computing Device Individuals may connect their personally owned wireless mobile computing device to the City's network. The individual should contact the Information Technology Department (IT) for assistance with the connection to ensure device compatibility and that a sufficient number of software licenses are maintained. IT will provide and install the synchronization software. California Public Records Act Mobile handheld device records may be subject to disclosure under the California Public Records Act. Safefy First An overarching concern of the City is the personal safety of employees and the residents of Carlsbad. Individuals should use proper safety procedures at all times when utilizing a cellular phone, including the use of a hands-free headset, particularly while operating equipment or driving City vehicles. Effective July 1, 2008, employees are required to use a hands-free device on all cellular phones when conducting City business while operating/driving a City vehicle. All fines will be the responsibility of the individual user.