HomeMy WebLinkAboutMINUTES - 07161996 - D2 2-
TO:
TO: BOARD OF SUPERVISORS •;
` •• Contra
s Costa
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FROM: FINANCE COMMITTEE , — t �° COUf /
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DATE: July 16, 1996
SUBJECT: COUNTY CELLULAR PHONE POLICY AND USAGE
SPECIFIC REQUEST(S).OR RECOMMENDATION(S)& BACKGROUND AND JUSTIFICATION T
RECOMMENDATION&
ACCEPT this report on County Cellular phone policy and usage.
DIRECT the County Administrator's Office to revise Administrative Bulletin 505.5 "Telecommunications
Procedures" as attached.
DIRECT the General Services Director to specifically cite all of the revisions in the above Administrative Bulletin
in the "General Information" section of the next updated interoffice Telephone Directory.
BACKGROUND/REAS-ON(S)-FDRRE_C.OMMENDAT oNr s).
The matter of establishing a separate policy on cellular phone usage was considered by the Finance Committee at our
February 26, 1996 and June 17, 1996 meetings. It was the recommendation of the County Administrator's Office
that a separate policy on cellular phone usage was not required. Instead it is recommended that the existing
Administrative Bulletin 505.5 "Telecommunications Procedures" be revised to include cellular phones and other
communication devices. The Committee considered findings of surveys conducted of cellular phone policies of other
entities-the counties of Santa Clara, Alameda and Fresno; the cities of Walnut Creek and Concord; and the Bank of
America.
The proposed revisions to Administrative Bulletin 505.5 incorporate recommendations of the Policy Advisory
Committee (PAC); a committee comprised of twelve department heads, representing a cross section of County
departments. The revised bulletin provides policy direction to all departments for usage and monitoring of all
telecommunication devices.
CONTINUED ON ATTACHMENT: —YES SIGNATURE: raw 6%^-'
RECOMMENDATION OF COUNTY ADMINISTRATOR_RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON July 16, 1996 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
I HEREBY CERTIFY THAT THIS IS
X UNANIMOUS(ABSENT --------- 1. A TRUE AND CORRECT COPY OF
AYES: NOES: AN ACTION TAKEN AND ENTERED
ABSENT: ABSTAIN: ON NHNUTES OF THE OF THE BOARD
SUPERVISORS ON THE DATE SHOWN.
Contact: Carol Chan,646-1021
cc: County Administrator ATTESTED Julyv16. 1996
General Services PHIL BATCHELOR,CLERK OF
THE BOARD OF SUPERVISORS
AND C ADNHNISTRATOR
cc:GSD
I -Di I
6 ,
Current Administrative Bulletin on Telecommunications Procedures .
Proposed revisions are in italics.
CONTRA COSTA COUNTY
Office of the County Administrator
ADMINISTRATIVE BULLETIN
Number: 505.5
Date: 9-1-96
Section: Property & Equipment
SUBJECT: Telecommunications Procedures
Communications equipment which includes telephones, portable
cellular phones, pagers, facsimile machines, computer.7_ and other
telecommunications devices are provided for employees to conduct
official County business. The criteria for issuance of specific
equipment or services (i. e. pagers, cellular phones, government
rates) shall be shall be based on job related necessity.
Department managers and supervisors shall institute procedures to
inform employees of this County.policy and to monitor the use of
equipment. These procedures should be consistent with the
following:
1 . County communications equipment, including portable cellular
phones, mobile radios, and other personal communication
devices, or facilities shall be used to place or receive
personal calls only for an emergency or during break periods
where usage does not result in an unreimbursable charge to
the county or interfere with business.
2 . Necessary personal telephone calls shall be limited in
duration and not interfere with normal work duties and/or
disturb the work environment. Personal long distance calls
shall not be charged to the County.
3. Facsimile machines, computers, answering devices, cellular
phones, pagers, and other equipment shall not be used to send
or receive information not directly related to County
business. Unauthorized or unsolicited information received
should be reported immediately to the employee's supervisor.
4 . County telephone credit/calling cards may be. ' issued to
transact County business when away from regular work stations
or County telephones. These cards will be used only as
authorized by County departments as follows:
a. Employees must protect County credit/calling cards and
equipment from unauthorized use including personal calls.
b. Employees shall keep their credit card numbers private
to prevent use by unauthorized users .
-1-
C. If a credit/calling card is lost or stolen, immediately
notify General Services Accounting at 313-7161 (3-7161) .
d. Credit/calling cards must be returned to General
Services Accounting and cellular phones and pagers to
the issuing department when employees transfer or terminate
employment. If the card is lost or otherwise not returned, General
Services 'Accounting must be notified so that the card may be
cancelled. Lost cellular phones or pagers must be reported
immediately to the issuing department.
e. Special "one number" credit/calling cards (cards authorized
to call one number only or 1180011 numbers) are available for
use by County employees in lieu of placing collect calls to
County telephones.
f. Local pay phone calls should be made with coins rather than
a credit/calling card.
