RES 1245RESOLUTION NO.\^LS
A RESOLUTION adopting a reimbursement policy for use of
personal owned mobile devices and phones.
WHEREAS,the City Council desires to move to a paperless system that will result in
more efficient document preparation,savings in print and distribution costs,and improvement of
document accessibility and transparency to the public,and
WHEREAS,the City Council has considered a reimbursement policy for the use of
personally owned mobile devices and phones,and
WHEREAS,the Council desires to adopt the reimbursement policy,
NOW,THEREFORE,BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
CAMAS AS FOLLOWS :
SECTION I
The reimbursement policy for use of personal owned mobile devices and phones attached
hereto as Exhibit "A"is hereby adopted.
ADOPTED at a regular meeting of the Council of the City of Camas this day of
June,2012.
SIGNED:
Mayor
r\bVfvx /UATTEST:AT ——Clerk
APPROVED as to form:L_
!/
City Attorney
EXHIBIT "A "
Reimbursement Policy for use of
Personal Owned Mobile Devices and Phones
Scope:This policy applies to the Mayor,Council Members,Planning Commission members,City
Administrator,Department Heads and to certain exempt employees (with the approval of department
heads and budget authority).
Mobile Devices -WiFi Only
It is the intent of the City legislators to move to a paperless system that will provide staff efficiencies in
preparing documentation,cost savings in print and distribution,and improve document accessibility and
transparency to the public.With the new digital agenda system,mobile devices will be a necessity for
the council members to access information.Two options are approved for the Mayor,City Council
Members,and Planning Commission Members:
Option 1:
At the approval of the mayor for council members and planning commission members to use
their own personal wireless devices in lieu of the city purchasing a device for them for council
business,council members may request a monthly stipend to offset their out-of -pocket
expenses for the use of their own hardware devices.This monthly stipend of $25 is considered
a federal taxable fringe benefit and will be paid on the monthly payroll pay period.
If a council member or planning commission member chooses this option,repair and
replacement of their personal wireless device will not be the responsibility or cost of the city.A
council member or planning commission member may choose in the future to have the city
purchase the hardware device for them and the stipend plan would cease to that council
member.
Option 2:
Mayor,council members and planning commission members may also submit a request for the
City to purchase a mobile device for their use .If this option is chosen,there will be no monthly
stipend,the City owns the device and is responsible for its repair,maintenance and replacement
and the device may only be used for diminimus personal use.Mayor,council members and
planning commission members will be asked to sign the City's Network Use policy abiding by the
City's allowed and disallowed personal use language.
Mobile Phone with Voice /Data Plan
The Mayor,City Administrator,Department Heads,and certain exempt employees (with the approval of
Department Head and budget authority ),who are required to use and carry cell phones,PDAs,receive
after-hours e -mails,updates,notifications,alarms,call-backs,or other official city business,may make
the following requests of the City:
Option 1:
Individual requiring a phone and data plan for updates during the day and /or after work hours
to both voice,email and data,may submit a request for a monthly stipend of $50 to use his/her
personal device.This monthly stipend of $50 is considered a federal taxable fringe benefit and
will be paid on the monthly payroll pay period.It is a requirement that Information Systems
Department (ISD )set up e -mail on this device to separate City e -mail and synchronize it with the
City's email system to meet required e-mail archiving and data retention laws.It is the
responsibility of the employee to abide -by and meet any and all security requirements such as
HIPPA laws when accessing and/or responding to City -specific email on a personal device .The
city is not responsible for maintaining,repairing,or replacing this hardware under the
reimbursement or stipend plan.
Option 2:
Individual requiring a phone and data plan for use or updates during the day and/or after work
hours to both voice,email and data,may submit a request for the City to provide him/her with
the required device and data plan which will be set -up by ISD staff to comply with e-mail
archiving and records retention laws.The repair,maintenance and replacement costs will be
the cost of the city,including monthly voice and data usage costs.The individual is not eligible
for a monthly stipend under this option and may use the device for diminimus personal use
while abiding by the Network User policies in place.