5. Calls should be made according to the County' s interoffice and
long distance dialing procedures. Detailed dialing instructions
are covered in the County' s Interoffice Telephone Directory.
6. The General Services Department Communications Division shall be
consulted prior to installation of any auxiliary devices such as
answering machines, headsets and automatic dialers-, to ensure
compatibility with the County's telecommunication system.
7 . Third party calls, or calls billed to County telephone numbers by
County employees, are only permitted to .carry out official County
business.
8 . Additions or changes in telephone equipment/services, data lines,
or other communications services are chargeable to the requesting
department. Requests must be submitted on -a General Services
Work Request form.
9. Management is , expected to regularly monitor the use of
communications equipment. A summary of cellular phone calls and
long distance calls including all collect and credit/calling card
calls (regardless of cost) and direct dialed toll calls over
$1 .00 isprovidedeach month to County departments.
For further information on recommendations and assistance
stance in
controlling and reducing costs, call the General Services Department,
extension 3-7100.
Orig. Dept. : General Services
Isl Scott Tandy for
Phil Batchelor,
County Administrator
-2-
Current Administrative Bulletin on Telecommunications Procedures .
Proposed revisions are in italics .
CONTRA COSTA COUNTY
Office of the County Administrator
ADMINISTRATIVE BULLETIN
Number: 505.5
Date: 9-1-96
Section: Property & Equipment r
SUBJECT: Telecommunications Procedures
Communications equipment which includes telephones, portable
cellular phones, pagers, facsimile machines, computers., and: other
telecommunications devices are provided for employees to conduct
official County business. The criteria for issuance of specific
equipment or services (i. e. pagers, cellular phones, government
rates) shall be shall , be based on job related necessity.
Department managers and supervisors shall institute procedures to
inform employeesof this . County.policy and to monitor the use of
equipment. These procedures should be consistent with the
following:
1 . County communications equipment, including portable cellular
phones, mobile radios, and other personal communication
devices; or facilities shall be used to place or receive
personal calls only for an emergency or during break periods
where usage does not result in an unreimbursable charge to
the county or interfere with business .
2 . Necessary personal telephone calls shall be limited in
duration and not interfere with normal work duties and/or
disturb the work environment. Personal long distance calls
shall not be charged to the County.
3 . Facsimile machines, computers, answering devices, cellular
phones, pagers, and other equipment shall not be used to send
or receive information not directly related to County
business. Unauthorized or unsolicited information received
should be reported immediately to the employee' s supervisor.
4 . County telephone credit/calling cards may be issued to
transact County business when away from regular work stations
or County telephones . These cards will be used only as
authorized by County departments as follows:
a. Employees must protect County credit/calling cards and
equipment from unauthorized use including personal calls.
b. Employees shall keep their credit card numbers private
to prevent use by unauthorized users .
_1_
C. If a credit/calling card is lost or stolen, immediately
notify General Services Accounting at 313-7161 (3-7161) .
d. Credit/calling cards must be returned to General
Services Accounting and cellular phones and pagers to
the issuing department when employees - transfer or terminate
employment . If the card is lost or otherwise not returned, General
Services Accounting must be notified so that the card may be
cancelled. Lost cellular phones or pagers must be reported
immediately to the issuing department.
e. Special "one number" credit/calling cards (cards authorized
to call one number only Or 11800" numbers) are available for
use by County employees in lieu of placing collect calls to
County telephones.
f. Local pay phone calls should be made with coins rather than
a credit/calling card.
5. Calls should be made according to the County' s interoffice and
long distance dialing procedures . Detailed dialing instructions ructions
are covered in the County' s Interoffice Telephone Directory.
6. The General Services Department Communications Division shall be
consulted prior to installation of any auxiliary devices such as
answering machines, headsets and automatic dialers, to ensure
compatibility with the County's telecommunication system.
7 . Third party calls, or calls billed to County telephone numbers by
County employees, are only permitted to carry out official County
business.
8 . Additions or changes in telephone equipment/services, data lines,
or other communications services are chargeable to the requesting
department. Requests must be submitted on a General Services
Work Request form.
9. Management is , expected to regularly monitor the use of
communications equipment. A summary of cellular phone calls and
long distance calls including all collect and credit/calling card
calls (regardless of cost) and direct dialed toll calls over
$1 .00 is provided each month to County departments.
For further information on recommendations and assistance in
controlling and reducing costs, call the General Services Department,
extension 3-7100.
Orig. Dept. : General Services.
Isl Scott Tandy for
Phil Batchelor,
County .Administrator
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